HomeMy WebLinkAboutAG-C-417 Murray, Smith and Associates, Inc AGREEMENT FOR PROFESSIONAL SERVICES
AG-C-417
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 Murray, Smith, and Associates, Inc. whose address is 1145 Broadway
Plaza, Suite 1010, Tacoma, WA 98402-3524, 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
February 2014 and can be amended by both parties for succeeding years.
The established completion time shall not be extended because of any delays
attributable to the CONSULTANT, but may be extended by the CITY in the event of a
delay attributable to the CITY, or because of unavoidable delays caused by an act of
GOD or governmental actions or other conditions beyond the control of the
CONSULTANT A prior supplemental Agreement issued by the CITY is required to
extend the established completion time.
3. COMPENSATION.
The total compensation for this Agreement shall not exceed $176,400, which
includes a Management Reserve Fund amount of$8,380 (5%). Expenditure of
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Management Reserve Funds must be authorized by the CITY as set forth in Section 4
of this Agreement.
Compensation will be on a time and material basis, not to exceed $176,400,
which includes a Management Reserve Fund amount of$8,380 (5%). Expenditure of
Management Reserve Funds must be authorized by the CITY as set forth in Section 4
of this Agreement. Costs will be based 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 $97,000 for the year 2012. 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 CITY The total compensation for this agreement
shall not exceed $176,400.
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: 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
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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
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 $8,380 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
S. RESPONSIBILITY OF CONSULTANT.
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The CONSULTANT shall be responsible for the professional quality, technical
accuracy, timely completion and the coordination of all studies, analysis, designs,
drawings, specifications, reports and other services performed by the CONSULTANT
under this Agreement. The CONSULTANT shall, without additional compensation,
correct or revise any errors, omissions or other deficiencies in its plans, designs,
drawings, specifications, reports and other services required. The CONSULTANT shall
perform its services to conform to generally-accepted professional engineering
standards and the requirements of the CITY
Any approval by the CITY under this Agreement shall not in any way relieve the
CONSULTANT of responsibility for the technical accuracy and adequacy of its services.
Except as otherwise provided herein, neither the CITY'S review, approval or acceptance
of, nor payment for, any of the services shall be construed to operate as a waiver of any
rights under this Agreement or of any cause of action arising out of the performance of
this Agreement to the full extent of the law
6. INDEMNIFICATION/HOLD HARMLESS.
The CONSULTANT shall defend, indemnify and hold the CITY, its officers,
officials, volunteers, and employees harmless from any and all claims, injuries,
damages, losses, or suits, including attorney fees, arising out of or resulting from the
negligent 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
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herein. The parties agree that this Agreement may not be assigned in whole or in part
without the written consent of the CITY
8. INSURANCE.
CONSULTANT shall procure and maintain for the duration of this Agreement,
insurance against claims for injuries to persons or damage to property which may arise
from or in connection with the performance of the work hereunder by the
CONSULTANT, its agents, representatives, or employees.
CONSULTANT'S maintenance of insurance as required by the Agreement shall
not be construed to limit the liability of the CONSULTANT to the coverage provided by
such insurance, or otherwise limit the City's recourse to any remedy available at law or
in equity
CONSULTANT shall obtain insurance of the types and in the amounts described
below-
a. Automobile Liability insurance covering all owned, non-owned, hired and
leased vehicles, with a minimum combined single limit for bodily injury and
property damage of$1,000,000 per accident. Coverage shall be written on
Insurance Services Office (ISO) form CA 00 01 or a substitute form providing
equivalent liability coverage. If necessary, the policy shall be endorsed to
provide contractual liability coverage.
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
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performed for the CITY using the applicable ISO Additional Insured
endorsement or equivalent.
c. Worker's Compensation coverage as required by the Industrial Insurance
laws of the State of Washington. If the consultant is a sole proprietor, the
parties agree that Industrial Insurance would be required if the
CONSULTANT had employees. However, the parties agree that a
CONSULTANT who has no employees would not be required to have
Worker's Compensation coverage.
d. Professional Liability insurance appropriate to the CONSULTANT'S
profession, with limits no less than $1,000,000 per claim and $1,000,000
policy aggregate limit.
The insurance policies are to contain, or be endorsed to contain, the following
provisions for Automobile Liability, Professional Liability, and Commercial General
Liability insurance:
a. The CONSULTANT'S insurance coverage shall be primary insurance as
respects the CITY Any insurance, self insurance, or insurance pool
coverage maintained by the CITY shall be excess of the CONSULTANT'S
insurance and shall not contribute with it.
b. The CONSULTANT'S insurance shall be endorsed to state that coverage
shall not be cancelled by either party, except after thirty (30) days prior written
notice has been given to the CITY by certified mail, return receipt requested.
All insurance shall be obtained from an insurance company authorized to do
business in the State of Washington. Insurance is to be placed with insurers with a
current A.M. Best rating of not less than A--VII.
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The CONSULTANT shall furnish the City with certificates of insurance and a
copy of the amendatory endorsements, including but not necessarily limited to the
additional insured endorsement, evidencing the insurance coverage required by this
section, before commencement of the work. The CITY reserves the right to require that
complete, certified copies of all required insurance policies be submitted to the CITY at
any time. The CITY will pay no progress payments under Section 3 until the
CONSULTANT has fully complied with this section.
9. NONDISCRIMINATION.
The CONSULTANT may not discriminate regarding any services or activities to
which this Agreement may apply directly or through contractual, hiring, or other
arrangements on the grounds of race, color, creed, religion, national origin, sex, age, or
where there is the presence of any sensory, mental or physical handicap.
10. OWNERSHIP OF RECORDS AND DOCUMENTS.
The CONSULTANT agrees that any and all drawings, computer discs,
documents, records, books, specifications, reports, estimates, summaries and such
other information and materials as the CONSULTANT may have accumulated, prepared
or obtained as part of providing services under the terms of this Agreement by the
CONSULTANT, shall belong to and shall remain the property of the CITY OF AUBURN.
In addition, the CONSULTANT agrees to maintain all books and records relating to its
operation and concerning this Agreement for a period of six (6) years following the date
that this Agreement is expired or otherwise terminated. The CONSULTANT further
agrees that the CITY may inspect any and all documents held by 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
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information compiled in providing services to the CITY under the terms of this
Agreement.
11 CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND
OTHER RESPONSIBILITY MATTERS-PRIMARY COVERED TRANSACTIONS.
The prospective primary participant certifies to the best of its knowledge and
belief, that it and its principals.
(a) Are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from covered transactions by any federal
department or agency;
(b) Have not within a three-year period preceding this proposal been convicted of
or had a civil judgment rendered against them for commission or fraud or a
criminal offense in connection with obtaining, attempting to obtain, or
performing a public (federal, state, or local) transaction or contract under a
public transaction, violation of federal or state antitrust statues or commission
of embezzlement, theft, forgery, bribery, falsification or destruction of records,
making false statements, or receiving stolen property;
(c) Are not presently indicted for or otherwise criminally or civilly charged by a
governmental entity (federal, state, or local) with commission of any of the
offenses enumerated in paragraph "(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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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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13.4 The CITY and the CONSULTANT respectively bind themselves, their
partners, successors, assigns, and legal representatives to the other party to this
Agreement with respect to all covenants to this Agreement.
13.5. This Agreement represents the entire and integrated Agreement between
the CITY and the CONSULTANT and supersedes all prior negotiations, representations
or agreements either oral or written. This Agreement may be amended only by written
instrument signed by both the CITY and the CONSULTANT
13.6. Should it become necessary to enforce any term or obligation of this
Agreement, then all costs of enforcement including reasonable attorneys fees and
expenses and court costs shall be paid to the substantially prevailing party
13.7 The CONSULTANT agrees to comply with 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 Chris Uber, P.E. 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 Murray, Smith &Associates, Inc.
Attn: Robert Elwell Attn: Chris H. Uber
25 W Main Street 1145 Broadway Plaza, STE 1010
Auburn WA 98001 Tacoma, WA 98402
Phone: 253.931 4008 Phone: 253-627-4520
Fax: 253.931.3053 Fax: 253-627-1923
E-mail: relwell @auburnwa.gov E-mail: uberc @msa-ep.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 duly
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August 14, 2012
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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
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CI OF y4 /
Peter 1. Lewis, Mayor
Date AUG 2 3 2012
ATTEST
Danielle E. Daskam, City Clerk
APPROVED AS TO FORM:
4nfiel B. He ity 017
Murray, Smith, and Associates, Inc.
BY l Z' ' V
HfLI �
Title: Senior Vice President
Federal Tax ID # 93-0768555
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August 14, 2012
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EXHIBIT A
SCOPE OF WORK
Introduction and Background
The scope of services presented below details a work program for the evaluation of
certain City water system facilities. The purpose of the work is to complete evaluations,
and in some cases inspections, of the key facilities including eight booster pump
stations, 34 pressure reducing stations, two treatment facilities, six chlorination stations,
18 interties, nine storage facilities, seven well houses and segments of key water
transmission mains. The age and general condition of these facilities vary greatly and
the City is in need of a comprehensive inspection, condition assessment and remaining
life analysis of these facilities. The scope of services for this work includes the following
key elements:
• Assess the physical condition of each water facility through table top evaluation
and/or physical inspection
• Assess the civil, mechanical, electrical and structural systems of the facilities
• Develop a life cycle cost analysis for each facility
• Identify needed repair, upgrade or replacement improvements for each facility
• Identify the time frame for when the improvements are needed
• Develop a cost estimate for each improvement project
• Document the completed work
Work Task Descriptions
This scope of work is organized into nine work tasks, two of which are optional tasks.
All tasks are listed as follows:
Task 1— Data Gathering
Task 2— Table Top Review and Initial Assessment
Task 3—Evaluation Criteria/Ratfng Model and Inspection Work Plan Development
Task 4—Assessment and Evaluation Workshop
Exhibit A
Agreement No.AG-0.417
Page 1 of 11
Task 5— Facility Inspections
Task 6— Second Tier Facility Inspections (Optional Task)
Task 7— Facility Evaluation Analysis
Task 8— Documentation and Data Integration
Task 9— Database Integration (Optional Task)
A detailed description of these work tasks is presented as follows:
Task 1— Data Gathering
Under this task a comprehensive compilation of data needed to complete a table top
evaluation of the facilities will be completed. The data gathering and staff interviews will
center on the following key disciplines:
• Civil/site conditions
• Mechanical systems
• Structural evaluation
• ElectricaVrelemetry System Evaluation
Activities will include:
1 Identification of data types to be used in Task 2. That data includes, but is not
limited to:
a. As-built drawings
b. Operational data
c. Video inspection DVD's
d. The City's Vulnerability Assessment Report and Emergency Response
Plan.
2. Preparation of a formal request for that data.
3. Compiling and recording that data as received.
4. Identifying data gaps or other missing information needed to complete Task 2.
5. Conducting interviews with maintenance personnel to gather anecdotal
information not captured by other records.
For the purposes of this study, it is anticipated that data will be gathered and compiled
for the following facilities:
• 8 booster pump stations
• 34 pressure reducing stations
Exhibit A
Agreement No.AG-0-417
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• 2 treatment facilities
• 6 chlorination stations
• 18 interties
• 9 storage facilities
• The following transmission mains:
• Coal Creek Springs (Howard Road CCTF to Headworks Flow Control
Vault), 11,800 LF, 24 inch diameter, wire-wrapped concrete
• East Valley Highway (just south of Lakeland Hills Way to Alexander Ave
SE), 2,800 Lf, 16 inch diameter, ductile iron
• Lea Hill (Green River Pump Station to Reservoirs 4A1413), 12,200 LF, 20
inch diameter, ductile iron
• Academy (Reservoir 1/Academy Pump Station to Reservoirs 8A/8B),
11,300 LF, 14 inch diameter, ductile iron
• 7 well houses
Task Deliverables:
1 A technical memorandum including the following:
a. A compiled summary of baseline information and data listing for the
facilities.
b. A listing of gap data and missing information.
Task Meetings/Workshops:
1 Up to three City staff interviews.
Anticipated City staff review and response expectations:
1 Review and comment on task deliverables within two weeks following submittal.
Task 2— Table Top Review and Initial Assessment
The purpose of this initial assessment is to screen for facilities needing or warranting a
physical inspection. Work under this task includes completing a comprehensive table
top review and assessment of existing information gathered and compiled under Task 1
Included in this task are:
• The development of a tabular summary of facility information and information
sources.
• A condition assessment of the existing facilities based on the following facility
information:
1 Type
2. Function
3. Age
Exhibit A
Agreement No.AG-0-417
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4 Facility performance requirements and criticality
5. Standard industry design life for typical similar facilities
6. Documented general and operational condition
7 Service and repair history
8. Known defects or areas of concern
• A review of the latest inspection videos (For budgeting purposes, only the latest
videos will be reviewed under Task 2 with the understanding that older inspection
videos are available for additional review if needed under optional Task 6 work.)
• A review of the City's current water system plan to confirm the near-term and
long-term performance needs of each facility
• Criticality indexing of all the water system facilities included as part of the Task
1 facility data tabulation.
Task Deliverables:
1 A technical memorandum including the following:
a. Tabulated assessments.
b. Criticality indexing of facilities.
Anticipated City staff review and response expectations:
1 Review and comment on task deliverables within two weeks following submittal.
Task 3— Evaluation Criteria/Rating Model Development and Inspection Work Plan
Work under this task includes the following:
• Develop facility evaluation criteria
• Develop facility condition rating model(s) with the following assumptions:
• The criteria and models will be based on industry standards that may be
customized to fit the City's need as it focuses on the assessed facilities
and those that will be physically inspected under Task 5.
• Among the rating models anticipated for consideration are basic three to five
general category type and more sophisticated models using a ranked multi-
variable point system.
• Development of a draft comprehensive facility inspection and evaluation work
plan prepared and presented in a technical memorandum format. The plan will
include the following elements:
1 Summary and documentation of Task 1 data gathering work
2. Documentiation and preliminary findings of Task 2 work
3. A summary description of criteria and rating model options with a
recommendation
4 An overview of the fife cycle cost analysis.
5. A discussion of the analysis variables. It is anticipated that the final
variables used in the analysis will be determined through the Task 4
workshop discussions. The three key variables of this analysis are:
Exhibit A
Agreement No.AG-C-417
Pige 4 of 11
a. Costs
b. Term
c.The discount rate needed to equate costs to the present value.
• A draft of the work plan documentation will be provided to the City in advance
of the Task 4 workshop.
Task Deliverables:
1 A draft comprehensive facility inspection and evaluation work plan to be provided in
advance of the workshop.
2. A draft agenda for the Task 4 workshop.
Anticipated City staff review and response expectations:
1 Review and comment on the draft work plan within two weeks following
submittal.
2. Review and affirm workshop agenda within one week of submittal.
Task 4—Assessment and Evaluation Workshop
The assessment and evaluation workshop is intended to review information and
findings. A draft work plan developed in work Tasks 1 through 3 will be provided to the
City in advance of the workshop and will set the framework for the physical inspection of
the City's water system facilities. The workshop will include the following key items:
• Evaluation criteria.
• Rating model options will be discussed with the intent that a selection of
preferred approaches will be made.
• A review of the compiled documentation and the findings of the Task 2
assessments.
• A review of the facility inspection and evaluation work plan.
• Anticipated agreement on which facilities will be physically inspected and
agreement on an inspection plan and timetable.
• An overview of the planned life cycle cost analysis
• Confirmation of work documentation and deliverables.
Task Deliverables:
1 Draft workshop summary
Task MeetingslWorkshops:
1 Assessment and evaluation workshop.
ahWit A
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Page 5 of 11
Anticipated City staff review and response expectations:
1 Review and comment on workshop summary within one week of submittal.
Task 5— Facility Inspections
The inspections will be conducted for the disciplines listed in Task 1 and will use the
criteria rating systems developed in Task 3 and through the workshop discussions. It is
anticipated that inspection documentation will include.
• Written inspection forms
• Digital photos
• Other field documentation
• Revisions to as-built drawings, if needed, in the form of field mark-ups based on
inspection observations.
Included in the facility inspection work will be recommendations or suggestions for
further inspections or additional facility specific tests to be completed as second tier
facility inspections.
Task Deliverables:
1 Technical memorandum documenting facility inspection work
2. Written letter or memorandum outlining recommendations/suggestions for
second tier facility inspections
Task Meetings/Workshops:
1 City staff will accompany the facility inspection team.
Assumptions:
1 It is anticipated that up to 48 hours, will be allotted for direct physical facility
inspections for each of the civil, mechanical, electrical and structural disciplines.
2. The inspections for each discipline will occur simultaneously
Anticipated City staff review and response expectations:
1 Review the recommendations and provide direction/authorization for the
second tier facility inspections (Task 6)
Exhibit A
Agreement No.AG-0-417
Page 6 of 11
Task 6— Second Tier Facility Inspections (Optional Task)
It is anticipated that recommendations for additional specialty inspections may result
from the Task 5 inspection work, however, the extent of this work is currently undefined.
Additional specialty inspections may include such items as potholing selected locations
along the transmission main alignment or at buried facilities, specialized electrical or
vibration testing, and materials testing relating to structural assessments. Work under
this task includes completing second tier facility testing on selected facilities. As the
need for and nature of these tests will be determined as Task 3 and 5 work progresses,
it is suggested that a budget of$20,000 be established for this work with the
understanding that the actual scope and budget of this work will be confirmed as part of
the Task 4 workshop
Task Deliverables:
1 A technical memorandum summarizing task work and findings.
Task Meetings/Workshops:
1 Technical memorandum review meeting.
Anticipated City staff review and response expectations:
1 Review and comment on technical memorandum within two weeks following
submittal.
Task 7—Facility Evaluation Analysis and Findings
Under this task, all the information gathered as part of the facility inspections will be
evaluated in detail to develop the following items:
• A preliminary set of recommended improvements.
• Estimated improvement costs.
• Facility life-cycle costs.
• Maintenance planning findings for each facility
Exhibit A
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• A prioritized capital maintenance plan.
• Identification of needed improvements to correct deficiencies.
• Improvement alternatives that allow the facility to meet performance criteria.
• A review and discussion of future condition assessment including the use of
SCADA system data
• Identification of scheduling needs that may differ from the recommended
second tier facility inspections.
Assumptions:
1 The inspection data gathered as part of Task 5 will be used to complete
evaluations of un-inspected facilities based on equivalent age, construction type,
etc. wherever possible.
Task 8— Documentation and Capital Maintenance Plan
Work under this task includes documenting all of the assessments, facility inspections
and findings generated in the tasks above. The document is intended to be a
comprehensive summary of the work and will include findings and recommendations for
each of the City's water system facilities. Key to this work element is the preparation of
relative capital improvement and operations and maintenance cost estimates accurate
enough to allow critical comparisons between solution alternatives. These baseline cost
estimates provide key input for correlated comparison life cycle cost analyses. Solution
alternatives may include the following and may vary for each facility-
• Repair
• Limited retrofit
• Full renovation
• Facility abandonment and replacement with a new facility in its existing or alternative
location
This task also includes documenting the work completed in Tasks 1-7, and includes the
development of project data sheets summarizing key improvement recommendations of
each facility The final plan will also include an improvement summary, project costs,
Exhibit A
Agreement No.AG-0-417
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priority and work phasing highlights. Included in this task is a project workshop to review
the inspection results, analysis findings, recommendations and work documentation.
Task Deliverables:
1 Project summary document including a recommended Capital Maintenance Plan.
Task Meetings/Workshops:
1 Technical memorandum review meeting.
Anticipated City staff review and response expectations:
1 Review and comment on technical memorandum within two weeks following
submittal.
Task 9—Database Integration (Optional)
The City's existing Cartegraph system is currently used for a number of operation and
maintenance functions. The system may have the potential to serve in an expanded
capacity as a water system maintenance, operation and management tool. Work under
this task includes modifying the format of the evaluation work, data and findings
completed in Tasks 1 through 8 so that it can be easily incorporated into that system.
Task Deliverables:
1 Documentation conforming to Cartegraph formatting standards
Anticipated City staff review and response expectations:
1 Review and comment on technical memorandum within two weeks following
submittal
Project Schedule
Anticipated completion time
following Notice to Proceed
Task 1 Data Gathering 2 months
Task 2 Table Top Review and Initial Assessment 4 months
Task 3 Evaluation Criteria/Rating Model and Inspection 7 months
Work Plan Development
Task 4 Assessment and Evaluation Workshop 7 months
Exhibit A
Agreement No.AG-C-417
Page 9 of 11
Task 5 Facility Inspections 14 months
Task 6 Second Tier Facility Inspections(Optional Task) 15 months
Task 7 Facility Evaluation Analysis 17 months
Task 8 Documentation and Data Integration 18 months
Task 9 Database Integration(Optional Task 18 months
Project Fee Estimate
Task 1 Data Gathering $9,690
Task 2 Table Top Review and Initial Assessment $24,370
Task 3 Evaluation Criteria/Rating Model and Inspection $17,985
Work Plan Development
Task 4 Assessment and Evaluation Workshop $5,900
Task 5 Facility Inspections $39,840
Task 6 Second Tier Facility Inspections (Optional Task $20,000
Task 7 Facility Evaluation Analysis $26,025
Task 8 Documentation and Data Integration $18,200
Task 9 Database Integration(Optional Task $6,010
Total $176,400
Exhibit A
Agreement No.AG-C-417
Page 10 of 11
(\1 EXHMII B
MSA2012 SCHEDULE OF CHARGES
Personnel:
Labor will be invoiced by staff classification at the following hwrly rates,which are valid
from January 1,2012 to December 31,2012- After this period,the rates are subject to
adjustoment
Administrative $69.00-87.00
Technicians S79.00-114.00
Engineering Deagaers S99.00-120.00
Pso$snond Engineers S113.00-145.00
Semor/Supavniog Engineers $152.00-176.00
Managing Engineers S167.W173.00
Principal Engiaeas $164.00-187.00
Project Expenses:
Expenses incurred is-house that are dwecdy atrabWabk to the project will be invoiced at
actual cost. These expenses inelade the following:
Computer Aided Design and Drifting 516.00/hour
Mileage current DRS hate
Communications Charge 1%of Invoiced Labor
Postage and Delivery Services At Cost
Printing and Reproduction At Coat
Travel Lodging and subsistence At cost
Outside Services:
Outside teeLniml,profiessional and other services will be invoiced at actual cost plus
10 percent to cover administration tad overhead.
Tac® MURRAY,SMIM&ASSOCIATES,WC.
mu Tb�
Exhibit B
Agreement No.AG-0-417
Page 1 of 1
EXHIBIT C
DIRECT NON-SALARY REIMBURSABLE EXPENSES
• Outside Reproduction Fees
• Courier Fees
• Subconsultant Fees
• Materials and Supplies
• 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%
Subcontracts: The CONSULTANT, at the CITY'S request shall enter into subcontracts
with other consultants, such as appraisers and/or environmental consultants, etc. If
approved, the CITY shall reimburse the CONSULTANT for the actual cost of the
subcontracts plus a 10% markup to cover the CONSULTANT'S additional overhead
expense associated with the Subcontract.
Exhibit C
Agreement No.AG-C-417
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'h
• For granttspecial funded projects there might be other special information needed, reference
the LAG manual.
Consultant Invoices
Agreement No.AG-C-417
Page 1 of.2
SAMPLE INVOICE
City of Auburn Invoice# 5222
25 West Main Progress Payment# 2
Auburn WA 98001 Invoice Date: February 10, 2002
Attn: Scott Nutter(Project Engineer) Project Name: Thomas Nelson Farm
Agency Agreement#:AG-C-010 Project#• PR562
Engineering Services performed during the period of: January 2002
SAMPLE ENGINEERING,INC.
Personnel Hours Hourly Rate Amount
Mike Jones, Principal in Charge 1 $ 125.00 $ 125.00
Carla Maker,Architect 5 $ 72.00 $ 144.00
Joe Smith, Word Processing 10 $ 48.00 $ 480.00
Consultant Personnel Subtotal $ 749.00
Expenses see attached documentation Charges Multiplier Amount
Mike Jones, Principal in Charge 20 miles x1.1 $ 7.59
Carla Maker,Architect $ 30.00 x1.1 $ 33.00
Joe Smith,Word Processing $ 29.00 x1.1 $ 31.90
Consultant Expenses Subtotal $ 72.49
Consultant Total: $ 821.49
SUB CONSULTANTS(see attached documentation)
Subconsultant Hours Hourly Rate Amount
ABC Environmental, Inc., Civil Engineer 10 $ 100.00 $ 1,000.00
Electrical Consulting, Electrical Engineer 5 $ 100.00 500.00
Mechanical Solutions, Mechanical Engineer 10 $ 100.00 MRF 1,000.00
Moving Company, Moving Consultant 2 $ 50.00 100.00
Subconsultant Subtotal $ 2,600.00
Subtotal x 1.1 Multiplier $ 2,860.00
Subconsultant Total: $ 2,860,00
_.._.._.._.._.._.._.._.._.._._.._._.._.._.._.._.._._.._.._.._.._.._.._.._._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.
TOTAL DUE THIS INVOICE $ 3,681.49
CONTRACT BREAKDOWN
Amount Total Invoiced % % Amount
Task Authorized Prior Invoiced This Invoice To Date Expended Com feted Remaining
Original
Contract $22,000.00 $ 1,025.00 $ 2,681.49 $ 3,706.49 20% 250/6 $ 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 $ 19,793.61
Note: MRF=Management Reserve Fund
• Received a written authorization of MRF on 1/10101 for Mechanical Engineer task in the amount of
$2,000.00.
Consultant Invoices
Agreement No.AG-C-417
Page 2 of 2
CITY OF
Atj.-BuRN
WASHINGTON
March 16, 2015
Marshall Meyer, P.E.
Murray, Smith & Associates
1145 Broadway Plaza, Suite 1010
Tacoma, WA 98402
A -Z) iko .q
Nancy Backus, Mayor
25 West Main Street* Auburn WA98001 -4998 * www,aUburnwa.gov * 253- 931 -3000
RE: Agreement for Professional Services, AG -C -417
Water Facilities Evaluation Study
Dear Mr. Meyer:
This letter is to inform you that the above - referenced Agreement for Professional
Services is being closed at this time. Our records indicate that we processed the final
payment for this agreement on January 7, 2015 for invoice #12- 1360 -24 in the amount
of $1,033.25. If you feel that this Agreement for Professional Services should not be
closed, or if there are any outstanding invoices, please inform me by March 30, 2015.
Thank you for your firm's professional services in work related to the Water Facilities
Evaluation Study project. If you should have any questions, feel free to give me a call
at 253.931.4008.
Sincerely,
Robert Elwell
Sewer Utility Engineer
Community Development & Public Works Department
RE /ad /mt
cc. City Clerk
AG -C -417
AUBURN* MORE THAN YOU W AGINED
AMENDMENT#1 TO AGREEMENT NO. AG-C-417 BETWEEN
THE CITY OF AUBURN AND Murray, Smith 8 Associates, Inc.
THIS AMENDMENT is made and entered into this�day of 1CS���, 2013, by
and between the CITY OF AUBURN, a municipal corporation of the State of Washington
(hereinafter referred to as 4he "CITY"), and Murray, Smkh &Associates, Inc. (hereinafter
referred to as the "CONSULTANT"), as an Amendment to the Agreement between the parties
for AG-C-417 executed on the 23rd day of August 2012;
The changes to the agreement are described as follows:
1. CONTRACT TERM: The term of the Agreement forProfessional Services is extended to
May 31, 2014
2, SCQRE OF WORK: The scope of work is amended to include the following tasks: See
Exhibit A, which is attached hereto and by this reference made part of this Amendment.
3: COMPENSATION: The amount of this amendment is$98,552.00. The total contract
amount is increased to$274,952.00.
REMAINING TERMS UNCHANGED: That all other provisions of the Agreement between
the parties for AG-C-417 executed on the 23rd day of August, 2012 shall remain unchanged,
and in full force and effed.
IN WITNESS WHEREOF the parties Hereto have executed this Agreement as of the day
and year first above written.
Murtay, Smith,and Associates, Inc. O T��
By:� ;� U b-�
Authorized signature Peter B. Lewis, Mayor
ATTEST(Optional): ATTEST:
By: � � -
Its: �Da '"ile E. Daskam, Aubum City Clerk
Approved as to form (Optional): Appro as t fortn:
Attomey for(Other Party) Daniel B. Heid, Aub m ' Attomey
AmendmentNo. 1 for AgreementNo.AG-G417
Murray, Smith&Associates, Inc..
Page 1 of 1
h:korrsuttairtsleg-c-417 munay,smith 8 esso-water/adlNes evaluetionlemenCmerits\e8<-<17 emenCment pt 11-13 tloc.tlocx
"EXHIBIT A"
SCOPE OF WORK
Task 1 —Scope of Work
Murray, Smith & Associates, Inc. (MSA) will manage specialty subconsultant work by
Echologics.to perform acoustic leak detection and condition assessment along up to 3 miles
of uansmission mains, as specified by the City of Auburn (City). These mains are
constructed of Ductile Iron and Wire Wrapped Concrete material,and range from 14 inches
to 24 inches in diameter. The project execurion steps and deliverables are as follows:
1.1 Project Planning, Srte Visit and Mobi/ization—MSA will provide Echologics with
the locations of the mains to be surveyed, as well as any existing locations at which
the pipe can be accessed for testing. Echologics shall review this informarion, and
, shall work with MSA and the City to select appropriate pipeline access sites for the
testing. A joint site visit shall be conducted, at which point the viability of the access
points selected shall be assessed. Once a survey plan fias been agreed to,the City
shall undertake any required preparations of the access points to allow the surveys.to
proceed, including any excavarion work required.
Upon confirmation from MSA that a sufficient number of access points have been
prepared to prevent any work delays, Echologics shall mobilize the required crew and
equipment to the job site.
1.2 Field Testing,Analysis and Reporting—Echologics shall attach vibration sensors to
appropriate fittings (valves, hydrants or the surface of the main), and shall rewrd and
analyze acousric signals using Echologics' proprietary softwaze. The City shall
provide safe access to the main at the required access points, including traffic control,
securiry,and rendering confined spaces safe for entry, as required For each pipe
integrity testing interval, acoustic waves of the required frequency must be induced in
the main, from a location outside of tUat assessment interval. Acceptable sources of
sound, in order of preference, are:
I. Exisdng sound from pumps.or pressure reducing valves.
2. Flowing a hydrant or other valve outside of the testing interval.
3. Attaching one of Echologics'Modal Excitarion Units at a site outside of the
testing interval.
Tesring will be performed in real time,allowing most leak locations to bexeported on
site at the time of the field tesring. For further details of the methods employed, see
assumptions.
Ciry of Aubum 1 Transmission Mains Condition Assessment
November 2013 Scope of Work
H:�COnmlmn�aNG-Cil]Mumy,Smith,@ Asm-Wu�o Faciliiies EvalmtionWmendmrnts�Ciry olAUbum�Echologics S�ope af Wwk.docx
Upon completion of the field testing, the recorded data files shall be subject to more
detailed analysis to help refine the on-site findings; and to reveal any leaks that may
be masked by ambient noise. A report of findings shall be prepared, indicating the
locations of any leaks idenrified, along with theaverage remaining structural wall
thickness (for metallic mains), or the average hoop stiffness (for reinforced concrete
or plasricmains),over each test interval. If the Ciry is able to supply the original
design pazameters of the piping, the percentage loss shall also be reported, along with
a qualitative description of the likely condirion of the piping based on Echologics'
past experience.
A deliverable produced as a result of work performed on this project shall be a report
indicating leak locations and/or pipe condition indications, which shall be the
property of the Ciry. All pmcesses, technology, documents, and intermediary data
used to produce this report, including Echologics' existing IP, aze and will continue to _
be owned by Echologics.
Although not anticipated, during the course of performing the contract, Echologics
may conduct tesu on asbestos cement pipe. Any information provided to the Ciry by
Echologics regarding the condition or serviceabiliry of such pipe relates only to its ,
, capaciry to hold and transport water. As between the parties, the City is solely
responsible for complying with all laws and regulations related to asbestos and
asbestos cement pipe. Echologics and MSA specifically disclaims any and all .
liability for any claims or damages,related to asbestos.or asbestos cement pipe and its
performance of the contract. Eor further details of the methods employed, see
assumptions.
- Task 1 MSA Deliverables:
1. Field Report: A field report will be submitted on-site if any leaks aze positively
idenrified. Following complerion of the on-site work, a final report will be submitted
detailing the methods used and the leak detection results. A draft report shall be
delivered within six weeks of completion of the field testing.
2. Final Report: The results of the pipe integity including remaining pipe wall
thicknesseswill be submitted i� a final report along with any confirmed orsuspected
leaks discovered in the survey.
Task 1 City Responsibi[ities:
1. Provide potholes forinspection.and access to mains as necessary.
Task l Assumptions:
a. AC Pipe: It is assumed that no asbestos-cement pipe will be tested.
Ciry of Auburn 2 Transmission Mains Condition Assessment
Navember 20I3 Scope of Work
H:�ComulunuV�G{'JI]MwreY.�ith&Assa-Wear Frcilitin Evulm�ian�AmrnA�xnu�CiN of Au�um-ECMlagie Smpe af Work.dwa
b. Academy;Transmission Main: Approximately 1 mile of the 14-inch diameter
Academy transmission main will be evaluated.
c. Coal Creek Springs Transmission Main:Approximately 1 mile of the 24-inch
diameter Coal Creek Springs transmission main will be evaluated.
d. Leq Hill Trans�xissian Maix:Approximately 1,300 linear feet of the 16-inch
diameter Lea Hill uansmission main and approximately 3,9801inear feet of the 20-
inch diameterLea Hill transmission main will be evaluated.
e. Leak Derection Measuremeuts: Leak detection will be performed by bracketing a
section of pipe with two acceleroineters (magnetic surface mounted sensors)and
recording a noise file using the LeakFinderRT system. The section ofpipe mustbe
filled with water and under operating pressure. Leak noise data will be collected for
each section of pipe and recorded toa computer for analysis. Malysis will be done
both on-site and back in our offices the day following the measuremenu.
f. Sensor Spacing: For leak detecrion, maximum recommended sensor spacing is 2,500
feet for hydrophones, or 300-SOO feet for surface mounted sensors. The City shall
pmvide 12-inch diameter excavations to the crown of the pipe where access is
needed but no main valves or hydrants aze accessible.
g. Data Analysis: File analysis and digital filtering will be appiied to recorded files
collected to filter out intruding noise from traffic and other sources. This will be
done both on site, and in Echologics offices in Toronto.
h. Leak Pinpoixung: Where leaks are detected, theywill be pinpointed, marked, and
where possible verified using ground sounding and/or different configurations.of the
sensors around the suspected leak as the access allows.
i. Pipe Ixtegrdry Testing(P7T)Measurements: Following the leak detection of a
section of pipe, a third access point will be used to create an "out-of-bracket" noise,
either by flowing water from a hydrant,tapping on a valve, or using modal excitation
units.
j. Sensor Spacing: For condition assessment,the recommended sensor spacing is 300-
500 feet. If the existing configuration of access fittings (valves, hydrants, etcJ does
not allow for sensor spacing of this distance, additional6-inch diameterpotholes to
the surface of the pipe may need to be excavated by the Ciry.
k. Velocity: This noise will be recorded and used to measure the acoustic velocity of
sound within each secrion of pipe.
City of Aubum 3 Tra�vcmission Maias Condition Assessment
November 2013 Scope of Work
H:`.Canwluvu�AGCSI]Mumy,SmM&Auu-Wercr Fuciliiia Erulwtim�Amrn�enulCiry af�ubum-ESMlogiu Sape uf Wofk.docx
. . :
l. Data Analysis: All of the recorded files will undergo an analysis in Echologics'
Toronto office and will result in average remaining wall tluckness of each section of
pipe surveyed.
m. Final Report: Upon receipt of the draft Echologics report, MSA shall forwazd to the
City for review. The City shall have 10 calendar days to review the report,and
present MSA with any requests for correction, modification, or elaboration. MSA
shall forward comments to Echologics. Any comments ceceived by Echologics
during this review period shall be considered when preparing its final report. Any
requests made afrer the review period expires are excluded from this scope of work,
but can be acwmmodated at an hourly reporting rate. The final report shall be
issued within two weeks of the end of the review period.
Payment
Payment will be made on a percent complete basis along the following schedule.
Item Rate Unks Est. Qty Total
1.1 -ProjectPlanning, Site Visit and g�g,�50.00 Lump Sum 1 $18,150.00
Mobilization
1.2-Field Tests,Analysis, anil Reporting for. $71,443.00 Lump Sum 1 $71,443.00
• Academy- 14"
• Coal Creek Springs-24"
• Lea Hill—16"
• Lea Hill—20"
Estimated Project Total $89,593.00
Recommended Contingency(10%) $8,959.00 ,
Not To Exceed Total 598,552.00
If Echologics' staffare unable to work due to any reason within the reasonable control of
City of Auburn, a standby rate of$3,000 per day will be billed by MSA to the Ciry. All
prices aze in United States Dollars, and do not include applicabie taxes.
Invoicing shall be as indicated below:
Item l.l - Site Visit: Upon complerion of the site visit.
Item I.1 - Project Planning and Mobilization: Upon arrival of crew at the job site.
Item 1.2 - Field Tests, Analysis, and Reporting:
— 80%of the amount shall be invoiced once monthly,prorated for the esrimated
amount of field tests completed.
— The balance of the amount; including any corrections to the quantities of
service provided, shall be invoiced upon submission of the draft report.
Ciry of Auburn 4 Transmission Mains Condition Assessmrnt
November 2013 Scope of Work
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CITY Or +
AUBURN, Peter B. Lewis, Mayor
WASH II NGGTON 25 West Maln Street * Auburn WA 98001-4998 * www.auburnwa.gov * 253-931-3000
December 18, 2013
Chris Uber, PE
Murray, Smith &Associates
1145 Broadway Plaza, Suite 1010
Tacoma, WA 98402
RE: Amendment No. 1 to Agreement for Professional Services, AG-C-417
Water Facilities Evaluation Study
Dear Mr. Uber:
Enclosed please find an executed copy of the above-referenced Amendment No. 1. This
amendment extends the term of the agreement to May 31, 2014, amends the scope of work
detailed in attached Exhibit A, and includes additional compensation in the amount of
$98,552.00 for a total agreement amount of $274,952.00.
For the City's tracking and record keeping purposes, please reference AG-C-417 on all
correspondence and related material.
As the project manager, I am the designated contact for this agreement and all amendments.
Questions, assignments and coordination shall be routed through me. You can contact me at
253-931-4008.
Sincerely,
r
Robert Elwell
Sewer Utility Engineer
Public Works Department
RE/ad/mh
Enclosure
cc: Dani Daskam, City Clerk (copy letter only)
Robert Elwell, Sewer Utility Engineer
AG-C-417
AUBURN * MORI:THAN YOU IMAGINED