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HomeMy WebLinkAboutVIII-08 Authorize Signature - 1st Amendment to Abatement Contract - Precision Landscaping City Council Memorandum To: Mayor Fasbender and City Council From: John Hinzman, Community Development Director Date: October 16, 2023 Item: Authorize Signature: 1st Amendment to Agreement for Services - Precision Landscaping and Construction Council Action Requested: Authorize signature of the attached 1st Amendment to Agreement for Services between the City and Precision Landscaping and Construction to perform certain abatement services related to code enforcement violations. Tasks performed by Precision would include mowing, snow and ice removal, property cleanup, and securing of property. A simple majority is necessary for action. Background Information: The Amendment extends the contract to October 31, 2025 and amends the winter rate schedule for snow removal to use a per hour basis instead of a s.f. basis. Staff believes the change will be easier to calculate and result in the same if not lower expense. The City Council authorized signature of the original Agreement for Services on August 1, 2022. Financial Impact: Minimal. Costs for performing services would be assessed to the property owner. Advisory Commission Discussion: N\A Attachments: • 1st Amendment to Agreement for Services • Original Agreement for Services VIII-08 1 FIRST AMENDMENT TO AGREEMENT FOR SERVICES BETWEEN CITY OF HASTINGS AND PRECISION LANDSCAPING & CONSTRUCTION, INC. This First Amendment to the Agreement for Services (“First Amendment”) is made this ____ day of October, 2023, by and between the City of Hastings (“City”), a Minnesota municipal corporation, and Precision Landscaping & Construction, Inc. (“Precision”), a Minnesota corporation. RECITALS A. The City entered into an Agreement for Services with Precision on August 1, 2022 (“Agreement”). B. The City and Precision desire to amend the Agreement to modify the Term and the Fees for snow and ice removal. NOW, THEREFORE, in consideration of the mutual promises and covenants of each to the other contained in this First Amendment and other good and valuable consideration, receipt of which is hereby acknowledged, the parties hereto do covenant and agree as follows: 1. The entire Agreement is hereby incorporated into this First Amendment, except as modified below. 2. Section III of the Agreement is hereby removed and replaced in its entirety as follows: 3. TERM. The term of this Agreement shall commence on October 16, 2023, and shall terminate on October 15, 2025, unless terminated prior to that date pursuant to Section 5 of this Agreement. This Agreement may be extended upon the written mutual consent of the parties for such additional periods as they deemed appropriate and upon the same terms and conditions as herein stated. 3. Part D of the Quote Form in Exhibit 1 of the Agreement is hereby removed and replaced in its entirety as follows: Labor Hourly Shoveling $75/Hr. Sidewalk Machine Hourly w/Plow (Utv. Exct.) $115/Hr. Includes Labor Skid Loader Hourly $125/Hr. Includes Labor Payloader Hourly $135/Hr. Includes Labor Dump Truck Hourly Hauling Snow $135/Hr. Includes Labor Tractor w/Blower Hourly $155/Hr. Includes Labor Bagged Salt Per 50# Bag $40/Bag + Labor Bulk Sand Per 50#’s (5 Gallon Pail) $30/Pail + Labor Snow Dump Fee $30/Load + Trucking Cost 4. Except as provided for above, the terms and provisions of the Agreement shall remain in full force and effect. VIII-08 2 5. This First Amendment and all disputes or controversies arising out of or relating to this First Amendment, or the transactions contemplated hereby shall be governed by, and construed in accordance with, the internal laws of the State of Minnesota, without regard to the laws of any other jurisdiction that might be applied because of the conflict of laws principles of the State of Minnesota. 6. This First Amendment may be executed in two or more counterparts, all of which shall be considered one and the same instrument and shall become effective when one or more counterparts have been signed by the parties and delivered to the other parties. 7. This First Amendment shall not be amended, modified or supplemented, except by a written instrument signed by an authorized representative of each party. [THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK] VIII-08 3 CITY OF HASTINGS By: ______________________________ Mary Fasbender, Mayor By: _______________________________ Kelly Murtaugh, City Clerk Date: _____________________________ VIII-08 4 PRECISION LANDSCAPING & CONSTRUCTION, INC. By: __________________________________ Josh Fox, Chief Executive Officer Date: _________________________________ VIII-08 1 AGREEMENT FOR SERVICES THIS AGREEMENT (“Agreement”) is made and executed this 1st day of August, 2022, by and between the City of Hastings, 101 4th Street East, Hastings, Minnesota, 55033 (“City”) and Precision Landscaping & Construction, Inc., 14923 Jacob Avenue, Hastings, Minnesota, 55033 (“Contractor”). WHEREAS, the City has accepted the proposal of the Contractor for certain Services; and WHEREAS, Contractor desires to perform the Services for the City under the terms and conditions set forth in this Agreement. NOW THEREFORE, in consideration of the mutual consideration contained herein, it is hereby agreed as follows: 1. SERVICES. a. City agrees to engage Contractor as an independent contractor for the purpose of performing certain Services (“Services”), as defined in the following documents: i. An abatement services proposal, incorporated herein as Exhibit 1; ii. Addendum to abatement services proposal, dated July 15, 2022, incorporated herein as Exhibit 2. (Hereinafter “Exhibits.”) iii. Where the terms and conditions of this Agreement and those terms and conditions included in the Exhibits specifically conflict, the terms of this Agreement shall apply. b. Contractor covenants and agrees to provide Services to the satisfaction of the City in a timely fashion, as set forth in the Exhibits, subject to Section 9 of this Agreement. c. Contractor agrees to comply with all federal, state, and local laws and ordinances applicable to the Services to be performed under this Agreement, including all safety standards. The Contractor shall be solely and completely responsible for conditions of the job site, including the safety of all persons and property during the performance of the Services. The Contractor represents and warrants that it has the requisite training, skills, and experience necessary to provide the Services and is appropriately licensed and has obtained all permits from all applicable agencies and governmental entities. VIII-08 2 2. PAYMENT. a. City agrees to pay and Contractor agrees to receive and accept payment for Services as set forth in the Exhibits. b. Any changes in the scope of the work of the Services that may result in an increase to the compensation due the Contractor shall require prior written approval by the authorized representative of the City or by the City Council. The City will not pay additional compensation for Services that do not have prior written authorization or comply with the terms of the Exhibits. c. Contractor shall submit an invoice to the City in accordance with the requirements outlined in the Exhibits. Invoices submitted shall be paid by the City in the manner specified in the Exhibits. 3. TERM. The term of this Agreement shall commence on the date written in the initial paragraph of this Agreement to October 31, 2023, unless terminated prior to that date pursuant to Section 5. This Agreement may be extended upon the written mutual consent of the parties for such additional periods as they deem appropriate, and upon the same terms and conditions as herein stated. 4. BONDS. If the Services provided by Contractor as set forth in the Exhibits and this Agreement exceeds $100,000, Contractor shall furnish performance and payments bonds covering faithful performance of all the Contractor’s obligations, including without limitation warranty obligations, and of all payment of obligations arising under this Agreement. The bonds shall each be issued in an amount equal to 100% of the stipulated sum identified in Section 2 of this Agreement. 5. TERMINATION AND REMEDIES. a. Termination for Convenience. This Agreement may be terminated by either party upon 30 days’ written notice delivered to the other party at the addresses listed in Section 15 of this Agreement. Upon termination under this provision, if there is no default by the Contractor, Contractor shall be paid for Services rendered and any reimbursable expenses through the effective date of termination. b. Termination Due to Default. This Agreement may be terminated by either party upon written notice in the event of substantial failure by the other party to perform in accordance with the terms of this Agreement. The non-performing party shall have fifteen (15) calendar days from the date of the termination notice to cure or to submit a plan for cure that is acceptable to the other party. c. Remedies. Notwithstanding the above, the Contractor shall not be relieved of liability to the City for damages sustained by the City as a result of any breach of this Agreement by the Contractor. In such an event, the City may: VIII-08 3 i. Withhold payments due to the Contractor for the purpose of set-off until such time as the exact amount of damages due to the City is determined. ii. Perform the Services, in which case, the Contractor shall within 30 days after written billing by the City, reimburse the City for any costs and expenses incurred by the City. The rights or remedies provided for herein shall not limit the City, in case of any default by the Contractor, from asserting any other right or remedy allowed by law, equity, or by statute. d. Upon termination of this Agreement, the Contractor shall furnish to the City copies or duplicate originals of all documents or memoranda prepared for the City not previously furnished. 6. SUBCONTRACTORS. Contractor shall not enter into subcontracts for any of the Services provided for in this Agreement without the express written consent of the City, unless specifically provided for in the Exhibits. The Contractor shall pay any subcontractor involved in the performance of this Agreement within the ten (10) days of the Contractor’s receipt of payment by the City for undisputed services provided by the subcontractor. 7. STANDARD OF CARE. In performing its Services, Contractor will use that degree of care and skill ordinarily exercised, under similar circumstances, by reputable members of its profession in the same locality at the time the Services are provided. 8. INSPECTION OF WORK. All materials and workmanship will be subject to inspection, examination, and testing by the City, who will have the right to reject defective material and workmanship or require its correction. 9. DELAY IN PERFORMANCE. Neither City nor Contractor shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the nonperforming party. For purposes of this Agreement, such circumstances include, but are not limited to, abnormal weather conditions; floods; earthquakes; fire; epidemics; war, riots, and other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage; judicial restraint; and inability to procure permits, licenses or authorizations from any local, state, or federal agency for any of the supplies, materials, accesses, or services required to be provided by either City or Contractor under this Agreement. If such circumstances occur, the nonperforming party shall, within a reasonable time of being prevented from performing, give written notice to the other party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement. Contractor will be entitled to payment for its reasonable additional charges, if any, due to the delay. VIII-08 4 10. CITY’S REPRESENTATIVE. The City has designated Dan Wietecha to act as the City’s representative with respect to the Services to be performed under this Agreement. He, or his authorized designee, shall have complete authority to transmit instructions, receive information, interpret, and define the City’s policy and decisions with respect to the Services covered by this Agreement. 11. PROJECT MANAGER AND STAFFING. The Contractor has designated Josh Fox and Joby Nolan to be the primary contacts for the City in the performance of the Services. They shall be assisted by other staff members as necessary to facilitate the completion of the Services in accordance with the terms established herein. Contractor may not remove or replace these designated staff without the approval of the City. 12. INDEMNIFICATION. a. Contractor and City each agree to defend, indemnify, and hold harmless each other, its agents and employees, from and against legal liability for all claims, losses, damages, and expenses to the extent such claims, losses, damages, or expenses are caused by its negligent acts, errors, or omissions. In the event claims, losses, damages, or expenses are caused by the joint or concurrent negligence of Contractor and City, they shall be borne by each party in proportion to its own negligence. b. Contractor shall indemnify City against legal liability for damages arising out of claims by Contractor’s employees or subcontractors, including all liens. City shall indemnify Contractor against legal liability for damages arising out of claims by City’s employees or subcontractors. 13. INSURANCE. During the performance of the Services under this Agreement, Contractor shall maintain the following insurance: a. Commercial General Liability Insurance, with a limit of $1,500,000 for any number of claims arising out of a single occurrence, pursuant to Minnesota Statutes, Section 466.04, or as may be amended; b. Workers’ Compensation Insurance in accordance with statutory requirements. c. Automobile Liability Insurance, with a combined single limit of $1,000,000 for each person and $1,000,000 for each accident. Contractor shall furnish the City with certificates of insurance, which shall include a provision that such insurance shall not be canceled without written notice to the City. The City shall be named as an additional insured on the Commercial General Liability Insurance policy. 14. WARRANTIES. Contractor warrants and guarantees that title to all work, materials, and equipment covered by any invoice, will pass to City no later than the Completion Date. VIII-08 5 Contractor warrants that all work will be free from defects and that all materials will be new and of first quality. If within one (1) year after final payment any work or material is found to be defective, Contractor shall promptly, without cost to the City, correct such defect. 15. NOTICES. Notices shall be communicated to the following addresses: If to City: City of Hastings 101 4th Street East Hastings, MN 55033 Attention: City Administrator Or e-mailed: dwietecha@hastingsmn.gov If to Contractor: Precision Landscaping & Construction, Inc., 14923 Jacob Avenue Hastings, MN 55033 Or emailed: josh@precisionlandscaping-inc.com 16. INDEPENDENT CONTRACTOR STATUS. All services provided by Contractor, its officers, agents and employees pursuant to this Agreement shall be provided as employees of Contractor or as independent contractors of Contractor and not as employees of the City for any purpose. 17. RESPONSIBLE CONTRACTOR. a. In accordance with Minnesota Statutes, Section 16C.285, Contractor is hereby advised that the City cannot award a construction contract in excess of $50,000 unless Contractor is a “responsible contractor” as defined in Minnesota Statutes, Section 16C.285, subdivision 3. Contractor must complete a Responsible Contractor Certificate verifying compliance with the minimum criteria specified in Minnesota Statutes, Section 16C.285, subdivision 3, to be eligible to provide the Services outlined in this Agreement. A Responsible Contractor Certificate must be signed under oath by an owner or officer of Contractor. Contractor is responsible for obtaining the required verifications of compliance with Minnesota Statute, Section 16C.285, subdivision 3 from all subcontractors, using a form provided by the City. Contractor must submit signed verifications from subcontractors upon the City’s request. b. Contractor or subcontractor who does not meet the minimum criteria established in Minnesota Statutes, Section 16C.285, subdivision 3, or who fails to verify compliance with the minimum requirements of this statute, will not be considered a “responsible contractor” and will be ineligible to provide the Services under this Agreement or otherwise work on the project in any capacity. Contractor and any subcontractor are advised that making any false statements verifying compliance VIII-08 6 with Minnesota Statutes, Section 16C.285 will render the Contractor or subcontractor ineligible to perform the Services of this Agreement and may result in termination of this Agreement by the City. c. Contractor shall not sublet, sell, transfer, delegate or assign the Services or any portion of the Services of this Agreement without abiding by the applicable provisions of the Minnesota Department of Transportation Standard Specifications for Construction, Section 1801. 18. GENERAL PROVISIONS. a. Assignment. This Agreement is not assignable without the mutual written agreement of the parties. b. Waiver. A waiver by either City or Contractor of any breach of this Agreement shall be in writing. Such a waiver shall not affect the waiving party’s rights with respect to any other or further breach. c. Nondiscrimination. Contractor agrees that in the hiring of employees to perform Services under this Agreement, Contractor shall not discriminate against any person by reason of any characteristic protected by state or federal law. d. Governing Law. This Agreement shall be construed in accordance with the laws of the State of Minnesota and any action must be venued in Dakota County District Court. e. Amendments. Any modification or amendment to this Agreement shall require a written agreement signed by both parties. f. Severability. If any term of this Agreement is found be void or invalid, such invalidity shall not affect the remaining terms of this Agreement, which shall continue in full force and effect. g. Data Practices Compliance. All data collected by the City pursuant to this Agreement shall be subject to the Minnesota Government Data Practices Act, Minnesota Statutes, Chapter 13. h. Entire Agreement. This Agreement constitutes the entire agreement of the parties and supersedes all prior communications, understandings and agreements relating to the subject matter hereof, whether oral or written. VIII-08 VIII-08 8 PRECISION LANDSCAPING & CONSTRUCTION, INC. By: Josh Fox, Chief Executive Officer Date: VIII-08 E x h i b i t 1 V I I I - 0 8 V I I I - 0 8 V I I I - 0 8 V I I I - 0 8 V I I I - 0 8 V I I I - 0 8 V I I I - 0 8 V I I I - 0 8 V I I I - 0 8 V I I I - 0 8 V I I I - 0 8 V I I I - 0 8 V I I I - 0 8 Exhibit 2 VIII-08