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HomeMy WebLinkAboutBrown and Caldwell AG-C-301i r'T ~13 `x.1.13 ~~ cj 2007 AGREEMENT FOR PROFESSIONAL SERVICES AG-C- 301 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 BROWN AND CALDWELL, a corporation whose address is 701 Pike Street, Suite 1200, Seattle, WA 98101, 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 shall provide engineering and technical services necessary to prepare a city wide sanitary sewer comprehensive plan to and complete associated tasks: This effort shall be in accordance with the Scope of Work incorporated herein as Exhibit A. 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, 2009. 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. Agreement for Professional Services AG-C-301 June 7, 2007 Page 1 of 11 x- ~ 3. COMPENSATION. Compensation will be on a time and material basis, not to exceed $421,277.00. A detailed Fee Schedule for anticipated tasks is incorporated in to this Agreement as Exhibit B. In the event services are required beyond those specified in the Scope of Work, and not included in the compensation listed in Exhibit B, Fee Schedule, a contract modification shall be negotiated and approved by the CITY prior to any effort being expended on such services. The Consultant shall submit to the City an invoice or statement of time spent on tasks included in the scope of work provided herein, said invoice to be in essentially the form set forth in Exhibit C, attached hereto and incorporated by reference, and the City shall process the invoice or statement in the next billing/claim cycle following receipt of the invoice or statement, and shall remit payment to the Consultant thereafter in the normal course, subject to any conditions or provisions in this Agreement. 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 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. Agreement for Professional Services AG-C-301 June 7, 2007 Page 2 of 11 i ~ t 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, authorized volunteers, and employees harmless from any and all claims, injuries, damages, losses, or suits, including attorney fees, to the extent arising out of or resulting from the negligent acts, errors or omissions of the CONSULTANT in performance of this Agreement, 7. INDEPENDENT CONTRACTOR/ASSIGNMENT. The parties agree and understand that the CONSULTANT is an independent contractor and not the agent or employee of the CITY and that no liability shall attach to the CITY by reason of entering into this Agreement except as otherwise provided Agreement for Professional Services AG-C-301 June 7, 2007 Page 3 of 11 ~ "~ , 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 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 Agreement for Professional Services AG-C-301 June 7, 2007 Page 4 of 11 r. '~ 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. 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 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 Agreement for Professional Services AG-C-301 June 7, 2007 Page 5 of 11 i ~ ~ 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 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-301 June 7, 2007 Page 6 of 11 1. ~ f 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; (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. Agreement for Professional Services AG-C-301 June 7, 2007 Page 7 of 11 i ~' 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. 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. Agreement for Professional Services AG-C-301 June 7, 2007 Page 8 of 11 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. 13.9. This Agreement shall be administered by Mike Milne 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: Dan Repp 25 W Main Street Auburn, WA 98001 Phone: 253-804-5062 Fax: 253-931-3053 E-mail: drepp ~auburnwa.gov Brown and Caldwell Attn: Mike Milne 701 Pike Street, Suite 1200 Seattle, WA 98101 Phone: 206-624-0100 Fax: 206-749-2200 E-mail: mmilne _brwncald.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 Agreement for Professional Services AG-C-301 June 7, 2007 Page 9 of 11 i ~' ~ 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-301 June 7, 2007 Page 10 of 11 ~ ~' r Date JUN 1 S 2007 ATTEST: anielle E. Daskam, City Clerk AS TO FORM: BROWN AND CALDWELL BY: ~ ~ CLQ~L Title: ~lGe ~~ c~-~ti-'~ Federal Tax ID # ~~' ~~~ ~~ Agreement for Professional Services AG-C-301 June 7, 2007 Page 11 of 11 ~ y., r EXHIBIT A SCOPE OF SERVICES CITY OF AUBURN COMPREHENSIVE SEWER PLAN UPDATE MAY, 2007 Brown and Caldwell (Consultant) is pleased to present this scope of work (SOW) and budget for the City of Auburn (City) to update its 2001 Comprehensive Server Plan (Server Comp Plan). The goals of this project area to: • Review existing data and information pertaining to the sewer comprehensive plan. • Develop levels of service and related City goals. • Assess the sewer collection system pump stations. • Develop a scope of work for completing the comprehensive sewer plan update (Phase II). • Incorporate sustainability into the City's wastewater program. To maximize efficiency, the SOW specifies a phased approach, wherein the results of Phase I will be used to refine the scope of Phase II. This will help ensure that our efforts are focused on the City's most important needs with respect to the Sewer Comp Plan. Phase I will involve evaluating existing information pertaining to the City's sewer system. Phase I will include an evaluation of the City's pump stations and potential wastewater re-use sites, and a review of the existing models of the sewer system. We will then identify key data gaps and prepare a scope of work and budget for addressing these gaps. Phase II would involve preparation and implementation of a detailed study plan that focuses on the key data gaps and provides the information needed to complete the sewer comprehensive plan update. The activities and deliverables for each phase are described below. The scope of Phase II should be regarded as tentative, as it may be revised based on the results of Phase I. Phase I will consist of 7 tasks: Task 1 Project Management Task 2 Establish Project Goals and Preliminary Level of Service Criteria Task 3 Collect Information Task 4 Evaluate Existing Data, Models, and Information Management Systems Task 5 Pump Station Evaluation Task 6 Water Reuse Evaluation Task 7 Develop Phase II Work Plan The activities, deliverables, and assumptions associated with each task are described below. '° , Pry ~ E ~ et The Consultant will prepare a Project Management Plan (PMP) that will include the project scope and schedule, communications plan, quality control plan, schedule and cost control plan, division of work Saver Exhibit A.doc ~ ~' r recommendations, production coordination conventions, and levels of responsibility and principal participation requirements for each team member. The Consultant will also be responsible for project budget control using management tools which provide him with daily updates of project expenditures. Task 1.1-Correspondence and Coordination with City ofAuburn Protocol for the coordination of all communication with the City's primary contact will be established. Implementation of these procedures will ensure all key team members are actively involved and informed in project decisions and direction. Specific elements for communication include: • Follow-up all decision-making and phone conversations with an immediate recap via email. • Submit minutes of meetings within one week. • Copy all team members on correspondence, emails, meeting minutes, etc. Task 1.2 - StaffManagement Consultant's Project Manager will supervise project staff to ensure compliance with project schedule and budget as well as schedule deliverables. This management effort will involve: Preparation and submission of monthly activity reports showing current project status and identify- ing 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. Preparation and submission of monthly billing statements that clearly document the names, rates and tasks for each team member who provided services for that period. Task 1.3 -Progress Meetings Project meetings with City staff and key team members will be scheduled at project milestones. Up to three progress meetings are anticipated, in person or by conference call. Meetings will include: The Consultant's Project Manager will develop and distribute a detailed meeting agenda before each scheduled meeting, outlining key project issues and decisions to be discussed. Meetings will be administered by the Project Manger to ensure all issues are discussed in a timely and efficient manner. Meeting minutes will be recorded and distributed to all key team members. Minutes will clearly define all issues and decisions discussed during the meeting. `i` sl P~c~ cs r~cl >P'rll i~~ 1~i t~f se ~r°a This task involves activities necessary to define project objectives and preliminary level of service (LOS) criteria to use in evaluating pump stations .and system operation, maintenance and capacity. The Consultant will first review existing regulations (e.g., Growth Management Act, Washington Administrative Code 173- 240-050, etc.), reports, and planning documents relevant to wastewater conveyance. The Consultant will then develop draft project goals and lists of potential types of LOS. LOS types will include both internal and external metrics. For example, internal metrics for LOS will likely include pump station operational, quality, and performance parameters such as: o Types of station by size range/configuration o SCADA systems o Noise limits o Odor limits Sewer Exhibit A.doc 1 a' O Corrosion control o Man-machine interface o PLCs o Control equipment o Pump brands/agents o Engine brands/agents o Removal/repair -internal/external o Retrofit criteria o Safety O Energy efficiency o Recycling of used equipment Examples of external LOS criteria include capacity performance targets, complaint response metrics, sustain- ability metrics, and other service measurements that are visible to the public. We will then facilitate a project kick-off workshop that will involve the Consultant, City project staff, and the City's potable water comprehensive planning consultant (Roth Hill Engineering Partners, LLC). We will revise the project goals and LOS criteria based on the kick-off meeting and send them to the City project manager for review. At this point of the project, the LOS criteria will preliminary because it is likely that subsequent tasks (e.g., pump station evaluation) and more detailed analysis may require refinements. For example, in areas with existing capacity problems, LOS criteria for conveyance may need to be adjusted after we have identified potential solutions and their associated costs. . Assumptions: • Three of the Consultant's staff will attend one three-hour project kick-off workshop in Auburn. • The Server Comp Plan project kick-off workshop will coincide with -the Drainage Comp Plan kick-off meeting to improve project efficiency and congruence between both plans. Deliverables: • Draft and revised project goals • Draft and revised preliminary LOS criteria . 11 lea The Consultant will work with City staff to collect the available data relevant to this project. This will involve review of digital and hard copies of information/data and interviews with City staff. The City will provide population and other planning data from ongoing potable water comprehensive planning work. Task 3.1 Collect Existing Information and Reports The Consultant will compile a list of the relevant information that we would like to obtain from the City. Based on our current understanding, we expect that the list will include: Existing collection system and infiltration/inflow (I/1) models • Available City GIS data • Recent survey data • Collection system flow data • Existing studies/reports in digital format if available • Condition assessment data Sewer Exhitiit A.doc ~" • Maintenance histories and issue summaries • Record drawings (or contract documents if record drawings unavailable) • Base maps printouts of the wastewater collection system. • AutoCAD drawings that include sewer infrastructure layers. We will examine the AutoCAD files to determine the most efficient way to transfer sewer infrastructure characteristics (e.g., manhole invert elevations, pipe diameters and slopes) to a separate database for inclusion in the City's GIS system and collection system hydraulic model (see Task 4). • Information about current sustainable practices and policies in the City. • Additional pump station related data as available, including: - Equipment O&M catalogs - Operational O&M Manuals - Loss of power event history - Overflow records Assumptions: • Collection of drainage pump station information for the concurrent Drainage Comp Plan will be coor- dinatedwith collection of sewer pump station information. • The City will provide the information listed above in digital format where possible. Deliverable: • Spreadsheet inventory of data collected and relevant metadata. Task 3.2 Conduct Interviews We will interview City staff to: • Define the City's organizational structure. as it relates to operation, maintenance, and improvement of the wastewater collection system. • Identify specific business processes and City staff roles and responsibilities in completing these proc- esses. • Develop an understanding of the various information management systems available to support the City in sewer collection system management and reporting. • Collect anecdotal information regarding location and nature of system problems. • Collect information related to BMPs or policies in use relevant to sustainable collection system de- sign and operations. Based on the interviews, we will prepare draft business organization and process models, and submit them to the City Project Manager for review. We will revise the models based on the City's comments. Assumptions: • This task focuses on uiterviews necessary to document practices related to operation, maintenance, and improvement of the sewer collection system. • Two Consultant staff will participate in three group interviews with City sewer and maintenance staff. The City will ensure that the appropriate City staff can attend. Sewer Exhibit A.doc 4 < ,a II • Each interview will last two hours. Deliverables: • Meeting summary notes • Draft and revised business models, including organization models and process models Talc aata itn aka, ndl, and lnfr aian ac~~ nt ~t Based on the project goals and preliminary LOS established in Task 2 and the information collected in Task 3, the Consultant will identify gaps or needs both in the data necessary to support Phase II analyses (e.g., flow monitoring, system inventory data, etc.) and the collection system I/I models themselves. We will also identify gaps or needs relative to the systems and/or processes used by the City to manage that information (e.g., adequacy of existing IT tools to support operation, maintenance and improvement of the sewer collection system). Furthermore, the Consultant will evaluate wastewater collection system inventory, the Mouse hydraulic model and associated I/I model to identify mismatching or missing data. Recommendations for additional data collection for Phase II will be developed from this effort. (Note: Similar "gap tracking" lists will be developed for the concurrent Drainage Comp Plan.). Assumptions: • Activities necessary for collection of additional data (e.g., flow monitoring) to address gaps identified during this task will be defined during Task 7. • This task will document information management system needs related to operation, maintenance, and improvement of the sewer collection system. • This task does not include the conversion of data files to update the City's infrastructure database or collection system hydraulic model. These activities will occur in Phase II. This existing data review portion of this task is limited to examining the existing collection system mapping and flow data, de- veloping astrategy for updating die City's GIS data and hydraulic model, and estimating the level of effort required to complete these activities for the Phase II SOW. • The Consultant will examine the existing Mouse model to (1) determine what portions of the collec- tion system are included in the model and where there are gaps, (2) compare the pipe elevation and diameter data in the Mouse model to the collection system infrastructure available from the City, (3) identify any connectivity problems, adverse slopes or large drops in the Mouse model data that may indicate erroneous data. • The Consultant will examine the I/I model and flow data to determine whether the existing informa- tion/model calibration is sufficient to proceed with the CIP update activities in Phase II or whether additional flow data collection and/or model calibration is required. This examination will likely yield one of three conclusions: (1) the existing I/I model calibrations are sufficient, or (2) the I/I model calibrations should be improved by including additional, available flow data (e.g., data col- lected after the model calibration occurred, data from pump stations or other locations for which there is no model calibration), or (3) new flow data should be collected to support more accurate I/I and hydraulic model simulations for the purpose of improving CIP planning efforts. Sower Exhibit A.doc 1 ~,' C Deliverables: • Draft and revised technical memorandum identifying and prioritizing data gaps with respect to sys- tem inventory and monitoring and discussing recommendations for modeling platform updates or changes during Phase II. • Draft and revised technical memorandum describing existing information management systems and processes and their adequacy to support sewer collection system operation, maintenance, and im- provement. Task vta~t u p tlki The Consultant will conduct field visits and evaluate each sewer pump relative to the preliminary LOS developed during Task 2. This task will consider the physical life expectancy of existing hardware and potential modifications for smoother, more reliable, and more efficient operation. Based on the review of existing information collected in Task 3 and the site visits, the Consultant will present upgrade options, descriptions of relative benefits, and relative preliminary pricing. These upgrade options may be updated during Phase II based on problem analysis and alternatives modeling. During this task, the Consultant will: • Prepare standardized station checklists, information filing systems, photo archives, and a report tem- plate. • Review station documentation collected during Task 3 (each discipline lead). • Conduct station site visits. • Evaluate station operation against Task 2 LOS criteria and with regard to current and future capacity, component life, code compliance, safety, maintainability and operability, self cleaning capability, ac- cess, main and utility systems, HVAC, SCADA, security needs, standby power, and sustainability considerations. • Identify early implementation recommendations. • Prepare preliminary cost estimates for recommendations. • Summarize recommendations in a draft technical memorandum and meet with the City to review recommendations. • Update the technical memorandum based on City feedback. • Make recommendations for a MS Access database or bookmarked PDF file to be prepared in Phase II for easy storage, retrieval, and City use of the collected pump station data. • Provide peer review of draft City pump station design standards. • Provide a pump station workshop with City staff. Assumptions: • Site visits to each of the sewer collection system pump stations will be conducted with City staff fa- miliar with the operations and maintenance history at each station. • No confined space entry will be required. • The Consultant's pump station assessment team will consist of experts in hydraulic design, electrical and instrumentation, and structural design. • The Consultant will prepare a photo database. • The technical memorandum prepared for this task will be a stand-alone document. • The technical memorandum will not include discussion of implementation phasing. • Two of the Consultant's staff will attend one three-hour review meeting. . • Station capability to meet future capacity needs will be assessed after system modeling in Phase II. • Accepted recommendations will be incorporated into the updated CIP during Phase II. Sewer Exhibit A,doc ~ ~' x Deliverables: • Draft and revised technical memorandum • Pump station workshop with City staff Tait 6. '1~Yater ~ vti The Consultant will evaluate the potential for the City to re-use treated wastewater to offset a portion of its future potable water demand. This evaluation will focus on aquifer storage and recovery (ASR) and direct infiltration and will consider the nature and proximity of potential recharge sites, local geologic and hydro- geologic conditions, water quality concerns, and reclaimed wastewater conveyance issues. The Consultant will participate in a phone conference with City staff to discuss the City's short-term planning horizon and proximity criteria. The Consultant will then produce a map showing identified potential reuse sites that appear to meet these criteria. We will then meet with City staff to discuss the potential reuse sites and identify up to five sites for further evaluation. After the meeting, the Consultant will conduct field reconnaissance to inspect the five potential reuse sites and classify each site based on potential water use (e.g., irrigation or industrial use), water quality requirements, land area, site type (e.g., golf course, agricultural or cemetery, etc.) and flow demand (including annual average demand and variability in demand). In addition, based on the field reconnaissance and the existing information compiled for Task 3, the Consultant will identify potential or limitations that could affect reuse at each site. The Consultant will produce a table that summarizes the characteristics of each reuse site and coordinates with the reuse site map. Order of magnitude cost estimates will be prepared for implementation of each reuse option. Preliminary coordination with other utilities, such as King County, Lakehaven Utility District, etc., will be performed in conjunction with City staff. Assumptions: Up to 5 potential reuse sites will be evaluated. The site inspections will take 2 days. The site inspections will be limited to areas that are legally accessible to the public or City staff. If the City determines that privately owned sites are to be include, the City will obtain access permission from the land owner, The site evaluation will be based on visual inspections and review of available information; no sam- pling, borings, or other investigations will be conducted for this task. Deliverable: • The findings from Task 6 will be summarized and developed into a brief technical memorandum (draft and final). This technical memorandum will include recommendations, if any, for future work as part of the Phase II of the SesverComp Plan update. T . ~evelx~p b~ IC I~cs~ "lrt Based on Tasks 1-6, the Consultant will develop a draft work plan for Phase IL It will include a summary of recommended LOS, data deficiencies, modeling activity, recommended improvements, GIS mapping improvements, asset management, and other action items. The Phase II work plan will also uichide a section discussing sustainable design practices implementing the Sezver Comp Plan update. Action items from the tasks described above will be communicated to the City via email or technical memoranda as they emerge to keep Sewer FxhiEit A.doc 1 "~ R the City informed of up to the moment results ahead of this Phase II Work Plan effort. This work plan will be developed in such a way that it can be converted to the Phase II scope of work leading to an updated Server Com~i Plan that meets the requirements of the Washington State Department of Ecology (Ecology), as set forth in the Washington Administrative Code (WAC) 173-240-050, the Revised Code of Washington (RCW) 90.48.110, and approval by Ecology, King County, and Pierce County. The Consultant will also organize and facilitate two meetings with the Ciry or outside governmental agencies to ensure smooth coordination and communication of the Phase I results. The Consultant`s Project Manager will prepare an agenda before the meeting and document the proceedings. Assumptions: • The Consultant's Project Manager and two other Consultant staff members will attend two meetings. Deliverables: • Draft and revised Phase II Work Plan and budget. h~~~ M G C u The Consultant proposes to complete this Phase I work by September, 2007. A Phase I detailed budgetary breakdown is included in Exhibit B. A Phase I budget summary is also included below as Table 1. Table 1. Phase I Bu eta Summa Task Descri tion Estimated Fee Task 1-Project Management $ 16,167. Task 2 -Establish Project Goals and Preliminary Level of Service Criteria $ 21,167. Task 3 -Collect Information $23,057. Task 4 -Evaluate Existing Data, Models, and Information Management Systems $ 51,727. Task 5 -Pump Station Evaluation $ 59,648. Task 6 -Water Reuse Evaluation $ 10,805. Task 7 -Develop Phase II Work Plan $ 10,706. Total Estimated Phase I En ineerin Fee $193,277. ~~ 11 S The Consultant proposes the following 10 tasks for the Phase II portion of the project: Task 1-Project Management Task 2 -Mapping Task 3 -Hydraulic Modeling Task 4 -Planning Considerations Task 5 -Level of Service Policies and Code Task 6 -Existing System Task 7 -Recommended Improvements Sewer E#iibi~ A.doc ~ ~ ~ Task 8 -Financial Program Task 9 -Operations Program Task 10 -Comprehensive Sewer Plan 5`~1 C ~Q The Consultant proposes that the Phase II services be performed during October 1, 2007 through February 22, 2008. This includes time for SEPA approvals and Ciry review and approval of the updated comprehensive sewer plan. The Consultant estimates the following engineering fees for the Phase II effort: Table 2. Phase II Budgetary Enl;ineerinl; Fees Task Description Budgetary Engineering Fee Task 1-Project Management $ 20,000. Task 2 -Mapping $ 55,000. Task 3 -Hydraulic Modeling $ 40,000. Task 4 -Planning Considerations $25,000. Task 5 -Level of Service Policies and Code $ 5,000. Task 6 -Existing System $ 3,000. Task 7 -Recommended Improvements $ 20,000. Task 8 -Financial Program $ 20,000. Task 9 -Operations Program $ 15,000. Task 10 -Comprehensive Sewer Plan $25,000. Total Phase II Bud eta En ineerin Fee: $228,000. t" S~ Exhibit B contains a detailed cost estimate for Phase I project tasks and a summary cost estimate for Phase II project tasks. The estimated cost for Phase I is $193,277. The estimated cost for Phase II is $228,000. The total estimated combined cost for Phase I and II is $421,277. The Consultant will invoice the City on a time- and-materials basis for services provided in connection with this SOW. The Consultant will not exceed the total estimated fee without prior written authorization from the City. END OF DOCUMENT Sower Exhibit A.doc +~ s EXHIBIT B COST SCHEDULE CITY OF AUBURN SEWER COMPREHENSIVE PLAN UPDATE The cost schedule for Phase I of the City of Auburn Sewer Comprehensive Plan appears on the following P~e• O _ ~ ~: R.: ~ ~ ~'' III i i _ - ~ M a _ r ~ ~ ,, H ° ~~~ ~ I ti ~ ~ j F ~ - s.~= - - ._ - I - Lti ~ H ~ _ , _ , -, .,-. ,. ~ I '. w _ po n ~C ~ l - ~ ~ ~ i ~ ~ H -. r '.~. bf „~ iJ . ~_, V1 !^~ S9 r= W ~:~ y4'~,: Vl ... 691 _+r Wit» 69'.-_H HI '.M N ~C I ~ O C- G _ O ~ v, O 1, O J, fr' 1~ D G O U I -- c4i ~ ~ h u4i ~ i ~ `b ~ '° ~ ~ I ~' ~; I I - ~. `O _ i, _ -... 64 ._. i~W~, KfH'.»•y ,. b9~~-69 ~-69 ~M~: ~`+19~tCCO N ~ ~ ~' m ~ ~ r 7 6 U ~ i ~ T ._ _ (~~. .- 69 ~. KY w ~= b9 ~.. EfFl .. c-- 69 a J vi VI ~•• 69. h -' ~ t _, oo_ _ n _---~T --- -T - -~- - ~, ~Y i wN~ m - ~ - ~i~ a~ ~ ~ I -, ~ ~ ~ ~jr~° II ~~ M d ~I _~ ~ ~~ ~ w~ ,N Q i ~ ~ M -N~ d yi _, ~ VIN `$:M C ~. ~ I ~ -_.._. ..TT-.`~_._~~.. - ~ m O -_ ~Yf ~ { I = -. ~ O CYO C N - DIN ~N ~M C7 N I~ I I ~ i ~ w~N vi ~ I i ', I, ~ ~ n j ~ a ~ i ' ~- ~. i ~ i M I I `~I, '^ N G V Jmll~lOr! Z~ f i N M m j M ~, -~-. _.. .~ -~ "' ~ ~ ~iw'y ~~ ~ ~ 1 _ I ~ ~ ~ yy o ~N ~L M G B j ~ tH ~ ~ ~ 1 w w• } M w '~ ',I vi ~ ~ ~ NN ~`M O I C C i _ i ~ ~ gj~.niHf O ~ M ~> i I ~ 1 NE -~ ~ ~, ,, i ~ . w a - n~ a ~ M m ~ _ ~~ ~ ~ ~ ~ 1~ - ' ~"~"' m ~I ~ ,~ i ~~ I i ~ l Ia o~_~;~. ~, -o _ ~- ~ '~ ~ '~ ~ ~~ ~,o~o ~- ~ 1 II_ ~I { ) , N N _ ;~ j ~ ~~,, {+f o m~ C C i 1 ~ ~ { I N,NI N X I ~:o _ I~ Y~~_ I j ~ -, ~~ ~ ~ , ~ ~ , II-, ~ ~~ ~~-I i~~ ~. M N W _~ ~_, ~_ I - ~1_~ ~i ~ j rl. ~_ ~ I ~ ~~ ~- ~ ~ ~ I N _ A - ~ ~ - ~i- - - - J ~• to _ i _ I~ ~k~ a3 - ~~ o 3 c m - T - - i ~= I~ ~~ I I alb y T - _ -, - S v - - ,- ~~ w I _ i - - - Q - -_ - - - - _ f _. _ _ _ ~ - _ _ ~1~ 1 L .a _ ~ 1' m E i` u. J .c i- i_ III ~= w' , v~ z ~ ~ ~ =-~---~ ~. ~~ ~ Z ~ ~~:: v _ - - _ _ ~ F d U ai ~. I ~ 'i ~~ i ~ ~4 N1 h i * ; ~ EXHIBIT B (CONT'D) COST SCHEDULE CITY OF AUBURN SEWER COMPREHENSIVE PLAN UPDATE The preliminary budget estimate forPhase II of the project is as follows: Phase II Task Bud et Estimate Task 1-Project Management $ 20,000. Task 2 -Mapping $ 55,000. Task 3 -Hydraulic Modeling $ 40,000. Task 4 -Planning Considerations $ 25,000. Task 5 - Level of Service Policies and Code $ 5,000. Task 6 -Existing System $ 3,000. Task 7 -Recommended Improvements $ 20,000. Task 8 -Financial Program $ 20,000. Task 9 -Operations Program $15,000. Task 10 -Comprehensive Sewer Plan $ 25,000. Total Phase II Bud et Estimate: $228,000. i ~` i 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 15`" • For grant/special funded projects there might be other special information needed, reference the LAG manual. ~ ~ t 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 Hour 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 lier $ 2,860.00 Subconsultant Total: TOTAL DUE THIS INVOICE CONTRACT BREAKDOWN $ 2,860,00 $ 3,681.49 Task Amount Authorized Prior Invoiced This Invoice Totallnvoiced To Date % Ex ended % Com leted Amount 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 1/10/01 for Mechanical Engineer task in the amount of $2,000.00. A --7, , G .C~ AMENDMENT #1 TO AGREEMENT NO. AG-C-301 BETWEEN THE CITY OF AUBURN AND BROWN AND CALDWELL RELATING TO THE COMPREHENSIVE SEWER PLAN THIS AMENDMENT is made and entered into this 2009, by and befinreen the CITY OF AUBURN, a municipal corporation of the State of Washington (hereinafter referred to as the "CITY"), and Brown and Caldwell (hereinafter referred to as the "CONSULTANT"), as an Amendment to the Agreement between the parties for AG-C-301 executed on the 18th day of June, 2007. The changes to the agreement are described as follows: 1. CONTRACT TERM: The expiration date of the Agreement for Professional Services will change from December 31, 2009 to December 31, 2010. 2. SCOPE OF WORK: See Exhibit A, which is attached hereto and by this reference made part of this Amendment. 3. COMPENSATION: The amount of this amendment is $60,050. The total contract amount is increased to a total of $481,327.00. REMAINING TERMS UNCHANGED: That all other provisions of the Agreement befinreen the parties for AG-C-301 executed on the 18th day of June, 2007, shall remain unchanged, and in full force and effect. IN WITNESS WHEREOF the parties hereto have executed this Agreement as of the day and year first above written. BROWN AND CALDWELL ITY OF A RN , . ` , By: 'fStephen, B. Anderson, P.E., Vice President Peter B. Lewis, ayor ATTEST (Optional): ATTEST: By: Its: Danielle E. Daskam uQ burn City Clerk Approved as to form (Optional): Ap ov d as to.gr.~n: i Attorney for (Other Party) ; D niel B. H6io, Auburn City Attorney Amendment No. 1 for Agreement No. AG-C-301 Brown & Caldwell Page 1 of 3 Task 7. Final Comprehensive Sewer Plan No additional item.r. Task S. Address Agency Review Comments (NEW TASK) It is our understanding that the City will be submitting the Sewer Plan to both King County and the Department of Ecology for agency review and final approval. This Task was not originally identified in the Phase II Scope of Work and is being incorporated at this time. For the purpose of estimating a level of effort associated with this Task, BC has made the following assumptions: • Agency review will be conducted f'mt by King County and subsequently by the Department of Ecology. The time frame for completion of this process will be prior to December 31, 2010. • BCwill address agencycomments following consolidation and review bythe City. • BC anticipates addressing no more than 40 comments on each agency review. Addressing these comments will include providing clarifications of the Sewer Plan consistent within the existing Phase II Scope of Work. • BC will provide 2 draft and 2 final (total of 8) hard copy documents to the City for its use in the agency review process. Cost Estimate The following is a breakdown of the estimated additional costs for completing the Sewer Plan: .b - -d Costs Task Description ~h~~ Cost Task 1: Project Management 30 $5,600 Task 6: Draft Sewer Comprehensive Plan 240 $30,450 Task 8: Address Agency Review Comments 170 $24,000 Total 440 $60,050 [DOCUMENT END] Amendment No. 1 for Agreement No. AG-C-301 Brown & Caldwell Page 3 of 3 CITY OF * * AtiBURN Peter B. Lewis, Mayor # WASHINGTON 25 West Main Street * Auburn WA 98001-4998 * www.auburnwa.gov * 253-931-3000 July 12, 2010 Mr. Mike Milne Brown & Caldwell 701 Pike Street, Suite 1200 Seattle, WA 98101 RE: Agreement for Professional Services, AG-C-301 Comprehensive Sewer Plan Dear Mr. Milne: This letter is to inform you that the above-referenced Agreement for Professional Services is being closed at this time. Our records indicate that we processed the final payment for this agreement on June 23, 2010 for invoice #14126652 in the amount of $2,722.41. If you feel that this Agreement for Professional Services should not be closed, or if there are any outstanding invoices, please inform me by July 23, 2010. Thank you for your firm's professional services in work related to the Comprehensive Sewer Plan. If you should have any questions, please call me at 253.931.4008. Sincerely, Bob Elwell Sewer Utility Engineer Department of Public Works BE/ad/hb cc: Dani Daskam, City Clerk AG-C-301 AUBURN * MORE THAN YOU IMAGINEL