HomeMy WebLinkAbout2017-01-23 Notice Aerial Imagery and Aerial Mapping Services RFP 17-01 �1 Nu4
1t Po r t I„;���4� ���m Capital Projects and Engineering
250 Madison, Suite 2R
Fin wnsen Port Townsend, WA 98368
360-379-5096
REQUEST FOR PROPOSALS
RFP 17-01
Issue Date: January 23, 2017
Notice is hereby given that proposals will be received by the City of Port Townsend, Washington
fo r:
Aerial Imagery and Aerial Mapping Services
Introduction
The City of Port Townsend, Washington ("City") is seeking a qualified vendor to perform
photogrammetric services. The City intends to contract with the successful respondent
("Vendor") to finalize a project plan, including delivery schedule, in preparation for a March,
2017 aerial mapping project. The project area includes Port Townsend and adjoining areas
totaling approximately 19.4 square miles.
Request for Proposal Submittal Requirements
Request for Proposal must include the following information:
• A cover letter/statement of interest indicating your firm's interest in offering these
services and highlighting its qualifications to perform the work;
• A minimum of three references relating to the services being requested with full name,
title, address, phone and email addresses.
Project Manager/Communications
All Vendor communications up to the point of Vendor selections are to be directed in writing to
the Project Manager listed below. Any oral communications will be considered unofficial and
non-binding on the City.
Project Manager: Tyler Johnson
Address: City of Port Townsend
250 Madison Street, Suite 2R
Port Townsend, WA 98368
tjohnson @cityofpt.us
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Preliminary Schedule
These dates are estimates and are subject to change by the City.
Event Date
Release RFP January 25, 2017
Vendor Questions (if any) due February 1, 2017
Answers to Vendor RFP questions released February 3, 2017
Proposals due February 10, 2017
Interview of short list (if needed) February 17, 2017
Vendor Selected February 24, 2017
Survey Control March
Aerial Flight Late March
Project Completion June 30, 2017
Proposal
1. Cover Letter
The cover letter must be signed by an individual legally authorized to bind the submitter
to both its proposal and proposed pricing. The cover letter must contain the following
information.
a. Name, title, address, email address, and telephone number of the person (or
persons) to contact who is authorized to represent the firm and to whom
correspondence should be directed.
b. The submitter's federal and state taxpayer identification numbers.
2. Proposal Summary
Summarize your proposal and your firm's qualifications to do this work.
3. Technical Approach
Address in detail the methodology you will use to meet or exceed the technical
specifications of this project as described in the scope of work.
4. Project Completion Schedule
Provide a schedule or a timeline for completion of the various phases of this project.
5. Other Information
a. Company Information
i. Company name, office address, contact person (name/title), contact
information
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ii. Parent company name (if any), address, contact person (name/title),
contact information
iii. Person to contact in regard to the proposal (name/title), contact
information
iv. Subcontractors, if any; company name, office address, contact person
(name/title), contact information
V. City of Port Townsend Business License (Required if Vendor is selected for
the project)
b. Client References (please list up to five that have occurred in the last five years)
i. Client name, contact person, contact information
ii. Name and/or description of project
iii. Approximate budget
iv. Approximate timeline
6. Proposed Pricing
Please provide a fixed fee total for all services included within this RFP's scope of work.
Scope of Work
This project involves all work and photogrammetric processes necessary to create high quality
color orthophotography. The primary deliverable for this Project is:
Product Extent Format
Orthophotography (0.25' pixel 3,000' x 3,000' tiles TIFF, GeoTIFF, MrSID
resolution; 8 bit color
1. Task 1— Project Planning
In this Task, the Vendor will attend a kickoff meeting with the City to review the Vendor
project plan. At this juncture it is expected that the contracted scope of work will be
detailed and complete. This meeting is an opportunity to clarify any remaining
questions or issues about the project and how it is to proceed. The goal is to finalize the
entire body of work to be completed, roles and responsibilities, timeline, and critical
quality metrics. Specifically, the City Project Manager, Vendor Project Manager, and
City staff will review:
• Accuracy Requirements
• Project Area Map
• Survey Control
• Imagery Acquisition
• Imagery Quality Parameters
• Schedule
• Budget and Invoicing
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• Communication Plan
• Remaining Questions or Issues
2. Task 2— Flight Planning
In this task, the Vendor will develop a flight plan for collecting digital imagery for this
project. The optimal leaf-free flight window in the Puget Sound area is very short due to
sun angle and unpredictable spring weather conditions. The flight planning task is a
critical project milestone in that the Vendor must commit aircraft, equipment, and staff
resources to a data collection window that is uncertain at best. The selected Vendor
must commit to perform the aerial mission in its entirety at the first opportunity after
March 18, 2017 that meets the required aerial photography mission requirements.
The scope of work is the acquisition of aerial imagery suitable for production of high-
resolution color orthophotography for the project area. The project extent is
approximately 19.4 square miles and subject to minimal changes prior to beginning this
task. The full extent of the Project area including water areas and applicable overlaps
must be collected. The City will provide a shapefile delineating the areal extents for the
Vendor's use in Project planning.
The Vendor flight plan should address:
• Project area flight line and premarking requirements
• Coverage to the full extent of Project area tiles regardless of land/water
boundary
• Sensor make and model with current USGS certification
• Type of aircraft, camera mount, and airborne GPS configuration
• Use of airborne GPS with ground control stations
• Image overlap including treatment at project edge
• Use of NAD83 (1991) horizontal datum, NAVD88 vertical datum, and U.S. Survey
Foot mapping units
• Timeline identifying critical path tasks such as premarking
• Quality assurance/quality control procedures to be used in imagery collection
• 0.25'-pixel color orthophotography at 1:480 (1"—40') mapping scale
• Specific Vendor-City communication protocol
• Contingency options for weather, aircraft, and/or equipment issues
3. Task 3—Survey Control Plan
In this task, the Vendor will develop a survey control plan. The City will provide existing
survey data, which the Vendor will review and recommend the amount and distribution
of supplementary horizontal and vertical ground control required to meet the project's
requirements. It is the Vendor's responsibility to verify both the existence and
suitability of existing ground control. The Vendor will then determine which of the
existing control monuments can be utilized as ground control, select locations for
additional ground control that will be needed (if any), and establish additional control
points.
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4. Task 4— Flight(s); Imagery Collection
In this task, the Vendor will conduct the aerial imagery collection mission asset out in
Task 2, Flight Plan. The Vendor will schedule and execute the aerial mission(s) per the
plan, utilizing the first opportunity after March 15, 2017 that meets the basic aerial
imagery requirements (satisfactory weather, sun angle, etc.). Imagery must not be
collected when the ground is obscured by haze, snow, smoke, dust, or other
environmental factors that may hide ground detail. Clouds and/or shadows of clouds
shall not appear in the imagery to minimize ground object shadows, the sun
angle/altitude will not be less than 40 degrees above the horizon when the imagery is
collected.
The Vendor will gather extra aerial imagery utilizing additional overlap to minimize
feature "lean".
5. Task 5— Imagery Review
As flight(s) are completed and aerial imagery is available, Vendor will proceed to review
the imagery including those spot exposures covering areas of elevated structures, in
accordance with the agreed upon specifications. The imagery must support the
production of high quality orthophotography and other deliverables listed earlier. The
goal of this task is to identify unacceptable imagery, if any, so that reflights can be
scheduled with all due haste. The Vendor will utilize the production environment,
equipment, procedures, trained staff, and specifications agreed to in the Task 1 kickoff
meeting. If specifications must be adjusted, the Vendor will fully disclose this to, and
obtain concurrence from, the City before proceeding. Of particular importance are any
quality issues pertaining to radiometry, geometry, cleanliness, image coverage, file
naming, and usability for analytical aerotriangulation (AAT) as well as orthophotography
production. Rework will be identified and scheduled as necessary. The City expects that
the imagery collection task will be substantially complete before AAT begins.
6. Task 6—Aerotriangulation
The Vendor will utilize the reviewed/accepted imagery, survey control, airborne GPS
(photo center positions), and state of the art software solutions to complete this task. At
the conclusion of this task, the Vendor Project Manager will brief the Project Manager
on the task outcome, including the incidence of errant, discarded, or anomalous
network points, and the resolution of these gaps. The mapping specifications to be used
in this and all subsequent production are:
Datumns/Units
NAD83 (1991)— Horizontal Datum
NAVD88—Vertical Datum
U.S. Survey Feet
Projection/Coordinate System
Washington State Coordinates (North Zone)
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7. Task 7—Orthophoto Production
In this task, the final orthophotography production will be completed, including all
rectification, mosaicking, graphic editing, and clipping of final tiles.
The City is seeking as orthophoto deliverables only the highest image quality reasonably
attainable through current photogrammetric industry best practices. This includes such
parameters as image sharpness, color balance, detail visibility in shadow and highlight
areas, treatment of buildings and elevated structures, defects and blemishes, geometry
(including edgematching between adjacent images), and treatment of seam lines.
Regardless of the somewhat subjective nature of orthophotography quality control, the
City expects that the selected Vendor will propose, implement, and achieve a uniformly
high standard of orthophoto quality on this Project. The City will work closely with the
selected Vendor at the beginning of the Project to establish clear product acceptance
criteria.
8. Task 8— Deliverable Review/Acceptance
This task extends throughout the Project and involves the systematic quality checking by
City staff of all Vendor deliverables; the notification by the Project Manager of product
shortcomings, if any; the timely reworking/redelivery of rejected Vendor deliverables, as
necessary; and the final City acceptance of each deliverable. In light of the project
timeline, the City's Vendor selection process will place special emphasis on 1) Vendors'
demonstrated ability to meet project schedules, and 2) superior Vendor product quality.
Vendor deliverables are of three types and will be reviewed/accepted as follows:
a. Meetings, plan documents, communications:These are typical of any major
project and are primarily for progress tracking and overall project
documentation purposes. The Project Manager will review these promptly,
notify and distribute to Project Team participants, contact the Vendor Project
Manager as necessary for clarifications or corrections, accept, and archive.
b. Interim data products:These include digital components of the production
process that are used in creating the final products. Examples are the raw
imagery, photo center GPS coordinates, the AAT solution/report, and mosaic
seam lines. The City requires these as project deliverables for its internal QC
efforts, as well as for potential use in future work. The Project Manager along
with a photogrammetric industry expert will review these promptly, notify and
distribute to Project participants, contact the Vendor Project Manager as
necessary for clarifications or corrections, accept on behalf of the City, and
archive.
c. Final data products: These include the items noted in the Scope of Work Table at
the beginning of this section. The following is the acceptance criteria:
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• Deliverables will undergo a random (spot) check, and if this review
reveals 10% or more incidences of defects, the products will without
further review be returned to the Vendor.
• Deliverables passing the spot check will undergo a thorough check, and if
this review reveals 10% or more incidences of defects, the products will
without further review be returned to the Vendor for correction. The
Project Manager and City staff may reduce the amount of quality checks
if the overall quality of deliverables appears to be high.
Proposal Response Date and Location
Proposals must be received at the City of Port Townsend by the date and time shown below.
Date: Friday, February 10, 2017
Time: 3:00 p.m. PDT
Proposals may be submitted as a PDF to cmcnabb @cityofpt.us . It is the responsibility of the
proposer to confirm that the proposal was received. The City will endeavor to send an email to
verify the receipt of the proposal within 24 hours. Proposers may also call Catherine McNabb at
360-379-5089 to confirm receipt of their email.
Sealed paper proposals are to be addressed to:
City of Port Townsend
Office of the City Clerk
250 Madison Street, Suite 2
Port Townsend, WA 93868
All proposals and accompanying documentation will become the property of the City and will
not be returned. Faxed proposals will not be accepted. Vendors accept all risks of late delivery,
regardless of fault.
Required Number of Proposals
The City prefers electronic submission of proposals—for example, as an attachment to an
email. Firms wishing to submit paper copies should package and clearly label one original and
three copies to the address above.
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Evaluation Criteria
Vendor selection criteria are given below. When evaluating for the selection criteria the
emphasis will be on the quality of the deliverables and timeliness, with pricing a far less
important factor.
Evaluation Criteria Possible Points
Responsiveness/Completeness of Proposal (i.e., was each required 10
section completed and everything included that was required by the RFP)
Experience/Qualifications (i.e., Vendor's experience working within the 40
requested services arena; Vendor's experience working with local
government; Vendor's ability to meet the production schedule; Vendor's
ability to successfully complete the scope of services on time and on
budget; Vendor's ability to successfully work with client staff; Vender's
proven success in recent projects)
Technical Approach and Scope of Services (i.e., does the Vendor 40
understand what it will take to successfully achieve the goals and
objectives of the requested services; does the Vendor understand the
City's quality and timeline expectations; merit of proposed technical
approach)
Pricing 10
Total Points Possible 100
Vendor Presentation and/or Committee Interview
After the proposals are evaluated, the Selection Committee will determine whether formal
presentations and interviews are necessary, and if so, which Vendors may be invited to make a
formal presentation and/or participate in a panel interview with the Selection Committee. The
City may choose not to require formal presentations or interviews. The City may choose to
contact officials from other jurisdictions regarding the Vendor, their prior work experience and
their ability to successfully complete the scope of services. The City may request clarification or
additional information from a specific Vendor in order to assist in the City's evaluation of a
proposal. Finally, the City may require changes in the scope of services as deemed necessary by
the City, before execution of the Contract.
Contract Award and Execution
The City reserves the right to make an award without further discussion of the proposal
submitted. Therefore, the proposal should be initially submitted on the most favorable terms
the Vendor can offer.
The City shall not be bound or in any way obligated until both parties have executed the City's
Contract.
The Vendor selected as the apparently successful Vendor will be expected to enter into a
contract with the City. The existing City Professional Services Agreement is included as an
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attachment to this RFP. Please review contract language prior to submitting a proposal. This
document is for informational purposes only and is not part of the submittal requirements.
The general conditions and specifications of this RFP and the successful Vendor's response, as
amended by Contract between the City and the successful Vendor, including e-mail or written
correspondence relative to the RFP, will become part of the Contract documents. Either party
may propose additional Contract terms and conditions during negotiation of the final Contract.
If the selected Vendor fails to sign the Contract within five (5) business days of delivery of the
final Contract, the City may elect to cancel the award and award the Contract to the next-
highest ranked Vendor.
No cost is chargeable for any Vendor activity that occurs prior to the Contract execution date.
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ATTACHMENT A
Sample of the City of Port Townsend Professional Services Agreement
1. Contract Title:
2. Parties: City of Port Townsend (hereinafter "City"), and, (hereinafter,
"Consultant").
3. Total Amount:
4. Date of Contract: , 2017
THIS AGREEMENT is entered into between the above named Parties as follows:
1. Services and Performance by Consultant. The Consultant shall provide services as described
in Attachment 1.
2. Payment by the City. The City shall provide by payment a total amount not to exceed the
amount set forth above for services provided in this Agreement.
3. Term and Completion of Work. This Agreement shall remain in effect until completion of the
services described in Attachment 1 and final payment has occurred, unless terminated in accordance with
this Agreement. Work shall not commence until the City provides Consultant with written notice to
proceed. The City will not issue a notice to proceed until Consultant has provided insurance as required
by this Agreement. All work shall be completed by
4. Insurance Requirements. Consultant shall take out and maintain insurance as set forth in
Attachment 2.
5. General Terms
A. Payment Schedule and Terms
1. The project fee set forth in this Agreement is the total amount due to the Consultant for all
services performed and expenses incurred under this Agreement.
2. The project fee includes direct labor costs, overhead costs, and direct(expense) costs, including
materials, supplies, equipment, costs for travel, reproduction costs and telephone, facsimile and
computer use incurred during the billing period.
3. The Consultant shall maintain time and expense records and provide them not more frequently
than monthly to the City, along with invoices in a format acceptable to the City for work
performed to the date of invoice. Consultant shall provide progress reports, scheduling and
completion information on request of the City.
4. Consultant shall keep cost records and accounts pertaining to this Agreement available for
inspection by the City's representative for three (3)years after final payment. Consultant will
provide copies to the City upon request at no additional charge.
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5. If the services rendered do not meet the requirements of the Agreement, the Consultant will
correct or modify the work to comply with the Agreement. The City may withhold payment for
such work until the work meets the requirements of the Agreement.
B. Termination. The City may terminate this Agreement for cause after notifying the Consultant of its
default and giving the Consultant 10 days to cure the default. Consultant will be paid just and equitable
compensation as provided in Paragraph 2 for any satisfactory work completed prior to the date of
termination.
C. Indemnification/Hold Harmless
Consultant shall defend, indemnify and hold the City, its officers, officials, employees and volunteers
harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of
or resulting from the willful misconduct or negligent acts, errors or omissions of the Consultant in
performance of this Agreement, except for injuries and damages caused by the negligence of the City.
Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then,
in the event of liability for damages arising out of bodily injury to persons or damages to property caused
by or resulting from the concurrent negligence of the Consultant and the City, its officers, officials,
employees, and volunteers, the Consultant's liability, including the duty and cost to defend, hereunder
shall be only to the extent of the Consultant's negligence. It is further specifically and expressly
understood that the indemnification provided herein constitutes the Consultant's waiver of immunity
under Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. This waiver
has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or
termination of this Agreement.
D. No Partnership. The Parties agree that nothing contained in this Agreement shall be considered as in
any way constituting a partnership between the City and Consultant.
E. Independent Consultant. The Consultant is, and shall be at all times during the term of this
Agreement, an independent contractor and not an employee of the City. The parties fully understand the
nature of independent contractor status and intend to create an independent contractor relationship. The
Consultant, and not the City, shall have the right to control the manner and means by which the work or
services is accomplished. The City shall retain the right, however, to ensure that the work or services is
being performed according to agreed-upon requirements. Consistent with this relationship, Consultant
shall not be covered by any City benefit programs, such as health and welfare benefit plans, social
security, workers compensation or unemployment compensation, and shall not be treated as an employee
for federal or state tax purposes or any other purpose. Consultant shall be responsible for paying all taxes
related to payments City makes to Consultant, including federal income taxes, self-employment(Social
Security and Medicaid) taxes, local and state business and occupation taxes, and the City is not
responsible for withholding for or paying any of those taxes.
F. Non-discrimination. Consultant and its employees, agents and sub-consultants, if any, shall at all
times comply with any and all federal, state or local laws, ordinances, rules or regulations with respect to
non-discrimination and equal employment opportunity, which may at any time be applicable to the City
by law, contract or otherwise, including but not limited to all such requirements which may apply in
connection with employment or the provision of services to the public.
G. Compliance with all applicable laws. Consultant shall at all times in connection with performance of
this Agreement, comply with any and all other applicable federal, state and local laws, rules, ordinances
and regulations.
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H. Notices. All notices shall be delivered personally or may delivered by any of the following methods:
mailed by certified mail, return receipt requested; regular mail; courier service; facsimile or electronic
mail to the other party as their address appears of record with the City or State. In the case of notice by
mail, notice shall be deemed given on the date of postmark. In case of facsimile or electronic mail, notice
shall be deemed given when received.
L Ownership of Documents. All work products,papers, notes, memoranda, correspondence, drawings,
specifications, reports, and other documents and records of any sort produced, received, held or
maintained in conjunction with the performance of this Agreement by the Consultant shall be and is the
exclusive property of the City, except that the Consultant may use such materials to assist other public
agencies. Upon request of the City, or upon completion of any of the services provided for in this
Agreement, or upon termination of this Agreement for any reason, the Consultant shall deliver to the City,
machine-reproducible in format acceptable to the City copies of any and all such materials. Once
accepted by the City, Consultant shall have no responsibility for subsequent use by other persons.
J. Nonwaiver. Any failure by the City to enforce strict performance of any proviso of this Agreement
will not constitute a waiver of the City's right to subsequently enforce such provision or any other
provision of this Agreement
K. Severability. If any term or provision of this Agreement is held invalid, the remainder of such terms
or provision of this Agreement shall not be affected, if such remainder would then continue to conform to
the terms and requirements of applicable law.
L. Legal Fees. In any lawsuit between the parties with respect to matters covered by this Agreement, the
prevailing party will be entitled to receive its reasonable attorney fees and costs in the lawsuit, in addition
to any other relief that may be awarded.
M. Applicable Law, Venue. This Agreement shall be construed and interpreted in accordance with the
laws of the State of Washington. The venue of any action shall be in the Superior Court of Jefferson
County.
N. Assignment or Delegation. Consultant shall not assign any of its rights or interest in this Agreement,
nor delegate any of its duties hereunder to any other person, firm or entity without the express written
consent of the City first being obtained.
O. Modification. No modification of this Agreement shall be effective unless agreed to in writing and
signed by the Parties.
P. Complete Agreement. This Agreement together with the Attachments reflects the entire agreement of
the parties relating to the subject matter thereof, supersedes all prior or contemporaneous oral or written
agreements, or any understandings, statements,representation or promises, and is intended fully to integrate
the agreement between the parties with respect to the matters described in this Agreement.
Q. City Business License and Payment of Business and Occupation Tax Required.
Section 5.04.030C.17 requires anyone accepting or executing a contract v, th the City to obtain a City
business license and to pay, if applicable, business taxes to the City.
R. Other Terms. Additional Terms (if any) are set forth in an Attachment that will be numbered
Attachment 3, and initialed and dated by the parties.
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IN WITNESS WHEREOF, the City of Port Townsend and Consultant have executed this Agreement.
CITY OF PORT TOWNSEND CONSULTANT
A Washington Municipal Corporation
By: By:
David G. Timmons, City Manager Title
Mailing Address
Date: , 2017 Date: , 2017
Approved as to form:
Steven L. Gross, City Attorney
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ATTACHMENT I
SCOPE OF SERVICES
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ATTACHMENT 2
INSURANCE REQUIREMENTS
Insurance
The Consultant shall procure and maintain for the duration of the Agreement, insurance against
claims for injuries to persons or damage to property which may arise from or in connection with
the performance of the work hereunder by the Consultant, its agents, representatives, or
employees.
No Limitation
Consultant's maintenance of insurance as required by the agreement shall not be construed to
limit the liability of the Consultant to the coverage provided by such insurance, or otherwise
limit the City's recourse to any remedy available at law or in equity.
A. Minimum ctwpe two" Insurance
Consultant shall obtain insurance of the types described below:
1. Automobile Liability insurance covering all owned, non-owned, hired and leased
vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or
a substitute form providing equivalent liability coverage. If necessary, the policy shall be
endorsed to provide contractual liability coverage.
2. Commercial General Liability insurance shall be written on ISO occurrence form CG 00
O1 and shall cover liability arising from premises, operations, independent contractors
and personal injury and advertising injury. The City shall be named as an insured under
the Consultant's Commercial General Liability insurance policy with respect to the work
performed for the City.
3. Workers' Compensation coverage as required by the Industrial Insurance laws of the
State of Washington.
4. Professional Liability insurance appropriate to the Consultant's profession.
1.31. Minimum Amounts of Insurance
Consultant shall maintain the following insurance limits:
1. Automobile Liability insurance with a minimum combined single limit for bodily injury
and property damage of$1,000,000 per accident.
2. Commercial General Liability insurance shall be written with limits no less than
$1,000,000 each occurrence, $2,000,000 general aggregate.
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3. Professional Liability insurance shall be written with limits no less than $1,000,000 per
claim and $1,000,000 policy aggregate limit.
0-thier Insurance Provision
The Consultant's Automobile Liability and Commercial General Liability insurance policies are
to contain, or be endorsed to contain that they shall be primary insurance as respect the City.
Any Insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess
of the Contractor's insurance and shall not contribute with it.
I). Acceptability 4,A Insurers
Insurance is to be placed with insurers with a current A.M. Best rating of not less than A: VII.
f.1. Verification of(,,'4,)verage
Consultant shall furnish the City with original certificates and a copy of the amendatory
endorsements, including but not necessarily limited to the additional insured endorsement,
evidencing the insurance requirements of the Consultant before commencement of the work.
1V' lNo-fice of(11' tnceflation
The Consultant shall provide the City with written notice of any policy cancellation, within two
business days of their receipt of such notice.
G. Failure to Maintain Insurance
Failure on the part of the Consultant to maintain the insurance as required shall constitute a
material breach of contract, upon which the City may, after giving five business days notice to
the Consultant to correct the breach, immediately terminate the contract or, at its discretion,
procure or renew such insurance and pay any and all premiums in connection therewith, with any
sums so expended to be repaid to the City on demand, or at the sole discretion of the City, offset
against funds due the Consultant from the City.
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