HomeMy WebLinkAboutContracts & Agreements_213-2024AGREEMENT TO PERFORM PROFESSIONAL SERVICES
This agreement for the provision of Watershed Sanitary Survey 5 Year Updates
("Agreement") is made and entered in this 3rd day of December, 2024 ("Effective Date"), by and
between the City of Redlands, a municipal corporation ("City") and Leslie Palencia, an individual,
dba Palencia Consulting Engineers ("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 Watershed Sanitary Survey 5-Year Updates
services for City (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,"
titled "Scope of Services," which is attached hereto and incorporated herein by this
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, any applicable State
prevailing wage laws.
ARTICLE 3 — RESPONSIBILITIES OF CITY
3.1 City designates John Harris, Municipal Utilities & Engineering Department 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.
4.2 The term of this Agreement shall be for a. period of one (1) year commencing as of the
Effective Date, unless terminated earlier as provided herein.
4.3 If Consultant's Services include deliverable electronic visual presentation materials, such
materials shall be delivered in a form, and made available to City, consistent with City
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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 Compensation: Total compensation for Consultant's performance of the Services shall not
exceed the amount of Seventy -Nine Thousand Two Hundred Eighty Dollars ($79,280.00).
City shall pay Consultant on a time and materials basis up to the not to exceed amount in
accordance with Exhibit 1113," titled ("Fee Schedule") which is attached hereto and
incorporated herein by reference.
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 Services. 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 writing. 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 or electronic mail transmission (including PDF), 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:
CITY:
City Clerk
City of Redlands
35 Cajon Street
P.O. Box 3005 (mailing)
Redlands, CA 92373
jdonaldson@cityofredlands.org
g
Phone: (909) 798-7531
CONSULTANT:
Leslie Palencia, Owner
Palencia Consulting Engineers
2837 Lemonwood Ct.
Fullerton, Ca. 92835
Leslie@palenciaconsult.com
Phone: (714) 293-7033
ARTICLE 6 — INSURANCE AND INDEMNIFICATION
6.1 The following insurance coverage 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.
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A. 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
the State of California. Consultant shall execute and provide City with Exhibit "C,"
titled "Workers' Compensation Insurance Certification," which is attached hereto and
incorporated herein by this reference, prior to performance of the Services.
B. Comprehensive General Liability insurance with carriers acceptable to City in the
minimum amount 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.
C. Consultant shall secure and maintain professional liability insurance throughout the
term of this Agreement in the amount of One Million Dollars ($1,000,000) per claim
made.
D. 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.
E. Consultant is expressly prohibited from assigning or subcontracting any of the Services
without the prior written consent of City. In the event of mutual agreement by the
Parties to assign or subcontract a portion of the Services, Consultant shall add such
assignee or subcontractor as an additional insured to the insurance policies required
hereby and provide City with the insurance endorsements prior to any Services being
performed by the assignee or subcontractor.
6.2 Consultant shall defend, indemnify and hold harmless City and its elected and appointed
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
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in the performance of its duties hereunder, no person having any such interest shall perform
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 City to enter into, modify or renew a contract;
(iv) grant 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 perform 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 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. Any
assignment or attempted assignment without such prior written consent may, in the sole
discretion of City, result in City's immediate termination of this Agreement.
8.3 Consultant is for all purposes under this Agreement an independent contractor and shall
perform the Services as an independent contractor. Neither City nor any 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,
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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.
8.4 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.
8.5 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 law, 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.
8.6 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.
8.7 This Agreement shall be governed by and construed in accordance with the laws of the
State of California, without regard to its conflicts of laws provisions. The Parties agree that
all actions or proceedings arising in connection with this Agreement shall be tried and
litigated only in the state courts located in San Bernardino County, California, and the
federal courts located in Riverside County, California.
8.8 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.
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IN WITNESS WHEREOF, duly authorized representatives of City and Consultant have
signed in confirmation of this Agreement.
CITY OF REDLANDS
By:
ddie Tejeda, Mayor
ATTEST:
an Donaldson, City Clerk
LESLIE PALENCIA DBA PALENCIA
CONSULTING ENGINEERS
By:
PAtel:
Leslie Palencia, Owner
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EXHIBIT "A"
SCOPE OF SERVICES
The Mill Creek Watershed Sanitary Survey and the Santa Ana River Watershed Sanitary Survey
will cover the time period from January 2019 to December 2023. Technical work will focus on
four major areas for each report:
Task 1 - Information Collection
Consultant will develop an Agency Survey form to obtain water quality and operational data
from the City. The objectives are to collect data from the period of interest as efficiently as
possible by utilizing a survey form and data request package. Water quality constituents .to be
evaluated are turbidity, total organic carbon, Giardia and Cryptosporidium, total and fecal
coliform, total trihalomethanes, total haloacetic acids, and UCMR 4/UCMR 5 monitoring. This
Agency Survey will also request information on actions taken by the City to address the
recommendations from the Fourth WSS Updates for both sources.
For the watershed contaminant sources, we will contact various agencies within the watershed to
obtain information, search their websites for new programs, download maps, and query
databases for various information such as water quality, spills, chemical usage, inspection
reports, permits, and facilities identified as a concern for stormwater runoff to name a few.
Consultant's project team has the distinct advantage of having recently prepared the 2022
Watershed Sanitary Survey for East Valley Water District for the Santa Ana River. Therefore,
the team already knows what agencies and specific staff to contact for information related to
watershed contaminant sources.
Mill Creek contaminant sources to be investigated will include Wastewater, Recreation, Urban
Runoff, Leaking Underground Storage Tanks, Floods/Erosion, Spills, Fires, and Invasive Plants.
Santa Ana River contaminant sources to be investigated will include Wastewater, Recreation,
Urban Runoff, Leaking Underground Storage Tanks, Seven Oaks Dam, Spills, Fires, and
Management of Big Bear Lake. Additional information will be provided on the Total Maximum
Daily Loads for Big Bear Lake Watershed.
Task 2 - Information Analysis
Once the water quality data has been obtained, Consultant will conduct a statistical evaluation,
construct graphs over time, and look for any seasonal or geographic trends, relationships
between source water quality and contaminant sources, and relationship of source water quality
to treatability issues.
For treated water, Consultant will also conduct an individual regulatory evaluation for the Tate
and Hinckley WTPs focusing on the following regulations:
® Surface Water Treatment Rule
• Interim Enhanced Surface Water Treatment Rule
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® Long Term 2 Enhanced Surface Water Treatment Rule
® Stage 2 Disinfection/Disinfection By -Product Rule
® Unregulated Contaminant Monitoring Rule 4 and 5
Task 3 - Development of Updated Watershed Map and other Maps
The consultant team recommends a watershed map, a land ownership map and a land use map
for each report. For cost saving purposes, the team assumes that the maps can be created in-
house by City staff, with assistance from Consultant team. The Consultant team will provide
direction on what information each map should include and map formatting. Consultant assumes
that the City will locate the GIS layers needed to create the maps.
Task 4 - Development of Source Water Protection Recommendations
After the Watershed Contaminant Sources and Source and Treated Water Quality have been
reviewed, the team will develop recommendations to be considered by the City to be completed
over the next five years until the next watershed sanitary survey is due. This is a requirement
from the DDW Watershed Sanitary Survey Guidance Manual. The Consultant team will
provide recommendations that are practical and implementable within the resources of the City.
These recommendations will be presented and discussed at the last meeting.
Task 5 - Report Deliverables
Annotated outline
Draft Report
® Final Report
Task 6 - Project Management/Meetings
In addition to the five technical areas above, project management and meetings will be an
additional separate task. Project management will consist of controlling quality of the work,
budget and schedule, preparing for and leading meetings, preparing meeting summaries and
action items, and insuring good communication between the project team and the client project
manager. This will also include monthly project updates if determined necessary by the client
project manager.
There will be a minimum of one kickoff meeting and two meetings to discuss the work in
progress at key points and to advise the City of Redlands staff and solicit input. Starr Consulting
will teleconference for all meetings.
Meeting # 1— Kick Off Meeting
Meeting #2 — Presentation on information collection/analysis for potential contaminant sources
and water quality
Meeting #3 — Presentation and discussion of evaluation and source water protection
recommendations
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EXFIIBIT "B"
Fee Schedule
UillEy Information 2
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9
1:lcmo\Agreements\Leslie Palencia dba Palencia Consulting Engineers (Watershed Sanitary Survey) FY24-0072.docx-ms
EXHIBIT "C"
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
I am aware of the provisions of Section 3700 of the Labor Code which requires every
employer to be insured against liability 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 Colder this
Agreement. (Labor Code § 1861).
X. 'I affirm that at all times, in performing the work and activities required or permitted under
thi..A.greement, 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.
I 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.
LESLIE PALENCIA,
DBA PA..LENCIA CONSULTING ENGINEERS
By: Z-"& Date: 12/2/2024
Leslie Palencia, Owner
10
IAcmo\Agreeincnts\Leslie. Palencia dba Palencia Consulting Engineers (Watershed Sanitary Survey) FY24-0072.docx-ms