HomeMy WebLinkAboutRoth Hill Engineering Partners LLC AG-C-295
AGREEMENT FOR PROFESSIONAL SERVICES
AG-C-295
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 Roth Hill Engineering Partners, LLC, whose address is 2600 116tH
Avenue SE, Suite 100, Bellevue Washington, 98004, hereinafter referred to as
"CONSULTANT."
In consideration of the covenants and conditions of this Agreement, the parties
hereby agree as follows:
1. SCOPE OF WORK.
See Exhibit A, which is attached hereto and by this reference made a part of this
Agreement.
2. TERM.
The CONSULTANT shall not begin any work under this Agreement until
authorized in writing by the CITY. All work under this Agreement shall be completed by
December 31, 2008 and can be amended by both parties for succeeding years.
The established completion time shall not be extended because of any delays
attributable to the CONSULTANT, but may be extended by the CITY in the event of a
delay attributable to the CITY, or because of unavoidable delays caused by an act of
GOD or governmental actions or other conditions beyond the control of the
CONSULTANT. A prior supplemental Agreement issued by the CITY is required to
extend the established completion time.
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3. COMPENSATION.
Compensation will be on a time and material basis, not to exceed $376,300.
Hourly rates will be based on Exhibit B, which is attached hereto and by this reference
made a part of this Agreement. The CONSULTANT shall submit an itemized invoice to
the CITY prior to payment, in a form similar to that attached as Exhibit C of this
Agreement.
The CONSULTANT shall be paid by the CITY for direct non-salary cost, per
attached Exhibit B, at the actual cost to the CONSULTANT. These charges may
include, but are not limited to the following items: outside reproduction fees, courier
fees, mileage, and materials and supplies. For sub consultants, the CONSULTANT
shall be paid at the actual cost to the CONSULTANT plus 10%. 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. 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
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the CITY. No permission for subcontracting shall create, between the CITY and
subcontractor, any contractor or any other relationship.
Compensation for any subconsultant work is included in Section 3 of this
Agreement and all reimbursable direct labor, overhead, direct non-salary costs and
fixed fee costs for the subconsultant shall be substantiated in the same manner as
outlined in Section 3. All subcontracts exceeding $10,000 in cost shall contain all
applicable provisions of this AGREEMENT.
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 defend, indemnify and hold the CITY, its officers,
officials, volunteers, and employees harmless from any and all claims, injuries,
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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.
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,
insurance against claims for injuries to persons or damage to property which may arise
from or in connection with the performance of the work hereunder by the
CONSULTANT, its agents, representatives, or employees.
CONSULTANT'S maintenance of insurance as required by the Agreement shall
not be construed to limit the liability of the CONSULTANT to the coverage provided by
such insurance, or otherwise limit the City's recourse to any remedy available at law or
in equity.
CONSULTANT shall obtain insurance of the types and in the amounts described
below:
a. Automobile Liability insurance covering all owned, non-owned, hired and
leased vehicles, with a minimum combined single limit for bodily injury and
property damage of $1,000,000 per accident. Coverage shall be written on
Insurance Services Office (ISO) form CA 00 01 or a substitute form providing
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April 2, 2007
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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 named as an insured under the CONSULTANT'S
Commercial General Liability insurance policy with respect to the work
performed for the CITY using the applicable ISO Additional Insured
endorsement or equivalent.
c. Worker's Compensation coverage as required by the Industrial Insurance
laws of the State of Washington. If the consultant is a sole proprietor, the
parties agree that Industrial Insurance would be required if the
CONSULTANT had employees. However, the parties agree that a
CONSULTANT who has no employees would not be required to have
Worker's Compensation coverage.
d. Professional Liability insurance appropriate to the CONSULTANT'S
profession, with limits no less than $1,000,000 per claim and $1,000,000
policy aggregate limit.
The insurance policies are to contain, or be endorsed to contain, the following
provisions for Automobile Liability, Professional Liability, and Commercial General
Liability insurance:
a. The CONSULTANT'S insurance coverage shall be primary insurance as
respects the CITY. Any insurance, self insurance, or insurance pool
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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.
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
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
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April 2, 2007
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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, 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 athree-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;
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April 2, 2007
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(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 athree-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.
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.
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April 2, 2007
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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 to 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 only 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.
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.
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April 2, 2007
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13.9. This Agreement shall be administered by Lara Kammereck 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: Ben Hennebert
25 W Main Street
Auburn WA 98001
Phone: 253.804.5061
Fax: 253.931.3053
E-mail: bhennebert@auburnwa.gov
Roth Hill Engineering Partners, LLC
Attn: Lara Kammereck
2600 116th Ave SE, Suite 100
Bellevue, WA 98004
Phone: 425.869.9448
Fax: 425.869.1190
E-mail: Iammereck@rothhill.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.
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-295
April 2, 2007
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CITY N
Peter B. ewis, Mayor
Date ~~ 13, z~c3~
ATTEST:
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ROTH HILL ENGINE~ING PAI~'11rERS, LLC
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Agreement for Professional Services AG-C-295
April 2, 2007
Page 11 of 11
~AT1-~ A. RICHARD ON
APPROVED AS TO FORM:
EXHIBIT A
SCOPE OF SERVICES
City of Auburn
2007 Water Comprehensive Plan Update
March 2007
Roth Hill Engineering Partners, LLC
PROJECT DESCRIPTION AND PURPOSE
The following is a draft scope of work for the pending Water Comprehensive Plan update (Comp
Plan). The majority of work associated with the Comp Plan update will be completed by the
Consultant. However, some tasks and task elements will require the participation of City staff
from the Planning, Finance, and Public Works Departments. This scope is developed to
describe the content and purpose of the Plan update, determine tasks to be completed for the
update of the previous plan, and identify the resources necessary to accomplish those tasks.
The Comp Plan update will be based on WAC 246-290 standards and on the State of
Washington Department of Health (DOH) regulations. The plan will include a 20-year Capital
Improvements Plan (CIP) for the years 2008 through 2028. The 2001 Water Comprehensive
Plan will be used as the basis for this scope of work.
The following tasks under this Scope of Services have been prepared following the format of the
City's Draft 2007 Water Comp Plan update Scope of Work. These tasks are for the preparation
of the City of Auburn's Water Comprehensive Plan Update:
SCOPE OF SERVICES AND TASKS
The scope of services for the above project will consist of the following tasks:
Task 1 -Project Management
This Task includes the City's Tasks 1.1 through 1.3, Correspondence and Coordination with City
of Auburn, Staff and Sub-Consultant Management and Progress Meetings.
• Project management includes production and implementation of the project plan,
schedule, and budget. Assist the project team members in the implementation of the
task items, reviewing the work-in-progress reports.
• Project coordination and communication with the City including; internal and external
meetings, project file management, and status, budget, and schedule updates.
• Prepare and submit monthly activity reports showing current project status and
identifying key issues or elements of the project that will need to be addressed in the
proceeding weeks. For each task, provide a comparison between the percent of work
completed versus the percent of budget expended.
• Attend 8 quarterly progress meetings with City staff and key team members that will be
scheduled at project milestones. These meetings will help to maintain the project
schedule and success of the project meetings. Meetings will include:
o Develop and distribute a detailed meeting agenda one week before each
scheduled meeting, outlining key project issues and decisions to be discussed.
o Administer meetings to ensure all issues are discussed in a timely and efficient
manner.
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Exhibit A -Scope of Services
City of Auburn
March 15, 2007
o Record meeting minutes and distribute to all key team members. Minutes will
clearly define all issues and decisions discussed during the meeting.
Attend one (1) kick-off meeting with Department of Health.
Task 2 -Mapping
The objective of this task is to assist the City with miscellaneous mapping efforts as directed by
the City Staff. This may include updating the City's ESRI GIS mapping, update GIS shape files,
field verification/system inventory, and development of detailed water system inventory maps.
The effort for this task has not been thoroughly defined and will be per the direction of City Staff.
The budget is estimated not to exceed $50,000.
Task 3 -Hydraulic Modeling and Analysis
The purpose of this task is to update the current hydraulic model to perform the analysis in
accordance with proposed policies and criteria to identify projected deficiencies as part of the
Existing System Section (Task 7). The hydraulic modeling task will also involve developing
recommended improvements to the system in support of the Recommended Improvements
Section (Task 11). The hydraulic modeling task includes the following:
• Attend City meeting wherein the current hydraulic model reflecting most recent water
system improvements will be reviewed.
• Utilize new WaterGEMS software to create new hydraulic model from existing
WaterCAD model
• Update the current hydraulic model to include the existing field verified sections,
additional improvements recommended by City Staff, add any significant missing water
system improvements made in the City since the last Comprehensive Plan.
• Establish and verify appropriate model settings and parameters (such as tank levels,
pump curves, etc.) using data provided by City, including SCADA information.
• Incorporate data from model of Lakeland Hills service area, developed through a
separate project.
• Develop recommendations regarding calibration of hydraulic model. Coordinate with
City to select flow test locations for the purpose of model calibration (City to perform field
flow testing). Calibrate hydraulic model by adjusting the roughness coefficients to
appropriately match the age and material of the network piping.
• Update existing and future demands in the hydraulic model, based on planning
projections. Develop model demands for the current (2007) system. Develop model
scenarios for to the 2014 and 2028 planning periods for average daily demand (ADD),
maximum daily demand (MDD) and peak hour demand (PHD).
• Perform an analysis of the system evaluating the fire flow and the system pressure per
DOH regulations and guidelines based on recommended water system policies and
criteria from Task 5. The analysis will include the current (2007) system, in addition to
projected 6-year and 20-year scenarios, including a pressure analysis for peak-hour
demands and afire-flow analysis during maximum day demand conditions. The
hydraulic analysis will focus on distribution and transmission systems and pump stations,
in support of the Existing System Section (Task 7).
• Identify system deficiencies relating to storage, fire flow, and pressure, based on
hydraulic modeling analysis. Develop alternative solutions in model to correct
deficiencies, with City input, in support of the Recommended Improvements Section
(Task 11).
• Conduct storage needs analysis and provide summary in Technical Memorandum
No. 1 to the City for review prior to the incorporation into the Plan under Task 14.
• Meet with City to discuss findings in Technical Memorandum No. 1.
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Exhibit A -Scope of Services
City of Auburn
March 15, 2007
• Develop a hydraulic profile of the system of the existing system in 11 x 17-inch format.
• Summarize modeling efforts, including method of calibration, into a Technical
Memorandum No. 2 for City review prior to incorporating the information into the Plan
under Task 14.
• Meet with City to discuss findings in Technical Memorandum No. 2.
• Technical Memorandums No. 1 and No. 2 will be used for the basis to prepare Chapter 9
for incorporation into Task 14.
• Provide the City one electronic copy of the final calibrated model on CD.
• Writing, formatting, and review.
Task 4: Planning Consideration
This Task includes basic information that will serve as a foundation for developing a
comprehensive program that will meet current and future water system needs. Tasks involved
include:
• Review and update the Planning Considerations section of the 2001 Comprehensive
Plan.
• City to provide pertinent city and system policies, new interlocal agreements, and update
recent history since the adoption of the 2001 Comprehensive Plan.
• Update the Ownership and Management, water facilities inventory and system
background sections as needed. City to provide new history information, number of
service connections (existing and approved) and most recent WFI forms from DOH.
• City to provide existing Group A water systems within the water service area from DOH.
• Gather and summarize related comprehensive water plans from the neighboring
purveyors and other related plans.
• City to provide the neighboring/adjacent purveyors map with current boundaries.
• City to provide agreements with neighboring purveyors.
• Update existing descriptions of existing and future service areas, characteristics, and
service area agreements utilizing other developed City Planning documents.
• Update water service area boundary in 11 x 17-inch format.
• Prepare portion of draft Chapter 2 for incorporation into Task 14.
• Writing, formatting, and review.
Task 5: Level of Service/Policies
The objective of this Task is to summarize the policies, criteria and standards related to the
administration, expansion, operation and maintenance of the system such as the services,
areas, customer service, system reliability, fire protection, water system design, environmental
stewardship, conservation and finance. Tasks involved include:
• Review and update the level of service criteria section of the 2001 Comprehensive Plan.
• City to provide water related code and policies: specifically design and construction
standards, service area policies, satellite management, duty to serve and conditions of
service.
• Prepare draft policies, criteria, and standards for City review.
• Meet with City staff to review draft policies, criteria and standards.
• Incorporate City review comments for City final review and acceptance.
• Prepare portion of draft Chapter 2 and draft Chapter 3 for incorporation into Task 14.
• Writing, formatting, and review.
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Exhibit A -Scope of Services
City of Auburn
March 15, 2007
Task 6: Water Requirements
This Task is a priority and is to define basic planning data, future land use and future water
demands, so that City can adequately plan to accommodate its water needs. This Task will
summarize the existing and future land use, zoning, employment, and population data. It will
also analyze the historical water consumption and project the water consumption for the City for
the next 20 years. This evaluation will be performed for each pressure zone, existing or
proposed through the planning period and saturation development. Tasks involved include:
• Review and update the Water Requirements section of the 2001 Comprehensive Plan.
• City to provide current and anticipated land uses, population history and forecast and
intertie obligations.
• City to provide historical water produced and water sales data monthly per customer
class including wholesale customers in electronic form for the past five years in a
summarized in an Excel format.
• City to provide accounted for and non-revenue water.
• Review data from City and analyze historical water use patterns including average
(ADD) and maximum (MDD) day demands, in accordance with the Department of Health
regulations and standards. Establish ERU value.
• Meet with City to discuss historical water use and established ERU value.
• Use existing population and household forecasts through the end of the planning horizon
(2027) within the water service area from Puget Sound Regional Council Transportation
Analysis Zoning (TAZ) to develop the future growth rates.
• Meet with City to discuss population and household forecasts.
• Develop water demand projections through the planning horizon (6-year, 10-year and
20-year) and for saturation. This will be performed in terms of MDD, ADD and total
service connections (ERUs) within the water service area.
• Meet with City to review water demand projections.
• Incorporate City comments from each meeting discussed above.
• Prepare existing zoning, land use and TAZ maps for inclusion in the Comprehensive
Plan listed under Task 14.
• Prepare draft Chapter 4 for incorporation into Task 14.
• Writing, formatting, and review.
Task 7 -Existing System
The objective of this Task is to update the Existing System section of the City's 2001
Comprehensive Plan to include system modifications, expansions and improvements, and
changes in water operations since its adoption. This Task includes the City's Task 7.1, System
Assessment. Tasks involved include:
• City to provide a detailed list of completed improvements since the 2001 Comprehensive
Plan was adopted.
• Evaluate components of the City's water collection and distribution system including
recommendations of all mapping and date available to develop pipe replacement
program.
• Evaluate all other components of the City's water system including well houses,
reservoirs and booster pump stations, and provide recommended upgrades or
modifications for inclusion in the updated CIP.
• Prepare Technical Memorandum No. 3 that summarizing the facility evaluation for
review by the City.
• Meet with City to review findings and discuss Technical Memorandum No. 3.
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Exhibit A -Scope of Services
City of Auburn
March 15, 2007
• Update Existing System section for inclusion in the 2007 Comprehensive Plan discussed
under Task 14. This section will included information from completed mapping (Task 2 -
discussed earlier herein), Technical Memorandum No. 3 and system improvements
completed since the 2001 Comprehensive Plan.
• Prepare existing water system maps in multiple 11 x 17-inch format, to be included in
Comprehensive Plan listed under Task 14.
• Prepare draft Chapter 5 for incorporation into Task 14.
• Writing, formatting, and review.
Task 8: Water Resources
The objective of this Task is to develop a program to protect, and if possible, improve, source
waters used by public water systems. This Task will review the existing water supplies and
provide an evaluation of the existing water rights and perform a water system reliability analysis.
Additionally, this Task will summarize the existing source water protection plan, report any
deficiencies, and update the plan in accordance with DOH regulations and guidelines. Tasks
involved include:
• City to provide existing water rights, pending water rights application and DMS source
production data.
• City to provide supply sources and alternatives developed by Northwest Land & Water,
existing water rights, pending water rights applications and Groundwater and Well Head
Protection Plans for summary in this section.
• Review existing sources of supply for the entire City Service Area. Evaluate the
adequacy of the existing water supply facilities and water rights for the future demand
projections.
• Review source supply alternatives, pumping capacities, coordinate this review and
documentation with Northwest Land and Water and prepare a summary for Technical
Memorandum No. 4 for City review.
• Meet with City to discuss Technical Memorandum No. 4.
• Perform an analysis of the City's water source reliability and report any deficiencies.
• Incorporate Northwest Land & Water's review of the existing source water protection
plan including any noted deficiencies.
• Prepare draft Chapter 6 for incorporation into Task 14.
• Writing, formatting, and review.
Task 9: Water Quality
This Task will summarize the City's latest draft of its Water Quality Monitoring Plan.
• City to provide draft Water Quality Plan.
• Review Plan for compliance with current regulations.
• Prepare Technical Memorandum No. 5 discussing impacts of potential regulatory
changes.
• Meet with Staff to discuss Technical Memorandum No. 5.
• Incorporate staff comments into City's draft Water Quality Plan.
• Prepare four (4) hard copies and one (1) CD version of the Final Water Quality Plan for
the City's Use.
• Summarize Final Water Quality Plan to prepare draft Chapter 7 for incorporation into
Task 14.
• Writing, formatting, and review.
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Exhibit A -Scope of Services
City of Auburn
March 15, 2007
Task 10: Water Conservation Planning
The objective of this Task is to develop a program to protect, and if possible improve, source
waters used by the water system. This is accomplished by identifying, monitoring, limiting and
controlling (to the extent feasible), all facilities and activities within the watershed or zone of
contribution which may adversely impact source water quality. Tasks include:
• City to provide existing conservation plan. Review and evaluate effectiveness of
conservation program. Determine if Water Use Reporting requirements are being met,
as required by Municipal Water bill (2E2SHB 1338) Guidance Document and the Water
Use Efficiency Rule.
• City to confirm and develop conservation goals for the next six years in accordance with
state and local guidelines.
• Roth Hill to provide new water demand including charts/graphs as needed.
• Meet with City to discuss new conservation measures that will be incorporated into the
updated conservation program to meet new water demands for the 6-and 20-year
planning horizons within the water service area and update budget for new program.
• Evaluate sources of alternative supply, such as Reclaimed Water, as required by
Municipal Water Bill (2E2SHB 1338) Guidance Document.
• Prepare draft Chapter 8 for incorporation into Task 14 and stand-alone Conservation
Program. This Chapter will be renamed to Water Use Efficiency based on the new
requirements effective January 22, 2007.
• Writing, formatting, and review.
Task 11: Recommended Improvements
This Task will summarize the recommended improvements for the sources of supply, storage,
distribution and transmission, and pressure zones in accordance with the DOH standards and
City policies under Tasks. Total project costs will be developed for each recommended
improvement and ranked by priority. Additionally, improvements will be shown on maps. Tasks
involved include:
• Develop and describe improvement prioritization methodology jointly with City. This will
be achieved with one (1) meeting with City Staff.
• Summarize the recommended system improvements for the short term (6 years),
medium term (10 years) and the planning horizon (long-term - 20 years).
• Review initial draft of improvements with City staff.
• Develop budget and schedule for recommended improvements for the short (6 years),
medium (10 years), and long-term (20 years).
• Prepare draft Chapter 10 for incorporation into Task 14.
• Prepare existing recommended improvement maps in multiple 11 x 17-inch format, to be
included in Comprehensive Plan listed under Task 14.
• Writing, formatting, and review.
Task 12: Financial Program
This Section will be prepared by the City's financial consultant that will be secured later in the
projects. This will occur after the rate and charges consultant has been selected by the City.
The objective of the financial program is to identify the total cost of providing water service,
assure that the utility improvement schedule will be implemented, and assist in establishing
adequate fees for service. The financial program will be coordinated with the Improvement
Program. The tasks generally involved include
~~ Page 6 of 10
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Exhibit A -Scope of Services
City of Auburn
March 15, 2007
• Request data identifying financial and operational documents pertinent to the
performance of the study. Review, analyze, and validate data as necessary for use in
formulating the technical analyses.
• Review and document the financial operations (revenues and expenses) and financial
condition (assets and liabilities) of the water utility for the previous 6-year period.
• Review the City's current fiscal policies for operating and capital reserves, system
reinvestment funding, and debt service coverage. Recommend revised policies, as
warranted, for incorporation into the capital financing plan and revenue needs
assessment.
• Evaluate capital funding options, and develop a capital financing plan for the 6-year and
20-year Capital Improvement Program including a forecast of capital funding needs,
borrowing requirements, and associated cash flows and cash balances over the study
period. Evaluate and recommend an appropriate balance of funding from cash,
connection charges, bonds, and other available revenue sources.
• One (1) meeting with City Staff to review the draft Financial Program.
• Prepare the draft Financial Chapter for City staff review. Incorporate requested changes,
as appropriate, and submit the final version of the Chapter 11.
• Coordination with financial consultant.
• Formatting and review of Chapter 11.
Task 13: Operation Program
The objective of this Task is to assure satisfactory management of water system operations. It
will provide an overview of the water system responsibility and authority, system operation and
maintenance plan, equipment supplies and inventory, water quality monitoring, emergency
response, and cross-connection control. The City may need to update its existing cross-
connection control plan or emergency response plan which will be included as appendices to
the Comprehensive Plan. This task will include:
• City to supply a copy of the organization chart, coliform monitoring plan, emergency
response plan, cross-connection control program (or enabling ordinance), as these may
be included as appendices to the Comprehensive Plan. See Task 14 for list of
appendices.
• City to provide draft operations program and discuss any changes known.
• Review and update Chapter 12, as necessary, to provide continuity with the
Comprehensive Plan listed under Task 14.
• Chapter formatting and review.
Task 14 -Water Comprehensive Plan
This Task will include the compilation of all previous Tasks mentioned in this Scope of Services.
The Water Comprehensive Plan will be in compliance with WAC 246-290-100. The Plan is
required to be approved by DOH and King and Pierce Counties. City will send agency review
draft to DOH, King County, Pierce County, adjacent purveyors, and other parties for review and
comment.
Subtask 14A -Water Comprehensive Plan Development
• Prepare Cover Sheet, Table of Contents, and Executive Summary.
• Chapter 1 Introduction of the 2001 Comprehensive Plan will be updated as necessary
• Compile Chapters:
o Chapter 1 Introduction
o Chapter 2 Planning Considerations
~~ Page 7 of 10
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Exhibit A -Scope of Services
City of Auburn
March 15, 2007
o Chapter 3 Criteria and Standards
o Chapter 4 Water Requirements
o Chapter 5 Description of Existing System
o Chapter 6 Water Resources
o Chapter 7 Water Quality
o Chapter 8 Water Conservation Planning
o Chapter 9 Hydraulic Analysis
o Chapter 10 Recommended Improvements
o Chapter 11 Financial Program
o Chapter 12 Operations Program
Technical Appendices (Volume I and Volume II)
o Work with City, as necessary, to obtain other documents that will be included in
the Appendices including:
^ Determination of Non-Significance and SEPA Checklist (upon publication)
^ Ordinances and Approvals
^ Agency Comment Letters and Responses
^ Technical Memorandums No. 1, No. 2, No 3, No 4, and No. 5 prepared as
part of this Scope (discussed in above Tasks)
^ Water System Specifications and Details
^ Water System Capital Improvement Program
^ Disposition of 2001 Capital Improvement Program
^ TAZ Planning Data
^ Water Rights Certificates and Permits
^ Interlocal Agreements
^ Water Quality Monitoring Plan
^ Bi-Lateral Compliance Agreement
^ Water Resources Protection Report
^ Cross Connection Control Program
• Prepare review draft document for City, five (5) staff copies.
• Meet with City to discuss comments of draft document.
• Attend one (1) Utilities Committee Meeting.
• Comments to be incorporated into SEPA/Agency Review Draft.
• Prepare one (1) 34 x 44-inch water system map including water service boundary,
distribution network, sources, pump stations, storage reservoirs and interties. This will
not be part of the City's Plan but will be prepared for staff use.
Subtask 148 -SEPA Checklist
• Prepare SEPA for City review and comment. Incorporate staff comments and prepare
final SEPA for City signature and publication.
• City to lead SEPA process. City will publicize and distribute SEPA as necessary.
• Attend one (1) Council meeting on the SEPA Hearing.
• Assist City in responding to written comments received by public during SEPA process.
• Incorporate changes as necessary.
~~ Page 8 of 10
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Exhibit A -Scope of Services
City of Auburn
March 15, 2007
Subtask 14C -Agency Review Draft
• Prepare 20 copies and the 10 CD versions, for City to distribute for agency review.
• Attend one (1) Council meeting for approval of Agency Review draft.
• Lead the process to obtain Consistency Statements from the City's Planning
Department, King County and Pierce County during the Agency Review period.
• Assist City in responding to written comments by regulatory agencies, neighboring
jurisdictions, and the public, as requested.
• Attend one (1) King County Utilities and Technical Review Committee meeting and (1)
Pierce County Committee Meeting with City staff.
Subtask 14D -Final Document
• Incorporate final comments based on agency reviews, as requested by the City.
• Provide City with ten (10) Final Comprehensive Water Plans and one CD containing
electronic copy for the City's use.
PROJECT TIMELINE:
City o#Auburn
Water Comprehensive Plan
Jul ~ Auq ~ Sep I Oct ~ Nov 1 Dec ~ Jan ~ Ireb (Mar.. ~ Apr ] May I Jun i Jul
~ Deliverable
~ u~ Page 9 of 10
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Exhibit A -Scope of Services
City of Auburn
March 15, 2007
PROBABLE PROJECT COSTS:
Probable Project Costs
City of Auburn
2007 Water Comprehensive Plan Update
Total Labor Reimb. Total
Planned Planned Planned
Task Descri tion Hours Bill Reimb. Cost
1 Project Management 249 $31,069 $1,131 $32,200
2 Mapping (as directed) $50,000 $50,000
3 Hydraulic Modeling and Analysis 668 $68,530 $4,070 $72,600
4 Planning Consideration 136 $14,059 $691 $14,750
5 Level of Service/Policies 82 $9,080 $620 $9,700
6 Water Requirements 216 $21,975 $1,325 $23,300
7 Existing System 387 $40,998 $1,902 $42,900
8 Water Resources 125 $13,879 $621 $14,500
9 Water Quality 84 $9,475 $525 $10,000
10 Water Conservation Planning 102 $10,715 $535 $11,250
11 Recommended Improvements 110 $12,892 $558 $13,450
12 Financial Program 20 $2,579 $121 $2,700
Subconsultant (TBD) $9,200 $9,200
13 Operation Program 30 $3,738 $112 $3,850
14 Water Comprehensive Plan
14A -Water Comprehensive Plan
Development 249 $25,509 $2,754 $28,263
14B - SEPA Checklist 72 $8,141 $660 $8,801
14C -Agency Review Draft 134 $14,262 $1,670 $15,932
14D -Final Document 114 $10,834 $2,070 $12,904
Pro'ected Project Total $376,300
END OF EXHIBIT A
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EXHIBIT B
SCHEDULE OF HOURLY RATES
Roth Hill Engineering Partners, LLC. fee schedule by staff and reimburseable expense classification
as of January 01, 2007. Rates are subject to modification.
Staff Time
Classification Hourly Billing Rate Range
EIT / Sr. Designer $65.00 - $90.00
Civil Specialist $88.00 - $132.00
Engineer $113.00 - $143.00
Project Manager $117.00 - $149.00
Planner $80.00 - $100.00
Technician $52.00 - $77.00
CAD (includes mapping and GIS) $78.00 - $95.00
Construction Representative $56.00 - $117.00
Surveyor $45.00 - $85.00
Project Surveyor (PLS) $95.00 - $110.00
Administrative $29.00 - $81.00
Administrative Lead $101.00 - $129.00
Director /Principal $133.00 - $172.00
Reimburseable Expenses
Travel
Vehicle Mileage IRS Standard Rate
(currently $0.485)
Prints
Black & White Laser CADD plots (up to 11x17) $1.25 per sheet
Color Laser prints (up to 11x17) $1.50 per sheet
Ink Jet CADD plots (large format) $7.50 per sheet
CD Production $2.00 per cd
Computer Station $10.00 per hour
Map/Drawing Scanning $5.00 per sheet
Field Eauipment
Flo-Tote (flow monitoring) $30.00 per day
Turbidimeter (water quality monitoring) $5.00 per day
Conventional Surveying Instruments $5.00 per hour
Standard Surveying Total Station $10.00 per hour
Robotic Surveying Total Station $15.00 per hour
GPS/RTK $20.00 per hour
No charges are billed for the following items:
1. Long distance phone calls
2. Fax services
3. Postage
4. Photocopy paper or stationary for in-house production
5. In-house Photocopy - no "per copy" charge, but related labor is billed
F:\ Internal\Accounting\Rate Sheets\Rate Sheets\Standard January 1, 2007 Exhibit B.xls
EXHIBIT C
CONSULTANT INVOICES
CONSULTANT invoices should contain the following information:
• On CONSULTANT letterhead.
• A cover letter stating the status of each task. This should include items completed, percent
completed during the billing period and completion along with funding status.
• Internal invoice number and/or sequential numeric number (i.e.: progress payment # 10).
• Invoice date.
• Period of time invoice covers.
• Consultant Agreement # (i.e.: AG-C-115).
• Project number(s) listed (i.e.: PR562).
• CITY'S project manager listed.
• The hour(s) per person broken down by task(s) (attach timesheets, spreadsheet detailing
timesheets, or some other form of proof) along with type of work done (i.e.: design,
right-of-way, or construction) or task order number.
• Direct salary (base salaries)
• Indirect salary (benefits)
• Direct non-salary (i.e.: mileage, reproduction fees (i.e.: printing, copying), communication
fees (i.e.: telephone), supplies, computer charges, subconsultants), indirect non-salary
(overhead). The CITY does not pay for CONSULTANT meals unless part of a task requires
travel outside of the greater Seattle, Tacoma, and Everett area. These costs are to be
broken down and backup information is to be attached to invoice. Project managers are to
inform CONSULTANTS as to what is required for break down information and if backup
information is to be attached. Break out the same for subconsultant charges.
• Previous and remaining base contract amounts left in each task and total contract -total
authorized amount (bottom line figure). Add amendments to this base contract amount for
total authorized amount.
• Percentage of work completed to date compared to total amount of work (if required by the
project manager).
• Status of Management Reserve Fund (MRF) (i.e.: a certain task) until we can get an
amendment in place.
• Invoices for previous year are due by January 15tH
• For grant/special funded projects there might be other special information needed,
reference the LAG manual.
Consultant Invoices
Agreement No. AG-C-295
Page 1 of 2
SAMPLE INVOICE
City of Auburn
25 West Main
Auburn WA 98001
Attn: Scott Nutter (Project Engineer)
Agency Agreement #: AG-C-010
Invoice #: 5222
Progress Payment #: 2
Invoice Date: February 10, 2002
Project Name: Thomas Nelson Farm
Project #: PR562
Engineering Services performed during the period of: January 2002
SAMPLE ENGINEERING, INC.
Personnel Hours Hourl Rate Amount
Mike Jones, Princi al in Char e 1 $ 125.00 $ 125.00
Carla Maker, Architect 5 $ 72.00 $ 144.00
Joe Smith, Word Processin 10 $ 48.00 $ 480.00
Consultant Personnel Subtotal $ 749.00
Ex enses see attached documentation Char es Multi lier Amount
Mike Jones, Princi al in Char a 20 miles x1.1 $ 7.59
Carla Maker, Architect $ 30.00 x1.1 $ 33.00
Joe Smith, Word Processin $ 29.00 x1.1 $ 31.90
Consultant Ex enses Subtotal $ 72.49
Consultant Total:
SUB CONSULTANTS (see attached documentation)
$ 821.49
Subconsultant Hours Hourl Rate Amount
ABC Environmental, Inc., Civil En ineer 10 $ 100.00 $ 1,000.00
Electrical Consultin ,Electrical En ineer 5 $ 100.00 500.00
Mechanical Solutions, Mechanical En ineer 10 $ 100.00 MRF 1,000.00
Movin Com an ,Movin Consultant 2 $ 50.00 100.00
Subconsultant Subtotal $ 2,600.00
Subtotal x 1.1 Multi tier $ 2,860.00
Subconsultant Total:
TOTAL DUE THIS INVOICE
$ 2,860,00
$ 3,681.49
l~V1Y 1 RAV 1 CRG~irwv~~~~
Amount
Totallnvoiced
%
%
Amount
Task Authorized Prior Invoiced This Invoice To Date Ex ended Com leted Remainin
Original
Contract
$ 22,000.00
$ 1,025.00
$ 2,681.49
$ 3,706.49
20%
25%
$ 18,293.51
MRF* 2,500.00 0.00 1,000.00 1,0000.00 40% 45% 1,500.00
TOTAL $ 24,500.00 $ 1,025.00 $ 3,681.49 $ 4,706.49 $ 19,793.51
Note: MRF=Management Reserve Fund
* Received a written authorization of MRF on 1/10101 for Mechanical Engineer task in the amount of
$2,000.00.
Consultant Invoices
Agreement No. AG-C-295
Page 2 of 2