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R-2015-017 2015-01-26RESOLUTION NO. R2015-17 A Resolution of the City Council of the City of Pearland, Texas, authorizing a contract for construction management and inspections services, associated with the Kirby Drive Expansion Project (Broadway to CR 59), to Jacobs Project Management Company, in the amount of $182,293.68. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS: Section 1. That certain contract for construction management and inspection services, a copy of which is attached hereto as Exhibit "A" and made a part hereof for all purposes, is hereby authorized and approved. Section 2. That the City Manager or his designee is hereby authorized to execute and the City Secretary to attest a contract for construction management and inspection services associated with the Kirby Drive Expansion Project. PASSED, APPROVED and ADOPTED this the 26th day of January, A.D., 2015. ATTEST: APPROVED AS TO FORM: DARRIN M. COKER CITY ATTORNEY TOM REID MAYOR ``%\11I1' ,O:' -�: Resolution No. R2015-17 Exhibit "A" CONTRACT FOR PROFESSIONAL SERVICES THIS CONTRACT is entered into upon final execution by and between the City of Pearland ("CITY") and Jacobs Project Management Co. ("CONSULTANT"). The CITY engages the CONSULTANT to perform Construction Management and Inspection Services for a project known and described as Kirby Drive Expansion ("PROJECT"). (Project # TR1404) SECTION I - SERVICES OF THE CONSULTANT The CONSULTANT shall perform the following professional services to CITY standards and in accordance with the degree of care and skill that a professional in Texas would exercise under the same or similar circumstances: A. The CONSULTANT shall perform Construction Management and Construction Services. See Exhibit A, attached, for a detailed SCOPE OF WORK. The PROJECT schedule shall conform to the construction schedule. B. The CONSULTANT acknowledges that the CITY (through its employee handbook) considers the following to be misconduct that is grounds for termination of a CITY employee: Any fraud, forgery, misappropriation of funds, receiving payment for services not performed or for hours not worked, mishandling or untruthful reporting of money transactions, destruction of assets, embezzlement, accepting materials of value from vendors, or consultants, and/or collecting reimbursement of expenses made for the benefit of the CITY. The CONSULTANT agrees that it will not, directly or indirectly; encourage a CITY employee to engage in such misconduct. C. The CONSULTANT recognizes that all drawings, special provisions, field survey notes, reports, estimates and any and all other documents or work product generated by the CONSULTANT under the CONTRACT shall be delivered to the CITY upon request, shall become subject to the Open Records Laws of this State. D. The CONSULTANT shall procure and maintain for the duration of this Agreement, insurance against claims for injuries to persons, damages to property, or any errors and omissions relating to the performance of any work by the CONSULTANT, its agents, employees or subcontractors under this Agreement, as follows: (1) Workers' Compensation as required by law. (2) Professional Liability Insurance in an amount not less than $1,000,000 in the aggregate. Design 1 of 6 D3. Revised 1/14 (3) Comprehensive General Liability and Property Damage Insurance with minimum limits of $1,000,000 for injury or death of any one person, $1,000,000 for each occurrence, and $1,000,000 for each occurrence of damage to or destruction of property. (4) Comprehensive Automobile and Truck Liability Insurance covering owned, hired, and non -owned vehicles, with minimum limits of $1,000,000 for injury or death of any one person, $1,000,000 for each occurrence, and $1,000,000 for property damage. The CONSULTANT shall include the CITY as an additional insured under the policies, with the exception of the Professional Liability Insurance and Workers' Compensation. Certificates of Insurance and endorsements shall be furnished to the CITY before work commences. Each insurance policy shall be endorsed to state that coverage shall not be suspended, voided, canceled, and/or reduced in coverage or in limits ("Change in Coverage") except with prior written consent of the CITY and only after the CITY has been provided with written notice of such Change in Coverage, such notice to be sent to the CITY either by hand delivery to the City Manager or by certified mail, return receipt requested, and received by the City no fewer than thirty (30) days prior to the effective date of such Change in Coverage. Prior to commencing services under this CONTRACT, CONSULTANT shall furnish CITY with Certificates of Insurance, or formal endorsements as required by this CONTRACT, issued by CONSULTANT'S insurer(s), as evidence that policies providing the required coverage, conditions, and limits required by this CONTRACT are in full force and effect. E. The CONSULTANT shall indemnify and hold the CITY, its officers, agents, and employees, harmless from any claim, loss, damage, suit, and liability of every kind for which CONSULTANT is legally liable, including all expenses of litigation, court costs, and attorney's fees, for injury to or death of any person, for damage to any property, or errors in design, any of which are caused by the negligent act or omission of the CONSULTANT, his officers, employees, agents, or subcontractors under this CONTRACT. F. All parties intend that the CONSULTANT, in performing services pursuant to this CONTRACT, shall act as an independent contractor and shall have control of its own work and the manner in which it is performed. The CONSULTANT is not to be considered an agent or employee of the CITY. Design 2 of 6 D3. Revised I/14 SECTION II - PERIOD OF SERVICE This CONTRACT will be binding upon execution and end upon completion of the construction related work. SECTION III - CONSULTANT'S COMPENSATION A. The total compensation for the services performed shall not exceed the total noted in Section B. B. The CITY shall pay the CONSULTANT in installments based upon monthly progress reports and detailed invoices submitted by the CONSULTANT based upon the following: 1. Constructability Review (Lump Sum) $5,160.68 2. Construction Management Services (Hourly Not to Exceed) $43,985.40 3. Construction Observation Services (Hourly Not to Exceed) $126,647.60 4. Reimbursable Expenses (Not to Exceed) $6.500.00 5. Total: $182.293.68 C. The CITY shall make payments to the CONSULTANT within thirty (30) days after receipt and approval of a detailed invoice. Invoices shall be submitted on a monthly basis. SECTION IV - THE CITY'S RESPONSIBILITIES A. The CITY shall designate a project manager during the term of this CONTRACT. The project manager has the authority to administer this CONTRACT and shall monitor compliance with all terms and conditions stated herein. All requests for information from or a decision by the CITY on any aspect of the work shall be directed to the project manager. B. The CITY shall review submittals by the CONSULTANT and provide prompt response to questions and rendering of decisions pertaining thereto, to minimize delay in the progress of the CONSULTANT'S work. The CITY will keep the CONSULTANT advised concerning the progress of the CITY'S review of the work. The CONSULTANT agrees that the CITY'S inspection, review, acceptance or approval of CONSULTANT'S work shall not relieve CONSULTANT'S responsibility for errors or omissions of the CONSULTANT or its sub-consultant(s) or in any way affect the CONSULTANT's status as an independent contractor of the CITY. Design 3 of 6 D3. Revised 1/14 SECTION V - TERMINATION A. The CITY, at its sole discretion, may terminate this CONTRACT for any reason -- with or without cause -- by delivering written notice to CONSULTANT personally or by certified mail at Jacobs Project Management Co., 5995 Rogerdale Road, Houston, Texas 77072. Immediately after receiving such written notice, the CONSULTANT shall discontinue providing the services under this CONTRACT. B. If this CONTRACT is terminated, CONSULTANT shall deliver to the CITY all drawings, special provisions, field survey notes, reports, estimates and any and all other documents or work product generated by the CONSULTANT under the CONTRACT, entirely or partially completed, together with all unused materials supplied by the CITY on or before the 15t1i day following termination of the CONTRACT. C. In the event of such termination, the CONSULTANT shall be paid for services performed prior to receipt of the written notice of termination. The CITY shall make final payment within sixty (60) days after the CONSULTANT has delivered to the CITY a detailed invoice for services rendered and the documents or work product generated by the CONSULTANT under the CONTRACT. D. If the remuneration scheduled under this contract is based upon a fixed fee or definitely ascertainable sum, the portion of such sum payable shall be proportionate to the percentage of services completed by the CONSULTANT based upon the scope of work. E. In the event this CONTRACT is terminated, the CITY shall have the option of completing the work, or entering into a CONTRACT with another party for the completion of the work. F. If the CITY terminates this CONTRACT for cause and/or if the CONSULTANT breaches any provision of this CONTRACT, then the CITY shall have all rights and remedies in law and/or equity against CONSULTANT. Venue for any action or dispute arising out of or relating to this CONTRACT shall be in Brazoria County, Texas. The laws of the State of Texas shall govern the terms of this CONTRACT. The prevailing party in the action shall be entitled to recover its actual damages with interest, attorney's fees, costs and expenses incurred in connection with the dispute and/or action. CONSULTANT and CITY desire an expeditious means to resolve any disputes that may arise between under this CONTRACT. To accomplish this, the parties agree to mediation as follows: If a dispute arises out of or relates to this CONTRACT, or the breach thereof, and if the dispute cannot be settled through negotiation, then the parties agree first to try in good faith, and before pursuing any legal remedies, to settle the dispute by mediation of a third party who will be selected by agreement of the parties. Design 4 of 6 D3. Revised 1/14 SECTION VI — ENTIRE AGREEMENT This CONTRACT represents the entire agreement between the CITY and the CONSULTANT and supersedes all prior negotiations, representations, or contracts, either written or oral. This CONTRACT may be amended only by written instrument signed by both parties. SECTION VII — COVENANT AGAINST CONTINGENT FEES The CONSULTANT affirms that he has not employed or retained any company or person, other than a bona fide employee working for the CONSULTANT to solicit or secure this CONTRACT, and that he has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage brokerage fee, gift, or any other consideration, contingent upon or resulting from the award or making of the CONTRACT. For breach or violation of this clause, the CITY may terminate this CONTRACT without liability, and in its discretion, may deduct from the CONTRACT price or consideration, or otherwise recover, the full amount of such fee, commission, percentage brokerage fee, gift, or contingent fee that has been paid. Design 5 of6 D3. Revised 1/14 SECTION VIII- SUCCESSORS AND ASSIGNS This CONTRACT shall not be assignable except upon the written consent of the parties hereto. Fr-14S— DATE CONS TANT DATE Design 6 of 6 D3. Revised 1/14 EXHIBIT A CONSTRUCTION MANAGEMENT SCOPE OF SERVICES FOR Kirby Drive Extension Phase II Construction Management 1 01 11 D5. Revised 12/14 BASIC SERVICES: Construction Manager(s) shall render the following professional services to the OWNER in connection with the construction of the Project. 1. Pre -Construction (on specific projects, as requested by the City/Owner) 1.1. Provide constructability review of plans, specifications, contract documents and validity of Engineer of Record's project duration. Identify construction issues, conflicts, deficiencies, review the adequacy and accuracy of the design and independent verification of quantities, for 100% Documents and attend one review meeting. 1.2. Attend Pre -Bid Meeting; provide feedback to City's Project Manager as necessary, such as: tracking and recording questions for the Engineer's written response, clarifying the Owner's expectations for the project and the project execution. 1.3. Chair Pre -Construction Meeting 1.3.1. Schedule and conduct the pre -construction meeting; record and disseminate minutes from pre -construction meeting. 1.3.2. Utilize the City's Pro -Trak system: set communications protocol and contract administration procedures, establish progress meeting schedule and submittal schedule. 1.3.3. Provide agenda for meeting: Key milestone dates, pay application procedures, schedule, public notification issues and procedures, utility coordination issues, traffic control, permitting, property owner notification and coordination, temporary facilities, contractor's use of City's Pro -Trak system, etc. Construction Management 2 ut I 1 D5. Revised 12/14 2. Construction Administration and Management Services 2.1. Act as the City's on-site representative administering the contract for construction and providing overall project oversight, maintain record of decisions and changes made. 2.2. Meetings: Schedule and conduct construction progress meetings; record minutes from construction progress meetings and distribute via Pro -Trak to: City Project Manager, Design Engineer and contractor throughout the duration of the project. 2.2.1. Schedule meetings every two weeks, minimum, to review the following: work progress and schedule, outstanding issues, status of submittals and responses shop drawings unforeseen issues and changes to the work. 2.2.2. Coordinate additional meetings as necessary to discuss and resolve problems and provide guidance in a timely manner. 2.2.3. Coordinate/monitor the following: utility relocation activities for compliance, utility installation verification, reporting, record management and as -built drawings. 2.2.4. Attend all utility coordination, construction, and scheduling meetings. 2.2.5. Obtain copy of ROW permit and prints from Public Works in order to monitor progress of utility relocation per permit/plan. 2.3. Manage Construction 2.3.1. All final documentation is required in electronic/digital format, utilizing Pro -Trak as is feasible. 2.3.2. As field problems arise, notify the Design Engineer and City Project Manager of proposed solutions to resolve problems. Construction Management D5. Revised 12/14 2.3.3. Review and update as -built documents regularly with contractor. 2.3.4. Monitor and ensure adherence to approved project baseline schedule. Review contractor's schedule monthly. ensure compliance with City's intended schedule. and provide recommendations as needed to retain and regain schedule if needed. 2.3.5. Recommend alternate project sequencing/scheduling to keep project on schedule. 2.3.6. Prepare monthly summary report of construction activities with outstanding issues outlined for review. Monthly progress information associated with the project will be submitted to the Project Manager for review and approval. 2.3.7. Record weather conditions on jobsite daily. 2.4. Coordinate work of contractor with external agencies and utility companies. Coordinate contractor's operations with regard to other City contracts and construction as well as with property owners for planned service outages, street closures, and access control issues to properties including notifications. 2.4.1. Verify construction conformance and compliance with TCEQ, NOI and NOT. 2.4.2. Verify construction conformance with permitted activities such as: City of Pearland permits, U.S. Army Corps of Engineers permits, TxDOT roadway permits, and any Railroad agreements. 2.5. Maintain records of all decisions, actions and activities with regard to construction operations (i.e. Change Orders, RFIs and responses, Submittals and responses, Request for Proposals, correspondence, SWPPP inspections.) Construction Management 1 oi I 1 D5. Revised 12/14 3. Construction Inspection Services 3.1. Provide full-time (up to 50 hours per week) on-site technical observation of Contractor's activities to verify and ensure all work materials, structures, equipment and workmanship comply with the Contract Documents including Addenda, and Change Orders. Verify and ensure that Contractor maintains good construction practices and professional standards prevailing in the local City, County, and State of Texas. Utilize City's Pro -Trak system for all inspection reports. 3.1.1. Notify the City Project Manager if Contractor's work is not in compliance with the Contract Documents or specifications. Notify the City Project Manager and Design Engineer of any failure of the Contractor to take measures to repair and bring work in compliance. 3.1.2. Issue Advisory Notices to Contractor for work that is not in compliance with approved construction documents. 3.1.3. Issue Non -Compliance Reports to Contractor if non- conforming work is not brought into compliance or if plan of action to bring work into compliance is not conducted in timely manner. 3.1.4. Inspect and observe the materials and equipment being incorporated into the work to assure that they are handled, stored and installed in accordance with the Contract Documents and specifications. Report to the City Project Manager regarding these activities. 3.2. Identify record and notify Design Engineer of any problems or failures to meet performance requirements in a timely manner to minimize delay in the progress of the project, make Construction Management 01 I I D5. Revised 12/14 recommendation(s) for appropriate solution to the City Project Manager and Design Engineer. 3.3. Prepare and maintain daily progress log or daily construction reports, photographs and records for turnover at completion of project. Provide a copy of daily progress log that includes quantities installed that day to the City Project Manager on a weekly basis, utilizing City's Pro -Trak system. 3.4. Verify contractor has obtained necessary permits and is maintaining any Traffic Control, public notification and Storm Water Pollution Prevention Plans, facilities, equipment or arrangements in accordance with contract documents. 3.5. Attend and participate in progress meetings. 3.6. Create contract for your record for: names, addresses, telephone numbers and email of all contractors, subcontractors, sub consultants and major suppliers of material and equipment; store in City's Pro -Trak system. 3.7. Immediately notify the City Project Manager and Design Engineer in the event of an on-site accident. Record and note conditions, activities and witnesses to the event. 3.8. Maintain Resolution Log and respond to citizen complaints in Pro - Trak system. 3.9. Consult with City Project Manager and Design Engineer in advance of scheduled major work operations, tests, inspections or start of important phases of project. 4. Pay Applications 4.1. Produce and prepare independent progress based pay applications on a monthly basis for all work in compliance with contract documents. Review and verify quantities provided by contractor. 4.1.1. Review work conducted daily on daily inspection reports and material installed measurements Construction Management c, oI I I D5. Revised 12/14 submitted by contractor; Meet weekly with contractor to verify work conducted and bid item quantities; meet monthly to review pay estimate and quantities with contractor 4.1.2. Review progress pay application with Design Engineer for approval or revision prior to submittal to City. 4.1.3. Finalize pay application with signatures from Contractor, Engineer and Construction Manager certifying quantities and amounts. 4.1.4. Provide City Project Manager with one original with all original signatures for processing and payment by the 10th day following the cut off date for pay applications. 4.1.5. Track and record requests for rain or other delays with potential to add to Contract Time daily and monthly. 4.1.6. Provide an independent quantity forecast bid items to identify potential quantity over -runs as part of pay estimate review. 4.2. Upon completion of the work, prepare a final progress payment including a balancing change order zeroing out all unused quantities. Identify and add additional quantities and make any approved changes to the Contract Time. 4.2.1. Review and coordinate with Design Engineer to provide Engineer's recommendation for Substantial Completion or Final Acceptance. (See Close-out Section) 5. Document Control 5.1. Utilize the City's Pro -Trak system to: receive. route, track and log all Contractor communications, Submittals, Change Orders, RFIs, Construction Management f 11 1)5. Revised 12/14 Pay Applications and Citizen Complaint/Resolution Log; communicate with Contractor the status of submittal reviews; create and keep a submittal and RFI log showing status; notify City Project Manager. Contractor and Design Engineer of time critical issues. 5.1.1. Respond to RFIs when such response does not require the Engineer's opinion or expertise or direction from City. 5.1.2. Assemble and maintain notes, comments, sketches and supportive data relative to the Project to facilitate the revision of drawings to conform to the final as -built conditions. Review Contractor's record keeping periodically to ensure completeness. timeliness and progress. 6. Change Orders 6.1. Prepare and issue request for proposals in a timely manner. Provide RFP and contractor proposal for additional work to City Project Manager and Design Engineer for review and approval. Log and track status of RFP and Responses from Contractor, City and Design Engineer. 6.2. Provide recommendation on technical matters as an advocate for the City. Evaluate Contractor's response/proposal for merit, cost, time, accuracy and price practicality. Negotiate with Contractor on City's behalf if required. 6.3. Prepare Change Order and documentation including signatures of Contractor, Engineer and Construction Manager for delivery to City. 7. Testing Laboratory and Results 7.1. Coordinate testing laboratory activities with Contractors activities. Review test reports for compliance with Contract Documents. Log, track and retain test reports for file. Review results with Contractor. Construction Management 8 I11 D5. Revised 12/14 Monitor any corrective action and re -testing for compliance. Maintain compliance with City's specifications 7.1.1. Review lab test reports and log any failures. 7.1.2. Review Invoicing from Laboratory to daily activities. 8. Project Completion and Close out 8.1.A. Provide list of deliverables for substantial completion walk through/inspection. Schedule and conduct project walk through upon receipt of Contractor's notification of substantial completion. Include City Project Manager, Design Engineer and others as directed. Prepare a list of non -conforming work based on visual inspections. Record and monitor contractor's corrective efforts and schedule. Schedule final completion inspection for any remaining corrections. B. Coordinate and obtain Design Engineer's signature and seal on Substantial Completion certificate and Final Completion and Acceptance certificate. 8.2. Review and compile any Operation and Maintenance documents required from the Contractor — forward to Engineer for review. Collect Contractor's closeout documents to review for completeness and accuracy. including; affidavits of final payment, final pay estimates, as built records, redlines and drawings. Once received, forward to Design Engineer along with any supporting documentation. 8.2.1. Upon completion of close out items, provide recommendation for City's Substantial Completion/Final Acceptance certificate. 8.2.2. Provide indexed project files, redline plans and as - built or record drawings to City. 8.3. Conduct Project Close -Out Meeting. Construction Management of I I D5. Revised 12/14 8.4. Prepare and recommend final payment application. Prepare job record logs transmittals, and correspondence reports in an organized file for delivery to City. 8.5. Consult with City on any potential Warranty items requiring repair or replacement. 9. Warranty Period 9.1. Schedule, arrange and coordinate a One Year Walk-through of the project to review status of the work 30 days prior to expiration of the One Year Maintenance period. 9.2. Provide staff to conduct and participate in the warranty inspections. 9.3. Prepare list of non conforming work for presentation to the City Project Manager, Design Engineer and Contractor. 9.4. Oversee repairs for non conforming work with Contractor. 9.5. Submit final report on completed warranty repairs. 10.Additional Items 10.1. Construction Manager shall not at any time supervise, direct, control, or have authority over any contractor work, nor shall have authority over or be responsible for the means, methods, techniques, sequences, or procedures of construction selected or used by any contractor, or the safety precautions and programs incident thereto, for security or safety at the site, nor for any failure of a contractor to comply with laws and regulations applicable to such contractor's furnishing and performing of its work. 10.2. Construction Manager shall not be responsible for the acts or omissions of any Contractor, other Subcontractor, or Supplier, or of any of their agents or employees or of any other persons (except Construction Manager's own agents, employees, and Consultants) at the Site or otherwise furnishing or performing any Work; or for any decision made regarding the Contract Documents, Construction Management 10 of 11 D5. Revised 12/14 or any application, interpretation, or clarification, of the Contract Documents, other than those made by the Construction Manager. 10.3 Force Majeure - Any delays in or failure of performance by Consultant or City, other than the payment of money, shall not constitute default hereunder if and to the extent such delays or failures of performance are caused by occurrences beyond the reasonable control of City or Consultant, as the case may be, including but not limited to, acts of God or the public enemy; compliance with any order or request of any governmental authority; fires, floods, explosion, accidents; riots, strikes or other concerted acts of workmen, whether direct or indirect; or any causes, whether or not of the same class or kind as those specifically named above, which are not within the reasonable control of City or Consultant respectively. In the event that any event of force majeure as herein defined occurs, Consultant shall be entitled to a reasonable extension of time for performance of its Services. Construction Management 11 of 11 1)5. Revised 12/14 JACOBS December 22, 2014 City of Pearland 3519 Liberty Drive Pearland. Texas 77581 Attn: Jennifer Lee 5995 Rogerdale Road P.O. Box 53495 Houston; Texas 77072-3495 USA 1.832.351.6000 Fax 1.832.351.7766 Subject: Kirby Drive Extension Phase II, Project No. TBD, Proposal for Construction Management and Construction Inspection Services Dear Ms. Lee, This letter is to provide our proposal to provide Construction Management and Inspection services for the above referenced project. We intend to provide 50 hours per week on site inspection (based on 6 months duration), administration, and management services in accordance with the City's standard scope of services and as amended in Section 10 of Exhibit A. Our proposal includes services for preconstruction, construction phase, closeout, and warranty period as per the below Summary of Fees: 1. Constructability Review (Lump Sum): 2. Construction Management Services (Hourly): 3. Construction Inspection (Hourly): 4. Reimbursable Expenses (Not to Exceed): $ 5,160.68 $ 43,985.40 $ 126,647.60 $ 6,500.00 The total cost of services. as summarized shall be $ 182,293.68 and is based on our budget effort sheet attached. If you need any additional information please contact me at 832.351.7225. JACOBS PROJECT MANAGEMENT CO. Hugh D. Brightwell Sr. Construction Manager HB/hdb Attachments Cc: File B. Barnes K. Ellis P \City_of_Pearland\WHXJ8500-Cowart_Ck\20000NTR\201CLIEN\Kirby\KIRBYCM Proposal2014-12-08.doc 0 0 4. 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