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HomeMy WebLinkAboutAG-S-069 Resource Stewards CITY OF AUBURN AGREEMENT FOR SERVICES BETWEEN THE CITY OF AUBURN & RESOURCE STEWARDS, LLC RELATING TO RESIDENTIAL HOUSEHOLD HAZARDOUS WASTE PROGRAM AG-S-069 THIS AGREEMENT made and entered into on this P /day of 2013, by and between the City of Auburn, a municipal corporation of the St of Washington, hereinafter referred to as "City" and Resource Stewards, LC. PO Box 46328, Seattle WA 98146, hereinafter referred to as the "Provider" WITNESSETH WHEREAS, the City is in need of the services of individuals, employees or firms for professional consultant work; and, WHEREAS, the City desires to retain the Provider to provide said services in connection with the City's work; and, WHEREAS, the Provider is qualified and able to provide services in connection with the City's needs for the above-described work, and is willing and agreeable to provide such services upon the terms and conditions herein contained. NOW, THEREFORE, the parties hereto agree as follows: 1 Scope of Services The Provider agrees to perform in a good and professional manner the tasks described on Exhibit "A" which is attached hereto and by this reference made a part of this Agreement. (The tasks described on Exhibit"A" shall be individually referred to as a "task," and collectively referred to as the "services.") The Provider shall perform the services as an independent contractor and shall not be deemed, by virtue of this Agreement and the performance thereof, to have entered into any partnership, joint venture, employment or other relationship with the City 2. Additional Services In the event additional services with respect to related work are required beyond those specified in the Scope of Work, and not included in the compensation listed in this Agreement, a contract amendment shall be set forth in writing and shall be executed by the respective parties prior to the Provider's performance of the services there under, except as may be provided to the contrary in Section 3 of this Agreement. Upon proper completion and execution of an Amendment (agreement for additional services), such Amendment shall be incorporated into this Agreement and shall have the same force and effect as if the terms of such Amendment were a part of this Agreement as originally executed. The performance of services pursuant to an Amendment shall be subject to the terms and conditions of this Agreement except where the Amendment provides to the contrary, in which case the terms and conditions of any such Amendment shall AG-S-069 Page 1 of 10 control. In all other respects, any Amendment shall supplement and be construed in accordance with the terms and conditions of this Agreement. 3. Performance of Additional Services Prior to Execution of an Amendment The parties hereby agree that situations may arise in which services other than those described on Exhibit "A" are desired by the City and the time period for the completion of such services makes the execution of Amendment impractical prior to the commencement of the Provider's performance of the requested services. The Provider hereby agrees that it shall perform such services upon the written request of an authorized representative of the City pending execution of an Amendment, at a rate of compensation to be agreed to in connection therewith. The invoice procedure for any such additional services shall be as described in Section 7 of this Agreement. 4. Provider's Representations The Provider hereby represents and warrants that the Provider has all necessary licenses and certifications to perform the services provided for herein, and is qualified to perform such services. 5 City's Responsibilities The City shall do the following in a timely manner so as not to delay the services of the Provider- a. Designate in writing a person to act as the City's representative with respect to the services. The City's designee shall have complete authority to transmit instructions, receive information, interpret and define the City's policies and decisions with respect to the services. b. Furnish the Provider with all information, criteria, objectives, schedules and standards for the project and the services provided for herein. c. Arrange for access to the property or facilities as required for the Provider to perform the services provided for herein. d. Examine and evaluate all studies, reports, memoranda, plans, sketches, and other documents prepared by the Provider and render decisions regarding such documents in a timely manner to prevent delay of the services. 6. Acceptable Standards The Provider shall be responsible to provide, in connection with the services contemplated in this Agreement, work products and services of a quality and professional standard acceptable to the City. 7. Compensation As compensation for the Provider's performance of the services provided for herein, the City shall pay the Provider the fees and costs specified on Exhibit"B" which is attached hereto and by this reference made a part of this Agreement (or as specified in an Amendment). Compensation shall include all Providers' expenses including, but not limited to, overhead, profit, and direct non-salary costs. The total amount of compensation within this agreement shall not exceed $4,000.00. AG-S-069 Page 2 of 10 The Provider shall submit to the City an invoice or statement of time spent on tasks included in the scope of work provided herein, and the City shall process the invoice or statement in the next billing/claim cycle following receipt of the invoice or statement, and shall remit payment to the Provider thereafter in the normal course, subject to any conditions or provisions in this Agreement or Amendment. The Agreement number must appear on all invoices submitted. 8. Time for Performance and Term of Agreement The Provider shall not begin any work under this Agreement until authorized in writing by the City. The Provider shall perform the services provided for herein in accordance with the direction and scheduling provided on Exhibit "A" attached hereto and incorporated herein by this reference, unless otherwise agreed to in writing by the parties. All work under this Agreement shall be completed by December 31, 2013. 9 Ownership and Use of Documents All documents, reports, memoranda, diagrams, sketches, plans, surveys, design calculations, working drawings and any other materials created or otherwise prepared by the Provider as part of his performance of this Agreement (the "Work Products") shall be owned by and become the property of the City, and may be used by the City for any purpose beneficial to the City. 10 Records Inspection and Audit All compensation payments shall be subject to the adjustments for any amounts found upon audit or otherwise to have been improperly invoiced, and all records and books of accounts pertaining to any work performed under this Agreement shall be subject to inspection and audit by the City for a period of up to three (3) years from the final payment for work performed under this Agreement. 11. Continuation of Performance In the event that any dispute or conflict arises between the parties while this Contract is in effect, the Provider agrees that, notwithstanding such dispute or conflict, the Provider shall continue to make a good faith effort to cooperate and continue work toward successful completion of assigned duties and responsibilities. 12. Administration of Agreement This Agreement shall be administered by Kim Ducot(�' on behalf of the Provider, and by the Mayor of the City, or designee, on behalf of the City. Any written notices required by the terms of this Agreement shall be served on or mailed to the following addresses: City of Auburn Resource Stewards, LLC Kathleen Edman Kim Ducote Solid Waste Customer Care Specialist Principal 25 W Main St PO Box 46328 Auburn, WA 98001-4998 Seattle, WA 98146 Phone: 253-931-3047 Phone. 206-551-4850 Fax: 253-876-1920 Fax: 206-767-3030 E-mail: kedman0auburnwa.gov E-mail: Kim(cDResourceStewards.com AG-S-069 Page 3 of 10 13. Notices All notices or communications permitted or required to be given under this Agreement shall be in writing and shall be deemed to have been duly given if delivered in person or deposited in the United States mail, postage prepaid, for mailing by certified mail, return receipt requested, and addressed, if to a party of this Agreement, to the address for the party set forth above. Either party may change his, her or its address by giving notice in writing, stating his, her or its new address, to the other party, pursuant to the procedure set forth above. 14 Insurance The Provider shall procure and maintain for the duration of this Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Provider, or the Provider's agents, representatives, employees, or subcontractors. Provider's maintenance of insurance as required by the Agreement shall not be construed to limit the liability of the Provider to the coverage provided by such insurance, or otherwise limit the City's recourse to any remedy available at law or in equity. The Service Provider shall obtain insurance of the types described below: a. Automobile Liability insurance, covering all owned, non-owned, hired and leased vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a substitute form providing equivalent liability coverage. If necessary, the policy shall be endorsed to provide contractual liability coverage. Provider shall maintain automobile insurance with the following limits: Bodily Injury of$100,000 each person; $300,000 each accident; and Property Damage of$100,000 each accident. b. Commercial General Liability insurance shall be written on ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, independent contractors, stop gap liability, personal injury and advertising injury, and liability assumed under an insured contract. The City shall be named as an insured under the Provider's Commercial General Liability insurance policy with respect to the work performed for the City using ISO Additional Insured endorsement CG 20 10 10 01 or substitute endorsement providing equivalent coverage. Commercial General Liability insurance shall be written with limits no less than $1,000,000 each occurrence and $2,000,000 general aggregate. c. Worker's Compensation coverage as required by the Industrial Insurance laws of the State of Washington. The insurance policies are to contain, or be endorsed to contain, the following provisions for Automobile Liability and Commercial General Liability insurance. AG-S-069 Page 4 of 10 a. The Provider's insurance coverage shall be primary insurance as respects the City. Any insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the Provider's insurance and shall not contribute with it. b. The Provider's insurance shall be endorsed to state that coverage shall not be cancelled by either party, except after 30 days prior written notice by certified mail, return receipt requested, has been given to the City. Insurance is to be placed with an authorized insurer in Washington State. The insurer must have a current A.M. Best rating of not less than A:VII. Provider shall furnish the City with certificates of insurance and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Provider before commencement of the work. The City reserves the right to require that complete, certified copies of all required insurance policies be submitted to the City at any time. The City will pay no progress payments under Section 7 until the Provider has fully complied with this section. 15. Indemnification/Hold Harmless The Provider shall indemnify and hold the City and its officers and employees harmless from and shall process and defend at its own expense all claims, demands, or suits at law or equity arising in whole or in part from the Provider's negligence or breach of any of its obligations under this Agreement; provided that nothing herein shall require the Provider to indemnify the City against and hold harmless the City from claims, demands or suits based solely upon the conduct of the City, their agents, officers and employees and provided further that if the claims or suits are caused by or result from the concurrent negligence of(a) the Provider's agents or employees and (b) the City, their agents, officers and employees, this indemnity provision with respect to (1) claims or suits based upon such negligence, (2) the costs to the City of defending such claims and suits, etc. shall be valid and enforceable only to the extent of the Provider's negligence or the negligence of the Providers agents or employees. The provisions of this section shall survive the expiration or termination of this Agreement. 16. Assignment Neither party to this Agreement shall assign any right or obligation hereunder in whole or in part, without the prior written consent of the other party hereto. No assignment or transfer of any interest under this Agreement shall be deemed to release the assignor from any liability or obligation under this Agreement, or to cause any such liability or obligation to be reduced to a secondary liability or obligation. 17 Nondiscrimination The Provider may not discriminate regarding any services or activities to which this Agreement may apply directly or through contractual, hiring, or other arrangements AG-S-069 Page 5 of 10 on the grounds of race, color, creed, religion, national origin, sex, age, or where there is the presence of any sensory, mental or physical handicap. 18. Amendment. Modification or Waiver No amendment, modification or waiver of any condition, provision or term of this Agreement shall be valid or of any effect unless made in writing, signed by the party or parties to be bound, or such party's or parties' duly authorized representative(s) and specifying with particularity the nature and extent of such amendment, modification or waiver. Any waiver by any party of any default of the other party shall not affect or impair any right arising from any subsequent default. Nothing herein shall limit the remedies or rights of the parties hereto under and pursuant to this Agreement. 19 Termination and Suspension Either party may terminate this Agreement upon written notice to the other party if the other party fails substantially to perform in accordance with the terms of this Agreement through no fault of the party terminating the Agreement. The City may terminate this Agreement upon not less than seven (7) days written notice to the Provider if the services provided for herein are no longer needed from the Provider. If this Agreement is terminated through no fault of the Provider, the Provider shall be compensated for services performed prior to termination in accordance with the rate of compensation provided in Exhibit "B" hereof 20. Parties in Interest This Agreement shall be binding upon, and the benefits and obligations provided for herein shall inure to and bind, the parties hereto and their respective successors and assigns, provided that this section shall not be deemed to permit any transfer or assignment otherwise prohibited by this Agreement. This Agreement is for the exclusive benefit of the parties hereto and it does not create a contractual relationship with or exist for the benefit of any third party, including contractors, sub-contractors and their sureties. 21. Costs to Prevailing Party In the event of such litigation or other legal action, to enforce any rights, responsibilities or obligations under this Agreement, the prevailing parties shall be entitled to receive its reasonable costs and attorney's fees. 22. Applicable Law This Agreement and the rights of the parties hereunder shall be governed by and interpreted in accordance with the laws of the State of Washington and venue for any action hereunder shall be in of the county in Washington State in which the property or project is located, and if not site specific, then in King County, Washington; provided, however, that it is agreed and understood that any applicable statute of limitation shall commence no later than the substantial completion by the Provider of the services. AG-S-069 Page 6 of 10 23 Captions. Headings and Titles All captions, headings or titles in the paragraphs or sections of this Agreement are inserted for convenience of reference only and shall not constitute a part of this Agreement or act as a limitation of the scope of the particular paragraph or sections to which they apply. As used herein, where appropriate, the singular shall include the plural and vice versa and masculine, feminine and neuter expressions shall be interchangeable. Interpretation or construction of this Agreement shall not be affected by any determination as to who is the drafter of this Agreement, this Agreement having been drafted by mutual agreement of the parties. 24. Severable Provisions Each provision of this Agreement is intended to be severable. If any provision hereof is illegal or invalid for any reason whatsoever, such illegality or invalidity shall not affect the validity of the remainder of this Agreement. 25 Entire Agreement This Agreement contains the entire understanding of the parties hereto in respect to the transactions contemplated hereby and supersedes all prior agreements and understandings between the parties with respect to such subject matter 26. Counterparts This Agreement may be executed in multiple counterparts, each of which shall be one and the same Agreement and shall become effective when one or more counterparts have been signed by each of the parties and delivered to the other party. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed effective the day and year first set forth above. B Resource Stewards, LLC Peter B. Lewis, Mayor Sig ature Name: Kim Ducot(? Attest: Title: Principal lam' Darn lle Daskam City Clerk App ed rm: 7 Federal Tax ID No- 2 Daniel B kaid City Attorne AG-S-069 Page 7 of 10 EXHIBIT "A" SCOPE OF WORK Resource Stewards, LLC will initiate work on the tasks outlined in this Exhibit only on an "as assigned" basis by the City. Resource Stewards, LLC will only engage in work on these actions after work products, timelines, and objectives are more fully defined by the City, and a "not to exceed" budget is established for specific task components. TASK#1 Residential Household Hazardous Waste Education Task Description: The Provider, with assistance from the City, will use different forms of media and promotional items to promote the proper household hazardous waste (HHW) disposal programs to residents. Efforts may include, but are not limited to: assisting the City in producing and mailing a HHW educational postcard, producing a HHW flyer insert for the City Welcome Brochure and providing outreach and education for events such as the City of Auburn Farmer's Market, Senior Health Fair, and Auburn Days. Goal Statement: The Provider will increase knowledge and practice of proper disposal of household hazardous waste and the use of alternative (less or non- toxic) products among City of Auburn residents by bringing awareness to existing programs. Outcome Statement: The Provider will provide outreach to households in Auburn so that they reduce the use of hazardous chemicals; Reduce the amount of hazardous wastes and electronics that are illegally dumped along roadsides within the City of Auburn; and Increase awareness and participation of residents in the proper handling and disposal of household hazardous waste for the protection of public health and the environment. Expected Outcome of Outreach: - Residential Contacts (Mail): Approximately 25,500 households - Residential Contacts (Events): 3,000 — 5,000 households Method of Evaluation: The Provider & City will evaluate this task by using the tonnage reports from the King County Auburn Wastemobile (The Outlet Collection - Seattle), and tracking the number of participants or attendees at events, surveys at events, and number of materials mailed and distributed at presentations and events. AG-S-069 Page 8 of 10 Work Plan, Deliverables and Activities • July 2013 — Meet with City to plan Outreach Program. • August - September 2013 — Design HHW postcard and flyer insert. • October- November 2013 — Print & Mail postcard. • October- November 2013 — Print HHW Flyer Insert. • August - November, 2013 - Provide and/or continue outreach at events. • December 31, 2013 — Evaluate all programs and outreach and write final summary. AG-S-069 Page 9 of 10 EXHIBIT"B" PROJECT COMPENSATION Compensation shall be on a time and materials basis with a not-to-exceed agreement amount of$4,000 00. Time will be reimbursed at $80 00 per hour. Task Description Not to exceed Task 1 Household Hazardous Waste Outreach $4,000.00 Implementation Assistance and Outreach TOTAL COMPENSATION $4,000.00 DIRECT NON-SALARY REIMBURSABLE EXPENSES • Outside Reproduction Fees • Materials and Supplies— pertaining to tasks • Mileage at $0.56/mile or the current approved IRS rate. All direct non-salary reimbursements are at cost with no mark-up. AG-S-069 Page 10 of 10 C\ CAUD�`*URN Peter B. Lewis, Mayo; WASHINGTON 25 West Main Street * Auburn WA 98001-4998 * www.auburnwa.gov * 253-931-3001 July 12, 2013 Kim Ducote Resource Stewards, LLC PO Box 46328 - Seattle, WA 98146 RE: Agreement No, AG-S-069 Residential Household Hazardous Waste Program Contract Execution Dear Ms Ducote Enclosed please find an executed copy of the above-referenced Agreement. For the City's tracking and record keeping purposes, please reference AG-S-069 on all correspondence and related material. We must receive certificate(s) of insurance, evidencing your insurance coverage as required per Section 14. Please send the certificate(s) to JoAnne Andersen, Contracts Administration Specialist, at the address listed at the top of this letterhead As the project manager, I am the designated contact for this agreement and all amendments. Questions, assignments and coordination shall be routed through me. You can contact me at 253-931-3047. Sincerely, Kathleen Edman Solid Waste Customer Care Utilities Department KE/jafjc Enclosure cc: City Clerk (letter only) AG-S-069 At JRI IR N MORE TFIAN YOU IMAGINEI * alYQF * + AUBUIRNL _ .. Peter B. Lewis, Mayo► WASHINGTON 25 West Main Street * Auburn WA 98001-4998 * www.auburnwa.gov * 253-931-300C August 5, 2013 Kim Ducote Resource Stewards, LLC PO Box 46328 Seattle, WA 98146 RE: Agreement No. AG-S-069 Residential Household Hazardous Waste Program Notice to Proceed Dear Ms. Ducote: The City has received your certificate(s) of insurance, evidencing insurance coverage as required per Section 14 of the Agreement. This letter serves as your Notice to Proceed. As the project manager, I am the designated contact for this agreement and all amendments. Questions, assignments and coordination shall be routed through me. You can contact me at 253-931-3047. Sincere y, -' 47///(y( / / ',/"., (r i -- N Kathleen Edman Solid Waste Customer Care Finance Department KE/ja/mh Enclosure cc: City Clerk (letter only) AG-S-069 At IRl BIN * MORE THAN YOU IMAGINEC I\Ac. OF iJBIJIRN4 Peter B. Lewis, Mayor WAS I-I I NGTON 25 West Main Street * Auburn WA 98001-4998 * www.auburnwa.gov * 253-931-3000 October 31, 2013 Kim Ducote Resource Stewards, LLC PO Box 46328 Seattle, WA 98148 RE: Agreement for Professional Services, AG-S-069 Residential Household Hazardous Waste Program Close Out Dear Ms. Ducote: This letter is to inform you that the above-referenced Agreement for Professional Services is being closed at this time. Our records indicate that we processed the final payment for this agreement on October 22, 2013 for invoice#1118 in the amount of$3,164.00. If you feel that this Agreement for Professional Services should not be closed, or if there are any outstanding invoices, please inform me by November 14, 2013. Thank you for your firm's services in work related to the Residential Household Hazardous Waste Program. If you should have any questions, feel free to give me a call at 253-931-3047. Sincerel, , / .(/ Kathleen Edman Solid Waste Customer Care Finance Department KE/ja/mh cc: City Clerk AG-S-069 AUBURN * MORE THAN YOU ItMyGINI.D