HomeMy WebLinkAboutCarolina Pump & Supply AG-C-160 2004 AGREEMENT FOR PROFESSIONAL SERVICES
AG-C-160
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, Carolina Pump & Supply Corporation dBA Hughes Supply,
Inc., a Rhode Island corporation licensed to do business in Washington, whose
address is 10013 Martin Luther King Jr. Way S, Seattle, WA 98178, 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.
The CONSULTANT, on a project basis, will be given individual task assignments
(see example Exhibit B) for work related to the leak detection project. These task
assignments will describe the work to be completed, completion dates and
compensation amount. An approved task assignment shall be required between the
CONSULTANT and the CITY prior to commencing any work for any individual task.
The CONSULTANTS' services shall include services as described in Exhibit A. Exhibit
A is attached hereto and by 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 31,2004.
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
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March 12, 2004
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CONSULTANT. A prior supplemental Agreement issued by the CITY is required to
extend the established completion time.
3. COMPENSATION.
The CONSULTANT shall be paid by the CITY for completed services rendered
under the approved individual work task orders for each assignment (see example
Exhibit B). Such payment shall be full compensation for work performed or services
rendered and for all labor, materials, supplies, equipment and incidentals necessary to
complete the work. The CONSULTANT shall submit an itemized bill to the CITY prior
to payment.
The CONSULTANT shall be paid by the CITY based upon the fees included on
each individual approved work task order. These fees will be "NOT TO EXCEED" lump
sum figures of $927.00 per day and is based on hourly rates as shown on the attached
Exhibit C. Exhibit C is attached hereto and by reference made a part of this
Agreement. Compensation shall include all consultant expenses including, but not
limited to, overhead, profit and direct non-salary costs and shall not exceed that amount
shown on each approved individual work task order under this contract. The total
amount of the Agreement is not to exceed $20,000.00.
In the event services are required beyond those specified in the Scope of Work,
and not included in the compensation listed in this Agreement, a contract modification
shall be negotiated and approved by the CITY prior to any effort being expended on
such services.
The CONSULTANT will submit invoices consistent with EXHIBIT D.
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,
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March 12, 2004
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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.
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
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March 12, 2004
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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.
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 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.
The general 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
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March 12, 2004
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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 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.
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
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March 12, 2004
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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.
10. CERTIFICATION REGARDING DEBARMENTT SUSPENSlONT 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.
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March 12, 2004
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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 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
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March 12, 2004
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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 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 enfome 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 unenfomeable, the
remaining provisions shall remain in force and effect.
12.9. This Agreement shall be administered by Tom Ruppenthal, on behalf of
the CONSULTANT, and by the Mayor of the CITY, or designee, on behalf of the CITY.
Any wdtten notices required by the terms of this Agreement shall be served on or
mailed to the following addresses:
City of Auburn
Attn: Gary McConnell
1305 C Street SW
Auburn WA 98001
Phone: 253.288.3150
Fax: 253. 288.7406
gmcconn@ci.aubu rn.wa.us
Agreement for Professional Services AG-C-160
March 12, 2004
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Carolina Pump & Supply Corporation dBA
Hughes Supply, Inc.
Attn: Tom Ruppenthal
10013 Martin Luther King Jr Way S
Seattle WA 98178
Phone: 206.725.3441
Fax: 206.725.5932
thomas.ruppenthal@hughessupply.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, return 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.
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-160
March 12, 2004
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ATTEST:
Peter B Lewis, Mayor
Date ~ 17¢~ I L~(7
APPROV..~ AS
D iea~VB~ Heid,'(
CAROLINA PUMP & SUPPLY
CORPORATION dBAJ:JUGHES
sUPPLY, INC.
Title: ~t~ ~
Federal Tax ID #:
File: H:\CONSULTAN-RAGREEMENTS~2004~AGC160 AGREEMENT.DOC
Agreement for Pro£essional Services AG-C-160
March 12, 2004
Page 10ofl0
EXHIBIT A
I. SCOPE OF WORK
PROCEDURES AND METHODS - Comprehensive Leak Survey
(Water Distribution Lines)
Carolina Pump & Supply Corporation dBA Hughes Supply, Inc. (hereafter
referred to as CONSULTANT) surveys for and pinpoints water leaks using the
latest in leak detection technology available. We use a sonic leak detection
sound amplification instrument in conjunction with a sensitive transducer to
conduct system surveys. We use various sophisticated equipment from
correlators down to ground microphones to pinpoint system leakage (refer to
Equipment Section for details). We have pipe tracing and box locating
equipment available with each mobile unit. Trained, experienced professionals
operate our equipment. Our technicians undergo an annual audiogram (hearing
test). A detailed report of leak locations, estimated gallon per minute (GPM)
loss, and area covered is supplied daily. A Final Report is provided on a monthly
basis or at the completion of the project. The report includes a Summary of the
project, Survey Review, Area Survey Sheets with Observations noted, sheets
with data on each individual leak with a drawing of its location and a conclusion.
I1. SPECIFICS
The first step in our survey is to review the distribution maps of the CITY's
system for familiarization of the pipe network and available appurtenances
(valves, services, hydrants, etc.) to be used as contact points.
As the leak survey progresses, CONSULTANT determines the distance
that even quiet leak sounds travel in various pipe materials, pipe sizes and
pressure zones in each area of your system. This will be done by slightly
turning on fire hydrants, hose bibs, etc., creating a simulated quiet leak
sound. Appurtenances in that area are then checked with a sound
amplification instrument to see how far the simulated leak sound travels,
thus determining how often CONSULTANT will make contact with
appurtenances in given sections of the water distribution system.
CONSULTANT then conducts a comprehensive survey by making
physical contact with available main line appurtenances (valves, hydrants,
etc.) and selected customer services. CONSULTANT uses a sonic leak
detection sound amplification instrument designed for this purpose.
When surveying PVC pipe lines, CONSULTANT will make contact with all
available appurtenances.
Because the transducer is the most sensitive piece of equipment, all
transducers must be calibrated at least annually to military inspection MIL-
STD-45622A to verify the integrity of such. All calibrations must be
Page 1 of 4
F=
traceable to the (NBS) National Bureau of Standards, and have been
derived from accepted values of natural physics.
Contact is then made with pipe appurtenances at intervals no greater than
350 feet where contact points are available and accessible, or at pre-
determined distances as noted in Paragraph B (whichever distance is
less).
When normal contact points are not available or can not be created within
a reasonable distance, as described in Paragraph B, CONSULTANT will
make an attempt to use a sonic ground listening instrument, making
physical ground contact at intervals no greater than 6 feet directly over the
pipe. If conditions do not allow this preocedure, our Field Technicians will
advise CITY at time of project and will detail in the Final Report. If
excessive ambient noise precludes the effectiveness of the ground
listening device in an area during daytime hours, we will schedule this
portion of the survey for nighttime hours. CONSULTANT will pre-approve
these situations with the CITY. (Ground listening devices are employed
when ground cover is pavement, cement, or a similar had surface.) Direct
contact to the main line at intervals outlined in Preparation for Service will
result in the most thorough survey possible.
When ground cover is not a hard surface, probe reds will be used at 6 feet
intervals when normal contact points are not available (as described in
paragraph B). A sound amplification instrument with 12VG or greater
(volts per "G") transducer is used with probe rods. Probe reds will be
driven into the ground at a minimum of 6 inches directly over the pipe
when ground conditions allow. We will pre-approve these situations with
the CITY.
H If additional contact points are required to access the pipe with our
equipment (in the event that standard preocedures, mentioned above, can't
be used) installation of permanent contact points is recommended.
Guidelines will be provided, when required.
When surveying mobile homes, it is imperative that the skirting is removed
prior to our arrival to allow shut-off valves to be accessed. Safety
procedures do not allow CONSULTANT personnel to access water lines
located underneath mobile home units due to risk of exposure to noxious
gases. In addition, CONSULTANT personnel will not enter any manhole,
vault or other area that may contain noxious gases, unless properly
ventilated by CLIENT utility personnel.
A detailed report of decibel levels at suspected leak sound locations and
observations are compiled during the survey for reinvestigation and
possible pinpointing at a later time. This reinvestigation is to increase the
speed of the survey and will eliminate correlating on most false leak
sounds (i.e. service draw).
All indications of leaks found during the survey will be verified a second
time, after which the leak shall be pinpointed with a computer based leak
sound correlator whenever possible. Pinpointing leak locations through
Page 2 of 4
interpretation of sound intensity, either by ear, decibel metering or other
like methods, is not used when contact points are available for use with
correlator.
L. The eq. uipment utilized does not normally require valves to be operated during
surveying and pinpointing· However, on occasion, services or valves may need
to be operated to eliminate service draw noises or to change velocity noise.
Operation of appurtenances will be done by CITY utility personnel.
M. The correlator equipment used will have the capability to prompt the operator to
input the variables when different pipe sizes and/or pipe materials are
encountered in the same span to be investigated. This is necessary to ensure
accuracy of results based on the automatm computation of the correct leak
sound velocity in leak pinpointing operations. Our correlator has the capability
of correlating up to seven different pipe materials or diameters within the
selected span. To insure effective performance in all field environments
encountered in your distribution system (i.e. traffic noise, draw, pump operation,
industrial noise, etc.) the correlator equipment provides 12 multi-range High and
Low Pass filters. (FCS TriCorr). A correlator will be on site at all times during
leak detection projects.
N. Each leak will be classified according to size (GPM) and hazard in order to aid
in scheduling repairs, it should be noted that leak classification is not an exact
science, in spite of the use of the most modern instrumentation, plus complete
training and experience by our consultants, it is impossible to determine the
exact condition of underground piping without actually exposing the line. In
view of this limitation, our classification (including estimated GPM loss) is
intended as an aid in scheduling repairs based upon the information available,
the consultants judgment and site conditions at the time the leak report is being
prepared. Variable factors beyond our control may alter this classification at
any time. Once the leak is exposed for repair, the CITY may wish to revise the
estimated GPM loss in order to establish a more accurate estimate of actual
water loss for reporting purposes.
Leak Classifications are as follows:
Class 7.. Any leak which is hazardous in terms of potential undermining, possibly
resulting in surface collapse, encroachment and/or damage to nearby
utilities, commercial or private properties or leaks severe enough to warrant
immediate repair.
Class 2. All leaks that display water losses significant enough to be monitored on a
regular repair schedule.
3. Relatively small leaks that should be repaired as workload permits.
CONSULTANT will furnish, to the CITY, daily Leak Reports and shall also
furnish a Final Report within fifteen (15) business days from end of the project.
(For Alaska, Hawaii, and all overseas projects, please allow twenty-one [21]
business days for Final Report.) The Final Report includes:
]. Executive Summary showing individually recorded time for correlating,
surveying and other time spent on the project. This summary also includes
footage covered, approximated gallons per minute (GPD) loss, types of leaks
found, quantity of leaks found and remarks recommending improvements that
may be made to the distribution system.
~. ~ explaining the procedures and methods used during this study.
· Leak Reports with a detailed drawing showing each leak location that was
pinpointed, the type of leak found and classification, approximated time spent
pinpointing, an estimate of the GPM lost, cover type, if leak location was
Class
O.
Page 3 of 4
marked and computer justification when applicable. (This same leak report
shall be supplied daily to the CITY when eaks are found.)
If required, CONSULTANT can modify or design any form to fit the CITY's
needs.
Whenever the CITY repairs any leak detected by CONSULTANT prior to
completion of the field work, CONSULTANT shall re-survey that section of the
system, to be sure no extremely quiet leaks were missed due to an over
powering noisy leak sound or other variable.
CONSULTANT will furnish a trained Field Technician, leak detection
instruments and equipment and tools to complete the survey and leak
pinpointing.
It is important to note that not all leaks create noise levels that can be detected
using even the most sophisticated leak detection instrumentation. The
CONSULTANT will perform all work at the highest level of professional
workmanship in its industry, however, CONSULTANT cannot guarantee the
accuracy of the detection of any leak.
The CITY will need to provide a qualified helper to locate and operate valves,
services, hydrants, etc. when requested by Consultant, and generally provide
information to assist the CONSULTANT by providing the necessary equipment
(flags, traffic cones, etc.) as required to meet local, state, and federal
regulations in controlling vehicular traffic for man and equipment safety.
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III. SERVICES TO BE PROVIDED BY THE UTILITY
CITY will furnish, at no cost to CONSULTANT, a complete set of maps and line
data on the water distribution system to be surveyed, showing line size, type, and
location of mains, valves and fire hydrants.
CITY will make the water systems valves, valve boxes, customer services stops,
and boxes accessible by hand, operating key or probe and, if necessary, assist
in field locating of all pipelines within the designated services area.
CITY shall provide a helper to locate and operate valves, services, hydrants, etc.
when necessary, and generally provide information to assist technician when
needed.
CITY shall provide a helper and necessary equipment (flags, traffic cones, etc.)
as required to meet local, state, and federal regulations in controlling vehicular
traffic for man and equipment safety.
CITY may be requested to provide additional access points on the water system
as may be required on an occasional basis by CONSULTANT in order to
effectively complete the survey when normal contact points are not available
within a reasonable distance for correlation.
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EXHIBIT B
SAMPLE ANNUAL CONTRACT TASK ASSIGNMENT DOCUMENT
AGREEMENT #: AG-C-160 TASK NUMBER: xxx-Txx-xxx
CONSULTANT:
PROJECT #:
The general provisions and clauses of the Agreement referenced above shall be in full
force and effect for this Task Assignment.
Location of Project:
Maximum Amount Payable per this Task Assignment:
Completion Date:
~XXX.XX
Scope of Work:
APPROVALS
Consultant Project Manager:
Signature: Date:
Agency Project Manager:
Signature: Date:
If over $5,000 the Mayor must sign here:
Signature: Date:
Note: If this task order is over $25,000 then it must go before the Public Works
Committee and City Council for approval prior to the mayor's signature.
Page 1 of 1
EXHIBIT C
2004 CONSULTANT FEE SCHEDULE FOR PROFESSIONAL SERVICES
Daily Rate $927.00
Hourly Rate $150.00
Note - Hourly rate is demand service initiated within 24 hours. If demand service
exceeds 6 hours, the daily rate will be charged.
DISCIPLINE
HOURLY RATE
Senior Management
Project Management
Field Technician
Administrative
Data Entry
$40.00
$36.00
$32.00
$18.00
$15.00
INDIRECT COSTS
(equipment, vehicle, Communication, supplies)
(equipment, vehicle, communication and supplies are included in the hourly and daily
rates noted above)
TRAVEL EXPENSES FOR EMERGENCY SERVlCF
Vehicle Mileage Rate
$0.375 per mile
MISC
The Daily Rate is based on an 8 hour work day.
If emergency service is required, a (2) hour minimum will be charged.
Extra copies of Final Report are $25 per copy (2 copies are included with any project).
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EXHIBIT D
CONSULTANT INVOICER
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.
EXHIBIT D
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
Mike Jones, Principal in Charge 1 $125.00 $125.00
Carla Maker, Architect 5 $ 72.00 $144.00
Joe Smith, Word Processing 10 $ 48.00 $480.00
Consultant Personnel Sub Total: $749.00
Expenses (see attached documentation)Charqes
Mileage ($0.345/mile): 20 miles
Communications: $30.00
Printinq: $29.00
Multiplier Total
x 1.1 $ 7.59
x 1.1 $33.00
x 1.1 $31.90
Consultant Expenses Sub Total:
$72.49
Consultant Total:
$821.49
SUB CONSULTANTS
Subconsultant {see attached documentation) Hours Hourly Rate
ABC ENVIRONMENTAL, INC., Civil Engineer 10 $100.00
ELECTRICAL CONSULTING, Electrical Engineer 5 $100.00
MECHANICAL SOLUTIONS, Mechanical Engineer 10 $100.00
MOVING COMPANY, Movinq Consultant 2 $100.00
Subconsultant Sub Total:
x 1.1 Multiplier:
Subconsultant Total:
Amount
$1,000.00
$ 500.00
$1,000.00 MRF*
$ 100.00
$2,600.00
$ 260.00
$4860.00
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CONTRACT BREAKDOWN
Amount Prior This Total Invoiced % % Amount
Task Authorized Invoiced Invoice To Date Expended Completed Remainin0
Original
Contract $22,000.00 $1 025.00 $2 681 49 $3 706 49 20% 25% $~R ~ ~t
MRF $2,500.00 $0.00 $1,000.00 $1,000.00 40% 45% $1,500.00
TOTAL $24,500.00 $t,025.00 $3,681.49 $4,706.49 $19,793.51
Note: MRF=Management Reserve Fund
* Received a written authorization of MRF on 1110101 for Mechanical Engineer task in the amount
of $2,000.00.