HomeMy WebLinkAboutECS Engineering Inc AG-C-149AGREEMENT FOR PROFESSIONAL SERVICES
AG-C-149
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 with, ECS Engineering, Inc., a corporation whose address is 18311
BothelI-Everett Highway Ste 260 Bothell WA 98012, 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, attached and by this reference made 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, 2003.
The established completion time shall not be extended because of any delays
attributable to the CONSULTANT, but may be extended by the CITY in the event of a
delay attributable to the CITY, or because of unavoidable delays caused by an act of
GOD or governmental actions or other conditions beyond the control of the
CONSULTANT. A prior supplemental Agreement issued by the CITY is required to
extend the established completion time.
3. COMPENSATION.
The total amount of the Agreement is not to exceed $51,348.00. Paid per rates
are attached in the fee schedule as shown on Exhibit B, which is attached and by this
reference made part of this Agreement.
Agreement for Professional Services AG-C-149
June 23, 2003
Page 1 of 11
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 reference made a part of this Agreement. These charges may
include, but are not limited to the following items: reproduction fees, communication
fees, and mileage. 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 retain~ed by the
CONSULTANT. Copies of the original supporting documents shall be supplied to the
CITY upon request. All above charges must be necessary for the services provided
under the Agreement.
In the event services are required beyond those specified in the Scope of Work,
and not included in the compensation listed in this Agreement, a contract modification
shall be negotiated and approved by the CITY prior to any effort being expended on
such services or work shall be authorized in writing under the Management Reserve
Fund as detailed in Section 4.
4. MANAGEMENT RESERVE FUND,
The CITY may establish a Management Reserve Fund to provide fle,xibility 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 CONSUL'rANT
expending any effort on such services, and shall not exceed $10,000.00. '['his fund
may be replenished in a subsequent supplemental agreement. Any changes requiring
additional costs in excess of the Management Reserve Fund shall be negol:iated and
approved by the CITY prior to any effort being expended on such services.
Agreement for Professional Services AG-C- 149
June 23, 2003
Page 2 of 11
5. RESPONSIBILITY OF CONSULTANT.
The CONSULTANT shall be responsible for the professional quality, technical
accuracy, timely completion and the coordination of all studies, analysis, designs,
drawings, specifications, reports and other services performed by the CONSULTANT
under this Agreement. The CONSULTANT shall, without additional compensation,
correct or revise any errors, omissions or other deficiencies in its plans, designs,
drawings, specifications, reports and other services required. The CONSULTANT shall
perform its services to conform to generally accepted professional engineering
standards and the requirements of the CITY.
Any approval by the CITY under this Agreement shall not in any way relieve the
CONSULTANT of responsibility for the technical accuracy and adequacy of its services.
Except as otherwise provided herein, neither the CITY'S review, approval or
acceptance of, nor payment for, any of the services shall be construed to operate as a
waiver of any rights under this Agreement or of any cause of action arising out of the
performance of this Agreement to the full extent of the law.
6. INDEMNIFICATION/HOLD HARMLESS.
The CONSULTANT shall indemnify and hold the CITY and its officem and
employees harmless from and shall process and defend at its own expense all claims,
demands, or suits at law or equity arising in whole or in part from the CONSULTANT'S
negligence or breach of any of its obligations under this Agreement; provided that
nothing herein shall require the CONSULTANT to indemnify the CITY against and hold
harmless the CITY from claims, demands or suits based solely upon the conduct of the
CITY, their agents, officers and employees and provided further that if the claims or
suits are caused by or result from the concurrent negligence of (a) the CONSULTANT'S
agents or employees and (b) the CITY, their agents, officers and employees, this
Agreement for Professional Services AG-C-149
June 23, 2003
Page 3 of 11
indemnity provision with respect to (1) claims or suits based upon such negligence, (2)
the costs to the CITY of defending such claims and suits, etc. shall be valid and
enforceable only to the extent of the CONSULTANT'S negligence or the negligence of
the CONSULTANT'S agents or employees. The provisions of this section shall survive
the expiration or termination of this Agreement.
7. INDEPENDENT CONTRACTOR/ASSIGNMENT.
The parties agree and understand that the CONSULTANT is an independent
contractor and not the agent or employee of the CITY and that no liability shall attach to
the CITY by reason of entering into this Agreement except as otherwise provided
herein. The parties agree that this Agreement may not be assigned in whole or in part
without the written consent of the CITY.
8. INSURANCE.
CONSULTANT shall procure and maintain for the duration of this Agreement,
commercial general liability insurance against claims for injuries to persons or damage
to property which may arise from or in conjunction with services provided to the CITY by
the CONSULTANT, its agents, employees or subcontractors, under this Agreement.
The CONSULTANT agrees to provide commercial general liability insurance and shall
maintain liability limits of no less then ONE MILLION DOLLARS ($1,000,00.0) per
occurrence and ONE MILLION DOLLARS ($1,000,000) general aggregate. The
CONSULTANT shall also provide and maintain professional liability coverage in the
minimum liability limits of ONE MILLION DOLLARS ($1,000,000) per claim .and TWO
MILLION DOLLARS ($2,000,000) aggregate.
The general liability coverage shall also provide that the CITY, its officers,
employees and agents are to be covered as additional insured as respects: Liability
arising out of the services or responsibilities performed by or under obligation of the
Agreement for Professional Services AG-C- 149
June 23, 2003
Page 4 of 11
CONSULTANT under the terms of this Agreement, by the CONSULTANT, its
employees, agents and subcontractors.
Both the general liability and professional liability coverage shall provide that the
CONSULTANT'S insurance coverage shall be primary insurance as respects the CITY,
its officials, employees and agents. Any insurance or self insurance maintained by the
CITY, its officials, employees or agents shall be excess to the CONSULTANT'S
insurance and shall not contribute with it. Each insurance policy required hy this
section of the Agreement shall be endorsed to state that coverage shall not be
suspended, voided, or canceled except when 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. The CONSULTANT agrees to provide copies of the certificates of
insurance to the CITY specifying the coverage required by this section within 14 days of
the execution of this Agreement. The CITY reserves the right to require that complete,
certified copies of all required insurance policies be submitted to the CITY at any time.
The CITY will pay no progress payments under Section 3 until the CONSULTANT has
fully complied with this section.
9. NONDISCRIMINATION.
The CONSULTANT may not discriminate regarding any services or activities to
which this Agreement may apply directly or through contractual, hiring, or other
arrangements on the grounds of race, color, creed, religion, national origin, sex, age, or
where there is the presence of any sensory, mental or physical handicap.
10. OWNERSHIP OF RECORDS AND DOCUMENTS.
The CONSULTANT agrees that any and all drawings, computer discs,
documents, records, books, specifications, reports, estimates, summaries and such
Agreement for Professional Services AG-C-149
June 23, 2003
Page 5 of 11
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.
11. CERTIFICATION REGARDING DEBARMENT~ SUSPENSlON~ AND
OTHER RESPONSIBILITY MATTERS-PRIMARY COVERED TRANSACTIIONS.
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
Agreement for Professional Services AG-C-149
June 23, 2003
Page 6 of 11
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.
12. TERMINATION OF AGREEMENT,
This Agreement may be terminated by either party upon twenty (20) days written
notice to the other party, and based upon any cause. In the event of termination due to
the fault of other(s) than the CONSULTANT, the CONSULTANT shall be paid by the
CITY for services performed to the date of termination.
Upon receipt of a termination notice under the above paragraph, the
CONSULTANT shall (1) promptly discontinue all services affected as directed by the
written notice, and (2) deliver to the CITY all data, drawings, specifications, reports,
estimates, summaries, and such other information and materials as the CONSULTANT
may have accumulated, prepared or obtained in performing this Agreement, whether
completed or in process.
Agreement for Professional Services AG-C-149
June 23, 2003
Page 7 of 11
13. GENERAL PROVISIONS.
13.1. This Agreement shall be governed by the laws, regulations and ordinances
of the City of Auburn, the State of Washington, King County, and where applicable,
Federal laws.
13.2. All claims, disputes and other matters in question arising out of, or relating
to, this Agreement or the breach hereof, except with respect to claims which have been
waived, will be decided by a court of competent jurisdiction in King County, Washington.
Pending final decision of a dispute hereunder, the CONSULTANT and the CITY shall
proceed diligently with the performance of the services and obligations herein.
13.3. In the event that any dispute or conflict arises between the parties while
this Agreement is in effect, the CONSULTANT agrees that, notwithstanding such
dispute or conflict, the CONSULTANT shall continue to make a good faith effort to
cooperate and continue work toward successful completion of assigned duties and
responsibilities.
13.4. The CITY and the CONSULTANT respectively bind themselves, their
partners, successors, assigns, and legal representatives to the other party 1:o this
Agreement with respect to all covenants to this Agreement.
13.5. This Agreement represents the entire and integrated Agreement between
the CITY and the CONSULTANT and supersedes all prior negotiations, representations
or agreements either oral or written. This Agreement may be amended onl!! by written
instrument signed by both the CITY and the CONSULTANT.
13.6. Should it become necessary to enforce any term or obligation ,of this
Agreement, then all costs of enforcement including reasonable attorneys fees and
expenses and court costs shall be paid to the substantially prevailing party.
Agreement for Professional Services AG-C- 149
June 23, 2003
Page 8 of 11
13.7. The CONSULTANT agrees to comply with all local, state and federal laws
applicable to its performance as of the date of this Agreement.
13.8. If any provision of this Agreement is invalid or unenforceable, the
remaining provisions shall remain in force and effect.
13.9. This Agreement shall be administered by David Bloxom, 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: Gary McConnell
25 W Main Street
Auburn WA 98001
Phone: 253.288.3150
Fax: 253.931.3053
E-mail: gmcconn@ci.auburn.wa.us
ECS Engineering, Inc.
Attn: David Bloxom
18311 BothelI-Everett Highway Ste 260
Bothell WA 98012
Phone: 425.402.6029
Fax: 425.483.3989
E-mail: bloxomd@ecs-engineering.com
13.10. All notices or communications permitted or required to be given under
this Agreement shall be in writing and shall be delivered in person or deposited in the
United States mail, postage prepaid. Any such delivery shall be deemed to have been
duly given if mailed by certified mail, return receipt requested, and addressed to the
address for the party set forth in 13.9, or if to such other person designated by a party
to receive such notice. It is provided, however, that mailing such notices or
communications by certified mail, return receipt requested is an option, not a
requirement, unless specifically demanded or otherwise agreed.
Any party may change his, her, or its address by giving notice in writing, stating
his, her, or its new address, to any other party, all pursuant to the procedure set forth in
this section of the Agreement.
Agreement for Professional Services AG-C-149
June 23, 2003
Page 9 of 11
13.11. This Agreement may be executed in multiple counterparts, each of which
shall be one and the same Agreement and shall become effective when one or more
counterparts have been signed by each of the parties and delivered to the other party.
Agreement for Professional Services AG-C- 149
June 23, 2003
Page 10 of 11
ATTEST:
CITY OF AUBURN .._.
% .
Peter B Lew~s, Mayor
~/~1;3efliel B. Heid, City Attorney
ECS ENG~~
BY: _
Title:
Federal Tax ID # ~'/'-
H:\CONSULTANTS~AGREEMENTS~AGC149 AGREEMENT. DOC
Agreement for Professional Services AG-C-149
June 23, 2003
Page 11 of 11
EXHIBIT A
PROJECT SCOPE
Project Scope
The overall scope of the project is to evaluate the existing City-wide SCADA system. We understand the
desire of the City is to have a SCADA system that will meet the needs of the City by providing:
Easy and efficient access to operational and historical data
· Reliability, without being overly complicated
· Easy to maintain and operate
· Cost effectiveness
· Easy expansion as new systems are brought on line
· Off the shelf- non-proprietary equipment, hardware and SQL compatible software is desired.
There are no one size fits all solution to the installation of a SCADA system. Issues such as existing re-
usable equipment, communications options, user requirements and desires all play roles in the final
SCADA system product.
Proposed Engineering Services Scope
The Scope of this project is to develop the necessary documentation and implementation procedures for
the evaluation of the City-wide SCADA system.
Information Gathering and Review:
We propose that the first portion of this project include collecting copies of pertinent information on the
facilities. The information gathering would include working with the City to collect engineering drawings
and other documentation of the remote sites. Drawings will include the SCADA System drawings, Bid
Specifications and Plan and Detail drawings for the remote facilities. Other pertinent documentation will
include Water, Storm/Drainage and Sewer Master Plans, O&M Manuals, and the like.
EES Review of Existing Water Comprehensive Plan
EES will review any SCADA controls description from the existing City Water Comprehensive
Plan.
EES Review of Existing Sewer Comprehensive Plan
EES will review any SCADA controls description from the existing City Sewer Comprehensive
Plan.
EES Review of Existing Comprehensive Drainage Plan
EES will review any SCADA controls description from the existing City Comprehensive
Drainage/Storm Plan.
EES Review of Hydraulic Modeling - Water System
EES will perform basic review of existing City hydraulic model. EES will suggest operating
scenarios to be modeled by others and will review model results as required.
Site Visits:
David Bloxom (Project Manager) was involved in the implementation and installation of the existing City's
SCADA system. Therefore, ECS proposes that in the information gathering stages, that site visits to the
remote locations can be limited to sites that have been added or modified since the original SCADA
installation and/or original sites that have planned modifications or expansions. (Storm stations to be
Page I of 5
designers visiting each site, which would be very costly. During these visits, the existing SCADA
connections will be reviewed, operation of the station will be discussed with the City and EES, and any
planned future modifications or expansions for the facilities will be discussed.
As a part of this information review process, EES will review the Water, Storm -and Sewer
Comprehensive - gm Plans in order to ascertain if there are any potential facility operational changes that
could be implemented to improve system efficiency and reliability.
EES Tours of City Facilities and Analysis of Data
Together with ECS, EES will tour several of City's facilities and meet with operators to discuss
current and any proposed logic for operational controls. EES will analyze historical operating data
at these facilities to assess their performance and recommend any changes in operational set
points or other operating strategies. Up to ten facilities are anticipated to be visited.
Project "Technology Workshops":
There is truly no "one size fits all" solution to SCADA systems. We propose workshops, which would
include briefings on current technologies, options of communication media, SCADA hardware, and
Operator Interfaces (panels vs. computer screens).
To begin, ECS proposes to hold an internal informational Workshop with ECS/EES's Key Staff (and City
Staff if the City desires) to review the City facilities, operational data, geographical information, and any
other pertinent information. This workshop familiarizes the Key Staff members with the aspects of the City
related to the SCADA system.
The next step in the process would be to hold a series of Workshops with City Staff. These Workshops
could be broken into separate sessions on:
Hardware (PLC vs. RTU for example)
Communication (leased line telephone, radio, Internet)
Operator Interfaces (panels, Computer Screens)
Remote Data Access (Ethernet, Intemet, dial-in)
Potential system operational changes
Each session would include a presentation by ECS on the pros and cons of the options awlilable as they
relate directly to the City, and will be followed by discussions with the City on the City's opinions for the
options. The outcome of the discussions would be a determination of the path to take for this project.
In the event that the City would like to entertain radio or cell - gm communications, ECS will work with a
Radio consultant to review the City topology. This review will include a computer-based survey to
determine the locations that could be served by a radio communication system. This survey will be used
in the communications Workshop in the discussions of the pros and cons of using radio or cell phones.
Minutes of each Workshop will be developed and distributed to the City for concurrence with the decisions
and direction that was determined in the Workshop.
Pre-Design Report:
At the end of the Workshop phase ECS and EES will develop a Draft Project Pre-Design Report. This
report will be based on the decisions made in the workshops. The proposed Pre-Design Report would
include sections such as:
a) Executive Summary
b) Purpose of Report
c) Discussion
d) Recommendations
e) Cost Estimate
f) Construction Schedule (if required)
Page 2 of 5
The report will include text on any recommended system configuration, hardware to be used,
communications media, software, information access, and recommended operational cha~nges.
Report will be submitted to the City for review and final comments.
This Draft
ECS/EES will attend a review meeting with the City to discuss comments and answer questions based on
the Report. ECS/EES will incorporate the decisions made in the meeting in the final of the Pre-Design
Report. This Report will be the basis of design for the project.
Project Deliverables
Pre-Design Phase
Project Workshop Meeting Minutes
Draft Pre-Design Report
Final Pre-Design Report
PROPOSED PROJECT PERSONNEL
Project Management
Project Manager
David Bloxom is serving as the Principal-In-Charge and Technical Director for the project.
Assigned Staff
Brian Brewer
Mr. Brewer, who serves as ECS Engineering's Control Systems Principal, will help Mr. Bloxom
lead the workshops.
Brian Carter
Mr. Carter, who resides in Auburn, WA. will be involved the workshop(s) related to technology and
the integration of new and existing SCADA system components.
Martin Medak
Mr. Medak is available as a primary back up controls engineer for any of the above, mentioned key
controls personnel in the event of an illness or any other unforeseen event.
Bryan Kawamura
Mr. Kawamura will be available as back up controls engineer for any of the above rnentioned key
controls personnel in the event of an illness or any other unforeseen event.
Allen Fitz, P.E. (EES), Greg Pierson, P.E. (EES), Doug Howie, P.E. (EES)
Mr. Fitz, Mr. Howie, and Mr. Pierson will assist the Team by providing input into the operation of
the facilities. Mr. Pierson and Mr. Fitz will also be available to review Water & Sewer Comp. Plan
data to possibly provide suggested operational modification that can be designed into the SCADA
system that could improve certain facilities' operations.
Page 3 of 5
ESTIMATED LABOR HOURS AND COSTS
Project Cost (see Exhibit B - Fee Schedule)
Project Management (ECS):
Direct Labor:
OH ~ 164%:
Sub-Total:
12% Fee:
Total:
$ 2,490
$ 4,084
$ 6,574
$ 789
$ 7,362
Pre-design Phase
ECS:
Direct Labor:
OH ~ 164%:
Sub-Total:
12% Fee:
Contract Total:
$ 8,220
$13,481
$21,701
$ 2,604
Total:
Misc. Direct Costs (including 10% mark-up):
EES (including 10% mark-up):
$24,305
$ 1,045
$18.636
$51,348
Approximate Proiect Time Schedule
Notify fu'm chosen By May 23, 2003
Firm submits price breakdown By June 13, 2003
City reviews breakdown, issues decision By July 3, 2003
Execution of contract if decision acceptable By August 8, 2003
Draft report due By October 3, 2003
Meeting to discuss draft report By October 31, 2003
Final report By November 28, 2003,
Meeting to discuss final report By December 19, 2003
Page 4 of 5
June 12,2003
City of Auburn
25 West Main Street
Auburn, WA 98001
Attention:
Subject:
Gary McConnell
Proposal for Professional Engineering Services - City of Auburn
Control System Re-Programming Project
Dear Gary,
We would like to start by thanking the City of choosing ECS Engineering for this project. We are very
much looking forward to working withy you on this project.
Included with this propsal is our scope of services that is based on our origional proposal dated August 28,
2002. We have included all of the tasks listed in our origional proposal and the items of interest that you
included in your review of our Draft last week.
As further deffinition to the scope of services that we have agreed on, I'd like to describe the work that we
anticiapte with some of the items of scope:
Site Vists: Druing the site visits, we anticiapte that we will discuss the process and functions of each site,
what is working at the site, what may not be working, the interactions between the telemetry system and
the equipment at each site, identify any equipment or process that is presently not monitored that staff has
the desired to be monitored, etc. We anticipate that all City Division stakeholders for each area (water,
wastewater, surface water) will attend the site vistis associated with their Division.
Workshops: As with the site visits, it is anticiapted the all stakeholders associate with this project will
attend the workshops that are discussing subjets that will affect them. These discussions will be heald at
a City facilty of the City's choosing except for the internal kick off and the Operator Intrfaces workshops.
These two will he beld at ECS's office. The Operator Interface workshop at ECS's office will allow us to
set up various systems that we have developed using different software packages (I-Fix, wonderware,
RSView) for demonstration to City staff. This will allow the staff to see differences between systems at
one location to make it easier to discuss likes and dislikes of each at one time.
The overall reslut of this project is for the City of Auburn to have a definitive document that identifies the
condition of the existing system, idenitfies the options available for the telemtry system to take the City into
the future, and defines all upgrades (and associated costs) that may be needed to ensure the City has a
telemetry system that meets their needs in the future.
After you have had a chance to review this final draft, please don't hesitate to call to discuss any portion of
this proposal. If you would like to meet fact to fact, both ECS and EES are very willing to meet with you at
your earlier convience.
Sincerely,
ECS Engineering, Inc.
David Bloxom, P.E.
President
Page 5 of 5
EXHIBIT B
FEE SCHEDULE
CITY OF AUBURN 6/27/03
SCADA SYSTEM PLAN UPGRADE 00173.1
TASK 1.2 PRE-DESIGN
Phase Description Bloxom, D Brewer, B. Carter, B. Llona, S. Total
Rate $50 $40 $33 $25 Costs
.2.1 INFORMATION (JATHERING & REVIEW
PULL & RETRIEVE DATA 8 8 $720
REVIEW SEWERS/STORM/DRAINAGE 4 4 $360
REVIEW WATER 4 4 $360
SCADA SYSTEM 4 4 $360
.2.2 SITE VISITS
SEWER/STORM/DRAINAGE SITES 8 8 $720
WATER SITES 8 8 $720
.2.3 WORKSHOPS
INTERNAL KICK-OFF 4 4 12 $756
OPERATIONAL (# 1&2)
PREP TIME 2 2 $180
WORKSHOP 4 4 $360
MEETING MINUTES 2 2 $150
HARDWARE (#3)
PREP TIME I I $90
WORKSHOP 2 2 6 $378
MEETING MINUTES I 2 $100
COMMUNICATIONS (#4)
PREP TIME 4 2 $280
WORKSHOP 2 2 6 $378
MEETING MINUTES I 2 $100
DATA ACCESS
PREP TIME I I $90
WORKSHOP 2 2 6 $378
MEETING MINUTES I 2 $100
.2.4 PRE-DESIGN REPORT 8 16 24 $[,640
Hour Totals 7 I 72 30 32 205
LABOR T~)TAL iii 220
OVERHEAD (~ 164% $13,481
SUBTOTAL $21,701
PLUS 12% PROFIT $2,604
TOTAL $24,305
Page 1 of l
EXHIBIT C
DIRECT NON-SALARY REIMBURSABLE EXPENSES
Reproduction Fees
Communication Fees
Mileage at $0.36/mile or the current approved IRS rate.
It is understood that all reimbursements are at cost and will be marked-up 10%.
Subcontracts: The CONSULTANT, at the CITY'S request shall enter into subcontracts
with other consultants, such as appraisers and/or environmental consultants, etc. If
approved, the CITY shall reimburse the CONSULTANT for the actual cost of the
subcontracts plus a 10% markup to cover the CONSULTANT'S additional overhead
expense associated with the Subcontract.
Page 2 of 3
CONSULTANT INVOICES
Consultant invoices should contain the following information:
On consultant letterhead.
A cover letter stating the status of each task. This should include items completed, percent
completed during the billing period and completion along with funding status.
Internal invoice number and/or sequential numeric number (i.e.: progress payment # 10).
Invoice date.
Period of time invoice covers.
Consultant Agreement # (i.e.: AG-C-115).
Project number(s) listed (i.e.: PR562).
City's project manager listed.
The hour(s) per person broken down by task(s) (attach timesheets, spreadsheet detailing
timesheets, or some other form of proof) along with type of work done (i.e.: design,
right-of-way, or construction) or task order number.
Direct salary (base salaries)
Indirect salary (benefits)
Direct non-salary (i.e.: mileage, reproduction fees (i.e.: printing, copying), communication
fees (i.e.: telephone), supplies, computer charges, subconsultants), indirect non-salary
(overhead). The City does not pay for consultant meals unless part of a task requires travel
outside of the greater Seattle, Tacoma, and Everett area. These costs are to be broken
down and backup information is to be attached to invoice. Project managers are to inform
consultants as to what is required for break down information and if backup inl:ormation is to
be attached. Break out the same for subconsultant charges.
Previous and remaining base contract amounts left in each task and total contract - total
authorized amount (bottom line figure). Add amendments to this base contract amount for
total authorized amount.
Percentage of work completed to date compared to total amount of work (if required by the
project manager).
Status of Management Reserve Fund (MRF) (i.e.: a certain task) until we can get an
amendment in place.
Invoices for previous year are due by January 15th.
For grant/special funded projects there might be other special information needed,
reference the LAG manual.
SAMPLE INVOICE
City of Auburn Invoice #: 5222
25 West Main Progress Payment #: 2
Auburn WA 98001 Invoice Date: February 10, 2002
Attn: Scott Nutter (Project Engineer) Project Name: Thomas Nelson Farm
Agency Agreement #: AG-C-010 Project #: PR562
Engineering Services performed during the period of: January 2002
SAMPLE ENGINEERING, INC.
Personnel
Hours Hourly Rate Amount
$125.00 $125.00
$ 72.00 $144.00
$ 48.00 $480.00
$749.00
Mike Jones, Principal in Charge 1
Carla Maker, Architect 5
Joe Smith, Word Processing 10
Consultant Personnel Sub Total:
Expenses (see attached documentation) Charges
Mileage ($0.345/mile): 20 miles
Communications: $30.00
Printinq: $29.00
Consultant Expenses ,Sub Total:
Multiplier Tota!
x 1.1 $ 7.59
x 1.1 $33.00
x 1.1 $31.90
$72.49
Consultant Total.*
$821.49
SUB CONSULTANTS
Subconsultant (see attached documentation) Hours
ABC ENVIRONMENTAL, INC., Civil Engineer 10
ELECTRICAL CONSULTING, Electrical Engineer 5
MECHANICAL SOLUTIONS, Mechanical Engineer 10
MOVING COMPANY, Movin,q Consultant 2
Subconsultant Sub Total:
x 1.1 Multiplier:
Hourly Rate Amount
$100.00 $1,000.00
$100.00 $ 500.00
$100.00 $1,000.00 MRF*
$100.00 $ 100.00
$2,6O0.OO
$ 26O.OO
Subconsultant Total: $2,860.00
........................................................ ................................... ..........................
CONTRACT BREAKDOWN
Amount Prior This Total Invoiced % % Amount
Task Authorized Invoiced Invoice To Date Expended Completed Remaining
Original
Contract $22,000 00 $1 025 00 $2,681 49 $3 706 49 2 o
............................................................. ~ ..................................... : ......................................... '- ................................. -' .......................... 0..~ ......... ~..5..~. .................... .$_1_.8,293.51
MRF* $2,500.00 $0.00 $1,000.00 $1,000.00 40% 45%
TOTAL $24,500.00 $t,026.00 $3,681.49 $4,706.49 $19,793.51
Note: MRF=Management Reserve Fund
* Received a written authorization of MRF on 1/10/01 for Mechanical Engineer task in the amount
of $2,000.00.