R-09-03-26-10C2 - 3/26/2009RESOLUTION NO. R -09-03-26-10C2
WHEREAS, the City of Round Rock desires to retain engineering
services for the Pavement Management System Project, and
WHEREAS, HVJ Associates, Inc. has submitted a Contract for
Engineering Services to provide said services, and
WHEREAS, the City Council desires to enter into said contract
with HVJ Associates, Inc., Now Therefore
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK,
TEXAS,
That the Mayor is hereby authorized and directed to execute on
behalf of the City a Contract for Engineering Services with HVJ
Associates, Inc. for the Pavement Management System Project, a copy
of said contract being attached hereto as Exhibit "A" and
incorporated herein for all purposes.
The City Council hereby finds and declares that written notice
of the date, hour, place and subject of the meeting at which this
Resolution was adopted was posted and that such meeting was open to
the public as required by law at all times during which this
Resolution and the subject matter hereof were discussed, considered
and formally acted upon, all as required by the Open Meetings Act,
Chapter 551, Texas Government Code, as amended.
RESOLVED this 26th day of March, 2009.
SARA L. WHITE, City Secretary
0:\WDOX\RESOLOTI\R90326C2.DOC/rmc
ALAN MCGRAW, Mayor
City of Round Rock, Texas
"ROUND ROCK, TEXAS
PURPOSE PASSION. PROSPERITY
CITY OF ROUND ROCK
CONTRACT FOR ENGINEERING SERVICES
FIRM: HVJ ASSOCIATES, INC. ("Engineer")
ADDRESS: 4120 Freidrich Lane, Suite 110, Austin, Texas 78744
PROJECT: Pavement Management System
THE STATE OF TEXAS
COUNTY OF WILLIAMSON
THIS CONTRACT FOR ENGINEERING SERVICES ("Contract") is made and entered into on
this the day of , 2009 by and between the CITY OF ROUND ROCK, a Texas home -
rule municipal corporation, whose offices are located at 221 East Main Street, Round Rock, Texas
78664-5299, (hereinafter referred to as "City"), and Engineer, and such Contract is for the purpose of
contracting for professional engineering services.
RECITALS:
WHEREAS, V.T.C.A., Government Code §2254.002(2)(A)(vii) under Subchapter A entitled
"Professional Services Procurement Act" provides for the procurement by municipalities of services of
professional engineers; and
WHEREAS, City and Engineer desire to contract for such professional engineering services; and
WHEREAS, City and Engineer wish to document their agreement concerning the requirements
and respective obligations of the parties;
NOW, THEREFORE, WITNESSETH:
That for and in consideration of the mutual promises contained herein and other good and
valuable considerations, and the covenants and agreements hereinafter contained to be kept and
performed by the respective parties hereto, it is agreed as follows:
Engineering Services Contract
0199.7097; 154748
STO5PAVMG
EXHIBIT
a "A"
1
Rev. 10/08
00064494
CONTRACT DOCUMENTS
The Contract Documents consist of this Contract and any exhibits attached hereto (which
exhibits are hereby incorporated into and made a part of this Contract) and all Supplemental Contracts
(as defined herein in Article 13) which are subsequently issued. These form the entire contract, and all
are as fully a part of this Contract as if attached to this Contract or repeated herein.
ARTICLE 1
CITY SERVICES
City shall perform or provide services as identified in Exhibit A entitled "City Services."
ARTICLE 2
ENGINEERING SERVICES
Engineer shall perform Engineering Services as identified in Exhibit B entitled "Engineering
Services."
Engineer shall perform the Engineering Services in accordance with the Work Schedule as
identified in Exhibit C entitled "Work Schedule." Such Work Schedule shall contain a complete
schedule so that the Engineering Services under this Contract may be accomplished within the specified
time and at the specified cost. The Work Schedule shall provide specific work sequences and definite
review times by City and Engineer of all Engineering Services. Should the review times or Engineering
Services take longer than shown on the Work Schedule, through no fault of Engineer, Engineer may
submit a timely written request for additional time, which shall be subject to the approval of the City
Manager.
ARTICLE 3
CONTRACT TERM
(1) Term. The Engineer is expected to complete the Engineering Services described herein in
accordance with the above described Work Schedule. If Engineer does not perform the Engineering
Services in accordance with the Work Schedule, then City shall have the right to terminate this Contract
as set forth below in Article 20. So long as the City elects not to terminate this Contract, it shall continue
from day to day until such time as the Engineering Services are completed. Any Engineering Services
performed or costs incurred after the date of termination shall not be eligible for reimbursement.
Engineer shall notify City in writing as soon as possible if he/she/it determines, or reasonably
anticipates, that the Engineering Services will not be completed in accordance with the Work Schedule.
(2) Work Schedule. Engineer acknowledges that the Work Schedule is of critical importance,
and agrees to undertake all necessary efforts to expedite the performance of Engineering Services
required herein so that construction of the project will be commenced and completed as scheduled. In
this regard, and subject to adjustments in the Work Schedule as provided in Article 2 herein, Engineer
shall proceed with sufficient qualified personnel and consultants necessary to fully and timely
accomplish all Engineering Services required under this Contract in a professional manner.
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(3) Notice to Proceed. After execution of this Contract, Engineer shall not proceed with
Engineering Services until authorized in writing by City to proceed as provided in Article 7.
ARTICLE 4
COMPENSATION
City shall pay and Engineer agrees to accept the amount shown below as full compensation for
the Engineering Services performed and to be performed under this Contract.
The amount payable under this Contract, without modification of the Contract as provided
herein, is the sum of Two Hundred Fifty Two Thousand Two Hundred Sixty Five and No/100 Dollars
($252.265.00) as shown in Exhibit D. The lump sum amount payable shall be revised equitably only by
written Supplemental Contract in the event of a change in Engineering Services as authorized by City.
Engineer shall prepare and submit to City monthly progress reports in sufficient detail to support
the progress of the Engineering Services and to support invoices requesting monthly payment. Any
preferred format of City for such monthly progress reports shall be identified in Exhibit B. Satisfactory
progress of Engineering Services shall be an absolute condition of payment.
The fee herein referenced may be adjusted for additional Engineering Services requested and
performed only if approved by written Supplemental Contract.
ARTICLE 5
METHOD OF PAYMENT
Payments to Engineer shall be made while Engineering Services are in progress. Engineer shall
prepare and submit to City, not more frequently than once per month, a progress report as referenced in
Article 4 above. Such progress report shall state the percentage of completion of Engineering Services
accomplished during that billing period and to date. Simultaneous with submission of such progress
report, Engineer shall prepare and submit one (1) original and one (1) copy of a certified invoice in a
form acceptable to City. This submittal shall also include a progress assessment report in a form
acceptable to City.
Progress payments shall be made in proportion to the percentage of completion of Engineering
Services identified in Exhibit D. Progress payments shall be made by City based upon Engineering
Services actually provided and performed. Upon timely receipt and approval of each statement, City
shall make a good faith effort to pay the amount which is due and payable within thirty (30) days. City
reserves the right to withhold payment pending verification of satisfactory Engineering Services
performed. Engineer has the responsibility to submit proof to City, adequate and sufficient in its
determination, that tasks were completed.
The certified statements shall show the total amount earned to the date of submission and shall
show the amount due and payable as of the date of the current statement. Final payment does not relieve
Engineer of the responsibility of correcting any errors and/or omissions resulting from his/her/its
negligence.
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ARTICLE 6
PROMPT PAYMENT POLICY
In accordance with Chapter 2251, V.T.C.A., Texas Government Code, payment to Engineer
will be made within thirty (30) days of the day on which the performance of services was complete, or
within thirty (30) days of the day on which City receives a correct invoice for services, whichever is
later. Engineer may charge a late fee (fee shall not be greater than that which is permitted by Texas law)
for payments not made in accordance with this prompt payment policy; however, this policy does not
apply in the event:
A. There is a bona fide dispute between City and Engineer concerning the supplies,
materials, or equipment delivered or the services performed that causes the payment to be
late; or
B. The terms of a federal contract, grant, regulation, or statute prevent City from making a
timely payment with federal funds; or
C. There is a bona fide dispute between Engineer and a subcontractor or between a
subcontractor and its supplier concerning supplies, materials, or equipment delivered or
the Engineering Services performed which causes the payment to be late; or
D. The invoice is not mailed to City in strict accordance with instructions, if any, on the
purchase order, or this Contract or other such contractual agreement.
City shall document to Engineer the issues related to disputed invoices within ten (10) calendar
days of receipt of such invoice. Any non -disputed invoices shall be considered correct and payable per
the terms of Chapter 2251, V.T.C.A., Texas Government Code.
ARTICLE 7
NOTICE TO PROCEED
The Engineer shall not proceed with any task listed on Exhibit B until the City has issued a
written Notice to Proceed regarding such task. The City shall not be responsible for work performed or
costs incurred by Engineer related to any task for which a Notice to Proceed has not been issued.
ARTICLE 8
PROJECT TEAM
City's Designated Representative for purposes of this Contract is as follows:
Todd Keltgen
Public Works Operations Manager
2008 Enterprise Drive
Round Rock, Texas 78664
Telephone Number (512) 218-5562
Fax Number (512) 218-3242
Email Address toddk@round-rock.tx.us
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City's Designated Representative shall be authorized to act on City's behalf with respect to this
Contract. City or City's Designated Representative shall render decisions in a timely manner pertaining
to documents submitted by Engineer in order to avoid unreasonable delay in the orderly and sequential
progress of Engineering Services.
Engineer's Designated Representative for purposes of this Contract is as follows:
R.F. (Frank) Carmichael III, P.E.
Project Manager
4120 Freidrich Lane, Suite 110
Austin, Texas 78744
Telephone Number (512) 447-9081
Fax Number (512) 443-3442
Email Address fcarmichael@hvj.com
ARTICLE 9
PROGRESS EVALUATION
Engineer shall, from time to time during the progress of the Engineering Services, confer with
City at City's election. Engineer shall prepare and present such information as may be pertinent and
necessary, or as may be requested by City, in order for City to evaluate features of the Engineering
Services. At the request of City or Engineer, conferences shall be provided at Engineer's office, the
offices of City, or at other locations designated by City. When requested by City, such conferences shall
also include evaluation of the Engineering Services.
Should City determine that the progress in Engineering Services does not satisfy the Work
Schedule, then City shall review the Work Schedule with Engineer to determine corrective action
required.
Engineer shall promptly advise City in writing of events which have or may have a significant
impact upon the progress of the Engineering Services, including but not limited to the following:
(1) Problems, delays, adverse conditions which may materially affect the ability to meet the
objectives of the Work Schedule, or preclude the attainment of project Engineering Services
units by established time periods; and such disclosure shall be accompanied by statement of
actions taken or contemplated, and City assistance needed to resolve the situation, if any;
and
(2) Favorable developments or events which enable meeting the Work Schedule goals sooner
than anticipated.
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ARTICLE 10
SUSPENSION
Should City desire to suspend the Engineering Services, but not to terminate this Contract, then
such suspension may be effected by City giving Engineer thirty (30) calendar days' verbal notification
followed by written confirmation to that effect. Such thirty -day notice may be waived in writing by
agreement and signature of both parties. The Engineering Services may be reinstated and resumed in
full force and effect within sixty (60) days of receipt of written notice from City to resume the
Engineering Services. Such sixty-day notice may be waived in writing by agreement and signature of
both parties. If this Contract is suspended for more than thirty (30) days, Engineer shall have the option
of terminating this Contract.
If City suspends the Engineering Services, the contract period as determined in Article 3, and
the Work Schedule, shall be extended for a time period equal to the suspension period.
City assumes no liability for Engineering Services performed or costs incurred prior to the date
authorized by City for Engineer to begin Engineering Services, and/or during periods when Engineering
Services is suspended, and/or subsequent to the contract completion date.
ARTICLE 11
ADDITIONAL ENGINEERING SERVICES
If Engineer forms a reasonable opinion that any work he/she/it has been directed to perform is
beyond the scope of this Contract and as such constitutes extra work, he/she/it shall promptly notify
City in writing. In the event City finds that such work does constitute extra work and exceeds the
maximum amount payable, City shall so advise Engineer and a written Supplemental Contract will be
executed between the parties as provided in Article 13. Engineer shall not perform any proposed
additional work nor incur any additional costs prior to the execution, by both parties, of a written
Supplemental Contract. City shall not be responsible for actions by Engineer nor for any costs incurred
by Engineer relating to additional work not directly associated with the performance of the Engineering
Services authorized in this Contract or any amendments thereto.
ARTICLE 12
CHANGES IN ENGINEERING SERVICES
If City deems it necessary to request changes to previously satisfactorily completed Engineering
Services or parts thereof which involve changes to the original Engineering Services or character of
Engineering Services under this Contract, then Engineer shall make such revisions as requested and as
directed by City. Such revisions shall be considered as additional Engineering Services and paid for as
specified under Article 11.
Engineer shall make revisions to Engineering Services authorized hereunder as are necessary to
correct errors appearing therein, when required to do so by City. No additional compensation shall be
due for such Engineering Services.
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ARTICLE 13
SUPPLEMENTAL CONTRACTS
The terms of this Contract may be modified by written Supplemental Contract if City
determines that there has been a significant change in (1) the scope, complexity or character of the
Engineering Services, or (2) the duration of the Engineering Services. Any such Supplemental Contract
must be duly authorized by the City. Engineer shall not proceed until the Supplemental Contract has
been executed. Additional compensation, if appropriate, shall be identified as provided in Article 4.
It is understood and agreed by and between both parties that Engineer shall make no claim for
extra work done or materials furnished until the City authorizes full execution of the written
Supplemental Contract and authorization to proceed. City reserves the right to withhold payment
pending verification of satisfactory Engineering Services performed.
ARTICLE 14
OWNERSHIP OF DOCUMENTS
All data, basic sketches, charts, calculations, plans, specifications, and other documents created
or collected under the terms of this Contract are the exclusive property of City and shall be furnished to
City upon request. All documents prepared by Engineer and all documents furnished to Engineer by
City shall be delivered to City upon completion or termination of this Contract. Engineer, at its own
expense, may retain copies of such documents or any other data which it has furnished City under this
Contract.
ARTICLE 15
PERSONNEL. EQUIPMENT AND MATERIAL
Engineer shall furnish and maintain, at its own expense, quarters for the performance of all
Engineering Services, and adequate and sufficient personnel and equipment to perform the Engineering
Services as required. All employees of Engineer shall have such knowledge and experience as will
enable them to perform the duties assigned to them. Any employee of Engineer who, in the opinion of
City, is incompetent or whose conduct becomes detrimental to the Engineering Services shall
immediately be removed from association with the project when so instructed by City. Engineer
certifies that it presently has adequate qualified personnel in its employment for performance of the
Engineering Services required under this Contract, or will obtain such personnel from sources other
than City. Engineer may not change the Project Manager without prior written consent of City.
ARTICLE 16
SUBCONTRACTING
Engineer shall not assign, subcontract or transfer any portion of the Engineering Services under
this Contract without prior written approval from City. All subcontracts shall include the provisions
required in this Contract and shall be approved as to form, in writing, by City prior to Engineering
Services being performed under the subcontract. No subcontract shall relieve Engineer of any
responsibilities under this Contract.
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ARTICLE 17
EVALUATION OF ENGINEERING SERVICES
City, or any authorized representatives of it, shall have the right at all reasonable times to review
or otherwise evaluate the Engineering Services performed or being performed hereunder and the
premises on which it is being performed. If any review or evaluation is made on the premises of
Engineer or a subcontractor, then Engineer shall provide and require its subcontractors to provide all
reasonable facilities and assistance for the safety and convenience of City or other representatives in the
performance of their duties.
ARTICLE 18
SUBMISSION OF REPORTS
All applicable study reports shall be submitted in preliminary form for approval by City before
any final report is issued. City's comments on Engineer's preliminary reports shall be addressed in any
final report.
ARTICLE 19
VIOLATION OF CONTRACT TERMS/BREACH OF CONTRACT
Violation of contract terms or breach of contract by Engineer shall be grounds for termination of
this Contract, and any increased costs arising from Engineer's default, breach of contract, or violation
of contract terms shall be paid by Engineer.
ARTICLE 20
TERMINATION
This Contract may be terminated as set forth below.
(1) By mutual agreement and consent, in writing, of both parties.
(2) By City, by notice in writing to Engineer, as a consequence of failure by Engineer to
perform the Engineering Services set forth herein in a satisfactory manner.
(3) By either party, upon the failure of the other party to fulfill its obligations as set forth
herein.
(4) By City, for reasons of its own and not subject to the mutual consent of Engineer, upon
not less than thirty (30) days' written notice to Engineer.
(5) By satisfactory completion of all Engineering Services and obligations described herein.
Should City terminate this Contract as herein provided, no fees other than fees due and payable
at the time of termination shall thereafter be paid to Engineer. In determining the value of the
Engineering Services performed by Engineer prior to termination, City shall be the sole judge.
Compensation for Engineering Services at termination will be based on a percentage of the Engineering
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Services completed at that time. Should City terminate this Contract under Subsection (4) immediately
above, then the amount charged during the thirty -day notice period shall not exceed the amount charged
during the preceding thirty (30) days.
If Engineer defaults in the performance of this Contract or if City terminates this Contract for
fault on the part of Engineer, then City shall give consideration to the actual costs incurred by Engineer
in performing the Engineering Services to the date of default, the amount of Engineering Services
required which was satisfactorily completed to date of default, the value of the Engineering Services
which are usable to City, the cost to City of employing another firm to complete the Engineering
Services required and the time required to do so, and other factors which affect the value to City of the
Engineering Services performed at the time of default.
The termination of this Contract and payment of an amount in settlement as prescribed above
shall extinguish all rights, duties, and obligations of City and Engineer under this Contract, except the
obligations set forth herein in Article 21 entitled "Compliance with Laws." If the termination of this
Contract is due to the failure of Engineer to fulfill his/her/its contractual obligations, then City may take
over the project and prosecute the Engineering Services to completion. In such case, Engineer shall be
liable to City for any additional and reasonable costs incurred by City.
Engineer shall be responsible for the settlement of all contractual and administrative issues
arising out of any procurements made by Engineer in support of the Engineering Services under this
Contract.
ARTICLE 21
COMPLIANCE WITH LAWS
(1) Compliance. Engineer shall comply with all applicable federal, state and local laws,
statutes, codes, ordinances, rules and regulations, and the orders and decrees of any court, or
administrative bodies or tribunals in any manner affecting the performance of this Contract, including
without limitation, minimum/maximum salary and wage statutes and regulations, and licensing laws
and regulations. Engineer shall furnish City with satisfactory proof of his/her/its compliance.
Engineer shall further obtain all permits and licenses required in the performance of the
Engineering Services contracted for herein.
(2) Taxes. Engineer will pay all taxes, if any, required by law arising by virtue of the
Engineering Services performed hereunder. City is qualified for exemption pursuant to the provisions
of Section 151.309 of the Texas Limited Sales, Excise, and Use Tax Act.
ARTICLE 22
INDEMNIFICATION
Engineer shall save and hold harmless City and its officers and employees from all claims and
liabilities due to activities of his/her/itself and his/her/its agents or employees, performed under this
Contract, which are caused by or which result from the negligent error, omission, or negligent act of
Engineer or of any person employed by Engineer or under Engineer's direction or control.
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Engineer shall also save and hold City harmless from any and all expenses, including but not
limited to reasonable attorneys fees which may be incurred by City in litigation or otherwise defending
claims or liabilities which may be imposed on City as a result of such negligent activities by Engineer,
its agents, or employees.
ARTICLE 23
ENGINEER'S RESPONSIBILITIES
Engineer shall be responsible for the accuracy of his/her/its Engineering Services and shall
promptly make necessary revisions or corrections to its work product resulting from errors, omissions,
or negligent acts, and same shall be done without compensation. City shall determine Engineer's
responsibilities for all questions arising from design errors and/or omissions. Engineer shall not be
relieved of responsibility for subsequent correction of any such errors or omissions in its work product,
or for clarification of any ambiguities until after the construction phase of the project has been
completed.
ARTICLE 24
ENGINEER'S SEAL
The responsible engineer shall sign, seal and date all appropriate engineering submissions to
City in accordance with the Texas Engineering Practice Act and the rules of the State Board of
Registration for Professional Engineers.
ARTICLE 25
NON -COLLUSION. FINANCIAL INTEREST PROHIBITED
(1) Non -collusion. Engineer warrants that he/she/it has not employed or retained any company
or persons, other than a bona fide employee working solely for Engineer, to solicit or secure this
Contract, and that he/she/it has not paid or agreed to pay any company or engineer any fee,
commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or resulting
from the award or making of this Contract. For breach or violation of this warranty, City reserves and
shall have the right to annul this Contract without liability or, in its discretion and at its sole election, to
deduct from the contract price or compensation, or to otherwise recover, the full amount of such fee,
commission, percentage, brokerage fee, gift or contingent fee.
(2) Financial Interest Prohibited. Engineer covenants and represents that Engineer,
his/her/its officers, employees, agents, consultants and subcontractors will have no financial interest,
direct or indirect, in the purchase or sale of any product, materials or equipment that will be
recommended or required for the construction of the project.
ARTICLE 26
INSURANCE
(1) Insurance. Engineer, at Engineer's sole cost, shall purchase and maintain during the entire
term while this Contract is in effect professional liability insurance coverage in the minimum amount of
One Million Dollars per claim from a company authorized to do insurance business in Texas and
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otherwise acceptable to City. Engineer shall also notify City, within twenty-four (24) hours of receipt, of
any notices of expiration, cancellation, non -renewal, or material change in coverage it receives from its
insurer.
(2) Subconsultant Insurance. Without limiting any of the other obligations or liabilities of
Engineer, Engineer shall require each subconsultant performing work under this Contract to maintain
during the term of this Contract, at the subconsultant's own expense, the same stipulated minimum
insurance required in Article 26, Section (1) above, including the required provisions and additional
policy conditions as shown below in Article 26, Section (3).
Engineer shall obtain and monitor the certificates of insurance from each subconsultant in order
to assure compliance with the insurance requirements. Engineer must retain the certificates of insurance
for the duration of this Contract, and shall have the responsibility of enforcing these insurance
requirements among its subconsultants. City shall be entitled, upon request and without expense, to
receive copies of these certificates of insurance.
(3) Insurance Policy Endorsements. Each insurance policy shall include the following
conditions by endorsement to the policy:
(a) Each policy shall require that thirty (30) days prior to the expiration, cancellation, non-
renewal or reduction in limits by endorsement a notice thereof shall be given to City by
certified mail to:
City Manager, City of Round Rock
221 East Main Street
Round Rock, Texas 78664
(b) The policy clause "Other Insurance" shall not apply to any insurance coverage currently
held by City, to any such future coverage, or to City's Self -Insured Retentions of
whatever nature.
(4) Cost of Insurance. The cost of all insurance required herein to be secured and maintained
by Engineer shall be borne solely by Engineer, with certificates of insurance evidencing such minimum
coverage in force to be filed with City. Such Certificates of Insurance are evidenced as Exhibit E herein
entitled "Certificates of Insurance."
ARTICLE 27
COPYRIGHTS
City shall have the royalty -free, nonexclusive and irrevocable right to reproduce, publish or
otherwise use, and to authorize others to use, any reports developed by Engineer for governmental
purposes.
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ARTICLE 28
SUCCESSORS AND ASSIGNS
This Contract shall be binding upon and inure to the benefit of the parties hereto, their
successors, lawful assigns, and legal representatives. Engineer may not assign, sublet or transfer any
interest in this Contract, in whole or in part, by operation of law or otherwise, without obtaining the
prior written consent of City.
ARTICLE 29
SEVERABILITY
In the event any one or more of the provisions contained in this Contract shall for any reason be
held to be invalid, illegal or unenforceable in any respect, then such invalidity, illegality or
unenforceability shall not affect any other provision thereof and this Contract shall be construed as if
such invalid, illegal or unenforceable provision had never been contained herein.
ARTICLE 30
PRIOR AGREEMENTS SUPERSEDED
This Contract constitutes the sole agreement of the parties hereto, and supersedes any prior
understandings or written or oral contracts between the parties respecting the subject matter defined
herein. This Contract may only be amended or supplemented by mutual agreement of the parties hereto
in writing.
ARTICLE 31
ENGINEER'S ACCOUNTING RECORDS
Records pertaining to the project, and records of accounts between City and Engineer, shall be
kept on a generally recognized accounting basis and shall be available to City or its authorized
representatives at mutually convenient times. The City reserves the right to review all records it deems
relevant which are related to this Contract.
ARTICLE 32
NOTICES
All notices to either party by the other required under this Contract shall be personally delivered
or mailed to such party at the following respective addresses:
City:
City of Round Rock
Attention: City Manager
221 East Main Street
Round Rock, TX 78664
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and to:
Stephan L. Sheets
City Attorney
309 East Main Street
Round Rock, TX 78664
Engineer:
R.F. (Frank) Carmichael III, P.E.
Project Manager
4120 Freidrich Lane, Suite 110
Austin, Texas 78744
ARTICLE 33
GENERAL PROVISIONS
(1) Time is of the Essence. Engineer understands and agrees that time is of the essence and
that any failure of Engineer to complete the Engineering Services for each phase of this Contract within
the agreed Work Schedule may constitute a material breach of this Contract. Engineer shall be fully
responsible for his/her/its delays or for failures to use his/her/its reasonable efforts in accordance with
the terms of this Contract and the Engineer's standard of performance as defined herein. Where damage
is caused to City due to Engineer's negligent failure to perform City may accordingly withhold, to the
extent of such damage, Engineer's payments hereunder without waiver of any of City's additional legal
rights or remedies.
(2) Force Majeure. Neither City nor Engineer shall be deemed in violation of this Contract if
prevented from performing any of their obligations hereunder by reasons for which they are not
responsible or circumstances beyond their control. However, notice of such impediment or delay in
performance must be timely given, and all reasonable efforts undertaken to mitigate its effects.
(3) Enforcement and Venue. This Contract shall be enforceable in Round Rock, Williamson
County, Texas, and if legal action is necessary by either party with respect to the enforcement of any or
all of the terms or conditions herein, exclusive venue for same shall lie in Williamson County, Texas.
This Contract shall be governed by and construed in accordance with the laws and court decisions of
the State of Texas.
(4) Standard of Performance. The standard of care for all professional engineering,
consulting and related services performed or furnished by Engineer and its employees under this
Contract will be the care and skill ordinarily used by members of Engineer's profession practicing
under the same or similar circumstances at the same time and in the same locality. Excepting Articles
25 and 34 herein, Engineer makes no warranties, express or implied, under this Contract or otherwise,
in connection with the Engineering Services.
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(5) Opinion of Probable Cost. Any opinions of probable project cost or probable construction
cost provided by Engineer are made on the basis of information available to Engineer and on the basis
of Engineer's experience and qualifications and represents its judgment as an experienced and qualified
professional engineer. However, since Engineer has no control over the cost of labor, materials,
equipment or services furnished by others, or over the contractor(s') methods of determining prices, or
over competitive bidding or market conditions, Engineer does not guarantee that proposals, bids or
actual project or construction cost will not vary from opinions of probable cost Engineer prepares.
(6) Opinions and Determinations. Where the terms of this Contract provide for action to be
based upon opinion, judgment, approval, review, or determination of either party hereto, such terms are
not intended to be and shall never be construed as permitting such opinion, judgment, approval, review,
or determination to be arbitrary, capricious, or unreasonable.
ARTICLE 34
SIGNATORY WARRANTY
The undersigned signatory for Engineer hereby represents and warrants that the signatory is an
officer of the organization for which he/she has executed this Contract and that he/she has full and
complete authority to enter into this Contract on behalf of the firm. The above -stated representations
and warranties are made for the purpose of inducing City to enter into this Contract.
IN WITNESS WHEREOF, the City of Round Rock has caused this Contract to be signed in its
corporate name by its duly authorized City Manager or Mayor, as has Engineer, signing by and through
its duly authorized representative(s), thereby binding the parties hereto, their successors, assigns and
representatives for the faithful and full performance of the terms and provisions hereof.
CITY OF ROUND ROCK, TEXAS APPROVED AS TO FORM:
By:
Alan McGraw, Mayor Stephan L. Sheets, City Attorney
ATTEST:
By:
Sara L. White, City Secretary
HVJ ASSOCIATES, INC.
By:
Signature of Principal
Printed Name: I. F. CR -Q tit /64,4iQ E L - IL
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LIST OF EXHIBITS ATTACHED
(1) Exhibit A City Services
(2) Exhibit B Engineering Services
(3) Exhibit C Work Schedule
(4) Exhibit D Fee Schedule
(5) Exhibit E Certificates of Insurance
EXHIBIT A
City Services
HVJ Associates, Inc (HVJ) has summarized herein a summary of services to be provided by the City
of Round Rock for engineering services associated with providing a Pavement Management System.
This submittal is based on recent meetings with you and Mr. Todd Keltgen and the scope of work as
presented in the RF and in Exhibit B — Services to be provided by Engineer.
• The City will provide a GIS based file with a comprehensive street network identifying which
streets are maintained by the city, and including street name, cross street names, low and high
address, block length, pavement width, class, council district, whether street is divided, number
of lanes, subdivision (if applicable), and map grid reference (if applicable). City staff will work
with HVJ to provide the needed GIS data.
• City will provide City IT staff to work with HVJ to install the final software and data based on
the appropriate City servers. The City will provide the necessary operating systems for the HVJ
software; namely ArcView 9.0, SQL server 5.0, MS operating system.
• City staff to be trained to complete the field data collection using the data collection tools to be
provided by HVJ.
• City staff to be trained to use the IMMP and PIM to be provided by HVJ
• Data input set based on the fields as specified by the Cmgraph • software. This task is based on
a requirement that the Carxgraph • documentation and detailed file structure will be provided to
• City input on historical pavement replacement, and rehabilitation, and maintenance costs and
treatments. The City will provide the street repair budget levels to be analyzed with IMMP.
EXHIBIT B
Engineering Services
HVJ Associates, Inc (HVJ) is pleased to submit this fee estimate for engineering services associated
with providing a Pavement Management System. This submittal is based on recent meetings with you
and Mr. Tom Martin and the scope of work as presented in the RFQ.
Overview
HVJ will conduct a manual visual condition survey of all the City maintained streets. For this survey
HVJ will use the visual survey procedures and definitions as required by the HVJ Infrastructure
Maintenance Management Program (IIvIMP) system software to develop the Pavement Condition
Rating (PCR) score for each street segment.
HVJ has based this proposal based on implementing the Infrastructure Maintenance Management
Program (IMMP) software and the Pavement Investment Module (PIM) budgeting analysis
software, which provides multi-year project level budgets based on varying funding levels. The City
of Round Rock does not need the HVJ Work Order Management Module since the City has already
implemented the Cartegraph• Work Order Management System. HVJ will provide custom software
to provide for an export of the PIM budget module results of selected projects to the Work Order
Management System for tracking.
Manual Pavement Condition Surveys of Pavements Only
HVJ will conduct a visual condition survey of all 450 miles of the City maintained streets. The HVJ
visual survey procedures will be used to rate existing pavement distress The pavement distresses will
be entered into HVJ's Infrastructure Maintenance Management Program (IMMP) system software
to calculate the overall Pavement Condition Rating (PCt). HVJ will also deliver the Pavement
Investment Module (PIM) budgeting software which prow ddes multi-year project level budgets based
on varying funding levels.
Key Assumptions
Key assumptions and basic parameters affecting these estimates are as follows:
Network Size
• The estimates are based on the network size of 450 centerline miles based on all City
maintained streets. This figure was developed from the City of Round Rock GIS shapefile
provided to HVJ and based on sections shown with Owner code of "RR".
Pavement Condition Surveys
• The City will provide a GIS based file with a comprehensive street network identifying which
streets are maintained by the city, and including street name, cross street names, low and high
address, block length, pavement width, class, council district, whether street is divided, number
of lanes, subdivision (if applicable), and map grid reference (if applicable).
• The proposal assumes that the condition survey rating method will follow the HVJ IMMP
defuutions and procedures.
Software
• The estimate is based on providing HVJ's non proprietary In rasbuaum Maw Mamge ent
Program (IMMP) software, includingthe latest Pazement Inzestmmt Maxide (PIM) which provides
for planning C IP and routine and minor maintenance budgets separately. In this context,
non-proprietary refers to allowing the City full and open access (i.e. administrative rights) to all
data and data tables within the IMMP and PIM databases installed on City IT infrastructure.
There is no ongoing maintenance fee required, post -delivery consultation will be offered on a
time and matenals basis as needed and only with prior authorization from the City.
• HVJ understands that the City of Round Rock will not need the Work Order Module of IMMP,
since the current Work Order Module by GotEgrap�i ® has already been implemented.
HVJ will implement GIS access to data through a "view" within the database referenced to the
GIS centerline ID to allow for integration of data into the City GIS platform
• City staff will be trained to complete the field data collection and data collection tools will be
provided.
• City staff will be trained to use the software and complete documentation and user's manitils
will be provided
• Based on discussions with City staff, HVJ will create a view (table) in the IMMP program to
translate data as stored in IMMP to a data input set based on the fields as specified by the
Gotegraph •software. This task is based on a requirement that the Garttgraph ® documentation
and detailed file structure will be provided to HVJ.
HVJ looks forward to working with the City of Round Rock for successful completion of this project
and final implementation of an updated pavement evaluation and management system.
2
APPENDIX - Work Plan
The following work plan described herein presents HVJ's proposed approach for completing the
street evaluations to meet the desired goals of the RFQ and historical as well as ongoing City street
management efforts. The following tasks have been developed based on the RFQ and HVJ meetings
with City staff, and HVJ experience.
Project Planning. Coordination. and Administration
A kickoff meeting will be held to discuss the overall project scope and to collect available historical data.
The Citywill provide a GIS based file with a comprehensive street network identifying which streets are
maintained by the city, and including street name, cross street names, low and high address, block
length, pavement width, class, council district, whether street is divided, number of lanes, subdivision (if
applicable), and map grid reference (if applicable).
Monthly progress reports will be submitted with each invoice. Subcontractor work will be directed
and quality assurance and quality control checks made on the data.
Data Collection and Processing
Initial steps in the data collection process include developing the street network inventory. This will
result in a block by block representation of the City's street network in the IMMP database which
forms the basis for further data storage within the system. This data will be further processed to
develop a "project" level grouping. A project is comprised of several contiguous blocks along a
street single street, usually extending between logical end points such as major cross streets, council
district boundaries, etc. HVJ will post -process and import this data into the IMMP software. The
software will be tested by HVJ staff prior to deployment.
A Manual Pavement Condition Rating (PCR) value ranging from 0 to 100 will based on the distress
values associated with the severity and extent ratings for each type of pavement distress.
• Flexible Pavement Distress (asphalt streets) shall include for cracking, longitudinal
and transverse cracking, pavement failures and pothole patc ' , utility cut patching,
wheelpath rutting, and nde quality estimate
• Rigid Pavement Distress (concrete streets) shall include faulting, linear cracking, joint seal
condition, patching, spalling (comer and joint), joint seal damage, and ride quality estimate.
Note that these distresses are not exactly the same as those noted in the RFQ, but they conform to
the distresses tracked in the IMMP software. City staff will be trained in these procedures. This
training will allow City of Round Rock staff to survey portions of the street network when the need
arises.
GIS System Link
HVJ will implement a link to the City's GIS. This task will develop and deliver a "View" within the
database which links IMMP data to a Citypreppared GIS segment IDs for each street segment. This
will allow various attributes calculated by the IMNll' program and available in the IMMP database to
be exported to GIS for display in graphical form by City GIS staff on an ongoing basis.
Budget Dezlopment
This task will develop an estimate of the current replacement and rehabilitation backlog for the City
street network Historical pavement costs and replacement costs will be determined based on City
historical records and experience. HVJ will define the types of street maintenance treatments and
unit costs in conjunction with City staff experience. The City will provide the street repair budgets
and unit costs for treatments based on recent City and/or TxDOT bid tabulation records.
HVJ will provide the PIM software which develops a 10 year street maintenance and rehabilitation
plan. The plan will be perforin budget analysis based on the projected budgets input by the City.
3
Budgets can be entered both by council district and citywide. The results will be prioritized list of
the required street rehabilitation and reconstruction needs and will provide an estimate of the total
network costs.
Final Report
HVJ will use the budget software to evaluate the network based on budget levels provided by the
City. We will make a presentation of results to City staff and obtain comments and document the
final results in an enguieering report. A final report will be prepared documenting all the work
conducted in the project.
Deliter Database and Software with Documentation and Protide Training
Deliver a final database for the selected software with complete documentation. Provide two days
of training for City staff on use of the analysis software and field data collection procedures.
Software should include any tools used to collect and upload condition surveys, pavement
management client application to include a multiyear budget module, integration with the City's
current street maintenance work order system, and the pavement management database loaded with
the entire field collected data.
Computer files will also be provided and installed as required in the RFQ. The HVJ IMMP and PIM
databases will be loaded on a City -designated server and the IMMP and PIM software applications
installed on multiple City computers. The IMMP software may be placed on as many workstations
as desired, however the City must provide each workstation with the proper network access the
database server.
HVJ will also provide training on the field data survey and rating collection procedures, engineering
methods, and system analyses that can be performed with the IMMP software. This comprehensive
training will include discussions of the engineering parameters selected on the project and how these
may be modified or enhanced in the future to meet changing conditions. Training will also involve
discussions regarding the results presented by HVJ in the final report. Training will include the basis
upon which the engineering recommendations were made and how the IMMP software predicts
street maintenance and rehabilitation priorities.
Data collection training should be scheduled to correspond with the beginning of the data collection
activities. Additional training can be tailored to meet the City's needs and can be provided as
additional services if requested.
4
EXHIBIT C
Work Schedule
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EXHIBIT E
Certificates of Insurance
Attached Behind This Page
CERTIFICATE OF LIABILITY INSURANCE EXHIBIT E
Date:
PRODJCER:
USI Southwest
840 (:essner, Silt to 690
Houston, TX 77024
Phone: E.mad tinny. chaddick@ u
713-490-4u00
INSURED:
HVJ Associates, Inc.
6_120L., Hafry Ashford
Houston. TX 77072
Phone: E-mail
2/17/09
TDI nuriber required. Please refer to the
Texas Dept of Insurance website: http://www.tdi.state.tx.us/
COMPANIES AFFORDING COVERAGE
TDI
Hartford Underwriters Insurance 60400
B Hartford Accident & Indemnity 38500
Hartford Casualty Insurance
38525
u p rd Ins. Co. oftheMidwest 93890
THIS IS TO CERTIFY THAT the Insured named above is insured by the uompantesrlisttedeabove w res 55
hereinafter described, for the agar Peet to the business thsS operations
types of insurance and in accordance with the provisions of the standard policies used by the companies,
and further hereinafter described. Exceptions to the policies are noted below.
CO TYPE OF POLICY EFFECTIVE EXPIRATION
LTR INSURANCE NUMBER DATE DATE
A GENERAL LIABILITY 61UUNIT2215 12/15/08 12/15/09
B AUTOMOBILELIABILITY 61UUNit2215 12/15/08 12/15/09
GENERAL AGGREGATE
PRODUCTS-COMP/OP AGG.
PERSONAL & ADV. INJURY
EACH OCCURRENCE
FIRE DAMAGE (My one fire)
LIMITS
$2,000,000
$2,000,000
51,000,000
$1,000,000
$ 300,000
MED. EXPENSE (Any one person) $ 10,000
COMBINED SINGLE LIMIT $ 1,000,000
BODILY INJURY (Per person) $
BODILY INJURY (Per accident) $
PROPERTY DAMAGE $
C EXCESS LIABILITY 61XHUIT0937 12/15/08 12/15/09 EACH OCCURRENCE 510,000,000
AGGREGATE $
D WORKERS' COMPENSATION 61148100124 12/15/08 12/15/09 STATUTORY LIMITS 51,000,000
AND EMPLOYERS' LIABILITY EACH ACCIDENT S 1,000,000
DISEASE - POLICY LIMIT $ 1,000,000
DISEASE - EACH EMPLOYEE $
E PROFESSIONAL LIABILITY AEE7204001 04/06/08 04/06/09
BUILDERS' RISK INSURANCE
OR INSTALLATION INSURANCE
DESCRIPTION OF OPERATIONS/LOCATIONSNEHICLES/SPECIAL ITEMS/EXCEPTIONS
$1,000,000
The City of Round Rock is nam- ed as additional - insured with respect to all policies except 'Workers' Compensation and Employers'
Liability' and 'Professional Liability'. Should any of the above described policies be cancelled or changed before the expiration date
thereof, the issuing company will mail thirty (30) days written notice to the certificate holder named below.
CERTIFICATE HOLDER: City Manager
City of Round Rock SIGNATURE OF AGENT LICENSED IN STATE OF TEXAS
221 E. Main Street
Round Rock, Texas 78664
128384
00650 — 1-2008
Ccuta' 2tin244/40
Typed Name: David Arntsen
Title: Vice President
Page 2
Certificate of Liability Insurance
DATE: March 19, 2009
SUBJECT: City Council Meeting — March 26, 2009
ITEM: 10C2. Consider a resolution authorizing the Mayor to execute a Contract for
Engineering Services with HVJ Associates, Inc. for the Pavement Management
System project.
Department:
Staff Person:
Justification:
Transportation Services
Tom Word, P.E., Chief Public Works Operations
This contract is to establish a Pavement Management System for our Street Maintenance Program. HVJ
Associates, Inc. will perform a pavement distress survey, which will include coordination; data collection,
verification, upload and analysis; development of a maintenance and repair strategy; and integration
with the City's geographical information system (GIS).
Funding:
Cost: $252,265.00
Source of funds: Self -Financed Construction Fund
Outside Resources: N/A
Background Information:
The citizens of Round Rock have made a long term commitment to build an adequate roadway system
by approving a 1/2 cent sales tax specifically for roadway improvements. The city followed up on this
commitment in the development of the Transportation Master Plan. Currently, the city has 1002 lane
miles of roadway ranging from neighborhood streets to arterial roadways. This amount increases an
average of 12 lane miles per year. The City also made a commitment to roadway maintenance by
establishing a Street Maintenance Program. A key Transportation Services objective is an annual
repaving project for 1/8 of the City's 1002 lane miles.
With the Pavement Management system a maintenance and repair plan will be implemented, which will
aid in forecasting future maintenance and repair budgets. A key benefit is to effectively prioritize
roadway maintenance, so streets do not deteriorate to the point of requiring reconstruction. Effectively
planning for the expense of maintenance and repair is considerably more desirable than crippling the
budget to reconstruct considerably less lane miles.
Public Comment: N/A
EXECUTED
DOCUMENT
FOLLOWS
i
ROUND ROCK, TEXAS
PURPOSE. PASSION PROSPERITY
CITY OF ROUND ROCK
CONTRACT FOR ENGINEERING SERVICES
FIRM: HVJ ASSOCIATES, INC. ("Engineer")
ADDRESS: 4120 Freidrich Lane, Suite 110, Austin, Texas 78744
PROJECT: Pavement Management System
THE STATE OF TEXAS
COUNTY OF WILLIAMSON
THIS CONT CT FOR ENGINEERING SERVICES ("Contract") is made and entered into on
this the X' 'day of , 2009 by and between the CITY OF ROUND ROCK, a Texas home -
rule municipal corporation, whose offices are located at 221 East Main Street, Round Rock, Texas
78664-5299, (hereinafter referred to as "City"), and Engineer, and such Contract is for the purpose of
contracting for professional engineering services.
RECITALS:
WHEREAS, V.T.C.A., Government Code §2254.002(2)(A)(vii) under Subchapter A entitled
"Professional Services Procurement Act" provides for the procurement by municipalities of services of
professional engineers; and
WHEREAS, City and Engineer desire to contract for such professional engineering services; and
WHEREAS, City and Engineer wish to document their agreement concerning the requirements
and respective obligations of the parties;
NOW, THEREFORE, WITNESSETH:
That for and in consideration of the mutual promises contained herein and other good and
valuable considerations, and the covenants and agreements hereinafter contained to be kept and
performed by the respective parties hereto, it is agreed as follows:
Engineering Services Contract Rev. 10/08
0199.7097; 154748 00064494
STO5PAVMG
'Ia_ct,-03-2&-IoG2.
1
CONTRACT DOCUMENTS
The Contract Documents consist of this Contract and any exhibits attached hereto (which
exhibits are hereby incorporated into and made a part of this Contract) and all Supplemental Contracts
(as defined herein in Article 13) which are subsequently issued. These form the entire contract, and all
are as fully a part of this Contract as if attached to this Contract or repeated herein.
ARTICLE 1
CITY SERVICES
City shall perform or provide services as identified in Exhibit A entitled "City Services."
ARTICLE 2
ENGINEERING SERVICES
Engineer shall perform Engineering Services as identified in Exhibit B entitled "Engineering
Services."
Engineer shall perform the Engineering Services in accordance with the Work Schedule as
identified in Exhibit C entitled "Work Schedule." Such Work Schedule shall contain a complete
schedule so that the Engineering Services under this Contract may be accomplished within the specified
time and at the specified cost. The Work Schedule shall provide specific work sequences and definite
review times by City and Engineer of all Engineering Services. Should the review times or Engineering
Services take longer than shown on the Work Schedule, through no fault of Engineer, Engineer may
submit a timely written request for additional time, which shall be subject to the approval of the City
Manager.
ARTICLE 3
CONTRACT TERM
(1) Term. The Engineer is expected to complete the Engineering Services described herein in
accordance with the above described Work Schedule. If Engineer does not perform the Engineering
Services in accordance with the Work Schedule, then City shall have the right to terminate this Contract
as set forth below in Article 20. So long as the City elects not to terminate this Contract, it shall continue
from day to day until such time as the Engineering Services are completed. Any Engineering Services
performed or costs incurred after the date of termination shall not be eligible for reimbursement.
Engineer shall notify City in writing as soon as possible if he/she/it determines, or reasonably
anticipates, that the Engineering Services will not be completed in accordance with the Work Schedule.
(2) Work Schedule. Engineer acknowledges that the Work Schedule is of critical importance,
and agrees to undertake all necessary efforts to expedite the performance of Engineering Services
required herein so that construction of the project will be commenced and completed as scheduled. In
this regard, and subject to adjustments in the Work Schedule as provided in Article 2 herein, Engineer
shall proceed with sufficient qualified personnel and consultants necessary to fully and timely
accomplish all Engineering Services required under this Contract in a professional manner.
2
(3) Notice to Proceed. After execution of this Contract, Engineer shall not proceed with
Engineering Services until authorized in writing by City to proceed as provided in Article 7.
ARTICLE 4
COMPENSATION
City shall pay and Engineer agrees to accept the amount shown below as full compensation for
the Engineering Services performed and to be performed under this Contract.
The amount payable under this Contract, without modification of the Contract as provided
herein, is the sum of Two Hundred Fifty Two Thousand Two Hundred Sixty Five and No/100 Dollars
($252,265.00) as shown in Exhibit D. The lump sum amount payable shall be revised equitably only by
written Supplemental Contract in the event of a change in Engineering Services as authorized by City.
Engineer shall prepare and submit to City monthly progress reports in sufficient detail to support
the progress of the Engineering Services and to support invoices requesting monthly payment. Any
preferred format of City for such monthly progress reports shall be identified in Exhibit B. Satisfactory
progress of Engineering Services shall be an absolute condition of payment.
The fee herein referenced may be adjusted for additional Engineering Services requested and
performed only if approved by written Supplemental Contract.
ARTICLE 5
METHOD OF PAYMENT
Payments to Engineer shall be made while Engineering Services are in progress. Engineer shall
prepare and submit to City, not more frequently than once per month, a progress report as referenced in
Article 4 above. Such progress report shall state the percentage of completion of Engineering Services
accomplished during that billing period and to date. Simultaneous with submission of such progress
report, Engineer shall prepare and submit one (1) original and one (1) copy of a certified invoice in a
form acceptable to City. This submittal shall also include a progress assessment report in a form
acceptable to City.
Progress payments shall be made in proportion to the percentage of completion of Engineering
Services identified in Exhibit D. Progress payments shall be made by City based upon Engineering
Services actually provided and performed. Upon timely receipt and approval of each statement, City
shall make a good faith effort to pay the amount which is due and payable within thirty (30) days. City
reserves the right to withhold payment pending verification of satisfactory Engineering Services
performed. Engineer has the responsibility to submit proof to City, adequate and sufficient in its
determination, that tasks were completed.
The certified statements shall show the total amount earned to the date of submission and shall
show the amount due and payable as of the date of the current statement. Final payment does not relieve
Engineer of the responsibility of correcting any errors and/or omissions resulting from his/her/its
negligence.
3
ARTICLE 6
PROMPT PAYMENT POLICY
In accordance with Chapter 2251, V.T.C.A., Texas Government Code, payment to Engineer
will be made within thirty (30) days of the day on which the performance of services was complete, or
within thirty (30) days of the day on which City receives a correct invoice for services, whichever is
later. Engineer may charge a late fee (fee shall not be greater than that which is permitted by Texas law)
for payments not made in accordance with this prompt payment policy; however, this policy does not
apply in the event:
A. There is a bona fide dispute between City and Engineer concerning the supplies,
materials, or equipment delivered or the services performed that causes the payment to be
late; or
B. The terms of a federal contract, grant, regulation, or statute prevent City from making a
timely payment with federal funds; or
C. There is a bona fide dispute between Engineer and a subcontractor or between a
subcontractor and its supplier concerning supplies, materials, or equipment delivered or
the Engineering Services performed which causes the payment to be late; or
D. The invoice is not mailed to City in strict accordance with instructions, if any, on the
purchase order, or this Contract or other such contractual agreement.
City shall document to Engineer the issues related to disputed invoices within ten (10) calendar
days of receipt of such invoice. Any non -disputed invoices shall be considered correct and payable per
the terms of Chapter 2251, V.T.C.A., Texas Government Code.
ARTICLE 7
NOTICE TO PROCEED
The Engineer shall not proceed with any task listed on Exhibit B until the City has issued a
written Notice to Proceed regarding such task. The City shall not be responsible for work performed or
costs incurred by Engineer related to any task for which a Notice to Proceed has not been issued.
ARTICLE 8
PROJECT TEAM
City's Designated Representative for purposes of this Contract is as follows:
Todd Keltgen
Public Works Operations Manager
2008 Enterprise Drive
Round Rock, Texas 78664
Telephone Number (512) 218-5562
Fax Number (512) 218-3242
Email Address toddk@round-rock.tx.us
4
City's Designated Representative shall be authorized to act on City's behalf with respect to this
Contract. City or City's Designated Representative shall render decisions in a timely manner pertaining
to documents submitted by Engineer in order to avoid unreasonable delay in the orderly and sequential
progress of Engineering Services.
Engineer's Designated Representative for purposes of this Contract is as follows:
R.F. (Frank) Carmichael III, P.E.
Project Manager
4120 Freidrich Lane, Suite 110
Austin, Texas 78744
Telephone Number (512) 447-9081
Fax Number (512) 443-3442
Email Address fcarmichael@hvj.com
ARTICLE 9
PROGRESS EVALUATION
Engineer shall, from time to time during the progress of the Engineering Services, confer with
City at City's election. Engineer shall prepare and present such information as may be pertinent and
necessary, or as may be requested by City, in order for City to evaluate features of the Engineering
Services. At the request of City or Engineer, conferences shall be provided at Engineer's office, the
offices of City, or at other locations designated by City. When requested by City, such conferences shall
also include evaluation of the Engineering Services.
Should City determine that the progress in Engineering Services does not satisfy the Work
Schedule, then City shall review the Work Schedule with Engineer to determine corrective action
required.
Engineer shall promptly advise City in writing of events which have or may have a significant
impact upon the progress of the Engineering Services, including but not limited to the following:
(1) Problems, delays, adverse conditions which may materially affect the ability to meet the
objectives of the Work Schedule, or preclude the attainment of project Engineering Services
units by established time periods; and such disclosure shall be accompanied by statement of
actions taken or contemplated, and City assistance needed to resolve the situation, if any;
and
(2) Favorable developments or events which enable meeting the Work Schedule goals sooner
than anticipated.
5
ARTICLE 10
SUSPENSION
Should City desire to suspend the Engineering Services, but not to terminate this Contract, then
such suspension may be effected by City giving Engineer thirty (30) calendar days' verbal notification
followed by written confirmation to that effect. Such thirty -day notice may be waived in writing by
agreement and signature of both parties. The Engineering Services may be reinstated and resumed in
full force and effect within sixty (60) days of receipt of written notice from City to resume the
Engineering Services. Such sixty-day notice may be waived in writing by agreement and signature of
both parties. If this Contract is suspended for more than thirty (30) days, Engineer shall have the option
of terminating this Contract.
If City suspends the Engineering Services, the contract period as determined in Article 3, and
the Work Schedule, shall be extended for a time period equal to the suspension period.
City assumes no liability for Engineering Services performed or costs incurred prior to the date
authorized by City for Engineer to begin Engineering Services, and/or during periods when Engineering
Services is suspended, and/or subsequent to the contract completion date.
ARTICLE 11
ADDITIONAL ENGINEERING SERVICES
If Engineer forms a reasonable opinion that any work he/she/it has been directed to perform is
beyond the scope of this Contract and as such constitutes extra work, he/she/it shall promptly notify
City in writing. In the event City finds that such work does constitute extra work and exceeds the
maximum amount payable, City shall so advise Engineer and a written Supplemental Contract will be
executed between the parties as provided in Article 13. Engineer shall not perform any proposed
additional work nor incur any additional costs prior to the execution, by both parties, of a written
Supplemental Contract. City shall not be responsible for actions by Engineer nor for any costs incurred
by Engineer relating to additional work not directly associated with the performance of the Engineering
Services authorized in this Contract or any amendments thereto.
ARTICLE 12
CHANGES IN ENGINEERING SERVICES
If City deems it necessary to request changes to previously satisfactorily completed Engineering
Services or parts thereof which involve changes to the original Engineering Services or character of
Engineering Services under this Contract, then Engineer shall make such revisions as requested and as
directed by City. Such revisions shall be considered as additional Engineering Services and paid for as
specified under Article 11.
Engineer shall make revisions to Engineering Services authorized hereunder as are necessary to
correct errors appearing therein, when required to do so by City. No additional compensation shall be
due for such Engineering Services.
6
ARTICLE 13
SUPPLEMENTAL CONTRACTS
The terms of this Contract may be modified by written Supplemental Contract if City
determines that there has been a significant change in (1) the scope, complexity or character of the
Engineering Services, or (2) the duration of the Engineering Services. Any such Supplemental Contract
must be duly authorized by the City. Engineer shall not proceed until the Supplemental Contract has
been executed. Additional compensation, if appropriate, shall be identified as provided in Article 4.
It is understood and agreed by and between both parties that Engineer shall make no claim for
extra work done or materials furnished until the City authorizes full execution of the written
Supplemental Contract and authorization to proceed. City reserves the right to withhold payment
pending verification of satisfactory Engineering Services performed.
ARTICLE 14
OWNERSHIP OF DOCUMENTS
All data, basic sketches, charts, calculations, plans, specifications, and other documents created
or collected under the terms of this Contract are the exclusive property of City and shall be furnished to
City upon request. All documents prepared by Engineer and all documents furnished to Engineer by
City shall be delivered to City upon completion or termination of this Contract. Engineer, at its own
expense, may retain copies of such documents or any other data which it has furnished City under this
Contract.
ARTICLE 15
PERSONNEL, EQUIPMENT AND MATERIAL
Engineer shall furnish and maintain, at its own expense, quarters for the performance of all
Engineering Services, and adequate and sufficient personnel and equipment to perform the Engineering
Services as required. All employees of Engineer shall have such knowledge and experience as will
enable them to perform the duties assigned to them. Any employee of Engineer who, in the opinion of
City, is incompetent or whose conduct becomes detrimental to the Engineering Services shall
immediately be removed from association with the project when so instructed by City. Engineer
certifies that it presently has adequate qualified personnel in its employment for performance of the
Engineering Services required under this Contract, or will obtain such personnel from sources other
than City. Engineer may not change the Project Manager without prior written consent of City.
ARTICLE 16
SUBCONTRACTING
Engineer shall not assign, subcontract or transfer any portion of the Engineering Services under
this Contract without prior written approval from City. All subcontracts shall include the provisions
required in this Contract and shall be approved as to form, in writing, by City prior to Engineering
Services being performed under the subcontract. No subcontract shall relieve Engineer of any
responsibilities under this Contract.
7
ARTICLE 17
EVALUATION OF ENGINEERING SERVICES
City, or any authorized representatives of it, shall have the right at all reasonable times to review
or otherwise evaluate the Engineering Services performed or being performed hereunder and the
premises on which it is being performed. If any review or evaluation is made on the premises of
Engineer or a subcontractor, then Engineer shall provide and require its subcontractors to provide all
reasonable facilities and assistance for the safety and convenience of City or other representatives in the
performance of their duties.
ARTICLE 18
SUBMISSION OF REPORTS
All applicable study reports shall be submitted in preliminary form for approval by City before
any final report is issued. City's comments on Engineer's preliminary reports shall be addressed in any
final report.
ARTICLE 19
VIOLATION OF CONTRACT TERMS/BREACH OF CONTRACT
Violation of contract terms or breach of contract by Engineer shall be grounds for termination of
this Contract, and any increased costs arising from Engineer's default, breach of contract, or violation
of contract terms shall be paid by Engineer.
ARTICLE 20
TERMINATION
This Contract may be terminated as set forth below.
(1) By mutual agreement and consent, in writing, of both parties.
(2) By City, by notice in writing to Engineer, as a consequence of failure by Engineer to
perform the Engineering Services set forth herein in a satisfactory manner.
(3) By either party, upon the failure of the other party to fulfill its obligations as set forth
herein.
(4) By City, for reasons of its own and not subject to the mutual consent of Engineer, upon
not less than thirty (30) days' written notice to Engineer.
(5) By satisfactory completion of all Engineering Services and obligations described herein.
Should City terminate this Contract as herein provided, no fees other than fees due and payable
at the time of termination shall thereafter be paid to Engineer. In determining the value of the
Engineering Services performed by Engineer prior to termination, City shall be the sole judge.
Compensation for Engineering Services at termination will be based on a percentage of the Engineering
8
Services completed at that time. Should City terminate this Contract under Subsection (4) immediately
above, then the amount charged during the thirty -day notice period shall not exceed the amount charged
during the preceding thirty (30) days.
If Engineer defaults in the performance of this Contract or if City terminates this Contract for
fault on the part of Engineer, then City shall give consideration to the actual costs incurred by Engineer
in performing the Engineering Services to the date of default, the amount of Engineering Services
required which was satisfactorily completed to date of default, the value of the Engineering Services
which are usable to City, the cost to City of employing another firm to complete the Engineering
Services required and the time required to do so, and other factors which affect the value to City of the
Engineering Services performed at the time of default.
The termination of this Contract and payment of an amount in settlement as prescribed above
shall extinguish all rights, duties, and obligations of City and Engineer under this Contract, except the
obligations set forth herein in Article 21 entitled "Compliance with Laws." If the termination of this
Contract is due to the failure of Engineer to fulfill his/her/its contractual obligations, then City may take
over the project and prosecute the Engineering Services to completion. In such case, Engineer shall be
liable to City for any additional and reasonable costs incurred by City.
Engineer shall be responsible for the settlement of all contractual and administrative issues
arising out of any procurements made by Engineer in support of the Engineering Services under this
Contract.
ARTICLE 21
COMPLIANCE WITH LAWS
(1) Compliance. Engineer shall comply with all applicable federal, state and local laws,
statutes, codes, ordinances, rules and regulations, and the orders and decrees of any court, or
administrative bodies or tribunals in any manner affecting the performance of this Contract, including
without limitation, minimum/maximum salary and wage statutes and regulations, and licensing laws
and regulations. Engineer shall furnish City with satisfactory proof of his/her/its compliance.
Engineer shall further obtain all permits and licenses required in the performance of the
Engineering Services contracted for herein.
(2) Taxes. Engineer will pay all taxes, if any, required by law arising by virtue of the
Engineering Services performed hereunder. City is qualified for exemption pursuant to the provisions
of Section 151.309 of the Texas Limited Sales, Excise, and Use Tax Act.
ARTICLE 22
INDEMNIFICATION
Engineer shall save and hold harmless City and its officers and employees from all claims and
liabilities due to activities of his/her/itself and his/her/its agents or employees, performed under this
Contract, which are caused by or which result from the negligent error, omission, or negligent act of
Engineer or of any person employed by Engineer or under Engineer's direction or control.
9
Engineer shall also save and hold City harmless from any and all expenses, including but not
limited to reasonable attorneys fees which may be incurred by City in litigation or otherwise defending
claims or liabilities which may be imposed on City as a result of such negligent activities by Engineer,
its agents, or employees.
ARTICLE 23
ENGINEER'S RESPONSIBILITIES
Engineer shall be responsible for the accuracy of his/her/its Engineering Services and shall
promptly make necessary revisions or corrections to its work product resulting from errors, omissions,
or negligent acts, and same shall be done without compensation. City shall determine Engineer's
responsibilities for all questions arising from design errors and/or omissions. Engineer shall not be
relieved of responsibility for subsequent correction of any such errors or omissions in its work product,
or for clarification of any ambiguities until after the construction phase of the project has been
completed.
ARTICLE 24
ENGINEER'S SEAL
The responsible engineer shall sign, seal and date all appropriate engineering submissions to
City in accordance with the Texas Engineering Practice Act and the rules of the State Board of
Registration for Professional Engineers.
ARTICLE 25
NON -COLLUSION. FINANCIAL INTEREST PROHIBITED
(1) Non -collusion. Engineer warrants that he/she/it has not employed or retained any company
or persons, other than a bona fide employee working solely for Engineer, to solicit or secure this
Contract, and that he/she/it has not paid or agreed to pay any company or engineer any fee,
commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or resulting
from the award or making of this Contract. For breach or violation of this warranty, City reserves and
shall have the right to annul this Contract without liability or, in its discretion and at its sole election, to
deduct from the contract price or compensation, or to otherwise recover, the full amount of such fee,
commission, percentage, brokerage fee, gift or contingent fee.
(2) Financial Interest Prohibited. Engineer covenants and represents that Engineer,
his/her/its officers, employees, agents, consultants and subcontractors will have no financial interest,
direct or indirect, in the purchase or sale of any product, materials or equipment that will be
recommended or required for the construction of the project.
ARTICLE 26
INSURANCE
(1) Insurance. Engineer, at Engineer's sole cost, shall purchase and maintain during the entire
term while this Contract is in effect professional liability insurance coverage in the minimum amount of
One Million Dollars per claim from a company authorized to do insurance business in Texas and
10
otherwise acceptable to City. Engineer shall also notify City, within twenty-four (24) hours of receipt, of
any notices of expiration, cancellation, non -renewal, or material change in coverage it receives from its
insurer.
(2) Subconsultant Insurance. Without limiting any of the other obligations or liabilities of
Engineer, Engineer shall require each subconsultant performing work under this Contract to maintain
during the term of this Contract, at the subconsultant's own expense, the same stipulated minimum
insurance required in Article 26, Section (1) above, including the required provisions and additional
policy conditions as shown below in Article 26, Section (3).
Engineer shall obtain and monitor the certificates of insurance from each subconsultant in order
to assure compliance with the insurance requirements. Engineer must retain the certificates of insurance
for the duration of this Contract, and shall have the responsibility of enforcing these insurance
requirements among its subconsultants. City shall be entitled, upon request and without expense, to
receive copies of these certificates of insurance.
(3) Insurance Policy Endorsements. Each insurance policy shall include the following
conditions by endorsement to the policy:
(a) Each policy shall require that thirty (30) days prior to the expiration, cancellation, non-
renewal or reduction in limits by endorsement a notice thereof shall be given to City by
certified mail to:
City Manager, City of Round Rock
221 East Main Street
Round Rock, Texas 78664
(b) The policy clause "Other Insurance" shall not apply to any insurance coverage currently
held by City, to any such future coverage, or to City's Self -Insured Retentions of
whatever nature.
(4) Cost of Insurance. The cost of all insurance required herein to be secured and maintained
by Engineer shall be borne solely by Engineer, with certificates of insurance evidencing such minimum
coverage in force to be filed with City. Such Certificates of Insurance are evidenced as Exhibit E herein
entitled "Certificates of Insurance."
ARTICLE 27
COPYRIGHTS
City shall have the royalty -free, nonexclusive and irrevocable right to reproduce, publish or
otherwise use, and to authorize others to use, any reports developed by Engineer for governmental
purposes.
11
ARTICLE 28
SUCCESSORS AND ASSIGNS
This Contract shall be binding upon and inure to the benefit of the parties hereto, their
successors, lawful assigns, and legal representatives. Engineer may not assign, sublet or transfer any
interest in this Contract, in whole or in part, by operation of law or otherwise, without obtaining the
prior written consent of City.
ARTICLE 29
SEVERABILITY
In the event any one or more of the provisions contained in this Contract shall for any reason be
held to be invalid, illegal or unenforceable in any respect, then such invalidity, illegality or
unenforceability shall not affect any other provision thereof and this Contract shall be construed as if
such invalid, illegal or unenforceable provision had never been contained herein.
ARTICLE 30
PRIOR AGREEMENTS SUPERSEDED
This Contract constitutes the sole agreement of the parties hereto, and supersedes any prior
understandings or written or oral contracts between the parties respecting the subject matter defined
herein. This Contract may only be amended or supplemented by mutual agreement of the parties hereto
in writing.
ARTICLE 31
ENGINEER'S ACCOUNTING RECORDS
Records pertaining to the project, and records of accounts between City and Engineer, shall be
kept on a generally recognized accounting basis and shall be available to City or its authorized
representatives at mutually convenient times. The City reserves the right to review all records it deems
relevant which are related to this Contract.
ARTICLE 32
NOTICES
All notices to either party by the other required under this Contract shall be personally delivered
or mailed to such party at the following respective addresses:
City:
City of Round Rock
Attention: City Manager
221 East Main Street
Round Rock, TX 78664
12
and to:
Stephan L. Sheets
City Attorney
309 East Main Street
Round Rock, TX 78664
Engineer:
R.F. (Frank) Carmichael III, P.E.
Project Manager
4120 Freidrich Lane, Suite 110
Austin, Texas 78744
ARTICLE 33
GENERAL PROVISIONS
(1) Time is of the Essence. Engineer understands and agrees that time is of the essence and
that any failure of Engineer to complete the Engineering Services for each phase of this Contract within
the agreed Work Schedule may constitute a material breach of this Contract. Engineer shall be fully
responsible for his/her/its delays or for failures to use his/her/its reasonable efforts in accordance with
the terms of this Contract and the Engineer's standard of performance as defined herein. Where damage
is caused to City due to Engineer's negligent failure to perform City may accordingly withhold, to the
extent of such damage, Engineer's payments hereunder without waiver of any of City's additional legal
rights or remedies.
(2) Force Majeure. Neither City nor Engineer shall be deemed in violation of this Contract if
prevented from performing any of their obligations hereunder by reasons for which they are not
responsible or circumstances beyond their control. However, notice of such impediment or delay in
performance must be timely given, and all reasonable efforts undertaken to mitigate its effects.
(3) Enforcement and Venue. This Contract shall be enforceable in Round Rock, Williamson
County, Texas, and if legal action is necessary by either party with respect to the enforcement of any or
all of the terms or conditions herein, exclusive venue for same shall lie in Williamson County, Texas.
This Contract shall be governed by and construed in accordance with the laws and court decisions of
the State of Texas.
(4) Standard of Performance. The standard of care for all professional engineering,
consulting and related services performed or furnished by Engineer and its employees under this
Contract will be the care and skill ordinarily used by members of Engineer's profession practicing
under the same or similar circumstances at the same time and in the same locality. Excepting Articles
25 and 34 herein, Engineer makes no warranties, express or implied, under this Contract or otherwise,
in connection with the Engineering Services.
13
(5) Opinion of Probable Cost. Any opinions of probable project cost or probable construction
cost provided by Engineer are made on the basis of information available to Engineer and on the basis
of Engineer's experience and qualifications and represents its judgment as an experienced and qualified
professional engineer. However, since Engineer has no control over the cost of labor, materials,
equipment or services furnished by others, or over the contractor(s') methods of determining prices, or
over competitive bidding or market conditions, Engineer does not guarantee that proposals, bids or
actual project or construction cost will not vary from opinions of probable cost Engineer prepares.
(6) Opinions and Determinations. Where the terms of this Contract provide for action to be
based upon opinion, judgment, approval, review, or determination of either party hereto, such terms are
not intended to be and shall never be construed as permitting such opinion, judgment, approval, review,
or determination to be arbitrary, capricious, or unreasonable.
ARTICLE 34
SIGNATORY WARRANTY
The undersigned signatory for Engineer hereby represents and warrants that the signatory is an
officer of the organization for which he/she has executed this Contract and that he/she has full and
complete authority to enter into this Contract on behalf of the firm. The above -stated representations
and warranties are made for the purpose of inducing City to enter into this Contract.
IN WITNESS WHEREOF, the City of Round Rock has caused this Contract to be signed in its
corporate name by its duly authorized City Manager or Mayor, as has Engineer, signing by and through
its duly authorized representative(s), thereby binding the parties hereto, their successors, assigns and
representatives for the faithful and full performance of the terms and provisions hereof.
CITY OF ROUND ROCK, TEXAS AP
By: Ce
Alan McGraw, Mayor
ATTEST:.
By: AIL v . 1j' I..X�WIJe.
Sara L. White, City Secretary
HVJ ASSOCIATES, INC.
By: /•! eaA/fr .& P.g;
Signature of Principal
Printed Name: (. F. CA -2 M /G#A E L -
14
VED AS O FORM:
J
Step L. Sheets, City Attorney
LIST OF EXHIBITS ATTACHED
(1) Exhibit A City Services
(2) Exhibit B Engineering Services
(3) Exhibit C Work Schedule
(4) Exhibit D Fee Schedule
(5) Exhibit E Certificates of Insurance
EXHIBIT A
City Services
HVJ Associates, Inc (HVJ) has summarized herein a summary of services to be provided by the City
of Round Rock for engineering services associated with providing a Pavement Management System.
This submittal is based on recent meetings with you and Mr. Todd Keltgen and the scope of work as
presented in the RF and in Exhibit B — Services to be provided by Engineer.
• The City will provide a GIS based file with a comprehensive street network identifying which
streets are maintained by the city, and including street name, cross street names, low and high
address, block length, pavement width, class, council district, whether street is divided, number
of lanes, subdivision (if applicable), and map grid reference (if applicable). Qty staff will work
with HVJ to provide the needed GIS data.
• City will provide City IT staff to work with HVJ to install the final software and data based on
the appropriate City servers. The City will provide the necessary operating systems for the HVJ
software; namelyArcView 9.0, SQL server 5.0, MS operating system.
• Qty staff to be trained to complete the field data collection using the data collection tools to be
provided by HVJ.
• Qty staff to be trained to use the IMMP and PIM to be provided by HVJ
• Data input set based on the fields as specified by the Cartegraph • software. This task is based on
a requirement that the Cartegraph • documentation and detailed file structure will be provided to
HVJ.
• City input on historical pavement replacement, and rehabilitation, and maintenance costs and
treatments. The City will provide the street repair budget levels to be analyzed with IMMP.
EXHIBIT B
Engineering Services
HVJ Associates, Inc (HVJ) is pleased to submit this fee estimate for engineering services associated
with providing a Pavement Management System. This submittal is based on recent meetings with you
and Mr. Tom Martin and the scope of work as presented in the RFQ.
Overview
HVJ will conduct a manual visual condition survey of all the City maintained streets. For this survey
HVJ will use the visual survey procedures and definitions as required by the HVJ Infrastructure
Maintenance Management Program (IMMP) system software to develop the Pavement Condition
Rating (PCR) score for each street segment.
HVJ has based this proposal based on implementing the Infrastructure Maintenance Management
Program (IMIVIP) software and the Pavement Investment Module (PIM) budgeting analysis
software, which provides multi-year project level budgets based on varying funding levels. The City
of Round Rock does not need the HVJ Work Order Management Module since the City has already
implemented the Cartegraph• Work Order Management System. HVJ will provide custom software
to provide for an export of the PIM budget module results of selected projects to the Work Order
Management System for tracking.
Manual Pavement Condition Surveys of Pavements Only
HVJ will conduct a visual condition survey of all 450 miles of the City maintained streets. The HVJ
visual survey procedures will be used to rate existing pavement distress The pavement distresses will
be entered into HVJ's Infrastructure Maintenance Management Program (IMMP) system software
to calculate the overall Pavement Condition Rating (PCR). HVJ will also deliver the Pavement
Investment Module (PIM) budgeting software which provides multi-year project level budgets based
on varying funding levels.
Key Assumptions
Key assumptions and basic parameters affecting these estimates are as follows:
Network Size
• The estimates are based on the network size of 450 centerline miles based on all City
maintained streets. This figure was developed fmm the City of Round Rock GIS shapefile
provided to HVJ and based on sections shown with Owner code of "RR'.
Pavement Condition Surveys
• The City will provide a GIS based file with a comprehensive street network identifying which
streets are maintained by the city, and including street name, cross street names, low and high
address, block length, pavement width, class, council district, whether street is divided, number
of lanes, subdivision (if applicable), and map grid reference (if applicable).
• The proposal assumes that the condition survey rating method will follow the HVJ IMMP
definitions and procedures.
Software
• The estimate is based on providing HVJ's non proprietary bfiastructure Marnter Manan
Program (IMMP) software, including the latest Panarent Inzestnrnt Made (PIM) which provides
for planning CIP and routine and minor maintenance budgets separately. In this context,
non-proprietary refers to allowing the City full and open access (i.e. administrative rights) to all
data and data tables within the IMMP and PIM databases installed on City IT infrastructure.
There is no ongoing maintenance fee required, post -delivery consultation will be offered on a
time and matenals basis as needed and only with prior authorization from the City.
HVJ understands that the City of Round Rock will not need the Work OrderMcdule of IMMP,
since the current Work Order Module by Cartegraph ® has already been implemented.
HVJ will implement GIS access to data through a "view" within the database referenced to the
GIS centerline ID to allow for integration of data into the City GIS platform
• City staff will be trained to complete the field data collection and data collection tools will be
provided.
• Ciw staff will be trained to use the software and complete documentation and user's martinis
will be provided
• Based on discussions with City staff, HVJ will create a view (table) in the IMMP program to
translate data as stored in IMMP to a data input set based on the fields as specified by the
Cartegraph software. This task is based on a requirement that the documentation
and detailed file structure will be provided to HVJ.
HVJ looks forward to working with the City of Round Rock for successful completion of this project
and final implementation of an updated pavement evaluation and management system.
2
APPENDIX - Worn Plan
The following work plan described herein presents HVJ's proposed approach for completing the
street evaluations to meet the desired goals of the RFQ and historical as well as ongoing City street
management efforts. The following tasks have been developed based on the RFQ and HVJ meetings
with City staff, and HVJ experience.
Project Planning. Coordination. and Administration
A kickoff meeting will be held to discuss the overall project scope and to collect available historical data.
The Citywill provide a GIS based file with a comprehensive street network identifying which streets are
maintained by the city, and including street name, cross street names, low and high address, block
length, pavement width, class, council district, whether street is divided, number of lanes, subdivision (if
applicable), and map grid reference (if applicable).
Monthly progress reports will be submitted with each invoice. Subcontractor work will be directed
and quality assurance and quality control checks made on the data.
Data Collection and Processing
Initial steps in the data collection process include developing the street network inventory. This will
result in a block by block representation of the City's street network in the IMMP database which
forms the basis for further data storage within the system. This data will be further processed to
develop a "project" level grouping. A project is comprised of several contiguous blocks along a
street single street, usually extending between logical end points such as major cross streets, council
district boundaries, etc. HVJ will post -process and import this data into the IMMP software. The
software will be tested by HVJ staff prior to deployment.
A Manual Pavement Condition Rating (PCR) value ranging from 0 to 100 will based on the distress
values associated with the severity and extent ratings for each type of pavement distress.
• Flexible Pavement Distress (asphalt streets) shall include a ' for cracking, longitudinal
and transverse cracking, pavement failures and pothole patc ' , utility cut patching,
wheelpath rutting, and nde quality estimate
• Rigid Pavement Distress (concrete streets) shall include faulting, linear cracking, joint seal
condition, patching, spalling (comer and joint), joint seal damage, and ride quality estimate.
Note that these distresses are not exactly the same as those noted in the RFQ, but they conform to
the distresses tracked in the IMMP software. City staff will be trained in these procedures. This
training will allow City of Round Rock staff to survey portions of the street network when the need
arises.
GIS System Link
HVJ will implement a link to the City's GIS. This task will develop and deliver a "View' within the
database which links IMM' data to a Citypreppaared GIS segment IDs for each street segment. This
will allow various attributes calculated by the IMMP program and available in the IMMP database to
be exported to GIS for display in graphical form by City GIS staff on an ongoing basis.
Budget Dezelopment
This task will develop an estimate of the current replacement and rehabilitation backlog for the City
street network. Hlstoncal pavement costs and replacement costs will be determined based on City
historical records and experience. HVJ will define the types of street maintenance treatments and
unit costs in conjunction with City staff experience. The City will provide the street repair budgets
and unit costs for treatments based on recent City and/or TxDOT bid tabulation records.
HVJ will provide the PIM software which develops a 10 year street maintenance and rehabilitation
plan. The plan will be perform budget analysis based on the projected budgets input by the City.
3
Budgets can be entered both by council district and citywide. The results will be prioritized list of
the required street rehabilitation and reconstruction needs and will provide an estimate of the total
network costs.
Final Report
HVJ will use the budget software to evaluate the network based on budget levels provided by the
City. We will make a presentation of results to City staff and obtain comments and document the
final results in an engineering report. A final report will be prepared documenting all the work
conducted in the project.
DeliwrDatabase and Software with Documentation and Provide Training
Deliver a final database for the selected software with complete documentation. Provide two days
of training for City staff on use of the analysis software and field data collection procedures.
Software should include any tools used to collect and upload condition surveys, pavement
management client application to include a multiyear budget module, integration with the City's
current street maintenance work order system, and the pavement management database loaded with
the entire field collected data.
Computer files will also be provided and installed as required in the RFQ. The HVJ IMMP and PIM
databases will be loaded on a City -designated server and the IMMP and PIM software applications
installed on multiple City computers. The IMMP software may be placed on as many workstations
as desired, however the City must provide each workstation with the proper network access the
database server.
HVT will also provide training on the field data survey and rating collection procedures, engineering
metzods, and system analyses that can be performed with the IMMP software. This comprehensive
training will include discussions of the engrneenng parameters selected on the project and how these
may be modified or enhanced in the future to meet changing conditions. Training will also involve
discussions regarding the results presented by HVJ in the final rert. Training will include the basis
upon which the engineering recommendations were made and how the IMMP software predicts
street maintenance and rehabilitation priorities.
Data collection training should be scheduled to correspond with the beginning of the data collection
activities. Additional training can be tailored to meet the City's needs and can be provided as
additional services if requested.
4
EXHIBIT C
Work Schedule
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TASK DESCRIPTION
11. Project Planning, Coordination, & Administration
11.1 Hold Kickoff meeting
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III.! Interim Progress Meeting 1
01.1 Progress Reporting
3. Data Collection and Processing
3.1 GIS QC
!.l Develop IMMP Street Network
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Subto�l
3. Bupm
Developdget MaintenanceDeveloent Strategies
.L Develop Projects for Budgeting (PIM only)
4.3 Create project cache (PIM Only)
1.
.4 QC Maintenance Strategies
.5 Budget Report & Presentation I
10
Y
N
4. IMMP - City System Integration (GIS & Cartegraph)
5.1 Determine Database Fields to Be Exported
0
N
-
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8.1 Software Configuration/Customization
m
118.3 Documentation
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8.5 Training
1
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TOTAL HOURS
LOADED LABOR RATES
N
N
0
IC
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4
I-
EXHIBIT E
Certificates of Insurance
Attached Behind This Page
CERTIFICATE OF LIABILITY INSURANCE EXHIBIT E Date: 2/ [7/09
PRODJCER:
USI Southwest
840 C:Pssnpr, S1ii r hqf)
Houston, TX 77024
Phone: rinn chaddick@ u
Email: y
/L.i-490-4600
INSURED:
HVJ Associates, Inc.
61205,y Ashford
Houston. TX 77072
Phone: E-mail-
TDI number required. Please refer to the
Texas Dept of Insurance website: http:l/www.tdu state.tx.us/
COMPANIES AFFORDING COVERAGE
Hartford Underwriters Insurance
TDI
60400
Hartford Accident & Indemnity
38500
C
Hartford Casualty Insurance
D
Hartford Ins. Co.
38525
of the Midwest 93890
E Hudson Insurance Company
THIS IS TO CERTIFY THAT the Insured named above is insured by the Gompames listed above withrespectto the busine§3qq55
operations
hereinafter described, for the types of insurance and in accordance with the provisions of the standard policies used by the companies.
and further hereinafter described. Exceptions to the policies are noted below.
CO
LTR
TYPE OF POLICY
INSURANCE NUMBER
EFFECTIVE
DATE
EXPIRATION
DATE
A GENERAL LIABILITY 61UUNIT2215 12/15/08 12/15/09 GENERAL AGGREGATE
PRODUCTS-COMP/OP AG G.
PERSONAL A. ADV. INJURY
EACH OCCURRENCE
FIRE DAMAGE (Any one fire)
MED. EXPENSE (Any one person)
B AUTOMOBILE LIABILITY 61UUNit2215 12/15/08 12/15/09
C
D
EXCESS LIABILITY 61XHUIT0937
WORKERS' COMPENSATION
COMBINED SINGLE LIMIT
BODILY INJURY (Per person)
BODILY INJURY (Per accident)
PROPERTY DAMAGE
12/15/08 12/15/09 EACH OCCURRENCE
AGGREGATE
61WBI00124
AND EMPLOYERS' LIABILITY
12/15/08 12/15/09 STATUTORY LIMITS
EACH ACCIDENT
DISEASE - POLICY LIMIT
DISEASE - EACH EMPLOYEE
E PROFESSIONAL LIABIUTY AEE7204001 04/06/0
BUILDERS' RISK INSURANCE
OR INSTALLATION INSURANCE
8 04/06/09
DESCRIPTION OF OPERATIONS/LOCATIONSNEHICLES/SPECIAL ITEMS/EXCEPTIONS
LIMITS
$2,000,000
$2,000,000
$1,000,000
$1,000,000
$ 300,000
$ 10,000
$ 1,000,000
$
$
$10,000,000
$
$1,000,000
$ 1,000,000
$1,000,000
$1,000,000
The City of Round Rock is named as additional insured with respect to all policies except Workers' Compensation and Employers'
Liability' and 'Professional Liability'. Should any of the above described policies be cancelled or changed before the expiration date
thereof, the issuing company will mail thirty (30) days written notice to the certificate holder named below.
CERTIFICATE HOLDER: City Manager
City of Round Rode SIGNATURE OF AGENT LICENSED IN STATE OF TEXAS
221 E. Main Street
Round Rock, Texas 78664
128384
00650 — 1-2008
Ccuid 2in,2Q2i/xJ
Typed Name: David Arntsen
Title:
Page 2
Vice President
Certificate of Liability Insurance