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HomeMy WebLinkAboutAG-C-462 SvR Design CompanyAGREEMENT FOR PROFESSIONAL SERVICES AG -C -462 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 SvR Design Company, an S Corporation whose address is 1205 Second Avenue Suite 200 Seattle WA 98101, hereinafter referred to as 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 December 31, 2016 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. Agreement for Professional Services AG -C -462 Page 1 of 12 The total compensation for this Agreement including expenses shall not exceed $185,000, which includes a Management Reserve Fund amount of $10,000. Expenditure of Management Reserve Funds must be authorized by the CITY as set forth in Section 4 of this Agreement. The total compensation for this Agreement shall not exceed $185,000. Consulting services will be provided at the rates shown in Exhibit B. 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 $185,000 through the year 2016. 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 $185,000. 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. Agreement for Professional Services AG -C -462 Page 2 of 12 In the event services are required beyond those specified in the Scope of Work, and not included in the compensation listed in this Agreement, a contract modification shall be negotiated and approved by the CITY prior to any effort being expended on such services or work shall be authorized in writing under the Management Reserve Fund as detailed in Section 4. 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 $10,000. This fund may be replenished in a subsequent supplemental agreement. Any changes requiring additional costs in excess of the Management Reserve Fund shall be negotiated and approved by the CITY prior to any effort being expended on such services. 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 contract 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. Agreement for Professional Services AG -C -462 Page 3 of 12 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, 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 and 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. 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, arising out of or resulting from the acts, errors or omissions of the CONSULTANT in performance of this Agreement, except for injuries or damages caused by the sole negligence of the CITY. 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. --------------------------------------------------------------- Agreement for Professional Services AG -C -462 Page 4 of 12 8. INDEPENDENT CONTRACTOR /ASSIGNMENT. The parties agree and understand that the CONSULTANT is an independent contractor and not the agent or employee of the CITY and that no liability shall attach to the CITY by reason of entering into this Agreement except as otherwise provided herein. The parties agree that this Agreement may not be assigned in whole or in part without the written consent of the CITY. 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 -462 Page 5 of 12 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 by certified mail, return receipt requested. Agreement for Professional Services AG -C -462 Page 6 of 12 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, sexual orientation, 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 Agreement for Professional Services AG -C -462 Page 7 of 12 CONSULTANT further agrees that the CITY may inspect any and all documents held by the CONSULTANT and relating to this Agreement upon good cause at any reasonable time within the six (6) year period. The CONSULTANT also agrees to provide to the CITY, at the CITY'S request, the originals of all drawings, documents, and items specified in this Section and information compiled in providing services to the CITY under the terms of this Agreement. 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 -462 Page 8 of 12 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. 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. 142. 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 Agreement for Professional Services AG -C -462 Page 9 of 12 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. 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 consultant representative on behalf of the CONSULTANT, and by the Mayor of the CITY, or designee, on behalf of the CITY. Any written notices required by the terms of this Agreement shall be served on or mailed to the following addresses: City of Auburn Attn: Lauren Flemister 25 W Main Street Auburn WA 98001 Phone: 253.931.3092 Fax: 253. 804.3114 E -mail: Iflemister @auburnwa.gov Agreement for Professional Services AG -C -462 Page 10 of 12 SvR Design Company Attn: Brice Maryman, PLA 1205 Second Avenue Suite 200 Seattle, WA 98101 Phone: 206 223 0326 Fax: 206 223 0125 E -mail: bricem @svrdesign.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. 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 -462 Page 11 of 12 CITY OF AUBURN Nancy Back ayor Date `-' � Q , \5) ATTEST: ,c, Danielle E. Daskam, City Clerk` APPROVED AS TO FORM: e . Held, Ci y A brifey SvR Ll'E Title Federal Tax ID # C) I — /45 97-o Agreement for Professional Services AG -C -462 Page 12 of 12 L 1�' " Exhibit A General Scope of Work AUBURN MAIN STREET URBAN DESIGN Section 1— General Information 1.1 Purpose, Need, and Project Description Project Limits: The projects limits are along the Main Street Corridor in Downtown Auburn from the intersection of Main and C St SW on the west to the western edge of the Division Street Promenade just west of N Division Street, then from the Main St /Auburn Ave NE intersection to just before the Main St /F St SE intersection. The project includes several activity centers including Plaza Park (West Activity Center, the B St Parking Lot and Plaza (Central Activity Center) and the publicly -owned Justice Center parking lot (East Activity Center). The City has also asked that we review existing plans for the A PI SE parking lot, (Safeway parking lot). Project Goals: Though goals will be developed in the course of working with the community and stake holders a preliminary list of goals for this project include: • continue the City of Auburn's investment in place making, economic development, aesthetic improvement and creating a walkable center in downtown Auburn; • Develop a cohesive vision for Main Street that is authentic to Auburn and builds support and excitement for Downtown's continued revitalization; • Provides realistic cost estimates and implementation pathways for the City.to implement the Main Street design; • Shapes spaces in a way that accommodates future programming opportunities in the built environment and public spaces; • Empowers local businesses and property owners to make improvements to their individual frontages that also improve the look, feel and character of Downtown Auburn; • Embeds sustainability and resiliency strategies as part of Main Street's identity and character. • Builds support and excitement Strategies for achieving these goals include: • Creating project stakeholder teams to advise the design team and vet design proposals, Exhibit A Scope of Work January 14, 2015 Auburn Main Street. Pagel of12 • Understanding what works on streets that are similar to Auburn's Main Street, • Conducting public outreach to a broad audience to generate community -wide enthusiasm and support for the Main Street project, • Providing regular updates to community stakeholders and elected officials, • Clearly communicating using compelling oral, written and visual communication techniques. When complete, the project will have developed: • An overall Corridor Concept through the charette process and refinement task • An Urban Design Toolkit for businesses and property owners -- focused on Main Street and translatable throughout downtown--to demonstrate ways to improve their Facades to contribute to a thriving downtown. • A Conceptual Design and Programmatic Improvements for two to three Activity Centers along the corridor, described above in Project Limits. See Figure 1 for locations. • a phased, implementable 20% Right -of -Way Improvement Plan that strategically addresses technical conditions within the Main Street corridor included in the study area outlined in pink in Figure 1, Our team will work with the community and City staff on the above deliverables to develop a grant -ready set of plan documents for the Main Street corridor. This document will be a 20% right -of -way improvement plan for the study areas (see Figure 1) that addresses streetscape, drainage, ADA, pedestrian and bicycle access, parking, site furnishings, public and private utilities, illumination and related features. The "Urban Design Toolkit" and the activity center conceptual designs /programmatic plans will be supportive documents for both the City and the community. The content of the tool kit will be confirmed through the initial meetings based on the scoped level of effort. Final design will comply with Public Right -of -Way Accessibility Guidelines (PROWAG), Americans with Disabilities Act (ADA). Project Team Project Manager: Brice Maryman, ASLA, PLA, LEED AP Principal in Charge /Contract Representative: Peg Staeheli, ASLA, PLA, LEED AP Project Engineer: Nathan Polanski, PE Urban Design: Mahlon Clements (VIA Architecture + Urban Design) Lighting Design: Jill Cody (Dark] Light) Survey: Lin & Associate Geotechnical: GeoEngineers Exhibit A Scope of Work Auburn Main Street January 14, 2015 Page 2 of 12 Figure I: The iNlain Street Study Area is outlined in pink, kith additional areas of study identified io color. Schedule We understand that the City of Auburn would like to have the consultant team under contract by Q1 2015 and the work completed within the following 12 to 18 months. The anticipated schedule for this project is as follows: • Project Notice to Proceed January 2015 • Task 1 Survey February - March 2015 • Task 2 Public Outreach February 2015 - Project Completion • Task 3 Research April -June 2015 • Task 4 Charrette /Options Exploration June 2015- September 2015 • Task 5 Alternative Refinement September 2015- January 2016 • Task 6 Final Corridor Plan January 2016 Section 2 - Scope of Work General The project tasks are described below. For right -of -way corridors within the study area, the work shall consider all property along the ROW, the current building fagades and the future land use of adjacent private property. There are three areas and task descriptions that encompass the work: • Main Street 20% Right -of -Way Improvement Plans • Urban Design Toolkit, which will provide property owners and businesses with strategies and techniques that they can use to improve their individual frontages • Conceptual Design /Programmatic improvements for the B Street alley, the B Street Parking Lot and the Parker Paint parking lot Exhibit A Scope of Work Auburn Main Street January 14, 2015 Page 3 of 12 All tasks listed below include time for project management. Task 11 Main Street Survey $16,300 The primary purpose of the survey is to drive out "fatal flaws" in the street design's proposed grading and drainage approach. Therefore, the Main Street survey shall be limited in scope. It will be supplemented with the GIS -based base map (see Task 3). The survey will also assist in cost estimating, providing a sense of corridor length cut -fill approaches. Deliverables: • A survey of Main Street with the following: • Length of Corridor: (C Street SW to FStreet SE, —0.6 miles) • R/W centerline alignment • Partial Corridor (A St to Auburn Way): • Adjacent buildings: • Horizontal location of building edges (undulations along building frontage) • Horizontal location of entries • Elevations at both sides of door thresholds for buildings as access allows • Street -level finished floor elevations inside the threshold for all buildings. Does not include basements. • Roadway Centerline • Elevations at roadway crown 25'0. C. • Storm Drainage • Horizontal location and RIM elevations of catch basins • Intersections • Survey will extend 25' beyond the intersection to include the entire intersection and approach Assumptions • Based on preliminary conversations with the City, we anticipate that the final 20% right -of -way improvement plans will result in a complete reconstruction of the right - of -way. Thus the survey is limited to the items listed above, which we see as critical issues for developing costing and addressing technical challenges. Further survey information (e.g. locations of private utilities) will be developed as the PSES are defined and construction documentation is funded. • We understand a key challenge will be designing street retrofits that provide ADA accessible sidewalks and access to adjacent zero lot line businesses. The survey of the partial corridor will allow us to test grading strategies against actual existing conditions. We will then use the R/W centerline alignment for the full corridor as a reference point to develop a base map with City provided GIS information. Exhibit A Scope of Work Auburn Main Street January 14, 2015 Page 4 of 12 Task 2 ) Public Outreach and Approval $25,250 To be successful, we understand that we will need to outline and convey a new "story of Main Street." This new narrative will primarily be generated by asking a number of questions during our public engagement process. We propose the following public engagement tasks: 2.1 Conduct Project Advisory Team Meetings: Facilitate and support Project Advisory Team (PAT) meetings. There will be three PAT meetings, roughly occurring at the beginning, middle and toward the end of the design process. The role of the PAT is to advise the design team and serve as a liaison to various agencies and local constituencies. In order to achieve as much buy -in for the streetscape plan as possible, these meetings will include diverse community voices, potentially including representatives from the following constituencies. The numbers assigned below are approximate, since individuals may represent multiple constituencies: • Mayor's Office (1) • Council members and /or staff (1 total legislative representative) • Patrons of Downtown businesses /amenities (1) • HOA representatives (1) • Downtown Auburn Association (1) • Auburn Chamber of Commerce (1) • Property Owners (2) • Business Owners, both within (2) and outside (2) of study area • City of Auburn agencies and divisions including: Planning (2) • Civil Engineering (1) Police (1) Fire (1) • Traffic Engineering (1) • Art (1) Parks (1) • Economic Development (1) School District Representatives: • Administration (1) • Junior City Council Member (1) 2.2 Interview Downtown Stakeholders One -on -One (12 people): These meetings will allow the design team to hear in confidence a variety of perspectives on the needs of downtown's built environment. The 12 stakeholders should be selected to provide a range of perspectives, including business owners outside of the Downtown area. The design team will keep this feedback anonymous and present a summarized report back to the PAT. 2.3 Conduct Intercept Interviews and Online Survey: At different days, at various times the design team will conduct a series of brief intercept interviews with visitors to Exhibit AScope of Work Auburn Main Street January 14, 2015 Page 5 of 12 the downtown core, specifically along Main Street and, perhaps, outside of the downtown area. These interviews will provide the PAT and design team with a layperson's perspective on how Main Street is viewed from the community. Interview questions will be prepared in advance and coordinated with the City. A similar survey will also be provided online for anyone to respond to. 2.4 Launch Crowd- sourced Opportunity Map: Develop an online, crowd - source map to understand issues like: how people get to downtown, what their destinations are, identified problem areas and ways that they would like to see particular locations improved. The online mapping platform will be linked via the City- hosted project website and posted by the City on existing social media channels. 2.5 Host Public Meetings: Three (3) public meetings are planned during this process. These public meetings provide the opportunity for all members of the community to be heard; they will be designed and scheduled so that the most number of people can be meaningfully engaged in the process. Similar to the PAT meetings, the public meetings will occur at the beginning, middle and end of the process. See assumptions re: roles for preparing for and advertising meetings. 2.6 Engage Council Work Sessions: In order to achieve elected official buy -in, we propose to engage the Council early to help them shape a new story for Main Street. We hope to will seek to engage Council at the following stages in the design: • Research (Task 3) to understand Council's goals, concerns and aspirations for Main Street, • Alternative Refinement (Task 5) to provide them with an understanding of the paths we explored and the public's feedback to those ideas, and • Final Design (Task 6) to present the final ideas to the Council. 2.7 Council Approval: To help facilitate Council's final adoption and /or endorsement of the plan, one member of our team will be available to attend the final Council approval meeting. This ratification of the design will help the City secure future implementation funds. Deliverables: • PAT Meeting Agendas and Notes • Compiled, anonymous stakeholder interview synopsis • Compiled intercept interview synopsis • Presentations to Council • Materials for PAT, Public and Council sessions Assumptions • The City of Auburn will select and will be responsible for recruiting PAT members. • The City of Auburn will identify, schedule and provide locations for all meetings. • The City of Auburn will provide advertising /public notice for all meetings as appropriate. • The City of Auburn will host a City- created project webpage. The consultant team will provide materials for that page like: links to external pages (e.g. a wiki- mapping page and /or survey instrument). The consultant team will also provide PDFs of presentations to the community for online viewing. Exhibit A Scope of Work Auburn Main Street January 14, 2015 Page 6 of 12 Task 3 ) Research: The Downtown Dossier $30,250 In order to better understand the Main Street corridor, we will begin our design work by reviewing, researching and sketching the story of Main Street's past and present by creating The Downtown Dossier. This document will help to frame up the conversations for the initial PAT meetings and first Council work session. Conceived as an "at -a- glance" style document, this deliverable will be an invaluable resource for the public and the design team to understand and communicate the opportunities that Main Street presents. Since the materials will be useful after the life of the study, the findings and documentation will be available via the website and will be accessible to as many people as possible. Work under Task 3 shall include: 3.1 Develop Base Map: Reviewing and marrying the City's GIS data and the survey data provided in Task 1, our team will create a base map that we will use to document and test proposals for Main Street. 3.2 Review Background Materials: Review existing City documents including: Downtown Comprehensive Parking Management Plan, Downtown Sidewalks Plan, Downtown Urban Center Design Standards, Auburn Junction Design Standards, Auburn Downtown Association 2014 Downtown Fa4ade Recommendations, Standard Engineering Details, recent geotechnical reports and other pertinent planning and engineering documents. See list of materials requested from the City later in this document. 3.3 Assemble Dossier: The Downtown Dossier will be a standalone document that presents the historical and current conditions of downtown in a visual, easily - accessible style. We envision having one to two pages documenting key issues relating to Main Street including: • Auburn /Downtown history • geotechnical and hydro - geological conditions • right -of -way widths and intersections • multi -modal transportation network • lighting • grading /accessibility • vegetation • demographics (social and economic) • land use (planned and current) • assessed land value fronting the corridor • drainage • parking • wet utilities (water and sewer) • dry utilities (electrical and franchise) • pavement conditions • opportunities for sustainability /Green Roads o identified future land uses o art o building edge quality /activation (e.g. transparency of Fayades) Exhibit A Scope of Work Auburn Main Street January 14, 2015 Page 7 c f 12 • Activity Centers • existing programming • spatial enclosure (quality and hierarchy) 3.4 Create Opportunity Map: Synthesizing the base map work and the various insights gleaned from the development of the Downtown Dossier and the online opportunity mapping (Task 2.4), we will create an Opportunity Map that begins to outline some of the opportunities that are present along Main Street. The Downtown Dossier and the Opportunity Map will serve as the basis for the first public meeting. This Opportunity Map will be our team's springboard into Task 4. Deliverables: • The Downtown Dossier • An opportunity map Assumptions • City will provide background materials identified at the end of this document within 2 weeks of contract execution. • The City of Auburn will identify, schedule and provide locations for all meetings. • The City of Auburn will provide advertising /public notice for all meetings as appropriate. • City technical staff will provide brief synopsis of known, key issues (e.g. water, storm, sanitary, electrical, franchise, etc) Task 4 Charrette /Opportunities Exploration $9,000 With City staff, the design team will begin the process of testing and exploring different design directions and opportunities by hosting a half -day, limited - participant technical charrette at a location along Auburn's Main Street. At the end of the day, members of the PAT and public will be invited in to see what was produced and provide feedback. Following this work, the design team will refine these ideas to produce a more refined drawing to present design concepts to the public at the second public meeting and the Council at the second Council work session. Work under Task 4 shall include: 4.1 Plan for Charrette: Meet with City staff, to outline and plan the charrette agenda. Prepare materials for and facilitate the charrette. Establish ground rules, provide base maps and opportunity maps, print outs of background documents, develop precedent image bank to illustrate look /feel of various design concepts, drawing materials, etc. 4.2 Host Charrette: Moderate discussions and keep everyone focused on achieving the same goal by the end of the day. Provide guidance so that teams are designing gathering places, the streetscape corridor and building fagades. From the charrette, there should be two clear alternatives for the public to respond to along the Main Exhibit A Scope of Work Auburn Main Street January 14, 2015 Page 8 of 12 Street corridor. Toward the end of the day, the PAT will be invited to participate in an "in- process" meeting to review the rough ideas that have emerged from the charrette. This will be one of the three PAT meetings described in Task 2, and will give us some direction as we refine these designs and host our second public meeting as part of Task 5. 4.3 Document Charrette: Scan and /or photograph charrette visuals. Record /transcribe any written feedback provided by members of the public. Provide a synthesis memo to Auburn for review and comment. Deliverables: • Facilitated charrette • Charrette visuals which may include plans, sections, sketches, studies and perspective images. Documentation of charrette products Assumptions • The City of Auburn will select which members of the community, if any, are invited to the charrette. • The City of Auburn will identify, schedule and provide locations for the charrette. Location should have internet access. • There will be two concepts for the streetscape coming out of the charrette that will be refined before being presented to the public as described in Task 5. Task 5 Alternative Refinement $20,000 Building from and refining the work of the charrette, the design team will further refine and test these design ideas. This will be the design team and City staff's opportunity to further test the constructability of any concepts and identify any fatal flaws. These visually- refined concepts will be available via the website and presented at the second public meeting, as described in Task 2. Deliverables: • Two graphically rendered, Main Street corridor plan view alternatives and enlargement plans • Main Street corridor sketch sections (2 -3) for each alternative (2), to clearly convey design intent and adjacent land use conditions • Two perspective concept sketches for the two alternatives • Other images (e.g. precedent images) to help convey the design intent of the two alternatives • Second public meeting facilitation, feedback form and materials. Feedback form will also be available on the project website. • Preliminary Urban Design Toolkit Assumptions • The City of Auburn will identify locations for all meetings. Exhibit A Scope of Work Auburn Main Street January 14, 2015 Page 9 of 12 • The City of Auburn will provide advertising /public notice for all meetings as appropriate. Task 6 Draft and Final Corridor Plan and Urban Design Toolkit $56,000 The second public meeting conducted during Task 5 will point us toward a preferred design for the corridor. The design team will present a Draft Final Concept plan to the PAT, then to the public for a final round of feedback and refinement before presenting the Final Concept Plan, with a cost estimate and phasing plan to the Council. Work under Task 6 shall include: 6.1 Synthesize a Draft Final Plan: Based off of the feedback from the second public meeting conducted at the end of Task 5, create: • a draft final 20% right -of -way improvement plan, • up to three rendered perspectives, including one artist's rendering • a draft 20% cost estimate for the right -of -way improvement plan, • a draft streetscape phasing approach • draft conceptual ideas for the Activity Centers, and • a draft Urban Design Toolkit to illustrate how to improve building frontages 6.2 Vet the Draft Final Plan: Conduct meetings with City staff, the PAT, public and Council to vet the Draft Final Plan components. 6.3 Produce the Final Plans: Create a set of final deliverables that incorporates the feedback from Task 6.1 and 6.2 above, including: • a final 20% right -of -way improvement plan, • a 20% cost estimate for the right -of -way improvement plan, • a final streetscape phasing approach • conceptual ideas for the Activity Centers and • a Urban Design Toolkit Deliverables: C A graphically rendered, Main Street corridor draft and final plan • Graphically rendered, Main Street corridor draft and final sections C (2) perspective concept renderings. Rendering style will be discussed and agreed upon with the City, but will present a refined, presentation - quality graphic that will serve to excite the community about the corridor's vision. • 20% CAD plans for the Main Street corridor (hard copy and electronic) • Plan, section or perspective renderings of the gathering area concepts • A final public meeting /open house to vet the draft plans • Urban Design Toolkit, including rendered improvements to Main Street select Facades • Streetscape cost estimates, using WSDOT bid tab format • Phasing approach for streetscape Assumptions • The City of Auburn will identify locations for all meetings. Exhibit A Scope of Work Auburn Main Street January 14, 2015 Page 10 of 12 • The City of Auburn will provide advertising /public notice for all meetings as appropriate. • There will be only one Council work session to review the draft plans Task 7 Review City's Safeway Parking Proposal $1,200 The design team will review and comment on the City's internally - developed Safeway parking lot proposal to the south of the B Street alley. Deliverables: • Commentary and recommendations for refinement and integration of the City's internally developed parking lot retrofit to better fit with the proposed Main Street design. Assumptions • The City of Auburn will provide current plans for this area. Expenses & Subconsultant Markup $12,000 Anticipated expenses may include, but are not limited to the following items: outside reproduction fees, courier fees; mark up of subconsultant fees (10%), and materials and supplies. Artist's Rendering - Expense $5,000 For the final plan, an artist's rendering will be produced to convey the intent and feel of the final proposed design. Additional artist's renderings will be an additional service. Total Fee, including expenses $175,000 Expectations The Scope of Work includes services and materials necessary to accomplish the work including, but not limited to, the following: • work within an identified overall budget • continuous, conscientious management of the project • maintain close contact with the city project manager • attend periodic meetings with members of project boards, committees or stakeholders as outlined above • verify and analyze the existing corridor survey and facilities Due to the complexity of this project, as work progresses, some items may get more attention and others less or none as mutually agreed upon by the City and consultant team and documented in writing. Items that require additional services include, but are not limited to: additional public outreach, additional renderings, and further survey information. Exhibit A Scope of Work Auburn Main Street January 14, 2015 Page 11 of 12 t Requested Materials from the City Additional resources to be provided by the City include: • Current city standard Engineering Standards and Details • GIS layers including: • Right -of -way • Centerlines • Stormwater • Sewer • Water • Parcels • Building footprints • Street trees • Art • Electrical • Comprehensive Plan documents in final and /or draft form related to the project including, but not limited to: transportation • bicycle network • land use • pedestrian plan • stormwater • sewer • ADT's within the project area • Comprehensive Downtown Parking Management Plan • Downtown Urban Center Design Standards • Auburn Junction Design Standards • Auburn Downtown Association 2014 Downtown Fapade Recommendations • City's Art Plan • Recent geotechnical reports • As -built drawings for Division Street • Parking Study • Any existing MOAS or MOUs relating to the management of public space within the study areas. Exhibit A Scope of Work Auburn Main Street January 14, 2015 Page 12 of 12 DESIGN COMPANY Exhibit SCHEDULE OF FEES for Civil Engineering, Landscape Architecture and Urban Design /Planning Services January 1, 2015 Time -Plus- Expense Basis Principal I I I ..................... Principal 11 ...................... Principal I ...................... Sr. Professional IV ......... Sr. Professional III.......... Sr. Professional II ........... Sr. Professional I............ Professional V ................ Professional IV ............... Professional III ............... Professional 11 ................ Hourly Rate Range From To $225.00 $210.00 $175.00 $200.00 $165.00 $175.00 $150.00 $165.00 $145.00 $155.00 $135.00 $145.00 $135.00 $145.00 $130.00 $140.00 $120.00 $130.00 $105.00 $120.00 $100.00 $115.00 $110.00 $120.00 $100.00 $115.00 $100.00 $110.00 $ 90.00 $100.00 $ 60.00 $110.00 $ 40.00 $ 60.00 $300.00 $400.00 SvR may occasionally engage individuals under personal service arrangements to meet specific job requirements. Charges to the client for such personnel will be comparable to regular SvR employees. A premium will be charged if the client's requirements make overtime work necessary. Retainer: Required Equivalent to anticipated One Month Billing or $1,000 whichever is greater unless otherwise negotiated. FinaLifivvoice will include retainer as applicable. Reimbursable Expenses (subject to a service charge of 10 %): 1. Mileage at current federal rate per mile for use of SvR or employee vehicle. 2. Travel and subsistence expenses incurred by employees and principals when away from the home office on business connected with the client's work. 3. Communication expenses, such as cell phone per diem, Internet per diem, long distance charges, FAX, courier, and shipping directly applicable to the client's work. 4. Invoice costs for outside services directly applicable to the client's work such as.�el, a5Anting, computer programming, special consultants, graphics, soils testing and lab work. 5. Specific drafting and stenographic supply costs directly applicable to the client's work, as distinguished from supplies and expenses applicable to administrative duties. 6. Reproduction costs directly applicable to the client's work, such as reproductions, scans, photographic processing, multi -copy printing, and binding. 7. Digital copies, archival copies; records retrieval (actual costs plus time) 8. Long term archiving fee (beyond 7 years). 9. Miscellaneous direct costs applicable to the client's work. Unless other arrangements have been made, charges for all work, including continuing projects initiated in a prior year, will be based on the latest schedule of charges. A new schedule of charges is issued effective January 1 of each year however when dictated by staffing changes or inflationary pressure, the schedule may be updated. SW n,,,,10 s..R R F', sAM,1, 7ni s M, EXHIBIT C SUBCONSULTANTFEES* a. VIA $28,700 b. dark I light $11,300 c .Lin and Associates $15,000 d. GeoEngineers $10,000 $6,500 Total Subconsultant Fees $65,000 * As the project proceeds, sub - consultant fees may be reallocated based on client desires and project needs. Reallocation will) not exceed 10`yo of the amounts listed here. DIRECT NON - SALARY COSTS: a. Outside Reproduction and /or Rendering Fees $6,500 b. Courier Fees $150 c. Subconsultant Markup $6,500 d. Materials and Supplies $1,300 d. Mileage ** $550 Total of Direct Non -Salary Costs $15,000 ** Mileage paid at the current standard mileage rate established by the Internal Revenue Service (IRS). AMENDMENT #1 TO AGREEMENT NO. AG-C-462 BETWEEN THE CITY OF AUBURN AND MOORE IACOFANO GOLTSMAN, INC. dba MIG, INC. formerly known as SvR DESIGN COMPANY THIS AMENDMENT is made and entered into this /9' day of � , 4. , 2015, by and between the CITY OF AUBURN, a municipal corporation of the State of Washington (hereinafter referred to as the "CITY"), and MOORE IACOFANO GOLTSMAN, INC. dba MIG, INC. (hereinafter referred to as the "CONSULTANT"), as an Amendment to the Agreement between the parties for AG-C-462 executed on the 6T" day of March 2015. The changes to the agreement are described as follows: 1. CONTRACT TERM: There is no change to the date of termination. 2. SCOPE OF WORK: There is no change in the scope of work. 3. COMPENSATION: There is no change to the amount authorized in the original agreement and subsequent amendments. 4. OTHER CHANGES: This Agreement is being amended to change the name of the Consultant from SvR Design Company, an S Corporation to Moore lacofano Goltsman, Inc. dba MIG, Inc. consistent with the Assignment Agreement entered into by and among SvR Design Company, Moore lacofano Goltsman, Inc. and the City of Auburn, Washington effective as of the 16th day of September, 2015. REMAINING TERMS UNCHANGED: That all other provisions of the Agreement between the parties for AG-C-462 executed on the 6th day of March 2015 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. MOORE IACOFANO GOLTSMAN, INC. CITY OF AUBURN dba MIG, INC. 1 Au hdrized'r-ture N-ndy Back , :yor `�!7/IC�i ATTEST (Optional): ATTEST: l By: Its: Danielle E. Daskam, Auburn City Clerk Approved as to form (Optional): Appro �as iform: , Attorney for (Other Party) Daniel B. He'., Auburn City Attor Amendment No. 1 for Agreement No. AG-C-462 MIG, Inc. Page 1 of 1 CITY OF. .* _ Nancy Backus, Mayor Ate WASHINGTON 25 West Main Street * Auburn WA 98001-4998 * www.auburnwa.gov * 253-931-3000 December 28, 2015 Brice Maryman MIG, Inc. 1205 Second Avenue, Suite 200 Seattle, WA 98101 RE: Amendment No. 1 to Agreement for Professional Services, AG-C-462 Auburn Main Street Urban Design Dear Mr. Maryman: Enclosed is an executed copy of the above-referenced Amendment No. 1. This amendment changes the name on the agreement from SvR Design to MIG, Inc. For the City's tracking and record keeping purposes, please reference AG-C-462 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 253-931-3092. Sine- - t aure F emi er Urba Sc 'en Planner Corn unity Development & Public Works Department LF/cw/as Enclosure cc: Dani Daskam, City Clerk AG-C-462 AUBURN * MORE THAN YOU IMAGINED AMENDMENT #1 TO AGREEMENT NO. AG -C -462 BETWEEN THE CITY OF AUBURN AND MOORE IACOFANO GOLTSMAN, INC. dba MIG, INC. formerly known as SvR DESIGN COMPANY lIn THIS AMENDMENT is made and entered into this 12 day of � , 2015, by and between the CITY OF AUBURN, a municipal corporation of the State of Washington (hereinafter referred to as the "CITY "), and MOORE IACOFANO GOLTSMAN, INC. dba MIG, INC. (hereinafter referred to as the "CONSULTANT'), as an Amendment to the Agreement between the parties for AG -C -462 executed on the 6T" day of March 2015. The changes to the agreement are described as follows: 1. CONTRACT TERM: There is no change to the date of termination. 2. SCOPE OF WORK: There is no change in the scope of work. 3. COMPENSATION: There is no change to the amount authorized in the original agreement and subsequent amendments. 4. OTHER CHANGES: This Agreement is being amended to change the name of the Consultant from SvR Design Company, an S Corporation to Moore lacofano Goltsman, Inc. dba MIG, Inc. consistent with the Assignment Agreement entered into by and among SvR Design Company, Moore lacofano Goltsman, Inc. and the City of Auburn, Washington effective as of the 16th day of September, 2015. REMAINING TERMS UNCHANGED: That all other provisions of the Agreement between the parties for AG -C -462 executed on the 6th day of March 2015 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. MOORE IACOFANO GOLTSMAN, INC. CITY OF AUBURN dba MIG, INC. By: Auth rizq ed 'gnatur ancy Back ayor v ATTEST (Optional): ATTEST, � By: L,�\t C�¢✓lrrl Its: Danielle E. Daskam, Auburn City Clerk Approved as to form (Optional): Appr e s Attorney for (Other Party) Daniel B. Heid, Auburn City Attorney y Amendment No. 1 for Agreement No. AG -C -462 MIG, Inc. Paae 1 of 1 i ",'i.N1.. ?��� � 111'1 "� •� ; ` i i ..