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PROFESSIONAL SERVICES AGREEMENT
(Not Construction Related)
Mechanical, Plumbing and Electrical Engineering for City-wide Facilities and Parks
This Professional Serviccs Agreement ("Agrecment") is entered into and effective between CITY OF GLENDALE,
an Arizona municipal corporation ("City") and Van Boerum & Frank Associates, Inc., a Utah corporation, authorized
to do business in.the State of Arizona, ("Consultant") as of the day of , 2023 (“Effective
Date”).
RECITALS
A. City intends to undertake a project for the benefit of the public and with public funds that is more fully set
forth in Exhibit A, Project (the "Project");
B. City desires to retain the professional services of Consultant to perform certain specific duties and produce
the specific work as set forth in the attached Exhibit B, Project Scope of Work (“Scope”);
Cc. Consultant desires to provide City with professional services (“Services”) consistent with best consulting ot
architectural practices and the standards set forth in this Agreement, in order to complete the Project; and
D. City and Consultant desire to memorialize their agreement with this document.
AGREEMENT
The parties hereby agree as follows:
1. Key Personnel; Other Consultants and Subcontractors.
11 Professional Services. Consultant will provide all Services necessary to assure the Project is
completed timely and efficiently consistent within Project requirements, including, but not limited
to, working in close interaction and interfacing with City and its designated employees, and working
closely with others, including other consultants or contractors, retained by City.
1.2 roject Team.
a. Project Manager.
(1) Consultant will designate an employee as Project Manager with sufficient training,
knowledge, and experience to, in the City's opinion, complete the project and handle
all aspects of the Project such that the work produced by Consultant is consistent
with applicable standards as detailed in this Agreement; and
(2) The City must approve the designated Project Manager.
b. Project Team.
(1) The Project Manager and all other employees assigned to the Project by Consultant
will comprise the "Project Team."
(2) Project Manager will have responsibility for and will supervise all other employees
assigned to the Project by Consultant.
c. Discharge, Reassign, Replacement.
(1) Consultant acknowledges the Project Team is comprised of the same persons and
roles for each as may have been identified in Exhibit A.
(2) Consultant will not discharge, reassign, replace or diminish the responsibilities of
any of the employees assigned to the Project who have been approved by City
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without City's prior written consent unless that person leaves the employment of
Consultant, in which event the substitute must first be approved in writing by City.
(3) Consultant will change any of the members of the Project Team at the City's request
if an employee's performance does not equal or exceed the level of competence that
the City may reasonably expect of a person performing those duties, or if the acts
or omissions of that person are detrimental to the development of the Project.
d. Subcontractors. Consultant shall not engage any subcontractor for the work or services to
be performed under this Agreement.
Schedule. The Services will be undertaken in a manner that ensures the Project is completed timely and
efficiently in accordance with the Project.
Consultant’s Work.
3.1 Standard. Consultant must perform Services in accordance with the standards of due diligence, care,
3.2
3.3
3.4
and quality prevailing among consultants having substantial experience with the successful furnishing
of Services for projects that are cquivalent in size, scope, quality, and other criteria under the Project
and identified in this Agreement.
Licensing. Consultant warrants that:
a. Consultant currently holds all appropriate and required licenses, registrations and other
approvals necessary for the lawful furnishing of Services ("Approvals"); and
b. Neither Consultant nor any Subconsultant has been debarred or otherwise legally excluded
from contracting with any federal, state, or local governmental entity ("Debarment").
(1) City is under no obligation to ascertain or confirm the existence or issuance of any
Approvals or Debarments, or to examine Consultant's contracting ability.
(2) Consultant must notify City immediately if any Approvals or Debarment changes
during the Agreement's duration. The failure of the Consultant to notify City as
required will constitute a material default under the Agreement.
Compliance. Services will be furnished in compliance with applicable federal, state, county and local
statutes, rules, regulations, ordinances, building codes, life safety codes, and other standards and
criteria designated by City.
Consultant must not discriminate against any employee or applicant for employment on the basis of
race, color, religion, sex, national origin, age, marital status, sexual orientation, gender identity or
expression, genetic characteristics, familial status, U.S. military veteran status or any
disability. Consultant will require any Sub-contractor to be bound to the same requitements as stated
within this section. Consultant, and on behalf of any subcontractors, warrants compliance with this
section.
Coordination; Interaction.
a. For projects that the City believes requires the coordination of various professional services,
Consultant will work in close consultation with City to proactively interact with any other
professionals retained by City on the Project ("Coordinating Project Professionals").
b. Subject to any limitations expressly stated in the Project Budget, Consultant will meet to
review the Project, Schedule, Project Budget, and in-progress work with Coordinating
Project Professionals and City as often and for durations as City reasonably considers
necessary in order to ensure the timely work delivery and Project completion.
c For projects not involving Coordinating Project Professionals, Consultant will proactively
interact with any other contractors when directed by City to obtain or disseminate timely
information for the proper execution of the Project.
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4.
3.5
Work Product.
a.
Ownership. Upon receipt of payment for Services furnished, Consultant grants to City
exclusive ownership of and all copyrights, if any, to evaluations, reports, drawings,
specifications, project manuals, surveys, estimates, reviews, minutes, all "architectural work"
as defined in the United States Copyright Act, 17 U.S.C § 101, ef seq., and other intellectual
work product as may be applicable ("Work Product").
(1) This grant is effective whether the Work Product is on paper (e.g., a "hard copy"),
in electronic format, or in some other form.
(2) Consultant warrants, and agrees to indemnify, hold harmless and defend City for,
from and against any claim that any Work Product infringes on third-party
proprietary interests.
Delivery. Consultant will deliver to City copies of the preliminary and completed Work
Product promptly as they ate prepared.
City Use.
(1) City may reuse the Work Product at its sole discretion.
(2) In the event the Work Product is used for another project without further
consultations with Consultant, the City agrees to indemnify and hold Consultant
harmless from any claim arising out of the Work Product.
(3) In such case, City will also remove any seal and title block from the Work Product.
Compensation for the Project.
4l
4.2
43
Compensation. Consultant's compensation for the Project, including those furnished by its
Subconsultants or Subcontractors will not exceed $500,000.00 as specifically detailed in Exhibit D
("Compensation").
a) dject. The Compensation may be equitably adjusted if the originally
contemplated Scope as outlined in the Project is significantly modified.
a
Adjustments to Compensation require a written amendment to this Agreement and may
require City Council approval.
Additional services which are outside the Scope of the Project contained in this Agreement
may not be performed by the Consultant without prior written authorization from the City.
Notwithstanding the incorporation of the Exhibits to this Agreement by reference, should
any conflict arise between the provisions of this Agreement and the provisions found in the
Exhibits and accompanying attachments, the provisions of this Agreement shall take priority
and govern the conduct of the parties.
Expenses. City will reimburse Consultant for certain out-of-pocket expenses necessarily incurred by
Consultant in connection with this Agreement, without mark-up (the “Reimbursable Expenses”),
including, but not limited to, document reproduction, materials for book preparation, postage,
courier and overnight delivery costs incurred with Federal Express or similar carriers, travel and car
mileage, subject to the following:
a.
Mileage, airfare, lodging and other travel expenses will be reimbursable only to the extent
these would, if incurred, be reimbursed to City of Glendale personnel under its policies and
procedures for business travel expense reimbursement made available to Consultant for
review ptior to the Agreement’s execution, and which policies and procedures will be
furnished to Consultant;
The Reimbursable Expenses in this section are approved in advance by City in writing; and
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c The total of all Reimbursable Expenses paid to Consultant in connection with this
Agreement will not exceed the “not to exceed” amount identified for Reimbursable Services
in the Compensation.
5. Billings and Payment.
5.1 Applications.
a. Consultant will submit monthly invoices (each, a "Payment Application") to City's Project
Manager and City will remit payments based upon the Payment Application as stated below.
b. The period covered by each Payment Application will be one calendar month ending on the
last day of the month.
5.2 Payment.
a. After a full and complete Payment Application is received, City will process and remit
payment within 30 days.
b. Payment may be subject to or conditioned upon City's receipt of:
(1) Completed work generated by Consultant and its Subconsultants; and
(2) Unconditional waivers and releases on final payment from all Subconsultants as City
may reasonably request to assure the Project will be free of claims arising from
required performances under this Agreement.
5.3 Review and Withholding. City's Project Manager will timely review and certify Payment Applications.
a. If the Payment Application is rejected, the Project Manager will issue a written listing of the
items not approved for payment.
b. City may withhold an amount sufficient to pay expenses that City reasonably expects to incur
in correcting the deficiency or deficiencies rejected for payment.
6. Termination.
6.1 For Convenience. City may terminate this Agreement for convenience, without cause, by delivering
a written termination notice stating the effective termination date, which may not be less than 15
days following the date of delivery.
a. Consultant will be equitably compensated for Services furnished prior to receipt of the
termination notice and for reasonable costs incurred.
b. Consultant will also be similarly compensated for any approved effort expended, and
approved costs incurred, that are directly associated with Project closeout and delivery of the
required items to the City.
6.2 For Cause. City may terminate this Agreement for cause if Consultant fails to cure any breach of this
Agreement within seven days after receipt of written notice specifying the breach.
a. Consultant will not be entitled to further payment until after City has determined its damages.
If City's damages resulting from the breach, as determined by City, are less than the equitable
amount due but not paid Consultant for Services furnished, City will pay the amount due to
Consultant, less City's damages, in accordance with the provisions of Sec. 5.
b. If City's direct damages exceed amounts otherwise due to Consultant, Consultant must pay
the difference to City immediately upon demand; however, Consultant will not be subject to
consequential damages mote than $1,000,000 ot the amount of this Agreement, whichever
is greater.
7. Conflict. Consultant acknowledges this Agreement is subject to A.R.S. § 38-511, which allows for
cancellation of this Agreement in the event any person who is significantly involved in initiating, negotiating,
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securing, drafting, or creating the Agreement on City's behalf is also an employee, agent, or consultant of any
other party to this Agreement.
Insurance. For the duration of the term of this Agreement, Consultant shall procure and maintain insurance
against claims for injuries to persons or damages to property which may arise from or in connection with the
performance of all tasks or work necessary to complete the Project as herein defined. Such insurance shall
cover Consultant, its agent(s), representative(s), employee(s) and any subcontractors.
8.1 Minimum Scope and Limit of Insurance. Coverage must be at least as broad as:
a. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01, including
products and completed operations, with limits of no less than $1,000,000 pet occurrence
for bodily injury, personal injury, and property damage. If a general aggregate limit applies,
either the general aggregate limit shall apply separately to this project/location or the general
aggregate limit shall be twice the required occurrence limit.
b. Automobile Liability: Insurance Services Office Form Number CA 0001 covering Code 1
(any auto), with limits no less than $1,000,000 per accident for bodily injury and property
damage.
c. Professional Liability. Consultant must maintain a Professional Liability insurance covering
errors and omissions arising out of the work or services performed by Consultant, or anyone
employed by Consultant, or anyone for whose acts, mistakes, errors and omissions
Consultant is legally liability, with a liability insurance limit of $1,000,000 fot each claim and
a $2,000,000 annual aggregate limit.
d. Worker’s Compensation: Insurance as required by the State of Arizona, with Statutory
Limits, and Employers’ Liability insurance with a limit of no less than $1,000,000 per
accident for bodily injury or disease.
8.2 Indemnification.
a. To the fullest extent permitted by law, Consultant must defend, indemnify, and hold
harmless City and its elected officials, officers, employees and agents (cach, an "Indemnified
Party," collectively, the "Indemnified Parties") for, from, and against any and all claims,
demands, actions, damages, judgments, settlements, personal injury (including sickness,
disease, death, and bodily harm), property damage (including loss of use), infringement,
governmental action and all other losses and expenses, including attorneys’ fees and litigation
expenses (cach, a "Demand or Expense" collectively "Demands or Expenses") asserted by a
third-party (i.e. a person or entity other than City or Consultant) and that arises out of or
results from the breach of this Agreement by the Consultant or the Consultant’s negligent
actions, etrors ot omissions (including any Subconsultant or Subcontractor or other person
or firm employed by Consultant), whether sustained before or after completion of the
Project.
b. This indemnity and hold harmless provision applies even if a Demand or Expense is in part
duc to the Indemnified Party's negligence or breach of a responsibility under this Agreement,
but in that event, Consultant will be liable only to the extent the Demand or Expense results
from the negligence or breach of a responsibility of Consultant or of any person or entity
for whom Consultant is responsible.
c. Consultant is not required to indemnify any Indemnified Parties for, from, or against any
Demand or Expense resulting from the Indemnified Party's sole negligence or other fault
solely attributable to the Indemnified Party.
8.3 Other Insurance Provisions. The insurance policies required by the Section above must contain, or
be endorsed to contain the following insurance provisions:
a. The City, its officers, officials, employees and volunteers are to be covered as
additional insureds of the CGL and automobile policies for any liability arising from or in
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8.4
8.5
8.6
8.7
8.8
connection with the performance of all tasks or work necessary to complete the Project as
herein defined. Such liability may arise, but is not limited to, liability for materials, parts or
equipment furnished in connection with any tasks, or work performed by Consultant or on
its behalf and for liability arising from automobiles owned, leased, hired or borrowed on
behalf of the Consultant. General liability coverage can be provided in the form of an
endorsement to the Consultant’s existing insurance policies, provided such endorsement is
at least as broad as ISO Fortn CG 20 10, 11 85 or both CG 20 10 and CG 23 37, if later
revisions are used.
b. For any claims related to this Project, the Consultant’s insurance coverage shall be
primary insurance with respect to the City, its officers, officials, employees, and volunteers.
Any insurance or self-insurance maintained by the City, its officers, officials, employees or
volunteers shall be in excess of the Consultant’s insurance and shall not contribute with it.
c. Each insurance policy required by this Section shall provide that coverage shall not be
canceled, except after providing notice to the City.
Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating of
no less than A: VII, unless the Consultant has obtained prior approval from the City stating that a
non-conforming insurer is acceptable to the City.
Waiver of Subrogation. Consultant hereby agrees to waive its rights of subrogation which any
insurer may acquire from Consultant by virtue of the payment of any loss. Consultant agrees to
obtain any endorsement that may be necessary to affect this waiver of subrogation. The Workers’
Compensation Policy shall be endorsed with a waiver of subrogation in favor of the City for all work
performed by the Consultant, its employees, agent(s) and subcontractor(s).
Verification of Coverage. Within 15 days of the Effective Date of this Agreement, Consultant shall
furnish the City with original certificates and amendatory endorsements, or copies of any applicable
insurance language making the coverage required by this Agreement effective. All certificates and
endorsements must be received and approved by the City before work commences. Failure to obtain,
submit or secure the City’s approval of the required insurance policies, certificates or endorsements
ptior to the City’s agreement that work may commence shall not waive the Consultant’s obligations
to obtain and verify insurance coverage as otherwise provided in this Section. The City reserves the
right to require complete, certified copies of all required insurance policies, including any
endorsements or amendments, required by this Agreement at any time during the Term stated herein.
Consultant’s failure to obtain, submit or secure the City’s approval of the required insurance policies,
certificates or endorsements shall not be considered a Force Majeure or defense for any failure by
the Consultant to comply with the terms and conditions of the Agreement, including any schedule
for performance or completion of the Project.
Subcontractors. Consultant shall require and shall verify that all subcontractors maintain insurance
meeting all requirements of this Agreement.
Special Risk or Circumstances. The City reserves the right to modify these insurance requirements,
including any limits of coverage, based on the nature of the risk, prior experience, insurer, coverage
or other circumstances unique to the Consultant, the Project or the insurer.
E-verify, Records and Audits. To the extent applicable under A.R.S. § 41-4401, the Consultant warrants
their compliance and that of its subconsultants with all federal immigration laws and regulations that relate to
their employees and compliance with the E-verify requirements under A.R.S. § 23-214(A). The Consultant or
subconsultant’s breach of this warranty shall be deemed a material breach of the Agreement and may result
in the termination of the Agreement by the City under the terms of this Agreement. The City retains the legal
right to randomly inspect the papers and records of the other party to ensure that the other party is complying
with the above-mentioned warranty. The Consultant and subconsultant warrant to keep their respective
papers and records open for random inspection during normal business hours by the other party. The parties
shall cooperate with the City’s random inspections, including granting the inspecting party entry rights onto
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10.
11.
13.
their respective properties to perform the random inspections and waiving their respective rights to keep such
papers and records confidential.
No Boycott of Israel. To the extent A.R.S § 35-393 through § 35-393.03 are applicable, the parties hereby
certify that they are not currently engaged in, and agree for the duration of the Agreement to not engage in, a
boycott of goods or services from Israel, as that term is defined in A.R.S § 35-393.
Uyghur Forced Labor Prevention Act (UFLPA). Consultant certifies that it docs not currently, and during
the term of this Agreement, will not use:
a. the forced labor of ethnic Uyghurs in the People’s Republic of China;
b. any goods or services produced by the forced labor of ethnic Uyghurs in the People’s
Republic of China; and
c any contractors, subcontractors or suppliers that use the forced labor or any goods or
services produced by the forced labor of ethnic Uyghurs in the People’s Republic of China.
Attestation of PCI Compliance. When applicable, the Consultant will provide the City annually with a
Payment Card Industry Data Security Standard (PCI DSS) attestation of compliance certificate signed by an
officer of Consultant with oversight responsibility.
Notices.
13.1. A notice, request or other communication that is required or permitted under this Agreement (each
a"Notice") will be effective only ift
a. The Notice is in writing; and
b. Delivered in person or by overnight courier service (delivery charges prepaid), certified or
registered mail (return receipt requested).
c. Notice will be deemed to have been delivered to the person to whom it is addressed as of
the date of reccipt, if:
(1) Received on a business day before 5:00 p.m. at the address for Notices identified
for the Party in this Agreement by U.S. Mail, hand delivery, or overnight coutier
service; of
(2) As of the next business day after receipt, if received after 5:00 p.m.
d. The burden of proof of the place and time of delivery is upon the Party giving the Notice.
c. Digitalized signatures and copies of signatures will have the same effect as original signatures.
13.2 Representatives.
a. Consultant. Consultant's representative (the "Consultant's Representative") authorized to
act on Consultant's behalf with respect to the Project, and his or her address for Notice
delivery is:
Van Boerum & Frank Associates, Inc.
c/o Byron Torgersen
1602 S. Priest Drive, Suite 103
Tempe, AZ 85281
b. City. City's representative (‘City's Representative") authorized to act on City's behalf, and
his or her address for Notice delivery is:
City of Glendale
c/o Sonia Sarmiento
6210 W. Myrtle Ave Ste. 111
Glendale, Arizona 85301
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14.
15.
With required copy to:
City Manager City Attorney
City of Glendale City of Glendale
5850 West Glendale Avenue 5850 West Glendale Avenue
Glendale, Arizona 85301 Glendale, Arizona 85301
Concurrent Notices.
(1) All notices to City's representative must be given concurrently to City Manager and
City Attorney.
(2) A notice will not be deemed to have been received by City's representative until the
time that it has also been received by the City Manager and the City Attorney.
(3) City may appoint one or more designees for the purpose of receiving notice by
delivery of a written notice to Consultant identifying the designee(s) and their
respective addresses for notices.
Changes. Consultant or City may change its representative or information on Notice, by
giving Notice of the change in accordance with this section at least ten days prior to the
change.
Financing Assignment. City may assign this Agreement to any City-affiliated entity, including a non-profit
corporation or other entity whose primary purpose is to own or manage the Project.
Entire Agreement; Survival; Counterparts; Signatures.
15.1
15.2
15.3
Integration. This Agreement contains, except as stated below, the entire agreement between City
and Consultant and supersedes all prior conversations and negotiations between the parties regarding
the Project or this Agreement.
a.
Interpr
con
Neither Party has made any representations, warranties or agreements as to any mattets
concerning the Agreement's subject matter.
Representations, statements, conditions, or warranties not contained in this Agreement will
not be binding on the parties.
The solicitation, any addendums and the response submitted by the Contractor are
incorporated into this Agreement as if attached hereto. Any Contractor response modifies
the original solicitation as stated. Inconsistencies between the solicitation, any addendums
and the response or any excerpts attached as Exhibit A and this Agreement will be resolved
by the terms and conditions stated in this Agreement. -
ion.
The parties fairly negotiated the Agreement's provisions to the extent they believed necessary
and with the legal representation they deemed appropriate.
The parties are of equal bargaining position and this Agreement must be construed equally
between the parties without consideration of which of the patties may have drafted this
Agreement.
The Agreement will be interpreted in accordance with the laws of the State of Arizona.
Survival. Except as specifically provided otherwise in this Agreement, each warranty, representation,
indemnification and hold harmless provision, insurance requirement, and every other right, remedy
and responsibility of a Party, will survive completion of the Project, or the earlier termination of this
Agreement.
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16.
17.
18.
19.
15.4
15.5
15.6
15.7
Term.
16.1
16.2
Amendment. No amendment to this Agreement will be binding unless in writing and executed by
the parties. Electronic signature blocks do not constitute execution for purposes of this Agreement.
Any amendment may be subject to City Council approval.
Remedies. All rights and remedies provided in this Agreement are cumulative and the exercise of
any one or more right or remedy will not affect any other rights or remedies under this Agreement
or applicable law.
Severability. If any provision of this Agreement is voided or found unenforceable, that determination
will not affect the validity of the other provisions, and the voided or unenforceable provision will be
reformed to conform with applicable law.
Counterparts. This Agreement may be executed in counterparts, and all counterparts will together
comprise one instrument.
Renewals. The term of this Agreement commences upon the effective date and continues for a one
(1) year initial period. The City may, at its option and with the approval of the Consultant, extend the
term of this Agreement an additional two (2) one year periods, renewable on an annual basis.
Consultant will be notified in writing by the City of its intent to extend the Agreement period at least
thirty (30) calendar days prior to the expiration of the original or any renewal Agreement period.
Price adjustments will only be reviewed during the Agreement renewal period and will be a
determining factor for any renewal. There are no automatic renewals of this Agreement.
Extension for Procurement Process. Upon the expiration of the Term of this Agreement, including
the initial term and any renewals, at the City’s sole discretion, this Agreement may be extended on a
month-to-month basis for a maximum of six (6) months to allow for the City to complete its
procurement process to select a vendor to provide the services/materials similar to those provided
under this Agreement. The City will notify the Contractor in writing of its intent to extend the
Agreement at least thirty (30) calendar days prior to the expiration of the Term. Any extension
provided under this subsection will continue under the same terms and conditions as in effect
immediately prior to the expiration of the then-current term.
Dispute Resolution. Any controversy or claim arising out of or relating to this contract, or the breach
thereof, shall be settled by arbitration administered according to the American Arbitration Association’s
Commercial Arbitration Rules, and judgment on the award rendered by the arbitrator may be entered in any
court having jurisdiction thereof.
Cooperative Use of Contract. This agreement may be extended for use by other governmental agencies
And political subdivisions of the State. Any such usage by other entities must be in accord with the
ordinances, charter, rules and regulations of the respective entity and the approval of the Contractor and
City. For a list of SAVE members, click on the following link:
http://www.mesaaz.cov/business/purchasing/save
Exhibits. The following exhibits, with reference to the term in which they are first referenced, are
incorporated by this reference.
Exhibit A Project
Exhibit B Scope of Work
Exhibit C Schedule
Exhibit D Compensation
(Signatures appear on the following page.)
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The parties enter into this Agreement effective as of the date shown above.
City of Glendale,
an Arizona municipal corporation
By: Kevin R. Phelps
Its: City Manager
ATTEST:
Julie K. Bower (SEAL)
City Clerk
APPROVED AS TO FORM:
Michael D. Bailey
City Attorney
Van Boerum & Frank Associates, Inc.,
a Utah corporation,
BY. Ladd Birch
Its: CFO/VP
10
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EXHIBIT A
Professional Services Agreement
PROJECT
(Mechanical, Plumbing and Electrical Engineering for City-wide Facilities and Parks)
EXHIBIT B
Professional Services Agreement
SCOPE OF WORK
(Mechanical, Plumbing and Electrical Engineering for City-wide Facilities and Parks)
Van Boerum & Frank Associates, Inc. will provide mechanical, plumbing and electrical services as described in RFQ
42300001 (which is attached hereto as Exhibit A) for City-wide facilities and parks on an as needed basis.
REQUEST FOR STATEMENT OF QUALIFICATIONS
CITY OF GLENDALE
2023 — 2024 ON-CALL
PROFESSIONAL SERVICES
City of Glendale
Engineering Department
June 2022
On-Call Consulting Services 2023-24
Page #
REQUEST FOR STATEMENT OF QUALIFICATIONS (SOQ)
INTRODUCTION.........0:cscscseesceccueceesssaueeccseueceaeaeseneneeeeseueceeesseeeeeesueeseetauseseessceecseceueeeereunes 3
SECTION I SERVICES CATEGORIES. .............000ccsesceceeeeeeeeeneeeeeeseseeeeeeseeeseessesnaeeeeees 3
SECTION II SCOPE OF WORK,Q.u.... oo cee ccc cceccccenececeeeeeceeeeeeeeesuaeseseueaeeeeeeaeeseecaeeeene 7
SECTION III CONTRACT PROVISIONS....0.....0...:ccccccceeececeeeeeeaeeecetesaueeesenaneeeeeeaues 11
SECTIONIV REQUEST FOR QUALIFICATIONS SELECTION CRITERIA.............000cccseeees 11
SECTION V SUBMITTAL REQUIREMENTS. ...........000cecceceeecececeeeeseeeaseeneuseseeeseeeeeeeaees 12
SECTION VI SELECTION PROCESS..........0..ccccsceceseceseeeececeeeecseaeeseeeuseesseseueeseuaueesens 14
SECTION VII GENERAL INFORMATION AND SCHEDULE............0ccccccsssseceeeeesensesuneesees 14
SECTION VIII PROTEST OF SOLICIATION AND CONTRACT AWARD.... Is
On-Call Consulting Services 2023-24 2
CITY OF GLENDALE
REQUEST FOR STATEMENT OF QUALIFICATIONS
2023-2024 ON-CALL
PROFESSIONAL SERVICES
INTRODUCTION
The City of Glendale is seeking qualified professional firms to provide on-call engineering, architectural and other
related services. The on-call list will be in effect for two years, starting January 1, 2023, through December 31, 2024,
with renewal options for two (2) additional one-year periods, if determined to be in the City’s best interest. Successful
firms will be required to submit an annual, updated statement of qualifications to stay on the On-Call List. Per ARS
Title 34 a contract or multiple contracts for a single procurement shall be equal to or less than $500,000.
The professional on-call services may include federal aid projects. If selected to participate on a federal aid project
the consultant and any proposed sub-consultants must certify in writing that they are not currently debarred and/or
suspended or excluded from participation in federal programs.
SECTION I - SERVICE CATEGORIES:
The following is a list of the types of services that the City typically seeks assistance for. This list of service categories
is not comprehensive, and the City reserves the right to add related services as necessary.
1. General Engineering — May include the following services:
Site grading and drainage
Area drainage master studies and flood plain mapping
Storm drain design, hydrology, and hydraulic analysis for storm drains
Pavement management
Large and small area GIS/Mapping
Aquifer recharge of effluent or surface water; including on-site conveyance systems, site
characterization studies, and installation of monitoring equipment
Storm Water Pollution Prevention Plans (SWPPPs)
Water system modeling studies
Water and wastewater transmission and distribution systems
General survey services: boundary surveys, construction staking, legal descriptions, as-built surveying,
and topographic surveys.
Architectural Landscape, including arborist services
Cost Estimating
Construction administration, inspection, oversight of construction activities, start-up & commissioning,
training, and project close-out documents (e.g.: Record Drawings, O&M manuals, etc.).
Note: Up to five firms may be selected to provide the required services for this category.
2. Land Surveying — May include projects related to the following:
Boundary Surveying & Mapping
Final Plat, Land Division, Map of Dedication
ALTA/NSPS Land Title Surveys
Legal Descriptions & Graphic Exhibits
Topographic Survey
Horizontal & Vertical Control Survey
Construction Staking & As-builts
Geographic Information Systems
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Note: Up to five firms may be selected to provide the required services for this category.
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3. Grading and Drainage — May include projects related to the following:
Site grading and drainage design
Area drainage master studies and flood plain mapping
Storm drain design, hydrology, and hydraulic analysis for storm drains
Cost Estimating
Construction administration, inspection, oversight of construction activities, training, and project close-
out documents (e.g.: Record Drawings, O&M manuals, etc.).
Note: Up to five firms may be selected to provide the required services for this category.
4. Solid Waste Municipal Landfill — May include projects related to the following:
Planning and evaluating related master plan development, cost analysis, waste modeling and statistical
evaluations, landfill operation, closure / post-closure and financial assurance, facility management,
equipment optimization and utilization techniques, and environmental regulatory compliance.
Standard calculations for landfill operation and optimization such as waste quantity estimates (e.g.,
tonnage, volume, air space), soil to waste ratios, waste densities, and environmental/air quality
emissions.
Routine design activities including geotechnical and hydrological studies, construction cost projections
and management oversight on design projects such as waste cell sequencing, leachate collection and
pumping, stormwater management and landfill gas.
Document preparation including permit applications and modifications; design reports and feasibility
studies; cost estimates; construction plans, specifications and bid documents; and facility and
environmental plans.
Meetings and presentations, including attendance and/or representation of the city at various public and
governmental agency meetings.
Regulatory agency interaction and liaison requiring robust knowledge of federal, state, and local agency
policies, guidelines, and regulations.
Landfill specific haul road and customer roadway design
Site grading and drainage
Area drainage master studies and flood plain mapping
Landfill area GIS/Mapping
General environmental services: Phase I & II assessments
Note: Up to five firms may be selected to provide the required services for this category.
5. Water/Wastewater Facilities — May include projects related to the following:
° Water and Wastewater treatment plants
° Sanitary sewer lift stations and odor control
Treated effluent pumping systems and effluent line systems
Water and Wastewater system modeling studies
Pumping and storage systems
Electrical and mechanical design specific to Water and Wastewater facilities
Groundwater Wells (permitting, design, rehab), hydrologic investigations, and groundwater modeling
studies
Instrumentation and controls, SCADA system design, programming, and integration specific to Water
and Wastewater facilities
Utility security services in the areas of critical infrastructure studies, security vulnerability assessments,
emergency response, hazard impact analysis, risk reduction studies, and building and security design
services
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Review of water and wastewater system studies, master planning, and design drawings for new
development projects
Cost Estimating
Construction administration, inspection, oversight of construction activities, start-up & commissioning,
training, and project close-out documents (e.g.: Record Drawings, O&M manuals, etc.).
Note: Up to five firms may be selected to provide the required services for this category.
6. Water/Wastewater Distribution — May include projects related to the following:
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Water and wastewater system modeling studies
Water transmission and distribution systems
Wastewater collection systems
Review of water and wastewater system studies, master planning, and design drawings for new
development projects
Cost Estimating
Construction administration, inspection, oversight of construction activities, start-up & commissioning,
training, and project close-out documents (e.g.: Record Drawings, O&M manuals, etc.).
Note: Up to five firms may be selected to provide the required services for this category.
7. Hydrogeology - May include projects related to the following:
Hydrogeological investigation and studies
Groundwater and surface water level, flow, and chemistry monitoring
Water quality tests and assessments
Pumping tests for aquifer characterization
Water supply potential assessments
Monitoring and reporting to support permit requirements
Water balance studies and calculations
Application preparation and submission for applicable permits.
Note — Up to five firms may be selected to provide the required services for this category.
8. Roadway/Transportation — May include projects related to the following:
Full street/roadway improvements; including intersection widening and/or reconstruction, roadway
reconstruction, storm drains, new medians, streetlights, traffic signals, ITS, signing and pavement
markings, landscaping, and other associated street improvements
Right-of-way plans, acquisition, and easement development
Surveying services; construction staking, legal descriptions, as-built surveying, and topographic surveys
Street lighting/ pedestrian lighting, ITS facilities
Cost Estimating (Conceptual Design, Construction and Ongoing Operations/Maintenance
Project management including construction administration, inspection, oversight of construction
activities, training, and project close-out documents (e.g.: Record Drawings, O&M manuals, etc.).
ITS infrastructure design and plan submittal (PS&E)
Traffic control design and plan submittal
Traffic signal design and plan submittal (PS&E)
Streetlight design and plan submittal (PS&E)
Signing and Pavement Markings (PS&E)
Other design items that relate to traffic engineering.
Note: Up to five firms may be selected to provide the required services for this category.
9. Transportation Studies & Traffic Engineering - May include projects related to the following:
Traffic investigations/studies/reports, special events, warrant analysis (signal/HAWK/stop sign, etc.),
capacity analysis, etc.
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10.
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Cost Estimating (Conceptual Design, Construction and Ongoing Operations/Maintenance
Construction administration, inspection, oversight of construction activities, training, and project close-
out documents (e.g.: Record Drawings, O&M manuals, etc.).
Speed Studies
Crash analysis
Traffic Impact Analysis (using HCM, Synchro, Vissim, etc.)
Safety Studies
Road Safety Assessments
Studies related to school safety, circulation, and access
Study relating to Signals, HAWK crossings, ITS facilities, etc.
Neighborhood Traffic Studies
Traffic Calming and Mitigation
Transportation Planning
Travel demand modeling
Origin and destination studies
Airport planning studies
Airport landside and airside design
Transit demand studies
Transit rate studies
New transit route studies
Plan review
Development of a Pavement Management Program
MicroPAVER
Street pavement inventory
Evaluation of pavement and drainage conditions
Pavement Condition Index
Ride Quality Index
Life cycle options/scenarios
Cost of options/scenarios
Grant application (local/regional, state, and federal) including benefit cost
Project/activity public input/outreach.
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Note: Up to five firms may be selected to provide the required services for this category.
Landscape Architecture - May include the following services:
Conservation park maintenance and management
Multi-use and natural desert trail maintenance and management
Demographic and geographically/statistically studies/surveys
Recreation/park facility assessments
Architectural landscape, including arborist services
Horticultural/Tree/Turf analysis and assessment
Conceptual and final design documents
Inventory and salvage plans
Planting and irrigation system improvements and design
Landscape and hardscape design improvements of existing park & recreation facilities
Cost Estimating
Construction administration, inspection, oversight of construction activities, start-up & commissioning,
training, and project close-out documents (e.g.: Record Drawings, O&M manuals, etc.).
Note: Up to five firms may be selected to provide the required services for this category.
Geotechnical Engineering — May include the following services:
General geotechnical services: reports, construction, and materials testing/sampling (field & laboratory),
QA/QC, subsurface investigations and reports, subsidence investigations and reports, geotechnical
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12.
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designs, geotechnical special inspections, and forensics. Laboratory should be AMRL certified, with
ATTI certified field technicians.
Cost Estimating (Conceptual Design, Construction and Ongoing Operations/Maintenance
Construction administration, inspection, oversight of construction activities, and project close-out
documents (e.g.: Record Drawings, O&M manuals, etc.).
Note: Up to five firms may be selected to provide the required services for this category.
Structural Engineering — May include the following services:
General structural engineering services
Structural ratings and calculations, bridge, box culverts, retaining walls and building designs, and special
inspections.
Cost Estimating
Construction administration, inspection, oversight of construction activities, and project close-out
documents (e.g.: Record Drawings, O&M manuals, etc.).
Note: Up to five firms may be selected to provide the required services for this category.
Architectural — May include the following services:
General architectural services
Programming development
Conceptual and final design
Master Planning
Development of architectural drawings and specifications
Design improvements of existing facilities (including park and recreation facilities)
Design of new facilities
Interior space planning and interior design
Energy code calculations and design
Cost Estimating
Construction administration, inspection, oversight of construction activities, start-up & commissioning,
training, and project close-out documents (e.g.: Record Drawings, O&M manuals, etc.).
Note: Up to five firms may be selected to provide the required services for this category.
Mechanical, Plumbing and Electrical Engineering — May include the following services:
General electrical engineering services
Lighting and sports field lighting.
Energy management
General mechanical/plumbing engineering services: HVAC, plumbing, and gas utilities
Cost Estimating
Construction administration, inspection, oversight of construction activities, start-up & commissioning,
training, and project close-out documents (e.g.: Record Drawings, O&M manuals, etc.).
Note: Up to five firms may be selected to provide the required services for this category.
SECTION II - SCOPE OF WORK
The developed scope of work will be specific to the requirements of the project and/or needs of the City. However,
the following information is presented as a general description for design and construction administration services that
a selected firm may be required to perform. The services listed may include, but are not limited to, the following:
General Project administration may include, but are not limited to, the following services:
A.
1.
Coordinating with the City Project Team during all phases of the project. The City Project Team could
vary depending on the nature of the project.
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2. Conducting project meetings as necessary to maintain the project budget and schedule, chairing periodic
regular meetings and any additional meetings as requested by the City: setting agendas, and preparing
and distributing meeting minutes. Meetings under basic services may include:
Meetings with the City Project Team, client departments, City management and Council.
Meetings with oversight committees.
Meetings required for obtaining review approvals and permits.
Meetings with Utility companies.
Meetings with general public, property, and business owners, etc.
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3. Coordinating with private, public and City utilities (i.e, APS, SRP, Century Link, Southwest Gas, Cox
Communications, City Information Technology Department, Water and Sewer Services Department,
etc.) regarding standard technology and utility issues and incorporating pertinent information in the
plans.
4. Submitting and retrieving all required contract documents to the various required reviewing agencies.
5. Preparing and maintaining a project schedule after meeting with the designated City Project Team.
Determine appropriate submittal deadlines and to coordinate project submissions. The Consultant will
be responsible for the master scheduling through the design phase. Once the construction phase begins
the master scheduling, responsibilities will be transferred to the contractor with the assistance of the
Consultant.
6. Obtaining all federal, state, county, local and utility approvals required for permitting purposes necessary
for the completion of the Project. The contractor will be required to obtain the necessary permits
associated with construction of the Project, including City Building Safety, NPDES, SWPPP, Air
Quality/Dust Control, and others. As the Project progresses, the Consultant will furnish to the City copies
of all communications between the Consultant and the respective agency or department and all approvals
and permits for the Project.
7 Submitting a written monthly progress report and updated project schedule to the City and Project Team
during the entire period of the project, through both design and construction. Submitting a projected
monthly billing consistent with the project tasks, the project schedule, and the fee proposal. Also, the
Consultant will submit an updated cash flow schedule, with the monthly billing to Engineering
Administration for the entire period of the project, through both design and construction.
B. Design Services may include, but are not limited to, the following:
1. Preparing design documents. The design documents shall include, but may not be limited too, design
concept reports, project assessment studies, schematic design studies, construction cost estimating, and
final permit ready design drawings, specifications and bid documents (construction documents). These
documents will fix and illustrate the size and character of the entire Project including the kinds of
materials; type of structures; and such other work as may be appropriate.
2. Designing the Project so that construction conforms to all applicable building codes and standards, city
design guidelines, City Building Standards Manual, and other applicable statutes and regulations.
3. Preparing drawings using computer programs and formats as dictated by the City of Glendale
Engineering Department. Final bid specifications shall be prepared as dictated by the City of Glendale
Engineering Department.
4 Design drawings shall comply with all applicable federal, state, and local laws and codes in effect at the
time the drawings, plans and specifications are approved by the City.
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