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HomeMy WebLinkAboutEOA Inc Agreeement 10.08.2025AGREEMENT THIS AGREEMENT is made and entered into on th , ay of CCtLbe1l 2025 by and between the TOWN OF LOS ALTOS HILLS (hereinafter referred to as "TOWN") and EOA, Inc. (hereinafter referred to as "CONTRACTOR"). In consideration of their mutual covenants, the parties hereto agree as follows: 1. CONTRACTOR. Shall provide or furnish the following specified services and/or materials: Assist the Town of Los Altos Hills with Third Party Review of Site Development Project at 13891 Ciceroni Lane, for compliance with Provision C.3 of the Town's Stormwater NPDES Permit (New and Redevelopment Requirements) 2. EXHIBITS. The following attached exhibits are hereby incorporated into and made a part of this Agreement: EXHIBIT A — Proposal from contractor dated March 9, 2023 2. TERMS. The services and/or materials furnished under this Agreement shall commence October 6, 2025 and shall be completed by June 30, 2026 unless terminated pursuant to Section 5(f). 4. COMPENSATION. For the full performance of this Agreement: a. TOWN shall pay CONTRACTOR an amount not to exceed four thousand dollars and zero cents ($4,000.00) within thirty (30) days following receipt of invoice and completion/delivery of services/goods as detailed in Sections 1, 2, and 3 of this Agreement and only upon satisfactory delivery/completion of goods/services in a manner consistent with professional/industry standards for the area in which CONTRACTOR operates. TOWN is not responsible for paying for any work done by CONTRACTOR or any subcontractor above and beyond the not to exceed amount. b. Town shall not reimburse for any of CONTRACTOR's costs or expenses to deliver any services/goods. Town shall not be responsible for any interest or late charges on any payments from Town to CONTRACTOR. c. CONTRACTOR is responsible for monitoring its own forces/employees/agents/ subcontractors to ensure delivery of goods/services within the terms of this Agreement. TOWN will not accept or compensate CONTRACTOR for incomplete goods/services. Town of Los Altos Hills Page 1 of 5 Short form Updated 4/26/22 5. GENERAL TERMS AND CONDITIONS. a. HOLD HARMLESS. CONTRACTOR agrees to indemnify, defend and hold harmless the TOWN, its officers, agents and employees from any and all demands, claims or liability of personal injury (including death) and property damage of any nature, caused by or arising out of the performance of CONTRACTOR under this Agreement. With regard to CONTRACTOR'S work product, CONTRACTOR agrees to indemnify, defend and hold harmless the TOWN, its officers, agents and employees from any and all demands, claims or liability of any nature to the extent caused by the negligent performance of CONTRACTOR under this Agreement. b. INSURANCE. CONTRACTOR shall file with the TOWN a certificate of insurance before commencing any services under this Agreement as follows: WORKERS COMPENSATION INSURANCE: Minimum statutory limits. ii. COMMERCIAL GENERAL LIABILITY AND PROPERTY DAMAGE INSURANCE: General Liability and Property Damage Combined. $1,000,000.00 per occurrence including comprehensive form, personal injury, broad form personal damage, contractual and premises/operation, all on an occurrence basis. If an aggregate limit exists, it shall apply separately or be no less than two (2) times the occurrence limit. iii. AUTOMOBILE INSURANCE: $1,000,000.00 per occurrence. iv. ERRORS AND OMISSIONS INSURANCE: $1,000,000.00 aggregate. v. NOTICE OF CANCELLATION: The City requires 30 days written notice of cancellation. Additionally, the notice statement on the certificate should not include the wording "endeavor to" or "but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives." vi. CERTIFICATE OF INSURANCE: Prior to commencement of services, evidence of insurance coverage must be shown by a properly executed certificate of insurance and it shall name "The Town of Los Altos Hills, its elective and appointed officers, employees, and volunteers" as additional insureds. vii. To prevent delay and ensure compliance with this Agreement, the insurance certificates and endorsements must be submitted to: Town of Los Altos Hills Page 2 of 5 Short form Updated 4/26/22 Town of Los Altos Hills Los Altos Hills, CA 94022 c. NON-DISCRIMINATION. No discrimination shall be made in the employment of persons under this Agreement because of the race, color, national origin, age, ancestry, religion or sex of such person. d. INTEREST OF CONTRACTOR. It is understood and agreed that this Agreement is not a contract of employment and does not create an employer-employee relationship between the TOWN and CONTRACTOR. At all times CONTRACTOR shall be an independent contractor and CONTRACTOR is not authorized to bind the TOWN to any contracts or other obligations without the express written consent of the TOWN. In executing this Agreement, CONTRACTOR certifies that no one who has or will have any financial interest under this Agreement is an officer or employee of TOWN. e. CHANGES. This Agreement shall not be assigned or transferred without advance written consent of the TOWN. No changes or variations of any kind are authorized without the written consent of the City Manager. This Agreement may only be amended by a written instrument signed by both parties. TERMINATION. This Agreement may be terminated by TOWN upon seven (7) days written notice to CONTRACTOR. Monies owed for work satisfactorily completed shall be paid to CONTRACTOR within 14 days of termination. g. RECORDS. All reports, data, maps, models, charts, studies, surveys, calculations, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that are prepared or obtained pursuant to this Agreement and that relate to the matters covered hereunder shall be the property of the TOWN. CONTRACTOR hereby agrees to deliver those documents to the TOWN at any time upon demand of the TOWN. It is understood and agreed that the documents and other materials, including but not limited to those described above, prepared pursuant to this Agreement are prepared specifically for the TOWN and are not necessarily suitable for any future or other use. Failure by CONTRACTOR to deliver these documents to the TOWN within a reasonable time period or as specified by the TOWN shall be a material breach of this Agreement. TOWN and CONTRACTOR agree that until final approval by TOWN, all data, plans, specifications, reports and other documents are preliminary drafts not kept by the TOWN in the ordinary course of business and will not be disclosed to third parties without prior written consent of both parties. All work products submitted to the TOWN pursuant to this Agreement shall be deemed a "work for hire." Upon submission of any work for hire pursuant to this Agreement, and acceptance by the TOWN as complete, non- exclusive title to copyright of said work for hire shall transfer to the TOWN. The compensation recited in Section 4 shall be deemed to be sufficient consideration Town of Los Altos Hills Page 3 of 5 Short form Updated 4/26/22 for said transfer of copyright. CONTRACTOR retains the right to use any project records, documents and materials for marketing of their professional services. h. CONTRACT ADMINISTRATION. The TOWN hereby designates the Utility Engineering Manager and the City Manager as Contract Administrator for this agreement. The CONTRACTOR shall only take direction regarding the services provided under this Agreement from the Contract Administrator. Furthermore, CONTRACTOR agrees that the Contract Administrator shall be included any meeting, teleconference or written communication between any Town representative including Committee members and the CONTRACTOR. The TOWN may modify the Contract Administrator at any time upon providing written notice to the CONTRACTOR. ENTIRE AGREEMENT. This Agreement represents the entire agreement between the Parties. Any ambiguities or disputed terms between this Agreement and any attached Exhibits shall be interpreted according to the language in this Agreement and not the Exhibits. 6. INVOICING. Send all invoices to the contract coordinator at the address below. This Agreement shall become effective upon its approval and execution by TOWN. In witness whereof, the parties have executed this Agreement the day and year first written above. CONTRACT COORDINATOR and representative for TOWN: WooJae Kim Public Works Director Town of Los Altos Hills 26379 Fremont Road Los Altos Hills, CA 94022 Town of Los Altos Hills Short form Updated 4/26/22 CONTRACTOR: Digitally signed by Kristin Kerr Kristin Kerr Date:2o26.,0.02 10/2/2025 16:00:17 -07'00' Signature Date Kristin Kerr, P.E. VP -Admin Print name, Title TOWN OF -LOS ALTOS HILLS: Y J-2-625 : bl-- Peter Pirnejad, City Manager Date Page 4 of 5 Environmental and Public Health Engineering March 9, 2023 John Chau Associate Engineer Town of Los Altos Hills 26379 Fremont Road Los Altos Hills, CA 94022 Subject: Proposal to Assist the Town of Los Altos Hills with Third Party Review of Development Projects for Compliance with Provision C.3 of the Town's Stormwater NPDES Permit (New and Redevelopment Requirements) Dear Mr. Chau: Per your request, this letter transmits our proposal to assist the Town of Los Altos Hills with third party review of development projects for compliance with the Municipal Regional Permit (MRP) Provision C.3, New Development and Redevelopment. MRP Provision C.3.f allows the Town to have a third party conduct the C.3 reviews of regulated projects as part of the Town's development application review process. The third party reviewer must be a Civil Engineer or Licensed Architect registered in the State of California, and meet certain minimum training requirements. Jill Bicknell, project manager for this work, is a registered Civil Engineer in the State of California and will perform or oversee performance of all of the third party reviews conducted by EOA staff. EOA staff have the required training and we can provide documentation of that training, if requested. Scope of Work EOA will assist the Town to perform regulatory reviews of development project applicant submittals to determine the requirements for the development project relative to current requirements of MRP Provision C.3., and whether the project submittals demonstrate compliance with these requirements as we understand them. The reviews may include determination of Provision C.3. applicability, Special Projects eligibility, review of design criteria and sizing calculations, and meetings with the Town and/or project applicants as needed, up to the designated budget. The review of an assigned project will begin once the budget has been agreed upon, the Town has given notice to proceed, and the applicant has provided a Stormwater Management Plan for the project, relevant plan sheets, and other required documents. The results of each regulatory review will be documented in a memorandum to the Town, including conclusions regarding C.3 compliance and recommendations for further action by the Town. All communication with the project applicant will go through Town staff. Assigned Personnel As stated above, the project manager will be Jill Bicknell, P.E., Senior Managing Engineer I for EOA. She will be assisted by Vishakha Atre, Senior Scientist III, Courtney Siu, P.E., Senior EOA, Inc. • 1 1 1 West Evelyn Ave., Suite 110 • Sunnyvale, CA 94086 • Tel: (408) 720-8811 • Fax: (408) 720-8812 Mr. John Chau March 9, 2023 Page 2 of 2 Engineer I, Kathy Woo, Associate Engineer II, and other qualified staff as needed. Both Jill and Vishakha have extensive experience assisting municipalities in the Bay Area with C.3 compliance and are responsible for providing the Santa Clara Valley Urban Runoff Pollution Prevention Program with guidance and training on C.3 implementation. Jill, Vishakha, Courtney, and Kathy have performed over 100 C.3 reviews of development projects for the City of Santa Clara, City of Milpitas, and the Town of Los Gatos, as well as for several cities in San Mateo County. Estimated Budget Our work for the Town will be performed on an on-call basis. For each review, we will agree on an estimated budget and schedule for completion of the review. Our standard fee for the first review of a project is $4,000, which includes an allowance for expected expenses in accordance with our rate schedule. The fee for subsequent reviews will be agreed on with the Town and will depend on the results of the first review and the extent to which the project needs to make changes to the Stormwater Management Plan and other documents to achieve C.3 compliance. The work will be conducted on a time -and -materials basis according to the attached EOA 2023 Fee Schedule. The Fee Schedule will be updated at the beginning of each calendar year. EOA will submit invoices to the Town monthly and itemize the fees for each review. Payment shall be net 30 days. Thank you for the opportunity to submit this proposal. Please contact Jill Bicknell at 4cbicknell(cDeoainc.com if you have any questions or would like to discuss this further. Sincerely, EOA, Inc. �� A "q Ray Goebel, P.E. Vice President Attachment - EOA 2023 Fee Schedule =onn W'� Request for Taxpayer Give form to the Rev. October 200 Identification Number and Certification requester. Do not Department of the Treasury send to the IRS. nternal Revenue Service Name (as shown on your income tax return) N ID ro Business name, if different from above a 0 oCheck appropriate box: ❑ Individual/Sole proprietor El Corporation El Partnership Exempt El Limited liability company. Enter the tax classification (D=disregarded entity, C=corporation, P=partnership) ► _______ ❑ P o ❑ Other (see instructions) 111 - payee Address Address (number, street, and apt. or suite no.) Requester's name and address (optional) EL w Town of Los Altos Hills City, state, and ZIP code 26379 Fremont Road rn Los Altos Hills, CA 94022 List account number(s) here (optional) Taxpayer Identification Number (TIN) Enter your TIN in the appropriate box. The TIN provided must match the name given on Line 1 to avoid Social security number backup withholding. For individuals, this is your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN on page 3. or Note. III the account is in more than one name, see the chart on page 4 for guidelines on whose Employer identification number number to enter. Certification Under penalties of perjury, I certify that: 1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and 2. 1 am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding, and 3. 1 am a U.S. citizen or other U.S. person (defined below). Certification Instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the Certification, but YOU must provide your correct TIN. See the instructions on page 4. Sign Signature of Here U.S. person ► Date 111 - General General Instructions Section references are to the Internal Revenue Code unless otherwise noted. Purpose of Form A person who is required to file an information return with the IRS must obtain your correct taxpayer identification number (TIN) to report, for example, income paid to you, real estate transactions, mortgage interest you paid, acquisition or abandonment of secured property, cancellation of debt, or contributions you made to an IRA. Use Form W-9 only if you are a U.S. person (including a resident alien), to provide your correct TIN to the person requesting it (the requester) and, when applicable, to: 1. Certify that the TIN you are giving is correct (or you are wafting for a number to be issued), 2. Certify that you are not subject to backup withholding, or 3. Claim exemption from backup withholding if you are a U.S. exempt payee. If applicable, you are also certifying that as a U.S. person, your allocable share of any partnership income from a U.S. trade or business is not subject to the withholding tax on foreign partners' share of effectively connected income. Note. If a requester gives you a form other than Form W-9 to request your TIN, you must use the requester's form if it is substantially similar to this Form W-9 Definition of a U.S. person. For federal tax purposes, you are considered a U.S. person if you are: • An individual who is a U.S. citizen or U.S. resident alien, • A partnership, corporation, company, or association created or organized in the United States or under the laws of the United States, • An estate (other than a foreign estate), or • A domestic trust (as defined in Regulations section 301.7701-7). Special rules for partnerships. Partnerships that conduct a trade or business in the United States are generally required to pay a withholding tax on any foreign partners' share of income from such business. Further, in certain cases where a Form W-9 has not been received, a partnership is required to presume that a partner is a foreign person, and pay the withholding tax. Therefore, if you are a U.S. person that is a partner in a partnership conducting a trade or business in the United States, provide Form W-9 to the partnership to establish your U.S. status and avoid withholding on your share of partnership income. The person who gives Form W-9 to the partnership for purposes of establishing its U.S. status and avoiding withholding on its allocable share of net income from the partnership conducting a trade or business in the United States is in the following cases: • The U.S. owner of a disregarded entity and not the entity, Cat. No. 10231X Form W-9 (Rev. 10-2007)