14-007 Arbor Resources, Consultant Services for Arborist Review for The Parkside Trails ProjectJanuary 22, 2014
Arbor Resources
P.O. Box 25295
San Mateo, CA 94402
Re: Agreement
OFFICE OF THE CITY CLERK
CITY HALL
10300 TORRE AVENUE: ° CUPERTINO, CA 95014 -3255
TELEPHONE: (408) 777-3223 • FAX: (408) 777 -3366
WEBSITE: www.cupertitio.org
Enclosed is a fully executed original copy of your agreement with the City of Cupertino.
If you have any questions or need additional information, please contact the
Community Development Department at (408) 777 -3308.
Sincerely,
Dorothy Ste nfott
Senior Office Assistant
cc: Plarming
Enclosure
AGREEMENT BETWEEN THE CIT:►' OF CUPERTINO AND ARBOR
RESOURCES FOR CONSULTANT SERVICES FOR ARBORIST REVIEW FOR
THE PARKSIDE TRAILS PROJECT ���.D�� �O
� 70/7 P
3 THIS AGREEMENT, for reference dated November 27, 2013, is by and between
CITY OF CUPERTINO, a municipal corporation (hereinafter referred to as "City "), and
Arbor Resources,_a California corporation, whose address is PO Box 25295, San Mateo,
CA 94402 (hereinafter referred to as "Consultant "), and is made with reference to the
following:
RECITALS:
A. City is a municipal corporation (July organized and validly existing under
the laws of the State of California with the power to carry on its business as it is now
being conducted under the Constitution and the statutes of the State of California and the
Cupertino Municipal Code.
B. Consultant is specially trained, experienced and competent to perform the
special services which will be required by this .Agreement; and
C. City and Consultant desire to enter into an agreement for a total amount
not to exceed TWELVE THOUSAND DOLLARS ($.12,000) upon the terms and
conditions herein.
NOW, THEREFORE, it is mutually agreed by and between the undersigned
parties as follows:
1. TERM:
The term of this Agreement shall commence on November 27` ", 2013, and shall
terminate on June 30, 2015, unless terminated earlier as set forth herein.
2. SERVICES TO BE PERFORMED:
Consultant shall perform each and every service set forth in Exhibit A, which is
attached hereto and incorporated herein by this reference, in accordance with the terms
and conditions set forth in this agreement.
Consultant's Project Manager to represent consultant during the day -to -day work
on the Project is Dan Amsden. Consultant's Project Manager shall have supervisory
responsibility for the performance, progress, and execution of the. Services. If
circumstances cause the substitution of the project director, project coordinator, or any
other key personnel for any reason, the appointment of a substitute project director and
the assignment of any key new or replacement personnel will be subject to the prior
written approval of the City. Consultant, at City's request, also agrees to promptly
remove personnel who City finds do not perform the Services in an acceptable manner.
3. COMPENSATION TO CONSULTANT:
Consultant shall be compensated for services performed pursuant to this
Agreement in the amounts set forth in Exhibit A, which are attached hereto and
incorporated herein by this reference. Payment shall be made by checks drawn on the
treasury of the City, to be taken from the 110 -2218 fund.
4. TIME IS OF THE ESSENCE:
Consultant and City agree that time is of the essence regarding the performance of
this Agreement.
5. STANDARD OF CARE:
Consultant agrees to perform all services hereunder in a manner commensurate
with the prevailing standards of like professionals in the San Francisco Bay Area and
agrees that all services shall be performed by qualified and experienced personnel who
are not employed by the City nor have any contractual relationship with City.
6. INDEPENDENT PARTIES:
City and Consultant intend that the relationship between them created by this
Agreement is that of employer- independent contractor. The manner and means of
conducting the work are under the control of Consultant, except to the extent they are
limited by statute, rule or regulation and the express terms of this Agreement. No civil
service status or other right of employment wil I be acquired by virtue of Consultant's
services. None of the benefits provided by City to its employees, including but not
limited to, unemployment insurance, workers' compensation plans, vacation and sick
leave are available from City to Consultant, its employees or agents. Deductions shall
not be made for any state or federal taxes, FICA payments, PERS payments, or other
purposes normally associated with an employer- employee relationship from any fees due
Consultant. Payments of the above items, if required, are the responsibility of
Consultant.
7. IMMIGRATION REFORM AND CONTROL ACT (IRCA):
Consultant assumes any and all responsibility for verifying the identity and
employment authorization of all of his /her employees performing work hereunder,
pursuant to all applicable IRCA or other federal, or state rules and regulations.
Consultant shall indemnify and hold City harmless from and against any loss, damage,
liability, costs or expenses arising from any noncompliance of this provision by
Consultant.
8. NON - DISCRIMINATION:.
Consistent with City's policy that harassment and discrimination are unacceptable
employer /employee conduct, Consultant agrees that harassment or discrimination
directed toward a job applicant, a City employee, or a citizen by Consultant or
Consultant's employee or subcontractor on the basis of race, religious creed, color,
national origin, ancestry, handicap, disability, marital status, pregnancy, sex, age, or
sexual orientation will not be tolerated. Consultant agrees that any and all violations of
this provision shall constitute a material breach of this Agreement.
9. HOLD HARMLESS:.
Consultant shall, to the fullest extent allowed by law, with respect to all services
"performed in connection with the Agreement, indemnify, defend, and hold harmless the
City and its officers, officials, agents, employees and volunteers from and against any and
all liability, claims, actions, causes of action or demands whatsoever against any of them,
including any injury to or death of any person or damage to property or other liability of
any nature, whether physical, emotional, consequential or otherwise, arising out,
pertaining to, or related to the performance of this -Agreement by Consultant or
Consultant's employees, officers, officials, agents or independent contractors. Such costs
and expenses shall include reasonable attorneys' fees of counsel of City's choice, expert
fees and all other costs and fees of litigation.
10. INSURANCE:
On or before the commencement of the term of this Agreement,, Consultant shall
furnish City with certificates showing the type, amount, class of operations covered,
effective dates and dates of expiration of insurance coverage in compliance with
paragraphs 9A, B, C, D and E. Such certificates, which do not limit Consultant's
indemnification, shall also contain substantially the following statement: "Should any of
the above insurance covered by this certificate The canceled or coverage reduced before
the expiration date thereof, the insurer affording coverage shall provide thirty (30) days'
advance written notice to the City of Cupertino by certified mail, Attention: City
Manager." It is agreed that Consultant shall maintain in force at all times during the
performance of this Agreement all appropriate coverage of insurance required by this
Agreement with an insurance company that is acceptable to City and licensed to do
insurance business in the State of California. Endorsements naming the City as
additional insured shall be submitted with the insurance certificates.
A. COVERAGE:
Consultant shall maintain the following insurance coverage:
(1) Workers' Compensation:
Statutory coverage as required by the State of California.
(2) Liability:
Commercial general liability coverage in the following minimum
limits:
Bodily Injury: $`.100,000
each occurrence
$1,000,000
aggregate - all other
Property Damage: $1100,000 each occurrence
$250,000 aggregate
If submitted, combined single limit policy with aggregate limits in
the amounts of $1,000,000 will be considered equivalent to the
required minimum limits shown above.
(3) Automotive:
Comprehensive automotive liability coverage in the following
minimum limits:
Bodily Injury: $:500,000 each occurrence
Property Damage: $100,000 each occurrence
or
Combined Single Limit: $500,000 each occurrence
(4) Professional Liability:
Professional liability insurance which includes coverage for the
professional acts, errors and omissions'of Consultant in the amount
of at least $1,000,000.
B. SUBROGATION WAIVER:
Consultant agrees that in the event of loss due to any of the perils for which
he /she has agreed to provide comprehensive general and automotive liability insurance,
Consultant shall look solely to his /her insurance for recovery. Consultant hereby grants
to City; on behalf of any insurer providing comprehensive general and automotive
liability insurance to either Consultant or City with respect to the services of Consultant
herein, a waiver of any right to subrogation which any such insurer of said Consultant
may acquire against City by virtue of the payment of any loss under such insurance.
C. FAILURE TO SECURE:
If Consultant at any time during the term hereof should fail to secure or maintain
the foregoing insurance, City shall be permitted to obtain such insurance in the
Consultant's name or as an agent of the Consultant and shall be compensated by the
Consultant for the costs of the insurance premiums at the maximum rate permitted by law
and computed from the date written notice is received that the premiums have not been
paid.
D. ADDITIONAL INSURED:
City, its City Council, boards and commissions, officers, employees and
volunteers shall be named as an additional insured under all insurance coverages, except
any professional liability insurance, required by this Agreement. The naming of an
additional insured shall not affect any recovery to which such additional insured would
be entitled under this policy if not named as such additional insured. An additional
insured named herein shall not be held liable for any premium, deductible portion of any
loss, or expense of any nature on this policy or any extension thereof. Any other
insurance held by an additional insured shall not be required to contribute anything
toward any loss or expense covered by the insurance provided by this policy.
E. SUFFICIENCY OF INSURANCE:
The insurance limits required by City are not represented as being sufficient to
protect Consultant. Consultant is advised to confer with Consultant's insurance broker to
determine adequate coverage for Consultant.
11. CONFLICT OF INTEREST:
Consultant warrants that it is not a conflict of interest for Consultant to perform
the services required by this Agreement. Consultant may be required to fill out a conflict
of interest form if the services provided under this Agreement require Consultant to make
certain governmental decisions or serve in a staff capacity as defined in Title 2, Division
6, Section 18700 of the California Code of Regulations.
12. PROHIBITION AGAINST TRANSFERS:
Consultant shall not assign, sublease, hypothecate, or transfer this Agreement, or
any interest therein, directly or indirectly, by operation of law or otherwise, without prior
written consent of City. Any attempt to do so without said consent shall be null and void,
and any assignee, sublessee, hypothecate or transferee shall acquire no right or interest by
reason of such attempted assignment, hypothecation or transfer. However, claims for
money by Consultant from City under this Agirc=ent may be assigned to a bank, trust
company or other financial institution without prior written consent. Written notice of
such assignment shall be promptly furnished to City by Consultant.
The sale, assignment, transfer or other disposition of any of the issued and
outstanding capital stock of Consultant, or of the interest of any general partner or joint
venturer or syndicate member or cotenant, if Consultant is a partnership or joint venture
or syndicate or cotenancy, which shall result in changing the control of Consultant, shall
be construed as an assignment of this Agreement. Control means fifty percent (50 %) or
more of the voting power of the corporation.
13. SUBCONTRACTOR APPROVAL:
Unless prior written consent from City is obtained, only those people and
subcontractors whose names and resumes are attached to this Agreement shall be used in
the performance of this Agreement. Consultant may change or add subcontractors only
with the prior written approval of City.
In the event that Consultant employs subcontractors, such subcontractors shall be
required to furnish proof of workers' compensation insurance and shall also be required to
carry general, automobile and professional liability insurance in reasonable conformity to
the insurance carried by Consultant. In addition, any work or services subcontracted
hereunder shall be subject to each provision of this Agreement.
14. PERMITS AND LICENSES:
Consultant, at his /her sole expense, shall obtain and maintain during the term of
this Agreement, all appropriate permits, certificates and licenses including, but not
limited to, a City Business License, that may be required in connection with the
performance of services hereunder.
15. REPORTS:
A. Each and every report, draft, work product, map, record and other
document, hereinafter collectively referred to as "Report", reproduced,' prepared or
caused to be prepared by Consultant pursuant to or in connection with this Agreement,
shall be the exclusive property of City. Consultant shall not copyright any Report
required by this Agreement and shall execute appropriate documents to assign to City the
copyright to Reports created pursuant to this Agreement. Any Report, information and
data acquired or required by this Agreement shall become the property of City, and all
publication rights are reserved to City. Consultant may retain a copy of any report
furnished to the City pursuant to this Agreement.
B. All Reports prepared by Consultant may be used by City in execution or
implementation of;
(1) The original Project for which Consultant was hired;
(2) Completion of the original Project by others;
(3) Subsequent additions to, the original project; and /or
(4) Other City projects as appropriate.
C. Consultant shall, at such time and in such form as City may require,
furnish reports concerning the status of services required under this Agreement.
D. All Reports required to be provided by this Agreement shall be printed on
recycled paper. All Reports shall be copied on both sides of the paper except for one
original, which shall be single sided.
E. No Report, information or other data given to or prepared or assembled by
Consultant pursuant to this Agreement shall be made available to any individual or
organization by Consultant without prior approval by City. If such Reports are reused by
City for any purpose other than that for which such Reports were originally prepared, or
if City causes such Reports to be altered without Consultant's written consent, such reuse
shall be at City's risk.
16. RECORDS:
Consultant shall maintain complete and accurate records with respect to sales,
costs, expenses, receipts and other such information required by City that relate to the
performance of services under this Agreement.
Consultant shall maintain adequate records of services provided in sufficient
detail to permit an evaluation of services. All such records shall be maintained in
accordance with generally accepted accounting principles and shall be clearly identified
and readily accessible. Consultant shall provide free access to such books and records to
the representatives of City or its designees at all proper times, and gives City the right to
examine and audit same, and to make transcripts therefrom as necessary, and to allow
inspection of all work, data, documents, proceedings and activities related to this
Agreement. Such records, together with supporting documents, shall be kept separate
from other documents and records and shall be maintained for a period of three (3) years
after receipt of final payment.
If supplemental examination or audit of the records is necessary due to concerns
raised by City's preliminary examination or audit of records, and the City's supplemental
examination or audit of the records discloses a failure to adhere to appropriate internal
financial controls, or other breach of contract or failure to act in good faith, then
Consultant shall reimburse City for all reasonable costs and expenses associated with the
supplemental examination or audit.
17. NOTICES:
All notices, demands, requests or approvals to be given under this Agreement
shall be given in writing and conclusively shall be deemed served when delivered
personally or on the second business day after the deposit thereof in the United States
Mail, postage prepaid, registered or certified, addressed as hereinafter
provided.
All notices, demands, requests, or approvals from Consultant to City shall be
addressed to City at:
City of Cupertino
10300 Torre Ave.
Cupertino CA 95014
Attention: Aarti Shrivastava, Director of Community Development
All notices, demands, requests, or approvals from City to Consultant shall be
addressed to Consultant at:
Arbor Resources
PO Box 25295
San Mateo, CA 94402
Attention: David L. Babby
18. TERMINATION:
In the event Consultant fails or refuses to perform any of the provisions hereof at
the time and in the manner required hereunder., Consultant shall be deemed in default in
the performance of this Agreement. If such default is not cured within the time specified
after receipt by Consultant from City of written notice of default, specifying the nature of
such default and the steps necessary to cure such default, City may terminate the
Agreement forthwith by giving to the Consultant written notice thereof.
City shall have the option, at its sole discretion and without cause, of terminating
this Agreement by giving seven (7) days' prior written notice to Consultant as provided
herein. Upon termination of this Agreement, each party shall pay to the other party that
portion of compensation specified in this Agreement that is earned and unpaid prior to the
effective date of termination.
19. COMPLIANCES:
Consultant shall comply with all state o:r federal laws and all ordinances, rules and
regulations enacted or issued by City.
20. CONFLICT OF LAW:
This Agreement shall be interpreted under, and enforced by the laws of the State
of California excepting any choice of law rules which may direct the application of laws
of another jurisdiction. The Agreement and obligations of the parties are subject to all
valid laws, orders, rules, and regulations of the authorities having jurisdiction over this
Agreement (or the successors of those authorities.)
Any suits brought pursuant to this Agreement shall be filed with the courts of the
County of Santa Clara, State of California.
21. ADVERTISEMENT:
Consultant shall not post, exhibit, display or allow to be posted, exhibited,
displayed any signs, advertising, show bills, lithographs, posters or cards of any kind
pertaining to the services performed under this Agreement unless prior written approval
has been secured from City to do otherwise.
22. WAIVER:
A waiver by City of any breach of any term, covenant, or condition contained
herein shall not be deemed to be a waiver of any subsequent breach of the same or any
other term, covenant, or condition contained hcxein, whether of the same or a different
character.
23. INTEGRATED CONTRACT:
This Agreement represents the full and complete understanding of every kind or
nature whatsoever between the parties. hereto, and all preliminary negotiations and
agreements of whatsoever kind or nature are merged herein. No verbal agreement or
implied covenant shall be held to vary the provisions hereof. Any modification of this
Agreement will be effective only by written execution signed by both City and
Consultant.
24. INSERTED PROVISIONS:
Each provision and clause required by law to be inserted into the Agreement shall
be deemed to be enacted herein, and the Agreement shall be read and enforced as though
each were included herein. If through mistake or otherwise, any such provision is not
inserted or is not correctly inserted, the Agreement shall be amended to make such
insertion on application by either party.
25. CAPTIONS:
The captions in this Agreement are for convenience only, are not a part of the
Agreement and in no way affect, limit or amplify the terms or provisions of this
Agreement.
IN WITNESS WHEREOF, the parties have caused the Agreement to be executed.
CONSULTANT
Arbor Resources
By Q E,
Title
Date !21'/1'3
EXPENDITURE DISTRIBUTION
CITY OF CUPERTINO
A. ]Municipal Corporation
By Aarti Shrivastava
Title Director, Community Development
Date: /a/V/Z
APPROVED AS TO FORM:
Q
City Attorney
ATTEST: Q , �,
By G�c — `� t'(r'�
City Clerk I —� _(C
ACCOUNT NUMBER
AMOUNT
110 -2218 (Parkside Trails)
$12,000
PO # ows- J/ 0
4h
EXHIBIT A
SCOPE OF SERVICES
iARBOR RESOURCES
profe5wonal con5vlting arhori5t5 and tree care
November 15, 2013
Simon S. Vuong
Community Development Department
City of Cupertino
10300 Torre Avenue
Cupertino, CA 95014
RE: LETTER OF RETENTION - Arborist Review
Parkside Trails, Cupertino, CA
Dear Mr. Vuong:
via: email
RECEIVED
BY,
NOV 15 2013
This letter serve to establish an agreement between the City of Cupertino and Arbor
Resources (David L. Babby dba Arbor Resources) to provide the following services
regarding the above- referenced project (a rough estimate of hours to complete each task is
also shown):
• Review the applicant's arborist report; two hours.
• Perform site visits to confirm the species, condition, size, protected tree status,
suitability for preservation, and general location of inventoried trees. Also identify
any trees suitable for relocation; 15 hours.
■ Inventory any additional trees (6" trunk diameter) that are not shown on the site
plan but are adjacent to the proposed d +- velopment area (such along the south side
of the proposed street). Show those the. general location of those trees on an aerial
or site plan; five hours.
■ Perform one review of the Conceptual Site Plan provided to me (dated 4/16/13),
and identify the potential tree disposition (i.e. removal, retained or potentially
relocated); two hours.
■ Prepare a report containing my observations and review; this may be prepared after
completing the above items or potentially following review of the below two items;
ten hours.
p.o. box 25295, san mateo, california 94402 • email: arborrC5ource5@comca5t.net
phone: 650.654.3351 a fax: 650.240.0777 licensed contractor #796763
ARBOR RESOURCES
rofessional con5ultln arborrsts and tree care
P 9
November 15, 2013
City of Cupertino
page 2 of 2
■ Upon availability, review the conceptual grading and drainage, utility, stormwater
and, if applicable, an updated site plan; eight hours.
■ Upon completing the above item, identify a more accurate account of tree- related
impacts; eight hours.
■ Provide consultation to City staff as needed; ten hours.
I invoice on a T &M basis per the enclosed Fee Schedule. I suggest an additional $7,000 is
collected (making the total at $12,000) to help fiend the scope of work. Any work required
in addition to the scope or budget shall be preauth.orized.
Should the scope be acceptable, please complete the blank lines below and return to my
attention. Thank you.
Sincerely,
h'A4 t - A'l
David L. Babby
Registered Consulting Arboristo #399
Board- Certified Master Arboristo #WE -40018
Authorized:
Title:
Date:
�y
Attachment: Fee Schedule
p.o..box 25295, san mateo, california 94402 email: arborresources @comcast.net
phone: 650.654.3351 ■ fax: 650.240.0777 Incensed contractor #796763
ARBOR RESOURCES
professional consulting arl2ori5t5 and tree care
FEE SCHIEDULE
David L. Babby
Registered Consulting Arborist® #399
Board= Certlfied Master Arborist® #WE -40018
Project: Parkside Trails
Assignment: Arborist Review
Standard Consulting.Services
Site Visits, Meetings and Travel Time
Per Hour
$200.00
Office Time (document prep,, review, phone and email correspondence) $200.00
Attend Public Hearings or Evening Meetings (two -hour minimum) $400.00
Additional Cost Information
■ All time is billed in 15- minute increments.
■ Materials and expenses are billed at approximate cost plus 25- percent.
■ Work required within 72 business hours, and required Saturday or holiday work will be
invoiced at 150% of the above rates.
■ Work performed after 6/30/14 is subject to higher rates than specified above.
■ Work related to litigation (as either an expert consultant or expert witness) will be
invoiced at substantially higher rates than presented above.
■ Travel time considers port -to -port from the City of Dublin, CA.
■ Invoices are submitted every approximately 30 days and /or upon completion of
assignment.
p.o. box 25295, san mateo., california 94402 email. arborresources @comcast.net
phone: 650.654.3351 9 fax: 6'50.240.0777 ' licensed contractor #796763