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AGREEMENT FOR PROFESSIONAL SERVICES
AG -0-457
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 ARC Architects a corporation, whose address is 1101 East Pike Street,
Floor 3, Seattle, WA 98122, 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 except that where conflicts exist between this agreement and any general
provisions or stipulations within Exhibit A, this agreement will control.
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.
Exhibit C which is attached hereto and by this reference made a part of this agreement
and provides the intended schedule of work. ARC and its consultant team will work
with the City and City's construction contractor to receive an occupancy permit or
temporary occupancy permit by June 9, 2016. The owner acknowledges that ARC
does not have control over the owner's decision - making, permitting, the city's
contracting with the selected contractor, weather or the contractor's ability to meet the
assumed schedule, each of which can affect the June 9, 2016 date.
Agreement for Professional Services AG -C -457
October 21, 2014
Page 1 of 13
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 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. A lump sum payment of
$1,029,944.00 shall be due to the CONSULTANT upon completion and CITY approval
of the identified project scope. The CONSULTANT may request progress payments in
a format consistent with the requirements of Exhibit C for work completed through the
duration of the agreement not to exceed one request per month per the requirements of
Exhibit D. The total compensation for this Agreement shall not exceed $1,079,944.00,
which includes a Management Reserve Fund amount of $50,000.00. Expenditure of
Management Reserve Funds must be authorized by the CITY as set forth in Section 4
of this Agreement. The CONSULTANT shall pay all 'but -of- pocket' expenses, and
shall not be entitled to reimbursement from the CITY except for specific services, items
or activities listed in EXHIBIT B as reimbursable goods or services.
The compensation to be paid to the CONSULTANT shall not exceed
$200,000.00 for the year 2014. 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
Agreement for Professional Services AG -C -457
October 21, 2014
Page 2 of 13
excess of said total not -to- exceed amount without a duly executed Addendum issued by
the CITY. The total compensation for this agreement shall not exceed $1,079,944.00.
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 $50,000.00. 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
Agreement for Professional Services AG -C-457
October 21, 2014
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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,
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 architectural 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
Agreement for Professional Services AG -C -457
October 21, 2014
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RCW, solely for the purposes of this indemnification. This waiver has been mutually
negotiated by the parties. Should a court of competent jurisdiction determine that this
Agreement is subject to RCW 4.24.115, then, in the event of liability for damages
arising out of bodily injury to persons or damages to property caused by or resulting
from the concurrent negligence of the Consultant and the City, its officers, officials,
employees, and volunteers, the Consultant's liability, including the duty and cost to
defend, hereunder shall be only to the extent of the Consultant's negligence. The
provisions of this section shall survive the expiration or termination of this Agreement.
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:
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October 21, 2014
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a. Automobile Liability insurance covering all owned, non - owned, hired and
leased vehicles, with a minimum combined single limit for bodily injury and
property damage of $1,000,000 per accident. Coverage shall be written on
Insurance Services Office (ISO) form CA 00 01 or a substitute form providing
equivalent liability coverage. If necessary, the policy shall be endorsed to
provide contractual liability coverage.
b. Commercial General Liability insurance shall be written on ISO occurrence
form CG 00 01 and shall cover liability arising from premises, operations,
independent contractors, and personal injury and advertising injury, with
limits no less than $1,000,000 each occurrence, $2,000,000 general
aggregate. The CITY shall be 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.
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October 21, 2014
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The insurance policies are to contain, or be endorsed to contain, the following
provisions for Automobile Liability, Professional Liability, and Commercial General
Liability insurance:
a. The CONSULTANT'S insurance coverage shall be primary insurance as
respects the CITY. Any insurance, self insurance, or insurance pool
coverage maintained by the CITY shall be excess of the CONSULTANT'S
insurance and shall not contribute with it.
b. The CONSULTANT'S insurance shall be endorsed to state that coverage
shall not be cancelled by either party, except after thirty (30) days prior
written notice has been given to the CITY by certified mail, return receipt
requested.
All insurance shall be obtained from an insurance company authorized to do
business in the State of Washington. Insurance is to be placed with insurers with a
current A.M. Best rating of not less than A -:VII.
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
Agreement for Professional Services AG -C -457
October 21, 2014
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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
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;
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October 21, 2014
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(b) Have not within a three -year period preceding this proposal been convicted
of or had a civil judgment rendered against them for commission or fraud or a
criminal offense in connection with obtaining, attempting to obtain, or
performing a public (federal, state, or local) transaction or contract under a
public transaction; violation of federal or state antitrust statues or commission
of embezzlement, theft, forgery, bribery, falsification or destruction of
records, making false statements, or receiving stolen property;
(c) Are not presently indicted for or otherwise criminally or civilly charged by a
governmental entity (federal, state, or local) with commission of any of the
offenses enumerated in paragraph "(b)" of this certification; and
(d) Have not within a three -year period preceding this application /proposal had
one or more public transactions (federal, state, or local) terminated for cause
or default.
Where the prospective primary participant is unable to certify to any of the
statements in this certification, such prospective participant shall attach an explanation
to this proposal.
13. TERMINATION OF AGREEMENT.
This Agreement may be terminated by either party upon twenty (20) days written
notice to the other patty, 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
Agreement for Professional Services AG -C -457
October 21, 2014
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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.
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.
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October 21, 2014
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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 Stan Lokting 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: Project Manager - TBD
25 W Main Street
Auburn WA 98001
Phone: 253.931.3010
Fax: 253. 931.3053
E -mail: TBD
ARC Architects
Attn: Stan Lokting
1101 East Pike St.
Seattle, WA 98122
Phone: 206 322 3322
Fax: 206 322 9323
E -mail: Lokting @arcarchitects.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 Section 14.9 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.
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October 21, 2014
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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-457
October 21, 2014
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CITY OF AUBURN
N6ncy Ba ayor
Date OCT 2 3 2014
ATTEST:
la%z-
Danielle E. Daskam, City Clerk
APPROVED AS TO FORM:
ARC Architects
BY /71` &Lpk pi6
Title: V' l VL L I pit �J
Federal Tax ID # 2�f Cj aJLo
Agreement for Professional Services AG -C-457
October 21, 2014
Page 113 of 13
EXHIBIT A
SCOPE OF WORK
Exhibit A
Agreement No. AG -C-457
Page 1 of 1
EXHIBIT A
SCOPE OF WORK
City of Auburn
CP1412 — Les Gove Youth Activity and Community Centers Project
The project includes the design and construction of a Youth Center and Community Center.
The Youth Center is a renovation of an existing 8,500 square foot building that was built in the
1970's. The Youth Center will potentially include "hang- out ", study, and recreation games areas,
and the existing kitchen will be remodeled. The Community Center will be an approximately
13,000 square foot new building and will potentially include a large multi - purpose area, activities
room, kitchen, lobby, and office space for Parks and Administration staff.
The project site is located at the north end of the Les Gave Community Campus. The project
also includes expanding the existing parking lot as needed, consideration of connections to
other amenities within and surrounding the Les Gave Community Campus, and preservation of
the existing Bocci ball courts.
KEY ASSUMPTIONS
The following assumptions apply to this entire scope of work. Any substantial deviations from
these assumptions may require an amendment to the portion of the scope and budget that is
impacted by changes:
• In accordance with RCW 39.35D.030, the Youth and Community Centers will be LEED
Certified Silver.
• The Consultant shall develop and maintain a schedule that considers the timing of City
reviews and decision making, permitting, construction contract procurement, potential
construction delays, and other factors such that the Occupancy Permits for the Youth
and Community Centers are issued no later than June 9, 2016. It is understood that the
timing and decision - making, permitting, and contracting with the City's selected
contractor, and the weather and the contractor's ability to meet the schedule, each affect
being able to meet this date.
• The Consultant's point of contact at the City is the City's Project Manager. The
Consultant will take direction regarding all contractual and design issues from the City's
Project Manager. As part of the stakeholder involvement tasks included in this scope,
the Consultant will facilitate input from many stakeholders including, but not limited to,
City Elected Officials, City Directors, the City Engineer, and others, However, the
Consultant shall only take direction from the City's Project Manager.
• The City will provide the Consultant with the following items as available:
• Site Survey
• Geotechnical Survey
• Hazardous Materials Survey
• Drawings of Existing Buildings at Les Gave Community Campus
• Reports associated with other work at Les Gave Community Campus
• The Consultant will be responsible for data coordination, scheduling, communication,
and coordination with sub - consultants, quality assurance and quality control (QaCc) of
information and deliverables, and management of consultant staff and sub - consultants.
City of Auburn AGC -457
Les GOVe Yomh and Community Center I October 1014
Exhibit A DRAFPScope of iVorA
• Design of roadway and off -site utility improvements are not included in this scope of
work. The Consultant will prepare a traffic analysis to determine potential impacts of the
project on the City's transportation system and to determine parking requirements and
potential traffic circulation issues on the Les Gove Community Campus.
• The Consultant will meet with the City's Project Manager with other project team
members in attendance as needed,. At each meeting the Consultant will provide an
updated project schedule and present any changes or anticipated risks to the schedule.
• The Consultant will consider one and two story design options for the Community
Center.
The scope of work does not include furniture selection.
• The scope is based on providing Kitchen design services for both the existing building
and the proposed building for a total fee not to exceed $14,100.00. Upon City approval
of the preferred alternative, the final fees for this portion of the work shall not exceed the
original budget and may be reduced should the scope include work on only one building.
• The Consultant will coordinate with the City throughout the project design to discuss and
consider land -use, planning, building code, and other issues.
• The fee includes reimbursable expenses with the exception of permit and construction
printing and the printing of record drawing Mylars at project closeout.
TASK 1 — SCHEMATIC DESIGN (30% DOCUMENTS)
The Consultant will gather and generate relevant design information and engage project
stakeholders, to develop two to three conceptual design alternatives for further evaluation and
refinement. The Consultant will facilitate the evaluation of the design alternatives with the City
and identified project stakeholders. Based on input provided by stakeholders, information
provided by the Consultant, and other considerations, the City will select a preferred alternative
for further development. The Consultant will develop the preferred alternative to produce 30%
level design documents.
The primary objectives of this task will be as follows:
• Collect and generate the needed technical information
• Facilitate input from project stakeholders
• Develop up to 3 conceptual alternatives
• Evaluate the conceptual alternatives and identify a preferred alternative
• Document the Alternatives Development
• Develop 30% design documents for the preferred alternative
Task 1.1 Stakeholder Collaboration
The Consultant will facilitate and prepare supporting materials (exhibits, handouts,
posters, presentations) for the following:
• Two City Council Meetings
• Two Community Meetings
• Two Client Engagement Meetings
Crry ofAnbara AGCA57
Les Gove Yowh and Carrtmnnity Center,$ 1 October '014
Fshiba A DRAFTScope of Work
• One Brainstorming Eco- Charrette Meeting
Eight Individual Outreach Meetings
The Consultant will provide all meeting materials to the City in draft form for City review
and comment at least 5 days before the scheduled meeting time.
The Consultant will prepare and distribute minutes for all meetings. The Consultant will
provide the City opportunity for review and comment prior to finalizing the minutes.
Task 1.2 Conceptual Design Alternatives
The Consultant will develop two to three conceptual design alternatives. The design
alternatives will be developed using technical data generated and collected and
consideration of input received from project stakeholders. For each alternative, the
Consultant will prepare an information package that includes a summary of constraints
and opportunities, justification and reasoning, risks, costs, operational considerations,
sketches, renderings, and floor plan layouts. The Consultant will coordinate with the City
to develop and implement an approach for evaluating the alternatives with input from
project stakeholders to select a preferred alternative. The preferred alternative may be
one of the conceptual designs, or a combination thereof. The Consultant will prepare
and submit a memo that summarizes the design alternative development, evaluation,
and selection of a preferred alternative.
Task 1.3 30% Design of Preferred Alternative
The Consultant will further develop the preferred alternative to produce 30% level design
documents. The Consultant will package the 30% level design documents and submit
with a memo that summarizes stakeholder collaboration activities that influenced the
30% design, changes made to the alternative design concepts, outstanding issues left to
be resolved, overall project and detailed construction estimates, and other design
documents as described in the task deliverables section.
Task 1 Deliverables
• Draft and final meeting materials and minutes
Alternatives Development and Selection Memo (4 hardcopies, 1 electronic copy)
30% Design Package (4 hardcopies, 1 copy)
• Summary memo
• Draft Traffic Analysis
• Architectural drawings — plans, elevations, sections
• Structural — analysis, framing plan
• Mechanical (HVAC and Plumbing) — basis of design document, space needs
• Electrical — basis of design document (power, data, lighting, security), space needs
• Landscape — rough grading, planting areas, hardscape areas, paths, planting palette
• Civil — building located, parking / curb plan
• Acoustic/AV — acoustic report, AV program
• Foodservice — program, equipment list, concept sketches
SPECIFICATIONS — PRELIMINARY MATERIALS AND SYSTEMS RESEARCH AND
OUTLINE TASK 2 — DESIGN DEVELOPMENT (60% DOCUMENTS)
Task 2.1 Stakeholder Collaboration
Cary of AO,,,n AGC -451
Les Gow Yon(h and Commmriry Cemery 1 October 2014
Exhibit.A DHAFTScope of ftrk
The Consultant will facilitate and prepare supporting materials (exhibits, handouts,
posters, presentations) for the following.
• One City Council Meeting
• Community Meetings
• Client engagement Meetings
Task 2.2 60% Design Documents
The Consultant will further develop the preferred alternative to produce 60% level design
documents. The Consultant will address all City review comments provided for the 30%
Design Package and documents. The Consultant will document and consider input
provided by stakeholders with any design changes or decisions being discussed and
confirmed with the City's Project Manager before implementation. The Consultant will
package the 60% level design documents and submit with a memo that summarizes
stakeholder collaboration activities, changes made to the 30% design, outstanding
issues left to be resolved during the 100% design, overall project and detailed
construction estimates, and other design documents as described in the task
deliverables section.
Task 2 Deliverables
Draft and final meeting materials and minutes
60% Design Package (4 hardcopies, 1 electronic copy)
• Summary memo
• Final Traffic Analysis
• Architectural — plans, elevations, ceiling plans, sections, roof plans, key interior
elevations, key details, materials and color boards, schedules, perspectives (interior
and exterior to show design intent and for review),
• Structural — analysis, foundation, framing, details
• Mechanical - HVAC — equipment located, primary ductwork shown, louver sizes and
locations, cut sheets
• Mechanical - Plumbing — fixtures located, primary plumbing lines, cut sheets, primary
ductwork shown, louver sizes and locations
• Electrical — equipment, lights, devices located (power, data, lighting, and security)
• Civil — stormwater analysis, utility connections, transition from rough to final grading,
building location
• Landscape — planting plans, hardscape plans, irrigation plans, key details, schedules
• Acoustic/AV — acoustic report, AV program
• Foodservice — program, equipment list, concept sketches
• Specifications — materials and systems research, cut sheets and integration into
documents
• Estimate - refined
TASK 3 — PERMITTING AND CONSTRUCTION DOCUMENTS (100% DOCUMENTS)
Task 3.1 Stakeholder Collaboration
The Consultant will facilitate and prepare supporting materials (exhibits, handouts,
posters, presentations) for the following:
One City Council Meeting
City ofAubvrn 4GC-457
Les Gore Youth and Community Centers 4 &rnber 1014
Gxhibit A D&I FrScape of Work
• Community Meetings
• Client Engagement Meetings
Task 3.2 100% Design Documents
The Consultant will further develop the 60% level design documents to produce 100%
level documents. The Consultant will address all City review comments provided for the
60% Design Package and documents. The Consultant will document and consider input
provided by stakeholders with any design changes or decisions being discussed and
confirmed with the City's Project Manager before implementation. The Consultant will
package the appropriate 100% level design documents into a bid package. The
Consultant will package the 100% level design documents and submit with a memo that
summarizes stakeholder collaboration activities, changes made to the 60% design,
outstanding issues left to be resolved during or after project construction, overall project
and detailed construction estimates, and other design documents as described in the
task deliverables section. The Consultant will submit for all require City and State
permits at approximately the 65% level of design completion.
The Consultant will coordinate with the City on the development of the General
specifications and special provisions and bid items to meet the City's contract form
requirements. The Consultant will prepare specifications conforming to the
Construction Specifications Institute (CSI) Master Format specifications with the
exception of any required public improvements for utilities or roadways which will meet
City Standards. The City will complete the development of the general provisions, bid
proposal form, sample contract, and bond documents in conformance with the City's
Standard contract form which is based on WSDOT Standard Specifications.
Deliverables
All required Permit Applications
• Draft and final meeting materials and minutes
• 100% Design package and memo (4 hardcopies, 1 electronic copy)
• Estimate - refined
• Bid Package (Plans and Specifications)
o Architectural
o Structural
o Mechanical - HVAC
• Mechanical - Plumbing
• Electrical
o Civil
o Landscape
o Acoustic /AV
o Foodservice
TASK 4 — BIDDING
The City will lead the bidding phase of the project with support provided by the Consultant. The
Consultant will lead a pre -bid walkthrough for perspective bidders. The Consultant will receive
and respond to questions posed by potential bidders during the bidding period. The Consultant
Ciry of Anburn AGC -457
Les Gave Youth and Community Centers 5 October 1014
Exhibit A DRAFTSeope of Work
will keep a log of all bidders questions and make this available to the City during the bidding
period. The Consultant will immediately notify the City of any issues or questions raised by
prospective bidders that could result in design or cost changes and /or an addendum. With City
concurrence, the Consultant will prepare and submit addenda as needed to address issues or
questions raised during the bidding phase.
The Consultant will assist the City in reviewing the bids and in determining the lowest
responsible bidder. The City will prepare and publish bid tabulations. The City will prepare and
execute the contract documents.
TASK 5 — CONSTRUCTION ADMINISTRATION
The City will lead the construction administration of the project with support provided by the
Consultant. The Consultant will attend weekly site meetings for the duration of the project
construction, up to 44 weekly meetings. The Consultant will receive, log, and review
construction submittals from the Contractor. The Consultant will review each submittal and
provide recommendation to the City that it be accepted, rejected, or accepted with changes. For
each submittal, the City will provide the decision regarding acceptance. The Consultant will
assist the City in responding to Contractor requests for information, substitution requests, and
change orders. The Consultant will assist the City in preparing the punch lists and back punch
lists.
The Consultant will provide assistance to the City in reviewing Contractor pay estimates and
documentation.
The Consultant is responsible for coordinating, preparing and submitting documentation
required to obtain LEED Silver certification. The Consultant will communicate with the
Contractor about the Contractor's monitoring of construction activities, submittals, and
documentation to be submitted by the contractor for LEED certification. The Consultant will
communicate with the City information required from the City for LEED certification.
TASK 6 — PROJECT CLOSEOUT
The Consultant will review the construction redlines prepared by the City's contractor and
comment upon revisions, additions, and deletions that may need to be made. The Consultant
will coordinate with the Contractor to address any deficiencies or questions regarding the
redlines. The Consultant will prepare record drawings using final approved construction redlines
and submit them to the City for archiving.
The Consultant will provide review and comment of Operations and Maintenance manuals
provided by the Contractor. The Consultant will coordinate the review with the City so that the
Contractor receives a consolidated set of comments from the City and the Consultant. The
Consultant will develop a list of Operations and Maintenance manuals that are to be submitted
by the Contractor and will include this list in the bid documents.
Not more than one month before the expiration of the City's contractor's 1 -year warranty period,
the Consultant will assist the City in the development of a list of warranty items that require
attention. Development of this list will require the Consultant to visit and inspect the project
improvements.
CitvofAuburn AGC -457
Les Gave Yourh anrd Communl(v Centers 6 October 1014
EWnba A DRAFT Scope of Work
EXHIBIT B
FEE SCHEDULE
Exhibit B
Agreement No. AG -C-457
Page 1 of 1
AUBURN YOUTH CENTER AND COMMUNITY CENTER
TASK I SCOPE DESCRIPTION
15- Oct -141
A/E FEE
$1,029,944
remarks
TASK 1 - SCHEMATIC DESIGN 30%
17%
$175,090
Two City Council Meetings
brainstorming and options
Two Community Meetings
brainstorming and options
Two Client Engagement Meetings
One Client/Team Brainstorming Meeting
brainstorming, options, eco- charrette
Individual Outreach Meetings
8 total
Tour of Centers
day to be confirmed
Programming
rooms, sizes, adjacencies
2 -3 Design Optioins w ROM Estimates
one and two story studies
Preferred Option
drawings
basis of design
outline specifications
estimate
Review
by client representatives
Renderings
PR / outreach
TASK 2 - DESIGN DEVELOPMENT
60%
`
I
17%
$175,090
_
City Council Meeting
—
design review
Community Meetings
design review
Client Engagement Meetings
technical and design reviews
LEED Certification
50% DO
team coordination
drawings, all consultants
outline spec, all consultants
100% DO
drawings, all consultants
outline spec, all consultants
(
1
estimate
Review
I
TASK 3 - PERMITTING AND
CONSTRUCTION DOCUMENTS
(100 %)
35%
$360,480
City Council Meeting
design review
Community Meetings
design review
Client Engagement Meetings
technical and design reviews
LEED Certification
50% CD
team coordination and permitting
drawings, all consultants
specifications
Permitting
SEPA, building, land use, etc.
100% DD
drawings, all consultants
specifications
estimate
TASK 4 - BIDDING }
2%
$20,599
Questions
Addenda
based on questions
Bid Opening
TASK 5 - CONSTRUCTION
27%
$278,085
Meetings
weekly
Submittals / Shop Drawings
Requests for Information
monthly
Pay Requests
Punch and Backpunch
site and building
LEED Certification
jongoing
TASK 6 - PROJECT CLOSEOUT
2%
$20,599
Record Drawings
digital and mylar
O and M Manuals
consultant's review by discipline
1
Warranty walk- through
one -year after substantial completion
EXHIBIT C
SCHEDULE
Exhibit C
Agreement No. AG -C-457
Page 1 of 2
AUBURN YOUTH / TEEN CENTER AND COMMUNITY CENTER Wed 10/16114
DRAFT SCHEDULE
to T..k
Nam.
.Tale =.Zs� �SGZyZaZaSrTr1= +'CtSa__�= p�SC- w_Ti= C•�0 =t�S.s
- I
E Scoping and Contract
2
Scope Project, Assemble Design Team
- ]
Les Gove Committee
`le'
4
Finance Committee
Contract - Council Review
is
Contract Final
i—
tnfonnatbn
- -s
Existing Drawings
- /0-
Hazardous Materials Survey
"`�0
—A
Site Survey
��
L
—1i
Geoiech Survey
i]
14
Schematic Design 307.
is
Client Engmt / Design Team - BrainstorminglEco Charrede
�h"a
—'a-'
Ciity Council - Brainstorm / Visual Tour
't
Community, YC and JRCC - Brainstorm
—1a
Community Outreach Meetings
ie
SO - Options /ROM Estimates
`20
Client Engagement - Options and Estimates
♦Tt
n
City Council- Options and Estimates
""
22
Community. YC and JrCC - Options and Estimates
SO- Complete
+n.rflu
n J
-21
1 Owner Review of SO
26
Renderings
Design Development 609:
DO - Commence
25:1
22
Client Engagement - Design Review
1°D
OD - Refine and Estimate
'',n i wr
City Coundl - Design Review
]32
Community, YC and JrCC- Design Review
DO - Complete w/ Estimate Owner Review of OD
38
.Construction Documents 100Y.
CD- Commence
Client Engagement - Design Review
r �1 N
]a
la
CD- Refine and Estimate
City Council - Proled Status
CD - Complete
eo
i]
x_,13_
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Permit
tin ml
SIBidding
�
-"Contract
I
is
—49
Construction
M-
Constmdion
a1
C.=,dionig
—63
Move -In
s]«
M
Opening of Centers
86
Project Close Out
wad..
EXHIBIT D
CONSULTANT INVOICES
CONSULTANT invoices should contain the following information:
• On CONSULTANT letterhead.
• A cover letter stating the status of each task including deliverables completed to date. 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.
• Lump Sum amount being requested by Task for the pay period.
• 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
• 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 3rd.
Exhibit D
Agreement No. AG -C -457
Page 1 of 1