HomeMy WebLinkAbout4225RESOLUTION NO. 4225
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
AUBURN, WASHINGTON, AUTHORIZING THE MAYOR AND
THE CITY CLERK TO EXECUTE AN AGREEMENT FOR
PROFESSIONAL SERVICES BETWEEN THE CITY OF AUBURN
AND ESA ADOLFSON FOR THE PURPOSES OF DEVELOPING
A WETLAND MITIGATION PLAN FOR FUTURE DEVELOPMENT
ON THE REMAINING OPEN SPACE TRACT WITHIN THE
AUBURN MUNICIPAL AIRPORT COMPLEX
WHEREAS, The City of Auburn is committed to help improve the
function of wetland systems throughout the corporate limits of the City of
Auburn; and
WHEREAS, future plans of improvement at the Auburn Municipal Airport
are consistent with economic development efforts and helping improve the
quality of life throughout the City of Auburn.
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
WASHINGTON, IN A REGULAR MEETING DULY ASSEMBLED, HEREWITH
RESOLVES AS FOLLOWS:
Section 1. The Mayor and the City Clerk of the City of Auburn are
hereby authorized to execute an Agreement for Professional Services with ESA
Adolfson to begin design efforts in a mitigation plan for the remaining open
space at the Auburn Municipal Airport. A copy of said Agreement is attached
Resolution No. 4225
August 20, 2007
Page 1
hereto, designated as Attachment "A" and incorporated by reference in this
Resolution.
Section 2. The Mayor is hereby authorized to implement such
administrative procedures as may be necessary to carry out the directives of
this legislation.
Section 3. This Resolution shall be in full force and effect upon
passage and signatures hereon.
DATED and SIGNED this,--)J - daCo Au , 2007
Pet B. Lewis
Mayor
ATTEST:
Dan elle Daskam, City Clerk
APPROVED AS TO FORM:
iel B. Heid, City Aftfney
Published:
Resolution No. 4225
August 20, 2007
Page 2
AGREEMENT FOR PROFESSIONAL SERVICES
AG-C-303
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 ESA Adolfson, whose address is 5309 Shilshole Avenue NW, Suite
200, Seattle, WA 98107, hereinafter referred to as "CONSULTANT."
In consideration of the covenants and conditions of this Agreement, the parties
hereby agree as follows:
1. SCOPE OF WORK.
See Exhibit A, which is attached hereto and by this reference made a part of this
Agreement.
2. TERM.
The CONSULTANT shall not begin any work under this Agreement until
authorized in writing by the CITY. All work under this Agreement shall be completed by
Dr. ce,Mbef'
x•31, 2007.
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.
Compensation will be on a time and material basis, not to exceed $47,885.00.
Costs will be based on Exhibit B, Phase I which is attached hereto and by this reference
made a part of this Agreement.
Agreement for Professional Services
August 20, 2007
Page 1 of 11
The CONSULTANT shall be paid by the CITY for direct non-salary cost, per
attached Exhibit C, at the actual cost to the CONSULTANT plus 10%. Exhibit C is
attached hereto and by this 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, 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 environmental
engineering 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.
Agreement for Professional Services
August 20, 2007
Page 2 of 11
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 defend, indemnify and hold the CITY, its officers,
officials, volunteers, and employees harmless from and shall process and defend at its
own expense any and all claims, injuries, damages, losses, or suits, including attorney
fees or equity arising in whole or in part from the acts, errors or omissions of the
CONSULTANT in performance of this Agreement, or 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 sole negligence of the CITY,
its officers, officials, volunteers, 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, its officers, officials,
volunteers, or 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
August 20, 2007
Page 3 of 11
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,
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 shall obtain insurance of the types and in the amounts described
below:
1. 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.
2. 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, its officers, employees and agents shall be named as an insured
under the CONSULTANT'S Commercial General Liability insurance policy
with respect to the work performed for the CITY.
3. Worker's Compensation coverage as required by the Industrial Insurance
laws of the State of Washington.
Agreement for Professional Services
August 20, 2007
Page 4 of 11
4. 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:
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.
The CONSULTANT'S insurance coverage shall be primary insurance as
respects the CITY, its officials, employees and agents. Any insurance, self insurance
or insurance pool coverage maintained by the CITY, its officials, employees or agents
shall be excess of 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 cancelled by either
party except after thirty (30) days prior written notice has been given to the CITY by
certified mail, return receipt requested. All insurance shall be obtained from an
insurance company authorized to do business in the State of Washington. Insurance is
to be placed with insurers with a current A.M. Best rating of not less than A: VII.
The CONSULTANT shall furnish the City with original 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 within 14 days of the execution of this Agreement. The CITY reserves the right
Agreement for Professional Services
August 20, 2007
Page 5 of 11
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
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.
Agreement for Professional Services
August 20, 2007
Page 6 of 11
10. 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 "(b)" of this certification; and
(d) Have not within a three-year period preceding this application/proposal had
one or more public transactions (federal, state, or local) terminated for cause
or default.
Where the prospective primary participant is unable to certify to any of the
statements in this certification, such prospective participant shall attach an explanation
to this proposal.
Agreement for Professional Services
August 20, 2007
Page 7 of 11
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
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.
Agreement for Professional Services
August 20, 2007
Page 8 of 11
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 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.
12.6. Should it become necessary to enforce any term or obligation of this
Agreement, then all costs of enforcement including reasonable attorney's 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 Mark Epstein 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: Aaron C. Nix
25 W Main Street
Auburn WA 98001
Phone: 253.288.7432
Fax: 253. 804.3114
ESA Adolfson
Attn: Mark Epstein
5309 Shilshole Avenue NW,
Suite 200
Seattle, WA 98107
Phone: 206.789.9658
Fax: 206.789.9684
E-mail: anix(cDauburnwa.gov
E-mail: mepstein a)adolfson.com
Agreement for Professional Services
August 20, 2007
Page 9 of 11
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 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.
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.
Agreement for Professional Services
August 20, 2007
Page 10 of 11
ATTEST:
r
Da le E. Daskam, City Clerk
APPROVED AS TO FORM:
// f (?Sj3jy
Vi i it ttorne
Agreement for Professional Services
August 20, 2007
Page 11 of 11
CITY A _
Peter B Lewis, Mayor
Date AUG 2 0 2007
ESA Adolfson
BY:
Title: ?Uaj
Federal Tax ID # F7 ??7??
EXHIBIT A
AUBURN MUNICIPAL AIRPORT
SCOPE OF WORK
PHASE 1 - SITE ANALYSIS
Task 1.1 -Site Investigation and Existing Conditions
Goal: Gather information necessary to prepare a base map for subsequent planning and design work.
Approach: For this task ESA Adolfson will conduct the following activities:
1. Collect and review existing mapping and available data related to the site and the surrounding
area. Conduct one-day site visit to reflag wetlands for land survey (if necessary).
2. Obtain topographic survey data.
3. Prepare a base map for future planning and mitigation design work.
Assumptions: The City will provide all available GIS and CAD maps that pertain to the project. Adolfson,
through use of a surveying subconsultant, will provide a topographic survey that will include 1-
foot contours for the entire site and established wetland boundaries. Adolfson will provide no
right-of-way research. Information provided to Adolfson shall be in AutoCAD 2006 format.
Deliverables: Base map in AutoCAD 2008 (or older) format
Task 1.2 -Impact Assessment
Goal: Identify critical site issues and potential impacts for permitting.
Approach: For this task ESA Adolfson will conduct the following activities:
1. Prepare conceptual development plan showing potential building envelope, associated parking
and service areas, and applicable regulatory setbacks.
2. Quantify impacts to wetlands from proposed development and propose potential mitigation. This
work will be based upon our earlier wetland delineation conducted on the site.
3. Prepare figures showing potential impacts and areas of potential mitigation based on anticipated
permit requirements and the Client's needs.
4. Prepare memorandum detailing program requirements and potential consequences to permitting,
costs, and schedule.
Assumptions: Impact analysis will be based on project description and conceptual site plan developed with the
Client.
Exhibit A
Agreement No. AG-C-303
Page 1 of 3
Impact Analysis may be revised up to two times based on Client input. Additional revisions
outside this scope of work would require additional budget.
Deliverables are not designed to meet the requirements for a critical areas report as required by the
Auburn critical areas ordinance.
Deliverables: Existing Site figure
Proposed Development figure (based on development concept by Client)
(3) Impact Analysis figures (1 preliminary, 1 revised, and 1 final)
Memorandum detailing the impact analysis and proposed mitigation concept
Task 1.3 -Permitting Strategy and Environmental Compliance
Goal: Determine an approach for obtaining permits for proposed alternatives. Assist in providing documentation
for Army Corps and Washington Department of Ecology permits. Task 3 includes participation in one (1)
permit strategy meeting.
Approach: For this task ESA Adolfson will conduct the following activities:
1. Coordinate with and advise client on strategies for agency coordination and permit application
based on results of impact analysis.
2. Provide a draft matrix of anticipated permits required.
3. Prepare information in support of an Alternatives Analysis.
4. Attend one pre-application meeting with Client and Army Corps of Engineers.
5. Prepare up to eight figures to support JARPA application by Client.
Assumptions: Project will require an Army Corps 404 Individual permit and will fill
approximately five acres of wetlands. This task does not include the preparation of
applications, or process of applying or submitting for permits. Client will prepare and obtain all
necessary permits for the project. An environmental impact statement will not be required.
Deliverables: Permit matrix
Alternatives Analysis
(8) DARPA Figures
Task 1.4 - Project Management
Goal: Establish the necessary overview and guidance for the total project. Coordination, documentation, project
conclusion and direction of subconsultants and task efforts. Provide progress reports, invoices, schedules,
and other internal coordination. Task 4 also includes a total of three (3) project team meetings.
Approach: For this task ESA Adolfson will conduct the following activities:
Exhibit A
Agreement No. AG-C-303
Page 2 of 3
1. Create a project schedule illustrating the timing and progress of the tasks. Update the schedule
up to once per month as necessary for the duration of the contract.
2. A monthly report, addressing progress of the work.
3. Negotiate and enter into subconsultant agreement with surveying firm, as authorized by Client.
a) Schedule and coordinate the work of subconsultant agreements. Maintain necessary oversight of
subconsultant work to assure that necessary progress is maintained.
b) Subconsultant administration and cost control.
4. Coordinate project documentation, including the following:
a) Prepare project correspondence, letters, memos, meeting minutes, etc., for support of the project
work. Maintain a central file for all written materials.
b) Prepare and submit monthly progress billings to Client.
c) Approve and process all subconsultant billings.
Assumptions: Client will review products and provide feedback on submittals, progress reports,
and invoices.
Deliverables: Monthly Progress Reports and invoices.
Exhibit A
Agreement No. AG-C-303
Page 3 of 3
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EXHIBIT C
DIRECT NON-SALARY REIMBURSABLE EXPENSES
Reproduction Fees
Communication Fees
Mileage at $0.485/mile or the current approved IRS rate.
It is understood that all reimbursements are at cost and will be marked-up 10%.
Anything not listed here will not be paid.
Exhibit C
Agreement No. AG-C-303
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.
Consultant Invoices
Agreement No. AG-C-303
Page 1 of 2
SAMPLE INVOICE
City of Auburn
25 West Main
Auburn WA 98001
Attn: Scott Nutter (Project Engineer)
Agency Agreement #: AG-C-010
Invoice #: 5222
Progress Payment #: 2
Invoice Date: February 10, 2002
Project Name: Thomas Nelson Farm
Project #: PR562
Engineering Services performed during the period of: January 2002
SAMPLE ENGINEERING, INC.
Personnel Hours Hourly Rate Amount
Mike Jones, Principal in Charge 1 $ 125.00 $ 125.00
Carla Maker, Architect 5 $ 72.00 $ 144.00
Joe Smith, Word Processing 10 $ 48.00 $ 480.00
Consultant Personnel Subtotal $ 749.00
Expenses see attached documentation Charges Multiplier Amount
Mike Jones, Principal in Charge 20 miles x1.1 $ 7.59
Carla Maker, Architect $ 30.00 x1.1 $ 33.00
Joe Smith, Word Processing $ 29.00 x1.1 $ 31.90
Consultant Expenses Subtotal $ 72.49
Consultant Total:
SUB CONSULTANTS (see attached documentation)
$ 821.49
Subconsultant Hours Hourly Rate Amount
ABC Environmental, Inc., Civil Engineer 10 $ 100.00 $ 1,000.00
Electrical Consulting, Electrical Engineer 5 $ 100.00 500.00
Mechanical Solutions, Mechanical Engineer 10 $ 100.00 MRF 1,000.00
Moving Company, Moving Consultant 2 $ 50.00 100.00
Subconsultant Subtotal $ 2,600.00
Subtotal x 1.1 Multiplier $ 2,860.00
Subconsultant Total:
---- --- ----- --- - ---- -- -------------- -- --_-..----
TOTAL DUE THIS INVOICE
- -- -----------------------------------------------------------
$ 2,860,00
$ 3,681.49
UUN I KA%i 1 CKCAf%I %JVV17
Amount
Total Invoiced
%
%
Amount
Task Authorized Prior Invoiced This Invoice To Date Expended Completed Remaining
Original
Contract
000.00
$ 22
$ 1,025.00
$ 2,681.49
$ 3,706.49
20%
25%
$ 18,293.51
MRF* ,
2,500.00 0.00 1,000.00 1,0000.00 40% 45% 1,500.00
TOTAL $ 24,500.00 $ 1,025.00 $ 3,681.49 $ 4,706.49 $ 19,793.51
Note: MRF=Management Reserve Fund
* Received a written authorization of MRF on 1110101 for Mechanical Engineer task in the amount of
$2,000.00.
Consultant Invoices
Agreement No. AG-C-303
Page 2 of 2
EXHIBIT A
AUBURN MUNICIPAL AIRPORT
SCOPE OF WORK
PHASE 1 - SITE ANALYSIS
Task 1.1 -Site Investigation and Existing Conditions
Goal: Gather information necessary to prepare a base map for subsequent planning and design work.
Approach: For this task ESA Adolfson will conduct the following activities:
1. Collect and review existing mapping and available data related to the site and the surrounding
area. Conduct one-day site visit to reflag wetlands for land survey (if necessary).
2. Obtain topographic survey data.
3. Prepare a base map for future planning and mitigation design work.
Assumptions: The City will provide all available GIS and'CAD maps that pertain to the project. Adolfson,
through use of a surveying subconsultant, will provide a topographic survey that will include ]-
foot contours for the entire site and established wetland boundaries. Adolfson will provide no
right-of-way research. Information provided to Adolfson shall be in AutoCAD 2006 format.
Deliverables: Base map in AutoCAD 2008 (or older) format
Task 1.2 -Impact Assessment
Goal: Identify critical site issues and potential impacts for permitting.
Approach: For this task ESA Adolfson will conduct the following activities:
1. Prepare conceptual development plan showing potential building envelope, associated parking
and service areas, and applicable regulatory setbacks.
2. Quantify impacts to wetlands from proposed development and propose potential mitigation. This
work will be based upon our earlier wetland delineation conducted on the site.
3. Prepare figures showing potential impacts and areas of potential mitigation based on anticipated
permit requirements and the Client's needs.
4. Prepare memorandum detailing program requirements and potential consequences to permitting,
costs, and schedule.
Assumptions: Impact analysis will be based on project description and conceptual site plan developed with the
I Client.
Exhibit A
Agreement No. AG-C-303
Page 1 of 3
Impact Analysis may be revised up to two times based on Client input. Additional revisions
outside this scope of work would require additional budget.
Deliverables are not designed to meet the requirements for a critical areas report as required by the
Auburn critical areas ordinance.
Deliverables: Existing Site figure
Proposed Development figure (based on development concept by Client)
(3) Impact Analysis figures (I preliminary, 1 revised, and I final)
Memorandum detailing the impact analysis and proposed mitigation concept
Task 1.3 -Permitting Strategy and Environmental Compliance
Goal. Determine an approach for obtaining permits for proposed alternatives. Assist in providing documentation
for Army Corps and Washington Department of Ecology permits. Task 3 includes participation in one (1)
permit strategy meeting.
Approach: For this task ESA Adolfson will conduct the following activities:
1. Coordinate with and advise client on strategies for agency coordination and permit application
based on results of impact analysis.
2. Provide a draft matrix of anticipated permits required.
3. Prepare information in support of an Alternatives Analysis.
4. Attend one pre-application meeting with Client and Army Corps of Engineers.
5. Prepare up to eight figures to support JARPA application by Client.
Assumptions: Project will require an Army Corps 404 Individual permit and will fill
approximately five acres of wetlands. This task does not include the preparation of
applications, or process of applying or submitting for permits. Client will prepare and obtain all
necessary permits for the project. An environmental impact statement will not be required.
Deliverables: Permit matrix
Alternatives Analysis
(8) DARPA Figures
Task 1.4 - Project Management
Goal: Establish the necessary overview and guidance for the total project. Coordination, documentation, project
conclusion and direction of subconsultants and task efforts. Provide progress reports, invoices, schedules,
and other internal coordination. Task 4 also includes a total of three (3) project team meetings.
Approach: For this task ESA Adolfson will conduct the following activities.
Exhibit A
Agreement No. AG-C-303
Page 2 of 3
I Create a project schedule illustrating the timing and progress of the tasks. Update the schedule
up to once per month as necessary for the duration of the contract.
2. A monthly report, addressing progress of the work.
3. Negotiate and enter into subconsultant agreement with surveying firm, as authorized by Client.
a) Schedule and coordinate the work of subconsultant agreements. Maintain necessary oversight of
subconsultant work to assure that necessary progress is maintained.
b) Subconsultant administration and cost control.
4. Coordinate project documentation, including the following:
a) Prepare project correspondence, letters, memos, meeting minutes, etc., for support of the project
work. Maintain a central file for all written materials.
b) Prepare and submit monthly progress billings to Client.
c) Approve and process all subconsultant billings.
Assumptions: Client will review products and provide feedback on submittals, progress reports,
and invoices.
Deliverables: Monthly Progress Reports and invoices.
Exhibit A
Agreement No. AG-C-303
Page 3 of 3
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EXHIBIT C
DIRECT NON-SALARY REIMBURSABLE EXPENSES
• Reproduction Fees
• Communication Fees
• Mileage at $0.485/mile or the current approved IRS rate.
It is understood that all reimbursements are at cost and will be marked-up 10%.
Anything not listed here will not be paid.
Exhibit C
Agreement No. AG-C-303
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 15"'.
• For grant/special funded projects there might be other special information needed,
reference the LAG manual.
Consultant Invoices
Agreement No. AG-C-303
Page 1 of 2