Mears Design Group, LLC ~ C140063 ard
CONTRACT CHANGE ORDER/ 13125 25 S\X'Hall of Hall Blvd.
s AMENDMENT #2 St7MMARY Tigard,Oregon 97223-417
. Phone- (503) 639-4171
f FIELD CHANGE ORDER FORM Fax - (503) 684-7297
vwtiv.ti>ard-or. o�
Project Title City Hall Exterior Improvements Project Manager: Kim McMillan
Landscaping Desi —Phase 1 and 2:
Contractor: Mears Design Group Original Contract#: C140063
Effective Dates: 4/17/2014 1 Chane Order/Amendment Amount: $0
Accounting String: 400-8000-56005-91013-140 1 Amendment Percentage Running Total: 0%
AMENDMENT DETAILS
Extend Date from December 31,2015 to January 31, 2016
CHANGE ORDER DETAILS UNIT QTY UNIT$ TOTAL$
Original contract 8,190
Amendment#1 3,990
Amendment #2 0
Amendment#3 0
Total Contract 12,180
REASONING FOR CHANGE ORDER/AMENDMENT
Inclement weather has delayed the final landscape planting. Mears Design needs to be under contract until
the landscaping is complete
BUDGET IMPACT AND REQUIRED ACTIONS
QUESTING PROJECT MANAGER APPROVING CITY STAFF
Si lariire Signature
tnur --
Date Date
Contractor is hereby authorized by the City of Tigard to perform CONTRACTOR
the additional work described below in accordance with the terms
and conditions detailed in the original contract along with all
applicable rules, regulations, and laws that may be in effect for Signature
the work. The unit pricing in the original contract shall apply to
all additional work. A copy of this form, once completed, is to
be forwarded to the Purchasing Office to ensure all changes to
the encumbrances are met. Remember—the cumulative total
of Amendments cannot exceed the project's FY budget. Date
CITY OF TIGARD,OREGON
AMENDMENT TO CONTRACT
PROFESSIONAL SERVICES AGREEMENT
CITY HALL EXTERIOR IMPROVEMENTS
LANDSCAPING DESIGN—PHASE 1 AND 2—C140063
AMENDMENT #3
The Agreement between the City of Tigard, a municipal corporation of the State of Oregon, hereinafter
called City, and Mears Design Group, hereinafter referred to as Consultant, entered into on the 17ffi day of
April,2014,is hereby amended as follows:
2. Effective Date and Duration
This agreement shall become effective upon the date of execution by the City's Local Contract Review Board,and
shall expire,unless otherwise terminated or extended, on completion of the work or Deee ber 31, 2015
January 31,2016,whichever comes first. All work under this Agreement shall be completed prior to the
expiration of this Agreement.
IN WITNESS WHEREOF, City has caused this Amendment to be executed by its duly authorized
undersigned officer and Contractor has executed this Amendment upon signature and date listed below.
CITY OF TIGARD MEARS DESIGN GROUP,LLC
4aaf-11're Signature
UD
Printed Name Printed Name
� — S"( � u2 jsc / 15
Date Date
Cite of Tigard
CONTRACT CHANGE ORDER/ 13125'SN\,Hall Blvd.
AMENDMENT #2 SUMMARY PhI'1gneaid, Oregon
639on 97223
7223
FIELD CHANGE ORDER FORM Fax- (503) 684-7297
v,-A-w.fi and-or. ov
Project Title City Hall Exterior Improvements Project Manager: Kim McMillan
Landscaping Design—Phase 1 and 2:
Contractor: Mears Design Group Ori final Contract#: C140063
Effective Dates: 4/17/2014 Chane Order/Amendment Amount: $0
Accounting String: 400-8000-56005-91013-140 Amendment Percentage Running Total: 0%
AMENDMENT DETAILS
Extend Date from October 31 to December 31, 2015
CHANGE ORDER DETAILS UNIT QTY UNIT$ TOTAL$
Original contract 8,190
Amendment#1 3,990
Amendment #2 0
Total Contract 12,180
REASONING FOR CHANGE ORDER/AMENDMENT
Landscape designer needs to be onsite when landscaper is doing the installation. Landscape installation has been
cashed back until after the concrete work is complete.
BUDGET IMPACT AND REQUIRED ACTIONS
REQUESTING PROJECT MANAGER APPROVING CITY STAFF
Signature C. r Signature
S IC, 2 /l-
Date Date
Contractor is hereby authorized by the City of Tigard to perform CONTRACTOR
the additional work described below in accordance with the terms
and conditions detailed in the original contract along with all
applicable rules, regulations, and laws that may be in effect for Signature
the work. The unit pricing in the original contract shall apply to
all additional work. A copy of this form, once completed, is to
be forwarded to the Purchasing Office to ensure all changes to
the encumbrances are met. Remember—the cumulative total
of Amendments cannot exceed the project's FY budget. Date
CITY OF TIGARD,OREGON
AMENDMENT TO CONTRACT
PROFESSIONAL SERVICES AGREEMENT
CITY HALL EXTERIOR IMPROVEMENTS
LANDSCAPING DESIGN—PHASE 1 AND 2—C140063
AMENDMENT #2
The Agreement between the City of Tigard, a municipal corporation of the State of Oregon, hereinafter
called City, and Mears Design Group, hereinafter referred to as Consultant, entered into on the 17th day of
April, 2014,is hereby amended as follows:
2. Effective Date and Duration
This agreement shall become effective upon the date of execution by the City's Local Contract Review Board, and
shall expire,unless otherwise terminated or extended, on completion of the work or October 31, 2045
December 31, 2015,whichever comes first. All work under this Agreement shall be completed prior to the
expiration of this Agreement.
IN WITNESS WHEREOF, City has caused this Amendment to be executed by its duly authorized
undersigned officer and Contractor has executed this Amendment upon signature and date listed below.
CITY OF TIGARD MEARS DESIGN GROUP,LLC
gnature Signature
W IZI '4-4 — 77� e nit S
Printed Name Printed Name
lof2/2 /ity0 - 2-1 - tS
Date Date
i
City of"Tigard
CONTRACT CHANGE ORDER 13125 SW Ball Blvd.
AMENDMENT #1 SUMMARY Tigard,Oregon 97223
Phone- (503) 639-4171
FIELD CHANGE ORDER FORM Fax (503) 684-7297
Project Title City Hall Exterior Improvements Project Manager: Kim McMillan
Landscaping Desi —Phase 1 and 2:
Contractor: Mears Design Group Original Contract#: C140063
Effective Dates: 4/17/2014 Chane Order/Amendment Amount: $3,990 i
Accounting String: I Amendment Percentage Running Total: 49%
AMENDMENTDETAILS
Additional construction administration tasks including reconstruction conference, review submittals, review
and respond to chane orders, 6 site field observations, conduct substantially complete walk-through.
Landscape close-out services
CHANGE ORDER DETAILS UNIT QTY UNIT$ TOTAL$
Original contract 8,190
Amendment#1 3,990
Total Contract 12,180
REASONING FOR CHANGE ORDER/Aa1ENDMENT
Additional construction administration tasks have changed the scope of work. Increase in number of site visits.
Added close-out services to the original contract.
BUDGET IMPACT XND REQUIRED ACTIONS
REQUESTING PROJECT MANAGER APPROVING CITY STAFF
Signature Signature
A 3 A—
Date Date
Contractor is hereby authorized by the City of Tigard to perform CONTRACTOR
the additional work described below in accordance with the terms
and conditions detailed in the original contract along with all
applicable rules, regulations, and laws that may be in effect for Signature
the work. The unit pricing in the original contract shall apply to
all additional work. A copy of this form, once completed, is to
be forwarded to the Purchasing Office to ensure all changes to
the encumbrances are met. Remember—the cumulative total
of Amendments cannot exceed theproject's FY bud et. Date
CITY OF TIGARD,OREGON
AMENDMENT TO CONTRACT
PROFESSIONAL SERVICES AGREEMENT
CITY HALL EXTERIOR IMPROVEMENTS
LANDSCAPING DESIGN-PHASE 1 AND 2-C140063
AMENDMENT #1
The Agreement between the City of Tigard, a municipal corporation of the State of Oregon, hereinafter
called City-, and Mears Design Group., hereinafter referred to as Consultant, entered into on the 17
`h day of
April,2014,is hereby amended as follows:
3. Consultant's Fee
A. Basic Fee
1) As compensation for Basic Services as described in Exhibit A of this Agreement,
and for services required in the fulfillment of Paragraph 1, the Consultant shall be
paid on an hourly rate based upon the "Schedule of Rates" in Exhibit 1 of this
agreement, which shall constitute full and complete payment for said services and all
expenditures which may be made and expenses incurred, except as otherwise
expressly provided in this agreement. The Basic Fee shall not exceed the amount of
Eig4rt-t1 3d ttir�j�QI if
0"Hrs-f$&jW.00j- Twelve thousand
one hundred eighty dollars and 00/100 ($12,180.00) without prior written
authorization.
IN WITNESS WHEREOF, City has caused this Amendment to be executed by its duly authorized
undersigned officer and Contractor has executed this Amendment upon signature and date listed below.
CITY OF TIGARD MEARS DESIGN GROUP,LLC
Signature Signa e
bogA -t� �A At �o �4 Mea s
Printed Name Printed Name
10/3Zr 10 &!, /Z,15
Date Date
PO BON 2333E
PORTLAND,OREGON 9728 I MEARS
503.60 1.45 16 TEL
IDES IGN+OROU P,
503.924.4688 FAN
LANDSCAPE ARCH[TECTURE
Ms. Kim McMillan—Assist. City Engineer September 28, 2015
City of Tigard
13125 SW Hall Blvd.
Tigard, Oregon 97223
Re: Outline Scope of Professional Services—Landscape Architecture
City of Tigard Wrap Landscape Project, 13125 SW Hall Blvd., Tigard, Oregon.
Dear Kim:
Mears Design Group, LLC appreciates the opportunity to provide our professional services for the above
stated project. The proposal has been prepared based from the information as discussed.
Our firm agrees to provide the following Landscape Architectural services:
CONSTRUCTION ADMINISTRATION (CA).............................................................$3,255.00
Task Description
Construction Administration Services $ 3255
A. Attend pre-construction conference
B. Review submittal requests.
C. Review and Respond to RFI's and change orders, if necessary.
D. Conduct six(6) site field observations during construction.
E. Conduct substantially complete walk-through with all parties and prepare punch list items.
CLOSE-OUT(GO).......................................................................................................$735.00
Task Description
Landscape Close-out Services $ 735
A. Conduct final walk-through with all parties.
B. Review contractor submitted As-builts and project close-out items as listed in technical
specifications.
C. Collect final as-built Record Drawings from contractor and submit to the City.
SUMMARY OF FEES
Construction Administration Phase (CA) ...........................................................$ 3,255.00
Close-out Phase (CO)........................................................................................$ 735.00
TOTAL LANDSCAPE ARCHITECTURE FEE...................................... 3,990.00
STANDARD RATE SCHEDULE
Principal Landscape Architect...................................... .............................$105.00
Landscape Design Assistant.............. .........................$85.00
Page 1 of 2 Mears Design Group,LLC City of Tigard—Wrap Landscape Project
Landscape Architecture Services
We propose to work on an hourly basis to the estimated maximum fees for work as stated above.
Should the scope of services extend beyond those stated herein, adjustments to this agreement shall
be negotiable at our normal hourly rates. Our work will be prepared on AutoCad Version 2015 and MS
Office.
We look forward to working with you, Greg and other members of the construction team. Should you
have any questions, please give me a call.
Sincerely,
Mears Design Group, LLC
Troy A. Mears, RLA,ASLA, CID, EPA WaterSense Partner
Landscape Architect
Page 2 of 2 Mears Design Group,LLC City of Tigard—Wrap Landscape Project
Landscape Architecture Services
CITY OF TIGARD OREGON- CONTRACT SUMMARY FORM
THIS FORMMUST ACCOMPANY EVERY CONTRACT
Contract Title: City Hall Complex EIFS Restoration-Landscaping_Number: C
Contractor: Mears Design Group.LLC Contract Total: $8,190.00
Contract Overview: Because of the proximity of the overgrown vegetation to the structure,the
consultant willprovide design and pro,ject coordination for the demolition and
rejuvenation of the plantings surrounding the buildings. As part of the design he will
also provide an irrigation plan for the east lawn at the requests of the parks
department.
Initial Risk Level: ❑ Extreme ❑ High ❑ Moderate Low
Risk Reduction Steps:
Risk Comments:
Risk Signature:
Contract Manager: liimberly S. McMillan Ext: 2462 Department: 6250
Type: ❑ Purchase agreement ® Personal Service ❑ General Service ❑ Public Improvement
❑ IGA ❑ Other: Start Date: 4/17/14 End Date: 10/31/15
Quotes/Bids/Proposal: FIRM AMOUNT/SCORE
Meats Design Group,LLC (Direct Appointments $8,190
Account String: Fuad-Division-Account Work Order—Activity Type Amount
FY13/14 400-8000-56005 91013-130 $8,190
Approvals - LCRB Date:
Department Comments: Direct appoint contract not to exceed$20,000
Department Signature:
Purchasing Comments:
Purchasing Signat<=
City Manager Comments:
City Manager Signature:
After securing all required approvals,forward original copy to the Contracting and Purchasing Office along with a
completed Contract Checklist.
Contract# CIC10062-S'
CITY OF TIGARD,OREGON
PROFESSIONAL SERVICES AGREEMENT
CITY HALL COMPLEX EIFS RESTORATION
LANDSCAPING DESIGN—PHASE 1 AND 2
THIS AGREEMENT made and entered into this 17`" day of April,2014,by and between the City
of Tigard, a municipal corporation, hereinafter referred to as the "City," and Mears Design Group,
hereinafter referred to as the "Consultant."
RECITALS
WHEREAS, the City's 2013-2014 fiscal year budget provide for services related to landscaping
design and construction as part of the City Hall/Permit Center Wrap project;and
WHEREAS,the accomplishment of the work and services described in this Agreement is necessary
and essential to the program of the City;and
WHEREAS, the City desires to engage the Consultant to render professional landscaping design
services for the project described in this Agreement, and the Consultant is willing and qualified to
perform such services;
THEREFORE, in consideration of the promises and covenants contained herein, the parties
hereby agree as follows:
1. Consultant's Scope of Services
The Consultant shall perform professional landscaping design services relevant to the Project in
accordance with the terms and conditions set forth herein, and as provided in Exhibit A,which
is attached hereto and by this reference made a part of this Agreement.
2. Effective Date and Duration
This agreement shall become effective upon the date of execution by the City's Local Contract
Review Board, and shall expire,unless otherwise terminated or extended, on completion of the
work or October 30, 2015 whichever comes first. All work under this Agreement shall be
completed prior to the expiration of this Agreement.
3. Consultant's Fee
A. Basic Fee
1) As compensation for Basic Services as described in Exhibit A of this
Agreement, and for services required in the fulfillment of Paragraph 1, the
Consultant shall be paid on an hourly rate based upon the "Schedule of
Rates" in Exhibit 1 of this agreement, which shall constitute full and
complete payment for said services and all expenditures which may be made
and expenses incurred, except as otherwise expressly provided in this
Agreement. The Basic Fee shall not exceed the amount of Eight Thousand
One Hundred Ninety and No/100 Dollars ($8,190.00) without prior written
authorization.
2) The parties hereto do expressly agree that the Basic Fee is based upon the
Scope of Services to be provided by the Consultant and is not necessarily
related to the estimated construction cost of the Project. In the event that
the actual construction cost differs from the estimated construction cost, the
Consultant's compensation will not be adjusted unless the Scope of Services
to be provided by the Consultant changes and is authorized and accepted by
the City.
B. Payment Schedule for Basic Fee
Payments shall be made upon receipt of billings based on the work completed.
Billings shall be submitted by the Consultant periodically, but not more frequently
than monthly. Payment by the City shall release the City from any further obligation
for payment to the Consultant for service or services performed or expenses
incurred as of the date of the statement of services. Payment shall be made only for
work actually completed as of the date of invoice. Payment shall not be considered
acceptance or approval of any work or waiver of any defects therein.
C. Payment for Special Services
Only when directed in writing by the City, the Consultant shall furnish or acquire for
the City the professional and technical services based on the hourly rate schedule as
described in Exhibit A of this contract for minor project additions and/or
alterations.
D. Certified Cost Records
The Consultant shall furnish certified cost records for all billings pertaining to other
than lump sum fees to substantiate all charges. For such purposes, the books of
account of the Consultant shall be subject to audit by the City. The Consultant shall
complete work and cost records for all billings on such forms and in such manner as
will be satisfactory to the City.
E. Contract Identification
The Consultant shall furnish to the City its employer identification number, as
designated by the Internal Revenue Service, or social security number, as the City
deems applicable.
F. Payment—General
1) Consultant shall pay to the Department of Revenue all sums withheld from
employees pursuant to ORS 316.167.
2) Consultant shall pay employees at least time and a half pay for all overtime
worked in excess of 40 hours in any one week except for individuals under
the contract who are excluded under ORS 653.010 to 653.261 or under 29
USC sections 201 to 209 from receiving overtime.
3) Consultant shall promptly, as due, make payment to any person, co-
partnership, association or corporation, furnishing medical, surgical and
hospital care or other needed care and attention incident to sickness or injury
to the employees of Consultant or all sums which Consultant agrees to pay
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for such services and all moneys and sums which Consultant collected or
deducted from the wages of employees pursuant to any law, contract or
agreement for the purpose of providing or paying for such service.
4) The City certifies that sufficient funds are available and authorized in the
current fiscal year for expenditure to finance costs of this contract. Funding
for future fiscal year shall be determined during the City's annual budget
process.
5) Consultant shall make payments promptly, as due, to all persons supplying
services or materials for work covered under this contract. Consultant shall
not permit any lien or claim to be filed or prosecuted against the City on any
account of any service or materials furnished.
6) If Consultant fails, neglects or refuses to make prompt payment of any claim
for labor, materials, or services furnished to Consultant, sub-consultant or
subcontractor by any person as such claim becomes due, City may pay such
claim and charge the amount of the payment against funds due or to become
due to the Consultant. The payment of the claim in this manner shall not
relieve Consultant or their surety from obligation with respect to any unpaid
claims.
4. Ownership of Plans and Documents: Records
A. The field notes, design notes, and original drawings of the construction plans, as
instruments of service, are and shall remain, the property of the Consultant;
however, the City shall be furnished, at no additional cost, one set of previously
approved reproducible drawings, as well as electronic files on a portable memory
stick or SD card, of the original drawings of the work. The City shall have unlimited
authority to use the materials received from the Consultant in any way the City
deems necessary.
B. The City shall make copies, for the use of and without cost to the Consultant, of all
of its maps, records, laboratory tests, or other data pertinent to the work to be
performed by the Consultant pursuant to this Agreement, and also make available
any other maps, records, or other materials available to the City from any other
public agency or body.
C. The Consultant shall furnish to the City, copies of all maps, records, field notes, and
soil tests which were developed in the course of work for the City and for which
compensation has been received by the Consultant at no additional expense to the
City except as provided elsewhere in this Agreement.
5. Assigtunent/Delegation
Neither party shall assign, sublet or transfer any interest in or duty under this Agreement
without the written consent of the other and no assignment shall be of any force or effect
whatsoever unless and until the other party has so consented. If City agrees to assignment of
tasks to a subcontract, Consultant shall be fully responsible for the acts or omissions of any
3 1 1' a ; c
subcontractors and of all persons employed by them, and neither the approval by City of any
subcontractor not anything contained herein shall be deemed to create any contractual relation
between the subcontractor and City.
6. Consultant is Independent Contractor
A. The City's project director, or designee, shall be responsible for determining whether
Consultant's work product is satisfactory and consistent with this agreement, but
Consultant is not subject to the direction and control of the City. Consultant shall
be an independent contractor for all purposes and shall be entitled to no
compensation other than the compensation provided for under Section 3 of this
Agreement.
B. Consultant is an independent contractor and not an employee of City. Consultant
acknowledges Consultant's status as an independent contractor and acknowledges
that Consultant is not an employee of the City for purposes of workers
compensation law, public employee benefits law, or any other law. All persons
retained by Consultant to provide services under this contract are employees of
Consultant and not of City. Consultant acknowledges that it is not entitled to
benefits of any kind to which a City employee is entitled and that it shall be solely
responsible for workers compensation coverage for its employees and all other
payments and taxes required by law. Furthermore, in the event that Consultant is
found by a court of law or an administrative agency to be an employee of the City
for any purpose, City shall be entitled to offset compensation due, or to demand
repayment of any amounts paid to Consultant under the terms of the agreement, to
the full extent of any benefits or other remuneration Consultant receives (from City
or third party) as a result of said finding and to the full extent of any payments that
City is required to make (to Consultant or to a third party) as a result of said finding.
C. The undersigned Consultant hereby represents that no employee of the City or any
partnership or corporation in which a City employee has an interest, has or will
receive any remuneration of any description from the Consultant, either directly or
indirectly,in connection with the letting or performance of this Agreement, except as
specifically declared in writing.
D. If this payment is to be charged against Federal funds, Consultant certifies that
he/she is not currently employed by the Federal Government and the amount
charged does not exceed his/her normal charge for the type of service provided.
E. Consultant and its employees, if any, are not active members of the Oregon Public
Employees Retirement System and are not employed for a total of 600 hours or
more in the calendar year by any public employer participating in the Retirement
System.
F. Consultant shall obtain, prior to the execution of any performance under this
Agreement, a City of Tigard Business License. The Tigard Business License is based
on a calendar year with a December 31st expiration date. New businesses operating
in Tigard after June 30th of the current year will pay a pro-rated fee though the end
41 P ii g c
of the calendar year.
G. Consultant is not an officer, employee, or agent of the City as those terms are used in
ORS 30.265.
7. Indemnity
A. The City has relied upon the professional ability and training of the Consultant as a
material inducement to enter into this Agreement. Consultant represents to the City that
the work under this contract will be performed in accordance with the professional
standards of skill and care ordinarily exercised by members of the Consultant's
profession under similar conditions and circumstances as well as the requirements of
applicable federal, state and local laws, it being understood that acceptance of an
Consultant's work by the City shall not operate as a waiver or release. Acceptance of
documents by City does not relieve Consultant of any responsibility for design
deficiencies, errors or omissions.
B. Claims for other than Professional Liability. Consultant agrees and shall indemnify,
defend, save and hold harmless the City of Tigard, its officers, employees, agents, and
representatives from all claims, suits, or actions and all expenses incidental to the
investigation and defense thereof, of whatsoever nature, including intentional acts
resulting from or arising out of the activities of Consultant or its subcontractors, sub-
consultants, agents or employees in performance of this contract at both trial and appeal
level, whether or not a trial or appeal ever takes place including any hearing before
federal or state administrative agencies.. If any aspect of this indemnity shall be found to
be illegal or invalid for any reason whatsoever, such illegality or invalidity shall not affect
the validity of the remainder of this indemnification.
C. Claims for Professional Liability. Consultant agrees and shall indemnify, defend, save
and hold harmless the City of Tigard, its officers, employees, agents, and representatives
from all claims, suits, or actions and all expenses incidental to the investigation and
defense thereof, arising out of the professional negligent acts, errors or omissions of
Consultant or its subcontractors, sub-consultants, agents or employees in performance
of professional services under this agreement. Any work by Consultant that results in a
design of a facility that is not readily accessible to and usable by individuals with
disabilities shall be considered a professionally negligent act, error or omission.
D. As used in subsections B and C of this section, a claim for professional responsibility is a
claim made against the City in which the City's alleged liability results directly or
indirectly, in whole or in part, from the quality of the professional services provided by
Consultant, regardless of the type of claim made against the City in performance of this
contract. A claim for other than professional responsibility is a claim made against the
City in which the City's alleged liability results from an act or omission by Consultant
unrelated to the quality of professional services provided by Consultant in performance
of this contract.
8. Insurance
Consultant and its subcontractors shall maintain insurance acceptable to City .in full force and
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effect throughout the term of this contract. Such insurance shall cover risks arising directly or
indirectly out of Consultant's activities or work hereunder, including the operations of its
subcontractors of any tier. Such insurance shall include provisions that such insurance is
primary insurance with respect to the interests of City and that any other insurance maintained
by City is excess and not contributory insurance with the insurance required hereunder.
The policy or policies of insurance maintained by the Consultant and its subcontractors shall
provide at least the following limits and coverages:
A. Commercial General Liability Insurance
Consultant shall obtain, at Consultant's expense, and keep in effect during the term of this
contract, Comprehensive General Liability Insurance covering Bodily Injury and Property
Damage on an "occurrence" form (CG 2010 1185 or equivalent). This coverage shall
include Contractual Liability insurance for the indemnity provided under this contract. The
following insurance will be carried:
Coverage Limit
General Aggregate $3,000,000
Products-Completed Operations Aggregate $2,000,000
Personal&Advertising Injury $1,000,000
Each Occurrence $2,000,000
Fire Damage (Any one fire) $50,000
B. Professional Liability
Consultant shall obtain, at Consultant's expense, and keep in effect during the term of this
contract, Professional Liability Insurance covering any damages caused by an error,
omission or any negligent acts. Combined single limit per claim shall not be less than
$2,000,000, or the equivalent. Annual aggregate limit shall not be less than $3,000,000 and
filed on a"claims-made" form.
C. Commercial Automobile Insurance
Consultant shall also obtain, at Consultant's expense, and keep in effect during the term of
the contract (Symbol 1 or Symbols 8 and 9 as applicable) Commercial Automobile Liability
coverage on an "occurrence" form including coverage for all owned,hired,and non-owned
vehicles. The Combined Single Limit per occurrence shall not be less than$2,000,000.
If Contractor operates a personally-owned vehicle for business use under this contract, the
Contractor shall obtain, at Contractor's expense, and keep in effect during the term of the
contract, business automobile liability coverage for all owned vehicles on an "occurrence"
form. The Combined Single Limit per occurrence shall not be less than$2,000,000.
D. Workers' Compensation Insurance
The Consultant, its subcontractors, if any, and all employers providing work, labor or
materials under this Contract are subject employers under the Oregon Workers'
Compensation Law and shall comply with ORS 656.017, which requires them to provide
workers' compensation coverage that satisfies Oregon law for all their subject workers.
Out-of-state employers must provide Oregon workers' compensation coverage for their
6 11agc
workers who work at a single location within Oregon for more than 30 days in a calendar
year. Consultants who perform work without the assistance or labor of any employee need
not obtain such coverage. This shall include Employer's Liability Insurance with coverage
limits of not less than$1,000,000 each accident.
E. Additional Insured Provision
All policies aforementioned, other than Workers' Compensation and Professional Liability,
shall include the City its officers, employees, agents and representatives as additional
insureds with respect to this contract. Coverage will be endorsed to provide a"per project"
aggregate.
F. Extended Reporting Coverage
If any of the aforementioned liability insurance is arranged on a "claims-made" basis,
Extended Reporting coverage will be required at the completion of this contract to a
duration of 24 months or the maximum time period the Consultant's insurer will provide
such if less than 24 months. Consultant will be responsible for famishing certification of
Extended Reporting coverage as described or continuous "claims-made" liability coverage
for 24 months following contract completion. Continuous "claims-made" coverage will be
acceptable in lieu of Extended Reporting coverage, provided its retroactive date is on or
before the effective date of this contract. Coverage will be endorsed to provide a "per
project"aggregate.
G. Insurance Carrier Rating
Coverage provided by the Consultant must be underwritten by an insurance company
deemed acceptable by the City. All policies of insurance must be written by companies
having an A.M. Best rating of"A-VII" or better, or equivalent. The City reserves the right
to reject all or any insurance carner(s)with an unacceptable financial rating.
H. Self-Insurance
The City understands that some Contractors may self-insure for business risks and the City
will consider whether such self-insurance is acceptable if it meets the minimum insurance
requirements for the type of coverage required. If the Contractor is self-insured for
commercial general liability or automobile liability insurance the Contractor must provide
evidence of such self-insurance. The Contractor must provide a Certificate of Insurance
showing evidence of the coverage amounts on a form acceptable to the City. The City
reserves the right in its sole discretion to determine whether self-insurance is adequate.
I. Certificates of Insurance
As evidence of the insurance coverage required by the contract,the Consultant shall furnish
a Certificate of Insurance to the City. No contract shall be effective until the required
Certificates of Insurance have been received and approved by the City. The certificate will
specify and document all provisions within this contract and include a copy of Additional
Insured Endorsement. A renewal certificate will be sent to the address below prior to
coverage expiration.
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J. Independent Contractor Status
The service or services to be rendered under this contract are those of an independent
contractor. Contractor is not an officer, employee or agent of the City as those terms are
used in ORS 30.265.
K. Primary Coverage Clarification
The parties agree that Consultant's coverage shall be primary to the extent permitted by law.
The parties further agree that other insurance maintained by the City is excess and not
contributory insurance with the insurance required in this section.
L. Cross-Liability Clause
A cross-liability clause or separation of insureds clause will be included in all general liability
and commercial automobile policies required by this contract.
A certificate in form satisfactory to the City certifying to the issuance of such insurance will
be forwarded to:
City of Tigard
Attn: Contracts and Purchasing Office
13125 SW Hall Blvd
Tigard, Oregon 97223
At the discretion of the City, a copy of each insurance policy, certified as a true copy by an
authorized representative of the issuing insurance company may be required to be forwarded to
the above address.
Such policies or certificates must be delivered prior to commencement of the work.
The procuring of such required insurance shall not be construed to limit Consultant's liability
hereunder. Notwithstanding said insurance, Consultant shall be obligated for the total amount
of any damage,injury,or loss caused by negligence or neglect connected with this contract.
9. Termination Without Cause
At any time and without cause, City shall have the right in its sole discretion, to terminate this
Agreement by giving notice to Consultant. If City terminates the contract pursuant to this
paragraph,it shall pay Consultant for services rendered to the date of termination.
10. Termination With Cause
A. City may terminate this Agreement effective upon delivery of written notice to
Consultant, or at such later date as may be established by City, under any of the
following conditions:
1) If City funding from federal, state,local, or other sources is not obtained and
continued at levels sufficient to allow for the purchase of the indicated
quantity of services. This Agreement may be modified to accommodate a
reduction in funds.
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2) If Federal or State regulations or guidelines are modified, changed, or
interpreted in such a way that the services are no longer allowable or
appropriate for purchase under this Agreement.
3) If any license or certificate required by law or regulation to be held by
Consultant, its subcontractors, agents, and employees to provide the services
required by this Agreement is for any reason denied, revoked, or not
renewed.
4) If Consultant becomes insolvent, if voluntary or involuntary petition in
bankruptcy is filed by or against Consultant, if a receiver or trustee is
appointed for Consultant, or if there is an assignment for the benefit of
creditors of Consultant.
Any such termination of this agreement under paragraph (A) shall be without
prejudice to any obligations or liabilities of either party already accrued prior to such
termination.
B. City, by written notice of default (including breach of contract) to Consultant, may
terminate the whole or any part of this Agreement:
1) If Consultant fails to provide services called for by this agreement within the
time specified herein or any extension thereof, or
2) If Consultant fails to perform any of the other provisions of this Agreement,
or so fails to pursue the work as to endanger performance of this agreement
in accordance with its terms, and after receipt of written notice from City,
fails to correct such failures within ten days or such other period as City may
authorize.
3) If Consultant fails to eliminate a conflict as described in Section 14 of this
agreement.
The rights and remedies of City provided in the above clause related to defaults
(including breach of contract) by Consultant shall not be exclusive and are in addition
to any other rights and remedies provided by law or under this Agreement.
If City terminates this Agreement under paragraph (B), Consultant shall be entitled
to receive as full payment for all services satisfactorily rendered and expenses
incurred, an amount which bears the same ratio to the total fees specified in this
Agreement as the services satisfactorily rendered by Consultant bear to the total
services otherwise required to be performed for such total fee; provided, that there
shall be deducted from such amount the amount of damages, if any, sustained by
City due to breach of contract by Consultant. Damages for breach of contract shall
be those allowed by Oregon law, reasonable and necessary attorney fees, and other
costs of litigation at trial and upon appeal.
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11. Non-Waiver
The failure of City to insist upon or enforce strict performance by Consultant of any of the
terms of this Agreement or to exercise any rights hereunder, should not be construed as a
waiver or relinquishment to any extent of its rights to assert or rely upon such terms or rights
on any future occasion.
12. Method and Place of GbjU Notice, Submitting Bills and Making Payments
All notices, bills and payments shall be made in writing and may be given by personal delivery,
mail, or by fax. Payments may be made by personal delivery, mail, or electronic transfer. The
following addresses shall be used to transmit notices,bills,payments,and other information:
CITY OF TIGARD MEARS DESIGN GROUP,LLC
Attn: Kim McMillan,Asst City Engineer Attn:Troy Mears
Address: 13125 SW Hall Blvd. Address: PO Box 23338
Tigard, Oregon 97223 Portland, Oregon 97281
Phone: (503) 718-2642 Phone: (503) 601-4516
Fax: (503) 684-7297 Fax: (503) 924-4688
Email: kimQ0garr d-or.gov Email: troym&meatsdesiWngroup.com
and when so addressed, shall be deemed given upon deposit in the United States mail,postage
prepaid, or when so faxed, shall be deemed given upon successful fax. In all other instances,
notices,bills and payments shall be deemed given at the time of actual delivery. Changes may
be made in the names and addresses of the person to who notices,bills and payments are to be
given by giving written notice pursuant to this paragraph.
13. Merger
This writing is intended both as a final expression of the Agreement between the parties with
respect to the included terms and as a complete and exclusive statement of the terms of the
Agreement. No modification of this Agreement shall be effective unless and until it is made in
writing and signed by both parties.
14. Professional Services
The City requires that services provided pursuant to this agreement shall be provided to the
City by an Consultant, which does not represent clients on matters contrary to City interests.
Further, Consultant shall not engage services of an Consultant and/or other professional who
individually, or through members of his/her same firm, represents clients on matters contrary
to City interests.
Should the Consultant represent clients on matters contrary to City interests or engage the
services of an Consultant and/or other professional who individually, or through members of
his/her same firm, represents clients on matters contrary to City interests, Consultant shall
consult with the appropriate City representative regarding the conflict.
After such consultation, the Consultant shall have seven (7) days to eliminate the conflict to
the satisfaction of the City. If such conflict is not eliminated within the specified time period,
the agreement may be terminated pursuant to Section 10 (B-3) of this agreement.
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15. Force Majeure
Neither City not Consultant shall be considered in default because of any delays in completion
and responsibilities hereunder due to causes beyond the control and without fault or
negligence on the part of the parties so disenabled, including but not restricted to, an act of
God or of a public enemy, civil unrest, volcano, earthquake, fire, flood, epidemic, quarantine
restriction, area-wide strike, freight embargo, unusually severe weather or delay of
subcontractor or supplies due to such cause; provided that the parties so disenabled shall
within ten days from the beginning of such delay,notify the other party in writing of the cause
of delay and its probable extent. Such notification shall not be the basis for a claim for
additional compensation. Each party shall, however,make all reasonable efforts to remove or
eliminate such a cause of delay or default and shall, upon cessation of the cause, diligently
pursue performance of its obligation under the Agreement.
16. Non-Discrimination
Consultant agrees to comply with all applicable requirements of federal and state civil rights
and rehabilitation statues, rules, and regulations. Consultant also shall comply with the
Americans with Disabilities Act of 1990, ORS 659A.142, and all regulations and administrative
rules established pursuant to those laws. All facilities designed by Consultant under this
contract shall be designed to be readily accessible to and usable by individuals with disabilities
as required by the Americans with Disabilities Act.
17. Errors
Consultant shall perform such additional work as may be necessary to correct errors in the
work required under this Agreement without undue delays and without additional cost.
18. Extra (Changes)Work
Only the City's Project Manager may authorize extra (and/or change) work. Failure of
Consultant to secure authorization for extra work shall constitute a waiver of all right to
adjustment in the contract price or contract time due to such unauthorized extra work and
Consultant thereafter shall be entitled to no compensation whatsoever for the performance of
such work.
19. Governing Law
The provisions of this Agreement shall be construed in accordance with the provisions of the
laws of the State of Oregon. Any action or suits involving any question arising under this
Agreement must be brought in the appropriate court of the State of Oregon.
20. Compliance With Applicable Law
Consultant shall comply with all federal, state, and local laws and ordinances applicable to the
work under this Agreement,including those set forth in ORS 279A,279B,and 279C.
21. Conflict Between Terms
It is further expressly agreed by and between the parties hereto that should there be any
conflict between the terms of this instrument in the proposal of the contract, this instrument
shall control and nothing herein shall be considered as an acceptance of the said terms of said
proposal conflicting herewith.
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22. Access to Records
City shall have access to such books, documents, papers and records of Consultant as are
directly pertinent to this Agreement for the purpose of making audit, examination, excerpts
and transcripts.
23. Audit
Consultant shall maintain records to assure conformance with the terms and conditions of this
Agreement,and to assure adequate performance and accurate expenditures within the contract
period. Consultant agrees to permit City,the State of Oregon,the federal government, or their
duly authorized representatives to audit all records pertaining to this Agreement to assure the
accurate expenditure of funds.
24. Severability
In the event any provision or portion of this Agreement is held to be unenforceable or invalid
by any court of competent jurisdiction, the validity of the remaining terms and provisions shall
not be affected to the extent that it did not materially affect the intent of the parties when they
entered into the agreement.
25. Industrial Accident Fund Payment
Consultant shall pay all contributions or amount due the Industrial Accident Fund form that
Consultant or subcontractors incur during the performance of this Agreement.
26. Complete Agreement
This Agreement,including the exhibits,is intended both as a final expression of the Agreement
between the Parties and as a complete and exclusive statement of the terms. In the event of an
inconsistency between a provision in the main body of the Agreement and a provision in the
Exhibits, the provision in the main body of the Agreement shall control. In the event of an
inconsistency between Exhibit A and Exhibit B,Exhibit A shall control.
No waiver, consent,modification,or change of terms of this Agreement shall bind either party
unless in writing and signed by both parties. Such waiver, consent, modification, or change if
made, shall be effective only in specific instances and for the specific purpose given. There are
no understandings, agreements, or representations, oral or written, not specified herein
regarding this Agreement. Consultant,by the signature of its authorized representative,hereby
acknowledges that he/she has read this Agreement, understands it and agrees to be bound by
its terms and conditions.
IN WITNESS WHEREOF, City has caused this Agreement to be executed by its duly authorized
undersigned officer and Consultant has executed this Agreement on the date hereinabove first written.
CITY F TIG MEARs DESIGN GROUP,LLC
"� A Ni sP4RS
By:Authorized 1 of Tigard Representative By:WAorized Contractor Representative
C4 L* 11, Zan y
Date Date
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EXHIBIT A
SCOPE OF SERVICES
The Consultant shall render professional services as described below for improvements to:
Phase 1—City Hall Landscaping
A. Preliminary Design and Construction Documents
1. Coordinate with Owner and Project Manager as needed.
2. Perform a minimum of one (1) site visit.
3. Review code requirements.
4. Meet with Owner a minimum of one (1) time to review/approval concept.
5. Prepare planting plan and sheet setup to incorporate approved concepts into construction
plans.
6. Provide opinion of landscape construction cost.
A. Prepare final site landscape design layout
1. Prepare Landscape design layout to include:
a. Landscape Demolition Plan.
b. Planting Plan which will include proposed species, size and location for proposed
planting.
c. Plans for a Pocket Courtyard design.
d. Plans for new walkway from north parking lot into design.
e. Parking lot tree design (in a manner in which can be separated out of the project if
necessary).
2. Produce Landscape plan details,notes and technical specifications for construction.
B. Final Irrigation Design
1. Irrigation Plan:
a. Review existing irrigation to remain and make adjustments/additions as required.
b. Prepare plans for the East lawn panel irrigation design.
2. Irrigation details,notes and technical specifications for construction.
C. Permit Approval
1. Coordinate information and materials necessary to prepare necessary permits.
2. Prepare revisions based on City comments.
D. Contract Administration
1. Review submittal requests.
2. Review and Respond to RFI's and change orders,if necessary.
3. Conduct two (2) site field observations during construction.
4. Conduct final walk-through with all parties and prepare punch list items.
5. Review contractor submitted Record Drawings.
Phase 2—Ci1y Hall Landscaping
A. Preliminary Design and Construction Documents
1. Coordinate with Owner and Project Manager as needed.
2. Prepare planting plan and sheet setup to incorporate into constructing plans.
3. Provide opinion of landscape construction cost.
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B. Final Landscape Design
1. Prepare final site landscape design layout
a. Planting Plan will include proposed species, size and location for proposed planting.
b. Patio courtyard design
2. Produce Landscape plan details,notes and technical specifications for construction.
C. Permit Approval
1. Coordinate information and materials necessary to prepare necessary permits.
2. Prepare revisions based on City comments.
D. Contract Administration
1. Review submittal requests.
2. Review and Respond to RFI's and change orders,if necessary.
3. Conduct two (2) site field observations during construction.
4. Conduct final walk-through with all parties and prepare punch list items.
5. Review contractor submitted Record Drawings.
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EXHIBIT B
CONSULTANT'S PROPOSAL
15 �
�MEARS IC %yl
a•
DESIGN*,—,R0(1P Fns 4.14 Fa
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Ms.Karleen Aichele-Engineering Technician April 7,2014
City of Tigard
13125 SW Hall Blvd,
Tigard,Oregon 97223
ReOutline Scope of Professional Services-Landscape Architecture
City of Tigard Wrap Landscape Project,13125 SW Hall Blvd,Tigard,Oregon.
Dear hos.Karleen Aichele.
Mears Design Group,LLC appreciates the opportunity to provide our professional services for the above
stated project. The proposal has been prepared based from the information received during our project walk-thru
Apn12 2014 from Kim McMillan.Kadeen Aichele and Greg Stout-City of Tigard
Our firm agrees to provide the following Landscape Architectural services-
PHASE 1.CITY CAMPUS LANDSCAPE IMPROVEMENT PROJECT
PRELIMINARY DESIGN............................................................................................$1,39x.00
Task Description LS Fee
A. Preliminary Construction Document Services $ 495
1. Project Coordination.
2. Site visit t 1>
3_ Review code requirements.
4 Review/approval meeting with Client(1).
B. Preliminary Planting Layout Plan $ 900
1. Planting Plan sheet setup
2. Develop preliminary planting plan.
CONSTRUCTION DOCUMENTS...............................................................................$2,520.60
Task Description LS Fee
A. Construction Document Services $ 270
1. Project Coordination
2 Provide opinion of landscape construction cost.
S. Final Landscape Design $ 1530
1. Preparefinal site landscape design layout
a Landscape Demolition Plan
b. Planting Plan will include proposed species size and location for proposed planting
c. Pocket courtyard design
d. Coordinate new walkway from north parking lot into design.
e Parking lot tree design
2 Landscape plan details and notes.
3. Technical specifications for construction.
C. Final Irrigation Design $ 720
1 Irrigation Plan.
a. East lawn panel irrigation design
b Review existing irrigation to remain and make adjjustmentstadditions as required.
2. Irrigation details and notes
3. Technical specifications for construction.
a..cart.A htla.'Id_......_
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PERMIT/APPROVAL..................................................................................................$540.00
Task Description LS Fee
A. Permit/Approval Services $ 540
1 Permit coordination.
2 Prepare revisions based on City comments.
I CONTRACT ADMINISTRATION(CA)..........................................................................$990.00
Task Description
A. Review submittal requests.
B. Review and Respond to RFI's and change orders,if necessary.
C. Conduct two(2)site field observations during construction.
D. Conduct final walk-through with all parties and prepare punch list items
E. Review contractor submitted Record Drawings.
CITY CAMPUS LANDSCAPE IMPROVEMENT PROJECT
PRELIMINARY DESIGN.......................................................4.......................................$766.00
Task Description LS Fee
A. Preliminary Construction Document Services $ 226
1 Project Coordination
B. Preliminary Planting Layout Plan $ 540
1 Planting Pian sheet setup.
2 Develop preliminary planting plan
CONSTRUCTION DOCUMENTS..................................................................................$600.00
Task Description LS Fee
A. Construction Document Services $ 980
1 Project Coordination
2 Provide opinion of landscape construction cost
B. Final Landscape Design $ 720
1 Prepare final site landscape design layout
a Planting Plan will include proposed species,size and location for proposed planting.
b. Patio courtyard design
2 Landscape plan details and notes.
3 Technical specifications for construction.
I PERMIT/APPROVAL..................................................................................................$360 00
Z"ask Description LS Fee
B. Permit/Approval Services $ 360
1 Permit coordination.
2. Prepare revisions based on City comments.
Page 2 of 3 bears design Group.LLC City of Tigard—wrap Laridsxape Projeet
Landscape ArcMlecture Services
17 :' <i
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CONTRACT ADMINISTRATION(CA)..........................................................................$720.00
Task Description
A. Review submittal requests
0. Review and Respond to RFI`s and change orders,if necessary.
C. Conduct two(2)site field observations during construction.
D. Conduct final walk-through with all parties and prepare punch list items
E. Review contractor submitted Record Drawings.
PHASE I: SUMMARY OF FEES
Preliminary Design Phase . _ 3 1,395.00
Construction Document Phase $ 2,520.00
Permit/Approval Phase . .. ... ... ._ `6 540.00
Contract Administration Phase.. .... .... . ... ... ........... ....$ 990.00
TOTAL PHASE I: LANDSCAPE ARCHITECTURE FEE.....................5 5,445.00
PHASE II:SUMMARY OF FEES
Preliminary Design Phase.... ............ . S 765.00
Construction Document Phase.............. ............ 900.00
Permit/Approval Phase . ___...... .6 36000
Contract Administration Phase................................ ................ ................._$ 720.00
TOTAL PHASE II: LANDSCAPE ARCHITECTURE FEE.................... 2 745.00
PROJECT TOTAL: SUMMARY OF FEES
Phase I Landscape Architecture Fee $ 5,44500
Phase II: Landscape Architecture Fee _. _ 5 2.745 00
TOTAL LANDSCAPE ARCHITECTURE FEE......__...........................
STANDARD RATE SCHEDULE
Principal Landscape Architect
Landscape Design Assistant... _ _ .. $75.00
We propose to work on an hourly basis to the estimated maximum fees for work as stated above.
Should the scope of services extend beyond those stated herein,adjustments to this agreement shall
be negotiable at our normal hourly rates. Our work will be prepared on AutoCad Version 2014 and MS
Office
We look forward to working with you,Kim,Greg and other members of the design team Should you
have any questions,please give me a call
Sincerely
Mears Design Group,LLC
Troy A. Mears,RLA,ASLA,CID,EPA WaterSense Partner
Landscape Architect
Rage 3 of 3 Mears Design Group,LLC City of Tigard—Wrap Landscape project
Landscape Architecture Services
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