HomeMy WebLinkAboutAG-C-431 FCS Group AGREEMENT FOR PROFESSIONAL SERVICES
AG-C-431
THIS AGREEMENT made and entered into by and between the CITY OF
AUBURN, a Municipal Corporation in King County, Washington, hereinafter referred to
as "CITY" and FCS Group whose address is 7525 166th Ave NE, Suite D-215,
Redmond, WA 98502, hereinafter referred to as "CONSULTANT."
In consideration of the covenants and conditions of this Agreement, the parties
hereby agree as follows.
1. SCOPE OF WORK.
See Exhibit A, which is attached hereto and by this reference made a part of this
Agreement.
2. TERM.
The CONSULTANT shall not begin any work under this Agreement until
authorized in writing by the CITY All work under this Agreement shall be completed by
June 1, 2014 and can be amended by both parties for succeeding years.
The established completion time shall not be extended because of any delays
attributable to the CONSULTANT, but may be extended by the CITY in the event of a
delay attributable to the CITY, or because of unavoidable delays caused by an act of
GOD or governmental actions or other conditions beyond the control of the
CONSULTANT A prior supplemental Agreement issued by the CITY is required to
extend the established completion time.
3. COMPENSATION.
The total compensation for this Agreement shall not exceed $124,080.00. Paid
per rates are attached in the fee schedule as shown on Exhibit B, which is attached
hereto and by this reference made a part of this Agreement.
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Agreement for Professional Services AG-C-431
May 21, 2013
Page 1 of 10
4. SUBCONTRACTING.
The CITY permits subcontracts for those items of work necessary for the
completion of the project. The CONSULTANT shall not subcontract for the
performance of any work under this AGREEMENT without prior written permission of
the CITY. No permission for subcontracting shall create, between the CITY and
subcontractor, any contractor or any other relationship
Compensation for any subconsultant work is included in Section 3 of this
Agreement and all reimbursable direct labor, overhead, direct non-salary costs and
fixed fee costs for the subconsultant shall be substantiated in the same manner as
outlined in Section 3 All subcontracts exceeding $10,000 in cost shall contain all
applicable provisions of this AGREEMENT.
5. RESPONSIBILITY OF CONSULTANT.
The CONSULTANT shall be responsible for the professional quality, technical
accuracy, timely completion and the coordination of all studies, analysis, designs,
drawings, specifications, reports and other services performed by the CONSULTANT
under this Agreement. The CONSULTANT shall, without additional compensation,
correct or revise any errors, omissions or other deficiencies in its plans, designs,
drawings, specifications, reports and other services required. The CONSULTANT shall
perform its services to conform to generally-accepted professional accounting and the
requirements of the CITY
Any approval by the CITY under this Agreement shall not in any way relieve the
CONSULTANT of responsibility for the technical accuracy and adequacy of its services.
Except as otherwise provided herein, neither the CITY'S review, approval or
acceptance of, nor payment for, any of the services shall be construed to operate as a
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Agreement for Professional Services AG-C-431
May 21, 2013
Page 2 of 10
waiver of any rights under this Agreement or of any cause of action arising out of the
performance of this Agreement to the full extent of the law.
6. INDEMNIFICATION/HOLD HARMLESS.
The CONSULTANT shall defend, indemnify and hold the CITY, its officers,
officials, volunteers, and employees harmless from any and all claims, injuries,
damages, losses, or suits, including attorney fees, arising out of or resulting from the
acts, errors or omissions of the CONSULTANT in performance of this Agreement,
except for injuries or damages caused by the sole negligence of the CITY
7. INDEPENDENT CONTRACTOR/ASSIGNMENT.
The parties agree and understand that the CONSULTANT is an independent
contractor and not the agent or employee of the CITY and that no liability shall attach to
the CITY by reason of entering into this Agreement except as otherwise provided
herein. The parties agree that this Agreement may not be assigned in whole or in part
without the written consent of the CITY.
8. INSURANCE.
CONSULTANT shall procure and maintain for the duration of this 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.
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
CONSULTANT shall obtain insurance of the types and in the amounts described
below
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Agreement for Professional Services AG-C-431
May 21, 2013
Page 3 of 10
a. Automobile Liability insurance covering all owned, non-owned, hired and
leased vehicles, with a minimum combined single limit for bodily injury and
property damage of$1,000,000 per accident. 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.
b Commercial General Liability insurance shall be written on ISO occurrence
form CG 00 01 and shall cover liability arising from premises, operations,
independent contractors, and personal injury and advertising injury, with limits
no less than $1,000,000 each occurrence, $2,000,000 general aggregate.
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 using the applicable ISO Additional Insured
endorsement or equivalent.
c. Worker's Compensation coverage as required by the Industrial Insurance
laws of the State of Washington. If the consultant is a sole proprietor, the
parties agree that Industrial Insurance would be required if the
CONSULTANT had employees. However, the parties agree that a
CONSULTANT who has no employees would not be required to have
Worker's Compensation coverage.
d. Professional Liability insurance appropriate to the CONSULTANT'S
profession, with limits no less than $1,000,000 per claim and $1,000,000
policy aggregate limit.
Agreement for Professional Services AG-C431
May 21, 2013
Page 4 of 10
The insurance policies are to contain, or be endorsed to contain, the following
provisions for Automobile Liability, Professional Liability, and Commercial General
Liability insurance
a. The CONSULTANT'S insurance coverage shall be primary insurance as
respects the CITY. Any insurance, self insurance, or insurance pool
coverage maintained by the CITY shall be excess of the CONSULTANT'S
insurance and shall not contribute with it.
b. The CONSULTANT'S insurance shall be endorsed to state that coverage
shall not be cancelled by either party, except after thirty (30) days prior written
notice has been given to the CITY by certified mail, return receipt requested.
All insurance shall be obtained from an insurance company authorized to do
business in the State of Washington. Insurance is to be placed with insurers with a
current A.M. Best rating of not less than A-:VII
The CONSULTANT shall furnish the City with certificates of insurance and a
copy of the amendatory endorsements, including but not necessarily limited to the
additional insured endorsement, evidencing the insurance coverage required by this
section, before commencement of the work. The CITY reserves the right to require that
complete, certified copies of all required insurance policies be submitted to the CITY at
any time. The CITY will pay no progress payments under Section 3 until the
CONSULTANT has fully complied with this section.
9. NONDISCRIMINATION.
The CONSULTANT may not discriminate regarding any services or activities to
which this Agreement may apply directly or through contractual, hiring, or other
arrangements on the grounds of race, color, creed, religion, national origin, sex, age, or
where there is the presence of any sensory, mental or physical handicap.
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Agreement for Professional Services AG-C431
May 21, 2013
Page 5 of 10
10. OWNERSHIP OF RECORDS AND DOCUMENTS.
The CONSULTANT agrees that any and all drawings, computer discs,
documents, records, books, specifications, reports, estimates, summaries and such
other information and materials as the CONSULTANT may have accumulated,
prepared or obtained as part of providing services under the terms of this Agreement by
the CONSULTANT, shall belong to and shall remain the property of the CITY OF
AUBURN. In addition, the CONSULTANT agrees to maintain all books and records
relating to its operation and concerning this Agreement for a period of six (6) years
following the date that this Agreement is expired or otherwise terminated The
CONSULTANT further agrees that the CITY may inspect any and all documents held by
the CONSULTANT and relating to this Agreement upon good cause at any reasonable
time within the six (6) year period. The CONSULTANT also agrees to provide to the
CITY, at the CITY'S request, the originals of all drawings, documents, and items
specified in this Section and information compiled in providing services to the CITY
under the terms of this Agreement.
11. CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND
OTHER RESPONSIBILITY MATTERS-PRIMARY COVERED TRANSACTIONS.
The prospective primary participant certifies to the best of its knowledge and
belief, that it and its principals.
(a) Are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from covered transactions by any federal
department or agency,
(b) Have not within a three-year period preceding this proposal been convicted of
or had a civil judgment rendered against them for commission or fraud or a
criminal offense in connection with obtaining, attempting to obtain, or
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Agreement for Professional Services AG-C-431
May 21, 2013
Page 6 of 10
performing a public (federal, state, or local) transaction or contract under a
public transaction; violation of federal or state antitrust statues or commission
of embezzlement, theft, forgery, bribery, falsification or destruction of records,
making false statements, or receiving stolen property;
(c) Are not presently indicted for or otherwise criminally or civilly charged by a
governmental entity (federal, state, or local) with commission of any of the
offenses enumerated in paragraph "(b)" of this certification, and
(d) Have not within a three-year period preceding this application/proposal had
one or more public transactions (federal, state, or local) terminated for cause
or default.
Where the prospective primary participant is unable to certify to any of the
statements in this certification, such prospective participant shall attach an explanation
to this proposal.
12. TERMINATION OF AGREEMENT.
This Agreement may be terminated by either party upon twenty (20) days written
notice to the other party, and based upon any cause In the event of termination due to
the fault of other(s) than the CONSULTANT, the CONSULTANT shall be paid by the
CITY for services performed to the date of termination.
Upon receipt of a termination notice under the above paragraph, the
CONSULTANT shall (1) promptly discontinue all services affected as directed by the
written notice, and (2) deliver to the CITY all data, drawings, specifications, reports,
estimates, summaries, and such other information and materials as the CONSULTANT
may have accumulated, prepared or obtained in performing this Agreement, whether
completed or in process
Agreement for Professional Services AG-C-431
May 21, 2013
Page 7 of 10
13. GENERAL PROVISIONS.
13.1. This Agreement shall be governed by the laws, regulations and ordinances
of the City of Auburn, the State of Washington, King County, and where applicable,
Federal laws.
13.2. All claims, disputes and other matters in question arising out of, or relating
to, this Agreement or the breach hereof, except with respect to claims which have been
waived, will be decided by a court of competent jurisdiction in King County, Washington.
Pending final decision of a dispute hereunder, the CONSULTANT and the CITY shall
proceed diligently with the performance of the services and obligations herein.
13.3. In the event that any dispute or conflict arises between the parties while
this Agreement is in effect, the CONSULTANT agrees that, notwithstanding such
dispute or conflict, the CONSULTANT shall continue to make a good faith effort to
cooperate and continue work toward successful completion of assigned duties and
responsibilities.
13.4. The CITY and the CONSULTANT respectively bind themselves, their
partners, successors, assigns, and legal representatives to the other party to this
Agreement with respect to all covenants to this Agreement.
13.5 This Agreement represents the entire and integrated Agreement between
the CITY and the CONSULTANT and supersedes all prior negotiations, representations
or agreements either oral or written. This Agreement may be amended only by written
instrument signed by both the CITY and the CONSULTANT.
13.6. Should it become necessary to enforce any term or obligation of this
Agreement, then all costs of enforcement including reasonable attorneys fees and
expenses and court costs shall be paid to the substantially prevailing party.
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Agreement for Professional Services AG-C-431
May 21, 2013
Page 8 of 10
13.7. The CONSULTANT agrees to comply with all local, state and federal laws
applicable to its performance as of the date of this Agreement.
13.8. If any provision of this Agreement is invalid or unenforceable, the
remaining provisions shall remain in force and effect.
13.9. This Agreement shall be administered by Karyn Johnson, Principal on
behalf of the CONSULTANT, and by the Mayor of the CITY, or designee, on behalf of
the CITY. Any written notices required by the terms of this Agreement shall be served
on or mailed to the following addresses:
City of Auburn FCS Group
Attn- Daniel Repp Attn. Karyn Johnson, Principal
25 W Main Street 7525 166yh Ave NE, Suite D-215
Auburn WA 98001 Redmond, WA 98052
Phone 253 804.5062 Phone 425 867 1802 ext. 241
Fax: 253 931 3053 Fax: 425.867 1937
E-mail: drepp @auburwa.gov E-mail: karyn @fcsgroup corn
13 10. All notices or communications permitted or required to be given under this
Agreement shall be in writing and shall be delivered in person or deposited in the
United States mail, postage prepaid. Any such delivery shall be deemed to have been
duly given if mailed by certified mail, return receipt requested, and addressed to the
address for the party set forth in 13.9 or if to such other person designated by a party to
receive such notice. It is provided, however, that mailing such notices or
communications by certified mail, return receipt requested is an option, not a
requirement, unless specifically demanded or otherwise agreed.
Any party may change his, her, or its address by giving notice in writing, stating
his, her, or its new address, to any other party, all pursuant to the procedure set forth in
this section of the Agreement.
Agreement for Professional Services AG-C431
May 21, 2013
Page 9 of 10
13.11. This Agreement may be executed in multiple counterparts, each of which
shall be one and the same Agreement and shall become effective when one or more
counterparts have been signed by each of the parties and delivered to the other party.
CIT
Peter B Lewis, Mayor
Date IN -5 7Qf3
ATTEST
Danielle E. Daskam, City Clerk
APPROVED AS TO FORM
.0:�6a —0 —
Daniel B. Heid, City At rney
FCS Grp
A10 �By ' & �/FX0111—
Title/ ��/'✓��Ui l�/� , �r
Federal/Tax ID #
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Agreement for Professional Services AG-C-431
May 21, 2013
Page 10 of 10
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Exhibit A
Scope of Work
City of Auburn
Water, Sewer, and Stormwater Cost of Service/ Rate and SDC Study
The following Scope of Work(SOW) identifies the activities that FCS GROUP will perform for the
City of Auburn's Water, Sewer, and Stormwater Cost of Service Rate and Charge Study. Note that the
SOW includes baseline study tasks and optional tasks for the City's consideration.Note that the
baseline study tasks do not include review of wholesale rates. Wholesale revenues would be assumed
at existing levels, consistent with utility-wide retail rate adjustments, or adjusted based on a cost
escalation factor defined by the City
A. BASELINE STUDY TASKS
Task A-1: Data Collection / Kick-off Meeting
Attend a kick-off meeting with the City staff to introduce the project team, discuss key issues and
objectives, and review readily available information. In particular, any customer equity concerns will
be discussed that could result in revisions to cost allocation methodologies and/or revised rate
structures. Provide a written data request list to the City in advance of the kick-off meeting. Review,
analyze, and validate data as necessary for use in conducting the technical analyses. Follow up with
City staff(via telephone/ email)for any additional items or explanations as necessary
Task A-2: Spreadsheet Model Development
Utilizing the cost of service/rate design modules developed for the City during the 2010 rate studies,
revenue requirement transition worksheets will be created to incorporate the pertinent line item
detail for each utility from the City's current combined financial models.This will include sections
for the detailed line item O&M expenditures and the cashflow"test page"to include other
expenditures, non-rate revenues, revenues under existing rates, and rate revenues incorporating
proposed rate adjustments.Additional detail and analysis will likely be required from that included
in the revenue requirement forecasts or overall rate adjustments proposed in the City's model in
order to separate retail and wholesale revenues, revenue requirements and rate adjustments.
Update the models to reflect current plant, customer, and operational data, as well as current cost of
service/ rate structure policy goals for each utility. Separate models will be provided for each utility
Task A-3: Retail Cost of Service Analysis
The cost of service analysis provides a defensible basis for assigning"cost shares" and establishing
"equity"for utility customers based on their unique demands placed on the systems. Detailed
customer billing analyses and cost allocations will be performed for each utility. Cost allocations for
the stormwater utility will be used to evaluate potential revisions to credit policies, if warranted.This
task will include the following:
•
A Customer Statistics Analysis to evaluate individual customer data including: number of
accounts, meter size, equivalent service units and water usage patterns (annual use,winter
period use, and summer use). Summarize customer statistics to determine if the current
grouping of customers for each utility remains appropriate and for subsequent use in developing
rate structures.
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• A Price-Out"of Rate Revenue by Customer Class under Existing Rates to validate the
underlying customer data set for use in assessing cost of service shifts and designing rate
structures.This is a critical process in a cost of service rate study to provide the baseline for
analyzing the current distribution of costs by customer class in comparison to any indicated
shifts in the distribution of costs resulting from the cost of service analysis.Apply prevailing
rates to the customer statistics and calculate revenues by customer class.These calculated
revenues are tested against actual reported revenues by customer class to determine if the
underlying data set is valid. Depending on the initial outcome, this could include follow up with
City staff to determine potential reasons for any significant discrepancies before moving forward
with rate design.
• A Functional Allocation of System Assets and E.rpenses to provide the baseline for assigning
costs to customer classes. Review historical asset records and classify plant investment by major
categories. For water, major categories include supply/treatment, storage,
transmission/distribution, meters &services,hydrants, customer, and general plant. For sewer,
major categories include customer, collection, and general plant. Treatment service is provided
by King County Metro. Assign categorized plant investment to functional cost components using
system design criteria. For water, functional service components include customer,base
demand, peak demand, and fire protection. For sewer, functional service components include
customer and flow. Stormwater costs will be allocated to"base" and "use"components.All
customers will be assigned the base costs,while"use"costs will define credits.
• ADistribution of Costs to Customer Classes using the results of the customer billing analysis
and the functional cost allocation process. For each utility, allocate system costs to customer
classes in proportion to use/demand. Derive class of service unit costs for use in designing rate
structure components(further discussed in Task 5.
• A Phase-in Strategy to Meet Customer Class Cost of Service should study results indicate
significant cost shifts amongst customer classes within each utility.This would involve
developing strategies to move customer classes to indicated cost of service over a 3 to 5-year
period,while ensuring adequate overall revenue generation for each utility.
Task A-q: Fire Protection Cost Removal from Water Rates
Identify and remove fire protection costs from water rates in compliance with the Washington
Supreme Court ruling(Lane v.Seattle). In its ruling the Court defines public fire protection as a
general government service that cannot be funded through water rates. The cost of service analysis
for the water utility will facilitate compliance with the Lane verdict.Working with the current water
system plan, determine the portion of the water system's operation attributable to the provision of
fire protection and remove those costs in the calculation of updated water rates. Work with the City
to establish policy objectives and potential strategies for the recovery of fire protection costs
through other means.The Court upheld "a solution"that an increase to the utility tar on the water
utility to recover those costs is valid and within statutory authority Alternatively, a direct payment
from the General Fund to the water utility could be made.
Task A-5: Retail Rate Structure Evaluation
Review and analyze the current utility retail rate structures. Recommend rate structure
modifications reflective of cost-of-service findings and policy objectives for rate stability, customer
equity, efficiency of use, and administrative practicality. Evaluate and demonstrate the ability of the
resulting rates to generate the projected and required revenues by testing rates against composite
system customer demands. Identify revenues to be generated from the fixed and volume-based
components of the rate structure to provide for revenue stability. Prepare sample single-family
residential (SFR) and non-SFR bills under existing and proposed rates. Conduct a survey of sample
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bills for up to five(5) neighboring jurisdiction's for the the single family residential class.The budget
provides for up to 2 rate structure options for each utility, including seasonal rates for water utility
non-SFR customers.
Task A-6: System Development Charge Update
Conduct the technical analysis necessary to update water, sewer, and stormwater SDCs using the
methodology developed for the 2oro rate and charge study.This methodology incorporates existing
plant in service (with allowable adjustments),plus future capital projects to upgrade or expand the
systems. Replacements projects are excluded from the calculation. Incorporate current and planned
system investment and system capacity and calculate the maximum allowable SDC per customer
equivalent. Update the schedule of charges for each utility system. Conduct a survey of up to five (5)
neighboring jurisdictions to compare the level of residential (or equivalent customer) SDCs.
If the City chooses to include the optional SDC white paper task(Task B-r) and an alternative
methodology is selected, charges will be developed based on the selected methodology.
Task A-7: Meetings&Presentations
Prepare materials and attend the following meetings to review interim findings,obtain policy
direction, and present draft and final study results. In addition to kick-off meeting described in Task
I, the following review meetings are anticipated:
• Up to two(2) meetings with City staff to review interim finding and receive policy direction.
• Up to two(2) meetings with the Public Works Committee and/or other committees to review
draft results and receive policy direction prior to the Council presentation.
• Up to two(2)meetings with City Council to review draft and final study results.
Task A-8: Documentation
Prepare/submit a study report summarizing major assumptions, findings and study
recommendations for each utility. A draft will be provided in electronic format for City staff review
and comment. A final report will be delivered in hard copy and electronic format.The supporting
spreadsheet analyses for each utility will be included as technical appendices.
Task A-9: Project Administration/Management
Perform miscellaneous project set up activities, work paper documentation, internal scheduling/
workload planning, invoicing, ongoing client correspondence, and other miscellaneous
administrative/ project management activities throughout the study.
B. OPTIONAL STUDY TASKS
Task B-t: SDC White Paper
Craft and submit a white paper addressing general SDC background, philosophy, and alternative
methodologies commonly used in the industry and in compliance with Washington State legal
precedence. This evaluation will include a discussion of general purpose; delineation of alternatives;
allowable costs and adjustments; system capacity/customer base; analytical components; data
needs; and applicability.We will also document alternatives related to the structure of charges for
the utility systems, such as meter size, sewer flow, impervious surface area, etc.This evaluation will
also address administrative and procedural topics related to the SDCs that take into account the
City's current practices, experiences and requirements.We will expand the SDC survey discussed in
the baseline study(Task A-6) to include additional research on methodology, structure, and credit
policies.
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This background material will highlight and structure key issues related to SDC policy and methods
to assist the City in selecting the preferred method for calculating updated SDCs for each utility
system.
We do not anticipate the need for an additional meeting to review the paper with City staff,but could
accommodate discussion via teleconference and/or combine with meetings identified in the baseline
study tasks.
Task B-2:Wholesale Cost of Service/ Rate Analysis
Update wholesale revenue requirements and resulting rates over the study period.The analysis will
be consistent with wholesale service agreements/service requirements, incorporating existing
conditions and City policy direction. Review existing wholesale agreements, past wholesale rate
studies, and/or other available information relevant to the assignment of infrastructure and utility
costs to wholesale customers. Results of the wholesale rate analysis will be incorporated into the
retail revenue requirement in the baseline study.
Document study results either in a separate technical memorandum or incorporated into the
baseline study report,whichever the City prefers.Attend up to two (z) meetings to review results
with City staff and/or wholesale representatives if desired.We do not anticipate the need for a
separate presentation of results to City Council, but rather to accommodate this within the Council
presentations identified in the baseline study tasks.
Task B-3: Braunwood Cost of Service/ Rate Analysis
Braunwood is a small City-owned satellite system located within the City limits but serviced by its
own well. Other facilities include a pump station, a small reservoir, and a water
treatment/chlorination facility.The system is fully self-contained and is not connected to the City's
main water system.There are approximately 15 connections residing on large lots.The City charges
these customers the inside-City rates.We will perform a separate cost of service analysis to
determine the actual cost of servicing this system and establish a separate schedule of rates for this
system to be financially self-supporting, inclusive of the cost of maintaining and replacing its capital
infrastructure. At a minimum this will include review of customer data (meter size,water usage),
applicable fixed assets,historical and budgeted operating costs, identified capital needs, and
incorporation of financial policies consistent with the City's main water system (e.g.,cash reserve
targets, system reinvestment funding, debt coverage, etc.).This will also include discussion with
appropriate City staff to estimate the level of effort required to support this system.
Document study results either in a separate technical memorandum or incorporated into the
baseline study report,whichever the City prefers. Attend one (t) meeting to review results with City
staff.We do not anticipate the need for a separate presentation of results to City Council, but rather
to accommodate this within the Council presentations identified in the baseline study tasks.
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Exhibit B
Fee Schedule
City of Auburn
Water, Sewer, and Stormwater Cost of Service/ Rate Study
The Exhibit below outlines the current hourly rates, estimated labor hours, cost per task and total
fee for the project.
Cun,ultant flours
Tout
Prmnpal T.ch AA An N. Admm BoamrW 6prnsos n) mbar
Johnson Venous Shades Su o Hours and a
/fmvly Rddng Rmes 5125 5225 5120 S75
A.Baseline Sludt,Tasks
'Task I -Data Collection/Kick-off Meeting I nag 1 16 34 50 S 7,680
"1 ask 2-Spreadsheet Model Development 8 40 48 It 6,600
'1 ask 3-Cost of Service Anal sis 20 4 112 136 S 18,840
'Task 4-Fire Protection Cost Removal from Water Bates 8 24 32 $ 4,680
Task 5-Rate Structure Evaluation 18 4 48 70 $ 10,710
'Task 6-SDC Update 8 48 56 $ 7,560
Task 6-Meetings&Presentations]6 mtgs] 42 54 4 100 $ I6,230
'cask 7-Documentation 16 2 64 8 90 $ 12,330
Task 8-Protect Administration/Management 24 8 4 36 1 1 S 6,660
Subtotal Baseline Studv Task, 160 10 432 16 618 S 3,090 S 94,380
B.Optional Study Tasks
'Task I -SDC White Paper 8 2 48 1 59 $ 295 $ 8,380
'Task 2-Wholesale Rate Update 16 4 60 80 $ 400 S 12,100
Task 3-Brentwood Rate Analvsis 10 4 48 62 $ 310 $ 9.220
Subtotal Optional Studv Tasks 34 10 156 1 201 S 1,005 S 29,700
Total Studv 1 194 20 588 17 819 1$ 4,095 1 8 124,080
(n)S5 00 per labor hour technology charge to cover oe.lond for 1 f s}siems,compumrs,commumcauon deuces and connecaaty
DIRECT EXPENSES
We will waive mileage expense for this study. For any client-requested extraordinary expenses,
specific terms will be established prior to expenditure and billing.
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Exhibit C
Project Schedule
City of Auburn
Water, Sewer, and Stormwater Cost of Service/ Rate and SDC Study
Completion of the Cost of Service/Rate and SDC Study will be as follows:
Earlv 3rd Duarte : Completion of'rasks A6 (System Development Charge update)and B-I (System
Development Charge white paper).
End of 2013 Completion of remaining project Tasks including presentation of technical
findings/conclusions/recommendations to City
End of Is'Quarter 2014 Delivery of written reports and documentation (Task A7).
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CONSULTANT INVOICES
CONSULTANT invoices should contain the following information.
• On CONSULTANT letterhead.
• A cover letter stating the status of each task. This should include items completed, percent
completed during the billing period and completion along with funding status.
• Internal invoice number and/or sequential numeric number (i.e. progress payment# 10).
• Invoice date.
• Period of time invoice covers.
• Consultant Agreement# (i.e.. AG-C-115).
• Project number(s) listed (i.e. PR562)
• CITY'S project manager listed.
• The hour(s) per person broken down by task(s) (attach timesheets, spreadsheet detailing
timesheets, or some other form of proof) along with type of work done (i.e.. design,
right-of-way, or construction) or task order number.
• Direct salary (base salaries)
• Indirect salary (benefits)
• Direct non-salary (i.e. mileage, reproduction fees (i.e. printing, copying), communication
fees (i.e. telephone), supplies, computer charges, subconsultants), indirect non-salary
(overhead). The CITY does not pay for CONSULTANT meals unless part of a task requires
travel outside of the greater Seattle, Tacoma, and Everett area. These costs are to be
broken down and backup information is to be attached to invoice. Project managers are to
inform CONSULTANTS as to what is required for break down information and if backup
information is to be attached. Break out the same for subconsultant charges.
• Previous and remaining base contract amounts left in each task and total contract—total
authorized amount (bottom line figure). Add amendments to this base contract amount for
total authorized amount.
• Percentage of work completed to date compared to total amount of work (if required by the
project manager).
• Status of Management Reserve Fund (MRF) (i.e. a certain task) until we can get an
amendment in place.
• Invoices for previous year are due by January 15ffi
• For grant/special funded projects there might be other special information needed,
reference the LAG manual.
Consultant Invoices
Agreement No. AG-C-431
Page 1 of 2
SAMPLE INVOICE
City of Auburn Invoice# 5222
25 West Main Progress Payment# 2
Auburn WA 98001 Invoice Date: February 10, 2002
Attn. Scott Nutter (Project Engineer) Project Name: Thomas Nelson Farm
Agency Agreement# AG-C-010 Project# PR562
Engineering Services performed during the period of January 2002
SAMPLE ENGINEERING, INC.
Personnel Hours Hourly Rate Amount
Mike Jones, Principal in Charge 1 $ 125.00 $ 125.00
Carla Maker, Architect 5 $ 72.00 $ 144.00
Joe Smith, Word Processing 10 $ 48.00 $ 480.00
Consultant Personnel Subtotal $ 749.00
Expenses see attached documentation Charges Multiplier Amount
Mike Jones, Principal in Charge 20 miles x1.1 $ 7.59
Carla Maker, Architect $ 30.00 x1.1 $ 33.00
Joe Smith, Word Processing $ 29.00 A 1 $ 31.90
Consultant Expenses Subtotal $ 72.49
Consultant Total: $ 821.49
SUB CONSULTANTS (see attached documentation)
Subconsultant Hours Hourly Rate Amount
ABC Environmental, Inc., Civil Engineer 10 $ 100.00 $ 1,000.00
Electrical Consulting, Electrical Engineer 5 $ 100.00 500.00
Mechanical Solutions, Mechanical Engineer 10 $ 100.00 MRF 1,000.00
Moving Company, Moving Consultant 2 $ 50.00 100.00
Subconsultant Subtotal $ 2,600.00
Subtotal x 1.1 Multiplier $ 2,860.00
Subconsultant Total: $ 2,860,00
TOTAL DUE THIS INVOICE $ 3,681.49
CONTRACT BREAKDOWN
Amount Total Invoiced % % Amount
Task Authorized Prior Invoiced This Invoice To Date Ex ended Com leted Remainin
Original
Contract $22,000.00 $ 1,025.00 $ 2,681.49 $ 3,706.49 20% 25% $ 18,293 51
MRF' 2,500.00 1 0.00 1,000.00 1,0000.00 40% 45% 1,500.00
TOTAL $ 24,500.00 1 $ 1,025.00 $ 3,681.49 $ 4,706.49 $ 19,793.51
Note: MRF=Management Reserve Fund
Received a written authorization of MRF on 1/10/01 for Mechanical Engineer task in the amount of
$2,000.00.
Consultant Invoices
Agreement No. AG-C-431
Page 2 of 2
crry or
AUBURN ... Peter B. Lewis, Mayor
WASHINGTON 25 West Main Street * Auburn WA 98001-4998 + www.auburnwo.gov 4, 253-931-3000
June 7, 2013
Ka ry nJohnson
FCS Group
7525 166th Avenue NE, Suite D-215
Redmond, WA 98502
RE: Agreement No AG-C-431
Utility Cost Service and SDC Study
Agreement Execution and Notice to Proceed
I
Dear Ms. Johnson:
Enclosed please find an executed copy of the above-referenced Agreement. This
letter serves as your Notice to Proceed. The work authorized under this
agreement shall not exceed $124,080 00 and has a completion date of June 1,
2014.
For the City's tracking and record keeping purposes, please reference AG-C-431
on all correspondence and related material.
I
As the project manager, I am the designated contact for this agreement and all
amendments. Questions, assignments and coordination shall be routed through
me. You can contact me at 253-804-5062.
Sincerely, I
Dan Repp
Utilities Engineer
Public Works Department
DR/ja/mh
i
Enclosure
cc: Dani Daskam, City Clerk (copy letter only)
AG-C-431
I
I
AUBURN MOKI' 'lHAN YOU IMAGINFID
i
AMENDMENT #1 TO AGREEMENT NO. AG -C-431 BETWEEN
THE CITY OF AUBURN AND FCS GROUP
RELATING TO UTILITY COST SERVICE & SDC ANALYSIS
THIS AMENDMENT is made and entered into this t3 "- day o -f S -� .� 2014, by
and between the CITY OF AUBURN, a municipal corporation of the State of Washington
(hereinafter referred to as the "CITY "), and FCS Group (hereinafter referred to as the
"CONSULTANT'), as an Amendment to the Agreement between the parties for AG -C -431
executed on the 5th day of June 2013.
i
The changes to the agreement are described as follows:
1. CONTRACT TERM: The term of the Agreement for Professional Services is extended to
December 31, 2014.
2. -SCOPE OF WORK: There is no change in the scope of work.
3. COMPENSATION: There is no change to the amount authorized in the original agreement.
REMAINING TERMS UNCHANGED: That all other provisions of the Agreement between
the parties for AG -C -431 executed on the 5th day of June 2013 shall remain unchanged, and in
full force and effect.
IN WITNESS WHEREOF the parties hereto have executed this Agreement as of the day
and year first above written.
ATTEST (Optional):
By:
Its:
Approved as to form (Optional):
Attorney for (Other Party)
Amendment No. 1 for Agreement No. AG -C -431
FCS Group
Paae 1 of 1
CITY OF AUBURN
Nancy B I u , Mayor
ATTEST:
Danielle E. Daskam, Auburn City Clerk
Approved as to form:
Daniel B. Heid, Auburn City Attorney
A 3 -ib .9
AMENDMENT #2 TO AGREEMENT NO. AG -C -431 BETWEEN
THE CITY OF AUBURN AND FCS GROUP
RELATING TO UTILITY COST SERVICE & SDC ANALYSIS
r
THIS AMENDMENT is made and entered into this c day of , 2014, by
and between the CITY OF AUBURN, a municipal corporation of the State of Washington
(hereinafter referred to as the "CITY "), and FCS Group (hereinafter referred to as the
"CONSULTANT'), as an Amendment to the Agreement between the parties for AG -C -431
executed on the 5th day of June 2013 and amended by agreement dated the 13th day of June,
2014.
The changes to the agreement are described as follows:
1. CONTRACT TERM: The term of the Agreement for Professional Services is extended to
December 31. 2015.
2. SCOPE OF WORK: There is no change in the scope of work.
3. COMPENSATION: There is no change to the amount authorized in the original agreement.
REMAINING TERMS UNCHANGED: That all other provisions of the Agreement between
the parties for AG -C -431 executed on the 5th day of June 2013 shall remain unchanged, and in
full force and effect.
IN WITNESS WHEREOF the parties hereto have executed this Agreement as of the day
and year first above written.
ATTEST (Optional):
By:
Its:
Approved as to form (Optional):
Attorney for (Other Party)
Amendment No. 2 for Agreement No. AG -C431
FCS Group
Paae 1 of 1
CITY OF AUBURN
ancy Bac ayor -1
ATTEST:
L 60�
Danielle E. Daskam, Auburn City Clerk
Appr e s t
Damel B. Hei uburn City Attor
CITY Of
J '9 ( N Nancy Backus, Mayor
.. WASHINGTON 25 West Main Street* Auburn WA98001- 4998* www,auburnwa.gov * 253-931-3000
December 4, 2014
Karyn Johnson
FCS Group
7525166 1h Avenue NE, Suite D -215
Redmond, WA 98502
RE: Amendment No. 2 to Agreement for Professional Services, AG -C -431
Utility Cost Service and SDC Study
Dear Ms. Johnson
Enclosed please find an executed copy of the above - referenced Amendment No. 2. This
amendment is for a time extension only and extends the term of the agreement to
December 31, 2015.
For the City's tracking and record keeping purposes, please reference AG -C -431 on all
correspondence and related material.
As the project manager, I am the designated contact for this agreement and all
amendments. Questions, assignments and coordination shall be routed through me.
You can contact me at 253 - 804 -5061.
Sincerely,
Susan Fenhaus, P.E.
Project Engineer
Community Development & Public Works Department
SF /ad /mt
Enclosure
cc: Dani Daskam, City Clerk (copy letter only)
AG -C -431
AUBURN* MORE THAN YOU IMAGINED
* I
CITY OF -* *
B T
. Nancy Backus, Mayor
r lv 1 WASH I NGTON 25 West Main Street * Auburn WA 98001-4998 * www.auburnwa.gov * 253-931-3000
January 6, 2016
Karyn Johnson
FCS Group
7525 166th Avenue NE, Suite D-215
Redmond, WA 98502
RE: Agreement for Professional Services, AG-C-431
Utility Cost Service and SDC Study
Dear Ms. Johnson:
This letter is to inform you that the above-referenced Agreement for Professional Services
is being closed at this time. Our records indicate that we processed the final payment for
this agreement on January 7, 2015, for invoice #2139-21512000 in the amount of
$4,057.50. If you feel that this Agreement for Professional Services should not be closed,
or if there are any outstanding invoices, please inform me by January 15, 2016.
Thank you for your firm's professional services in work related to the Utility Cost Service
and SDC Study. If you should have any questions, feel free to give me a call at
253.804.5017.
Sin -rely fp
a >\
Bob Brooks
Financial Planning Manager
Finance Department
BB/ad/as
cc: City Clerk
AG-C-431
AUBURN * MORE THAN YOU IMAGINED