HomeMy WebLinkAboutBrown and Caldwell AG-C-301i r'T
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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.
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June 7, 2007
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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.
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June 7, 2007
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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
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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
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June 7, 2007
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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
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June 7, 2007
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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.
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June 7, 2007
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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.
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June 7, 2007
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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.
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June 7, 2007
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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
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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
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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
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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.
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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
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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.
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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
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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
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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
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• 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
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• Each interview will last two hours.
Deliverables:
• Meeting summary notes
• Draft and revised business models, including organization models and process models
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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
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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
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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
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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