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HomeMy WebLinkAboutSofia Zander DesignAGREEMENT THIS AGREEMENT is made and entered into on the 74`� day of July , 2020 by and between the TOWN OF LOS ALTOS HILLS (hereinafter referred to as "TOWN") and Sofia Zander Design (hereinafter referred to as "CONTRACTOR"). In consideration of their mutual covenants, the parties hereto agree as follows: 1. CONTRACTOR. Shall provide or furnish the following specified services and/or materials: - Review existing conditions by performing a site visit to each location to assess existing conditions, constraints of the design, and any other site characteristics. - Review topographic surveys provided by the Town. - Review preliminary pathway designs for constructability and usability. - Report of Findings - Additional Services to be added by mutual agreement: 1) Additional design alternatives 2) Graphic visualization 2. EXHIBITS. The following attached exhibits are hereby incorporated into and made a part of this Agreement: Proposal from CONTRACTOR dated July 2, 2020 3. TERMS. The services and/or materials furnished under this Agreement shall commence July 8, 2020 and shall be completed by August 12, 2020, unless terminated pursuant to Section 5(f). 4. COMPENSATION. For the full performance of this Agreement: a. TOWN shall pay CONTRACTOR an amount not to exceed Three thousand eight hundred nintey-eight dollars and zero cents ($3898.00 (include $2400 of optional tasks to be confirmed)) within thirty (30) days following receipt of invoice and completion/delivery of services/goods as detailed in Sections 1, 2, and 3 of this Agreement and only upon satisfactory delivery/completion of goods/services in a manner consistent with professional/industry standards for the area in which CONTRACTOR operates. TOWN is not responsible for paying for any work done by CONTRACTOR or any subcontractor above and beyond the not to exceed amount. b. Town shall not reimburse for any of CONTRACTOR's costs or expenses to deliver any services/goods. Town shall not be responsible for any interest or late charges on any payments from Town to CONTRACTOR. c. CONTRACTOR is responsible for monitoring its own forces/employees/agents/ subcontractors to ensure delivery of goods/services within the terms of this Agreement. TOWN will not accept or compensate CONTRACTOR for incomplete goods/services. Town of Los Altos Hills Page 1 of 4 Shortform Updated 4/23/10 5. GENERAL TERMS AND CONDITIONS. a. HOLD HARMLESS. CONTRACTOR agrees to indemnify, defend and hold harmless the TOWN, its officers, agents and employees from any and all demands, claims or liability of personal injury (including death) and property damage of any nature, caused by or arising out of the performance of CONTRACTOR under this Agreement. With regard to CONTRACTOR'S work product, CONTRACTOR agrees to indemnify, defend and hold harmless the TOWN, its officers, agents and employees from any and all demands, claims or liability of any nature to the extent caused by the negligent performance of CONTRACTOR under this Agreement. b. INSURANCE. CONTRACTOR shall file with the TOWN a certificate of insurance before commencing any services under this Agreement as follows: WORKERS COMPENSATION INSURANCE: Minimum statutory limits. COMMERCIAL GENERAL LIABILITY AND PROPERTY DAMAGE INSURANCE: General Liability and Property Damage Combined. $1,000,000.00 per occurrence including comprehensive form, personal injury, broad form personal damage, contractual and premises/operation, all on an occurrence basis. If an aggregate limit exists, it shall apply separately or be no less than two (2) times the occurrence limit. iii. AUTOMOBILE INSURANCE: $1,000,000.00 per occurrence. iv. ERRORSAND OMISSIONS INSURANCE: $1,000,000.00 aggregate. v. NOTICE OF CANCELLATION: The City requires 30 days written notice of cancellation. Additionally, the notice statement on the certificate should not include the wording "endeavor to" or "but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives." vi. CERTIFICATE OF INSURANCE: Prior to commencement of services, evidence of insurance coverage must be shown by a properly executed certificate of insurance and it shall name "The Town of Los Altos Hills, its elective and appointed officers, employees, and volunteers" as additional insureds. vii. To prevent delay and ensure compliance with this Agreement, the insurance certificates and endorsements must be submitted to: Town of Los Altos Hills 26379 Fremont Road Los Altos Hills, CA 94022 Town of Los Altos Hills Page 2 of 4 Short form Updated 4/23/10 c. NON-DISCRIMINATION. No discrimination shall be made in the employment of persons under this Agreement because of the race, color, national origin, age, ancestry, religion or sex of such person. d. INTEREST OF CONTRACTOR. It is understood and agreed that this Agreement is not a contract of employment and does not create an employer-employee relationship between the TOWN and CONTRACTOR. At all times CONTRACTOR shall be an independent contractor and CONTRACTOR is not authorized to bind the TOWN to any contracts or other obligations without the express written consent of the TOWN. In executing this Agreement, CONTRACTOR certifies that no one who has or will have any financial interest under this Agreement is an officer or employee of TOWN. e. CHANGES. This Agreement shall not be assigned or transferred without advance written consent of the TOWN. No changes or variations of any kind are authorized without the written consent of the City Manager. This Agreement may only be amended by a written instrument signed by both parties. f. TERMINATION. This Agreement may be terminated by TOWN upon seven (7) days written notice to CONTRACTOR. Monies owed for work satisfactorily completed shall be paid to CONTRACTOR within 14 days of termination. g. RECORDS. All reports, data, maps, models, charts, studies, surveys, calculations, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that are prepared or obtained pursuant to this Agreement and that relate to the matters covered hereunder shall be the property of the TOWN. CONTRACTOR hereby agrees to deliver those documents to the TOWN at any time upon demand of the TOWN. It is understood and agreed that the documents and other materials, including but not limited to those described above, prepared pursuant to this Agreement are prepared specifically for the TOWN and are not necessarily suitable for any future or other use. Failure by CONTRACTOR to deliver these documents to the TOWN within a reasonable time period or as specified by the TOWN shall be a material breach of this Agreement. TOWN and CONTRACTOR agree that until final approval by TOWN, all data, plans, specifications, reports and other documents are preliminary drafts not kept by the TOWN in the ordinary course of business and will not be disclosed to third parties without prior written consent of both parties. All work products submitted to the TOWN pursuant to this Agreement shall be deemed a "work for hire." Upon submission of any work for hire pursuant to this Agreement, and acceptance by the TOWN as complete, non-exclusive title to copyright of said work for hire shall transfer to the TOWN. The compensation recited in Section 4 shall be deemed to be sufficient consideration for said transfer of copyright. CONTRACTOR retains the right to use any project records, documents and materials for marketing of their professional services. Town of Los Altos Hills Page 3 of 4 Short form Updated 4/23/10 h. ENTIRE AGREEMENT. This Agreement represents the entire agreement between the Parties. Any ambiguities or disputed terms between this Agreement and any attached Exhibits shall be interpreted according to the language in this Agreement and not the Exhibits. 6. INVOICING. Send all invoices to the contract coordinator at the address below. This Agreement shall become effective upon its approval and execution by TOWN. In witness whereof, the parties have executed this Agreement the day and year first written above. CONTRACT COORDINATOR and representative for TOWN: CONTRACTOR: Nichol Bowersox # Public Works Director ;�Nzozo Town of Los Altos Hills By: 26379 Fremont Road slgkGe Date Los Altos Hills, CA 94022 Print harne, Title TOWN OF LOS ALTOS HI 8: By: III Lto Carl Cahill, City Manager Da Town of Los Altos Hills Page 4 of 4 Short form Updated 40110 Form WOM9 Request for Taxpayer Clive form to the (Rev. Wober 2007) Identification Number and Certification requester. Do not Department of the Treasury send to the IRS. 4nternm Revenue Service Name (os shown on your income taus return) m Sofia Zander Business name, if different from above 0�-t Sofia Zander Design rn Check.appropriatebox: 91 Individual/Bole proprietor ❑ Corporation ❑ Partnership Exempt ❑ Limited liability company. Enter the tax dessitication (MdIsregarded entity, C=corporation, Pgmrtnsrship) P........ ❑ payee ig ❑ other (see Iratructione) R- i�0 Address (number, street, and opt, or suite no. Requester's name and address (opttortaq e 2956 California Street Totairt ai'LOS .Attos.tlills.: City, state, and ZIP code 2637.01remont Road. Berkeley, CA 94703 Los Altos Wks'., 6A 941122 ryj List account number(s) here (optionap Taxpayer Identificaibon Number (TIN) Enter your TIN In the appropriate box. The TIN provided must match the name given on line 1 to avoid social security number backup withholding. For Individuals, this Is your social security number (SSN). However, for a resident 220! 13 :0563 alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other entitles, it is your employer identification number (EIN). If you do not have a number, see How to get a M on page 3. or Note. If the account is in more than one name, see the chart on page 4 for guidelines on whose Employer identification number number to enter. Under penalties of perjury, I certify that: 1. The number shown on this form is my correct taxpayer Identification number (or I am waiting for a number to be Issued to me), and 2. 1 am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that ram subject to backup withholding as a. result of a failure to report all Interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding, and 3. 1 am a U.S, citizen or other U.S, person (defined below), Certification instructions, You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends onyour tax return, For real estate transactions, Item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the Certificatibri, but you must provide your correct TIN. See the instructions on page 4. Sign signature of ' 1 t to ,� (7 ZD US. uerar on r► .�/"" Date General Instructions Section references are to the Internal Revenue Code unless otherwise noted, Purpose of Farm A person who is required to file an information return with the IRS must obtain your correct taxpayer identification number (TIN) to report, for example, income paid to you, real estate transactions, mortgage interest you paid, acquisition or abandonment of secured property, cancellation of debt, or contributions you rade to an IRA. Use Form W-9 only if you are a U.S, person (including a resident alien), to provide your correct TIN to the person requesting it (the requester) and, when applicable, to: 1. Certify that the TIN you are giving is correct (or you are waiting for a number to be issued), 2. Certify that you are not subject to backup withholding, or 3. Claim exemption from backup withholding If you are a U.S. exempt payee. If applicable, you are also certifying that as a U.S. person, your allocable share of any partnership Income from a U.S, trade or business Is not subject to the withholding tax on foreign partners' share of effectively connected income. Note. If a requester gives you a form other than Form W-9 to request your TtN, you must use the requester's form if it is substantially similar to this Form W-9. Definition of a U.S. person. For federal tax purposes, you are considered a U.S. person if you are: • An individual who Is a U.S. citizen or U.S. resident alien, • A. partnership, corporation, company, or association created or organized in the United States or under the laws of the United States. • An estate. (other than a foreign estate), or • A domestic trust (as defined In Regulations section 301.7701-7). Special rules for partnerships. Partnerships that conduct a trade or business in the United States are generally required to pay a withholding tax on any foreign partners' share of income from such business. Further, in oertaln cases where a Form W-9 has not been received, a partnership 1s required to presume that a partner is a foreign person, and pay the withholding tax. Therefore, If you are a U.S. person that Is a partner In a partnership conducting a trade or business In the United States, provide Form W-9 to the partnership to establish your U.S. status and avoid withholding on your share of partnership income. The person who gives Form W-9 to the partnership for purposes of establishing its U,S. status and avoiding withholding on its allocable share of net income from the partnership conducting a trade or business in the United States is in the following cases: o The U.S, owner of a disregarded entity and not the entity, Cat. No. 1023tx Farm-9(Rev.ta200� Socia Zander Design July 2, 2020 Christine Hoffman, Assistant Engineer Town of Los Altos Hills I Public Works Engineering 26379 Fremont Road Los Altos Hills, CA 94022 RE: Proposal for Consultation Services for La Paloma/Robleda and Altamont Plunge Pathways Dear Christine: I am excited to provide this proposal to support the planning and design of pathways in Los Altos Hills. Project Understanding The project will be to provide consultation on the safety, usability, and constructability of two proposed pathways: the La Paloma to Robleda Pathway and the Altamont Plunge Pathway. A preliminary layout for the La Paloma to Robleda pathway has been completed and the Town is preparing to move forward with the environmental study. The Altamont Plunge Pathway has completed 90% design. Topographic survey and design for both projects will be provided by the Town. Scope of Work The project shall include the scope of work as outlined in the Request for Quotes and restated below, with clarifications added as sub -bullets. 1. Review Existing Conditions: The Consultant shall perform a site visit with the Town Public Works staff to each pathway site to assess existing conditions, constraints of the design, and any other site characteristics. a. Staff will provide existing surveys, design, and any other relevant background materials at least one day prior to the site visit. 2. Review Topographic Surveys: The Consultant shall review the topographic surveys of each site, which will be provided by Town staff. a. If possible, topographic surveys shall be provided in AutoCAD format. 3. Review Preliminary Pathway Designs: The Consultant shall review the Town staff's current pathway designs and specific feedback on these designs, including constructability and usability. 2927 Newbury Street, Suite B, Berkeley, CA 94703 510-847-1491 1 sofia@sofiazander,com I www,sofiazander.com 4. Report of Findings: The Consultant shall prepare and provide a report that provides recommendations on pathway layout and design, safety considerations, and any other pertinent findings. a. Deliverable: PDF report including a narrative description and supporting photographs and diagrams. The following additional services may be added by mutual agreement: A. Additional Design Alternatives and Details: Consultant may provide additional design alternatives, such as alternate routes or layouts, or new design details, such as switchbacks, handrails, or stairs. These alternatives and details would be beyond the minor modifications or comments on existing plans and details be included as part of Task 4. B. Graphic Visualization: Consultant may provide illustrative graphics, including illustrative plans, photo renderings, or illustrative cross-sections for use with communicating design intent to community members, Pathways Committee members, or others. Cost Proposal Sofia Zander Design will provide Tasks 1-4 on a time and expenses basis as outlined below and not to exceed $1,498. The additional optional services may be added at any time by mutual agreement. The estimated cost for those services is also outlined below. Invoices will be provided at acceptance of final report or at the beginning of the calendar month, whichever occurs first. Payment is expected within 30 days. 0nsrte.._M..... g ..................... _..._..._................................. _..._....................... ..._................ ........................ ............ . 11 11--............__2 _.. Travel (-50 miles each way @ 57.5 cents/mile) $ 58 . ............................................_................._.........._.........................................__................._.._...........___.........................._.___............. Altamont Plunge Pathway 1 La Paloma/Robleda Pathway ...... Altamont Plunge Pathway 1 Draft Report 5 ..........._.._.............................._._.........................._......_................._........._.................._...................._..____._..,_ . _.__....._......... Report Finalization 2 2 Proposal for Consultation Services for La Paloma/Robleda and Altamont Plunge Pathways Additional Design Alternative each .......... ............................. Additional Desi n Detail each 5 .............................___..............g................................................................)............................._........._ __ ....................._�_16,Q.............................................1-1-1-1111-11-1111- Graphic _� _800 Graphic Visualization (each) 5 $160 $ 800 Schedule of Work It is expected that the project will commence within 5 business days after execution of the contract. The draft report will be provided within 5 business days after the onsite meeting (Task 1) and a final report will be provided within 2 business days after receiving comments on the draft report. The schedule may be adjusted by mutual agreement. Thank you for this opportunity to work on this valuable project. Please contact me with any questions at sofia@sofiazander.com or (510) 847-1491. Sincerely, Sofia Zander, CLA #5363 3 Proposal for Consultation Services for La Paloma/Robleda and Altamont Plunge Pathways