HomeMy WebLinkAboutContracts & Agreements_30-2018FIRST AMENDMENT TO INFRASTRUCTURE UPDATE SERVICES AGREEMENT
This first amendment ("First Amendment") to the infrastructure update services agreement
dated August 8, 2017 (the "Agreement"), by and between the City of Redlands, a municipal
corporation ("City"), and Davis Farr LLP ("Consultant"), is made and entered into this P day of
February, 2018.
RECITALS
WHEREAS, it is the desire of City and Consultant to amend Exhibit "A" of the Agreement,
entitled "Scope of Services," to provide for an additional update by Consultant of City's
infrastructure records for previously completed projects that were not included in the initial Scope
of Services provided for in the Agreement, and to increase Consultant's total compensation for the
provision of such additional services;
NOW, THEREFORE, City and Consultant hereby agree as follows:
AGREEMENT
Section 1. Exhibit "A" of the Agreement, entitled "Scope of Services," is hereby
amended to include an additional Scope of Services as more particularly described in Exhibit "1"
to this First Amendment.
Section 2. Article 5 of the Agreement, entitled "Payments to Consultant," is hereby
amended to read as follows:
"5.1 Total compensation for Consultant's performance of the Services shall be a flat
fee in the amount of seventeen thousand eight hundred fifty dollars ($17,850).
Section 3. All other provisions of the Agreement shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have executed this First Amendment, to be effective
as of February 8, 2018.
CITY OF REDLANDS
i
B4N.Enriq
etinez, City Manager
ATTEST:
L
J e Donaldson, City Clerk
I \ca\djm\Agreements\First Amendment to Dais Farr LLP.doex
DAVIS FARR LLP
By:
arcus D. Davis, Partner
DavisFar r
CERTIFIED PUBLIC ACCOUNTANTS
January 2, 2018
Ms. Farrah Jenner
Assistant Finance Director
City of Redlands
35 Cajon Street, Suite 30
Redlands, California 92373
Davis Farr LLP
2301 Dupont Drive 1 Suite 200 1 Irvine. CA 92612
M a i n: 949.474.2020 1 Fa x: 949.263.5520
RE: AMENDMENT TO INFRASTRUCTURE UPDATE FOR THE YEAR ENDED JUNE 30,
2017
Dear Ms. Jenner:
Davis Farr LLP (Davis Farr) is pleased to respond to your request to update infrastructure records
for projects identified by the City of Redlands (City) which were completed in prior years, but not
communicated to Davis Farr and not included in the annual infrastructure updates. We
understand that these projects date back to fiscal year 2005-06. This will necessitate all annual
updates to be reopened and recalculated for projects added each fiscal year and then updated
again each year thereafter to reflect adjusted depreciation. This work is in addition to the work
as previously approved by the City in our engagement letter dated July 11, 2017. Based upon
the number and magnitude of the projects identified by the City which need to be added to the
City's infrastructure inventory, we estimate the effort required to complete this work to be $8,000.
As such, the total cost to complete the infrastructure update for the year ended June 30, 2017, is
as follows:
Annual infrastructure update, as originally proposed $9,850
Additional fee to update records for previously
completed projects 8,000
Annual infrastructure update, as adjusted $1
All other terms and conditions as included in the previous engagement letter and professional
services agreement of the City remain unchanged. If the foregoing is in accordance with your
understanding, please sign the copy of this letter in the space provided and return it to us.
Sincerely,
DAVIS FARR LLP
Marcus D. Davis
Partner
- 1 -
AGREEMENT TO PERFORM INFRASTRUCTURE UPDATE SERVICES
This agreement for the provision of infrastructure update services ("Agreement") is made
and entered into this a th day of August, 2017 ("Effective Date"), by and between the City of
Redlands, a municipal corporation ("City)" and Davis Farr LLP ("Consultant"). City and
Consultant are sometimes individually referred to herein as a "Party" and, together, as the
"Parties." In consideration of the mutual promises contained herein, City and Consultant agree as
follows:
ARTICLE 1 — ENGAGEMENT OF CONSULTANT
1.1 City hereby engages Consultant to provide infrastructure inventory update services for
the fiscal year ending June 30, 2017 (the "Services").
1.2 The Services shall be performed by Consultant in a professional manner, and Consultant
represents that it has the skill and the professional expertise necessary to provide the
Services to City at a level of competency presently maintained by other practicing
professional consultants in the industry providing like and similar types of Services.
ARTICLE 2 — SERVICES OF CONSULTANT
2.1 The Services that Consultant shall perform are more particularly described in Exhibit
"A," entitled "Scope of Services," which is attached hereto and incorporated herein by
reference.
2.2 Consultant shall comply with applicable federal, state and local laws and regulations in
the performance of this Agreement including, but not limited to State prevailing wage
laws.
ARTICLE 3 — RESPONSIBILITIES OF CITY
3.1 City shall make available to Consultant information in its possession that may assist
Consultant in performing the Services.
3.2 City designates Farrah Jenner, Assistant Finance Director, as City's representative with
respect to performance of the Services, and such person shall have the authority to
transmit instructions, receive information, interpret and define City's policies and
decisions with respect to performance of the Services.
ARTICLE 4 — PERFORMANCE OF SERVICES
4.1 Consultant shall perform and complete the Services in a prompt and diligent manner. The
Services shall commence within ten (10) days of the Effective Date of this Agreement.
4.2 If Consultant's Services include deliverable electronic visual presentation materials, such
materials shall be delivered in a form, and made available to the City, consistent with
City Council adopted policy for the same. It shall be the obligation of Consultant to
obtain a copy of such policy from City Staff.
ARTICLE 5 — PAYMENTS TO CONSULTANT
5.1 Total compensation for Consultant's performance of the Services shall be a flat fee in the
amount of Nine Thousand Eight Hundred and Fifty dollars (S9,850).
5.2 Consultant shall submit monthly invoices to City describing the Services performed
during the preceding, month. Consultant's invoices shall include a brief description of the
Services performed, the dates the Services were performed, the number of hours spent
and by whom, and a description of reimbursable expenses related to the project. City
shall pay Consultant no later than thirty (30) days after receipt and approval by City of
Consultant's invoice.
5.3 Any notice or other communication required, or which may be given, pursuant to this
Agreement, shall be in ,��,riting. Any such notice shall be deemed delivered (i) on the date
of delivery in person; (ii) five (5) days after deposit in first class registered mail, with
return receipt requested; (iii) on the actual delivery date if deposited with an overnight
courier; or (iv) on the date sent by facsimile, if confirmed with a copy sent
contemporaneously by first class, certified, registered or express mail; in each case
properly posted and fully prepaid to the appropriate address set forth below, or such other
address as a Party may provide notice in accordance with this section:
C?�
Danielle Garcia, Management Svcs. Director
Management Services/Finance Department
City of Redlands
35 Cajon Street, Suite 30
PO. Box 3005 (rnailinp)
Redlands, CA 92373
Consultant
Marcus D. Davis, Partner
Davis Farr LLP
2301 Dupont Drive, Suite 200
Irvine, CA 92612
ARTICLE 6 — INSURANCE AND INDEMNIFICATION
6.1 Insurance required by this Agreement shall be maintained by Consultant for the duration
of its performance of the Services. Consultant shall not perform any Services unless and
until the required insurance listed below is obtained by Consultant. Consultant shall
provide City with certificates of insurance and endorsements evidencing such insurance
prior to commencement of the Services. Insurance policies shall include a provision
prohibiting cancellation or modification of the policy except upon thirty (30) days prior
written notice to City.
6.2 Workers' Compensation and Employer's Liability insurance in the amount that meets
statutory requirements with an insurance carrier acceptable to. City, or certification to
City that Consultant is self-insured or exempt from the workers' compensation laws of
2
the State of California. Consultant shall provide City with Exhibit "B," entitled
"Workers' Compensation Insurance Certification," which is attached hereto and
incorporated herein by this reference prior to performance of the Services.
6.3 Consultant shall secure and maintain comprehensive general Iiability insurance with
carriers acceptable to City. Minimum coverage of One Million Dollars ($1,000,000) per
occurrence and Two Million Dollars ($2,000,000) aggregate for public liability, property
damage and personal injury is required. City shall be named as an additional insured and
such insurance shall be primary and non-contributing to any insurance or self-insurance
maintained by City.
6.4 Consultant shall secure and maintain professional liability insurance throughout the tern
of this Agreement in the amount of One Million Dollars ($1,000,000) per claim made.
6.5 Consultant shall secure and maintain business auto liability coverage, with minimum
limits of One Million Dollars ($1,000,000) per occurrence, combined single limit bodily
injury liability and property damage liability. This coverage shall include all Consultant
owned vehicles used in connection with Consultant's provision of the Services, hired and
non -owned vehicles, and employee non -ownership vehicles. City shall be named as an
additional insured and such insurance shall be primary and non-contributing to any
insurance or self insurance maintained by City.
6.6 Consultant shall defend, indemnify and hold harmless City and its elected officials,
employees and agents from: and against any and all claims, losses or liability, including
attorneys' fees, arising from injury or death to persons or damage to property occasioned
by any negligent act or omission by, or the willful misconduct of, Consultant, or its
officers, employees and agents in performing the Services.
ARTICLE 7 — CONFLICTS OF INTEREST
7.1 Consultant covenants and represents that it does not have any investment or interest in
any real property that may be the subject of this Agreement or any other source of
income, interest in real property or investment that would be affected in any manner or
degree by the performance of Consultant's Services. Consultant further covenants and
represents that in the performance of its duties hereunder, no person having any such
interest shall perforin any Services under this Agreement.
7.2 Consultant agrees it is not a designated employee within the meaning of the Political
Reform Act because Consultant:
A. Does not make a governmental decision whether to:
(i) approve a rate, rule or regulation, or adopt or enforce a City law;
(ii) issue, deny, suspend or revoke any City permit, license, application,
certification, approval, order or similar authorization or entitlement;
(iii) authorize the City to enter into, modify or renew a contract;
(iv) ;rant City approval to a contract that requires City approval and to which
City is a party, or to the specifications for such a contract;
(v) grant City approval to a plan, design, report, study or similar item;
(vi) adopt or grant City approval of, policies, standards or guidelines for City or
for any subdivision thereof.
B. Does not serve in a staff capacity with City and in that capacity, participate in
making a governmental decision or otherwise perforin the same or substantially
the same duties for City that would otherwise be performed by an individual
holding a position specified in City's Conflict of Interest Code under Government
Code section 87302.
7.3 In the event City officially determines that Consultant must disclose its financial
interests, Consultant shall complete and file a Fair Political Practices Commission Form
700, Statement of Economic Interests, with the City Clerk's office pursuant to the written
instructions provided by the City Clerk.
ARTICLE 8 -- GENERAL CONSIDERATIONS
8.1 In the event any action is commenced to enforce or interpret any of the terms or
conditions of this Agreement the prevailing Party shall, in addition to any costs and other
relief, be entitled to the recovery of its reasonable attorneys' fees, including fees for the
use of in-house counsel by a Party.
8.2 Consultant shall not assign any of the Services, except with the prior written approval of
City and in strict compliance with the terms and conditions of this Agreement.
8.3 Records, drawings, designs, cost estimates, electronic data files, databases and any other
documents developed by Consultant in connection with its performance of the Services,
and any copyright interest in such documents, shall become the property of City and shall
be delivered to City upon completion of the Services, or upon the request of City. Any
reuse of such documents, and any use of incomplete documents, shall be at City's sole
risk.
8A Consultant is for all purposes under this Agreement an independent contractor and shall
perform the Services as an independent contractor. Neither City nor its agents shall have
control over the conduct of Consultant or Consultant's employees, except as herein set
forth. Consultant shall supply all necessary tools and instrumentalities required to
perform the Services. Assigned personnel employed by Consultant are for its account
only, and in no event shall Consultant or personnel retained by it be deemed to have been
employed by City or engaged by City for the account of, or on behalf of City. Consultant
shall have no authority, express or implied, to act on behalf of City in any capacity
whatsoever as an agent, nor shall Consultant have any authority, express or implied, to
bind City to any obligation.
9
8.5 Unless earlier terminated as provided for below, this Agreement shall terminate upon
completion and acceptance of the Services by City. This Agreement may be terminated
by City, in its sole discretion, by providing not less than five (5) days prior written notice
to Consultant of City's intent to terminate. If this Agreement is terminated by City, an
adjustment to Consultant's compensation shall be made, but (1) no amount shall be
allowed for anticipated profit or unperformed Services, and (2) any payment due
Consultant at the time of termination may be adjusted to the extent of any additional costs
to City occasioned by any default by Consultant. Upon receipt of a termination notice,
Consultant shall immediately discontinue its provision of the Services and, within five (5)
days of the date of the termination notice, deliver or otherwise make available to City,
copies (in both hard copy and electronic form, where applicable) of project related data,
design calculations, drawings, specifications, reports, estimates, summaries and such
other information and materials as may have been accumulated by Consultant in
performing the Services. Consultant shall be compensated on a pro -rata basis for Services
completed up to the date of termination,
8.6 Consultant shall maintain books, ledgers, invoices, accounts and other records and
documents evidencing costs and expenses related to the Services for a period of three (3)
years, or for any longer period required by lav, from the date of final payment to
Consultant pursuant to this Agreement. Such books shall be available at reasonable times
for examination by City at the office of Consultant.
8.7 This Agreement, including the Exhibits incorporated herein by reference, represents the
entire agreement and understanding between the Parties as to the matters contained
herein, and any prior negotiations, written proposals or verbal agreements relating to such
matters are superseded by this Agreement. Except as otherwise provided for herein, any
amendment to this Agreement shall be in writing, approved by City and signed by City
and Consultant.
8.8 This Agreement shall be governed by and construed in accordance with the laws of the
State of California.
8.9 If one or more of the sentences, clauses, paragraphs or sections contained in this
Agreement is declared invalid, void or unenforceable by a court of competent
jurisdiction, the same shall be deemed severable from the remainder of this Agreement
and shall not affect, impair or invalidate the remaining sentences, clauses, paragraphs or
sections contained herein, unless to do so would deprive a Party of a material benefit of
its bargain under this Agreement.
IN WITLESS WHEREOF, duly authorized representatives of City and. C011SUltan[ have signed
in confirni.ation of this Agreement.
CITY OF REDLANDS
r
/Y-�
queM• tinez, City 2e
Attest:
W.Ce b Donaldson, City Clerk
Davis Farr LLP
By:
i�larcus D. D�isjartner
EXHIBIT "Atf
SCAPI: OF SERVICES
Davis Farr LLP (Davis Farr) is pleased to respond to your request to continue to provide updated
infrastructure records for the year ended June 30; 2017 for the City of Redlands (City). The
scope of the work is as follows:
• City will identify all City capital projects accepted by the City Council between July 1,
2016 and June 30, 2017. We request a copy of City Council bid document and a copy of
the plans for each project.
• City will identify all developer projects accepted by the City between July 1, 2016 and
June 30, 2017.
• Davis Farr will update the City's detailed infrastructure inventory for the year ended Jane
30, 2017 based solely upon the information provided by the City.
• Davis Fair will calculate accumulated depreciation and depreciation expense as of and for
the year ended June 30; 2017.
• Davis Farr will provide a report documenting the additions and deletions in infrastructure
assets for the year ended June 30, 2017.
We are available to begin work immediately, Based upon the availability of City staff and
records, we anticipate completion of the project will take approximately three weeks. Upon
acceptance by the City, we will finalize the report.
Davis Farr will provide GASB 34 infrastructure inventory update services for the year ending
June 30, 2017 to the City of Redlands for a fixed fee of $9,850. This fixed fee is inclusive of all
travel and out-of-pocket expenses. We will invoice the City monthly for services rendered
throughout the life of the project. Should the City elect not to identify the City and developer
projects to be capitalized, then we will provide the City with a revised estimate of our services.
EXHIBIT "B"
WORKERS° COMPENSATION INSURANCE CERTIFICATION
Every employer, except the State, shall secure the payment of compensation in one or more of the
following ways:
(a) By being insured against liability to pay compensation by one or more insurers duly
authorized to write compensation insurance in this State.
(b) By securing from the Director of Industrial Relations, a certificate of consent to
self -insure, either as an individual employer, or as one employer in a group of
employers, which may be given upon furnishing proof satisfactory to the Director
of Industrial Relations of ability to self -insure and to pay any compensation that
may become due to his or her employees.
CHECK ONE
X I am aware of the provisions of Section 3700 of the Labor Code which requires every
employer to be insured against Iiability for Workers' Compensation or to undertake self-insurance
in accordance with the provisions of that Code, and I will comply with such provisions before
commencing the performance of the work and activities required or permitted under this
Agreement. (Labor Code §1861).
I affirm that at all times, in performing the work: and activities required or permitted under
this Agreement, i shall not employ any person in any manner such that I become subject to the
workers' compensation laws of California. However, at any time, if I employ any person such that
I become subject to the workers' compensation laws of California, immediately I shall provide the
City with a certificate of consent to self -insure, or a certification of workers' compensation
insurance.
1 certify under penalty of perjury under the laws of the State of California that the information and
representations made in this certificate are true and correct.
DAM'S FARR LLP Date; 814117
By:
-
--'Marcus Marcus D. Davis, Partner