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RESOLUTION NO. 4 0 4 4
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF AUBURN, WASHINGTON, AUTHORIZING THE
MAYOR TO EXECUTE AN AGREEMENT FOR
PROFESSIONAL SERVICES WITH HARRIS &
ASSOCIATES, INC. FOR THE PURPOSE OF PROJECT
AND CONSTRUCTION MANAGEMENT
WHEREAS, the City of Auburn is engaged in various municipal functions;
and
WHEREAS, in order to provide for such services, it is appropriate that the
City construct and modify various City facilities;
WHEREAS, in order to provide for such services, the City has negotiated
a contract with Harris & Associates for providing project and construction
management services for construction and modification of the facilities, and the
City has determined that Harris & Associates is able and qualified to provide the
services necessary, 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. The Mayor is hereby authorized to execute an Agreement for
Professional Services with Harris & Associates, Inc., in substantial conformity
with the agreement attached hereto, marked as Exhibit "1" and incorporated
herein by this reference.
Resolution No. 4044
June 13, 2006
Page 1
Section 2. That the Mayor is authorized to implement such other
administrative procedures as may be necessary to carry out the directives of
this legislation.
Section 3. That this Resolution shall take effect and be in full force
upon passage and signatures hereon.
Dated and Signed this If~ day Of~, 2006.
CITY OF AUBURN
0?e
.---J
<--?
PETER B. LEWIS
MAYOR
ATTEST:
fJw<~~
Danielle E. Daskam,
City Clerk
APPROVED AS TO FORM:
Resolution No. 4044
June 13, 2006
Page 2
2006 AGREEMENT FOR PROFESSIONAL SERVICES
AG-C-286
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 HARRIS & ASSOCIATES, INC., whose address is 1800 - 11ih Avenue
NE, Suite 21 OW, Bellevue, Washington, 98004, 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.
The CONSULTANT will provide on-call Project Management and
Construction Management for CITY facility projects. These projects may include new
golf course, fire department, or parks facilities. All work completed by the
CONSULTANT will be to CITY guidelines, standards, and policies.
The CONSULTANT, on a project basis, will be given individual task assignments
(see Exhibit A, Sample Task Assignment) for work related to project and construction
management. These task assignments will describe the work to be completed,
completion dates, and compensation amount. An approved task assignment shall be
required between the CONSULTANT and the CITY prior to commencing any work for
any individual task.
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 31,2006.
Agreement for Professional Services AG-C-286
Page 1 of 11
June 28,2006
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 CONSULTANT shall be paid by the CITY based upon the fees included for
each individual approved task assignment. These task assignment fees will be "not to
exceed" figures based on the Fee Schedule outlined in Exhibit B for work performed
under this Agreement. Exhibit B is attached hereto and by this reference made part of
this Agreement. Compensation shall include all consultant expenses including, but not
limited to, overhead, profit, and direct non-salary costs and shall not exceed that
amount shown on each approved individual task assignment under this contract. The
total amount of this agreement shall not exceed $200,000.
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. 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.
Agreement for Professional Services AG-C-286
Page 2 of 11
June 28, 2006
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 engineering and
construction standards 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
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 to the extent
Agreement for Professional Services AG-C-286
Page 3 of 11
June 28, 2006
resulting from the acts, errors or omissions of the CONSULTANT in performance of this
Agreement, except for injuries or damages caused by the 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:
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.
Agreement for Professional Services AG-C-286
Page 4 of 11
June 28, 2006
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.
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.
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, except ten
(10) days for nonpayment of premium, prior written notice has been given to
the CITY by certified mail, return receipt requested.
Agreement for Professional Services AG-C-286
Page 5 of 11
June 28, 2006
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.
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
Agreement for Professional Services AG-C-286
Page 6 of 11
June 28, 2006
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
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 U(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 AG-C-286
Page 7 of 11
June 28, 2006
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.
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
Agreement for Professional Services AG-C-286
Page 8 of 11
June 28, 2006
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.
13.7. The CONSULTANT agrees to comply with 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 Daniel Becker, Northwest
Regional Manager, 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
Attn: Shelley Coleman
25 W Main Street
Auburn W A 98001
Phone: 253.804.5019
Fax: 253.876.1900
E-mail: scoleman@auburnwa.gov
Harris & Associates, Inc.
Attn: Daniel Becker
1800 -11ih Ave. NE, Suite 210W
Bellevue, W A 98004
Phone: 425.453.0999
Fax: 425.453.0707
E-mail: dbecker@harris-assoc.com
Agreement for Professional Services AG-C-286
Page 9 of 11
June 28, 2006
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.
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.
Agreement for Professional Services AG-C-286
Page 10 of 11
June 28, 2006
ATTEST:
I ~ d:1ubJ
a '~lIe E. Daskam, City Clerk
Agreement for Professional Services AG-C-286
Page 11 of 11
June 28,2006
CITY OW .. __
PeterS. LeWiS'~-" ---:-
JUL - 7 2006
Date
A. /
Federal Tax ID # 9L./~ dJF S.J.oy
EXHIBIT A
SAMPLE TASK ASSIGNMENT
AGREEMENT #: AG-C-xxx
TASK #: xxx-xxxx-xxx
CONSULTANT:
PROJECT #/Name:
The general provisions and clauses of the Agreement referenced above shall be in full force
and effect for this Task Assignment.
Location of Project:
Maximum Amount Payable per this Task Assignment: $
Completion Date:
Scope of Work:
Approvals
Consultant Project Manager:
Signature:
Date:
City Project Manager:
Signature:
Date:
City Mayor, if Task Assignment is over $5,000:
Signature:
Date:
Note: If this task assignment is over $25,000 then it must go before the appropriate Committee
and City Council for approval prior to the Mayor's signature.
Agreement for Professional Services AG-C-286
Exhibit A
Page 1 of 1
June 28,2006
EXHIBIT B
FEE SCHEDULE
HARRIS & ASSOCIATES, INC.
CHARGES: Charges for employees are determined by the hourly rates listed below. Charges
for reimbursable expenses are specified below or in individual task order proposals.
labor Category
labor Rates
Name
Project Director
Project/Construction Manager
Administrative Support
Inspector
Senior Inspector
Dan Becker
Paul Berry
Bonnie Volkle/Debra Kidd
TBD
TBD
Expense Rates
Expense Category
Mileage
Outside Photocopies/Printing
Transportation by Public Carrier
Outside Services or Subcontractors
Materials and Supplies
Agreement for Professional Services AG-C-286
Exhibit B
Page 1 of 1
June 28, 2006
Billing Rate
$0.445/mile
Cost + 10%
Cost + 10%
Cost + 10%
Cost + 10%
Hourly Rate
$ 185.00
$ 120.00
$ 65.00
$ 95.00
$ 110.00
EXHIBIT C
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).
. Invoices for previous year are due by January 15th.
. For grant/special funded projects there might be other special information needed.
Agreement for Professional Services AG-C-286
Exhibit C
Page 1 of 2
June 28, 2006
SAMPLE IN
City of Auburn
25 West Main
Auburn WA 98001
Attn: Scott Nutter (Project Engineer)
Agency Agreement #: AG-C-01 0
Engineering Services performed during the period of: Janu
SAMPLE ENGINEERING, INC.
Personnel
Mike Jones, Princi al in Char e
Carla Maker, Architect
Joe Smith, Word Processin
Consultant Personnel Subtotal
Hours
1
5
10
Expenses see attached documentation
Mike Jones, Princi al in Char e
Carla Maker, Architect
Joe Smith, Word Processin
Consultant Expenses Subtotal
Consultant Total:
SUB CONSULTANTS (see attached documentation)
Hours
10
5
10
2
Subconsultant Total:
TOTAL DUE THIS INVOICE
CONTRACT BREAKDOWN
Amount
Authorized
Prior Invoiced This Invoice
Task
Original
Contract
Add-ons
TOTAL
$ 22,000.00
2,500.00
$24,500.00
$ 1,025.00 $ 2,681.49
0.00 1,000.00
$ 1,025.00 $ 3,681.49
Agreement for Professional Services AG-C-286
Exhibit C
Page 2 of 2
June 28, 2006
VOICE
Invoice #: 5222
Progress Payment #: 2
Invoice Date: February 10, 2002
Project Name: Thomas Nelson Farm
Project #: PR562
ary 2002
Hourly Rate Amount
$ 125.00 $ 125.00
$ 72.00 $ 144.00
$ 48.00 $ 480.00
$ 749.00
Multiplier Amount
x1.1 $ 7.59
x1.1 $ 33.00
x1.1 $ 31.90
$ 72.49
$ 821.49
Hourly Rate Amount
$ 100.00 $ 1,000.00
$ 100.00 500.00
$ 100.00 MRF 1,000.00
$ 50.00 100.00
$ 2,600.00
$ 2,860.00
$ 2,860.00
- - - - - - - - - - - - - - - _.0 _ _ _ _ _ _ _ _. _. _ _.. _. __u_ H__' _ _ _ _ _ _ _ _ __ _ _ _ _ _ _ _. _ _ _ _.. _.. _.. _.._.. _ _ _ _ _ _ _ _ _ _.. _...
$ 3,681.49
________._______u______________________n____.._.._.._.._.__________________._.._.._..__________
otallnvoiced % % Amount
To Date Expended Com pleted RemaininQ
$ 3,706.49 20% 25% $ 18,293.51
1,0000.00 40% 45% 1,500.00
$ 4,706.49 $ 19,793.51
T
ON-CALL CONTRACT TASK ASSIGNMENT DOCUMENT
AGREEMENT #: AG-C-286
TASK #: 1
CONSULTANT: Harris & Associates
PROJECT #: Auburn Golf Course Club House
The general provisions and clauses of the Agreement referenced above shall be in full
force and effect for this Task Assignment.
Location of Project: Auburn Golf Course
Maximum Amount Payable per this Task Assignment: $84.300.00
Completion Date: December 31. 2006
Scope of Work:
Provide project and construction management services for the new Golf Course Club
House
Approvals:
Consultant Project Manager:
Signature: ~ ~ ~
City Project Ma~: Q
Signature~~
City May" if ~iS OV:,$5,OOO:
Slgnature:1 ~-<
Date:
I j
<6 . '1 O~
I
Date:
8/9/tJy,
I
Date:
i~~
I
Note: If this task assignment is over $25,000 and there is no project budget, the task
assignment must go to City Council for approval prior to the Mayor's signature.
Consultant Agreement AG-C-286
Task Assignment T01
Page 1 of 1
Task Order Scope of Work
Project/Construction Management Services
Auburn City Golf Course Project
Contract Number AG-C-286
Task Order #1
I. INTRODUCTION
Harris & Associates will provide project and construction management services to the City of
Auburn for the new Auburn Golf Course Club House. The City has hired a design consultant to
design the new club house. The design is underway and Harris will provide project and
construction management services during the design, bid and award and construction phases of
the project for the City.
II. DETAILED SCOPE OF WORK
Task 1 - Contract Management:
1.1. Harris Contract Manar:rement:
1.1.1. Proqress Report and Invoice: Prepare an invoice and project progress report to be
submitted to the City on a monthly basis.
1.2. Assumptions:
1.2.1. Proqress Report and Invoice: On a monthly basis, Harris will organize and layout
work for the project staff. Coordinate any staff changes with the City.
1.2.2. Proiect Duration: The project is scheduled to run through the second quarter of
2007; however the scope and budget for this task order are through December 31,
2006. The City may extend this task order after January 1, 2007 by amending this
task order.
1.3. Oeliverables:
1.3.1. Progress report and invoice.
Task 2 - Project/Construction Management
2.1. Proiect Manar:rement Services
2.1.1. Harris will work with the City to develop a Project Management Plan defining roles
and responsibilities during the design, bid and award and construction phases.
2.1.2. The City and Harris will develop a communications protocol so that information is
provided to appropriate parties as needed and in the formats desired.
2.1.3. Develop and maintain a document and file management system consistent with the
City's file system.
2.1.4. Harris will assist the City with administering the remainder of the design services
agreement with the Architect. This includes:
2.1.4.1. Review issues that could affect the design of the project,
2.1.4.2. Meeting with the design team to assess the progress of their work.
2.1.4.3. Review the consultants invoices, review any amendments requested by the
City or the Architect.
Task Order 1 - 18-Jul-06
Page 1 of 4
2.1.5. Harris will meet with the Architect to review the status of the design and ready the
documents for bid. Harris will take meeting minutes at these meetings and
distribute them to the participants and City.
2.1.6. Meet with City staff to coordinate the design reviews and issues identified by the
Arch itect( s ).
2.1.7. Prepare and update project budgets and schedules on a monthly basis for City
management and possible presentation to senior management, the Mayor, and
Council.
2.1.8. Review and comment on administrative procedures (division 1) included in the bid
documents.
2.1.9. Coordinate biddability/constructability review with the City, Architect and review
team if desired by the City.
2.1.10. Assist the City with advertising projects for bids. Prepare ad and work with
procurement to get ads in the appropriate media.
2.1.11. Coordinate responses to questions from the bidders during the bid preparation
phase with the Architect.
2.1.12. Conduct pre-bid meeting with prospective bidders.
2.1.13. Assist the City with review of the bids and bidder responsiveness.
2.2. Construction Manaaement
2.2.1. Pre-construction Activities
2.2.1.1. Bid Review: Assist the City with evaluation of the bids received from bidders.
Check the math and confirm documents submitted comply with the bid
instructions.
2.2.1.2. Pre-Construction Meetinq: Prepare agenda and lead a pre-construction
conference, which will be scheduled, prior to the start of construction in the
City's offices.
2.2.1.3. Pre-construction photoqraphs: Prepare two sets of preconstruction
photographs and video tape of the existing conditions at the project site prior
to the start of construction.
2.2.2. Construction Activities
2.2.2.1. After the City awards the contract, arrange a pre-construction meeting. The
City will provide the venue. Harris will prepare an agenda and lead the
meeting. Harris will take and distribute meeting minutes.
2.2.2.2. Harris will have day-to-day contact with the Contractor and the City.
2.2.2.3. Harris will have the following responsibilities:
.2.2.3.1. Prepare a daily construction report detailing the contractor's activities
performed for each working day the Contractor is on site. The report will
identify materials and equipment installed, staff on site, etc.
.2.2.3.2. Review and comment on the Contractor's baseline schedule and monthly
updates.
.2.2.3.3. As questions arise as to the quality and acceptability of material furnished,
work performed, and rate of progress of work performed by the
Contractor. Harris will work with the City and design team to resolve the
issues.
Task Order 1 - 18-Jul-06
Page 2 of 4
.2.2.3.4. Receive, log and circulate submittals (contractor shop drawings, catalog
cuts, material certifications and other contractor submittals required by the
specifications for compliance with the contract requirements) for review
and appropriate action.
.2.2.3.5. Maintain payment, change request, change order, submittal, RFI, non-
conformance logs on site for review at all times.
.2.2.3.6. Prepare agendas; conduct weekly progress meetings with the Contractor,
City and Architect. Topics to be covered in the meeting include the status
of the work, activities scheduled for the upcoming two weeks, status of
submittals, RFI's, and changes to the work. Prepare and distribute
meeting minutes within 4 days of the meeting to all parties at the meeting.
.2.2.3.7. Provide photographs on a weekly basis during the course of construction.
Photographs to be labeled with date taken and subject matter. Provide
preconstruction and post-construction photographs from a minimum of 4
vantage points that represent project conditions "before and after".
.2.2.3.8. Prepare and distribute change requests to the Contractor. Review the
Contractor's change estimates and make recommendations to the City on
acceptance of the changes.
.2.2.3.9. Review the Contractor's monthly payment requests and make
recommendations to the City on acceptance of the requests. Review
documentation accompanying monthly payment request to confirm
compliance with the Contract Documents. Notify the Contractor of any
deficiencies.
.2.2.3.10. Review test results and notify the Contractor of any deficiencies. Track
remedial work until work is completed in accordance with the contract
documents.
.2.2.3.11. Review and evaluate minor claims submitted by the Contractor and
provide the City with an analysis and recommendation for resolution.
.2.2.3.12. Review and coordinate RFl's submitted by the Contractor and prepare a
recommended response to the Contractor for City review. Harris will not
respond to design issues; the design team or the City will respond to the
technical issues.
2.3. Assumptions:
2.3.1. The City will arrange an initial meeting with the Architect and Harris to review
Harris' role and responsibilities on the project. At the conclusion of the meeting,
Harris will issue a memo outlining the agreements and understandings reached at
the meeting.
2.3.2. The City will provide Harris with copies of the Architect's contract.
2.3.3. The City will let Harris know who needs to participate in the bi-weekly meetings
with the Architect.
2.3.4. The City will provide Harris with the initial budgets and schedules for the projects.
2.3.5. The City will provide office space for the Harris Project Manager while at the City.
2.3.6. This work will be performed on a part-time basis in conjunction with other
assignments the City may have for Harris.
2.3.7. Harris will not be responsible for errors or omissions that are not noted in its review
of the plans and specifications.
2.3.8. This work is scheduled to run through December 31, 2006.The City may extend the
task order into 2007 with an amendment.
Task Order 1 -18-Jul-06
Page 3 of 4
2.3.9. The City will provide financial information needed for budgets and actual costs
needed for reports.
2.3.10. Administrative support can be provided by Harris on an as-needed basis. The City
will review and approve the use of administrative support for this work.
2.3.11. The design consultant will review technical submittals, RFl's, and change requests
in support of the field activities on an as-needed basis when authorized by the City.
Provide technical interpretations of the drawings, specifications, and contract
documents, and evaluate requested deviations from the approved design or
specifications.
2.3.12. The design consultant will provide technical assistance for change orders on an as-
needed basis when authorized by the City.
2.3.13. The design consultant will be responsible for preparing as-built drawings using
information from the Contractor.
2.3.14. The design consultant will provide supplemental drawings or details, if necessary,
to clarify design intent.
2.3.15. It's assumed that the construction manager will review any claim in the course of
the daily work activity. If the Contractor submits an extensive claim or a delay
claim, Harris and the City will determine if additional resources and/or budget is
necessary.
2.3.16. The City will retain the testing firm.
2.4. Budr:ret:
2.4.1. The budget for this task order assumes work on task orders 2, 3, and 4 going on
simultaneously. If additional budget is needed for this task, the City and Harris can
reallocate budget from one of those tasks to this task and if additional budget is
needed for those tasks, the budget for this task can be reallocated to those tasks.
2.4.2. Estimated cost through December 31, 2006, is based on the Project Manager
working full time for the first month and Y2 time for the next 4- Y2 months; no
inspector time, however if an inspector is needed they would be billed out at the
rate listed below; admin at ~ time, and minimal time for the Project Director.
Total
Position Hours Rate Total
Project Manager 500 $ 120.00 $ 60,000.00
Inspector 0 $ 95.00 $ 0.00
Admin Support 260 $ 65.00 $ 16,900.00
Proiect Director 40 $ 185.00 $ 7,400.00
$ 84,300.00
Task Order 1 - 18-J ul-06
Page 4 of 4
ON-CALL CONTRACT TASK ASSIGNMENT DOCUMENT
AGREEMENT #: AG-C-286
TASK#: ~
CONSULTANT: Harris & Associates
PROJECT #: Auburn Mausoleum Proiect
The general provisions and clauses of the Agreement referenced above shall be in full
force and effect for this Task Assignment.
Location of Project: Auburn Cemetery
Maximum Amount Payable per this Task Assignment: ~32,900.00
Completion Date: December 31, 2006
Scope of Work:
Provide project and construction management services for the new mausoleum at the
Auburn Cemetery.
Approvals:
Consultant Pr .
Date:
<trJ'b
I (
Signature:
Date:
f~~
1/ {it,
-
Signature:
Date:
Note: If this task assignment is over $25,000 and there is no project budget, the task
assignment must go to City Council for approval prior to the Mayor's signature.
Consultant Agreement AG-C-286
Task Assignment T02
Page 1 of 1
Task Order Scope of Work
Project/Construction Management Services
Auburn Mausoleum Project
Contract Number AG-C-286
Task Order #2
I. INTRODUCTION
Harris & Associates will provide project management services to the City of Auburn for the new
Mausoleum at the Auburn City Cemetery. The design is underway and Harris will provide project
and construction management services during the design, bid and award and construction phases
of the project for the City.
II. DETAILED SCOPE OF WORK
Task 1 - Contract Management:
f.1. Harris Contract Manar:rement:
1.1.1. Proqress Report and Invoice: Prepare an invoice and project progress report to be
submitted to the City on a monthly basis.
1.2. Assumptions:
1.2.1. Proqress Report and Invoice: On a monthly basis, Harris will organize and layout
work for the project staff. Coordinate any staff changes with the City.
1.2.2. Proiect Duration: The project is schedul.ed to run through the second quarter of
2007; however the scope and budget for this task order are through December 31,
2006. The City may extend this task order after January 1, 2007 by amending this
task order.
1.3. Oeliverables:
1.3.1. Progress report and invoice.
Task 2 - Project/Construction Management
2.1. Proiect Manar:rement Services
2.1.1. Develop and maintain a document management and file system consistent with the
City's file system.
2.1.2. Harris will assist the City with coordinating the completion of the bid documents
and preparing the documents for bid.
2.1.3. Prepare and update project budgets and schedules on a monthly basis for City
management and possible presentation to senior management, the Mayor, and
Council.
2.1.4. Review and comment on administrative procedures (division 1) included in the bid
documents.
2.1.5. Assist the City with advertising projects for bids. Prepare ad and work with
procurement to get ads in the appropriate media.
2.1.6. Coordinate responses to questions from the bidders during the bid preparation
phase with the Architect.
2.1.7. Conduct pre-bid meeting with prospective bidders.
Task Order 2 -18-Jul-06
Page 1 of 4
2.1.8. Assist the City with review of the bids' and bidder responsiveness.
2.2. Construction Manar:rement
2.2.1. Pre-construction Activities
2.2.1.1. Bid Review: Assist the City with evaluation of the bids received from bidders.
Check the math and confirm documents submitted comply with the bid
instructions.
2.2.1.2. Pre-Construction Meetinq: Prepare agenda and lead a pre-construction
conference, which will be scheduled, prior to the start of construction in the
City's offices.
2.2.1.3. Pre-construction photoqraphs: Prepare two sets of preconstruction
photographs and video tape of the existing conditions at the project site prior
to the start of construction.
2.2.2. Construction Activities
2.2.2.1. After the City awards the contract, arrange a pre-construction meeting. The
City will provide the venue. Harris will prepare an agenda and lead the
meeting. Harris will take and distribute meeting minutes.
2.2.2.2. Harris will have day-to-day contact with the Contractor and the City.
2.2.2.3. Harris will have the following responsibilities:
.2.2.3.1. Prepare a daily construction report detailing the contractor's activities
performed for each working day the Contractor is on site. The report will
identify materials and equipment installed, staff on site, etc.
.2.2.3.2. Review and comment on the Contractor's baseline schedule and monthly
updates.
.2.2.3.3. As questions arise as to the quality and acceptability of material furnished,
work performed, and rate of progress of work performed by the
Contractor. Harris will work with the City and design team to resolve the
issues.
.2.2.3.4. Receive, log and circulate submittals (contractor shop drawings, catalog
cuts, material certifications and other contractor submittals required by the
specifications for compliance with the contract requirements) for review
and appropriate action.
.2.2.3.5. Maintain payment, change request, change order, submittal, RFI, non-
conformance logs on site for review at all times.
.2.2.3.6. Prepare agendas; conduct weekly progress meetings with the Contractor,
City and Designer. Topics to be covered in the meeting include the status
of the work, activities scheduled for the upcoming two weeks, status of
submittals, RFl's, and changes to the work. Prepare and distribute
meeting minutes.
.2.2.3.7. Provide photographs on a weekly basis during the course of construction.
Photographs to be labeled with date taken and subject matter. Provide
preconstruction and post-construction photographs from a minimum of 4
vantage points that represent project conditions "before and after".
.2.2.3.8. Prepare and distribute change requests to the Contractor. Review the
Contractor's change estimates and make recommendations to the City on
acceptance of the changes.
.2.2.3.9. Review the Contractor's monthly payment requests and make
recommendations to the City on acceptance of the requests. Review
Task Order 2 -18-Jul-06
Page 2 of 4
documentation accompanying monthly payment request to confirm
compliance with the Contract Documents. Notify the Contractor of any
deficiencies.
.2.2.3.10. Review test results and notify the Contractor of any deficiencies. Track
remedial work until work is completed in accordance with the contract
documents.
.2.2.3.11. Review and evaluate minor claims submitted by the Contractor and
provide the City with an analysis and recommendation for resolution.
.2.2.3.12. Review and coordinate RFl's submitted by the Contractor and prepare a
recommended response to the Contractor for City review. Harris will not
respond to design issues; the design team or the City will respond to the
technical issues.
2.3. Assumptions:
2.3.1. The City will provide Harris with copies of the Architect's contract.
2.3.2. The City will provide Harris with the initial budgets and schedules for the projects.
2.3.3. The City will provide office space for the Harris Project Manager while at the City.
2.3.4. This work will be performed on a part-time basis in conjunction with other
assignments the City may have for Harris.
2.3.5. Harris will not be responsible for errors or omissions that are not noted in its review
of the plans and specifications.
2.3.6. This work is scheduled to run through December 31, 2006.The City may extend the
task order into 2007 with an amendment. .
2.3.7. The City will provide financial information needed for budgets and actual costs
needed for reports.
2.3.8. Administrative support can be provided by Harris on an as-needed basis. The City
will review and approve the use of administrative support for this work.
2.3.9. The design consultant will review technical submittals, RFl's, and change requests
in support of the field activities on an as-needed basis when authorized by the City.
Provide technical. interpretations of the drawings, specifications, and contract
documents, and E;lvaluate requested deviations from the approved design or
specifications.
2.3.10. The design consultant will provide technical assistance for change orders on an as-
needed basis when authorized by the City.
2.3.11. The design consultant will be responsible for preparing as-built drawings using
information from the Contractor.
2.3.12. The design consultant will provide supplemental drawings or details, if necessary,
to clarify design intent.
2.3.13. It's assumed that the construction manager will review any claim in the course of
the daily work activity. If the Contractor submits an extensive claim or a delay
claim, Harris and the City will determine if additional resources and/or budget is
necessary.
2.3.14. The City will retain the testing firm.
2.4. Budr:ret:
2.4.1. The budget for this task order assumes work on task orders 1, 3, and 4 going on
simultaneously. If additional budget is needed for this task, the City and Harris can
Task Order 2 -18-Jul-06
Page 3 of 4
reallocate budget from one of those tasks to this task and if additional budget is
needed for those tasks, the budget for this task can be reallocated to those tasks.
2.4.2. Estimated cost through December 31, 2006, is based on the Project Manager
working part-time for the next 5 months; no inspector time, however if an inspector
is needed they would be billed out at the rate listed below; admin at Ktime, and
minimal time for the Project Director.
Total
Position Hours Rate Total
Proiect Manaqer 200 $ 120.00 $ 24,000.00
Inspector 0 $ 0.00 $ 0.00
Admin Support 80 $ 65.00 $ 5,200.00
Proiect Director 20 $ 185.00 $ 3,700.00
$ 32,900.00
Task Order 2 - 18-Jul-06
Page 4 of 4
ON-CALL CONTRACT TASK ASSIGNMENT DOCUMENT
AGREEMENT #: AG-C-286
TASK#: ~
CONSULTANT: Harris & Associates
PROJECT #: Veteran's Park Proiect
The general provisions and clauses of the Agreement referenced above shall be in full
force and effect for this Task Assignment.
Location of Project: Veteran's Park
Maximum Amount Payable per this Task Assignment: $32,900.00
Completion Date: December 31, 2006
Scope of Work:
Provide project and construction management services for a new facility at Veteran's
Park.
Note: If this task assignment is over $25,000 and there is project budget, the task
assignment must go to City Council for approval prior to the Mayor's signature.
Consultant Agreement AG-C-286
Task Assignment T03
Page 1 of 1
Task Order Scope of Work
Project/Construction Management Services
Auburn Veteran's Park Project
Contract Number AG-C-286
Task Order #3
I. INTRODUCTION
Harris & Associates will provide project and construction management services to the City of
Auburn for the Veteran's Park project. The design is underway and Harris will provide project and
construction management services during the design, bid and award and construction phases of
the project for the City.
II. DETAILED SCOPE OF WORK
Task 1 - Contract Management:
1.1. Harris Contract Manaqement:
1.1.1. ProQress Report and Invoice: Prepare an invoice and project progress report to be
submitted to the City on a monthly basis.
1.2. Assumptions:
1.2.1. Proqress Report and Invoice: On a monthly basis, Harris will organize and layout
work for the project staff. Coordinate any staff changes with the City.
1.2.2. Proiect Duration: The project is scheduled to run through the second quarter of
2007; however the scope and budget for this task order are through December 31,
2006. The City may extend this task order after January 1, 2007 by amending this
task order.
1.3. Deliverables:
1.3.1. Progress report and invoice.
Task 2 - Project Management
2.1. Praiect Manaqement Services
2.1.1. Develop and maintain a document management and file system consistent with the
City's file system.
2.1.2. Harris will assist the City with coordinating the completion of the bid documents
and preparing the documents for bid.
2.1.3. Prepare and update project budgets and schedules on a monthly basis for City
management and possible presentation to senior management, the Mayor, and
Council.
2.1.4. Review and comment on administrative procedures (division 1) included in the bid
documents.
2.1.5. Assist the City with advertising projects for bids. Prepare ad and work with
procurement to get ads in the appropriate media.
2.1.6. Coordinate responses to questions from the bidders during the bid preparation
phase with the Architect.
Task Order 3 - 18-Jul-06
Page 1 of 4
2.1.7. Conduct pre-bid meeting with prospective bidders.
2.1.8. Assist the City with review of the bids and bidder responsiveness.
2.2. Construction Manaqement
2.2.1. Pre-construction Activities
2.2.1.1. Bid Review: Assist the City with evaluation of. the bids received from bidders.
Check the math and confirm documents submitted comply with the bid
instructions.
2.2.1.2. Pre-Construction Meetinq: Prepare agenda and lead a pre-construction
conference, which will be scheduled, prior to the start of construction in the
City's offices.
2.2.1.3. Pre-construction photoqraphs: Prepare two sets of preconstruction
photographs and video tape of the existing conditions at the project site prior
to the start of construction.
2.2.2. Construction Activities
2.2.2.1. After the City awards the contract, arrange a pre-construction meeting. The
City will provide the venue. Harris will prepare an agenda and lead the
meeting. Harris will take and distribute meeting minutes.
2.2.2.2. Harris will have day-to-day contact with the Contractor and the City.
2.2.2.3. Harris will have the following responsibilities:
.2.2.3.1. Prepare a daily construction report detailing the contractor's activities
performed for each working day the Contractor is on site. The report will
identify materials and equipment installed, staff on site, etc.
.2.2.3.2. Review and comment on the Contractor's baseline schedule and monthly
updates.
.2.2.3.3. As questions arise as to the quality and acceptability of material furnished,
work performed, and rate of progress of work performed by the
Contractor. Harris will work with the City and design team to resolve the
issues.
.2.2.3.4. Receive, log and circulate submittals (contractor shop drawings, catalog
cuts, material certifications and other contractor submittals required by the
specifications for compliance with the contract requirements) for review
and appropriate action.
.2.2.3.5. Maintain payment, change request, change order, submittal, RFI, non-
conformance logs on site for review at all times.
.2.2.3.6. Prepare agendas; conduct weekly progress meetings with the Contractor,
City and Designer. Topics to be covered in the meeting include the status
of the work, activities scheduled for the upcoming two weeks, status of
submittals, RFI's, and changes to the work. Prepare and distribute
meeting minutes.
.2.2.3.7. Provide photographs on a weekly basis during the course of construction.
Photographs to be labeled with date taken and subject matter. Provide
preconstruction and post-construction photographs from a minimum of 4
vantage points that represent project conditions "before and after".
Task Order 3 -18-Jul-06
Page 2 of 4
.2.2.3.8. Prepare and distribute change requests to the Contractor. Review the
Contractor's change estimates and make recommendations to the City on
acceptance of the changes.
.2.2.3.9. Review the Contractor's monthly payment requests and make
recommendations to the City on acceptance of the requests. Review
documentation accompanying monthly payment request to confirm
compliance with the Contract Documents. Notify the Contractor of any
deficiencies.
.2.2.3.10. Review test results and notify the Contractor of any deficiencies. Track
remedial work until work is completed in accordance with the contract
documents.
.2.2.3.11. Review and evaluate minor claims submitted by the Contractor and
provide the City with an analysis and recommendation for resolution.
.2.2.3.12. Review and coordinate RFl's submitted by the Contractor and prepare a
recommended response to the Contractor for City review. Harris will not
respond to design issues; the design team or the City will respond to the
technical issues.
2.3. Assumptions:
2.3.1. The City will provide Harris with copies of the Architect's contract.
2.3.2. The City will provide Harris with the initial budgets and schedules for the projects.
2.3.3. The City will provide office space for the Harris Project Manager while at the City.
2.3.4. This work will be performed on a part-time basis in conjunction with other
assignments the City may have for Harris.
2.3.5. Harris will not be responsible for errors or omissions that are not noted in its review
of the plans and specifications.
2.3.6. This work is scheduled to run through December 31, 2006.The City may extend the
task order into 2007 with an amendment.
2.3.7. The City will provide financial information needed for budgets and actual costs
needed for reports.
2.3.8. Administrative support can be provided by Harris on an as-needed basis. The City
will review and approve the use of administrative support for this work.
2.3.9. The design consultant will review technical submittals, RFI's, and change requests
in support of the field activities on an as-needed basis when authorized by the City.
Provide technical interpretations of the drawings, specifications, and contract
documents, and evaluate requested deviations from the approved design or
specifications.
2.3.10. The design consultant will provide technical assistance for change orders on an as-
needed basis when authorized by the City.
2.3.11. The design consultant will be responsible for preparing as-built drawings using
information from the Contractor.
2.3.12. The design consultant will provide supplemental drawings or details, if necessary,
to clarify design intent.
2.3.13. It's assumed that the construction manager will review any claim in the course of
the daily work activity. If the Contractor submits an extensive claim or a delay
claim, Harris and the City will determine if additional resources and/or budget is
necessary .
Task Order 3 - 18-Jul-06 Page 3 of 4
2.3.14. The City will retain the testing firm.
2.4. Budqet:
2.4.1. The budget for this task order assumes work on task orders 1, 2, and 4 going on
simultaneously. If additional budget is needed for this task, the City and Harris can
reallocate budget from one of those tasks to this task and if additional budget is
needed for those tasks, the budget for this task can be reallocated to those tasks.
2.4.2. Estimated cost through December 31,2006, is based on the Project Manager
working part-time for the next 5 months; no inspector time, however if an inspector
is needed they would be billed out at the rate listed below; admin at ~ time, and
minimal time for the Project Director.
Total
Position Hours Rate Total
Project Manager 200 $ 120.00 $ 24,000.00
Inspector 0 $ 0.00 $ 0.00
Admin Support 80 $ 65.00 $ 5,200.00
Project Director 20 $ 185.00 $ 3,700.00
$ 32,900.00
Task Order 3 - 18-Jul-06
Page 4 of 4
ON-CALL CONTRACT TASK ASSIGNMENT DOCUMENT
AGREEMENT #: AG-C-286
TASK#: 4
CONSULTANT: Harris & Associates
PROJECT #: New Fire Station
The general provisions and clauses of the Agreement referenced above shall be in full
force and effect for this Task Assignment.
Location of Project: South Auburn
Maximum Amount Payable per this Task Assignment: $49.900.00
Completion Date: December 31. 2006
Scope of Work:
Provide project and construction management services for a new fire station.
Approvals:
Consultant Project Manager:
Date:
'6 h !o~
{ I
Signature:
Signature:
Ignment is over $5,000:
> ~ .:-.
~
Date:
rt1~~
/
Kjr~
Date:
Note: If this task assignment is over $25,000 and there is no project budget, the task
assignment must go to City Council for approval prior to the Mayor's signature.
Consultant Agreement AG-C-286
Task Assignment T04
Page 1 of 1
Task Order Scope of Work
Project Management Services
New Fire Station Project
Contract Number AG-C-286
Task Order #4
I. INTRODUCTION
Harris & Associates will provide project management services to the City of Auburn for the new Fire
Station project. The design is underway and Harris will provide project management services
during the design phase of the project.
II. DETAILED SCOPE OF WORK
Task 1 - Contract Management:
1.1. Harris Contract Manaqement:
1.1.1. Proqress Report and Invoice: Prepare an invoice and project progress report to be
submitted to the City on a monthly basis.
1.2. Assumptions:
1.2.1. ProQress Report and Invoice: On a monthly basis. Harris will organize and layout
work for the project staff. Coordinate any staff changes with the City.
1.2.2. Proiect Duration: The project is scheduled to run through the second quarter of
2007; however the scope and budget for this task order are through December 31,
2006. The City may extend this task order after January 1, 2007 by amending this
task order.
1.3. Deliverables:
1.3.1. Progress report and invoice.
Task 2 - Project Management
2.1. Proiect Manaqement Services
2.1.1. Harris will work with the City to develop a Project Management Plan defining roles
and responsibilities during the design, bid and award and construction phases.
2.1.2. The City and Harris will develop a communications protocol so that information is
provided to appropriate parties as needed and in the formats desired.
2.1.3. Harris will administer the design services agreements with the Architect. This
includes:
2.1.3.1. Review issues that could affect the design of the project,
2.1.3.2. Meeting with the design team to assess the progress of their work.
2.1.3.3. Review the consultants invoices, review any amendments requested by the
City or the Architect.
2.1.4. Harris will meet with the Architect every two weeks to review the status of the
design and review issues. Harris will take meeting minutes at these meetings and
distribute them to the participants and City.
2.1.5. Meet with City staff to coordinate the design reviews and issues identified by the
Architect(s).
Task Order 4 - 18-Jul-06 Page 1 of 2
2.1.6. Prepare and update project budgets and schedules on a monthly basis for City
management and possible presentation to senior management, the Mayor, and
Council.
2.1.7. Review and comment on administrative procedures (division 1) included in the bid
documents.
2.1.8. Assist the City with advertising projects for bids. Prepare ad and work with
procurement to get ads in the appropriate media.
2.1.9. Coordinate responses to questions from the bidders during the bid preparation
phase with the Architect.
2.2. Assumptions:
2.2.1. The City will arrange an initial meeting with the Architect and Harris to review
Harris' role and responsibilities on the project. At the conclusion of the meeting,
Harris will issue a memo outlining the agreements and understandings reached at
the meeting.
2.2.2. The City will provide Harris with copies of the Architect's agreement.
2.2.3. The City will let Harris know who needs to participate in the bi-weekly meetings
with the Architect.
2.2.4. The City will provide Harris with the initial budgets and schedules for the projects.
2.2.5. The City will provide office space for the Harris Project Manager while at the City
2.2.6. This work will be performed on a part-time basis in conjunction with other
assignments the City may have for Harris.
2.2.7. Harris will not be responsible for errors or omissions that are not noted in its review
of the plans and specifications.
2.2.8. This work is scheduled to run through the December 31, 2006.The City may extend
the task order in 2007 with an amendment.
2.2.9. Administrative support can be provided by Harris on an as-needed basis. The City
will review and approve the use of administrative support for this work.
2.3. Budget:
2.3.1. The budget for this task order assumes work on task orders 1, 2, and 3 going on
simultaneously. If additional budget is needed for this task, the City and Harris can
reallocate budget from one of those tasks to this task and if additional budget is
needed for those tasks, the budget for this task can be reallocated to those tasks.
2.3.2. Estimated cost through December 31, 2006, is based on the Project Manager
working ~ time for the next 4-% months; admin for 20 hours/month, and minimal
time for the Project Director. :
Total
Position Hours Rate Total
Proiect ManaQer 300 $ 120.00 $ 36,000.00
Adimin Support 100 $ 65.00 $ 6,500.00
Proiect Director 40 $ 185.00 $ 7,400.00
$ 49,900.00
Task Order 4 -18-Jul-06
Page 2 of 2
Task Order Scope of Work
Management of Upgrades, Alterations, and Renovations
Auburn Avenue Theatre
Contract Number AG-C-286
Task Assignment #6
I. INTRODUCTION
Harris 8~ Associates will provide project management services to the City of Auburn for
planning, design and implementation of necessary programmatic function and Code
required upgrades, alterations, and renovations to the Auburn Avenue Theatre building.
The City entered into a 15 year lease for custody and operation of the existing historic
former neighborhood movie theatre, most recently operated as a live dinner theatre
cabaret. It intends to operate the facility as a venue for a broad range of community
entertainment events. The building will require some immediate Code required
upgrades to building and systems, as well as longer term functional reconfigurations and
general system upgrades.
Harris will, at the City's direction, and in partnership with senior City staff, manage and
coordinate the activities of consultants, construction contractors, and City staff, to
expedite any required design, engineering and specification, and arrange for and
implement necessary construction activities. Harris will also assist the City's efforts on
longer range planning for building improvements, assist the City with identifying
necessary funding, and upon City direction, manage any resulting design and
construction efforts on the City's behalf.
II. DETAILED SCOPE OF WORK
Contract Management
1.1 Harris Contract Management
1.1.1 Progress Reno-t and Invoice: Harris will prepare an invoice and
project progress report to be submitted to the City on a monthly
basis.
1.2 Assumptions
1.2.1 Project Duration: An immediate intense effort is required to bring
the building into functional and Code compliance as soon as
possible, and to get the facility back in operation. This effort is
then expected to continue through 2007 at a lower level, with
design efforts resulting from longer range functional planning in
the later part of the year, emerging as additional construction
efforts during 2008. This initial Task Assignment ends as of
December 31, 2007, but may be extended into 2008 by
amendment to this agreement.
1.3 Deliverables
1.3.1 Project Reports and Invoices
Management of Project
2.1 Description of Harris Services
2.1.1. Harris will support City Management and Policy Makers in their
consideration and adoption of budget and schedule, and monitor,
document, and report on budget and schedule status and actual time and
cost expended.
2.1.2. Harris will provide to City Management ongoing evaluation of issues,
estimates of cost, and recommendations as to decisions required. Harris
will provide presentations, as desired or required, to City staff,
Management and Policy Makers on project status, issues, and decision
alternatives.
2.1.3. Harris will provide frequent coordination by meetings, phone, and a-mail
to insure the activities proceed at the best possible pace. Harris will track
the activities of individual team members, and expedite problem solving and
decision making collaboration.
2.1.4. Harris will provide necessary management of City consultants and
contractors, in the role of the Owner's Project Manager, including but not
limited to:
2.1.4.1. Drafting any new contract documents required, and negotiating any
terms with consultants or contractors as necessary.
2.1.4.2. Conveying the City's direction and decisions to the consultants and
contractors. Structuring, organizing and conveying to City
Management and Policy Makers findings, recommendations, issues, or
needed decisions of consultants and contractors.
2.1.4.3. Reviewing the consultant's and contractor's invoices, review any
amendments requested by the parties.
2.1.4.4. Monitoring and documenting the planning, design and construction
efforts for compliance with agreed costs and schedules.
2.1.4.5. Directing and facilitating communication and coordination between
the contracted parties.
2.1.4.6. Negotiating resolution of any disputes or disagreements.
2.1.5. Harris will actively coordinate with the elements of City staff directly
involved with the planning and implementation of the building operations,
and with the planning and implementation of theatre operations. Harris will
convey from them to the design and construction parties, the necessary
operational needs, sequences of work, and City staff activity. Harris will
convey from design and construction parties to City staff, expected activity
details, timing, and issues.
2.1.6. Harris will implement and facilitate necessary permit acquisitions and
procedures, insuring coordination with all affected parties to insure
expedited activity.
2.2 Assumptions
2.2.1 The City will provide office space and parking for the Project
Manager while at the City.
2.2.2 This work will be performed on a part-time basis in conjunction
with other assignments the City has made to Harris.
2.2.3 Administrative support will be provided by Harris on an as-needed
basis.
2.3 Deliverables
2.3.1 Monthly and Special Status Reports: Harris will prepare and
submit monthly detailed reports, indicating the status of planning,
design, and construction activities; against both schedule and
budget goals. Special status reports and presentations will be
provided to City officials and the public as directed.
III. Budget
This Task order authorization is made from the contract task budget reserve, per the
terms of the amended agreement AG-C-286.
The budget for this task order assumes work on other separate task orders going on
simultaneously. If additional budget is needed for this task, the City and Harris can
reallocate budget from one of those tasks, or from the contract task reserve, and if
additional budget is needed for those tasks, the budget for this task can be reallocated to
those tasks.
Estimated cost through 2007, is based on the projection of staffing and monthly cost in
the attached Exhibit A. The total maximum cost for this Task Order in 2007 is $ 32,500.
ON-CALL CONTRACT TASK ASSIGNMENT DOCUMENT
AGREEMENT #: AG-C-286 TASK #: 6
CONSULTANT: Harris & Associates
PROJECT: Management of Upgrades. Alterations. and Renovations
Auburn Avenue Theatre
The general provisions and clauses of the Agreement referenced above shall be
in full force and effect for this Task Assignment.
Location of Project: Auburn Avenue Theatre, 10 Auburn Avenue, Auburn WA
Maximum Amount Payable per this Task Assignment: $ 32,500.00
Completion Date: December 31.2007
Scope of Work:
Harris 8~ Associates will provide project management services to the City of Auburn for
management of upgrades, alterations, and renovations to the Auburn Avenue Theatre, in
accordance with the attached Scope of Work.
Approvals:
Consultant: Scott
Sig
ect Director, Harris & Associates
City Finance Director: Shelley Colehian
Signature:
City Mayor, if T i nme ov $5000:
Signature:
Date: 1 Z~ ~
Date: d
JUL ~ 0 Z00?
Date:
Note: If this task assignment is over $25,000 and there is no project
budget, the task assignment must go to City Council for approval prior to
the mayor's signature.
EXHIBIT A Task 6 Fee Proposal -Monthly Projection - 2007
~nn~ una Tn4~! C..c~
Rate/hr June July Aug Sept Oct Nov Dec
'ask Order ~6:
Theatre Upgrade
Paul Ber ;130 40 $5,200 40 $5,200 20 $2,600 20 $2,600 20 $2,600 30 $3 900 40 $5,200 210 $27,300
Scott Per
" $190' 1 $190 1 $190 1 $190 1 $190 1 $190 1 $190 1 $190 7 $1,330
Addn. Project
Ex ertise
$t30
0
$0
$0
$0
0
$0
0
$0
0
$0
0
$0
0
$0
Admin $70 10 $700 10 $700 6 $420 6 $420 6 $420 8 $560 10 $700 56 $3,920
Total ;6,090 ;6,090 ;3,210 ;3,210 ;3,210 ;4,650 ;6,090 ;32,550
* Schedule and Cost Estimation Specialists