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HomeMy WebLinkAboutMirai Associates AG-C-193AGREEMENT FOR PROFESSIONAL SERVICES AG-C-193 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, Mirai Associates, a corporation whose address is 19110 Bothell Way NE, Suite 202, Bothell, WA 98011, 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 April 30, 2004, as shown on Exhibit B, which is attached hereto and by reference made a part of this Agreement. 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 compensation to be paid to the CONSULTANT shall not exceed $110,000.00 for the year 2003. 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 amount of the agreement is not to Agreement for Professional Services AG-C-193 April 25, 2003 Page I of 10 exceed $141,743.00. Rates of staff shall be paid per rates in the attached Exhibit C, Cost Summary. Exhibit C is attached hereto and by reference made a part of this Agreement. The CONSULTANT shall be paid by the CITY for direct non-salary cost, per attached Exhibit D, at the actual cost to the CONSULTANT plus 10%. Exhibit D 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 retained by the CONSULTANT. Copies of the original supporting documents shall be supplied to the CITY upon request. All above charges must be necessary for the services provided under the Agreement. In the event services are required beyond those specified in the Scope of Work, and not included in the compensation listed in this Agreement, a contract modification shall be negotiated and approved by the CITY prior to any effort being expended on such services. 4. 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 Agreement for Professional Services AG-C-193 April 25, 2003 Page 2 of 10 for, any of the services shall be construed to operate as a waiver of any fights under this Agreement or of any cause of action arising out of the performance of this Agreement to the full extent of the law. 5. INDEMNIFICATION/HOLD HARMLESS. The CONSULTANT shall indemnify and hold the CITY and its officers 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 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. 6. 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. Agreement for Professional Services AG-C-193 April 25, 2003 Page 3 of 10 7. 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 ($1,000,000) 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 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 by 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 fi'om 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 Agreement for Professional Services AG-C- 193 April 25, 2003 Page 4 of 10 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. 8. 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. 9. 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. Agreement for Professional Services AG-C- 193 April 25, 2003 Page 5 of 10 10. CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS-PRIMARY COVERED TRANSACTIONS. The prospective primary participant certifies to the best of its knowledge and belief, that it and its principals: (a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or agency; (b) Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission or fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) transaction or contract under a public transaction; violation of federal or state antitrust statues or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; (c) Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (federal, state, or local) with commission of any of the offenses enumerated in paragraph "(b)" of this certification; and (d) Have not within a three-year period preceding this application/proposal had one or more public transactions (federal, state, or local) terminated for cause or default. Where the prospective primary participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. 11. 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 Agreement for Professional Services AG-C-193 April 25, 2003 Page 6 of 10 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. 12. GENERAL PROVISIONS. 12.1. 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. 12.2. 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. 12.3. 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. 12.4. 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. 12.5. This Agreement represents the entire and integrated Agreement between the CITY and the CONSULTANT and supersedes all prior negotiations, representations or agreements Agreement for Professional Services AG-C-193 April 25, 2003 Page 7 of I 0 either oral or written. This Agreement may be amended only by written instrument signed by both the CITY and the CONSULTANT. 12.6. 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. 12.7. The CONSULTANT agrees to comply with all local, state and federal laws applicable to its performance as of the date of this Agreement. 12.8. If any provision of this Agreement is invalid or unenforceable, the remaining provisions shall remain in force and effect. 12.9. This Agreement shall be administered by Don Samdahl, 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: Joe Welsh, Transportation Planner 25 W Main Street Auburn WA 98001 Phone: 253.804.5050 Fax: 253.931.3053 E-mail: jwelsh~ci.aubum.wa.us Mirai Associates Attn: Don Samdahl 19110 Bothell Way NE, Suite 202 Bothell WA 98011 Phone: 425.415.0905 Fax: 425.415.0935 E-mail: don@miraiassociates.com 12.10. 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, retum receipt requested, and addressed to the address for the party set forth in 12.9, 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. Agreement for Professional Services AG-C- 193 April 25, 2003 Page 8 of 10 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. 12.11. 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- 193 April 25, 2003 Page 9 of I 0 ATTEST: Danielle E. Daskam, City Clerk CITY~RN -.... Peter B Lewis, Mayor APPROVED AS TO FORM: ~efB Heid, Cq~Attbmey MIRAI ASSOCIATES Title:~/'rl C,~jOt:: ~ FederalTaxlD# ? File: H:\CONSULTANTS'~GREEMENTSX2003'~GC193 AGREEMENT.DOC Agreement for Professional Services AG-C-193 April 25, 2003 Page 10 of 10 Exhibit A - Scope of Services Auburn Transportation Plan Update Mirai Associates SCHEDULE Work on the Transportation Plan Update will begin in the second quarter of 2003. The Plan is anticipated to take 12 months from the start date to complete in FINAL form. Policy work is expected to be completed by mid-July 2003. SCOPE OF WORK 1.0 Project Administration - Consultant and City lead The Consultant will provide project administration and serve as a liaison to City staff throughout plan development and adoption. Each month the Consultant will prepare a status report of work completed, summarizing the time expended and progress billings, schedule, budget status and key contacts made during the period. The Consultant will provide document review and quality assurance through its QA/QC program. Deliverables: Monthly progress reports; invoices; schedule updates. 2.0 Work Plan Development- Consultant lead, City support The Consultant will review federal state, regional, and city requirements/guidelines for plan completion. The Consultant will conduct informal meetings with City staff to identify goals for the Plan and for the process for public involvement, including development of the Technical Advisory Committee (TAC), which will guide the study team. Assumptions: Consultant will lead up to two (2) meetings with City staff. Deliverables: Work Plan; Project Schedule with milestones, deliverables, critical path; Plan Goals; meeting minutes. 3.0 Background Research and Data Gathering - Consultant lead, City support The Consultant will obtain and review relevant planning documents from City staff (Non- motorized Plan, Airport Plan, Downtown Plan etc) and other agencies (WSDOT, PSRC, King County, Pierce County and adjacent cities). Two copies of the current Comprehensive Transportation Plan and Comprehensive Plan, and one copy each of the Airport Plan and Non-Motorized Plan will be provided at no cost to the Consultant. The Consultant will prepare a data-gathering plan to be implemented during Task 5.0. Page 1 of 6 The Consultant will determine the relationship and connection to other planning efforts within the city, county, region, and state. Deliverables: Memorandum summarizing background research and data gathering plan. 4.0 Policy Development - City lead, Consultant support The Consultant will support City staff by critiquing and refining transportation goals, objectives and policies. Based on comments from community meetings, issues learned during the needs assessment process, existing City policy (based on research on Task 3.0) and input from City staff, the Consultant will develop transportation goals and objectives, including non-motorized, for City review. Based on these transportation goals and objectives, City staff will develop new policies and modify existing policies, including non-motorized policies. The Consultant will review the City drafted policies and provide comment. The Consultant will provide a brief critique of Goals and Policies in comparison with other agencies. The Consultant will review the City's current concurrency process and compare with GMA requirements. The Consultant will produce a short/long range plan for concurrency within the City. Topics to be addressed include Level of Service standards, concurrency analysis methods, and interaction with land use decisions. Assumptions: The Consultant will draft transportation goal and objective statements that will serve as the basis for policy development. The City will develop policies with critiquing assistance from the Consultant. Goal/Policy text will be incorporated into the City's Comprehensive Plan, and will be referenced in the Transportation Plan. The City will finalize policy language and format as part of the Comprehensive Plan Update process. Consultant may be asked to prepare sections of policy language upon request of the City and will suggest edits to material developed by City. Consultant will provide relevant text in electronic format for use by the Planning staff in preparation of the Comprehensive Plan. The Transportation Plan will reference the Comprehensive Plan for policy language. Deliverables: Summary Memorandum documenting Goals and Strategy Statements (City lead; Consultant support). 5.0 Transportation Needs Assessment - Consultant lead, City support Based on land use plan and traffic model data, community feedback and goals and policies, identify: · motorized capacity/concurrency needs · airport needs (pull from existing Airport Plan) · non-motorized needs · Freight mobility needs · Transit needs Page 2 of 6 Consultant will assemble existing traffic counts and identify locations for supplemental counts by the City. Consultant will calculate level of service during PM peak hour at up to 30 major intersections and corridors using Synchro. Consultant will review available data about freight rail and City staff's truck route recommendations. Consultant will assemble transit data from King County and Sound Transit and analyze transit services and facilities. Consultant will summarize transit availability and facilities. Consultant will assess the City's needs for non-motorized facilities, working from an inventory of existing sidewalks and trails in the City and programmed, but not yet constructed, non-motorized facility improvements. Consultant will closely coordinate this effort with the City's Parks Department. Consultant will conduct limited field surveys to identify locations that generate high pedestrian demand such as downtown, parks, schools, churches, open space, etc. Consultant and City will evaluate up to three alternative improvement scenarios with TModel Corp., and the Consultant through "What If" scenario testing. Consultant will review model results and interpret results. Consultant will evaluate future conditions for a year 2020 planning horizon using forecast data provided by the City. Consultant will calculate intersection levels of service with Synchro using post-processed volumes from TModel. Consultant and City will identify the projected future transportation needs and recommend improvements for all modes. The City (with assistance from the Consultant) will provide ranking and prioritization of the improvement list. The Consultant will prepare planning-level costs of projects and likely funding sources and amounts available. Consultant will assist City to refine 20-year project list and prioritization matrix as a result of public input and will assist in preparation of a "fiscally unconstrained" 20-year Capital Improvement Program. The City (with assistance from the Consultant) will prepare a "fiscally constrained" 6- year Capital Facilities Plan. Assumptions: The City and T Model Corp will do all modeling. Requests for model data may be made directly to the City. City will provide all existing and future land use data. The City will provide project lists and prioritization for the ClP and CFP. The Consultant will provide planning-level cost estimates. Deliverables: Summary Memorandum documenting transportation needs. Include Draft 20-Year project lists for all modes. Page 3 of 6 Draft 20-Year "fiscally unconstrained" Capital Improvement Program and draft "fiscally constrained" 6-Year Capital Facilities Plan. (City lead) 6.0 Identify Funding Options and Sources - Consultant lead The Consultant will identify likely funding mechanisms to meet the transportation improvement needs identified in Task 5.0. This will include a cursory review of federal and state grant programs, general fund and real estate excise tax, growth-related impact fees, SEPA mitigation, private/public partnerships and developer agreements, tax abatement options, bonding, and trust fund loans. Deliverables: Technical memorandum summarizing project funding sources related to project improvements documented in Task 5.0. 7.0 Agency Coordination and Public Outreach - Consultant lead, City support Outreach Plan: The Consultant will establish an Outreach Program to include the Technical Advisory Committee (TAC), community meetings, special interest group meetings, and Council workshops and/or presentations. Project Team Meetings: The Project Team, including the Consultant, will meet as necessary but monthly at a minimum. Up to 12 meetings are assumed. Transportation Advisory Committee: The TAC will be a 12-15 person group comprised of local agency representatives and transportation professionals and will meet bi- monthly (assumes 6 T^C meetings). The TAC should include members of at least the following groups: · Neighborhood association(s) or community representatives · Chamber of Commerce or other business/economic development group · City public works, planning and parks staff · Muckleshoot Indian Tribe · Local freight carriers · Others as determined necessary The Consultant will assist the City to develop agendas and materials for the TAC meetings. The Consultant will attend and facilitate the TAC meetings upon request of the City. City workshops: Consultant will participate in up to four total workshop(s) with the Public Works Committee and Planning Commission to present/review technical findings and discuss policies. Special Interest Group meetings: The Consultant will prepare a prototypical briefing packet for use by staff and attend up to 2 meetings with special interest groups (Kiwanis, Trucking Industry, etc). Page 4 of 6 Open Houses - The Consultant will prepare graphic material, briefing packets, and attend two sub-regional resident-oriented open houses. City staff will arrange all logistics and public notification. Council Workshops - Consultant will prepare briefing packets and attend up to 2 meetings with Council. Assumptions: Public input will be sought through a series of community meetings, workshops and at least two sub-regional open houses. City staff will perform outreach activities and gather public comment to supplement the Consultant effort. The Consultant will facilitate the bi-monthly TAC meetings and participate in workshops with City staff and Planning Commission, as well as Council workshops and Special Interest Group meetings as specified. The Consultant will create an outreach template for City staff to use in meetings not facilitated by the Consultants, which may include FAQs, surveys or questionnaires, aerials, photos and other tools. The City will approve and mail correspondence related to the TAC. The City of Auburn will prepare all other mailings, including reproduction and postage costs. If requested, the Consultant will provide the City with original postcards or other written materials to use for mailings. The City will arrange all public meeting spaces. Deliverables: Prepare Outreach Template/kit Outreach Program Summary Memo/Schedule TAC Roster Meeting Agendas and Minutes Briefing Packets/Outreach Kit Presentations (PowerPoint or other format as requested) Summary of Public Comments received from City meetings and City/Consultant meetings 8.0 Plan Development - Consultant lead; City support The Consultant will prepare a draft transportation plan update. City staff will provide active input to the plan development, especially in the development of policies. The City and Consultant will agree on the content and format of the plan prior to development of any materials. Plan material will be drawn from the technical memoranda prepared during the study. The Consultant will submit the draft plan to City for review and will prepare draft SEPA non-project documentation. The City will take the lead on issuing the SEPA determination and will coordinate with affected jurisdictions. Page 5 of 6 The Consultant will prepare an Executive Summary and will incorporate the summary into the plan. The Consultant will circulate the Final Draft to the City, which will be responsible for final edits and publication. Assumptions: A Six-Year CFP and 20-Year CIP (City lead) will not be included within the bound Transportation Plan, but will be adopted and updated by reference. This allows future updates of either document to occur without the process required through amendments to the Comprehensive Plan. Maps and graphics in the reports will be prepared both by the Consultant and the City. Deliverables: The Consultant will prepare two (2) unbound, camera ready (reproducible) Draft reports and one (1) unbound, camera ready (reproducible) Final Report hard copy and one final electronic copy, as well as CD printed versions (10 copies). Page 6 of 6 E~IBIT B City of Auburn - Comprehensive Transportation Plan Work Element Month Work Plan Development Background Research / Data Gathering I [] Policy Development I 1 [] Needs Assessment ~ ~ I [] Funding Options and Sources ~ [] Plan Development Draft Final Public Involvement * Public Meetings II · Council Briefing/ Workshop · I 1 [] Memorandom Page 1 of 1 Exhibit C Auburn Transportation Plan Estimated Person-hours/Costs Summary Mirai Associates I - Auburn Transportation Plan 1 2 3 5 4 Tas~ Tas'~"~'~ ~ ~ ~ Principa[ P___~n Pint Sr £no/Pnr Pl__anner Su__u_p_p_~ 1.0 roject ~minlstratlon 58 ~~ 20 2.0 Work Plan Development 20 10 4 3.0 Background Research 20 40 20 4.0 Policy Development 70 30 4 5.0 Needs ~sessment 40 55 120 200 20 6.0 Funding Sources 16 20 7.0 Agency Coordination/Public Outreach 100 20 10 20 50 8.0 Plan Development 60 ~ 30 80 80 L~bo. 5ubtotels ~;~ Per~nt of Hours 28% 5~-- 13~ 28% -- 14%I 11% ~ 100% I [ ~ Page 1 of 2 Exhibit C Auburn Transportation Plan Estimated Person-hours/Costs Summary Mirai Associates Classification Project Manager Hrs. x Rate = 384 $ 139.51 Cost $53,572 2 Principal Planner 3 Sr Transportation Engineer/Plnr 4 Transportation Planner Support Burdened Cost 75 $ 131.14 180 $ 105.80 380 $ 75.00 198 $ 48.27 1217 $9,836 $19,044 $28,500 $9,557 120,509 DirectExpenses Presentation Materials Parking Mileage HS Public Affairs HS Public Affairs- Expenses Subtotal 1400 10% No. Each Cost Markup 10 $50 $ 500 $ 50 $8 $ $ Mi.@ $0.36 /Mile $ 504 $ 50 150 $120 $ 18,000 $ 1,800 $ 300 $ 30 Total 55o 554 19,800 330 21,234 Total $ 141,743 Page 2 of 2 EXHIBIT D 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 1 of 1 CONSULTANT INVOICES Consultant invoices should contain the following information: On consultant letterhead. · A cover letter stating the status of each task. This should include items completed, percent completed during the billing period and completion along with funding status. · Internal invoice number and/or sequential numeric number (i.e.: progress payment # 10). · Invoice date. · Period of time invoice covers. · Consultant Agreement # (i.e.: AG-C-010). · Project number(s) listed (i.e.: PR562). · City's project manager listed. · The hour(s) per person broken down by task(s) (attach timesheets, spreadsheet detailing timesheets, or some other form of proof) along with type of work done (i.e.: design, right-of- way, or construction) or task order number. · Direct salary (base salaries) · Indirect salary (benefits) · Direct non-salary (i.e.: mileage, reproduction fees (i.e.: printing, copying), communication fees (i.e.: telephone), supplies, computer charges, subconsultants), indirect non-salary (overhead). The City does not pay for consultant meals unless part of a task requires travel outside of the greater Seattle, Tacoma, and Everett area. These costs are to be broken down and backup information is to be attached to invoice. Project managers are to inform consultants as to what is required for break down information and if backup information is to be attached. Break out the same for subconsultant charges. · Previous and remaining base contract amounts left in each task and total contract - total authorized amount (bottom line figure). Add amendments to this base contract amount for total authorized amount. · Percentage of work completed to date compared to total amount of work (if required by the project manager). · Status of Management Reserve Fund (MRF) (i.e.: a certain task) until we can get an amendment in place. · Invoices for previous year is 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 25 West Main Auburn WA 98001 Arm: Peter Gates (Project Manager) Agency Agreement #: AG-C-010 Engineering Services performed during the period off January 2001 Invoice #: 5222 Progress Payment #: 2 Invoice Date: February 10, 2001 Project Name: Thomas Nelson Farm Project #: PR562 SAMPLE ENGINEERING, INC. Personnel Hours Hourly Rate Amount 1 $125.00 $125.00 5 $ 72.00 $144.00 10 $ 48.00 $480.00 $749.00 Mike Jones, Principal in Charge Carla Maker, Architect Joe Smith~ Word Proc?ssing Consultant Personnel Sub Total: Expenses (see attached documentation) Mileage ($0.345/mile): Communications: Printing: Consultant Expenses Sub Total: Charges Mult~lier Total 20miles x 1.1 $ 7.59 $30.00 x 1.I $33.00 $29.00 x 1.1 $31.90 $72.49 Consultant Total: $821.49 SUB CONSULTANTS Subconsultant (see attached documentation) ABC ENVIRONMENTAL, INC., Civil Engineer ELECTRICAL CONSULTING, Electrical Engineer MECHANICAL SOLUTIONS, Mechanical Engineer MOVING COMPANY, Moving Consultant Subconsultant Sub Total: x 1.1 Multiplier: Hours Hourly Ra~ Amnunt 10 $100.00 $1,000.00 5 $100.00 $ 500.00 10 $100.00 $1,000.00MRF* 2 $100.00 $ 100.00 $2,600.O0 $ 260.00 Subconsultant Total: $2,860.00 iZiiZiiii ........................................ ............................................... ............. 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 20% 25% $18,293.51 MRF* $2,500.00 $0.00 $1,000.00 $1,000.00 40% 45% $1,500.00 TOTAL $24,500.00 $1,025.00 $3,681.49 $4,706.49 $19,793.51 Note: MRF=Management Reserve Fund * Received a written authorization of MRF on 1/10/01 for Mechanical Engineer task in the amount of $2,000.00.