HomeMy WebLinkAboutINCA Engineering Inc AG-C-379A'-;-' i~-,.
AGREEMENT FOR PROFESSIONAL SERVICES
AG-C-379
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 INCA Engineering, Inc. whose address is 400 112t" Avenue, Suite 400,
Bellevue, WA 98004, hereinafter referred to as "CONSULTANT."
In consideration of the covenants and conditior.s 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
December 31, 2011 and can be amended by both parties for succeeding years.
The established completion time shall not be extended because of any delays
attributable to the CONSULTANT, but may be extended by the CITY in the event of a
delay attributable to the CITY, or because of unavoidable delays caused by an act of
GOD or governmental actions or other conditions beyond the control of the
CONSULTANT. A prior supplemental Agreement issued by the CITY is required to
extend the established completion time.
3. COMPENSATION.
The total compensation for this Agreement shall not exceed $487,018.60,
which includes a Management Reserve Fund amount of $45,000. Expenditure of
Management Reserve Funds must be authorized by the CITY as set forth in Section 4
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January 4, 2010
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of this Agreement. Direct salary costs shall be paid per rates on the fee schedule
shown on Exhibit B, which is attached hereto and by this reference made a part of this
Agreement. The compensation to be paid to the CONSULTANT shall not exceed
$380,000 for the year 2010. Compensation to be paid to the CONSULTANT for
authorized work in succeeding years will be contingent upon availability of funds. The
CONSULTANT will not undertake any work or otherwise financially obligate the CITY in
excess of said not-to-exceed amount without a duly executed Addendum issued by the
C I TY.
The CONSULTANT shall be paid by the CITY for direct non-salary cost, per
attached Exhibit C, which 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:
outside reproduction fees, courier fees, subconsultant fees, and materials and supplies.
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 or work shall be authorized in writing under the Management Reserve
Fund as detailed in Section 4.
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January 4, 2010
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4. MANAGEMENT RESERVE FUND.
The CITY may establish a Management Reserve Fund to provide flexibility of
authorizing additional funds to the Agreement for allowable unforeseen costs, or
reimbursing the CONSULTANT for additional work beyond that already defined in this
Agreement. Such authorization(s) shall be in writing, prior to the CONSULTANT
expending any effort on such services, and shall not exceed $45,000. This fund may
be replenished in a subsequent supplemental agreement. Any changes requiring
additional costs in excess of the Management Reserve Fund 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.
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,
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January 4, 2010
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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
stardards 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 resulting from the
acts, errors or omissions of the CONSULTANT in performance of this Agreement,
except for injuries or damages caused by the sole negligence of the CITY.
7. INDEPENDENT CONTRACTOR/ASSIGNMENT.
The parties agree and understand that the CONSULTANT is an independent
contractor and not the agent or employee of the CITY and that no liability shall attach to
the CITY by reason of entering into this Agreement except as otherwise provided
herein. The parties agree that this Agreement may not be assigned in whole or in part
without the written consent of the CITY.
8. INSURANCE.
CONSULTANT shall procure and maintain for the duration of this Agreement,
insurance against claims for injuries to persons or damage to property which may arise
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January 4, 2010
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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.
b. Commercial General Liability insurance shall be written on ISO occurrence
form CG 00 01 and shall cover liability arising from premises, operations,
independent contractors, and personal injury and advertising injury, with limits
no less than $1,000,000 each occurrence, $2,000,000 general aggregate.
The CITY shall be named as an insured under the CONSULTANT'S
Commercial General Liability insurance policy with respect to the work
perFormed for the CITY using the applicable ISO Additional Insured
endorsement or equivalent.
c. Worker's Compensation coverage as required by the Industrial Insurance
laws of the State of Washington. If the consultant is a sole proprietor, the
parties agree that Industrial Insurance would be required if the
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January 4, 2010
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CONSULTANT had employees. However, the parties agree that a
CONSULTANT who has no empioyees would not be required to have
Worker's Compensation coverage.
d. Professional Liability insurance appropriate to the CONSULTANT'S
profession, with limits no less than $1,000,000 per claim and $1,000,000
policy aggregate limit.
The insurance policies are to contain, or be endorsed to contain, the following
provisions for Automobile Liability, Professional Liability, and Commercial General
Liability insurance:
a. The CONSULTANT'S insurance coverage shall be primary insurance as
respects the CITY. Any insurance, self insurance, or insurance pool
coverage maintained by the CITY shall be excess of the CONSULTANT'S
insurance and shall not contribute with it.
b. The CONSULTANT'S insurance shall be endorsed to state that coverage
shall not be cancelled by either party, except after thirty (30) days prior written
notice has been given to the CITY by certified mail, return receipt requested.
AIl 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
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January 4, 2010
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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
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.
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January 4, 2010
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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 af 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.
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January 4, 2010
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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
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.
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January 4, 2010
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13.4. The CITY and the CONSULTANT respectively bind themselves, their
partners, successors, assigns, and legai 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 all local, state and federal laws
applicable to its performance as of the date of this Agreement.
13.8. If any provision of this Agreement is invalid or unenforceable, the
remaining provisions shall remain in force and effect.
13.9. This Agreement shall be administered by Sandy Glover 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: Jacob Sweeting
25 W Main Street
Auburn WA 98001
Phone: 253.804.5059
Fax: 253. 931.3053
E-mail: jsweeting@auburnwa.gov
INCA Engineering, Inc.
Attn: Sandy Glover
400 112t" Avenue, Suite 400
Bellevue, WA 98004
Phone: 425.635.1000
Fax: 425.635.1150
E-mail: s.glover@incainc.com
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
Agreement for Professional Services AG-C-379
January 4, 2010
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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-379
January 4, 2010
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I R~
~
Peter B. Lewis, Mayor
Date FFR 1 1 20a0
ATTEST:
Danielle E. Daskam, City Cierk
APPROVED AS TO FORM:
rney
INCA Engineeryng, Inc.
BY:
Title: (//tL 7-~d4v3T"
Federal Tax ID #
Agreement for Professional Services AG-C-379
January 4, 2010
Page 12 of 14
Exhibit A
Scope of Work
During the term of this AGREEMENT, INCA Engineers, Inc. (CONSULTANT) shall perform
professional services for the City of Auburn (CITY) in connection with the following project:
West Valley Highway Improvements
SR 18 to West Main Street
project Cp0916
PROJECT DESCRIPTION
The CITY'S West Valley Highway Improvements project will enhance pedestrian and motor
vehicle safety. The project, which spans a distance of approximately 1,700 feet beginning at the
intersection with State Highway 18 and ending to the north at the intersection with West Main
Street, will add storage to the existing left turn lanes at both intersections and widen the roadway
to include a center-left-turn lane for the entire length. Roadway widening will be to the east.
Sidewalk on one side of the street will be provided.
An alternatives development and evaluation exercise will review the City's roadway section as
submitted to TIB to determine if wetlands are impacted, and Low Impact Development (LID)
techniques will be evaluated along with slopes vs. retaining walls to eliminate impact to wetlands
on the Goedecke site. WSDOT is negotiating with the City to purchase most of the Goedecke
property for use as a stormwater/floodplain mitigation site to serve their upcoming SR 167 Hot
Lanes project.
Flow control and water quality mitigation will be required for all new impervious surfacing and
possibly for existing pavement. A new signal will be installed at the West Main Street
intersection where turning radii and pedestrian access will be improved. A new illumination
system will be installed along the length of the improvement.
DESIGN STANDARDS AND REFERENCES
The following Design Standards and Guidelines are to be followed during the development of
the project:
• City of Auburn Design Standards (latest edition) (to be provided by the City)
• City of Auburn Standard Details (latest edition) (to be provided by the City)
• WSDOT Design Manual
• 2010 WSDOT Standard Specifications for Road, Bridge and Municipal Construction
• City of Auburn Standard Special Provisions
• WSDOT Standard Plans
CP0916 Exhibit A Page 1 of 23 West Valley Highway Improvements
Scope of Work
• City of Auburn AutoCAD Standards
• Wetland Mitigation in Washington State - Part 2: Developing Mitigation Plans (2006)
The CONSULTANT shall prepare all drawings using AufoCAD 2009. LDD will be used for
roadway design. Project schedules shall be prepared using Microsoft Project (version 2007) or
later, spreadsheets in Microsoft Excel (version 2007 or later), and text documents in Microsoft
Word (version 2007 or later).
All plans shall be prepared in accordance with CITY standards. All plans will be completed at a
20:1 horizontal scale and a 1:5 vertical scale, unless otherwise approved by the City. Full-sized
plan sheets will be provided at 22"x34", and half-sized at 11"x17".
ASSUMPTIONS
1. City will provide all appraisals, negotiations and acquisitions for right of way
2. No impacts to Mill Creek (e.g. direct discharge of stormwater)
3. Critical areas impacts largely limited to buffers
4. No federal money is involved; no NEPA, ESA, or Section 106 consultation required; no
WSDOT discipline reports will be required.
5. City will prepare SEPA Checklist with input from the CONSULTANT
6. Stormwater design to be per City's new Stormwater Management Manual requirements.
7. Existing monitoring well on the Goedecke site will remain in place. Monitoring will be
provided by the CONSULTANT
8. The CONSULTANT'S senior engineering staff will perform Quality Assurance/ Quality
Control (QA/QC) for all deliverables.
9. Unless otherwise noted, all project deliverables are items that are to be submitted by the
CONSULTANT to the CITY. Unless otherwise directed by the CITY, the
CONSULTANT will first prepare a draft version of the deliverable and submit it for
review and comment. The CONSULTANT shall address any comments, make
appropriate revisions, and re-submit the final version, except for plan submittals for
which the CONSULTANT will submit revisions with the next planned submittal. The
CITY will provide a consolidated set of City review comments to the CONSULTANT.
10. Horizontal datum will be NAD83/91 based upon existing CITY and WSDOT control.
Vertical datum will be NAVD-88 based upon existing CITY benchmarks adjacent to the
site.
11. TIB will require a value engineering study.
ITEMS TO BE OBTAINED BY THE CONSULTANT
• Environmental documentation on Goedecke site, (The WSDOT SR 167 project manager
has provided the 404 permit for the Goedeke site - delineation was approved by the
Corps and Ecology). •
• Environmental documentation on King County Mitigation Site.
• Any information on the west hillside
• Existing geotechnical data for Goedecke site
CP0916 Exhibit A Page 2 West Valley Highway Improvements
Scope of Work
ITEMS TO BE PROVIDED BY THE CITY
• Title reports
• Rights of Entry
• City utility as-builts and utility upgrade requirements.
• Roadway as-builts
• GIS data for topographic, boundary and sensitive area locations
• Traffic Analysis for signal phasing and queue lengths
• Utility as- built maps and input for upgrades from utility companies.
• Cultural Resources Investigation and coordination for compliance with Exec. Order #OS-OS
(applies to all capital projects with state funding) Section 106 was done on the Goedeke site, and
can provide information for the 0505 consultation for this project.
• Existing topographical information on the Goedecke site
WORK ELEMENT 1. PROJECT MANAGEMENT
The CONSULTANT shall manage the project work elements to control costs, maintain schedule,
and provide quality products appropriate to the goals and completion of the project. Subtasks
include the following:
Work Element 1.1 Consultant Team Management
It is the responsibility of the CONSULTANT to manage the consultant team. All Subconsultants
shall report directly to the CONSULTANT for project direction and management. The
CONSULTANT shall:
a) Establish and maintain agreements with subconsultants, administering contractual
agreements, and ensuring all contractual requirements are met.
b) Provide direction, coordination and oversight to the project CONSULTANT team.
c) Verify that the information generated on the project is being documented and retained
in project files.
Work Element 1.2 Proiect Kickoff Meetin$!
Participate in a project kickoff ineeting. CONSULTANT shall work with the CITY to develop
the agenda and facilitate the meeting. The CONSULTANT shall prepare and distribute the
meeting notice, agenda, and minutes.
Deliverable(s):
• Meeting notice, agenda, and minutes.
Work Element 1.3 Monthly Progress Reports and Invoices
Prepare and submit a monthly progress, invoice and earned value analysis report.
Deliverable(s):
~ Monthly Progress Reports
• Monthly Earned Value Reports
• Monthly Invoices.
CP0916 Exhibit A Page 3 West Valley Highway Improvements
Scope of Work
Work Element 1.4 Proiect Schedule
The CONSULTANT shall create, maintain and update the project The CONSULTANT shall
monitor, modify, and update the project schedule on a monthly basis or as needed to determine
potential impacts of proposed changes. The CONSULTANT shall adjust the duration,
predecessor and successor relationships, constraints, linkages, deliverable descriptions and dates,
reviews, percent completes, milestones, critical path, and task completion dates to reflect the
current status of the project and any revisions made to the scope of work. The Consultant shall
not make permanent edits to the project schedule without the City's concurrence. Any change or
delay to the schedule shall not be sole justification for an increase in budgeted level of efforts.
Deliverable(s):
• Initial and Monthly Project Schedule Updates
Work Element 1.5 Proiect Coordination
Provide Project coordination as detailed in the sub-work elements below.
WoNk Element 1. 5.1 Team Coordination
The CONSULTANT shall coordinate as required with subconsultant team members, internal
team members, and the CITY as needed to discuss project status, elements of the work plan, and
to discuss progress of the design and resolve project issues.
Work Element 1.5.2 Monthlv Progress Meetin
Monthly Project Management Team (PMT) meetings will be held, with additional meetings as
required. The PMT will be staffed with representatives from the CITY, the CONSULTANT,
and subconsultants as required. The location of the meetings will alternate between Auburn and
Bellevue. A total of 14 meetings are assumed for this scope of work.
Deliverable(s):
• Meeting agendas, summaries and action items
Work Element 1. 5.3 End-of-the-Week Communications
Prepare End-of-the-Week Communications which identify the work completed that week and
issues that need to be addressed to keep the project on schedule. The End-of-the-Week
Communication shall be provided via email to all team members at the end of each week.
Deliverable(s):
• Emailed Weekly End-of-Week Communication
WORK ELEMENT 2. ALTERNATIVES ANALYSIS
Work Element 2.1 Collect, Review and Analvze ExistinIZ Data
The CONSULTANT shall obtain, review and analyze existing data needed to develop and
evaluate design alternatives. The data includes traffic analysis memo to be prepared by the City,
wetland delineation, existing GIS topographic and boundary information, storm drainage and
CP0916 Exhibit A Page 4 West Valley Highway Improvements
Scope of Work
flood plain mitigation information, draft Letter of Understanding with WSDOT, and appropriate
reports developed by others. The data collection shall include at least one site visit.
Work Element 2.2 Alternatives Analysis
• Develop roadway preliminary layout with CITY's TIB grant proposal and wetland
delineation.
• Develop preliminary stormwater pond/ wetpond footprint. Verify best location to place
the stormwater pond/ wetpond within the Goedecke site.
• Identify impacts to sewer easement, wetlands and buffers.
• Identify options to eliminate impacts. Options may include retaining walls, roadway
cross section and alignment revisions, and Low Impact Design (LID) alternatives.
s Prepa:e conceptual hydrelOgic ri:oueling and cost estimates for 2-4 scenarios and
evaluate merits of each.
• Prepare construction schedule and present opportunities for construction staging that
would affect the schedule.
• Identify preferred alternative.
The CITY shall complete an analysis to determine the needed turning pocket lengths as
needed to support the CONSULTANT'S alternatives analysis and design efforts. The CITY
will document the analysis and findings in a technical memorandum.
The CONSULTANT shall summarize the alternatives analysis in a memorandum.
Deliverables:
• Design Concept Memorandum
WORK ELEMENT 3. SUPPORT FOR OPEN HOUSE/ PUBLIC
INFORMATION
The CONSULTANT shall provide graphics and attendance by the Project Manager for one Open
House or as support for providing public information. The City will secure location, advertise,
and prepare handouts, PowerPoint presentation, flyers, mailers, etc. for the Open House.
WORK ELEMENT 4. SURVEY AND MAPPING
The CONSULTANT shall provide design mapping of the project limits suitable for use through
100% design. Mapping will include the following specific items and assumptions:
Work Element 4.1 Records Research and Right of Way Calculations
The CONSULTANT shall establish right of way lines using found right-of-way monumentation,
assessor maps, recorded plats, and title report information. The CITY shall provide the
CP0916 Exhibit A Page 5 West Valley Highway Improvements
Scope of Work
CONSULTANT with all required title reports and supporting documentation. The
CONSULTANT will establish the existing right of way and centerlines for the following:
• West Valley Highway from north margin of SR 18 to 100 feet north of the intersection with
West Main Street.
• West Main Street from the west margin of West Valley Highway to 100 feet east of the
intersection with West Valley Highway.
This scope does not include the preparation of right-of-way take or remainder exhibits or legal
descriptions.
Work Element 4.2 Mappin~
The CONSULTANT will prepare a 1"=20' scale, 2 foot contour interval comprehensive base
map using CITY standard symbols, line types, abbreviations, shading, hatching, and layers, that
is adequate to support the design process and construction documents. Mapping limits along
West Valley Highway will be from north margin of SR 18 northerly to 100 feet north of the
intersection with West Main Street, 100 feet east along West Main Street from the intersection of
West Valley Highway and approximately 100 feet west along West Main Street from the
intersection of West Valley Highway. Additional mapping of the channelization and edge of
pavement will extend 200 feet beyond these limits approaching the intersection. Width of
mapping along West Valley Highway will be 50 feet east of the easterly right-of-way line and 10
feet west of the westerly toe of slope and 10 feet beyond right-of-way line were applicable.
Existing features to be compiled and shown include:
• Roadway surface, sidewalks, curb/gutter, channelization, culverts, utility poles, overhead
wires, signs, signal poles, visible and accessible underground utilities, utility field locates,
ditches, streams, trees, and other surface features.
• Mapping of the Goedecke property will be limited to a 200 foot x 500 foot area survey.
Survey will include all ground features within this limit.
• Right-of-Way lines, Parcel lines, Roadway centerlines and Survey control points and
benchmarks.
• Proposed geotechnical exploration test sites, proposed wetland delineation limits/flagging
• Provide the location and size of significant trees; defined as evergreen trees greater than 6
inches in diameter measured 4 feet above grade, or deciduous trees greater than 4 inches in
diameter measured 4 feet above grade within the roadway prism and potentially affected
areas (if required)
The CITY will obtain available record drawings from the private utilities and provide them to the
CONSULTANT. The CONSULTANT will use the maps to verify utility Iocations, types, and
sizes within the mapping limits. The CONSULTANT will be responsible for ordering utility
paint markings and for insuring that utility paint markings are in place prior to the
commencement of field survey for sub-surface utilities.
CP0916 Exhibit A Page 6 West Valley Highway Improvements
Scope of Work
Work Element 4.3 Subsurface Utility Exploration
The CONSULTANT shall perform potholes to determine or verify the location of existing
utilities or other underground features are critical to the design process. Ten potholes are
assumed and include 4 signal pole foundations and 6 other utility locates to be determined during
design. Initial survey of pothole locations, field resolution of conflicts, and any follow up survey
required as a result of the potholing work will be conducted.
Potholing to be provided by Applied Professional Services as a direct cost.
Deliverable(s):
• Electronic base map in one continuous AutoCAD 2009 file covering the project mapping
limits. Mapping will be compiled using CITY standard layers, line types, and symbols.
• Subsurface Utility Exploration Report
WORK ELEMENT 5. PERMITTING
The CONSULTANT will:
• Develop Permit Matrix and update as necessary
• Conduct Critical Areas Delineation (wetlands and streams); Goedecke delineation is
approved (p.c. Mike Sallis, WSDOT), our delineation will be limited to west side of the
road and the KC Mitigation site.
• Prepare the Critical Areas Report, including regulatory analysis and applicable mitigation
ratios. ,
~ Participate in team meetings on alternative locations, stormwater plan
• Provide information for the City to prepare SEPA Checklist (input on wetlands and
streams, plants and animals)
• Prepare the Conceptual Mitigation Plan for buffer impacts (for use in obtaining City's
Critical Areas Permit)
• Obtain Critical Areas Permit from City (assumes no 404 permit; no HPA; no ESA
Consultation)
• Final Buffer Mitigation Plan (70%, 100% and Final Design Plans and Specifications)
• CONSULTANT to provide technical data to CITY for Clearing and Grading Permit.
• CONSULTANT to prepare and submit WSDOT permit
WORK ELEMENT 6. GEOTECHNICAL/MATERIALS ENGINEERING
Work Element 6.1 Geotechnical / Materials Engineering
The CONSULTANT shall complete the following:
1) Preliminary site visits to evaluate the site conditions, evaluate access, plan the field
investigation, and locate the cone penetrometer sites and/or test pits (geotechnical and
hazardous material) and the pavement coring locations.
2) Review of readily available existing documentation for the project area.
3) Coordinate the field investigations, including utility locate, pavement coring and field
effort of subcontractors, traffic control plans, and permitting;
CP0916 Exhibit A Page 7 West Valley Highway Improvements
Scope of Work
4) Perform geotechnical field investigation to evaluate the following generai areas:
a. New signal pole foundation design;
b. Proposed locations of roadway widening;
c. Pavement design;
d. Proposed retaining structures;
e. Existing pavement sections; and
f. Steep slope/seepage stability.
For this we are recommending that eight to nine cone penetrometer `pushes' be advanced
in the shoulder of the embanlcinent and through the four pavement core holes. In addition,
on the Goedecke property where a proposed pond may be situated, one groundwater
monitoring well exists within 200 feet of the proposed pond. And will be monitored bi-
weekly and after high storm events by the CONSULTANT. The actual depths of the
probes will be determined in the field but we anticipate the four probes through the
pavement will be 6 feet and the shoulder probes will be 15 feet.
a. Logs of the cone probes will be prepared,
b. Logs of the pavement corings will be included in the above logs,
c. Samples of the subgrade will be obtained through the core holes.
5) Preparation of a geotechnical report, summarizing the analyses and design results for the
following topics:
• Pavement section design;
• MSE or other retaining wall design criteria;
• Evaluation of unstable slopes and seepage along route and determine how this will :_ifCI: ~~arproj ect;
• Foundation design for the new traffic signals;
• Site grading recommendations;
• Groundwater monitoring results;
• Estimate infiltration rates for existing road prism and site soils for porous pavement
infiltration.
6) Review design drawings and specifications.
WORK ELEMENT 7. CULTURAL RESOURCES ASSESSMENT
A Cultural Resources Assessment will be performed by the CONSULTANT. Work under this
task shall include the following:
• Client and Agency Coordination.
• Supplemental Background Research of the Department of Archeology and Historic
Preservation (DAHP) archival records.
~ Field Work, including a surface and subsurface survey of the project area.
• A Technical Memorandum summarizing findings.
Deliverable(s):
• Two (2) bound, one (1) unbound and two (2) electronic copies of the Cultural Resources
Assessment Technical Memorandum.
CP0916 Exhibit A Page 8 West Valley Highway Improvements
Scope of Work
WORK ELEMENT 8. STORMWATER ENGINEERING AND REPORT
Work Element 8.1 Prepare Stormwater Report
The CONSULTANT shall prepare a stormwater report utilizing the City of Auburn Design
Standards:
1) Determine minimum requirements
2) Review existing conditions
3) Perform offsite analysis
4) Prepare calculations and layout for flow control, water quality and conveyance systems
P:epa:e cens±r~~c±ior. ste:m:.~ate: pollutien p:evention Ylan
6) Prepare stormwater narrative, maps, exhibits, and calculations for report
7) Prepare Operations and Maintenance Manual
8) Submit draft to City at 70% PS&E for review and comment
9) Submit Final at 100% PS&E with the incorporation of City's comments
Deliverable(s):
• Five (5) copies of the Draft Stormwater Report
• Three (3) bound copies and one (1) unbound, camera-ready, copy of the Final
Stormwater Report.
• 3 Electronic PDF versions of the stormwater report on CD or DVD
WORK ELEMENT 9. 30% PS&E PREPARATION
The CONSULTANT shall prepare contract Construction Plans and a preliminary cost estimate
for review by the CITY. Specifications will not be provided for this submittal.
Work Element 9.1 30% Design Narrative
The CONSULTANT shall prepare a 30 percent Design Narrative to support 30 percent PS&E
review and comment. The design narrative shall document the process used to achieve the
project design. The design narrative shall describe what criteria, standards, guidance, and/or
codes governed the CONSULTANT'S work, and list any deviations from standard design. The
design narrative shall include or reference any additional background material necessary to
describe the design solution, such as meeting minutes, letters, standard designs, reports from
field investigations, environmental constraints and commitments, applicable permit
requirements, and other deliverables of this scope of services, as appropriate.
Work Element 9.2 30% Construction Plans Preparation
The CONSULTANT shall prepare the Construction Plans to a 30% completion level. The 30%
Plans shall include the following sheets:
CP0916 Exhibit A Page 9 West Valley Highway Improvements
Scope of Work
Ite m N o. Title
1 Cover Sheet/ Vicinity Map/ Drawing Index
2 Legend and General Notes
3 RoadwaySections
4 Roadway Plan/Profile, incl. Drainage Plan/Profile
5 Site Prep/TESC Plans
6 Stormwater Facility Grading Plans
7 Traffic Signal Plan
8 Channelization, Signing and Illumination Plans (2 tiered)
Tota130' Plans
No. of Sheet
1
1
2
S
5
2
1
3
20
The Consultant shall submit one plan/profile sheet at a 70% level of completion to provide the
CITY an opportunity to provide review and comment related to presentation and format.
Work Element 9.3 30% Engineer's Construction Estimate
The CONSULTANT shall prepare a 30% engineer's construction estimate using CITY's
standard bid items to reflect the expected construction costs far the project. The estimate shall be
prepared using the CITY's standard Excel template.
Deliverable(s):
• One (1) '/z-size unbound, seven (7) '/2-size bound, and two (2) full-size bound copies of
the 30% Construction Plans
~ One (1) electronic copy of the AutoCAD files (proposed cad lines)
• One (1) hard copy, and two (2) electronic versions (PDF and Excel) of the 30%
Engineer's Estimate
• One (1) hardcopy and one (1) PDF of the 30% Design Narrative
WORK ELEMENT 10. 70% PS&E PREPARATION
The CONSULTANT shall prepare 70% Construction Plans, Specifications and Estimate and
70% Design Narrative for the CITY's review. The CONSULTANT shall address 30% review
comments in all sheets developed in Work Element 8.0.
Work Element 10.1 Address Previous Review Comments
The CONSULTANT shall attend a design review meeting to discuss CITY comments for the
previous submittal. The CONSULTANT shall prepare a technical memorandum for inclusion
with the 70% submittal that describes how review comments and issues from the 30% plans were
addressed. The memo shall also summarize changes made to the design and design documents
made since the 30% submittal and describe any unresolved, resolved, or pending issues that
require attention.
CP0916 Exhibit A Page 10 West Vailey Highway Improvements
Scope of Work
Work Element 10.2 70% Construction Plans Preparation
The CONSULTANT shall prepare the Construction Plans to a 70% completion level. The 70%
Plans shall include all construction plan sheets
The Consultant shall submit one plan/profile sheet at a 100% level of completion to provide the
CITY an opportunity to provide review and comment related presentation and format.
Item No.
Title
No.ofSheet
1
Cover Sheet/ Vicinity Map/ Drawing Index
1
2
Legend and General Notes
1
3
Roadway Sections
2
4
Roadway Plan/Profile; incl. Drainage Plan/Profile
5
5
Intersection Geometric and Curb Return Plans
2
6
Drainage Details
2
7
Site Prep/TESC Plans
5
8
TESC Details
1
9
Structure Notes
1
10
Stormwater Facility Grading Plans
2
11
BufferMitigationPlantingPian
2
12
BufferMitigation Pianting Notes and Details
1
13
Detention Pond Pla nting Pla n
1
14
Detention Pond Planting Notes and Details
1
15
Traffic Signal Plan, Wiring Termination, Pole Schedule, etc.
5
16
Channelization, Signing and Illumination Plans (2 tiered)
3
17
Sign Specifications/ Luminaire Schedule
1
18
Channelization Details
1
19
Detour Route and Traffic Control Plan
1
20
Retaining Wall Plan/Profile
2
21
Retaining Wall Details
1
22
Misc. Civil Details
1
Tota170% Plans
42
Work Element 10.3 70% Construction Specifications
The CONSULTANT shall utilize the CITY' S boilerplate special provisions to prepare the 70%
Construction Speeifications. The 70% Construction Specifications shall include Divisions 0
through 9. The CONSULTANT will utilize Word to track all changes made to the CITY'S
boilerplate files.
Work Element 10.4 70% Enl4ineer's Estimate
The CONSULTANT shall prepare a 70% engineer's estimate using CITY's, other City and
WSDOT standard bid items to reflect the expected construction costs for the project. The 70%
estimate shall reflect the pay items and quantities as developed at the 70% stage of the project. A
CP0916 Exhibit A Page 11 West Valley Highway Improvements
Scope of Work
20% contingency pay item shall be used at this stage of the project to address undetermined final
quantities and final pay items level of completeness at the 70% design.
Deliverable(s):
• One (1) hardcopy and one (1) PDF of the 70% Design Memo
• One (1) '/2-size unbound, seven (7) 1/2-size bound, and two (2) full-size bound copies of
the 30% Construction Plans
• One (1) electronic copy of the AutoCAD files (proposed cad lines)One (1) hard copy, and
two (2) electronic versions (PDF and Excel) of the 30% Engineer's Estimate
• One (1) electronic version (Word with all changes tracked) of the 70% Special Provisions
WORK ELEMENT 11. 100% PS&E PREPARATION
The CONSULTANT shall develop the 100% PS&E to a 100% completion level. Responses to
the 70% PS&E comments shall be incorporated into the 100% PS&E.
Work Element 11.1 Address Previous Review Comments
The CONSULTANT shall attend a design review meeting to discuss CITY comments for the
previous submittal. The CONSULTANT shall prepare a technical memorandum for inclusion
with the 100% submittal that describes how review comments and issues from the 70% plans
were addressed. The memo shall also summarize changes made to the design and design
documents made since the 70% submittal and describe any unresolved, resolved, or pending
issues that require attention.
This scope does not include tfie preparation of any needed irrigation plans. If irrigation is needcd,
the CONSULTANT shall include a section in the Specifications that instructs the Contractor to
provide any needed plans.
Work Element 11.2 100% Construction Plans Prenaration
The CONSULTANT shall develop the 70% Construction Plans to a 100% completion level.
Work Element 11.3 100% Construction Specifications / Contract Provisions
The CONSULTANT shall update the Construction Specifications to a 100% completion level.
Work Element 11.4 100% Engineer's Estimate
The CONSULTANT shall prepare a detailed 100% level cost estimate for the project in arder to
request funds for construction activities, to determine a fair price for the work to be performed,
and to provide a basis for evaluating contractor bids.
Deliverable(s):
One (1) hardcopy and one (1) PDF of the 100% Design Memo
One (1) electronic copy of the AutoCAD files (proposed cad lines)
One (1) '/Z-size unbound, seven (7) %2-size bound, and two (2) full-size bound copies of
the 30% Construction Plans
CP0916 Exhibit A Page 12 West Valley Highway Improvements
Scope of Work
One (1) hard copy, and two (2) electronic versions (PDF and Excel) of the 100%
Engineer's Estimate
Three (3) hard copies (printed on double sided sheets with track changes showing), and
One (1) electronic version (Word with all changes tracked) of the 100% Special
Provisions including all appendices
WORK ELEMENT 12. CONTRACT DOCUMENT PREPARATION
Work Element 12.1 Check Set
The CONSULTANT shall address all comments on the 100% plans, engineer's estimate, and
specifications and update the contract documents accordingly. This effort is assumed as a minor
effort.
Work Element 12.2 Final Contract Documents
The CONSULTANT shall address all comments on the Check Set plans, engineer's estimate,
and specifications and finalize the contract documents accordingly. The final Contract Plans will
include all complete drawings with the CONSULTANT's engineering stamp, date and signature.
The Contract Provisions document will be complete and be ready to use during bid
advertisement. The CONSULTANT shall also prepare a final Engineer's Estimate of probable
construction cost. The CONSULTANT shall not make any further changes to the documents
without approval of the CITY. This effort is assumed as a minor effort to address minor plan and
specification issues.
Deliverable(s):
• One (1) '/2-size unbound and one (1) full-size bound copies of the Check Set Construction
Plans
• One (1) hard copies (printed on double sided sheets WITHOUT track changes showing),
and One (1) electronic version (Word with all changes tracked) of the Check Set Special
Provisions including all appendices
• One (1) full-size (on 4 mil Mylar) copy and one (1) electronic copy (AutoCAD) of the
Final Contract Drawings. Mylar to be sealed by a licensed civil engineer.
• One (1) unbound, camera ready, copy and one (1) electronic copy of the Final Contract
Provisions. Contract Provisions to be sealed by a licensed civil engineer.
• One (1) hard copy, sealed by a licensed civil engineer, and one (1) electronic copy of the
Final Engineer's Estimate.
• Two (2) copies of backup calculations for bid item quantities
WORK ELEMENT 13. OPTIONAL SERVICES
The followinp, elements have been identified as optional services. This work will not be
conducted without verbal or written notice to proceed from the CITY.
Work Element 13.1 Value Engineering Study
The CONSULTANT shall review and respond to review comments provided by a value
engineering study to be completed by others. Minor changes as additional plan clarifications or
additional analysis or verifications are provided for in this scope. Major design issues that
CP0916 Exhibit A Page 13 West Valley Highway Improvements
Scope of Work
require additional engineering analysis and plans revision are not covered under this scope,. It is
assumed the VE study will take place on the 30% design and would be complete prior to the 70%
design effort beginning for cost efficiency.
Work Element 13.2 Wetland and/or Stream Impacts
If wetlands or streams are impacted additional work will be required:
• Additional permitting assistance with the Corps and Ecology and services coordination-
Biological Evaluation, is assumed a No Effect letter to USFWS, and May Effect, Not
Likely to Adversely Affect determination for NMFS
• JARPA with packets to go to WDFW, Corps and Ecology
• Wetland Mitigation Plan (70%, 100% and final design Plans and Specifications)
This work has not been estimated as part of this work and would require an amendment to the
contract. CP0916 Exhibit A Page 14 West Valley Highway Improvements
Scope of Work
EXHIBIT B - FEE SCHEDULE
DIRECT SALARY COST (DSC)
Classification
Hours X
Rate
Cost
INCA Civil
1. Project Manager
344
61.00
$20,984.00
2. Project Engineer
786
46.00
$36,156.00
3. Staff Engineer
760
34.00
$25,840.00
4. CADD / Technical Support
880
37.00
$32,560.00
5. Clerical
58
28.00
$1,624.00
2828
$117,164.00
IIArvA1 3urvFiy
1. Project Manager
32
51.00
$1,632.00
2. Office Technician
34
36.00
$1,224.00
3. CADD Technician
76
30.00
$2,280.00
4. Field Technician I
64
30.00
$1,920.00
5. Field Technician II
64
26.00
$1,664.00
6. Field Technician III
0
20.00
$0.00
7. Clerical
6
25.00
$150.00
276
$8,870.00
SUBTOTAL - DSC
3104
$126,034.00
OVERHEAD (OH) COST (Including Salary Additives)
OH Rate X DSC or 147.77% X$126,034.00
$186,240.44
FIXED FEE (FF):
FF Rate = 10% X ( $126,034.00 + $186,240.44 )
$31,227.44
REIMBURSABLES:
Mileage (900 Miles X 0.55/mile )
$495.00
Survey Mileage ( 300 Miles X 0.55/mile )
$165.00
APS (Utility Potholing)
$8,000.00
Reprographics
$1,250.00
Courier
$200.00
$9,615.00
SUBTOTAL
$353,116.89
SUBCONSULTANTS:
ESA Adolfson
$60,573.22
Milbor-Pita
$28,328.50
SUBCONSULTANTS TOTAL
$88,901.72
TOTAL - ESTIMATED FEE $442,018.61
Exhibit B
Agreement No. AG-C-379
Page 1 of 1
EXHIBIT C
DIRECT NON-SALARY REIMBURSABLE EXPENSES
• Outside Reproduction Fees
• Courier Fees
• Subconsuitant Fees
• Materials and Supplies
• Mileage at $0.50/mile or the current approved IRS rate.
It is understood that all reimbursements are at cost as shown in Exhibit B.
Subcontracts: The CONSULTANT, at the CITY'S request shall enter into subcontracts
with other consultants, such as appraisers and/or environmental consultants, etc. If
approved, the CITY shafl reimburse the CONSULTANT for the actual cost of the
subcontracts as shown in Exhibit B.
Exhibit C
Agreement No. AG-C-379
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).
• G!TY'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 15tn
• For grant/special funded projects there might be other special information needed,
reference the LAG manual.
Consultant Invoices
Agreement No. AG-C-379
Page 1 of 2
SAMPLE INVOICE
City of Auburn Invoice 5222
25 West Main Progress Payment 2
Auburn WA 98001 Invoice Date: February 10, 2002
Attn: Scott Nutter (Project Engineer) Project Name: Thomas Nelson Farm
Agency Agreement AG-C-010 Project PR562
Engineering Services performed during the period of: January 2002
SAMPLE ENGINEERING, INC.
Personnel
Hours
Hourl Rate
Amount
Mike Jones, Princi al in Char e
1
$ 125.00
$ 125.00
Caria Maker, Architect
5
$ 72.00
$ 144.00
Joe Smith, Word Processin
10
$ 48.00
$ 480.00
Consultant Personnel Subtotal
$ 749.00
Expenses see attached documentation
Char es
Multi lier
Amount
Mike Jones, Princi al in Char e
20 miles
x1.1
$ 7.59
Carla Maker, Architect
$ 30.00
x171
$ 33.00
Joe Smith, Word Processin
$ 29.00
x1.1
$ 31.90
Consultant Ex enses Subtotal
$ 72.49
Consuitant Total:
$
821.49
SUB CONSULTANTS (see attached documentation)
Subconsultant
Hours
Hourl Rate
Amount
ABC Environmental, Inc., Civil En ineer
10
$
100.00
$
1,000.00
Electrical Consultin , Electrical En ineer
5
$
100.00
500
00
Mechanical Solutions, Mechanical En ineer
10
$
100.00
MRF
.
1
000.00
Movin Com an , Movin Consultant
2
$
50.00
,
100.00
Subconsultant Subtotal
$
2,600.00
Subtotal x 1.1 Multiplier
$
2,860.00
Subconsultant Total:
$ 2,860,00
.
TOTAL DUE THIS INVOICE
~ -
- -
-
$ 3
681
-
- - -
-
,
.49
-
CONTRACT BREAKDOWN
Task
Amount
Authorized
Prior Invoiced
This Invoice
Totallnvoiced
To Date
%
Ex ended
%
Com leted
Amount
Remainin
Original
Contract
$ 22,000.00
$ 1,025.00
$ 2,681.49
$ 3,706.49
20%
25%
$ 18
293
51
MRF*
2
500
00
,
.
,
.
0.00
1,000.00
110000.00
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 1l10101 for Mechanical Engineer task in the amount of
$2,000.00.
Consultant Invoices
Agreement No. AG-C-379
Page 2 of 2
AMENDMENT #1 TO AGREEMENT NO. AG-C-379 BETWEEN
THE CITY OF AUBURN AND INCA ENGINEERING, INC.
RELATING TO PROJECT'NO. CP0916, WEST-VALLEY HIGHWAY
IMPROVEMENTS
THIS AMENDMENT is made and entered into this Z-i\PA- day of Y)q , 20 1~
by and between the CITY OF AUBURN, a. municipal corporation of the State of Washington
(hereinafter referred to as the "CITY'), and INCA Engineering, Inc. (hereinafter referred to as
the "CONSULTANT'), as an Amendment to the Agreement between the parties for AG-C-379
executed on the 23rd day of February 2010.
The changes to the agreement are described as follows:
1. SCOPE OF WORK: See Exhibit A, which is attached hereto and by this reference made
part of this amendment.
2. COMPENSATION: The amount of this amendment is $63,000.00. The total contract
amount is increased to $550,018:60, which includes a total management reserve fund of
$45,000 of which $45,000 is authorized. The total contract amount authorized is
$550,018.60:
REMAINING TERMS UNCHANGED: That all other provisions of the Agreement between
the parties for AG-C-379 executed on the 23rd day of February 2010, shall remain unchanged,
and in'full force and effect.
IN WITNESS WHEREOF the parties hereto have executed this Agreement as of the day
and year first above written.
INCA ENGINEERS, INC. CITY OF AUBURN
By.
Authorized signs r Peter B. Lewis, Mayor
ATTEST (Optional): ATTEST:
By:
Its: Danie a E. Daskam, Auburn City Clerk
Approved as to form (Optional): Approved as to form:
Attorney for (Other Party) _~baniel B. Heid, Auburn City rney
AG-C-379, Exhibit A
Amendment 1
Page 1 of 1
EXHIBIT A
SCOPE OF WORK
CITY OF AUBURN
AG-C-379, AMENDMENT NO. 1
WEST VALLEY HIGHWAY IMPROVEMENTS PROJECT, CP0916
The Consultant shall provide the following additional services related to the project
value engineering efforts:
.Value Engineering Workshop Suyuort
The Consultant shall provide a cost estimator and design engineer for attendance at the 3-day value
engineering workshop. The Consultant shall prepare exhibits, reports, and summary documents to assist
the workshop facilitator. The Consultant shall assist the City in preparing responses to the value
engineering proposals.
Value En ineering - LID Option Design
As part of the value engineering efforts for the project, the Consultant shall modify the construction
contract documents to include LID options. The Consultant shall modify construction contract documents
to include Alternative la, with the curb, gutter and sidewalk on the east side.
The Consultant shall provide the following additional services related to the project
design efforts:
Waterline Design
The Consultant shall include relocation of the existing water main in West Valley Highway from West
Main Street to SRI 8 as required to accommodate the new roadway and supporting drainage system in the
construction contract documents.
Construction Duration En ing eering
The Consultant will develop recommendations for the City's consideration that will reduce the
construction period and/or"tend to facilitate construction. Recommendations may include suggestions
such as the, use of stone columns for ground improvement or lightweight fill instead of surcharging
methods. The Consultant will revise and amend the final contract documents (plans, specifications, and
estimate) to incorporate recommendations selected by the City. This work will include: additional
geotechnical support and analysis; engineering and drafting for plans, notes, and details required for the
selected revisions; and developing special provisions for additional construction requirements.
Bidding Support
The Consultant shall provide assistance to the City in addressing "requests for information" during
bidding. The City will serve as the bidder's only point of contact during the bidding phase. The City shall
request assistance from the Consultant to answer questions and prepare addendums as determined to be
needed by the City during the bidding phase. Any addendums or questions that were a result of
inadequacy or errors in the advertised contract plans, as provided by the Consultant, shall be addressed
by the Consultant at no charge to the City.
AG-C-379, Exhibit A
Amendment 1
Page 1 of 1
INCA ENGINEERS: PROJECT MANHOUR REQUIREMENT ESTIMATE
City of Auburn:
WEST VALLEY HIGHWAY IMPROVEMENTS
SR 18 to West Main Street
PROJECT CP0916
$ 61.00 $ 46.00 $ 34.00 $ 37.00 $ 28.00
INCA CIVIL
Project Project Staff Tech. i%iil;I INCA
MAJOR TASK DESCRIPTION Manager Engineer Engineer Support Clerical II70TAi- TOTAL TOTAL
2.0 ALTERNATIVES ANALYSIS $
2.1 Collect, Review and Analyze Existing Data $
2.2 Alternatives Analysis 10 12 12 6 40 40 $ 4,884.04
3.0 SUPPORT FOR OPEN HOUSE -8 -4 -24 -36 -36 $ (4,251.73)
4.0 SURVEYING AND MAPPING $
4.1 Records Research and Right of Way Calculations -7 7 -7 $ (705.90)
4.2 Mapping $
4.3 Subsurface Utility Exploration $
9.0 30%PS&E PREPARATION $
9.130% Design Narrative -4 -8 12 -12 $ (1,667.99)
9.2 30% Construction Plans Preparation $
9.3 30% Engineer's Construction Estimate $
10.070%PS&E PREPARATION $
10.1 Address Previous Review Comments -4 -8 12 -12 $ (1,667.99)
10.2 70% Construction Plans Preparation -2 -5 r7 ','I -7 $ (714.07)
103 70% Construction Specifications $
10.4 70% Engineer's Estimate $
11.0100%PS&E PREPARATION $
11.1 Address Previous Review Comments $
11.2 100% Construction Plans Preparation 8 32 32 32 104 104 $ 11,534.19
11.3 100% Construction Specifications / Contract Provisions 2 24 8 32 66 66 $ 6,524.78
11.4 100% Engineer's Estimate 2 10 8 8 3 31 31 $ 3,363.23
12.0 CONTRACT DOCUMENT PREPARATION $
12.1 Check Set 4 6 12 5 2 29 29 $ 3,186.07
12.2 Final Contract Documents 6 12 12 12 2 44 44 $ 4,976.71
12.3 Construction Duration Engineering 2 18 18 38 38 $ 4,404.36
13.0 OPTIONAL SERVICES $
13.1 Value Engineering Study 50 56 54 22 3 18511 185 $ 22,784.93
13.2 Wetland and/or Stream Impacts $
$
14.0 BIDDING SUPPORT $
14.1 Support During Bidding 22 34 20 76.::::::::::i: 76 $ 9,773.54
TOTAL INCA HOURS 90 182 153 72 42 539; 539 $ 62,424.16
Reimbursables ($8,000.00)
Subconsultant (Jacobs) $8,234.96
TOTAL $ 62,659.13
WW Valley FWy_Amerd#4_FEE_051911.xtsx INCA Hours INCA
Project:. West Valley Hwy Improvements - SR 18 to West Main Street
Client: City of Auburn
INCA ENGINEERS - FEE ESTIMATE
DIRECT SALARY COST (DSC):
Classification Hours X Rate Cost
INCA.Civil
Project Manager 90 61.00 $5,490.00
2: Project Engineer 182 46.00 $8,372.00
3. Staff Engineer 153 . 34.00 $5,202.00
4. CADD / Technical Support 72 37.00 $2,664.00
5. Clerical 42 28.00 $1,176.00
539 $22,904.00
SUBTOTAL - DSC 539 $22,904.00
OVERHEAD (OH) COST (Including Salary Additives)
OH Rate X DSC or 147.77% X $22,904.00 $33,845.24
FIXED FEE (FF):
FF Rate= 10% X ($22,904.00 + $33,845.24) $5,674.92
REIMBURSABLE&
Mileage (0 Miles X 0.51/mile) $0.00
Survey Mileage ;(0 Miles X 0.51/mile) $0.00
APS (Utility Potholing) ($8,000.00)
Reprographics $0.00
Courier $0.00
($8,000.00)
SUBTOTAL $54,424.16
SUBCONSULTANTS:
Jacobs Associates $8,234.96
SUBCONSULTANTS TOTAL $8,234.96
TOTAL ESTIMATED FEE $62,659.13
Prepared By: Jennifer Hamilton Dater 19-May-11
Checked By: Sandy Glover Date: 19-May-11
INCA FEE INCA Engineers, Inc.
West Valley Hwy_Amend#4_FEE_051911.x1sx
i
PROJECT MANHOUR REQUIREMENT ESTIMATE
City of Auburn:
West Valley Highway Improvements - SR 18 to West Main Street (Project CP0916)
JACOBS ASSOCIATES
I; 80.38 56.80 29.61 26.92 26.41 20.92
Principal Associate Sr. Staff Staff Engineer Drafter Clerical Staff DSC 165.88% FEE ® 10% TOTAL
MAJOR TASK DESCRIPTION 1 Engineer TOTAL
12.0 CONTRACT DOCUMENT PREPARATION $ $ $ $
12.1 Check Set $ $ $ $
12.2 Final Contract Documents $ $ $ $
i 12.3 Construction Duration Engineering 9 12 10 32 8 2 73 $ 2,815.68 $ 4,970.65 $ 748.63 $ 8,234.96
TOTAL JACOBS ASSOCIATES HOURS 9 12 10 32 8 2 73 $ 2,815.68 $ 4,670.65 $ 748.63 $ 8,234.96
REIMBURSABLES
TOTAL $ 8,234.96
i
ICI
I
I
I
i
Jacobs Hours INCA
(Fla, New, Fee Proposal 2003)
Project: West Valley Hwy Improvements - SR 18 to West Main Street
Client: City of Auburn
JACOBS ASSOCIATES - FEE ESTIMATE
DIRECT SALARY COST (DSC):
Classification Hours X Rate Cost
JACOBS ASSOCIATES
1. Principal 9 80.38 $723.42
2. Associate 1 12 56.80 $681.60
3. Sr. Staff Engineer 10 29.61 $296.10
4. Staff Engineer 32 26.92 $861.44
5. Drafter 8 26.41 $211.28
6. Clerical Staff 2 20.92 $41.84
SUBTOTAL -DSC 73 $2,815.68
OVERHEAD (OH) COST (Including Salary Additives)
OH Rate X DSC or 165.88% X $2,815.68 $4,670.65
FIXED FEE (FF):
FF Rate= 10% X ( $2,815.68 + $4,670.65) $748.63
REIMBURSABLE&
Mileage (0 Miles X 0.51/mile) $0.00
$0.00
SUBTOTAL $8,234.96
JACOBS ASSOCIATES TOTAL - ESTIMATED FEE $8,234.96
Prepared By: Date:
Checked By: Date:
Jacobs FEE INCA Engineers, Inc.
West Valley Hwy_Amend#4_FEE_051911.xisx
A3 i Cc. 9
AMENDMENT #2 TO AGREEMENT NO. AG-C-379 BETWEEN
THE CITY OF AUBURN AND INCA ENGINEERING, INC.
RELATING TO PROJECT NO. CP0916, WEST VALLEY HIGHWAY
IMPROVEMENTS,��
THIS AMENDMENT is made and entered into this)-?- y of aar 2011 by
and between the CITY OF AUBURN, a municipal corporation of the State Washington
(hereinafter referred to as the 'CITY"), and INCA Engineering, Inc. (hereinafter referred to as
the 'CONSULTANT"), as an Amendment to the Agreement between the parties for AG-C-379
executed on the 11th day of February 2010 and amended by agreement dated the 27th day of
May 2011
The changes to the agreement are described as follows:
1 CONTRACT TERM: The term of the Agreement for Professional Services is extended to
December 31 2012.
2. SCOPE OF WORK. See Exhibit A, which is attached hereto and by this reference made
part of this amendment.
3. COMPENSATION: The amount of this amendment is $141,515.71 The total contract
amount is increased to $691,534 31 which includes a total management reserve fund of
$45,000 of which $45,000 is authorized. The total contract amount authorized is
$691,534.31
REMAINING TERMS UNCHANGED: That all other provisions of the Agreement between
the parties for AG-C-379 executed on the 11th day of February 2010, shall remain unchanged,
and in full force and effect.
IN WITNESS WHEREOF the parties hereto have executed this Agreement as of the day
and year first above written.
INCA ENGINEERS, INC. CITY OF AU:N
1 ' �—
t l
By aVaa . ' _I
Auth• ' ed signatu` Peter B. Lewis, Mayor
ATTEST (Optional): ATTEST
By
Its: anielle E. Daskam, Auburn City Clerk
Approved as to form (Optional): Approv:: as tform:
Attorney for(Other Party) Daniel B. Heid, Auburn City Atto q ey
AG-C-379— —Amendment 2
Page 1 of 1
Exhibit A
Scope of Work
Services During Construction
During the term of this AGREEMENT, INCA Engineers Inc dba Tetra Tech INCA
(CONSULTANT) shall perform professional services for the City of Auburn (Cl FY) in
connection with,the following project
West Valley Highway Improvements
SR 18 to West Main Street
Project CP0916
WORK ELEMENT 16.0 SERVICES DURING CONSTRUCTION
16 1 Construction Staking(Survey)
The CONSULTANT shall provide the following survey services during construction
Washington State prevailing wage is not anticipated for this effort
161 1 Construction Control Propagation
16 1 2 Centerline Layout(1900 LF)
16 1 3 Clearing I units or ROW Staking
16 1 4 High Visibility Fence Staking(2500 LF)and Silt Fence Staking
16 1 5 Slope Staking(1000 LF)
16 1 6 Storm System Staking(12 Catch Basins Pipe Runs,and Ditches)
16 1 7 Waterline and Appurtenances Including Angle Points and Tees(1900 LF)
16 18 Luminaires(7) •
16 1 9 Signal Poles(5) cabinets, vaults and boxes
16 1 10 Access Road (200 LF)
16 1 11 Curb Staking (3100 LF)including median curb and termination radii, and
curb openings,minimum 25' intervals
16 1 12 Road Planing(Cuts and Fills)
16 113 Road.Staking (Sub Grade,CSBC)
161 14 Guardrail Staking(850LF)
16 115 Wall Staking(I50 LF SEW)
16 1 16 Stone Column Staking(per schedule)
161 17 Permanent Channelization
16 118 Monument Perpetuation(4)
16 119 Temporary Channelization
16 1 20 Permanent Signage
16 1 21 Wheel Chair Ramps Including all Grading Points
The Scope and.Costs foi the above referenced work is based on the project plans and
specification and includes the necessary staking events for each task Any re staking due to
contractor or sub contractoi negligence and any request for extra work beyond this scope shall be
Page 1 of 3
pre-approved in writing by the CITY before said extra work is performed. Costs associated with
any staking and re-staking caused by errors or omissions in the plans and specifications shall be
the responsibility of the CONSULTANT
The CITY will receive all staking requests from the Contractor and forward to the
CONSULTANT for implementation. The CONSULTANT shall fulfill staking requests within 3-
working days of receipt from the CITY The CONSULTANT shall immediately notify the CITY
if it cannot meet this requirement.
The CONSULTANT shall maintain a Survey Log Spreadsheet in Excel format on an FTP or
Sharepoint site that is readily accessible by the CITY The log will include the Request Number,
Description, Date Submitted to the CITY by the Contractor, Date Received by the
CONSULTANT from the CITY Date Fulfilled, and any notes or observations.The log will be
updated on a daily basis by the CONSULANT
The CONSULTANT shall be responsible for all costs incurred by the CITY associated with
construction survey staking performed by the CONSULTANT in error
The CONSULTANT shall attend the weekly construction meetings to discuss upcoming survey
staking needs.
This scope and cost excludes traffic control and any pre-construction or post-construction survey
for as-builts.
The CONSULTANT shall photograph staking
Deliverable(s).
• Construction Staking
• Field Crew Daily Reports (in file)
16.2 RFI's and Submittal Review
The CONSULTANT shall review and respond to Contractor's requests for information (RFI's).
It is assumed that there will be five (5) RFI's. The CONSULTANT shall also review up to five
(5)submittals from the Contractor to assure conformance with the plans,specifications, City and
WSDOT standards.
In addition,contract management for invoicing and progress reports, and for the attendance of up
to three(3) meetings by the CONSULTANT designer or project manager are included under this
task. Example meetings include the pre-construction preparation meeting, preconstruction
meeting and/or weekly contractor meetings as requested by the CITY
Deliverable(s).
• Up to five(5) RFI responses
• Up to five(5) submittal reviews and approvals
• Invoice and progress reports
• Attendance for up to three meetings if requested by the City
Page 2 of 3
16.3 Stone Columns Construction Monitoring
The CONSULTANT shall provide services to monitor Stone Columns during construction as
follows
1 Review stone column submittals and documentation provided by the Contractor
2 Provide full time monitoring by a geotechnical engineei of the stone column installation,
which will include compilation of construction data as outlined in the specifications,
including stone column identification,dimensions volume and peak power
dissipation
3 Attend pre construction or weekly construction meetings as necessary
4 Respond to geotechnical engineering issues that may arise during construction
5 Provide daily summary memos of stone column construction activities
6 Provide as built drawings and a final summary report at the end of the project
Assumptions
1 There will be one stone column installation set up operating on the site at a time
2 There will be two shifts of stone column installation occurring during the day The
CONSULTANT will provide one full time geotechnical engineei per shift to monitor
the stone column installation
3 The contractor will install approximately 400 lineal feet of stone column per shift or 800
lineal feet per day At that rate and including mobilization and contingency time, we
anticipate the stone column installation to take approximately 20 days
Any deviation from the above assumptions will affect the cost estimate for Task 16.3
Delrverable(s)
• Daily summary memos of stone column construction activities including photographs
• Summary of Hours Worked—a table showing hours on site and any office hours to
be submitted with invoices
• As built drawings
• Final summary report
16.4 Record Drawings
The CONSULTANT shall prepare record drawings by incorporating changes made during
construction into the final Bid Set of construction drawings City will provide one set of
construction drawings with changes made during construction marked in red The
CONSULTANT shall provide revised final AutoCAD 2009 electronic files and revised original
Mylai drawings using ink to reflect the aslbuilt condition.
Deliverable(s)
• Electronic copy of record CAD drawings
• Revised record Mylai drawings
Page 3 of 3