On-Call Traffic Engineering Services

REQUEST FOR PROPOSALS (RFP) for ON-CALL TRAFFIC ENGINEERING SERVICES Issued on: October 12, 2022 SUBMITTAL DEADLINE: December 8, 2022 at 2:00 p.m. CITY OF CALABASAS Public Works Department 100 Civic Center Way Calabasas, CA 91302 Telephone: (818) 224-1600 Facsimile: (818) 225-7338 aford Typewritten Text aford Typewritten Text REQUEST FOR PROPOSAL (RFP) ON-CALL TRAFFIC ENGINEERING SERVICES REQUEST FOR PROPOSAL (RFP) ON-CALL TRAFFIC ENGINEERING SERVICES IN THE CITY OF CALABASAS, CALIFORNIA Introduction: The City of Calabasas is seeking to award an on-call contract to an engineering firm to provide professional Traffic Engineering services. The work under this contract will be performed on an as- needed basis and as directed by the City Engineer and/or his designee through assignments and/or work orders. The duration of this contract shall be for one calendar year with three one-year extension options and shall start from the award date of the contract. The services will be conducted

under a contract with the City of Calabasas, hereafter refer to as “the City”. The engineering consultant entity is hereafter referred to as “the Consultant”. Qualified entities are invited to submit competitive sealed proposals for consideration in accordance with this request. Proposals must be in the actual possession of the City at the location listed below on or prior to the exact date and time indicated below. Late proposals will not be considered. Scope of Work: The Scope of Work will vary as the need arises and will be at discretion of the City. A consultant will be required to provide Traffic Engineering services for various projects at the request of City staff. In general, the request for services consists of but is not limited to: − Conduct reviews of traffic engineering, traffic analysis and transportation planning studies or project specific traffic related tasks analysis; − Provide analyses of existing and projected traffic conditions; roundabout analysis; intersection design; traffic calming and traffic data collection; − Provide traffic control device studies and design (signs, pavement markings, signals, and school zone flashers); − Perform pedestrian and bicycle studies including those for Safe Routes to School; − Review subdivision or new development projects involving traffic impact analysis, roadway improvements, and traffic signal modifications; − Traffic signal design including plans, specifications, engineering costs estimates and bid/specification documents for new signal installations, modifications to existing signals; and flashing beacons; − Speed data analysis, speed surveys, intersection control studies, safety studies, and miscellaneous traffic engineering services; − Assist staff with updating and revising the as-built traffic signal and fiber optic interconnect plans for all the intersections citywide; − Transportation, roadway, and complete street design including construction drawings, specifications, engineer’s costs estimate and contract bid documents; − Construction management and inspection support for roadway improvement and transportation projects; aford Typewritten Text 1 REQUEST FOR PROPOSAL (RFP) ON-CALL TRAFFIC ENGINEERING SERVICES − Research for federal and state infrastructure grants; − Provide technical assistance in identification and preparation of various grant opportunities and applications; − Respond to requests from the public regarding traffic signal operations, traffic, traffic safety and parking issues; − Attendance and participation with City meetings for City Council, Workshops, Public Hearings, Commission and City Staff meetings as needed and/or required. − Required to work a minimum of one (1) day per week in the City office, with the possibility of additional day(s) on request/as needed. − In order to qualify for the selection process, the proposer(s) need to meet the following minimum requirements: 1. The firm must have project managers who possess a Traffic Engineering License in the State of California with a minimum of five (5) years of experience providing traffic engineering services to municipalities of similar size and complexity; 2. Individual engineers of the firm must have three (3) years of relevant experience; 3. The consultant should possess competency in general traffic engineering, traffic signal design, familiarity with CA MUTCD, ITE publications, Highway Capacity Manual, AASHTO Roadside Design Guide, and Caltrans Standards. Proposal Requirements: The proposal must be complete and typed on 8.5" x 11" paper. Submit three total hard copies (one original and two copies) of your Proposal by the deadline listed. A copy of the proposal must also be emailed to Tatiana Holden, Deputy Public Works Director at tholden@cityofcalabasas.com by the deadline listed. The proposal shall be prepared using as a minimum of the following criterion’s: 1. Letter of Introduction a. A letter of introduction signed by a Principal or Senior Officer of the organization. b. Provide name, address and phone number of the primary contact and of the key member of staff that is responsible for plan/map checking. c. Any qualifying statements or comments regarding the Consultant’s proposal or the information provided in the RFP. Please state the interpretation of the work being performed. Provide a statement on the positive commitment to perform the work in a manner, time frame, basic summary and understanding of the project. d. If submitting as a team, note which team will be the prime consultant or lead joint venture partner. The primary consultant must submit a description of the firm and the portion of work to be done by the partnering firm. e. Include the name and resume of the individual leading the team. mailto:tholden@cityofcalabasas.com aford Typewritten Text 2 REQUEST FOR PROPOSAL (RFP) ON-CALL TRAFFIC ENGINEERING SERVICES 2. Firm information and Qualification a. Number of years the firm(s) have been in business. b. Location of the principal office that will be responsible for the implementation of this contract, and include the distance to/from the City of Calabasas. c. Provide the number of employees of the company(s). d. Identify the qualifications and resumes of all individuals who will be associated with this service. Include professional registration and affiliations. e. Summarize specific experience and qualifications for similar projects. List at least five (5) references with the name of the organization, job title, addresses and telephone numbers. f. Provide a listing of the proposed project personnel. Include the description of professional capability, project experience, education, training and present office location. Provide specific examples of appropriate experience that qualify them for their responsibilities, including licensing as a professional engineer in the State of California. g. Provide a list of specific examples of appropriate experience, including the size and scope of work completed and any relevant past or on-going work. Include the names, addresses and telephone numbers for your past and current clients who have contracted with your firm for similar services during the last five (5) years. 3. Professional Services Fees a. Provide a proposal of fees for the services based on hourly rates. b. List all professional services expenses anticipated, include insurance, printing, communications and travel. c. Hourly rates should be fully loaded, including full compensation for all overhead and profit. d. Billing rates shall include provisions for normal supplies and materials, in-house reproduction services and local travel costs. Proposals received after the time established for receiving proposals will not be considered. The City will not be responsible for any expenses incurred by any Proposer in the development of a response to this Request for Proposal or any other activities associated with this procurement, including but not limited to any onsite (or otherwise) interviews and/or presentations, and/or supplemental information provided, submitted, or given to the City and/or its representatives. Further, the City reserves the right to reject any and all proposals and to determine which proposal is, in the City's judgment, the most responsive and responsible proposal. The City also reserves the right to waive any informality in any proposal and to delete certain items listed in the proposal as set forth therein. This RFP does not commit the City to pay any costs incurred in the preparation of any proposal. aford Typewritten Text 3 aford Typewritten Text REQUEST FOR PROPOSAL (RFP) ON-CALL TRAFFIC ENGINEERING SERVICES Modifications/Withdrawals of Proposals: Modifications will be accepted by the City, and binding upon the responding company, where the modification is: 1. Received by the City at the place designated for submission of RFP responses prior to deadline; 2. Sealed in an envelope clearly stating “Modification” and the name of the responding Consultant, and; 3. Signed by the same individual who signed the original submittal. At any time prior to the scheduled closing time for receipt of RFP submittals, any responding Consultant may withdraw their submittal, either in person or by written request. However, a proposal may not be withdrawn after opening without the written consent of the City. Proposals may be modified or withdrawn prior to the established opening date by delivering written notice to the Public Works Department. Proposal Evaluation: All timely proposals will be reviewed by the City of Calabasas. The City of Calabasas reserves the right to award the contract to the firms who present the proposal which, in the judgment of the City of Calabasas, best accomplish the desired results, and shall include, but not be limited to, consideration of the professional service fee. The City will be the sole determiner of suitability to the City's needs. Proposals will be rated according to the requirements listed above, including completeness and understanding of the City's needs, conformance to the requirements and prior experience with similar scope of work. The proposal will be reviewed by an evaluation committee to determine if it meets the proposal requirements. Failure to meet the requirements of the Request for Proposals may be cause for rejection of the proposal. The evaluation committee will make a recommendation of the Consultant for a contract to be awarded by the City Council. The City reserves the right to reject any or all proposals and to determine which proposal is, in the City’s judgment, the most responsive. A selection committee will review, evaluate, and rank all accepted proposals. The following criteria will be considered in the selection process: − Experience and qualification of firm with municipal engineering generally, and specifically the City of Calabasas and/or similarly sized and staffed municipalities; − Qualifications of the key personnel assigned to perform traffic engineering services; − Knowledge of City operations, methods and philosophy; − Ability to provide continuity of personnel and timely, flexible services; − The character, integrity, reputation, judgment experience, and efficiency of the consultant; − Geographical location. aford Typewritten Text aford Typewritten Text 4 REQUEST FOR PROPOSAL (RFP) ON-CALL TRAFFIC ENGINEERING SERVICES Should the Consultant find discrepancies in, or omissions from, this RFP and related documents, or should the Consultant be in doubt as to meaning, the Consultant shall immediately notify the City’s designated representative and, if the point in question is not clearly set forth, a written addendum or bulletin of instructions will be made available on the City’s website: http://www.cityofcalabasas.com. Each person requesting an interpretation will be responsible for the delivery of such requests to the City’s designated representative in writing as outlined in this RFP. The City will not be bound by, or responsible for, any explanation or interpretation of the proposed documents other than those given in writing. The City will not compensate Consultants for the cost of preparing a response to this RFP. If you are interested in responding to this RFP, please submit three (3) hard copies and an electronic copy of a proposal to the City by December 8, 2022 before 2:00 pm. By mail: Public Works Department City of Calabasas On-Call Traffic Engineering Services Proposal 100 Civic Center Way Calabasas, CA 91302 In-Person The package must be clearly labeled before dropping it off at the Public Counter City of Calabasas Public Works Department – On-Call Engineering and Plan Check Services Proposal Proposals shall be emailed to: Tatiana Holden, Deputy Public Works Director E-mail: tholden@cityofcalabasas.com Questions: Tatiana Holden, Deputy Public Works Director Phone: (818) 224-1600 Fax: (818) 224-7338 E-mail: tholden@cityofcalabasas.com mailto:tholden@cityofcalabasas.com mailto:tholden@cityofcalabasas.com aford Typewritten Text 5 REQUEST FOR PROPOSAL (RFP) ON-CALL TRAFFIC ENGINEERING SERVICES Appendix 1 SAMPLE AGREEMENT aford Typewritten Text 6 REQUEST FOR PROPOSAL (RFP) ON-CALL TRAFFIC ENGINEERING SERVICES PROFESSIONAL SERVICES AGREEMENT Providing for Payment of Prevailing Wages (City of Calabasas/ Company or Individual) 1. IDENTIFICATION THIS PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is entered into by and between the City of Calabasas, a California municipal corporation (“City”), and ________________ [enter consultant (company’s) name] a ___________ [insert consultant’s state of incorporation], _____________________ [enter consultant’s legal status e.g., corporation, nonprofit public benefit corporation, limited liability company] (“Consultant”). 2. RECITALS 2.1 City has determined that it requires the following professional services from a consultant: _____________________________ [insert description of consultant’s services]. 2.2 Consultant represents that it is fully qualified to perform such professional services by virtue of its experience and the training, education and expertise of its principals and employees. Consultant further represents that it is willing to accept responsibility for performing such services in accordance with the terms and conditions set forth in this Agreement. NOW, THEREFORE, for and in consideration of the mutual covenants and conditions herein contained, City and Consultant agree as follows: 3. DEFINITIONS 3.1 “Scope of Services”: Such professional services as are set forth in Consultant’s _____________ [enter consultant’s proposal date] proposal to City attached hereto as Exhibit A and incorporated herein by this reference. 3.2 “Approved Fee Schedule”: Such compensation rates as are set forth in Consultant’s __________ [insert date fee schedule submitted to City] fee schedule to City attached hereto as Exhibit B and incorporated herein by this reference. 3.3 “Commencement Date”: . 3.4 “Expiration Date”: . 4. TERM The term of this Agreement shall commence at 12:00 a.m. on the Commencement Date and shall expire at 11:59 p.m. on the Expiration Date unless extended by written agreement of the parties or terminated earlier in accordance with Section 17 (“Termination”) below. aford Typewritten Text 7 REQUEST FOR PROPOSAL (RFP) ON-CALL TRAFFIC ENGINEERING SERVICES 5. CONSULTANT’S SERVICES 5.1 Consultant shall perform the services identified in the Scope of Services. City shall have the right to request, in writing, changes in the Scope of Services. Any such changes mutually agreed upon by the parties, and any corresponding increase or decrease in compensation, shall be incorporated by written amendment to this Agreement. In no event shall the total compensation and costs payable to Consultant under this Agreement exceed the sum of Dollars ($ , ) unless specifically approved in advance and in writing by City. 5.2 Consultant shall perform all work to the highest professional standards of Consultant’s profession and in a manner reasonably satisfactory to City. Consultant shall comply with all applicable federal, state and local laws and regulations, including the conflict of interest provisions of Government Code Section 1090 and the Political Reform Act (Government Code Section 81000 et seq.). 5.3 During the term of this Agreement, Consultant shall not perform any work for another person or entity for whom Consultant was not working at the Commencement Date if both (i) such work would require Consultant to abstain from a decision under this Agreement pursuant to a conflict of interest statute and (ii) City has not consented in writing to Consultant’s performance of such work. 5.4 Consultant represents that it has, or will secure at its own expense, all personnel required to perform the services identified in the Scope of Services. All such services shall be performed by Consultant or under its supervision, and all personnel engaged in the work shall be qualified to perform such services. _____________ [enter name of Consultant’s Staff]] shall be Consultant’s project administrator and shall have direct responsibility for management of Consultant’s performance under this Agreement. No change shall be made in Consultant’s project administrator without City’s prior written consent. 5.5 To the extent that the Scope of Services involves trenches deeper than 4’, Contractor shall promptly, and before the following conditions are disturbed, notify the City, in writing, of any: (1) Material that the contractor believes may be material that is hazardous waste, as defined in § 25117 of the Health and Safety Code, which is required to be removed to a Class I, Class II, or Class III disposal site in accordance with provisions of existing law. (2) Subsurface or latent physical conditions at the site differing from those indicated by information about the site made available to bidders prior to the deadline for submitting bids. http://web2.westlaw.com/find/default.wl?DB=1000213&DocName=CAHSS25117&FindType=L&AP=&mt=Westlaw&fn=_top&sv=Split&vr=2.0&rs=WLW5.08 aford Typewritten Text 8 REQUEST FOR PROPOSAL (RFP) ON-CALL TRAFFIC ENGINEERING SERVICES (3) Unknown physical conditions at the site of any unusual nature, different materially from those ordinarily encountered and generally recognized as inherent in work of the character provided for in the contract. City shall promptly investigate the conditions, and if it finds that the conditions do materially so differ, or involve hazardous waste, and cause a decrease or increase in the contractor’s cost of, or the time required for, performance of any part of the work, the City shall issue a change order under the procedures described in the contract. 6. COMPENSATION 6.1 City agrees to compensate Consultant for the services provided under this Agreement, and Consultant agrees to accept in full satisfaction for such services, payment in accordance with the Approved Fee Schedule. 6.2 Consultant shall submit to City an invoice, on a monthly basis or less frequently, for the services performed pursuant to this Agreement. Each invoice shall itemize the services rendered during the billing period and the amount due. Within thirty calendar days of receipt of each invoice, City shall pay all undisputed amounts included on the invoice. City shall not withhold applicable taxes or other authorized deductions from payments made to Consultant. 6.3 Payments for any services requested by City and not included in the Scope of Services shall be made to Consultant by City on a time-and-materials basis using Consultant’s standard fee schedule. Consultant shall be entitled to increase the fees in this fee schedule at such time as it increases its fees for its clients generally; provided, however, in no event shall Consultant be entitled to increase fees for services rendered before the thirtieth day after Consultant notifies City in writing of an increase in that fee schedule. Fees for such additional services shall be paid within sixty days of the date Consultant issues an invoice to City for such services. 6.4 This Agreement is further subject to the provisions of Article 1.7 (commencing at Section 20104.50) of Division 2, Part 3 of the Public Contract Code regarding prompt payment of contractors by local governments. Article 1.7 mandates certain procedures for the payment of undisputed and properly submitted payment requests within 30 days after receipt, for the review of payment requests, for notice to the contractor of improper payment requests, and provides for the payment of interest on progress payment requests which are not timely made in accordance with this Article. This Agreement hereby incorporates the provisions of Article 1.7 as though fully set forth herein. 6.5 To the extent applicable, at any time during the term of the Agreement, the Consultant may at its own expense, substitute securities equivalent to the amount withheld as retention (or the retained percentage) in accordance with Public Contract Code section 22300. At the request and expense of the consultant, aford Typewritten Text 9 REQUEST FOR PROPOSAL (RFP) ON-CALL TRAFFIC ENGINEERING SERVICES securities equivalent to the amount withheld shall be deposited with the public agency, or with a state or federally chartered bank in this state as the escrow agent, who shall then pay those moneys to the Consultant. Upon satisfactory completion of the contract, the securities shall be returned to the Consultant. 7. OWNERSHIP OF WRITTEN PRODUCTS All reports, documents or other written material (“written products” herein) developed by Consultant in the performance of this Agreement shall be and remain the property of City without restriction or limitation upon its use or dissemination by City. Consultant may take and retain copies of such written products as desired, but no such written products shall be the subject of a copyright application by Consultant. 8. RELATIONSHIP OF PARTIES Consultant is, and shall at all times remain as to City, a wholly independent contractor. Consultant shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise to act on behalf of City as an agent. Neither City nor any of its agents shall have control over the conduct of Consultant or any of Consultant’s employees, except as set forth in this Agreement. Consultant shall not represent that it is, or that any of its agents or employees are, in any manner employees of City. 9. CONFIDENTIALITY All data, documents, discussion, or other information developed or received by Consultant or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Consultant without prior written consent by City. City shall grant such consent if disclosure is legally required. Upon request, all City data shall be returned to City upon the termination or expiration of this Agreement. 10. INDEMNIFICATION 10.1 The parties agree that City, its officers, agents, employees and volunteers should, to the fullest extent permitted by law, be protected from any and all loss, injury, damage, claim, lawsuit, cost, expense, attorneys’ fees, litigation costs, or any other cost arising out of or in any way related to the performance of this Agreement. Accordingly, the provisions of this indemnity provision are intended by the parties to be interpreted and construed to provide the City with the fullest protection possible under the law. Consultant acknowledges that City would not enter into this Agreement in the absence of Consultant’s commitment to indemnify and protect City as set forth herein. 10.2 To the fullest extent permitted by law, Consultant shall indemnify, hold harmless and defend City, its officers, agents, employees and volunteers from and against any and all claims and losses, costs or expenses for any damage due to death or injury to any person and injury to any property resulting from any alleged intentional, reckless, negligent, or otherwise wrongful acts, errors or omissions of aford Typewritten Text 10 REQUEST FOR PROPOSAL (RFP) ON-CALL TRAFFIC ENGINEERING SERVICES Consultant or any of its officers, employees, servants, agents, or subcontractors in the performance of this Agreement. Such costs and expenses shall include reasonable attorneys’ fees due to counsel of City’s choice. 10.3 City shall have the right to offset against the amount of any compensation due Consultant under this Agreement any amount due City from Consultant as a result of Consultant’s failure to pay City promptly any indemnification arising under this Section 10 and related to Consultant’s failure to either (i) pay taxes on amounts received pursuant to this Agreement or (ii) comply with applicable workers’ compensation laws. 10.4 The obligations of Consultant under this Section 10 will not be limited by the provisions of any workers’ compensation act or similar act. Consultant expressly waives its statutory immunity under such statutes or laws as to City, its officers, agents, employees and volunteers. 10.5 Consultant agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this Section 10 from each and every subcontractor or any other person or entity involved by, for, with or on behalf of Consultant in the performance of this Agreement. In the event Consultant fails to obtain such indemnity obligations from others as required herein, Consultant agrees to be fully responsible and indemnify, hold harmless and defend City, its officers, agents, employees and volunteers from and against any and all claims and losses, costs or expenses for any damage due to death or injury to any person and injury to any property resulting from any alleged intentional, reckless, negligent, or otherwise wrongful acts, errors or omissions of Consultant’s subcontractors or any other person or entity involved by, for, with or on behalf of Consultant in the performance of this Agreement. Such costs and expenses shall include reasonable attorneys’ fees incurred by counsel of City’s choice. 10.6 City does not, and shall not, waive any rights that it may possess against Consultant because of the acceptance by City, or the deposit with City, of any insurance policy or certificate required pursuant to this Agreement. This hold harmless and indemnification provision shall apply regardless of whether or not any insurance policies are determined to be applicable to the claim, demand, damage, liability, loss, cost or expense. 11. INSURANCE 11.1 During the term of this Agreement, Consultant shall carry, maintain, and keep in full force and effect insurance against claims for death or injuries to persons or damages to property that may arise from or in connection with Consultant’s performance of this Agreement. Such insurance shall be of the types and in the amounts as set forth below: 11.1.1 Comprehensive General Liability Insurance with coverage limits of not less than One Million Dollars ($1,000,000) including products and aford Typewritten Text 11 REQUEST FOR PROPOSAL (RFP) ON-CALL TRAFFIC ENGINEERING SERVICES operations hazard, contractual insurance, broad form property damage, independent consultants, personal injury, underground hazard, and explosion and collapse hazard where applicable. 11.1.2 Automobile Liability Insurance for vehicles used in connection with the performance of this Agreement with minimum limits of One Million Dollars ($1,000,000) per claimant and One Million dollars ($1,000,000) per incident. 11.1.3 Worker’s Compensation insurance as required by the laws of the State of California, including but not limited to California Labor Code § 1860 and 1861 as follows: Contractor shall take out and maintain, during the life of this contract, Worker’s Compensation Insurance for all of Contractor’s employees employed at the site of improvement; and, if any work is sublet, Contractor shall require the subcontractor similarly to provide Worker’s Compensation Insurance for all of the latter’s employees, unless such employees are covered by the protection afforded by Contractor. Contractor and any of Contractor’s subcontractors shall be required to provide City with a written statement acknowledging its obligation to secure payment of Worker’s Compensation Insurance as required by Labor Code § 1861; to wit: ‘I am aware of the provisions of Section 3700 of the Labor Code which require 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 of this contract.’ If any class of employees engaged in work under this contract at the site of the Project is not protected under any Worker’s Compensation law, Contractor shall provide and shall cause each subcontractor to provide adequate insurance for the protection of employees not otherwise protected. Contractor shall indemnify and hold harmless City for any damage resulting from failure of either Contractor or any subcontractor to take out or maintain such insurance. 11.1.4 Professional Errors and Omissions Insurance with coverage limits of not less than One Million Dollars ($1,000,000). 11.2 Consultant shall require each of its subcontractors to maintain insurance coverage that meets all of the requirements of this Agreement. 11.3 The policy or policies required by this Agreement shall be issued by an insurer admitted in the State of California and with a rating of at least A:VII in the latest edition of Best’s Insurance Guide. 11.4 Consultant agrees that if it does not keep the aforesaid insurance in full force and effect, City may either (i) immediately terminate this Agreement; or (ii) take out aford Typewritten Text 12 REQUEST FOR PROPOSAL (RFP) ON-CALL TRAFFIC ENGINEERING SERVICES the necessary insurance and pay, at Consultant’s expense, the premium thereon. 11.5 At all times during the term of this Agreement, Consultant shall maintain on file with City’s Risk Manager a certificate or certificates of insurance showing that the aforesaid policies are in effect in the required amounts and naming the City and its officers, employees, agents and volunteers as additional insureds. Consultant shall, prior to commencement of work under this Agreement, file with City’s Risk Manager such certificate(s). 11.6 Consultant shall provide proof that policies of insurance required herein expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Such proof will be furnished at least two weeks prior to the expiration of the coverages. 11.7 The General Liability Policy of insurance required by this Agreement shall contain an endorsement naming City and its officers, employees, agents and volunteers as additional insureds. The General Liability Policy required under this Agreement shall contain an endorsement providing that the policies cannot be canceled or reduced except on thirty days’ prior written notice to City. Consultant agrees to require its insurer to modify the certificates of insurance to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, and to delete the word “endeavor” with regard to any notice provisions. If this contract provides service to a Homeowners Association, that Homeowners Association must be listed as an additional insured in addition to the City. 11.8 The insurance provided by Consultant shall be primary to any coverage available to City. Any insurance or self-insurance maintained by City and/or its officers, employees, agents or volunteers, shall be in excess of Consultant’s insurance and shall not contribute with it. 11.9 All insurance coverage provided pursuant to this Agreement shall not prohibit Consultant, and Consultant’s employees, agents or subcontractors, from waiving the right of subrogation prior to a loss. Consultant hereby waives all rights of subrogation against the City. 11.10 Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of City, Consultant shall either reduce or eliminate the deductibles or self-insured retentions with respect to City, or Consultant shall procure a bond or other security acceptable to the City guaranteeing payment of losses and expenses. 11.11 Procurement of insurance by Consultant shall not be construed as a limitation of Consultant’s liability or as full performance of Consultant’s duties to indemnify, hold harmless and defend under Section 10 of this Agreement. aford Typewritten Text 13 REQUEST FOR PROPOSAL (RFP) ON-CALL TRAFFIC ENGINEERING SERVICES 12. MUTUAL COOPERATION 12.1 City shall provide Consultant with all pertinent data, documents and other requested information as is reasonably available for the proper performance of Consultant’s services under this Agreement. 12.2 In the event any claim or action is brought against City relating to Consultant’s performance in connection with this Agreement, Consultant shall render any reasonable assistance that City may require. 13. RECORDS AND INSPECTIONS Consultant shall maintain full and accurate records with respect to all matters covered under this Agreement for a period of three years after the expiration or termination of this Agreement. City shall have the right to access and examine such records, without charge, during normal business hours. City shall further have the right to audit such records, to make transcripts therefrom and to inspect all program data, documents, proceedings, and activities with respect to this Agreement. 14. PERMITS AND APPROVALS Consultant shall obtain, at its sole cost and expense, all permits and regulatory approvals necessary in the performance of this Agreement. This includes, but shall not be limited to, encroachment permits and building and safety permits and inspections. 15. NOTICES Any notices, bills, invoices, or reports required by this Agreement shall be deemed received on: (i) the day of delivery if delivered by hand, facsimile or overnight courier service during the addressee’s regular business hours; or (ii) on the third business day following deposit in the United States mail if delivered by mail, postage prepaid, to the addresses listed below (or to such other addresses as the parties may, from time to time, designate in writing). If to City: City of Calabasas 100 Civic Center Way Calabasas, CA 91302 Attn: [City Project Coordinator] Telephone: (818) 224-1600 Facsimile: (818) 225-XXXX If to Consultant: Name of Consultant Street Address or P.O. Box City, State Zip Code Attn: [Consultant] Telephone: ( ) ___-____ Email: aford Typewritten Text 14 REQUEST FOR PROPOSAL (RFP) ON-CALL TRAFFIC ENGINEERING SERVICES With courtesy copy to: Matthew T. Summers Colantuono, Highsmith & Whatley, PC City Attorney 790 E. Colorado Blvd., Suite 850 Pasadena, CA 91101 Telephone: (213) 542-5700 Facsimile: (213) 542-5710 16. SURVIVING COVENANTS The parties agree that the covenants contained in Section 9, Section 10, Paragraph 12.2 and Section 13 of this Agreement shall survive the expiration or termination of this Agreement. 17. TERMINATION 17.1. City shall have the right to terminate this Agreement for any reason on five calendar days’ written notice to Consultant. Consultant shall have the right to terminate this Agreement for any reason on sixty calendar days’ written notice to City. Consultant agrees to cease all work under this Agreement on or before the effective date of any notice of termination. All City data, documents, objects, materials or other tangible things shall be returned to City upon the termination or expiration of this Agreement. 17.2 If City terminates this Agreement due to no fault or failure of performance by Consultant, then Consultant shall be paid based on the work satisfactorily performed at the time of termination. In no event shall Consultant be entitled to receive more than the amount that would be paid to Consultant for the full performance of the services required by this Agreement. 18. GENERAL PROVISIONS 18.1 Consultant shall not delegate, transfer, subcontract or assign its duties or rights hereunder, either in whole or in part, without City’s prior written consent, and any attempt to do so shall be void and of no effect. City shall not be obligated or liable under this Agreement to any party other than Consultant. 18.2 In the performance of this Agreement, Consultant shall not discriminate against any employee, subcontractor, or applicant for employment because of race, color, creed, religion, sex, marital status, sexual orientation, national origin, ancestry, age, physical or mental disability, medical condition or any other unlawful basis. 18.3 The captions appearing at the commencement of the sections hereof, and in any paragraph thereof, are descriptive only and for convenience in reference to this Agreement. Should there be any conflict between such heading, and the section aford Typewritten Text 15 REQUEST FOR PROPOSAL (RFP) ON-CALL TRAFFIC ENGINEERING SERVICES or paragraph thereof at the head of which it appears, the section or paragraph thereof, as the case may be, and not such heading, shall control and govern in the construction of this Agreement. Masculine or feminine pronouns shall be substituted for the neuter form and vice versa, and the plural shall be substituted for the singular form and vice versa, in any place or places herein in which the context requires such substitution(s). 18.4 The waiver by City or Consultant of any breach of any term, covenant or condition herein contained shall not be deemed to be a waiver of such term, covenant or condition or of any subsequent breach of the same or any other term, covenant or condition herein contained. No term, covenant or condition of this Agreement shall be deemed to have been waived by City or Consultant unless in writing. 18.5 Consultant shall not be liable for any failure to perform if Consultant presents acceptable evidence, in City’s sole judgment that such failure was due to causes beyond the control and without the fault or negligence of Consultant. 18.6 Each right, power and remedy provided for herein or now or hereafter existing at law, in equity, by statute, or otherwise shall be cumulative and shall be in addition to every other right, power, or remedy provided for herein or now or hereafter existing at law, in equity, by statute, or otherwise. The exercise, the commencement of the exercise, or the forbearance of the exercise by any party of any one or more of such rights, powers or remedies shall not preclude the simultaneous or later exercise by such party of any of all of such other rights, powers or remedies. In the event legal action shall be necessary to enforce any term, covenant or condition herein contained, the party prevailing in such action, whether reduced to judgment or not, shall be entitled to its reasonable and actual court costs, including accountants’ fees, if any, and attorneys’ fees expended in such action. The venue for any litigation shall be Los Angeles County, California. 18.7 If any term or provision of this Agreement or the application thereof to any person or circumstance shall, to any extent, be invalid or unenforceable, then such term or provision shall be amended to, and solely to, the extent necessary to cure such invalidity or unenforceability, and shall be enforceable in its amended form. In such event, the remainder of this Agreement, or the application of such term or provision to persons or circumstances other than those as to which it is held invalid or unenforceable, shall not be affected thereby, and each term and provision of this Agreement shall be valid and be enforced to the fullest extent permitted by law. 18.8 This Agreement shall be governed and construed in accordance with the laws of the State of California. 18.9 All documents referenced as exhibits in this Agreement are hereby incorporated into this Agreement. In the event of any material discrepancy between the aford Typewritten Text 16 REQUEST FOR PROPOSAL (RFP) ON-CALL TRAFFIC ENGINEERING SERVICES express provisions of this Agreement and the provisions of any document incorporated herein by reference, the provisions of this Agreement shall prevail. This instrument contains the entire Agreement between City and Consultant with respect to the transactions contemplated herein. No other prior oral or written agreements are binding upon the parties. Amendments hereto or deviations herefrom shall be effective and binding only if made in writing and executed by City and Consultant. 18.10 This Agreement is further subject to the provisions of Article 1.5 (commencing at Section 20104) of Division 2, Part 3 of the Public Contract Code regarding the resolution of public works claims of less than $375,000. Article 1.5 mandates certain procedures for the filing of claims and supporting documentation by the contractor, for the response to such claims by the contracting public agency, for a mandatory meet and confer conference upon the request of the contractor, for mandatory nonbinding mediation in the event litigation is commenced, and for mandatory judicial arbitration upon the failure to resolve the dispute through mediation. This Agreement hereby incorporates the provisions of Article 1.5 as though fully set forth herein. 18.11 This Agreement is further subject to the provisions of California Public Contracts Code § 6109 which prohibits the Consultant from performing work on this project with a subcontractor who is ineligible to perform work on the project pursuant to §§ 1777.1 or 1777.7 of the Labor Code. 19. PREVAILING WAGES 19.1 To the extent that the estimated amount of this Agreement exceeds $1,000, this Agreement is subject to prevailing wage law, including, but not limited to, the following: 19.1.1 The Consultant shall pay the prevailing wage rates for all work performed under the Agreement. When any craft or classification is omitted from the general prevailing wage determinations, the Consultant shall pay the wage rate of the craft or classification most closely related to the omitted classification. The Consultant shall forfeit as a penalty to City $50.00 or any greater penalty provided in the Labor Code for each calendar day, or portion thereof, for each worker paid less than the prevailing wage rates for any work done under the Agreement employed in the execution of the work by Consultant or by any subcontractor of Consultant in violation of the provisions of the Labor Code. In addition, the difference between such prevailing wage rates and the amount paid to each worker for each calendar day, or portion thereof, for which each worker was paid less than the prevailing wage rate shall be paid to each worker by the Consultant. aford Typewritten Text 17 REQUEST FOR PROPOSAL (RFP) ON-CALL TRAFFIC ENGINEERING SERVICES 19.1.2 Consultant shall comply with the provisions of Labor Code Section 1777.5 concerning the employment of apprentices on public works projects, and further agrees that Consultant is responsible for compliance with Section 1777.5 by all of its subcontractors. 19.1.3 Pursuant to Labor Code § 1776, Consultant and any subcontractor shall keep accurate payroll records, showing the name, address, social security number, work classification, straight time and overtime hours worked each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed by Consultant in connection with this Agreement. Each payroll record shall contain or be verified by a written declaration that it is made under penalty of perjury, stating both of the following: (1) The information contained in the payroll record is true and correct; and (2) The employer has complied with the requirements of Labor Code §§ 1811, and 1815 for any work performed by his or her employees on the public works project. The payroll records enumerated under subdivision (a) shall be certified and shall be available for inspection at all reasonable hours as required by Labor Code § 1776. 19.1.4 Notwithstanding anything to the contrary, Consultant shall defend, indemnify, and hold harmless the City, and its officers, employees, agents, and volunteers free and harmless from any claim or liability arising out of failure or alleged failure of Consultant to comply with such prevailing wage laws.” 19.2 To the extent that the estimated amount of this Agreement exceeds $1,000, this Agreement is further subject to 8-hour work day and wage and hour penalty law, including, but not limited to, Labor Code Sections 1810 and 1813, as well as California nondiscrimination laws, as follows: 19.2.1 Consultant shall strictly adhere to the provisions of the Labor Code regarding the 8-hour day and the 40-hour week, overtime, Saturday, Sunday and holiday work and nondiscrimination on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex or sexual orientation, except as provided in Section 12940 of the Government Code. Pursuant to the provisions of the Labor Code, eight hours’ labor shall constitute a legal day’s work. Work performed by Consultant’s employees in excess of eight hours per day, and 40 hours during any one week, must include compensation for all hours worked in excess of eight hours per day, or 40 hours during any one week, at not less than one and one- aford Typewritten Text 18 REQUEST FOR PROPOSAL (RFP) ON-CALL TRAFFIC ENGINEERING SERVICES half times the basic rate of pay. Consultant shall forfeit as a penalty to City $25.00 or any greater penalty set forth in the Labor Code for each worker employed in the execution of the work by Consultant or by any Subcontractor of Consultant, for each calendar day during which such worker is required or permitted to the work more than eight hours in one calendar day or more than 40 hours in any one calendar week in violation of the provisions of the Labor Code. aford Typewritten Text 19 REQUEST FOR PROPOSAL (RFP) ON-CALL TRAFFIC ENGINEERING SERVICES TO EFFECTUATE THIS AGREEMENT, the parties have caused their duly authorized representatives to execute this Agreement on the dates set forth below. “City” “Consultant” City of Calabasas Name of Company or Individual By: __________________________ By:___________________________________ Name, Title Name, Level of Officer e.g., Vice President Date: _______________ Date: __________________ By: __________________________ By:___________________________________ Name, Title Co-Authorized Signer, Level of Officer Date: _______________ Date: __________________ By: Name, Title Date: _______________ Attest: By: Maricela Hernandez, MMC, CPMC City Clerk Date: Approved as to form: By: Matthew T. Summers Colantuono, Highsmith & Whatley, PC City Attorney Date: aford Typewritten Text 20 A-1 REQUEST FOR PROPOSAL (RFP) ON-CALL TRAFFIC ENGINEERING SERVICES EXHBIT A SCOPE OF WORK EXHIBIT B APPROVED FEE SCHEDULE B-1 REQUEST FOR PROPOSAL (RFP) ON-CALL TRAFFIC ENGINEERING SERVICES REQUEST FOR PROPOSAL (RFP) ON-CALL TRAFFIC ENGINEERING SERVICES NON-COLLUSION AFFIDAVIT State of California ) ) ss. County of Los Angeles) __________________, being first duly sworn, deposes and says that he or she is _______________ of _____________________, the party making the foregoing bid, that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham; that the bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are true; and, further, that the bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid.” Signature of Bidder Business Address Place of Residence Subscribed and sworn to before me this day of , 20__. Notary Public in and for the County of State of California. My Commission Expires , 20__. aford Typewritten Text 23 REQUEST FOR PROPOSAL (RFP) ON-CALL TRAFFIC ENGINEERING SERVICES WORKERS’ COMPENSATION INSURANCE CERTIFICATE The Contractor shall execute the following form as required by the California Labor Code, Sections 1860 and 1861: I am aware of the provisions of Section 3700 of the Labor Code which require 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 of this contract. DATE: (Contractor) By: (Signature) (Title) Attest: By: (Signature) (Title) aford Typewritten Text 24