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HomeMy WebLinkAboutAgreement_Interlocal_04/12/2011 � v March 30, 2012 Russell K White Village of Tequesta 136 Bridge Road Tequesta, FL 33469 RE: il-Z E f Ov 4 L . of Contract for Emergency Debris and Disaster Recovery Services Dear Mr. White, Phillips and Jordan, Incorporated is pleased to renew the SWA Contract No. 07 -240 for Emergency Debris and Disaster Recovery Services for the Village of Tequesta. Under the same terms and conditions of SWA contract, we would like to extend our contract with the Village of Tequesta until June 14, 2013. Please sign below if you are in agreement and return via fax or email. If we can be of further assistance please contact me via email, or phone at 828 -479 -3371. Sincerely, PHILLIPS AND JORDAN, INCORPORATED Dudley Orr, Vice President Accepted: Village of Tequesta FL Signature Date turn t�Q� e-f n o U r Printed Name Title P. :. - 0 s Original Agreement CONTRACT FOR EMERGENCY DEBRIS AND DISASTER RECOVERY SERVICES THIS CONTRACT. between the Village of Tequesta, a municipal corporation of the State of Florida located at 345 Tequesta Drive, Tgpesta, Florida 33469, (hereinafter referred to as the "Village') and Pk 8UP and Jordan, Inc., a foreign corporation, whose principal address is 6621 Wilbamks Road, Knoxville, Tennessee 37912 -1314 (hereinafter referred to as tie "Contractor'. WHEREAS, the Village requires the removal, reduction, and disposal of hurricane(disaster debris, and WHEREAS, the Contractor represents it is capable and prepared to provide such services; and WHEREAS, the Contractor has entered into a certain contract with the Solid Waste Authority ("SWA''') for these services, Contract No. 07 -240 dated June 14, 2007 ("SWA Contracfj; and WHEREAS, Contract No. 07-240 with the SWA was competitively bid and the Village desires to enter into a contract with the Contractor uada the some terms and conditions as the SWA Contract. NOW, THEREFORE, in consideration of the promises contained herein, the parties hereto agree as follows: ARTICLE 1- EFFECTIVE DATEITERM The effective date of this Contract shall be Jaw 11, 2009. Tara of Contract shall be for a three (3) year period, unless otherwise terminated as provided herein. The Village shall have the option of extending the Contract for additional thm (3) year periods at the same terns and conditions with approval from the Village Council. Such extension shall be in the form of a written Amendment to the Contract executed by both parties. The continuance of this Contract from year to year is contingent upon successful animal recertification of the Contractor's capabilities. The recertification process will be a review of the fiscal (bankruptcy, etch logistical (equipment availability, etc.), and moral (conviction for environmental crime,, conviction for crime against a public entity, etc.) responsibility of the Contractor and a determination by the Village, based on this review, of whether or not the Contractor continues to be a viable firm to provide the services described in this Contract. ARTICLE 2- SERVICES TO BE PERFORMED BY CONTRACTOR The Contractor shall perform Emergency Debris Removal and Disaster Recovery Services as 1 may be specifically authorized by the Village. Such authorizations will be referred to as Task Orders. Each Task Order will set forth a specific scope of services, rate/amount of comp 11 lion, completion date, and other pertinent details of the task being auffimized. The Village, by virtue of this contrrack gives the Comractor no guarantee of any work/services or any specific amount of wmklsen+ices that may be ac�lished during the period this contract is in full force and effect. ARTICLE 3- COMPENSATION 3.1-GENERAL The Village shall pay Contractor in accordance with the Fee Schedule, Fach dxt A, which is attached hereto and incorporated by reference as pant of this Contract. If needed, compsusa�ion may be negotiated as a lump sum or not- to4mcced amount for any Task Order. The Contractor shall submit semi -madly invoices for services rendered. Invoices must reference the Task Order number. Invoices shall include a statement of progress and appropriate audit quality detail to satisfy FEMA requirements. Payment of the Contractor by the Village is not confingent upon the Village being imbuned by the Federal Emergency Manages Agency. Payment to the Contractor will be made for any work directed by the Village which is determined by Federal and State agencies to be meh role for reimbursement. Each individual invoice shall be due and payable thirty (30) days after receipt by the Village of the Contractor's correct, folly documented, invoice. All invoices shall be delivered to: Village of Tequesta 345 Tequesta Drive Teguesta Florida 33469 In order for both parties herein to close their books and records, the Contractor will curly state "Final Invoice on the Comwtor`s finaYbw billing to the village. This certifies that all services have been properly performed and all charges and costs have been invoiced to the village. Since this account will thereupon be closed, any and other further charges if not properly included on this final invoice are waived by the Contractor. The Village will retain five percent (5°/) of the payment under each Task Order until such time as the entire project is completed to the Village's satisfaction and all sub - contractors and any material suppliers verify that they have been paid. ARTICLE 4 - INSURANCE During the performance of the services under this Contact, the Contractor shall main the following insurance policies by an insurance company authorized to do bins in Florida. 2 i I. Geeerai Liability insurance with bodily injury limits of not less than 5 1,000,000 for each occurrence, and with property damage limits of not less than $1 ,000,000 for each ocaQrence. 2. AntondAle Liability IIonraaue wNi bodoy injury limits of not leas than $1, 000,000 for each parson and not less than $1,000,000 for each accident and with property damage limits of not less than $1,000,000 for each accident. 3. Workers Compmsatba his uance in accordance with stakdory rapfirenienft and Employe is Liability hmance with limits of not leas thaw $500,000 for each accident, $500,000 for each disease, and $500,000 aggregate. 4. Excess Liability Insurance with limits of not leas than $10,000,000 for each occurrence and annual aggregate. Deductible snouts shall not exceed five percent (5%) of the total amount of required inar'aace m each category. Should any policy contain any unusual exclusions, said eaclusiorns shall be so indicated on the certificates) of insurance. The Contractor shall funaish the Village certificates of inanaace which shall include a provision that policy cancellation, non - renewal or reduction of coverage will not be effective until at least !, thirty (30) days wn#m notice has been made to the Village. The Contractor shall include the Village as an additional insured on the General liability and Autonwbile liability insurance Policy required by the Contract. All of the Contractor's sub - contractors shall be required to include the Village and the Contractor as additional insured on Hair General Liability e Policies. In the event that sub- oontractois used by the Contractor do not have instance, or do not nicer the insurance limits, the Contractor shall indemnify and hold hamiless the Village for any claim in excess of the sub - contractor's insurance coverage. The Contractor shall not commence work under this Contra until all insurance required as stated herein has been obtained and such insurance has been approved by the Village. ARTICLE S- STANDARD OF CARE The Contractor shall exercise the same degree of care, skill, and diligence in the performance of the services as is ordinarily provided by a comparable professional under simil ar citu:utmstaacea and the Contractor shall, at no additional cost to the Village, re- perform services which fail to satisfy the foregoing standard of case. The Contractor warners that all services shall be performed by stilled and competent personnel to the highest professional standards in rho: field. 3 ARTICLE 6- INDF.1VIlNMCATION 6.1 GENERAL Having considered the risks and potential liabilities that may exist during the performance of the services and in won of the promises included herein, the Village and the Contractor agree to allocate such liabilities in accordance with this Article 6. 6.2 INDEMNIFICATION The Contractor agrees to protect, defend, indemnify, and hold bwmless the Village, its employees and representatives, from any and all claims and liabilities including all attorney's fees and court costs, including appeals, for which the Village, its employees and rives, can or may be held liable as a result of injury (including death) to persons or damage to property occurring by reason of any acts or omissions of the Contractor, its employees, or agents, arising out of or connected with this Contract. The Contractor shall not be required to indemnify the Village or its agents, employees, or rqx :11 pit tatives, when an occurrence results solely from the wrongful acts or omissions of the Village, or its agents, employees or ter tatives. 63 SURVIVAL Upon completion of all services, obligations and duties provided for in this Contract, or in the event of termination of this Contract for any reason, the terms and conditions of this Article 6 shall survive. ARTICLE 7- INDEPENDKNT CONTRACTOR The Contractor undertakes performance of the services as an independent contractor and shall be wholly responsible for the methods of performance. The Village shall have no right to supervise the methods used, but the Village shall have the right to observe such performance. The Contractor shall work closely with the Village in performing services under this Contract. The Contractor shall not pledge the Village's credit or make it a guarantor of payment of surety for any Contract, debt, obligation, judgment, lien or any form of indelMedness. The Contractor further warrants and repreatnfs that it has no obligation or indebtedness that would impair its ability to fulfill the terms of this Canttact. ARTICLE 8- AUTHORITY TO PRACTICE The Contractor hereby represents and warrants that it has and will continue to maintain all licenses and approvals required to conduct its business, and that it will at all times conduct its business activities in a reputable manner. 4 ARTICLE 9- COMPLIANCE WITH LAWS In performance of the services, the Contractor will comply with • applicable rardabony requirements including federal, state, special district, and local laws, rules, regulations, orders, codes, criteria and standards. ARTICLE 10- SUB- CONTRACTING The Village reserves the rigbt to accept the use of a sub - contractor or to reject the selection of a Particular sub - contractor and to review the capabilities of any sub - contractor to perform properly under this Contract. Rejection of any subcontractor will be based on, but not limited to, negative references, insufficient resources, or conviction of a Public Entity Crime. If a sub - contractor fails to perform or make progress, as required by this Contract, and it is necessary to replace the subcontaractor to complete the work in a timely fashion, the COntlactor shall promptly do so, subject to acceptance of the new sub- ca�r by the Village. ARTICLE 11- FEDERAL AND STATE TAXES The Village is exempt from Federal Tax and State Sales and Use Taxes. Upon request, the Village will provide an exernption certificate to the Contractor. The Contractor shall not be exempted from paying sales tax to its suppliers for materials to fulfill cxmtractual obligations with the Village, nor shall the Contractor be authorized to use the Village's Tax Exemption Number in securing such materials. ARTICLE 12- AVAILABILITY OF FUNDS The obligations of the Village under this Contract are subject to the availability of funds lawfully appropriated for its purpose by the Village Council. ARTICLE 13- AUTHORITY'S RESPONSIBILITIES The Village shall be responsible for providing access to all project sites, and providing information required by the Contractor that is available in the files of the Village. ARTICLE 14 TERMINATION OF CONTRACT This Contract may be terminated by the Contractor upon thirty (30) days prior written notice to the Village in the event of substantial failure by the Village to perform in accordance with the terms of the Contract through no fault of the Contractor. It may also be terminated by the Village with or without cause immediately upon written notice to the Contractor. Unless the Contractor is in breach of this Contract, the Contractor shall be paid for services rendered to the Village's satisfaction through the date of termination. After receipt of a Termination Notice and except as otherwise directed by the Village, the Contractor shall: a. Stop work on the date and to the extent specified. 5 b. Terminate and settle all orders and subcontracts relating to the performance of due terminated work. c. Tiaosfer all work in process, completed wow and other material related to the terminated work to the Village. d. Continue and complete all parts of the work that have not been terminated. The Contractor shall be paid for services actually rendered to the date of termination and for any reasonable costs incurred. ARTICLE 1S- UNCONTROLLABLE FORCES Neither the Village nor the Contractor shall be considered to be in default of this ' Contract if delays in or failure of performance shall be due to Uncontrollable Forces, the effect of which, by the exercise of reasonable diligence, the non- performing party could not avoid. The term "Uncontrollable Forces" shall mean any event which results in the prevention or delay of performance by a party of its obligations under this Contract and which is beyond due reasonable control of the non - performing party. h includes, but is not limited to fife, flood, earthquakes, storms, lightning. epidemic, war, riot, civil distinbamoe, sabotage, and governmental actions, with the exception of those events that trigger the activation of this Contact. Neither party shall, however, be excused from perIbi mee if nom ormavice is doe to forces which are preventable, removable, or remediable and which the nonperfo mn I party could have, with the exercise of reasonable diligence, prevented, removed or remedied with reasonable dispatch. The nonperforming party shall, within a reasonable time of being prevented or delayed from performance by an unoontr+ollabk force, give written notice to the other party describing the circumstances and uncontrollable forces preventing continued perfomiance of die obligations Of this Contract. ARTICLE 16- GOVERNING LAW AND VENUE This Contract shall be governed by the laws of the State of Florida. Any and all legal action necessary to enforce the Contract will be held in Palm Beach County and the Contract will be interpreted according to the laws of Florida. ARTICLE 17- NON- DISCRDIINATION The Contractor wad and represents that all of its employees are treated equally during employment without regard to race, color, religion, gender, age or national origin. ARTICLE 18- WAIVER A waiver by either the Village or the Contactor of any breach of this Contract shall not be binding upon the waiving party unless such waiver is in writing. In the event of a written waiver, 6 such a waiver shall not affect the waiving party's rights with respect to any other or further breach. The malting or acceptance of a payment by either party with knowledge of the existence of a default or breach shall not operate or be construed to operate as a waiver of any subsequent default or breach. ARTICLE 1"EVERABILITY The invalidity, illegality, or unenforceability of any provision of this Contract, or the occurrence of any event rendering any portion or provision of this Contract void, shall in no way affect the validity or enforceability of any other portion or provision of the Contract. Any void provision shall be deemed severed fiom the Contract and the balance of the Contract shall be construed and enforced as if the Contract did not contain the particular portion or provision held to be void. The parties further agree to reform the Contract to replace any stricken provision with a valid provision that comes as close as possible to the intent of the stricken provision. The provisions of this section shall not prevent the entire Contract fiom being void should a provision which is of the essence of the Contract be determined to be void. ARTICLE 20- BONDS The Contractor shall maintain an appropriate size bond as determined by the Village after assessment of damage and definition of the Contractor's scope of service. In case of hurricane caused damage, a Category I storm would require a $2,000,000 Bond, a Category II would require a $4, 000,000 Bond, a Category III would require a $6,000,000 Bond, a Category IV would require a $8,000,000 Bond, and a Category V would require a $10,000,000 Bond. The Bond required would be a Performance and Payment Bond. The cost of the Board is included in the unit rates in the Fee Schedule, Exhibit A. ARTICLE 21- MODIFICATION The Contract may not be modified unless such modifications are evidenced in writing signed by both the Village and the Contractor. Such modifications shall be in the form of a written Amendment executed by both parties. ARTICLE 22- SUCCESSORS AND ASSIGNS The Village and the Contractor each binds itself and its partners, successors, assigns and legal representatives to the other party to this Contract and to the partners, successors, executors, administrators, assigns, and legal repress Mves. The Contractor shall not assign this Contract without the express written approval of the Village via executed amendment. ARTICLE 23- CONTINGENT FEES The Contractor warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for the Contractor, to solicit or sears this Contract and that it has not paid or agreed to pay any pawn, company, corporation, individual or firm, other than a bona fide employee working solely for the Contractor, any fee, commission, peraoentage, gift or 7 any other consideration contingent upon or resulting fin® the award or making of this ContraM ARTICLE 24- TRUTH4N- NEGOTIATION CERTIFICATE Execu4ion of this Contract by the Contractor shall act as the execution of a truth -in- negotiation certificate certifying that the wage rates and costs used to determine the oor nip enaation provided for in this Contract are accurate, complete, and current as of the date of the Contract. The said rates and costs shall be adjusted to exclude any significant sums should the Village determine that the rates and costs were increased due to inaccurate, Mete or noncurrent wage rates or due to inaccurate cons of fees paid to outside contractors. The Village shall exercise its rights under this "Certificate" within one (1) year following payment_. ARTICLE 25 - OWNERSHIP OF DOCUMENTS The Contractor shall be required to cooperate with other contractors relative to providing inforrmation requested in a timely manner and in the specified fam. Any and all documents, records, disks, original drawings, or other information shall become the properly of the Village for it's use and/or distnbution as may be doomed appropriate by the Village. ARTICLE 26 - ACCESS AND AUDITS The Contractor shall maintain financial and program. records to justify all charges and costs incurred in performing the work for at least three (3) years following final payment by the Village as Federal Emergency Mkt Agency =&Vamw as required by FEMA'S 322 Public Assistance Guide, page 114, as amended. The Village shall have access to such books, records, and documents as required in this section for the purpose of inspection or audit during normal working business hours at the Contractor's place of business. ARTICLE 27- NOTICE Any notices demand, cammunicetioa, or request required or permitted haumder shall be in writing and delivered in person or sort by certified mail; postage prepaid or by a recognized overnight express mail service as follows: As To V21age As To CONTRACTOR Village of Toque" Phillips and Jordan, Inc. 345 Tequesta Drive P.O. Drawer 604,191 PRJ Road Tequesta,-Florida 33469 Robbinsville, North Carolina 28771 Attention: Village Manager Attention: Dudley Orr, Vice President Office: 561.575.6272 Fax: 561.57S.6203 Office: 828.479.3371 Mobile No: 828.735.0947 Fax.: 828.479.3010 Notices shall be effective when received at the addresses as specified above. Changes in the 8 ti respective addresses to which such notice is to be directed may be made from time to Mime by either party by written notice to the either party. Facsimile transmission is acceptable notice effective when received, however, kninrile issiom received (i.e.; printed) after 5:00 p.m. or on weekends or holidays, will be deemed received on the nett business day. The original of the notice must additionally be seem as required herein. Northing contained in this Article shall be construed to restrict the traoeonission of routine communications between muss of the Contractor and the Village. ARTICLE 28- CONTRACT ADMINISTRATION Services of the Contractor shall be unda the gamut direction of Marls Sycington, Chief Operations Office, or his successor, who shall act as the Village's eve during the team of the Contract. ARTICLE 29- KI:Y PERSONNEL The Contractor shall notify the Village in the event of key personnel changes which might affect this Contract. Notification shall be made within five (5) days of said changes. The Village has the nght to reject proposed changes in Joey persomel and rescind this Contract. The following persome1 shall be considered Joey personnek Dudky Orr, Vice Preddeot said M kb Beaky, Budiam Deevekpioeat ARTICLE 30- TASK ORDERMERFORMANCE Task Orders shall be executed bilaterally and the scope of services and format of Task Order shall be mutually agreed to by the Contractor and the Village. Since this contract has been approved by the Village Council, individual task orders may be approved by the Village Managm Performance will be measured by the metrics established in each Task Order. After 1/3 and again after 2/3 of the stipulated number of days of work in the Task Order have elapsed, the Conuactor(s) shall provide a written progress report to the Village for review and acceptance. The Village shall have the right to correct for vendor default or uaderperformance by any means it deems in its best interest. The Contractor will be required to provide a daily report of quaodty of work performed under each Task Order. The daily report shall be submitted by 11:00 a.m. or earlier the following morning. ARTICLE 31- ENT RETY OF CONTRACT The Village and tine Contractor agree that this Contract sets forth the entire Contract between the patties, and that that are no promises or uaiderstaridiags other than those stied herein. This Contract supersedes s11 prior contracts, propceals, represetions, negotiations, letters or other communications between the Village and Contractor pertaining to the services, whether written or oral. None of the provisions. terms and conditions contained in this Cauftact may be added to, modified, superseded or otherwise altered euccept by written instrument executed by the parties hero. 9 In Witness Whereof, the Village and the Contractor have executed this Contract. ATTEST: VILLAGE OF TEQUESTA Lori McWilliams CMC, Village Clerk Pat Watidns, Mayor OF a ,a : •pRP099Q Dated: - l — CA [VIL1 ATTEST: F " PHILLIPS AND JORDAN INC. 'A c� Connie H. Nichols, Corporate Secretary Dudley Orr, ice President Dated: rnnlj 7Z , [CORPORATE SEAL] Y WxsiFaquaaUy�e1P6Tlipe Jades Debi Rmn.al Apeme�i Z009.doc 10 EJHMIT "A" PIH "PS AND JORDAN, INC. FEE SCHEDULE HURRICANEJDISASTER DEBRIS REMOVAL, REDUCTION, AND DISPOSAL PART A - VOLUME BASED PRICING FOR 3,000,000 CUBIC YARD DEBRIS DISASTER Itenmemipdon Eadanated Unit onaaft Unit Price 1.0 Public Property and Right -f- -Way Collection, 3,000,000 CY 1025 Loading and Hauling to a designated Temporary Debris Site or Authority approved DisposW Facili 2.0 Temporary Debris Site operation to include 3,000,000 CY 2.00 placement of monitoring towers, portable toilets, keeping area clean of trash, debris acceptance, pile Manall ement. and phase I reclamation 3.0 Processing of debris through grinding and/or 2,500,000 CY 2.50 chipping 4.0 Loading, hauling and disposing wood chips to final 1,000,000 CY 9.80 destination 5.0 Loading, transporting and final disposition (disposal) 500,000 CY 14.75 of construction and/or mixed debris from Temporary Debris Site hauling to a permitted C&D recycling facility or any other approved non- Authority ]F acility Disposal Loading and transporting only of construction and/or mixed debris from Temporary Debris Site to one of the follo A. Okeechobee County L andfill 400,00 CY 9.50 B. PpWano Bea Landfill 100,00 CY 9.50 6.0 Volume reduction through air curtain incineration or 2,500,000 CY 2.00 open borers Unit Prices, unless otherwise indicated, shall include all labor (operates, laborers, supervisors) and materials including but not limited to: supplies, equipment maioe, repairs, repair parts, fuels, lubricants, cellular phones, transportation, and housing, if required, nay to accomplish the project. The quantities and distributions are estimated for the purpose of making an award. Locations of sites, debris quantities, destinations, material densities, etc. may differ substantially in an actual disaster. Assumptions: 3,000,000 cubic yards of debris consisting of 2,500,000 cubic yards of vegetation debris and 500,000 cubic yards of mixed debris. Pap 1 of 2 � : r EXHIBIT "A" PHILLIPS AND JORDAN, INC. FEE SCHEDULE PART B - HOURLY RATES DEBRIS MANAGEMENT SITE SET -UP AND CLOSURE DEBRIS CLEARANCE FOR ACCESS OPTIONAL USE BY COUNTY AND OTHER GOVERNMENTAL ENTITIES E UIPMEIV'i' AND LABOR RATES Equipment Type Hourly Hourly Total Equipment Labor Houdy Rate Rata Rate Bobcat Loader $ 60.00 $ 35.00 $95.00 Crew Foreman w/ Cell Phone and Nkup 15.00 60.00 75.00 Dozer ITckA D5 or similar 65.00 35.00 100.00 Dozer, Tracked, D6 or similar 85.00 35.00 120.00 Dozer, 7 D7 or similar 105.00 35.00 140.00 Dozer Tracked, D8 or similar 145.00 35.00 180.00 Dwmp Truck, l8 CY-20 CY 35.00 35.00 70.00 Dump Truck, 21CY -30 CY 35.00 35.00 70.00 Generator and Ligb6ng 20.00 4- 20.00 Grader w/ 12 Black 75.00 35.00 110.00 Hydrmlic Excavator 1.5 CY 80.00 35.00 115.00 H 'c Excavator, 2.5 CY 90.00 35.00 125.00 Knuckleboom Loader 115.00 35.00 150.00 Laborer w/ Chain Saw -0- 45.00 45.00 Laborer w/ small tooK traffic control, flag pawn -0- 32.00 32.00 Lowbo Trailer w/ 1 rwW 75.00 35.00 110.00 Operab Manager w/ Cell Phone and PwJmq 15.00 70.00 85.00 Pidrup RA .5 Ton 115.00 -0- 15.00 Soil Compactor 81 HP+ 45.00 35.00 80.00 Soil Compactor to 80 HP 40.00 35.00 75.00 Soil Compactor, Towed Unit 35.00 35.00 70.00 Truck, Flatbed 25.00 35.00 60.00 Tub Grinder, 800 to 1,000 HP 550.00 40- 550.00 Water Truck 45.00 35.00 80.00 Wheel Loader 2.5 CY 950 or similar 60.00 35.00 95.00 Wheel Loader, 3.5 -4.0 CY 966 or similar 75.00 35.00 110.00 Wheel Loader, 4.5 CY 980 or similar 95.00 35.00 130.00 Wheel Loader-B 1.0.1.5 CY 60.00 35.00 95.00 Page 2 of 2