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AG-C-437 MIG, Inc.
AGREEMENT FOR PROFESSIONAL SERVICES AG-C-437 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 MIG, INC. whose address is 815 SW 2ND AVENUE, SUITE 200, PORTLAND, OR 97204, 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 April 15, 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 $66,800, which includes a Management Reserve Fund amount of$11,530. Expenditure of Agreement for Professional Services AG-C-437 November 14, 2013 Page 1 of 13 Management Reserve Funds must be authorized by the CITY as set forth in Section 4 of this Agreement. The CITY agrees to pay the CONSULTANT in accordance with the fee schedule outlined in Exhibit B for work performed under this Agreement. Exhibit B is attached hereto and by this reference made a part of this Agreement. The compensation to be paid to the CONSULTANT shall not exceed $25,000 for the year 2013. 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 $66,800. The CONSULTANT shall be paid by the CITY for direct non-salary cost, per attached Exhibit C, at the actual cost to the CONSULTANT. 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 shall be negotiated and approved by the CITY prior to any effort being expended on Agreement for Professional Services AG-C-437 November 14, 2013 Page 2 of 13 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 $11 ,530. 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. 5. 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 shall contain all applicable provisions of this AGREEMENT. 6. RESPONSIBILITY OF CONSULTANT. The CONSULTANT shall be responsible for the professional quality, technical accuracy, timely completion and the coordination of all studies, analysis, designs, Agreement for Professional Services AG-C-437 November 14, 2013 Page 3 of 13 • 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 planning 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. 7. 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, to the extent actually caused by or alleged to have been caused by the negligent acts, errors or omissions of the CONSULTANT in performance of this Agreement, except for injuries or damages caused by the negligence of the CITY. It is further specifically and expressly understood that the indemnification provided herein constitutes the CONSULTANT'S waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. This waiver has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or termination of this Agreement. 8. INDEPENDENT CONTRACTOR/ASSIGNMENT. Agreement for Professional Services AG-C-437 November 14, 2013 Page 4 of 13 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. 9. 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 Agreement for Professional Services AG-C-437 November 14, 2013 Page 5 of 13 no less than $1,000,000 each occurrence, $2,000,000 general aggregate. The CITY shall be included as an additional 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 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 except 10 days notice for non payment of premium. Agreement for Professional Services AG-C-437 November 14, 2013 Page 6 of 13 All insurance shall be obtained from an insurance company authorized to do business in the State of Washington. Insurance is to be placed with insurers with a current A.M. Best rating of not less than A-:VII. The CONSULTANT shall furnish the City with certificates of insurance and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance coverage required by this section, before commencement of the work. The CITY reserves the right to require that complete, certified copies of all required insurance policies be submitted to the CITY at any time. The CITY will pay no progress payments under Section 3 until the CONSULTANT has fully complied with this section. 10. 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. 11. 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 Agreement for Professional Services AG-C-437 November 14, 2013 Page 7 of 13 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. 12. 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. Agreement for Professional Services AG-C-437 November 14, 2013 Page 8 of 13 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. 13. 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. Agreement for Professional Services AG-C-437 November 14, 2013 Page 9 of 13 14. GENERAL PROVISIONS. 14.1. 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. 14.2. 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. 14.3. 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. 14.4. 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. 14.5. 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. 14.6. 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. Agreement for Professional Services AG-C-437 November 14, 2013 Page 10 of 13 14.7. The CONSULTANT agrees to comply with all local, state and federal laws applicable to its performance as of the date of this Agreement. 14.8. If any provision of this Agreement is invalid or unenforceable, the remaining provisions shall remain in force and effect. 14.9. This Agreement shall be administered by Jay Renkens 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 MIG, Inc. Attn: Elizabeth Chamberlain Attn: Jay Renkens 25 W Main Street 815 SW 2nd Avenue, Suite 200 Auburn WA 98001 Portland, OR 97204 Phone: 253.931.3092 Phone: 503.297.1005 Fax: 253. 804.3114 Fax: 503.297.3195 E-mail: echamberlain @auburnwa.gov E-mail: jayr @migcom.com 14.10. All notices or communications permitted or required to be given under this Agreement shall be in writing and shall be delivered in person or deposited in the United States mail, postage prepaid. Any such delivery shall be deemed to have been duly given if mailed by certified mail, return receipt requested, and addressed to the address for the party set forth in 13.9 or if to such other person designated by a party to receive such notice. It is provided, however, that mailing such notices or communications by certified mail, return receipt requested is an option, not a requirement, unless specifically demanded or otherwise agreed. Any party may change his, her, or its address by giving notice in writing, stating his, her, or its new address, to any other party, all pursuant to the procedure set forth in this section of the Agreement. Agreement for Professional Services AG-C-437 November 14, 2013 Page 11 of 13 14.11. 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-437 November 14, 2013 Page 12 of 13 CI OF Peter B. Lewis, Mayor Date DEC 2 2013 ATTEST: L Da ielle E. Daskam, City Clerk APPROVED AS TO FORM: LISA] Daniel B. Hei.;City ttorn-y MIG, • BY: aadA� la✓I ir Title: lit,^ "riggJIrLra� C Federal Tax ID # ey Agreement for Professional Services AG-C-437 November 14, 2013 Page 13 of 13 EXHIBIT A SCOPE OF WORK MIG, Inc. is pleased to submit the following scope of services in support of the City of Auburn Visioning process. This scope of work is organized according to four primary tasks: Task 1. Background and Process Foundation Task 2. Marketing and Promotions Task 3. Engagement Tools and Methods Task 4. Vision Development Given the nature and timeline of this project, many work items will be underway concurrently at any given time. MIG anticipates initiating items under Task 1 immediately following contract execution. Broad community outreach is anticipated to begin as early as December 2013,with the majority of outreach and engagement activities beginning in the New Year.While many of the following sub-tasks identify the need for specific coordination calls with the City,we anticipate strategic, ongoing coordination meetings by phone with Planning staff to ensure timely and effective process implementation. Task 1. Background and Process Foundation Task 1.1: Project Initiation The MIG project team will meet with City project staff at the City of Auburn for a 1-2 hour project initiation meeting.This meeting will focus on identifying key City- wide issues for consideration,and clarifying roles and responsibilities for those involved in the project. We will also begin planning for subsequent activities by discussing key background documents and data (see Task 1.2), identifying stakeholders to interview (see Task 1.3), and determining a preliminary schedule for initial deliverables under Task 1. Deliverable: 1) Brief notes on next steps;2) Revised project timeline Task 1.2: Background Document Review MIG will review select City documents including goals and policies of the current Comprehensive Plan. The goal of the background document review is to help identify the issues and topics to explore during the visioning process. Primary documents include relevant community and facility master plans, the annual citizen survey, and key health impact assessment documents. The City will be responsible Exhibit A Agreement No. AG-C-437 Page 1 of 10 for identifying the most salient documents and providing the documents for review in a timely fashion. Key information will be from the May 2012 City Council Visioning Retreat. Deliverable:None Task 1.3: Communications and Outreach Plan MIG will develop a Communications and Outreach Plan to help guide the overall visioning process. The Plan will be developed based on the four principles outlined in the City's original RFQ: it will establish a process that is "inclusive", "cohesive", "accessible"and "City-driven". The plan will articulate communications,outreach and community engagement objectives and will build on the tasks identified in this scope to establish the strategy and timeline for this project.The Plan will include key messages, target audiences and participants, and outreach tools and methods. This task includes one one-hour call involving the Community Services Division to gain a greater understanding of our target markets. The focus will be to determine how to engage low-income, second language and traditionally underrepresented or hard to reach populations. Deliverable: Communications and Outreach Plan Task 1.4: Stakeholder Interviews The MIG Team will conduct 12-15 stakeholder interviews by telephone. Interviews will be designed to explore community values, key and emerging trends, City strengths, issues and challenges,and opportunities. Interviews may also be used to inform the Communications and Outreach Plan as well. Potential interviewees include City Council members, citizens, chamber of commerce or business representatives, community leaders or community-based organizations,and key regional partners. The City will be responsible for providing a comprehensive list of potential interviewees and interviewee contact information, including both phone and email. MIG will develop the interview instrument and will schedule all interviews. Deliverable: Interview Questions Task 1.5: Interview Summary Memo: Trends, Issues and Opportunities MIG will produce a memo summarizing key findings from the interviews, documenting key strengths, challenges and opportunities for the City moving forward. The stakeholder interview summary will provide a substantive foundation for subsequent discussions with the community. Deliverable: Interview Summary Memo Exhibit A Agreement No.AG-C-437 Page 2 of 10 Task 2. Marketing and Promotions Task 2.1: Visioning Brand MIG graphic designers will develop an established graphic "look and feel" for all project communications and materials.This will include a project logo and/or banner, color palette and typography for use on printed collateral, as well as a template for PowerPoint presentations. MIG will finalize the visioning brand based on no more than two rounds of consolidated City comments. Deliverables: 1) Project banner(for web and print);2) PowerPoint template Task 2.2: Social Media Strategy and Content MIG staff will hold one telephone meeting with the Mayor's Office and Planning staff at the outset of the project to gain greater understanding of shared marketing objectives and City protocol with respect to use of social media and public relations overall. Outcomes of this discussion will be reflected in the Communications and Outreach Plan (see Task 1.3). The MIG team will provide web content for the City's visioning webpage at key milestones throughout the process,as well as web-ready materials for the City to post. An effective social media strategy will be a key component of the Communications and Outreach Plan. MIG will provide the City with the content and direction required to implement the agreed upon social media strategy using Auburn's existing Facebook and Twitter portals. The following tactics show a few recommended uses of social media channels, based on our current assumptions of the communications objectives for the visioning project. • Dedicated content on Auburn's Facebook news feed MIG will assist the City in the development of posts related to the visioning process. Posts will be designed to inform the public of the visioning project; to promote upcoming events; and to encourage user engagement through social media channels. Individual posts would use the messaging developed in the Communications Plan and whenever possible would include compelling imagery to spark interest (e.g., historical photos, etc.). MIG would provide the language and imagery for the posts, as well as a recommended schedule for distribution. • Paid promotion of specific posts on Auburn's Facebook news feed In addition to the "organic" postings, MIG recommends dedicating a portion of the budget to allow for paid promotions of specific posts on the newsfeed. Exhibit A Agreement No.AG-C-437 Page 3 of 10 A paid promotion ensures that a specific post achieves a greater number of impressions, reaches a wider audience, and has greater longevity than it would if distributed through normal channels. MIG would work with City staff to identify the post(s) that would warrant additional promotion. • Visioning events promoted on Auburn's Facebook Events page MIG will provide language and imagery to ensure that community meetings and visioning-oriented events are effectively promoted on Auburn's existing Facebook Events page. • Enhanced meeting facilitation using Twitter MIG will recommend a process using Twitter to enhance community meetings by providing a dedicated hashtag (e.g., #AuburnVision) allowing participants to tweet questions or comments. Meeting facilitators could then view tweets in real time and respond accordingly. This strategy has an additional benefit in that any tweets made by participants would be seen by their followers, expanding the reach of the event and creating a potential "virtual meeting space." MIG will coordinate directly with the appropriate City staff during content development, review and submission based on protocol to be determined by the team. This task assumes a level of effort for MIG staff of 4 hours per week over a five-month period.We propose targeting social media outreach for specific windows of time to maximize effectiveness and will propose a strategy as part of the Communications and Outreach Plan. The City will be responsible for maintaining web pages and links and for managing all website and social media content (i.e., posting all material and updating when needed). City staff will also be responsible for coordinating directly with all outside media and community groups. Deliverables: 1) Content for City visioning web page;2) Facebook and/or Twitter content;3) One paid promotion on Facebook Task 2.3: Press Release and Collateral Development MIG will provide editorial and design assistance for communications materials that will provide City staff with the clear, concise and cogent messaging needed to educate the public about comprehensive planning and to promote the visioning process. Materials may include a short briefing book with key messages,a set of project FAQs for the public,visioning workshop flyers or postcards, and press releases to notify the media of the project. Exhibit A Agreement No.AG-C-437 Page 4 of 10 The current budget includes three collateral pieces and five press releases. The City will be responsible for distributing all promotional and outreach materials and for providing and proofing any translated copy. For items targeted to the public, MIG will use City copy to create alternative language versions for up to two languages per item. Deliverables:Electronically:1) Three collateral pieces(e.g., project "FAQs", visioning workshop flyers or postcards)in English and up to two other languages(City to provide translated copy);2)Five press releases. Task 3. Engagement Tools and Materials Task 3.1: City Council Briefing Session/s MIG will conduct one day of sessions with City Council after the first of the year to engage returning and new Council members in the Visioning process.The opportunity will also be used to educate Council members about the Comprehensive Plan process. The task will likely be accomplished through a combination of one-on- one meetings and a Committee of the Whole meeting. Deliverables:Session agenda(s) Task 3.2: Visioning Toolkit and Data Entry Module The purpose of the visioning toolkit is to create an alternative to the more formal community workshop. A visioning toolkit includes all the materials needed for community leaders, partner NGOs, neighborhood associations,and even youth leaders or high school teachers to hold a visioning workshop in their community or classroom. Select toolkit components may also be used or adapted for community intercept events,whereby staff would engage people in places and at events they are already attending. The toolkit will include the following items: an agenda, project"FAQs" (developed under separate task), a facilitator's guide and key talking points,at least one interactive activity with supporting materials,and a sign-in sheet and feedback form.These kits can be used to meet with citizens in less formal settings in sessions hosted by trusted community-based and service organizations. The toolkit could also be used to help facilitate conversations of a more formal nature, led by members of the Planning Commission or City Council. MIG anticipates using stakeholder interviews conducted in Task Ito help generate interest in the toolkit and identify groups that would be interested in using it to hold their own independent visioning workshops.An outreach strategy for the toolkit will be included in the Communications and Outreach Plan. Exhibit A Agreement No.AG-C-437 Page 5 of 10 The City will be responsible for all coordination and outreach associated with toolkit distribution and use,and for entering the results of the outreach into the data entry module provided by MIG. MIG will integrate findings into the draft vision framework and Vision Summary Report (see Task 4). Findings may also be used to inform subsequent community outreach and discussions. Deliverables: Toolkit prototype (2 copies) and electronic files to include 1)Agenda; 2) facilitation/discussion guide; 3) visioning poster(interactive); 4) individual feedback form; 5)sign-in sheet Task 3.3: Community Questionnaire MIG will develop a web-based questionnaire to engage City residents,businesses, and workers.The questionnaire will also be formatted for hard copy distribution. The City will determine the appropriate locations for hard copy distribution of the questionnaire. The questionnaire will be designed to solicit input related to community values and desired character, community priorities, and shared goals and aspirations for the future. The Communications and Outreach Plan (see Task 1.3) will outline an effective approach for spreading the word and sharing the questionnaire.The City will be responsible for all questionnaire-related outreach. This includes sharing the online link and distributing and collecting hardcopy questionnaires. The City will also be responsible for entering all hardcopy results into the online database. MIG will program and manage the online questionnaire and provide periodic updates regarding response levels. It is anticipated that the questionnaire will remain live and available for at least four weeks. MIG will review and analyze results and develop a summary of questionnaire findings and responses. The task will include formatting all open-ended responses in a separate document for the City's records. Deliverables: 1) Questionnaire instrument(introduction, questions, proposed format); 2) Online questionnaire and web link;3) Hardcopy questionnaire;4)Brief weekly updates. Task 3.4: Neighborhood Workshop Materials MIG recommends that the City hold a series of neighborhood-based vision workshops throughout Auburn to facilitate collaborative, face-to-face engagement of residents.We recommend holding workshops in each of Auburn's major neighborhoods, each following the same format. This task includes two one-hour planning meetings (by phone) to: a) establish the agenda and format; and b) review and refine draft materials prior to workshops. MIG will provide the complete packet of materials needed: an agenda, a sign-in sheet Exhibit A Agreement No.AG-C-437 Page 6of10 and comment card,a brief PowerPoint with talking points, a small group discussion facilitator's guide, and up to three presentation boards or meeting handouts. The City will be responsible for planning and coordinating all logistics, facilitating and staffing each workshop, and thoroughly documenting and summarizing workshop findings for inclusion in the vision summary report. Deliverables:Electronic copies of 1)Agenda;2)PowerPoint presentation;3) Display boards;4)Small group facilitators guide, if warranted;5)sign-in sheet; 6)participant comment card Task 4. Vision Development Task 4.1: Draft Vision Summary Report Using all community input received over the course of the process, MIG will develop a vision summary report that clearly describes the visioning process,articulates a draft community vision statement,and outlines preliminary goals, issues and opportunities for further exploration during the formal Comprehensive Plan update process.This draft encompasses the framework for the final vision summary report and will serve as the platform for discussion at the proposed Vision Open House. The City will be responsible for providing any photographs for the report. MIG will format the report using InDesign and will provide one print and web-ready document electronically. Deliverable: Draft Vision Summary Report. Task 4.2: Vision Open House Materials The City will present the draft community vision statement at an open house targeting members of the public. The open house will provide an overview of the visioning process and presentation and discussion of the draft community vision and preliminary goals, issues and opportunities for the Comprehensive Plan update. MIG will provide the complete set of materials needed for the event. MIG will also create a simple form for the City website to solicit and collect public comment on the draft vision framework and will solicit input via social media. Deliverable: Electronic copies of 1)Agenda; 2) PowerPoint presentation; 3) Display boards;4)Sign-in sheet; 4) Participant comment card; 5) Web link/online comment and feedback form. Task 4.3: Final Commission and Council Presentations MIG will attend and present at up to 2 Commission or Council meetings (2 meetings total).This task includes all travel and preparation, including a brief PowerPoint Exhibit A Agreement No.AG-C-437 Page 7 of 10 presentation and accompanying hand-outs, if needed. City staff will be responsible for scheduling the sessions. Deliverable: PowerPoint presentation(s) Task 4.4: Final Vision Summary Report MIG will make any needed revisions to the vision summary document based on public review, staff direction, and final comments from the Planning Commission and City Council. This task includes preparation of a revised draft report (following public review) and the final report. Deliverable:Final Summary Report(pdf and all graphic files with links). Optional Tasks 5.1. Toolkit Production MIG will produce and package the toolkit for the City to distribute. The proposed budget includes up to 30 copies of the visioning toolkit developed under Task 3.2. Toolkits will include basic supplies to hold a small workshop (markers, tape, etc.). Cost of shipping is included in the budget. Deliverable:30 visioning toolkits 5.2. In-Person Toolkit and Facilitation Training MIG is available to provide one or more training sessions for groups including community members, non-profit groups,Junior City Council members, elected officials and others planning to utilize the visioning workshop toolkit. The training will provide opportunities for practicing facilitation techniques and for MIG to share "tricks of the trade"with workshop leaders.The session(s) can also be designed to help prepare staff and volunteers for community intercept activities. The City is responsible for planning/convening training sessions. Deliverable:Session agenda(s) 5.3.Focus Groups MIG will design and facilitate focus groups with key stakeholders at one milestone during the visioning process. Focus groups can be used to test the draft vision statement and goals, issues and opportunities presented in the draft Community Vision Report. Focus groups held later in the process to test these core concepts may be an•effective tool to reach traditionally underrepresented or harder to reach groups, and/or groups who have been underrepresented in the visioning process and require additional targeted outreach to engage.The City will be responsible for session logistics (venue,participant outreach and RSVPs, etc.) Exhibit A Agreement No.AG-C-437 Page 8 of 10 Deliverable: Focus group questions .5.4.Facilitation of Community Visioning Workshop MIG is available to facilitate a neighborhood workshop or the Vision Open House (Task 4.2) or another event, at the City's choosing. MIG will provide two staff members,bring needed supplies (including laptop/projector if needed), facilitate the session, and take summary notes (i.e.,a graphic recording) of meeting proceedings. Costs include travel and set-up/tear-down. The City is responsible for all other meeting logistics (venue, date, outreach, etc.) Deliverable: 1)Hardcopies of meeting hand-outs developed under separate task;2) Photo-reduction of meeting notes. Scope and Budget Assumptions The following assumptions were used to develop the budget: 1. City staff will provide a single,consolidated set of substantive edits for each draft deliverable document prepared for this project.All comments between commentators must be resolved by the client before providing the comments to the MIG Team. The consultant team will complete one round of substantive client comments on each document (i.e. Draft Vision Summary, Final Vision Summary,etc.). Subsequent edits,such as changes to grammar, punctuation, word choice, etc.,will be consolidated to the degree possible. Exception: the current budget assumes two rounds of substantive edits for deliverables under Task 3. 2. The level of effort for each task is specifically identified in the project budget. During the planning process, MIG will provide a single, digital copy of all products and materials prepared for the update process with the exception of the Vision Summary Report. For the Vision Summary Report, the MEG Team will provide the final report in Adobe PDF format and original/editable InDesign files (with text and all graphic links). 3. Unless explicitly detailed in this scope, City staff will be responsible for coordinating directly with outside firms, agencies and departments otherwise involved in the visioning and Comprehensive Plan update process. This includes HIA project staff, consultant and media groups, community- based organizations and City departments. 4. Except as listed below, the budget assumes that the client will be responsible for all printing, packaging and mailing costs related to the project, including materials for community workshops, intercept events,workshop notices and copies of the Vision Summary Report and other documents for the public. Exhibit A Agreement No.AG-C-437 Page 9 of 10 MIG will invoice the client for internal printing and plotting of proofs and internal copies of work products. 5. The MIG Team has assumed up to three person trips within this scope of services (see Tasks 1.4 and 4.4). Trips are each assumed to include one working day of meetings and one overnight stay if needed. Reimbursable expenses are estimated at approximately$250 per person trip.This includes hotel, meals, car rental,and incidental expenses. 6. City staff will provide the consultant with a complete and up-to-date GIS database that includes all of the existing conditions and base map information necessary for the planning and design process. Our scope and budget assumes that the information will be up-to-date and any cleanup work will be completed by the client. 7. The MIG Team assumes that all data and information provided by City staff is accurate and reliable. Time spent to revise work based on inaccurate or incomplete information is not included in the scope of work or budget.Any corrections or cleanup work will be completed by the client. 8. City staff will provide MIG with information, data, responses, and review in a timely manner that does not delay the process. 9. The Auburn Visioning process is assumed to take no more than 6 months from contract execution through adoption of the final document. 10.City staff will be responsible for all logistics and direct costs related to meetings,workshops and hearings. This includes but is not limited to: mailings, meeting organization, finding and renting facilities, food for meetings and workshops,and translation services and equipment. Exhibit A Agreement No.AG-C-437 Page 10 of 10 e s t i m a t e d p r o j e c t s c h e d u l e 2013 2014 December January 1 4 1 1 1 18 8r 2 9 1 6 1 23 30 5 12 9 11 2 6 11 2 I r 9 N16123 2 9 1 1 6 11 23 30 ttt 11 6 1 131^20 27 4 111 4118 25 9 jJ Process Foundation 1 �. 1 l 1 11 jl 1.1 Project Initiation 1.2 Background Document Review 1.3 Communications and Outreach Plan 1.4 Stakeholder Interviews(12-15) 1.5 Interview Summary Memo c I1I 111 • ; I v „ 11 2.1 Visioning Brand 2.2 Media Strategy and Support 2.3 Collateral Development a 11Eng2gement Tools and Materials 1111111'N*UIf11♦11.I SMfl*I■11fI11Ifl11R11$SI■11fl 3.1 City Council Briefing Session/s 1111111 01111111111111111 3.2 Visioning Toolkit and Data Entry Module 3.3 Web-Based Community Questionnaire 3.4 Neighborhood Workshop Materials IVision Development 4.1 Draft Vision Summary Report 4.2 Vision Open House Materials 4.4 Commission and Council Presentations 4.3 Final Vision Summary Report Optional) •I7I� III111111IUIf Iflfl flflIIIIU.11If l.Ifl 5.1 Visioning Toolkit Production 5.2 In-Person Toolkit and Facilitation Training 5.3 Toolkit Findings Synthesis/Data Entry 5.4 Community Visioning Workshop Facilitation 5.5 Focus Groups LIMII.lIi.111IfIIMIILIl GA, 0 CO CITY OF AUBURN VISIONING Exhibit B e e s t i m a t e d project cost Lauren Schmitt Jay Renlens Nicole Lewis Professional Primipal'ic'Chaage Project Manager SlaOeholder Graphic Designer Pro/Ca Assistant MG Dieed Hss Engagement Specialist Totals Costs Totals ®®® Hrui 5135 HID'S PP MIMI 1 1,1 Bowen Mittman 2 $330 8 $1.160 8 $880 $0 4 $340 21 51.710 $2,710 1.2 Bad0rcur4 Wmmmt Review $0 2 $290 4 $440 $0 2 $170 8 2000 $50 3950 1.3 Coweso i.rions and Owrua6 Plan I $165 2 $2911 12 $1,120 $0 8 It'll 23 32,450 $2.455 14 Suublalder Interviews 02.151 $0 1 $145 15 $1,650 $0 5 $425 2/ 12.120 $50 $2,270 IS Ilm.�m Summary Mang $0 1 1145 8 $000 $0 $0 9 5/,025 $1.025 Sobeuf 3 34951 14 510301 47 35.170 0 so; 19 31.615 83 39310 5/00 52.410 31 Visioning Bran I $165 1 1145 2 $220 20 12,710 10 24 53.230 $100 $3.330 22 Medu 50nrgy and Support $0 2 $290 16 $1.760 2 $270 62 $5,270 82 57.5% $500 $0.090 2.3 Collla,aral Drvelepmmr $0 2 1290 4 $440 24 $3.240 $0 10 $1.910 $100 $4.070 54606/1 / 5/65 5 /725: 22 $2,420 46 56.1101 62 55.270 /,36 5/4.790`i 5700 515.490 3.1 Cey County Owing Sruw,/s $0 8 $1,160 2 $220 $0 I $15 11 11.465 $200 11.665 32 Visioning Teennsand Dew Entry Module $16.5 2 1290 16 $1,760 10 16 $1,360 35 /3.515 12110 $3775 33 IWebBased Community Cuesl;onneire $0 4 $500 16 $1,760 $0 26 $2.210 46 54.550 1200 $4.750 3 y, 4 Ine6mmmd Wed./we ¢ Mavals I 4 $580 14 $1.5401 $0 16 $1,360 35 51480 $3.400 3Jeu11 2 3165 18 3246101 48 35,280 0 10 59 1 $5.015 127 113010j $600 313.670 1 a I Pah vision Lmmary Rep. 2 1330 6 $870 24 $3.640 4 $540 24 $2.040 60 $4120 I 16.420 a7 Vision Open House $0 2 1290 12 $1.320 $0 20 $1.700 34 53.310 150 $3,360 44 Fin.ICommission and Council Preaensnronr 1 $165 1 $145 16 $1.760 $0 4 $340 22 31.410 $510 123210 43 Final Vhion Summary Report $165 6 $8711 16 $1,760 30 12 $1.020 35 51.8/5 $1.815 I 5Ww/, 4 5660. 15 $1,1751 68 37.480 4 1540 60 fS.IW 15/ 110955'. 5550 154505 • - • • s mm rmr 497 5$2,125 $1,9501 555,075 °%LWm;nam4.rA„r4lly I I 3/951 I Total Project Cost $55,270 5.1 \'IrinnlnP 31,401,r,.slwru'n $0 30 1 $110 Sip 4 $340 5 $450 $2511 $700 52 Ivarn TAWS,e4 F,dn,.m Tniniee $0 16 $2,320 $0 2 $170 18 12,490 $250 $2,740 33 Thank F'ud,op syasFinanae terry $0 $0 2 $220 $0 24 $3.040 26 $3.260 $2160 r4 o,mm,rmp vLbNny w„n.h,p F,nBUriw 30 10 11.450 12 1320 $0 4 $340 $3.110 $500 $3.610 5.5 Focus Groups $0 2 $290 16 01,7(A 30 2 $170 $2,220 $2,220 r Sete./ 0 50, 28 540601 3/ 53.4/0 0 50' 36 53.060' 49 3/0.530. 51.000 111530 AMA 1 0 © Auburn Visioning EXHIBIT C DIRECT NON-SALARY REIMBURSABLE EXPENSES • Outside Reproduction Fees • Courier Fees • Subconsultant Fees • Materials and Supplies • Mileage at $0.565/mile or the current approved IRS rate. It is understood that all reimbursements are at cost. 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-437 Page 1 of 1 CONSULTANT INVOICES CONSULTANT invoices should contain the following information: • On CONSULTANT letterhead. • A cover letter stating the status of each task. This should include items completed, percent completed during the billing period and completion along with funding status. • Internal invoice number and/or sequential numeric number(i.e.: progress payment # 10). • Invoice date. • Period of time invoice covers. • Consultant Agreement # (i.e.: AG-C-115). • Project number(s) listed (i.e.: PR562). • CITY'S project manager listed. • The hour(s) per person broken down by task(s) (attach timesheets, spreadsheet detailing timesheets, or some other form of proof) along with type of work done (i.e.: design, right-of-way, or construction) or task order number. • Direct salary (base salaries) • Indirect salary (benefits) • Direct non-salary (i.e.: mileage, reproduction fees (i.e.: printing, copying), communication fees (i.e.: telephone), supplies, computer charges, subconsultants), indirect non-salary (overhead). The CITY does not pay for CONSULTANT meals unless part of a task requires travel outside of the greater Seattle, Tacoma, and Everett area. These costs are to be broken down and backup information is to be attached to invoice. Project managers are to inform CONSULTANTS as to what is required for break down information and if backup information is to be attached. Break out the same for subconsultant charges. • Previous and remaining base contract amounts left in each task and total contract—total authorized amount (bottom line figure). Add amendments to this base contract amount for total authorized amount. • Percentage of work completed to date compared to total amount of work (if required by the project manager). • Status of Management Reserve Fund (MRF) (i.e.: a certain task) until we can get an amendment in place. • Invoices for previous year are due by January 15" • For grant/special funded projects there might be other special information needed, reference the LAG manual. Consultant Invoices Agreement No. AG-C-437 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 Completed Remaining Original Contract $22,000.00 $ 1,025.00 $ 2,681.49 $ 3,706.49 _ 20% 25% $ 18,293.51 MRF' 2,500.00 0.00 1,000.00 1,0000.00 40% 45% 1,500.00 TOTAL $ 24,500.00 $ 1,025.00 $ 3,681.49 $ 4,706.49 $ 19,793.51 Note: MRF=Management Reserve Fund Received a written authorization of MRF on 1/10/01 for Mechanical Engineer task in the amount of $2,000.00. Consultant Invoices Agreement No. AG-C-437 Page 2 of 2 AMENDMENT #1 TO AGREEMENT NO. AG -C -437 BETWEEN THE CITY OF AUBURN AND MIG; INC. RELATING TO IMAGINE AUBURN THIS AMENDMENT is made and entered into this 5 day of 2014, by and between the CITY OF AUBURN, a municipal corporation of the State of Washington (hereinafter referred to as the "CITY "), and MIG, INC. (hereinafter referred to as the "CONSULTANT'), as an Amendment to the Agreement between the parties for AG -C -437 executed on the 2 n day of December, 2013. The changes to the agreement are described as follows: 1. CONTRACT TERM: The term of the Agreement for Professional Services is extended to June 30, 2014. 2. SCOPE 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 $4,200.00. The total contract amount is increased to $71,000. REMAINING TERMS UNCHANGED: That all other provisions of the Agreement between the parties for AG -C -437 executed on the 2rd day of December 2013 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. MIG, INC CITY OF AUBURN By: / 4 Aut orized signature 4ancy B I u , Mayor ATTEST (Optional): ATTEST: Its: Danielle E. Daskam, Auburn City Clerk Approved as to form (Optional): Attorney for (Other Party) Amendment No. 1 for Agreement No. AG -C -437 MIG, Inc. Page 1 of 3 Approved as to form: rl�op.Daniel B. Heid, Auburn City Attorney Exhibit A — Additional Scope of Work A. Staff Working Session Staff time includes a preparation call with Elizabeth, agenda development, travel, and facilitation of a two -hour working session with staff. Professional Time Jay Renkens: 10.0 Hours @ $145.00 /Hour $1,450.00 Nicole Lewis: 10.0 Hours @ $110.00.00 /Hour $1,110.00 Professional Time Subtotal $2,560.00 A. ESTIMATED TOTAL $2,560.00 B. MIG Workshop Facilitation The estimated budget for this task includes "day -of' staff time to facilitate the Vision Open House. Time includes travel, facilitation and graphic recording, and set -up /tear -down. MIG facilitation would be required if the City chose to implement electronic polling or requested that MIG manage the online participation feature. Professional Time Jay Renkens: 10.0 Hours @ $145.00 /Hour $1,450.00 Nicole Lewis: 10.0 Hours @ $110.00.00 /Hour $1,110.00 Professional Time Subtotal 2,560.00 B. ESTIMATED TOTAL $2,560.00 C. Electronic Polling Option Direct and labor expenses associated with providing electronic polling as a workshop activity are estimated below. Labor includes logistics, poll design, system /poll set -up prior to the workshop, and exporting and synthesizing results. Professional Time Jay Renkens: Nicole Lewis: Project Administrator: Professional Time Subtotal Turning Point Use Fee Hardware Shipping Direct Costs Subtotal C. ESTIMATED TOTAL 4.0 Hours @ $145.00 /Hour $580.00 4.0 Hours @ $110.00.00 /Hour $440.00 2.0 Hours @ $80.00 /Hour $160.00 $1,180.00 $100.00 $250.00 ............................................. ............................... $350.00 D. Online Workshop Option $1,530.00 Amendment No. 1 for Agreement No. AG -C -437 Exhibit A MIG, Inc. Page 2 of 3 Below are estimated costs associated with providing an online participation option for the Vision Open House. The costs below will accommodate up to 500 participants online (recommended). Participants must call in to listen to the presentation and discussion, and would pay for long - distance fees related to the call. Workshop timing could be adjusted to ensure that most cell - phone users were able to dial in using free evening minutes. Professional Time Jay Renkens Nicole Lewis: Project Administrator: Professional Time Subtotal GoToWebcast Fee Direct Costs Subtotal D. ESTIMATED TOTAL 2.0 Hours @ $145.00 /Hour $290.00 4.0 Hours @ $110.00.00 /Hour $440.00 2.0 Hours @ $80.00 /Hour $160.00 $890.00 $399.00 ............................................... ............................... $399.00 $1,289.00 E. Open House Summary In addition to the tasks above, MIG proposes creating a stand -alone summary of Open House participation and findings. This will help ensure there is an appropriate record of this event and related community input. Professional Time Jay Renkens: Nicole Lewis: Project Administrator: Professional Time Subtotal E. ESTIMATED TOTAL Additional Costs to Agreement 1.0 Hour @ $145.00 /Hour $145.00 4.0 Hours @ $110.00.00 /Hour $440.00 2.0 Hours @ $80.00 /Hour $160.00 $745.00 $745.00 Additional Scope of Work = $8,684.00 Re- Allocating Funds from Original Budget = $4,575.00 Total Funds Added to Agreement = $4,200.00 Amendment No 1 for Agreement No. AG -C -437 Exhibit A MIG, Inc. Page 3 of 3 CITY OF . AUBURN WASHINGTON July 2, 2014 Ms. Nicole Lewis MIG,Inc. 815 SW 2nd Avenue, Suite 200 Portland, OR 97204 4 S.Ito." Nancy Backus, Mayor 25 West Main Street * Auburn WA 98001 -4998 * www.auburnwa.gov * 253- 931 -3000 RE: Second Amendment to Agreement AG -C -037 for Imagine Auburn Dear Ms. Lewis: Enclosed please find an executed copy of the above - referenced Amendment No. 2. This amendment extends the term of the agreement to July 31, 2014. Once signed, please return one signed original to the City and one copy is for your records. For the City's tracking and record keeping purposes, please reference AG -C -437 on all correspondence and related material. If there are any questions please contact me at echamberlain(aDauburnwa.gov or 253 - 931 -3092, Sincerely, GC h vac l wlic —� Eliza eamberlain, AICP Planning and Design Services Manager Community Development and Public Works Department EC /sys CORR14 -0442 Enclosure cc: Dani Daskam, City Clerk (copy letter only) AG -C -437 File AUBURN* MORE THAN YOU IMAGINED