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HomeMy WebLinkAbout2014 01.06 City Council Work Session Agenda City of Apache Junction, Arizona Meeting location: City Council Chambers 1U Z at City Hall \ -` �► Agenda 300 E.Superstition Blvd. \gilONr Apache Junction,AZ - City Council Work Session 85119 apachejunctionaz.gov Ph:(480)982-8002 Monday,January 6,2014 7:00 PM City Council Chambers A. CALL TO ORDER B. ROLL CALL C. AGENDA ITEMS 1. 13-418 Presentation by and discussion with city staff and Ray DelZotto of CookDZ on construction status at the police department. Presentation and discussion. Sponsors: Bryant Powell 2. 13-413 Presentation by and discussion with city staff, Ray DelZotto and Jeff Cook of CookDZ of 5 year budget planning tool, Capital Improvement Plan. Presentation and discussion. Sponsors: Bryant Powell 3. 13-414 Presentation by and discussion with Human Resources Director Liz Riley on proposed sick leave incentive program. Discussion may also include Apache Junction Police Officers Association (AJPOA) members Michael Ramirez, Clyde Allison, Steve Fugate, Steve Jeansonne, and Seth Painter. Presentation and discussion. Sponsors: Liz Riley and Bryant Powell Attachments: Sick Leave Incentive DRAFT October 2, 2013 4. 13-424 Presentation and discussion on a citywide traffic sign inventory. Staff respectfully requests the mayor and city council discuss entering into a contract for PW2013-14 Citywide Traffic Sign Inventory, allowing the city to enter into a contract with Mid-West GIS, Inc. in an amount not to exceed $65,450.00. Presentation and discussion. Sponsors: Emile Schmid Attachments: PW2013-14 01 Memo to Council.pdf PW2013-14 02 Agreement.pdf PW2013-14 03 Exhibit A.pdf City of Apache Junction,Arizona Page 1 Printed on 611512026 City Council Work Session Agenda January 6,2014 D. ADJOURNMENT Copies of this agenda and additional information regarding any of the items listed above may be obtained Monday through Thursdays, 7:00a—6:00p, excluding holidays, from the City Clerk's office located at: 300 East Superstition Boulevard,Apache Junction,AZ If any person with a disability needs any type of accommodation,please notify the Human Resources Office, at(480)474-2617 or(480) 983-0095(TDD)at least 72 hours prior to the scheduled time. City of Apache Junction,Arizona Page 2 Printed on 611512026 ►P�"E�c�, City of Apache Junction, Arizona 300 E Superstition Boulevard = Agenda Item Cover Sheet Apache Junction,AZ _ 85119 Agenda Item No. 1. Piz File ID: 13-418 Sponsor: Bryant Powell Agenda Date: 1/6/2014 Index: In Control: City Council Work Session Presentation by and discussion with city staff and Ray DelZotto of CookDZ on construction status at the police department. Presentation and discussion. City of Apache Junction,Arizona Page 1 Printed on 611512026 ►P�"E�c�, City of Apache Junction, Arizona 300 E Superstition Boulevard = Agenda Item Cover Sheet Apache Junction,AZ _ 85119 Agenda Item No.2. Piz File ID: 13-413 Sponsor: Bryant Powell Agenda Date: 1/6/2014 Index: In Control: City Council Work Session Presentation by and discussion with city staff, Ray DelZotto and Jeff Cook of CookDZ of 5 year budget planning tool, Capital Improvement Plan. Presentation and discussion. City of Apache Junction,Arizona Page 1 Printed on 611512026 ►P�"E�c�, City of Apache Junction, Arizona 300 E Superstition Boulevard _1 Agenda Item Cover Sheet Apache Junction,AZ 85119 Agenda Item No. 3. Piz File ID: 13-414 Sponsor: Liz Riley and Bryant Powell Agenda Date: 1/6/2014 Index: In Control: City Council Work Session Presentation by and discussion with Human Resources Director Liz Riley on proposed sick leave incentive program. Discussion may also include Apache Junction Police Officers Association (AJPOA) members Michael Ramirez, Clyde Allison, Steve Fugate, Steve Jeansonne, and Seth Painter. Presentation and discussion. City of Apache Junction,Arizona Page 1 Printed on 611512026 D. Sick Leave Incentive Program Incentive: 1 to 40 hours pay at the hourly rate of pay Process: The Finance Director shall certify the eligibility of employees for the sick leave incentive and notify the department. Eligibility: • Career status full time employee • City employee continuously for the entire previou§ calendar year • A balance of 120 hours of sick leave banked on January 1 st of each year • Not used more than 40 hours sick leave during the revious calendar year • The employee must be employed by the City on t ck leave incentive pay date in order to receive the incen ' e. Program Criteria: 1. If 20 or less sick leave ho been us the previous calendar year the employee is eligible to rec e urs pay it current hourly rate. 2. If 21-39 hours of Mick leave hours have been used 1 e previous calendar year the 40 hours of eligible pay w' reduce*y the number of sick leave hours used over 20. 3. The employee's sick leave bank will be reduced by the number of sick leave hours paid under the incentive program. 4. Sick leave incentit pay will b paid to the employee in a separate check during the first pay ci&k weeAin February. IL 5. Sick leave accruals used for qualifying events under the Family Medical Leave Act (FMLA) and for Family Sick shall be counted as sick leave used for the Sick Leave Incentive program. 6. Sick leave accruals used for an on the job injury will not be counted against the employee for the Sick Leave Incentive program. This includes any time used that is designated FMLA for an on the job injury. ►P�"E�c�, City of Apache Junction, Arizona 300 E Superstition Boulevard o Agenda Item Cover Sheet Apache Junction,AZ U =i 85119 Agenda Item No.4. Piz File ID: 13-424 Sponsor: Emile Schmid Agenda Date: 1/6/2014 Index: In Control: City Council Work Session Presentation and discussion on a citywide traffic sign inventory. Staff respectfully requests the mayor and city council discuss entering into a contract for PW2013-14 Citywide Traffic Sign Inventory, allowing the city to enter into a contract with Mid-West GIS, Inc. in an amount not to exceed $65,450.00. Presentation and discussion. City of Apache Junction,Arizona Page 1 Printed on 611512026 pP ACHE✓ 1Public Works Department U Z Home of the Superstition Mountains '4RIZONP Date: December 24, 2013 To: Mayor and Members of the City Council Through: George Hoffman, City Manager Giao Pham, P.E., Public Works Director From: Emile Schmid, P.E., City Engineer Subject: PW2013-14 Citywide Traffic Sign Inventory Staff respectfully requests the mayor and city council consider for approval the attached agreement allowing the city to enter into contract with Mid-West GIS, Inc. for a citywide traffic sign inventory. Generating a citywide inventory will assist staff in the initial creation of an all inclusive sign database. This project will also satisfy a federal requirement that municipalities have such a database, and will provide a database that city staff can use in the future as current signs are maintained, and new signs are installed. Staff requested and received scopes and fees from three vendors: AZTEC Engineering $109,812.00 Epic Solutions $37,380.00* *did not provide all database items requested Mid-West GIS, Inc. $59,500.00 After internal review and discussion, staff recommends award to Mid-West GIS, Inc. The work under this contract is for$59,500.00, with a 10% contingency of$5,950.00 for a total not to exceed amount of$65,450.00. City staff prepared the enclosed agreement for city council's consideration. Staff will present the project and contract at the 01/06/2014 City Council Work Session with the anticipation this item will be placed on the consent agenda for consideration and action at the 01/21/2014 City Council Regular Meeting. 575 E. Baseline Ave., Apache Junction AZ 85119 T (480) 982-1055 • F (480) 982-8005 CITY OF APACHE JUNCTION AGREEMENT FOR MATERIALS AND LABOR PROJECT NO. PW2013-14 "CITY WIDE TRAFFIC SIGN INVENTORY" THIS AGREEMENT made and entered into by and between The CITY OF APACHE JUNCTION, an Arizona municipal corporation ("City"), and MID-WEST GIS, INC., an Illinois corporation ("Consultant"), hereinafter collectively referred to as the "Parties", or individually as a "Party". RECITALS A. CITY intends to obtain an inventory assessment of city-owned signs ("Project") and desires to engage a consultant to conduct the sign inventory, update the City GIS, prepare a monitoring plan, prepare a replacement plan, and prepare an assessment report in connection with the Project ("Services"). B. CONSULTANT has represented that it has the necessary professional expertise, qualifications, and capability, and all required licenses and/or certifications to provide the Services. C. CITY in reliance on these representations design to engage CONSULTANT to provide the Services as more fully described in Exhibit "A", attached to and made a part of this Agreement. D. City and Consultant desire to set forth herein their respective responsibilities and the manner and terms upon which Consultant shall render the services. E. City has complied with the public bidding requirements under Arizona Revised Statute Title 34 and Apache Junction City Code ("A.J.C.C.")Article 3-7, Procurement Procedure, and this agreement is categorically exempt under A.J.C.C. Article 3-7-4(E)(1) from the council approval process. AGREEMENT NOW, THEREFORE, City retains Consultant to perform, and Consultant agrees to render the services in accordance with the terms and conditions set forth as follows: 1. SCOPE OF SERVICES: Consultant shall perform the Services described in Exhibit "A" in accordance with the terms and conditions contained in this Agreement. The performance of all Services shall be to the reasonable satisfaction of the CITY. 2. NOT TO EXCEED COMPENSATION: The compensation to be paid to CONSULTANT for performance of the Services described in Exhibit "A", including both payment for professional services and reimbursable expenses, shall not exceed fifty-nine thousand five hundred Dollars ($59,500). In the event Additional Services are authorized, the total compensation for services and reimbursable expenses shall not exceed five thousand nine hundred and fifty Dollars ($5,950). The applicable rates and schedule of payment are set out in Exhibit "A", entitled "Cost of Services," which is attached to and made a part of this Agreement. 3. CONTRACT TERM: The term of this Agreement shall be from the date of its full execution through completion of the services in accordance with the Schedule set out in Exhibit "A". Renewals shall only be allowed as mutually agreed upon in writing by the Parties. 1 4. LABOR AND MATERIALS: Unless otherwise provided in the contract documents, Consultant shall provide, pay and insure under the requisite laws and regulations for all labor, materials, equipment, tools and machinery, utilities, transportation, other facilities and services necessary for the proper execution and completion of the work whether temporary or permanent, and whether or not incorporated or to be incorporated in the work. 5. TAXES: Consultant shall pay all license, sales, consumer, use and other similar taxes for the work or portions thereof provided by Consultant which are received whether or not yet effective or subsequently applicable due to acts of jurisdictions or bodies other than City. 6. PERMITS & FEES: Unless otherwise provided in the contract documents, Consultant shall secure and pay for all permits, governmental fees, licenses and inspections necessary for the proper execution and completion of work which are customarily secured after execution of the contract and which are legally required. Consultant shall give all notices and comply with all laws, ordinances, rules, regulations and lawful orders of any public authority bearing on the performance of the work. Consultant understands that the activity described herein constitutes "doing business in the City of Apache Junction" and Consultant agrees to obtain a privilege tax license pursuant to Article 8-2 of the Apache Junction City Code and keep such license current during the term of this Agreement. 7. INDEPENDENT CONSULTANT: Consultant shall at all times during Consultant's performance of the services retain Consultant's status as an independent Consultant. Consultant's employees shall under no circumstances be considered or held to be employees or agents of City and City shall have no obligation to pay or withhold state or federal taxes, or provide workers compensation or unemployment insurance for or on behalf of them or Consultant. Consultant shall supervise and direct the delivery of the materials using its best skill and attention. Except as provided in this Agreement, Consultant shall be solely responsible for all means, methods, techniques, sequences and procedures, and for coordinating all portions of the work required by the contract documents. Consultant shall be responsible to City for the acts and omissions of its employees. 8. INDEMNIFICATION: To the fullest extent permitted by law, Consultant shall defend, indemnify and hold harmless City, its elected and appointed officers, officials, agents, and employees from and against any and all liability including but not limited to demands, claims, actions, fees, costs and expenses, including attorney and expert witness fees, arising from or connected with or alleged to have arisen from or connected with, relating to, arising out of, or alleged to have resulted from the acts, errors, mistakes, omissions, work or services of Consultant, its agents, employees, or any tier of Consultant's sub Consultants in the performance of this Agreement. Consultant's duty to defend, hold harmless and indemnify City, its Special Districts, elected and appointed officers, officials, agents, and employees shall arise in connection with any tortuous claim, damage, loss or expense that is attributable to bodily injury, sickness, disease, death, or injury to, impairment, or destruction of property including loss of use resulting there from, caused by an Consultant's acts, errors, mistakes, omissions, work or services in the performance of this Agreement including any employee of Consultant, any tier of Consultant's sub Consultant or any other person for whose acts, errors, mistakes, omissions, work or services Consultant may be legally liable. 9. ENFORCED DELAYS (FORCE MAJEURE): Neither City nor Consultant, as the case may be, shall be considered not to have performed its obligations under this Agreement in the event of enforced delay (an "Enforced Delay") due to causes beyond its control and without its fault or negligence or failure to comply with Applicable Laws, including, but not restricted to, acts of God, fires, floods, epidemics, pandemics, quarantine, restrictions, embargoes, labor disputes, and unusually severe weather or the delays of sub consultants or material men due to such causes, acts of a public enemy, war, terrorism or act of terror (including but not limited to bio-terrorism or eco-terrorism), nuclear radiation, blockade, insurrection, riot, labor strike or interruption, extortion, sabotage, or similar occurrence or any exercise of the power of eminent domain of any governmental body on behalf of any public entity, or a declaration of moratorium or similar hiatus (whether permanent or temporary) by any public entity directly affecting the Project. In no event will Enforced Delay include any delay resulting from unavailability for any reason of labor shortages, or the unavailability for any reason of particular 2 consultants, sub consultants, vendors or investors desired by Consultant in connection with the Project. Consultant agrees that Consultant alone will bear all risks of delay which are not Enforced Delay. In the event of the occurrence of any such Enforced Delay, the time or times for performance of the obligations of the Party claiming delay shall be extended for a period of the Enforced Delay; provided, however, that the Party seeking the benefit of the provisions of this Section shall, within thirty (30) calendar days after such Party knows or should know of any such Enforced Delay, first notify the other Party of the specific delay in writing and claim the right to an extension for the period of the Enforced Delay; and provided further that in no event shall a period of Enforced Delay exceed ninety (90) calendar days. 10. GOVERNING LAW AND VENUE: The terms and conditions of this Agreement shall be governed by and interpreted in accordance with the laws of the State of Arizona. Any action at law or in equity brought by either Party for the purpose of enforcing a right or rights provided for in this Agreement, shall be tried in a court of competent jurisdiction in Pinal County, State of Arizona. The Parties hereby waive all provisions of law providing for a change of venue in such proceeding to any other county. In the event either Party shall bring suit to enforce any terms of this Agreement or to recover any damages for and on account of the breach of any term or condition in this Agreement, it is mutually agreed that the prevailing Party in such action shall recover all costs including reasonable attorney fees to be determined by the court in such action. 11. INSURANCE: Consultant, at its own expense, shall purchase and maintain the minimum insurance and other additional requirements set forth herein. All insurance required herein shall be maintained in full force and effect until all work or service required to be performed under the terms of the Agreement is satisfactorily completed and formally accepted; failure to do so may, at the sole discretion of the City constitute a material breach of this Agreement. Consultant's insurance shall be primary insurance as respect to City, and any insurance or self- insurance maintained by City shall not contribute to it. Any failure to comply with the claim reporting provisions of the insurance policies or any breach of an insurance policy warranty shall not affect coverage afforded under the insurance policies to protect City. The insurance policies, except Workers Compensation, shall contain waiver of transfer rights of recovery (subrogation) against City, its agents, officers, officials and employees for any claims arising out of Consultant's acts, errors, mistakes, omissions, work or services. The insurance policies may provide coverage which contains deductibles or self-insured retentions. Such deductible and/or self-insured retentions shall not be applicable with respect to the coverage provided to City under such policies. Consultant shall be solely responsible for the deductible and/or self-insured retention and City, at its option, may require Consultant to secure payment of such deductibles or self-insured retentions by a Surety Bond or an irrevocable and unconditional letter of credit. City reserves the right to request and to receive within ten (10) working days, certified copies of any or all of the herein required insurance policies and/or endorsements. City shall not be obligated, however, to review same or to advise Consultant of any deficiencies in such policies and endorsements, and such receipt shall not relieve Consultant from, or be deemed a waiver of City's right to insist on strict fulfillment of Consultant's obligations under this Agreement. The insurance policies, except Workers Compensation, required by this Agreement, shall name City, its agent, officers, officials and employees as additional insured parties. 3 REQUIRED COVERAGE Commercial General Liability Consultant shall maintain Commercial General Liability insurance with a limit of not less than $1,000,000 for each occurrence with a $2,000,000 Products/Completed Operations Aggregate and a $2,000,000 General Aggregate Limit. The policy shall include coverage for bodily injury, broad form property damage, personal injury, products and completed operations and blanket contractual coverage including, but not limited to, the liability assumed under the indemnification provisions of this Agreement which coverage will be at least as broad as Insurance Service Office, Inc. Policy Form CG 00011-93 or any replacement thereof. In addition, automobile liability coverage of at least $1,000,000 per occurrence or a combined single limit of at least $1,000,000 is required. The auto liability policy should contain endorsements for hired autos, non-owned autos and scheduled vehicles, as applicable to the Consultant's business. Such policy shall contain a severability of interest provision, and shall not contain a sunset provision or commutation clause, nor any provision which would serve to limit third party action over claims. The Commercial General Liability additional insured endorsement shall be at least as broad as the Insurance Service Office Inc.'s Additional Insured, Form CG 20101185, and shall include coverage for Consultant's operations and products and completed operations. If required by this Agreement, if Consultant sublets any part of the work, services or operations, Consultant shall purchase and maintain, at all times during prosecution of the work, services or operations under this Agreement, City and Consultant's Protective Liability insurance policy for bodily injury and property damage, including death, which may arise in the prosecution of the Consultant's work, service or operations under this Contract. Coverage shall be on an occurrence basis with a limit not less than $1,000,000 per occurrence, and the policy shall be issued by the same insurance company that issues Consultant's General Liability insurance. Workers Compensation (Not Applicable to Sole Proprietorships) Consultant shall carry Workers Compensation insurance to cover obligations imposed by federal and state statutes having jurisdiction of Consultant's employees engaged in the performance of the work or services; and Employer's Liability insurance of not less than $100,000 for each accident, $100,000 disease for each employee, and $500,000 disease policy limit. In case any work is subcontracted, Consultant will require Sub Consultant to provide Workers Compensation and Employer's Liability to at least the same extent as required of Consultant. CERTIFICATE OF INSURANCE Prior to commencing work or services under this Agreement, Consultant shall furnish the City with Certificates of Insurance, or formal endorsements as required by Agreement, issued by Consultant's insurer(s), as evidence that policies providing the required coverage, conditions and limits required by this Agreement are in full force and effect. In the event any insurance policies required by this Agreement are written on a "claims made" basis, coverage shall extend for two (2) years past completion and acceptance of the Consultant's work or services and as evidenced by annual Certificates of Insurance, to be filed with the City Clerk of City. If a policy does expire during the life of the Agreement, a renewal certificate must be sent to City thirty (30) calendar days prior to the expiration date. All Certificates of Insurance shall be identified with bid serial number and title. Insurance required herein shall not expire, be canceled, or materially changed without thirty (30) 4 calendar days' prior written notice to City. 12. SUCCESSORS & ASSIGNS: City and Consultant each bind themselves, their partners, successors, assigns and legal representatives to the other Party hereto and to the partners, successors, assigns and legal representatives of such other Party in respect to all covenants, agreements and obligations contained in the contract documents. Neither Party to the contract shall assign the contract or sublet it as a whole without the written consent of the other, nor shall the Consultant assign any monies due or to become due to or to become due to it without the previous written consent of City. 13. WRITTEN NOTICE: Written notice shall be deemed to have been duly served if delivered in person to the individual or member of the firm or entity, or to an office of the corporation for whom it was intended or if delivered at or sent registered or certified mail, return receipt requested, and first class postage prepaid to the last business address known to them who gives the notice. 14. SAFETY: Consultant and/or its sub Consultants shall be solely responsible for job safety at all times. 15. RIGHTS & REMEDIES: The duties and obligations imposed by the contract documents and the rights and remedies available hereunder shall be in addition to and not a limitation of any duties, obligations, rights and remedies otherwise imposed or available by law. No action or failure to act by City or Consultant shall constitute a waiver of any right or duty afforded any of them under the contract, nor shall any action or failure to act constitute an approval of or an acquiescence to any breaches hereunder except as may be specifically agreed to in writing. 16. TERMINATION OF CONTRACT: If, for any reason, the Consultant shall fail to fulfill in a timely and proper manner its obligations under the contract, or if the Consultant shall violate any of the covenants, agreements, or stipulations of the contract, the City shall thereupon have the right to terminate the contract by giving written notice to the Consultant of such termination and specifying the effective date thereof. Notwithstanding the above, the Consultant shall not be relieved of liability to the City for damages sustained by the City by virtue of any breach of the contract by the Consultant. The City may terminate the contract at any time by giving at least twenty-four(24) hours notice in writing to the Consultant. If the contract is terminated by the City as provided herein, the Consultant will be paid for the time expended and expenses incurred up to the termination date. The Consultant may terminate this Agreement should the City fail to pay the Consultant any amount due and owing upon 14 calendar days written prior notice of intent to terminate. 17. APPEALS: All contractual grievances shall be submitted in writing to the City Manager within five (5) calendar days after the difference of opinion or grievance occurs relating to any of the provisions of the terms of this Agreement. Within five (5) calendar days of receiving a written grievance, the City Manager shall respond in writing to the company. The City Manager's decision shall be final and binding, subject only to a further appeal in the Pinal County Superior Court pursuant to A.R.S. § 12-901, et seq. 18. RECORDS: Records of Consultant's labor, payroll and other costs pertaining to this Agreement shall be kept on a generally recognized accounting basis and made available to City for inspection on request. Consultant shall maintain records for a period of at least three (3) years after termination of this Agreement, and shall make such records available during that retention period for examination or audit by City personnel during regular business hours. 19. AMENDMENT: It is mutually understood and agreed that no alteration or variation of the terms and conditions of this Agreement shall be valid unless made in writing and signed by the parties 5 hereto, and that oral understandings or agreements not incorporated herein shall not be binding on the Parties. 20. SEVERABILITY: City and Consultant each believe that the execution, delivery and performance of this Agreement are in compliance with all applicable laws. However, in the unlikely event that any provision of this Agreement is declared void or unenforceable (or is construed as requiring City to do any act in violation of any applicable laws, including any constitutional provision, law, regulation, or City Code), such provision shall be deemed severed from this Agreement and this Agreement shall otherwise remain in full force and effect; provided that this Agreement shall retroactively be deemed reformed to the extent reasonably possible in such a manner so that the reformed agreement (and any related agreements effective as of the same date) provide essentially the same rights and benefits (economic and otherwise) to the Parties as if such severance and reformation were not required. Unless prohibited by applicable laws, the Parties further shall perform all acts and execute, acknowledge and/or deliver all amendments, instruments and consents necessary to accomplish and to give effect to the purposes of this Agreement, as reformed. 21. CONFLICT OF INTEREST: The provisions of A.R.S. § 38-511 relating to cancellation of contracts due to conflicts of interest shall apply to this contract. 22. COMPLIANCE WITH FEDERAL AND STATE LAWS: The Consultant understands and acknowledges the applicability to it of the American with Disabilities Act, the Immigration Reform and Control Act of 1986 and the Drug Free Workplace Act of 1989. The following is only applicable to construction contracts: The Consultant must also comply with A.R.S. § 34-301, "Employment of Aliens on Public Works Prohibited", and A.R.S. § 34-302, as amended, "Residence Requirements for Employees". Under the provisions of A.R.S. § 41-4401, Consultant hereby warrants to the City that the Consultant and each of its Sub Consultants ("Sub Consultants") will comply with, and are contractually obligated to comply with, all Federal immigration laws and regulations that relate to their employees and A.R.S. § 23-214(A) (hereinafter"Consultant Immigration Warranty"). A breach of the Consultant Immigration Warranty shall constitute a material breach of this Contract and shall subject the Consultant to penalties up to and including termination of this Contract at the sole discretion of the City. The City retains the legal right to inspect the papers of any Consultant or Sub Consultant's employee who works on this Contract to ensure that the Consultant or Sub Consultant is complying with the Consultant Immigration Warranty. Consultant agrees to assist the City in regard to any such inspections. The City may, at its sole discretion, conduct random verification of the employment records of the Consultant and any of Sub Consultants to ensure compliance with Consultant's Immigration Warranty. Consultant agrees to assist the City in regard to any random verifications performed. Neither the Consultant nor any of Sub Consultants shall be deemed to have materially breached the Consultant Immigration Warranty if the Consultant or Sub Consultant establishes that it has complied with the employment verification provisions prescribed by sections 274A and 274B of the Federal Immigration and Nationality Act and the E-Verify requirements prescribed by A.R.S. § 23-214, Subsection A. The provisions of this Article must be included in any contract the Consultant enters into with any and all of its Sub Consultants who provide services under this Contract or any subcontract. "Services" are defined as furnishing labor, time or effort in the State of Arizona by a Consultant or Sub Consultant. Services include construction or maintenance of any structure, building or transportation facility or improvement to real property. 6 IN WITNESS WHEREOF the Parties hereto have caused this Agreement to be signed by their duly authorized representative as of this day of , 2014. Consultant: Mid-West GIS, Inc. By: Title: CITY OF APACHE JUNCTION an Arizona municipal corporation By: John S. Insalaco Mayor ATTEST: Kathleen Connelly City Clerk APPROVED AS TO FORM: Richard J. Stern City Attorney 7 STATE OF ) ) ss. COUNTY OF ) The foregoing instrument was acknowledged before me this day of 2014, by as of Mid-West GIS, Inc. Notary Public My commission expires: STATE OF ARIZONA ) ) ss. COUNTY OF PINAL ) The foregoing was acknowledged before me this day of 2014, by George Hoffman, as City Manager of the City of Apache Junction, an Arizona municipal corporation. Notary Public My commission expires: 8 STATUTORY PAYMENT BOND PURSUANT TO TITLE 34 , CHAPTER 2 , ARTICLE 2 , OF THE ARIZONA REVISED STATUTES (Penalty of this Bond MUST be 100% of the Contract Amount) KNOW ALL MEN BY THESE PRESENTS: That, hereinafter called the Principal) , as Principal, and r a company /corporation holding a Certificate of Authority to transact surety business in the State of Arizona as issued by the Director of the Department of Insurance pursuant to Title 20, Chapter 2, Article 1, with its principal office in the City of (hereinafter called the Surety) are held and firmly bound unto the City of Apache Junction (hereinafter called the Obligee) , in the amount of Dollars ($ ) , for the payment whereof, the said Principal and Surety bind themselves, their heirs, administrators, executors, successors and assigns, jointly and severally, firmly by these presents. WHEREAS, the Principal has entered into a certain written contract with the Obligee, dated day of 1 2013 to which contract is hereby referred to and made a part hereof as fully and to the same extent as if copied at length herein. NOW, THEREFORE, THE CONDITIONS OF THIS OBLIGATION IS SUCH, that if the said Principal shall promptly pay all moneys due to all persons supplying labor or materials to Principal or Principal ' s subConsultants in the prosecution of the work provided for in said contract, this obligation shall be void. Otherwise it remains in full force and effect: PROVIDED, HOWEVER, that this bond is executed pursuant to the provisions of Title 34, Chapter 2, Article 2, of the Arizona Revised Statutes, all liabilities on this bond shall be determined in accordance with the provisions, conditions and limitations of said Title, Chapter and Article, to the same extent as if they were copies at length herein. The prevailing party in a suit on this bond shall recover as part of the judgment reasonable attorney fees as may be fixed by the judge of the court. Witness our hand this day of 2013. PRINCIPAL SEAL BY: AGENCY OF RECORD AGENCY ADDRESS SURETY SEAL BY: ATTORNEY IN FACT 9 STATUTORY PERFORMANCE BOND PURSUANT TO TITLE 34, CHAPTER 2, ARTICLE 2, OF THE ARIZONA REVISED STATUTES (Penalty of this Bond MUST be 100% of the Contract Amount) KNOW ALL MEN BY THESE PRESENTS: That, (hereinafter called the Principal) , as Principal, and , a company /corporation holding a Certificate of Authority to transact surety business in the State of Arizona as issued by the Director of the Department of Insurance pursuant to (hereinafter called the Surety) are held and firmly bound unto the City of Apache Junction (hereinafter called the Obligee) , in the amount of Dollars ($ ) , for the payment whereof, the said Principal and Surety bind themselves, their heirs, administrators, executors, successors and assigns, jointly and severally, firmly by these presents. WHEREAS, the Principal has entered into a certain written contract with the Obligee, dated day of , 20 to which contract is hereby referred to and made a part hereof as fully and to the same extent as if copied at length herein. NOW, THEREFORE, THE CONDITIONS OF THIS OBLIGATION IS SUCH, that if the Principal faithfully performs and fulfills all of the undertakings, covenants, terms, conditions and agreements of the contract during the original term of the contract and any extension of the contract, with or without notice to the surety, and during the life of any guaranty required under the contract, and also performs and fulfills all of the undertakings, covenants, terms, conditions and agreements of all duly authorized modifications of the contract that may hereafter be made, notice of which modifications to the surety being hereby waived, the above obligation is void. Otherwise it remains in full force and effect. PROVIDED, HOWEVER, that this bond is executed pursuant to the provisions of Title 34, Chapter 2, Article 2, of the Arizona Revised Statutes, and all liabilities on this bond shall be determined in accordance with the provisions of Title 34, Chapter 2, Article 2, Arizona Revised Statutes, to the extend as if they were copies at length in this agreement. The prevailing party in a suit on this bond shall recover as part of the judgment reasonable attorney fees as may be fixed by the judge of the court. Witness our hand this day of 20 PRINCIPAL SEAL BY: AGENCY OF RECORD AGENCY ADDRESS SURETY BY: ATTORNEY IN FACT 10 CERTIFICATE OF INSURANCE CITY OF APACHE JUNCTION PROJECT: PWC2012-02 The certifies that the following insurance policies have been issued on behalf of: NAME OF INSURED: ADDRESS OF INSURED: Type of Policy Effect. Expire Limits of Insurance Number Date Date Liability 1 . Workman's $100, 000 Each Accident; Compensation $100, 000 Each Disease, $500, 000 Disease Policy Limit 2 . Commercial $1, 000, 000 Each General Occurrence; $2, 000, 000 Liability Products/Completed Operations Aggregate; $2, 000, 000 General Aggregate Limit 3 . Contractual $1, 000, 000 Each Bodily Injury & Occurrence Property Damage 4 . Automobile $1, 000, 000 Each Bodily Injury & Occurrence Property Damage It is further agreed that these policies shall not expire, be canceled or changed until all work has been completed and the project has been accepted by the City of Apache Junction. If a policy does expire during the life of the contract, a renewal Certificate of the required coverage must be sent to the City of Apache Junction not less than thirty (30) calendar days prior to expiration date. This Certificate is not valid unless countersigned by an authorized representative of the Insurance Company. The Certificate of Insurance must also provide that the City, its officers, employees and agents are additional insured parties. Date: Countersigned by: Title: SUBSCRIBED AND SWORN TO before me this day of 2013 by as Insurer. Notary Public My Commission Expires : 11 a City of Apache Junction - Public Works 575 E. Baseline Avenge Apache Junction, Arizona 85119 RE: Traffic Sign Inventory Proposal December 2, 2013 Mid-West GIS is submitting this proposal in response to the City of Apache Junction request for a Traffic Sign Inventory Proposal. This letter is a formal offer to perform the project described in this proposal. The mission of Mid-West GIS is to provide top-quality GIS services at an affordable cost to small & medium sized communities. Our company provides these services in the timeliest manner and with an ongoing comprehensive quality control program to provide 100%customer satisfaction. Mid-West GIS employs highly qualified personnel to ensure a quality end product. Our staff strives to keep up with technology advancements in the industry to make sure our clients are benefiting from these changes.The company's principal officers see each contract as an agreement not between a business and its customers, but between partners that wish to create a close and mutually beneficial long-term relationship. Mid-West GIS headquarters is located in Quincy, Illinois. Our company provides Geographic Information System (GIS) Consulting and Data Conversion services. These services include GIS and GPS data collection and conversion, utility mapping, planning and zoning, 911 and addressing,customer location, routing, GIS Website Development and other related GIS services. Mid-West GIS has completed over 400 traffic sign inventory projects. Shane C. McDermott, President Mid-West GIS, Inc. 233 S. 9th St. Quincy, IL 62301 shane@mid-westgis.com Phone: (217) 222-7793 Toll Free: (877) 248-2349 Mii+;West�IS HYH106H9 4MYFR i t t. Mid-West GIS, Inc. Company Profile St ti t 3 i Mid-West GIS, Inc. 307 South 11th Street Quincy, IL 62301 i Phone: 217-222-7793 - www.mid-westgis.com wM* 'm1'OdwWestGiS } a I h id-tfi estGI_S .. ....>.._.•-c.Y.yw..µ+;;,m.yyn•(xti>`: +¢V.t Y. u>5 Y +?':Nf,:.:X',+>'�.:f:�Y>. .V �"'Y '] .<£`' Company Profile Mid-West GIS, Inc. Year Firm Established Corporate Address 2007 307 South 11th Street Mid West I Quincy, IL 62301 Primary Contact Shane C. McDermott, President Contact (217) 222-7793 Type of Ownership (877)248-2349 Corporation www.mid-westgis.com shane@mid-westgis.com Organization Mid-West GIS is one of the fastest growing GIS companies in the Mid-West. The company provides Geographic Information System (GIS)Consulting and Data Conversion services to small and medium sized communities. These services include RTK GPS Data Collection, Utility Mapping, Planning and Zoning, 911 Addressing, Customer Location, Routing,GIS Website Development and other related GIS services. Mid-West GIS was founded in May of 2007 by Shane McDermott. The company has quickly evolved as one of the industry leaders in the area. Headquartered in Quincy, IL, Mid-West GIS works with clients all over the United States. The mission of Mid-West GIS is to provide top-quality GIS services at an affordable cost. The company will seek to provide these services in the timeliest manner and with an ongoing comprehensive quality control program to provide 100%customer satisfaction. Mid-West GIS will ensure that our staff is fully trained in the most up-to-date software applications. Our staff will be on top of the technology advancements in the industry to ensure our clients are keeping up with these changes. The company's principal officers see each contract as an agreement not between a business and its customers, but between partners that wish to create a close and mutually beneficial long-term relationship. As a company and as individuals,we take great pride in contributing to the communities where we live and work. Technology is propelling our growth. We're focusing on technologies that will not only improve our production efficiency but increase your return on investment. Mid-West GIS is committed to providing the best results in terms of cost, quality and service to our clients. 1 Mid-WestG1 9WaMFS3piAiNFA a W Mid-West GIS Capabilities • GIS Consulting • GIS Implementation Assistance • GIS Data Development • GIS Data Conversion • GIS Data Maintenance • GPS Data Collection • GPS Setup&Training • ArcGIS Installation &Training • ArcGIS Server Development Mid-West GIS Specialization: X I Mid-West GIS Specializes in the creation of Field Inventories using highly accurate GPS equipment. i ' , • Sub Meter GPS -Used for features that are easily located in the field and do not require a high degree of accuracy �� s • Sub Foot GPS -Used for features that requires a higher degree of accuracy, and do not require accurate elevation • Sub Centimeter GPS -Also known as Real Time Kinematic(RTK)GPS -Survey Grade Accurate to within a centimeter i on the x, y values and 2 centimeter on the elevation -Used for features that requires the most accurate location possible, as well as the need for accurate elevation Mid-WestGIS 9 E; - a , ...:..,. :C4...4' '"';h.:Y'`•?r,n Y .::,Sp K.i�.H/i'"Xt �".Kl�[N .*'l - Sign Inventory Scope of Work GPS Data Collection Phase I of this project includes GPS collection of all Traffic Control Signs on City Maintained Roads in the City of Apache Junction.The signs will be collected using highly accurate GPS equipment. GIS Technicians will use a combination of vehicle mounted GPS and handheld GPS devices.The data is spatially accurate using the GPS data collector and the accuracy of photo interpretation of the aerial photography. Many of the posts for signs can be seen on the photo and the GPS point can be place accordingly using ArcPad.When not seen,the technician can use the accuracy of the handheld GPS unit, or using other features on the aerial photo such as sidewalks and other visible features to correctly place the point where the sign belongs. All traffic signs will be collected as part of this project. Attribute Data Collection The following information will be attributed for each sign collected: GPS Positioning Installation Date (only collected if displayed on sign) MUTCD Code Sign Facing Direction Array Position Sign Size Pole Size Sign Condition Sign Type Is sign obscured Is sign leaning Route Name sign is on Route Type Sheeting Type Overlay Material Panel Type Sign Image Reflectivity Reading for sign (as well as legend and background color) Sign Age (calculated from installation date) Replacement Date (calculated from manufacturer expected sign life) MidZftstGI i -- wmion¢eo i i a V� • - o a e ao.o - o � -r,wvs-,-•>.xx.= op"!."ni:?�,,;:m7;•,>}vo-<^*iFK�".a,':.^• Tasks Needed to be completed Notes Section for miscellaneous details observed The following information will be attributed for each support: Support Description Installation Date Mile Marker GPS Position Support Type Support Condition Support Anchor Type Support Position Notes Section for miscellaneous details observed GIS Data Request The following GIS data is requested from the city to be used in the field collection for this project: Aerial photography Street Centerlines City Limit Boundaries Project Area Mid-West GIS will collect ALL SIGNS on ALL ROADS that are maintained by the city of Apache Junction.There is no limit to the amount of signs that will be collected.This is a lump sum contract with no overage for additional signs. Prior to data collection Mid-West GIS will meet with the city to identify any roads that are not maintained by the city. An example would be any county or state maintained roads that they city does not maintain signs on. These are the only roads that would not be collected in this project. Deliverables All data will be delivered in an ESRI Geodatabase.All digital photos will be delivered using a naming convention that is hyperlinked into the GPS point they are associated with in the Geodatabase. Mid-vest I Illy i :w E _ _m ,:....+: w e .:mom.};r<xtip.�e=G;>"nSv�:?;;:e:�x•2 4", •..� ., - Cost of Services This project is a lump sum project. Billing will be done on a monthly basis.All work done for each month will be billed by the hour.The total cost of the project is not to exceed the total for each phase listed above. The project will encompass the following tasks: Cost Initial to Approve GPS Data Collection -Traffic Control Signs with Digital Photos0------------$59,500 Project Schedule: It is estimated this project would take approximately three (3) months to complete. With a start date of January 1, 2014 it is estimated that the project would be complete around April 1, 2014. This cost is good for 90 days from the date on this proposal.After that time expires,the project cost will have to be re- evaluated. I agree to the terms and conditions of this contract, and give Mid-West GIS, Inc. official notice to proceed. Signature of Authorized Official Date Printed Name and Title - December 2, 2013 Shane C McDermott, President Date Mid-West GIS,Inc. 233 S. 9th St Quincy, IL 62301 (217) 222-7793 mild-WestGI i z # r References [ Mid-West GIS Village of Downers Grove (All Municipal Roads) Project Date:2011 Contact: Karen Robbins KRobbins@downers.us (630)434-5492 East Moline, IL(All Municipal Roads) Project Date:2011 Contact: Joseph Miller JMiller@eastmoline.com (309)752-1540 Pike County/City of Pittsfield, IL(County,Townships& Most municipalities in County) Project Date:2008 Contact: Chris Johnson pikehd@adams.net (217)473-6834 City of Pampa,TX(All Municipal Roads) Project Date:2009 9.0 Square Miles,150 centerline miles of road Contact: Donny Hooper, Director of Public Works DHOOPER@cityofpampa.org (806)669-5750 Scott County, lA(All County Roads) Project Date:2011 Contact: Ray Weiser,GIS Coordinator rweiser@scottcountyiowa.com (563)328-4137 Hancock County, IL(12 Municipalities &24 Townships) -All under one project Project Date: 2011 806 Square Miles, 174 Miles of Municipal Road, 1115 Miles of Township Road Contact: Elgin Barry, County Engineer hancockh@adams.net (217)357-3155 Mild-WestO • c - • o s s s.e - a K,,� References Mid-West GIS Lake County, IN (All County&Township Roads) Project Date:2010 497 Square Miles Sub Contracted through The SidwelI Company Contact: Neal Carpenter NCarpenter@sidwellco.com (630)549-1000 Mason County, IL(All Townships and Most Municipalities) Project Date: 2008 557 Square Miles,877 Miles of Road Contact: Mike Pedigo,County Engineer countyengineer@grics.net (309)543-3253 DeWitt County, IL(AlI County&Township Roads) Project Date: 2010 401 Square Miles, 752 Miles of Road Contact: Craig Fink, County Engineer dchd@verizon.net (217)935-2438 i MiIestG Bu3yEAP�B4a..