Otak, Inc ~ C150043 CITY OF TIGARD,OREGON-CONTRACT SUMMARY FORM
THIS FORMMUST ACCOMPANYEVERY CONTRACT
Contract Title: Bagan Park Concept Plan Number: C150043
Contractor: Otak Contract Total: $23,754
Contract Overview: The City of Tigard wants to develop a site master plan for 2.9 acre at Bagan Park
property located on Greenburg Road south of Shady Lane,behind the Shilo
Inn.
Initial Risk Level: ❑ Extreme ❑ High ❑Moderate ® Low
Risk Reduction Steps: Appropriate Insurance provided.
Risk Comments:
Risk Signature:
Contract Manager: Steve Martin Ext: 2583 Department: Parks
Type: ❑ Purchase Agreement ❑ Personal Service ❑ General Service ❑ Public Imp oveme t
❑ IGA .;?Othernil7nrCQ Start Date:J End Date:
Quotes/Bids/Proposal: FIRM V AMOUNT CORE
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Account String. Fund-Division-Account Work Order—Activity Type Amount
Year 1 420.8000.56005.92040.421.110 $23,754
Year 2
Year 3
Year 4
Year 5
Mprovals - r LCRB Date:
Department Comments: (00�� �c/i�.c1 iJ�S�c+� f12c6Zr�_ 20
Department Signature:
Purchasing Comments:
Purchasing Signature:
City Manager Comments:
Zt L 0.,- rr S r
City Manager Signature:
After securing all required approvals, forward original copy to the Contracting and Purchasing Office along with a
completed Contract Checklist.
Contract # Do
CITY OF TIGARD,OREGON
PROFESSIONAL SERVICES AGREEMENT
BAGAN PARK CONCEPT PLAN
THIS AGREEMENT, made and entered into this 30`" day of December, 2014, by and between
the City of Tigard, a municipal corporation, hereinafter referred to as the "City," and Otak,
hereinafter referred to as the "Consultant."
RECITALS
WHEREAS, the City's Fiscal Year 2014-15 budget provides for Conceptual Site Master Plan
services for the Bagan Park Property 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 conceptual planning
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 conceptual planning services relevant to the Project
in accordance with the terms and conditions set forth herein, and as provided in Exhibit 1,
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 ternvnated or extended, on completion of the
work or June 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 1 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 Twenty Three
Thousand Seven Hundred Fifty Four and No/100 dollars ($23,754) 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 1 of this contract for minor project additions and/or alterations.
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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
for such services and all moneys and sums which Consultant collected or
deducted from the wages of employees pursuant to any lav, contract or
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agreement for the purpose of providing or paying for such service.
4) The City certifies that sufficient funds are available and authorized for
expenditure to finance costs of this contract.
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, on 3 mil minimum thickness mylar as well as
diskette in "DWG" or "D1ZF" format, 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. Assignment/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 filly responsible for the acts or omissions of any
subcontractors and of all persons employed by them, and neither the approval by City of any
subcontractor nor anything contained herein shall be deemed to create any contractual relation
between the subcontractor and City.
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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 lav 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 31't expiration date. New businesses operating
in Tigard after June 30`x' of the current year will pay a pro-rated fee though the end 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.
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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
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
claire 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
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
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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 any actual or
alleged negligent act, error, or omission in the rendering of or failure to render Professional
Services. 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
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
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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 furnishing 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 cattier(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 terns are
used in ORS 30.265.
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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:
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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.
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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 accominodate a
reduction in funds.
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.
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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.
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
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on any future occasion.
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12. Method and Place of Giving 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 OTAK
Attn: Steve Martin,Parks/Facilities Mgr. Attn: Don Hanson,PLA
Address: 13125 SW Hall Blvd. Address: 808 SW Third Avenue, Suite 300
Tigard, Oregon 97223 Portland, OR 97204-2426
Phone: (503) 718-2477 Phone: (503)287-6825
Fax: (503)684-7297 Fax: (503)415-2304
Email: steve(ir tigard-or.gov Email: don.hanson(a�,otak.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 a Consultant which does not represent clients on matters contrary to City interests.
Further, Consultant shall not engage services of a 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 a 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.
15. Force Majeure
Neither City nor 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
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restriction, area-wide strike, freight embargo, unusually severe weather, or delay of
subcontractor or supplies due to such cause; provided that die 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.
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 terns 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. ComFlete 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. j
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.
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Awarded by Tigard's Local Contract Review Board at their meeting.
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CITY OF TIGARD OT
By: Marty Wine, City Ma Wer By:Au ed Contror Representative
Date Date
121
EXHIBIT A
SCOPE OF SERVICES
The Consultant shall render professional services as described below:
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G
808 sw thhd avenue,sulte 300 1 ponland,oregon 97204
503.287.6325 f fiix 503..415.2309
Nrs=fit.C;nk.ron,
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December 11,2014
\Ir_Steve 11arti€1,Public W"orf s Division Manager
City of Tigard
13125 Ste'Hall BoulevTud
Tigard,Oregota 97223
Re: Propos-d to Prepare a Conceptual Site Master Plan for the Bagan Park Property
Dear'Mr-Martin:
Ihank you for inviting Gtak to prepare a.proposal for design and public involvement ement services for the Bagan
Park Propetty Concepttaal Master Platt.This.is an exciting opportunity to work xvith tlae Cita of Tigard and
the local community in successfully initiating a process that will ultimately result in a valuable.atnetaity for the
neihood.Using the gcudelines established in the 2009 Pat-Stem Master Plan,our design tet n will
:assist City staff with engaging stakeholders and neighborhood residents in a dialogue,to create a park plan
that respects and responds to sensitive natural resources and provides a fun recreational facility for the local
comnumity,1,ow-ig and old.
Our in-house design professionals cnff Work together to see tli at opporttuuties offered by the site's unique
characteristics are considered from different vantage points to y1eld a more holistic approach to site
development.Enclosed is a detailed proposal that describes how we v-M workwitla you to establish an
excellent foundation for the furare development of the neighborhood park.
We loop fort.»and to working with you on this project.If you ham e asap-questions regarding our proposal,
please feel free to contact me at 503-415-2317.An alternative contact is David Haynes,who be the
project manager for this project,and you mly contact hint at 503-221-1832.
Sincerely-,
Otak,Incorporated
Doti Hanson,PL•�
PrinClpai
13 I' :a
Proposed Scope of Work
Introduction
Thee City, of Tigard wants to develop a site master plan for the 2.9-acre Bagan Pill:property located on
Greenb€rg Road south of Shady Lille,behind the Sh ilo Inn.The majority of the site area is-retlaiid drat is
associated with_-ash Creek,zx4iiell floss along tine southern portion of the propezzt,leaking about one acre of
lazed a.,a lable For park irnprovernennts..Park program elements may include path-rays,small shelters,a
playground,interpretive elements,and connnunity gardens.Constniction dravings and pernnitting are not a
part of this project.The master plan mail include a possible fintare trail link manning parallel v ith Ash Creek.
The neighbors and proper owners nearby.trill be key stakeholders during,the design process and vvill be
iLn ited to two con li-nu nit;meetings--here options for park development-rill be discussed.The final
deliverable-ll be an ilhustrative piaster plan neap depicting the preferred park elements and a memorandum
siznunarizirig the process,the plain,permitting considerations,and nest steps_
Task l:Meetizng.s with the City-and:�dvisory Board
utak-illmeet with the City staff as the project proceeds to discuss issues and determine the direction for
neat steps.We assume City staff-rill rev ery work products,progress,bundget,and communications efforts
associated with the project.For this purpose,a minimum of five meetings are anticipated as folloxc a:
+ Kickoff meeting to disci=ss project goals,e istirng doctunentation,and critical milestones;receive
direction on stakeholder iriteirie-,and site analysis
+ Progress Ifeeting 1 to ret=ies:findings of ipterviexys,site analysis,and three conceptual site Layout options
with Parks and Recreation_ldxisoir Board;prepare for Community-Meeting#1
+ Progress Meeting 2 to review results of Connznunity l3eeting+1 and deterinine final prognun and
direction for preferred.option
+ Progress Meeting 3 to re�,=iew preferred option and prepare for Connnnarnity Meeting#2
i
+ Progress 1tleeting 4 with Parks and Recreation Advisory Board to review results of Conunuannity fleeting
'?2:and discuss the direction for final master plain
Delic�rirxbkMeeft iwes
Task 2: Stakeholder Intenviet4 s
0talk will ititer-%iecy the stakeholders identified by the City_Inter.iex:;s-rill be conducted by phone or in
person,as appropriate.The goal-rill be to identify objectives acid concerns that will inlform the discussion
during conununits;meetings(Task 4).We assume that stakeholders-nay_ include:
+ Specific neighbors and/or neighborhood representatives
+ Connnnaniry Partners for Affordable Housing
+ Clean Water Searices
+ Specific circ and ezivironnnesntal groups
+ Shulo Iii-representative
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Task 3: Site Ari-lysis,Preliminary Concepts
Otak,.N.=ill at1:lrze rhe park property and identifS opportuluties and constraints for the-4iuter Plan.Tlie
followiikg issues will be evaluated,inapped,and sunuinaarized ill a ineeting Frith the Parks and Recreation
- isc T Board:
Policy and Reguulaioiy Conditions
• Previous plans:rad studies,if any
• Applicable re Libtory conditions,consideration of future permits and regviirementS
E'nvironment
• Topogmph},vegetation
• Storni-.eater mmagnnent
• Resource area irnpacts,mitigation,and pernuittilug
• Green desigia
Program
• Passive recreation areas and paths
• SmfLU shelter stnictures and interpretive elements
• Playgrouuld
• Con-ninmitc gardens
Circulation and Access
• Pedestriaaul'mairntelaaluce entry-from Greenbury Road
• Pedestrian paths internsd to the site:
• Potential location for a future trail liiik along Ash Creek
• Coinphance with the A nericans xvith Disabilities Act
Infrastructure
`Storm-:zter infrastructure tdteniatives relnu,-e to cost
• Power seavice
• Irrigation
Sachen3atic Lauvout
• Potential site design features
• Relationships and ad aeencies of program eleinents
• Up to three sketch studies of site organization alteratives
Dela embkE;Y;esti lg e7771dinons• g,�;�ryadwnitw and const!'mm's r'qP ?wij.llp to thive F/i'ihilt ebel"latle desPlt mlCY17tS
{nal irellt'7g,),and btief slllmnap-,,71?rrafive
Sdiedi v. allxag 201
15
i
Task 4: Coinnximitc--Meeting#1:Vision and Program
CommunitV-lee-Mg#1 will focu-s on vision,program,and schenLatic.de..signl. Utak will facilitate an
auteract ve Ineetulg that will introduce the project to the commi-mitE I review site analysis findings present
three conceptual options for site layout,and solicit ideas for the de=ign of the pack.The format of the
meeting v ll be decided with the Citi, but could siker=take the form of a presentation to the pafilacipants
followed by small group discussions to gather ulput on the viSlon and desired rises for the park.,as well as
feedback on up to three initial schematic design concepts.The goal cull be to identif.r a preferred site design
option to develop further.Following the meeting,Ctak will swnsnlrize and document the conlimulity,input
received.
Deb rerable.t4`P,eT1A.jfadt fw."Vo11 Iib t0"byre AdA tT silbett atie-Cksg"n e:61Pi'f1iw(Anjired wlmy displalj'sJ�e).and sult?7Twry notes Qf
the coli:/,wimp-(TlridTTio
soli dilfe:Eaar�u Fi lavzra '
Task-5:Preferred Site Design Developnlen
L-ifornied by conununitr and agency input,Otak will develop a preferred site desiob1i concept for the park.
The design will address potential layout of the agieed-rll:)on program and alternatives for specific elements,as
necessary to address:comrin ity desires_Specific issues requiring additio;Taal con munitr and staff feedback
v,M be highlighted.The preferred site design concept will take into consideration the permitting requirements
and the opportunities and constraints identified earlier in the project.A draft of the-Master Plait Su nunaty
Report will be developed along w ith.the preferred site desig i plan.
Debi rutile:Ptrfenrd SAr Di-n_w C oner t Plan,rnlsnaf&,01al sq- lr uSli 4raft sariv waaD trp?t
Sehelltle. Lente Febraeaal'--11enrli
Task 6: Coimnlnliti*-Meeting#2:Preferred Site Design Review
Conuirunitv'Ieeting#2 will focus on the preferred site design concept-Otak will revie- -discussion
highlights from Community-feeting#1 and present the design concept to solicit feedback on overall
concept as well as specific issues.The format of the sleeting will be decided with the Cita but could likely be
facilitated in the siunne inanner as Commi-mitt'-Meeting#1 with Ctik presenting the concept to the larger
group and then splittiilo-into smaller groups to receive input_Alternatively,the concept could be presented in
in open house forinat and of-Ine,allow-ing c£1n1munity members to review and provide comments it their
con,'eiltence over a period of time.The iil3portant Issue is to ensure the invitation for the community meeting '.
or conunesnt oppoi.-hulity is distributed via nsultiple methods with plenty of notice for the convenience of the
public_Following the ineeticng,Cttak will sununarize and document the community input received_
Relit,eraXm:oafndafiadZu-raa-on.,and swtrll.aty rates of the cror�fltrrrl;�rrreetrri�
Seliedrrle:Abiil201j
16 �
Task 7: Conceptual Site faster Plan
Otak mH prepare a final conceproal site plan and sunuliu-v report based on findings of previous tasks.The
site plan will be colored.and suitable for display-Before starting the fugal doc€unentation,the P u-k-s and
Recreation Advisory.Board,will be inforn€ed of the concepts,public input received at the second commurut+
meeting.and the staff and Otak's reconnmendations.The Conceptual Site Master Plan,xi reflect public
input,serve to build public support of the project,and set the stage for fut€ue design development of the
park-
The fm al ConnceprLial Site Master Plan,graphic and narratiee sunnnjajV€€.ill address_
• SimunarY of existing conditions,:site analysis,and e:,naluation of opport€€pities and constraiants
• S€umnary of potential resourrce area.impacts,nlitigationn,and perrnittillg
• Preferred site design of the Bagan property
• Access considerations for the park
• Sustainable(greeni i design considerations
• Protection and enhancement of environmental resources
n S€astninable Sites progrann as g€aidance
• Impiernetnta.tion
o Suinunary of applicable regulatory conditions and issues
,D Probable eaavironmenit it mitigation and perlanittillg requii:emenits
0 Pleasing options,if appropriate
• Prelirniinmv cost estimates
• Development costs
• Annual operations and maintenance
• Summary of public process and support
• Ackino,,mledgements
Dekile blc:Cartsep nal Site Alau erPletn mid Sate;'aty RL)§m
Srbeid tit=:Af y
Assumptions
• 711e City will arrange for notification and venue for community meetings
• No off-street parking is required
• No street or utility upgrades are req€iired,with possible emception of power and-water sen ice.into the site
17 ,
EXHIBIT B
CONSULTANT'S PROPOSAL
Estimated Fees
Fater 61-7"1251- Descdption
Landscape Plarmer Cid Naflual iandxape Total Budget
rclutzcE EngAesonrees TeeLni ,an Hours by-7"ask
I Xleetings tz dh the CAv 12 S 24 z 2. E'
2 Stakeholder Latei.xiewz 4 1^ 16 51,246
3 Site Aiti1-.is,Prelim Concepts S 4 4 24 40 :p:1,312
Cotmunnity lleetirg--1:Vision,
4 Piograin 6 2 _ 16 36 S' 14
z Pieferred Site Design 12 4 4 _' 36 55
Community lleeti.g-2:Preferred
6 Design 6 2 12 20 $1;662
Concep€lud Site-Lister Ram 13 2-4 4 4 24 65 $6.684
Toml h-win, 60 32 16 12 132
zi}fing1'..a,v $103.00 $123.00 $102.00 5102.00 $69.()0
Tot lLairot Cast 3d,-;DD S5,ryi6 5.1,632 51,224 $9,109 =200
Dire,rEemim $1,544
Project Total 523,734
181 ,'