HomeMy WebLinkAbout3706RESOLUTION NO. 3 7 0 6
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
AUBURN, WASHINGTON, AUTHORIZING THE MAYOR
AND CITY CLERK TO EXECUTE A CONTRACT WITH
BERRYMAN & HENIGAR FOR BUILDING PLANS REVIEW
SERVICES
WHEREAS, the City of Auburn is engaged in various municipal functions,
including Building Plan reviews; and
WHEREAS, because there are currently vacancies in the employment
ranks of persons involved with those tasks, in order for the City to provide such
services in a timely manner, it would be appropriate to contract for help from
qualified service providers; and
WHEREAS, Berryman & Henigar is able and qualified to provide the
services necessary, and is willing to do so at a cost that is acceptable to the City.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
WASHINGTON, HEREBY RESOLVES as follows:
Section 1. That the Mayor and the City Clerk are authorized to execute
an agreement in substantial conformity with the Agreement attached hereto,
marked as Exhibit "A" and incorporated herein by this reference.
Section 2. That the Mayor is authorized to implement such administrative
procedures as may be necessary to carry out the directives of this legislation,
Resolution 3706
April 15, 2004
Page 1
which authorization includes signing or authorizing
implementation agreements with builders or developers.
a delegee to sign
Section 3. That this Resolution shall take effect and be in full force
upon passage and signatures hereon.
Dated and Signed this ,/~ day of~,~_~ ,200 ~L.
ATTEST:
CITY OF AUBURN
PETER B. L£WIS
MAYOR
Danielle E. Daskam,
City Clerk
APPRO<,VED, AS TO FORM:
City Attorney
Resolution 3706
April 15, 2004
Page 2
2004 AGREEMENT FOR BUILDING PLANS REVIEW
PROFESSIONAL SERVICES
RESOLUTION NO. 3706
THIS AGREEMENT made and entered into this
of ,
200~, by and between the CITY OF AUBURN, a Municipal Corporation in King
County, Washington, hereinafter referred to as "CITY" and with, Berryman & Henigar,
a corporation whose address is 720 Third Ave Ste 1200, Seattle WA 98104, 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, attached and by this reference made 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
December 31,2004.
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 amount of the Agreement is not to exceed $125,000.00. Paid per rates
are attached in the fee schedule as shown on Exhibit B, which is attached and by this
reference made part of this Agreement. Hourly labor rates are attached in the schedule
Agreement for Professional Services
April 15, 2004
Page 1 of 10
as shown on Exhibit C, which is attached and by this reference made part of this
Agreement.
The CONSULTANT shall be paid by the CITY for direct non-salary cost, per
attached Exhibit D, at the actual cost to the CONSULTANT plus 10%. Exhibit D is
attached hereto and by reference made a part of this Agreement. These charges may
include, but are not limited to the following items: reproduction fees, communication
fees, and mileage. The billing for non-salary cost, directly identifiable with the project,
shall be submitted as an itemized listing of charges supported by copies of the original
bills, invoices, expense accounts and miscellaneous supporting data retained by the
CONSULTANT. Copies of the original supporting documents shall be supplied to the
CITY upon request. All above charges must be necessary for the services provided
under the Agreement.
In the event services are required beyond those specified in the Scope of Work,
and not included in the compensation listed in this Agreement, a contract modification
shall be negotiated and'approved by the CITY prior to any effort being expended on
such services.
4. 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, building code inspections, 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 engineering standards and the requirements of the CITY.
Agreement for Professional Services
April 15, 2004
Page 2 of 10
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
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.
5. INDEMNIFICATION/HOLD HARMLESS.
The CONSULTANT shall indemnify and hold the CITY and its officers and
employees harmless from and shall process and defend at its own expense all claims,
demands, or suits at law or equity arising in whole or in part from the CONSULTANT'S
negligence or breach of any of its obligations under this Agreement; provided that
nothing herein shall require the CONSULTANT to indemnify the CITY against and hold
harmless the CITY from claims, demands or suits based solely upon the conduct of the
CITY, their agents, officers and employees and provided further that if the claims or
suits are caused by or result from the concurrent negligence of (a) the CONSULTANT'S
agents or employees and (b) the CITY, their agents, officers and employees, this
indemnity provision with respect to (1) claims or suits based upon such negligence, (2)
the costs to the CITY of defending such claims and suits,' etc. shall be valid and
enforceable only to the extent of the CONSULTANT'S negligence or the negligence of
the CONSULTANT'S agents or employees. The provisions of this section shall survive
the expiration or termination of this Agreement.
6. 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
Agreement for Professional Services
April 15, 2004
Page 3 of 10
herein. The parties agree that this Agreement may not be assigned in whole or in part
without the written consent of the CITY.
7. INSURANCE.
CONSULTANT shall procure and maintain for the duration of this Agreement,
commercial general liability insurance against claims for injuries to persons or damage
to property which may arise from or in conjunction with services provided to the CITY by
the CONSULTANT, its agents, employees or sUbcontractors, under this Agreement.
The CONSULTANT agrees to provide commercial general liability insurance and shall
maintain liability limits of no less then ONE MILLION DOLLARS ($1,000,000) per
occurrence and ONE MILLION DOLLARS ($1,000,000) general aggregate. The
CONSULTANT shall also provide and maintain professional liability coverage in the
minimum liability limits of ONE MILLION DOLLARS ($1,000,000) Per claim and TWO
MILLION DOLLARS ($2,000,000) aggregate.
The general liability coverage shall also provide that the CITY, its officers,
employees and agents are to be covered as additional insured as respects: Liability
arising out of the services or responsibilities performed by or under obligation of the
CONSULTANT under the terms of this Agreement, by the CONSULTANT, its
employees, agents and subcontractors.
Both the general liability and professional liability coverage shall provide that the
CONSULTANT'S insurance coverage shall be primary insurance as respects the CITY,
its officials, employees and agents. Any insurance or self insurance maintained by the
CITY, its officials, employees or agents shall be excess to the CONSULTANT'S
insurance and shall not contribute with it. Each insurance policy required by this
section of the Agreement shall be endorsed to state that coverage shall not be
suspended, voided, or canceled except when thirty (30) days prior Written notice has
Agreement for Professional Services
April 15, 2004
Page 4 of 10
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. The CONSULTANT agrees to provide copies of the certificates of
insurance to the CITY specifying the coverage required by this section within 14 days of
the execution of this Agreement. 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.
8. 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.
9. 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
Agreement for Professional Services
April 15, 2004
Page 5 of 10
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.
10. CERTIFICATION REGARDING DEBARMENT~ SUSPENSlON~ 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
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.
Agreement for Professional Services
April 15, 2004
Page 6 of 10
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.
11. 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.
12. GENERAL PROVISIONS.
12.1. 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.
12.2. 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.
12.3. In the event that any dispute or conflict arises between the parties while
this Agreement is in effect, the CONSULTANT agrees that, notwithstanding such
Agreement for Professional Services
April 15, 2004
Page 7 of 10
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.
12.4. 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.
12.5. This Ag~:eement 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.
12.6. 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.
12.7. The CONSULTANT agrees to comply with all local, state and federal laws
applicable to its performance as of the date of this Agreement.
12.8. If any provision of this Agreement is invalid or unenforceable, the
remaining provisions shall remain in force and effect.
12.9. This Agreement shall be administered by William Hill, 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
^ttn: Paul Krauss, Community Development Director
25 W Main Street
Auburn WA 98001
Phone: 253.931.3090
Fax: 253.804.3114
E-mail: pkrauss@ci.auburn.wa;us
Agreement for Professional Services
April 15, 2004
Page 8 of 10
Berryman & Henigar
Attn: William Hill
720 Third Ave Ste 1200
Seattle WA 98104
Phone: 206.505.3400
Fax: 206.505.3406
E-mail: whill@bhiinc.com
12.10. 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 12.9, 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.
12.11. 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.
IN WITNESS WHEREOF, the parties signed and executed this Agreement on
the date and year first above set forth.
Peter B Lewis, Mayor
ATTEST:
BERRYMAN ~
Federal Tax ID #: 95-2936795
Danielle E. Daskam, City Clerk
Agreement for Professional Services
April !5, 2004
Page 9 of 10
File: N\berryman and henigar-bldg plan review contraCt
Agreement for Professional Services
April 15, 2004
Page 10 of 10
EXHIBIT A
SCOPE OF WORK
GENERAL
The Services to be performed by Berryman & Henigar (B&H) are to be specified
in a work request from the CITY to B&H.
BUILDING PLAN REVIEW SERVICES
Without limiting the generality of the following, the Building Plan Review Services
may include any or all of the following specific tasks:
1. Upon initiation of the project, B&H will receive a work order request to
perform work that identifies the project and the scope of plan review.
Plan reviews will be performed at Berryman & Henigar's Seattle office.
As requested by the CITY, B&H shall be asked to perform one or more
of the following tasks performing plan review of building plans and
supporting documents:
a. non-structural fire and life safety plans examination
b. structural planS examination
c. energy code plans examination
d. barrier free plans examination
e. mechanical & plumbing code'plans examination
B&H will review plans submitted with building permit applications in
accordance with the currently adopted Uniform Codes, Washington
State Building Code (WAC 51-40), including barrier.free (WAC 51-40 -
Ch.11) and energy code (WAC 51-11), and the City of Auburn Code,
except that B&H will confer with the City Representative or his/her
agent on any portion of the review that specifically requires an
approval of the City Representative under the applicable Code(s), or
that involves an unusual interpretation.
If corrections are required, B&H will write and send a review letter to
the applicant and will send a copy to the CITY's Building Official or
his/her agent. The correction letter will describe each required
correction or addition, and reference the applicable code section. It
will also direct the applicant to submit the revised or added information
to the City of Auburn Permit Counter per the submittal requirements for
the permit type under review.
Page 1 of 3
B&H will complete the initial review and will either approve the
application and notify the CITY of approval via return of all materials,
or will send the applicant and the CITY a review letter within the
timelines listed below. Each timeline will begin from the day B&H
receives a complete project submittal. Unless otherwise agreed to by
the CITY in advance, the following timelines apply.
a. Single Family Projects - Initial review of projects sent to B&H at a
rate of five (5) or fewer projects per week will be completed within
ten (10) working days. Additional projects beyond five per week will
be reviewed within a mutually acceptable schedule to be
determined. Resubmittals will be reviewed within five (5) working
days.
b. All Other Projects (including typical new commercial and multifamily
buildings) Initial review will be completed within fifteen (15)
working days for typical projects. Resubmittals will be reviewed
within ten (10) working days.
c. Larger projects will be reviewed in a negotiated timeframe that is
mutually acceptable for the project.
B&H shall notify the CITY within two (2) days of receipt of plans if
proposed schedule can not be met and a mutually acceptable schedule
will be determined. The review time may be negotiated when the quantity
and/or the complexity of projects to be reviewed constrains B&H's ability
to meet timelines. B&H will not be held responsible for delays beyond
B&H's control.
6. Comments or clarifications for the permit applicant shall be prepared in
a professional manner and with the level of care, skill and competence
ordinarily exercised.
7. B&H shall respond to telephone inquiries from CITY staff, developer's
engineer or architect or others.
o
At the completion of the plan review B&H shall return plans "stamped
as approved for permit issuance" to indicate that the plans have been
reviewed and found to be in substantial compliance with applicable
codes and ordinances along with associated documents and a
transmittal to the CITY OF AUBURN. The transmittal shall indicate
any deferred submittals to be included as part of the information to be
submitted to CITY OF AUBURN during construction.
9. There shall be no required minimum usage of any "on-call, as-needed"
building plan review services described in this agreement.
Page 2 of 3
DUTIES OF THE CITY OF AUBURN
Plan Review
1. CITY shall deliver to B&H, (2) sets of plans, structural calculations,
energy calculations, geotechnical reports, specifications and related
documents for the completion of the plans examination.
2. CITY shall determine which plans are to be reviewed by B&H.
3. CITY shall intake, track, and process the permit applications and all
plan revisions per current CITY permit procedures.
ADDITIONAL BUILDING SAFETY SERVICES AVAILABLE
1. Preliminary review meetings with CITY staff and/or development
proponents to review projects. (48 hour advance notice required)
2. Meetings with CITY staff and/or development proponents to review
plan review comments. (48 hour advance notice required)
3. Building inspection services
4. Fire Code plan reviews on buildings.
5. Fire sprinkler and fire alarm system plan reviews.
6. Provide code interpretations.
BUILDING SAFETY SERVICES FEES
1. Refer to Exhibit's "B" and "C".
Page 3. of 3
EXHIBIT B
BUILDING SAFETY FEES
Establishment of Building Valuation and Fees
1. Latest "Building Standards Magazine" is to be used to determine the
valuation for projects.
2. Cost per square foot for "Good" construction will be used to determine
valuation.
3. Regional modifier of 1..00 will be used.
4. Experience and judgment will be used for non-conventional project types,
such as foundation repairs, retaining walls, etc.
5. Use detailed bid or 50% the cost of new construction (which ever is higher)
for commercial T.l.'s.
6. Each separate structure will be valued individually.
7. Valuation used in determining permit and plan review fees will be the larger of
either the applicant's submitted valuation or as computed using method
above.
8. Building permit fees: As set forth in the1997 edition of UBC's Table No. 1-A.
9. UBC plan review fees: 65% of the building permit fee in accordance with UBC
section 107.3.
Berryman & Heni,qar Building Plan Review Fees
These fees include the initial plan review plus one (1) recheck. When substantial
revisions occur, additional fees shall be charged at the hourly rates shown in
Labor Rate Schedule.
1. Complete Plan Review
UBC Non-structural Fire & Life Safety + Structural, disabled accessibility
and/or State Energy Code, UMC and/or UPC
80% of the plan review fee calculated per UBC section 107.3
($250 minimum)
Partial Review
UBC Non-structural Fire & Life Safety + Structural, disabled accessibility
and/or State Energy Code
75% of the plan review fee calculated per UBC section 107.3
($250 minimum)
3. Partial Review
UBC Non-structural Fire & Life Safety + Structural
70% of the plan review fee calculated per UBC section 107.3
($250 minimum)
Page 1 of 2
Partial Review
UBC Non-structural Fire & Life Safety ONLY - OR -
UBC Structural ONLY
60% of the plan review fee calculated per UBC section 107.3
($250 minimum)
Mechanical ! Plumbing
Reviews not included as part of a full building plan review (as defined above
in item #1) will be charged at the hourly rates shown in the Labor Rate
Schedule.
Fees for Additional Services
1. Preliminary plan review meetings to review code requirements will be charged
at the hourly rates shown in Labor Rate Schedule.
2. Additional plan reviews beyond the initial and one (1) recheck will be charged
at the hourly rates shown in Labor Rate Schedule.
3. Review of deferred submittals will be charged at the hourly rates shown in
Labor Rate Schedule.
4. Revisions to plans that require additional plan review will be charged at the
hourly rates shown in Labor Rate Schedule.
5. Attendance at meetings when requested by the CITY will be charged at the
hourly rates shown in Labor Rate Schedule.
6. Fire Code, Fire Sprinkler, Fire Alarm plan reviews when requested by the
CITY will be charged at the hourly rates shown in Labor Rate Schedule.
7. Mechanical and Plumbing plan reviews will be charged at the hourly rates
shown in Labor Rate Schedule.
8..Inspection services will be charged at the hourly rates shown in Labor Rate
Schedule.
9. Building Official services will be charged at the hourly rates shown in Labor
Rate Schedule.
Page 2 of 2
EXHIBIT C
HOURLY LABOR RATES SCHEDULE
BUILDING SAFETY SERVICES
Classification
Building Inspector I
Building Inspector II
Senior Inspector
Plan Checker II
Plan Checker III (licensed P.E.)
Principal Engineer
Principal Consultant
Project Engineer
Engineer
Engineer I
Word Processor II
Notes:
Rate
$ 45- $ 59
$ 60 - $ 69
$ 70 - $ 76
$ 87 - $ 98
$99- $130
$130
$130
$80-$115
$ 62 - $ 75
$ 55 - $ 75
$51
Hourly rates shown are portal to portal for services
Consultant staff normal workdays are Monday through Friday (8am - 5pm). Office
work or inspections on Saturdays, Sundays or CITY Holidays will be performed at
specific request of the CITY representative. Billing for work performed outside
normal work hours and on Saturdays, Sundays or CITY Holidays shall be at 1%
times the rates shown above.
This Schedule of Hourly rates is effective as of September 2001.
annual review.
Rates are subject to
Page 1 of 1
EXHIBIT D
DIRECT NON-SALARY REIMBURSABLE EXPENSES
Reproduction Fees
Communication Fees
· Mileage at $0.375/mile or the current approved IRS rate.
It is understood that all reimbursements are at cost and will be marked-up 10%.
Subcontracts: The CONSULTANT, at the CITY'S request shall enter into subcontracts
with other consultants, such as appraisers and/or environmental consultants, etc. If
approved, the CITY shall reimburse the CONSULTANT for the actual cost of the
subcontracts plus a 10% markup to cover the CONSULTANT'S additional overhead
expense associated with the Subcontract.
Page 1 of 1
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 15th.
· For grant/special funded projects there might be other special information needed,
reference the LAG manual.
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
Mike Jones, Principal in Charge 1
' Carla Maker, Architect 5
Joe Smith, Word Processin.q 10
Consultant Personnel Sub Total:
Hourly Rate Amount
$125.00 $125.00
$ 72.00 ' $144.00
$ 48.00 $480.00
$749.00
Expenses (see attached documentation)Char.qes
Mileage ($0.345/mile): 20 miles
Communications: $30.00
Printin,q: $29.00
Consultant Expenses Sub Total:
Multiplier Total
x 1.1 $ 7.59
x 1.1 $33.00
x 1.1 $31.90
$72.49
Consultant Total:
$821.49
SUB CONSULTANTS
Subconsultant (see attached documentation) Hours
ABC ENVIRONMENTAL, INC., Civil Engineer 10
ELECTRICAL CONSULTING, Electrical Engineer 5
MECHANICAL SOLUTIONS, Mechanical Engineer 10
MOVING COMPANY, Movin.q Consultant 2
Subconsultant Sub Total:
x 1.1 Multiplier:
Hourly Rate Amount
$100.00 $1,000.00
$100.00 $ 500.00
$100.00 $1,000.00 MRF*
$100.00 $ 100.00
$2,6O0.OO
$ 26O.OO
Subconsultant Total:
$2,860.00
TOTAL DUE THIS INVOICE $3,681.49
CONTRACT BREAKDOWN
Amount Prior This Total Invoiced % % Amount
Task Authorized Invoiced Invoice To Date Expended Completed Remaining
Original
Contract $22,000.00 $1,025.00 $2~681.49 $3,706.49 20% 25% $18,293.51
MRF* $2,500.00 $0.00 $1,000.00 $1,000.00 40% 45% $1,500.00
TOTAL $125,000.00 $1,025.00 $3,681.49 $4,706.49 $;19,793.51
Note: MRF=Management Reserve Fund
* Received a written authorization of MRF on 11t0/01 for Mechanical Engineer task in the amount
of $2,000.00.