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HomeMy WebLinkAbout2012 Engineering Annual Consultant Agreement W-3759ENGINEERING ANNUAL CONSULTANT AGREEMENT THIS AGREEMENT, made and entered into on this _______, day of __________, _____, by and between the CITY OF RENTON, WASHINGTON, A MUNICIPAL CORPORATION HEREINAFTER CALLED THE "CITY," and RH2 Engineering, Inc., whose address is 22722 29th Drive S.E., Suite 210. Bothell, WA 98021, at which work will be available for inspection, hereinafter called the "CONSULTANT." PROJECT NAME: WTR2703759 - Replace Highlands Reservoir Site Emergency Electrical Power Generator WHEREAS, the City has not sufficient qualified engineering employees to provide the engineering within a reasonable time and the City deems it advisable and is desirous of engaging the professional services and assistance of a qualified professional consulting firm to do the necessary engineering work for the project, and WHEREAS, the Consultant has represented and by entering into this Agreement now represents, that it is in full compliance with the statutes of the State of Washington for registration of professional engineers, has a current valid corporate certificate from the State of Washington or has a valid assumed name filing with the Secretary of State and that all personnel to be assigned to the work required under this Agreement are fully qualified to perform the work to which they will be assigned in a competent and professional manner, and that sufficient qualified personnel are on staff or readily available to Consultant to staff this Agreement. WHEREAS, the Consultant has indicated that it desires to do the work set forth in the Agreement upon the terms and conditions set forth below. NOW THEREFORE, in consideration of the terms, conditions, covenants and performances contained herein below, the parties hereto agree as follows: I SCOPE OF WORK The Consultant shall furnish, and hereby warrants that it has, the necessary equipment, materials, and professionally trained and experienced personnel to facilitate completion of the work described in Exhibit A, Scope of Work, which is attached hereto and incorporated into this Agreement as though fully set forth herein. The Consultant shall perform all work described in this Agreement in accordance with the latest edition and amendments to local and state regulations, guidelines and policies. The Consultant shall prepare such information and studies as it may deem pertinent and necessary, in order to pass judgment in a sound engineering manner on the features of the work. The Consultant shall make such minor changes, amendments or revisions in the detail of the work as may be required by the City. This item does not constitute an "Extra Work" item as related in Section VIII of the Agreement. The work shall be verified for accuracy by a complete check by the Consultant. The Consultant will be held responsible for the accuracy of the work, even though the work has been accepted by the City. II DESIGN CRITERIA The City will designate the basic premises and criteria for the work needed. Reports and plans, to the extent feasible, shall be developed in accordance with the latest edition and amendments of local and State regulations, guidelines, and specifications, including, but not limited to the following: 1. Washington State Department of Transportation/American Public Works Association (WSDOT/APWA), "Standard Specifications for Road, Bridge, and Municipal Construction," as amended by Renton Standard Specification. 2. WSDOT/APWA, "Standard Plans for Road, Bridge and Municipal Construction." 3. Washington State Department of Transportation, "Highway Design Manual." 4. American Association of State Highway and Transportation Officials, "Standard Specifications for Highway Bridges." 5. Washington State Department of Transportation, "Bridge Design Manual, Volumes 1 and 2." 6. Washington State Department of Transportation, "Manual of Highways Hydraulics," except hydrologic analysis as described in item 14. 7. Washington State Department of Transportation, "Materials Laboratory Outline." 8. Transportation Research Board, "Highway Capacity Manual." 9. U.S. Department of Transportation, Federal Highway Administration, "Manual on Uniform Traffic Control Devices for Streets and Highways." 10. Washington State Department of Transportation, "Construction Manual." 11. Washington State Department of Transportation, "Local Agency Guidelines." 12. Standard drawings prepared by the City and furnished to the Consultant shall be used as a guide in all cases where they fit design conditions. Renton Design Standards, and Renton Specifications shall be used as they pertain. 13. Metro Transit, design criteria. 14. King County Surface Water Design Manual, Sections 1.2 and 1.3 of Chapter 1, and Chapters 3, 4, and 5. 15. American Association of State Highway and Transportation Officials, "A Policy on Geometric Design of Highways and Streets." III ITEMS TO BE FURNISHED TO THE CONSULTANT BY THE CITY The City will furnish the Consultant copies of documents which are available to the City that will facilitate the preparation of the plans, studies, specifications, and estimates within the limits of the assigned work. All other records needed for the study must be obtained by the Consultant. The Consultant will coordinate with other available sources to obtain data or records available to those agencies. The Consultant shall be responsible for this and any other data collection to the extent provided for in the Scope of Work. City will provide to Consultant all data in City’s possession relating to Consultants services on the project. Consultant will reasonably rely upon the accuracy, timeliness, and completeness of the information provided by the City. Should field studies be needed, the Consultant will perform such work to the extent provided for in the Scope of Work. The City will not be obligated to perform any such field studies. IV OWNERSHIP OF PRODUCTS AND DOCUMENTS TO BE FURNISHED BY THE CONSULTANT Documents, exhibits or other presentations for the work covered by this Agreement shall be furnished by the Consultant to the City upon completion of the various phases of the work. All such material, including working documents, notes, maps, drawings, photo, photographic negatives, etc. used in the project, shall become and remain the property of the City and may be used by it without restriction. Any use of such documents by the City not directly related to the project pursuant to which the documents were prepared by the Consultant shall be without any liability whatsoever to the Consultant. All written documents and products shall be printed on recycled paper when practicable. Use of the chasing-arrow symbol identifying the recycled content of the paper shall be used whenever practicable. All documents will be printed on both sides of the recycled paper, as feasible. V TIME OF BEGINNING AND COMPLETION The work detailed in the Scope of Work will be performed according to Exhibit B, Time Schedule of Completion, attached hereto and incorporated herein as though fully set forth. It is agreed that all the Consultant's services are to be completed and all products shall be delivered by the Consultant unless there are delays due to factors that are beyond the control of the Consultant. The Consultant shall not begin work under the terms of this Agreement until authorized in writing by the City. If, after receiving Notice to Proceed, the Consultant is delayed in the performance of its services by factors that are beyond its control, the Consultant shall notify the City of the delay and shall prepare a revised estimate of the time and cost needed to complete the Project and submit the revision to the City for its approval. Time schedules are subject to mutual agreement for any revision unless specifically described as otherwise herein. Delays attributable to or caused by one of the parties hereto amounting to 30 days or more affecting the completion of the work may be considered a cause for renegotiation or termination of this Agreement by the other party. VI PAYMENT The Consultant shall be paid by the City for completed work for services rendered under this Agreement as provided hereinafter as specified in Exhibit C, Cost Estimate. Such payment shall be full compensation for work performed or services rendered and for all labor, materials, supplies, equipment, and incidentals necessary to complete the work. All billings for compensation for work performed under this Agreement will list actual time (days and/or hours) and dates during which the work was performed and the compensation shall be figured using the rates in Exhibit C. Payment for this work shall not exceed $ 48,980.00 without a written amendment to this contract, agreed to and signed by both parties. Cost Plus Net Fee Payment for work accomplished shall be on the basis of the Consultant's actual cost plus a net fee. The actual cost includes direct salary cost, overhead, and direct non-salary cost. 1. The direct salary cost is the salary expense for professional and technical personnel and principals for the time they are productively engaged in the work necessary to fulfill the terms of this Agreement. The direct salary costs are set forth in the attached Exhibit C and by this reference made a part of this Agreement. 2. The overhead costs as identified on Exhibit C are determined as 172.66 percent of the direct salary cost and by this reference made a part of this Agreement. The overhead cost rate is an estimate based on currently available accounting information and shall be used for all progress payments over the period of the contract. 3. The direct non-salary costs are those costs directly incurred in fulfilling the terms of this Agreement, including, but not limited to travel, reproduction, telephone, supplies, and fees of outside consultants. The direct non-salary costs are specified in Exhibit C, Cost Estimate. Billings for any direct non-salary costs shall be supported by copies of original bills or invoices. Reimbursement for outside consultants and services shall be on the basis of times the invoiced amount. 4. The net fee, which represents the Consultants profit shall be 12.0 percent of direct salary plus overhead costs. This fee is based on the Scope of Work and the estimated labor hours therein. In the event a supplemental agreement is entered into for additional work by the Consultant, the supplemental agreement will include provision for the added costs and an appropriate additional fee. The net fee will be prorated and paid monthly in proportion to the percentage of the project completed as estimated in the Consultant's monthly progress reports and approved by the City. Any portion of the net fee not previously paid in the monthly payments shall be included in the final payment, subject to the provisions of Section XI entitled TERMINATION OF AGREEMENT. 5. Progress payments may be claimed monthly for direct costs actually incurred to date as supported by detailed statements, for overhead costs and for a proportionate amount of the net fee payable to the Consultant based on the estimated percentage of the completion of the services to date. Final payment of any balance due the Consultant of the gross amount earned will be made promptly upon its verification by the City after completion and acceptance by the City of the work under this Agreement. Acceptance, by the Consultant of final payment shall constitute full and final satisfaction of all amounts due or claimed to be due. Payment for extra work performed under this Agreement shall be paid as agreed to by the parties hereto in writing at the time extra work is authorized. (Section VIII "EXTRA WORK"). A short narrative progress report shall accompany each voucher for progress payment. The report shall include discussion of any problems and potential causes for delay. To provide a means of verifying the invoiced salary costs for consultant employees, the City may conduct employee interviews. Acceptance of such final payment by the Consultant shall constitute a release of all claims of any nature, related to this Agreement, which the Consultant may have against the City unless such claims are specifically reserved in writing and transmitted to the City by the Consultant prior to its acceptance. Said final payment shall not, however, be a bar to any claims that the City may have against the Consultant or to any remedies the City may pursue with respect to such claims. The Consultant and its subconsultants shall keep available for inspection, by the City, for a period of three years after final payment, the cost records and accounts pertaining to this Agreement and all items related to, or bearing upon, these records. If any litigation, claim or audit is started before the expiration of the three-year retention period, the records shall be retained until all litigation, claims or audit findings involving the records have been resolved. The three-year retention period starts when the Consultant receives final payment. VII CHANGES IN WORK The Consultant shall make all such revisions and changes in the completed work of this Agreement as are necessary to correct errors appearing therein, when required to do so by the City, without additional compensation. Should the City find it desirable for its own purposes to have previously satisfactorily completed work or parts thereof revised, the Consultant shall make such revisions, if requested and as directed by the City in writing. This work shall be considered as Extra Work and will be paid for as provided in Section VIII. VIII EXTRA WORK The City may desire to have the Consultant perform work or render services in connection with the Project in addition to or other than work provided for by the expressed intent of the Scope of Work. Such work will be considered as Extra Work and will be specified in a written supplement which will set forth the nature and scope thereof. Work under a supplement shall not proceed until authorized in writing by the City. Any dispute as to whether work is Extra Work or work already covered under this Agreement shall be resolved before the work is undertaken. Performance of the work by the Consultant prior to resolution of any such dispute shall waive any claim by the Consultant for compensation as Extra Work. IX EMPLOYMENT The Consultant warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for the Consultant, to solicit or secure this contract and that he has not paid or agreed to pay any company or person, other than a bona fide employee working solely for the Consultant, any fee, commission, percentage, brokerage fee, gifts or any other consideration, contingent upon or resulting from the award or making of this contract. For breach or violation of this warranty, the City shall have the right to annul this Agreement without liability, or in its discretion to deduct from the Agreement price or consideration or otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift or contingent fee. Any and all employees of the Consultant, while engaged in the performance of any work or services required by the Consultant under this Agreement, shall be considered employees of the Consultant only and not of the City and any and all claims that may or might arise under the Workman's Compensation Act on behalf of said employees, while so engaged and any and all claims made by a third party as a consequence of any negligent act or omission on the part of the Consultant's employees, while so engaged on any of the work or services provided to be rendered herein, shall be the sole obligation and responsibility of the Consultant. The Consultant shall not engage, on a full or part-time basis, or other basis, during the period of the contract, any professional or technical personnel who are, or have been at any time during the period of this contract, in the employ of the City except regularly retired employees, without written consent of the City. If during the time period of this Agreement, the Consultant finds it necessary to increase its professional, technical, or clerical staff as a result of this work, the Consultant will actively solicit minorities through their advertisement and interview process. X NONDISCRIMINATION The Consultant agrees not to discriminate against any client, employee or applicant for employment or for services because of race, creed, color, national origin, marital status, sexual orientation, sex, age or handicap except for a bona fide occupational qualification with regard to, but not limited to the following: employment upgrading; demotion or transfer; recruitment or any recruitment advertising; layoff or termination’s; rates of pay or other forms of compensation; selection for training; rendition of services. The Consultant understands and agrees that if it violates this Non-Discrimination provision, this Agreement may be terminated by the City and further that the Consultant shall be barred from performing any services for the City now or in the future, unless a showing is made satisfactory to the City that discriminatory practices have terminated and that recurrence of such action is unlikely. XI TERMINATION OF AGREEMENT A. The City reserves the right to terminate this Agreement at any time upon not less than ten (10) days written notice to the Consultant, subject to the City's obligation to pay Consultant in accordance with subparagraphs C and D below. B. In the event of the death of a member, partner or officer of the Consultant, or any of its supervisory personnel assigned to the project, the surviving members of the Consultant hereby agree to complete the work under the terms of this Agreement, if requested to do so by the City. This section shall not be a bar to renegotiations of this Agreement between surviving members of the Consultant and the City, if the City so chooses. In the event of the death of any of the parties listed in the previous paragraph, should the surviving members of the Consultant, with the City's concurrence, desire to terminate this Agreement, payment shall be made as set forth in Subsection C of this section. C. In the event this Agreement is terminated by the City other than for fault on the part of the Consultant, a final payment shall be made to the Consultant for actual cost for the work complete at the time of termination of the Agreement, plus the following described portion of the net fee. The portion of the net fee for which the Consultant shall be paid shall be the same ratio to the total net fee as the work complete is to the total work required by the Agreement. In addition, the Consultant shall be paid on the same basis as above for any authorized extra work completed. No payment shall be made for any work completed after ten (10) days following receipt by the Consultant of the Notice to Terminate. If the accumulated payment made to the Consultant prior to Notice of Termination exceeds the total amount that would be due as set forth herein above, then no final payment shall be due and the Consultant shall immediately reimburse the City for any excess paid. D. In the event the services of the Consultant are terminated by the City for fault on the part of the Consultant, the above stated formula for payment shall not apply. In such an event the amount to be paid shall be determined by the City with consideration given to the actual costs incurred by the Consultant in performing the work to the date of termination, the amount of work originally required which was satisfactorily completed to date of termination, whether that work is in a form or of a type which is usable to the City at the time of termination, the cost to the City of employing another firm to complete the work required and the time which may be required to do so, and other factors which affect the value to the City of the work performed at the time of termination. Under no circumstances shall payment made under this subsection exceed the amount which would have been made if the formula set forth in subsection C above had been applied. E. In the event this Agreement is terminated prior to completion of the work, the original copies of all Engineering plans, reports and documents prepared by the Consultant prior to termination shall become the property of the City for its use without restriction. Such unrestricted use not occurring as a part of this project, shall be without liability or legal exposure to the Consultant. F. Payment for any part of the work by the City shall not constitute a waiver by the City of any remedies of any type it may have against the Consultant for any breach of this Agreement by the Consultant, or for failure of the Consultant to perform work required of it by the City. Forbearance of any rights under the Agreement will not constitute waiver of entitlement to exercise those rights with respect to any future act or omission by the Consultant. XII DISPUTES Any dispute concerning questions of facts in connection with work not disposed of by agreement between the Consultant and the City shall be referred for determination to the Public Works Administrator or his/her successors and delegees, whose decision in the matter shall be final and conclusive on the parties to this Agreement. In the event that either party is required to institute legal action or proceedings to enforce any of its rights in this Agreement, both parties agree that any such action shall be brought in the Superior Court of the State of Washington, situated in King County at the Maleng Regional Justice Center in Kent, Washington. XIII LEGAL RELATIONS The Consultant shall comply with all Federal Government, State and local laws and ordinances applicable to the work to be done under this Agreement. This contract shall be interpreted and construed in accordance with the laws of Washington. The Consultant agrees to indemnify, defend and hold the City and its officers and employees harmless from and shall process and defend at its own expense all claims, demands or suits at law or equity arising in whole or part from the Consultant's errors, omissions, or negligent acts under this Agreement provided that nothing herein shall require the Consultant to indemnify the City against and hold harmless the City from claims, demands or suits based upon the conduct of the City, its officers or employees and provided further that if the claims or suits are caused by or result from the concurrent negligence of (a) the Consultant's agents or employees and (b) the City, its agents, officers and employees, this provision with respect to claims or suits based upon such concurrent negligence shall be valid and enforceable only to the extent of the Consultant's negligence or the negligence of the Consultant's agents or employees except as limited below. Insurance The Consultant shall procure and maintain for the duration of the 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. No Limitation 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. Minimum Scope of Insurance Consultant shall obtain insurance of the types described below: Automobile Liability insurance covering all owned, non-owned, hired and leased vehicles. 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. 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. The City shall be named as an insured under the Consultant’s Commercial General Liability insurance policy with respect to the work performed for the City. Workers’ Compensation coverage as required by the Industrial Insurance laws of the State of Washington. Professional Liability insurance appropriate to the Consultant’s profession. Minimum Amounts of Insurance Consultant shall maintain the following insurance limits: Automobile Liability insurance with a minimum combined single limit for bodily injury and property damage of $1,000,000 per accident. Commercial General Liability insurance shall be written with limits no less than $1,000,000 each occurrence, $2,000,000 general aggregate. Professional Liability insurance shall be written with limits no less than $1,000,000 per claim and $1,000,000 policy aggregate limit. Other Insurance Provision The Consultant’s Automobile Liability and Commercial General Liability insurance policies are to contain, or be endorsed to contain that they shall be primary insurance as respect to the City. Any Insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the Contractor’s insurance and shall not contribute with it. Acceptability of Insurers Insurance is to be placed with insurers with a current A.M. Best rating of not less than A:VII. Verification of Coverage Consultant shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Consultant before commencement of the work. Notice of Cancellation The Consultant shall provide the City with written notice of any policy cancellation, within two business days of their receipt of such notice. Failure to Maintain Insurance Failure on the part of the Consultant to maintain the insurance as required shall constitute a material breach of contract, upon which the City may, after giving five business days notice to the Consultant to correct the breach, immediately terminate the contract or, at its discretion, procure or renew such insurance and pay any and all premiums in connection therewith, with any sums so expended to be repaid to the City on demand, or at the sole discretion of the City, offset against funds due the Consultant from the City. The limits of said insurance shall not, however, limit the liability of Consultant hereunder. The Consultant shall also submit copies of the declarations pages of relevant insurance policies to the City within 30 days of contract acceptance if requested. The Certification and Declaration page(s) shall be in a form as approved by the City. If the City's Risk Manager has the Declaration page(s) on file from a previous contract and no changes in insurance coverage has occurred, only the Certification Form will be required. The Consultant shall verify, when submitting first payment invoice and annually thereafter, possession of a current City of Renton business license while conducting work for the City. The Consultant shall require, and provide verification upon request, that all subconsultants participating in a City project possess a current City of Renton business license. The Consultant shall provide, and obtain City approval of, a traffic control plan prior to conducting work in City right-of-way. The Consultant's relation to the City shall be at all times as an independent contractor. It is further specifically and expressly understood that the indemnification provided herein constitute the Consultant’s waiver of immunity under the Industrial Insurance Act, Title 51 RCW, solely for the purposes of this indemnification. This waiver has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or termination of this agreement. XIV SUBLETTING OR ASSIGNING OF CONTRACTS The Consultant shall not sublet or assign any of the work covered by this Agreement without the express consent of the City. XV ENDORSEMENT OF PLANS The Consultant shall place their certification on all plans, specifications, estimates or any other engineering data furnished by them in accordance with RCW 18.43.070. XVI COMPLETE AGREEMENT This document and referenced attachments contain all covenants, stipulations, and provisions agreed upon by the parties. Any supplements to this Agreement will be in writing and executed and will become part of this Agreement. No agent, or representative of either party has authority to make, and the parties shall not be bound by or be liable for, any statement, representation, promise, or agreement not set forth herein. No changes, amendments, or modifications of the terms hereof shall be valid unless reduced to writing and signed by the parties as an amendment to this Agreement. The invalidity or unenforceability of any provision in this Agreement shall not affect the other provisions hereof, and this Agreement shall be construed in all respects as if such invalid or unenforceable provision were omitted. XVII EXECUTION AND ACCEPTANCE This Agreement may be simultaneously executed in several counterparts, each of which shall be deemed to be an original having identical legal effect. The Consultant does hereby ratify and adopt all statements, representations, warranties, covenants, and agreements contained in the Request for Qualifications, and the supporting materials submitted by the Consultant, and does hereby accept the Agreement and agrees to all of the terms and conditions thereof. IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and year first above written. CONSULTANT  CITY OF RENTON       Signature Date  Denis Law, Mayor Date  Tony Pardi    type or print name  ATTEST:  President    Title  Jason Seth, City Clerk                   EXHIBIT A SCOPE OF WORK Background The City of Renton (City) owns and operates the Highlands water pump station located at 3410 NE 12th Street in Renton, Washington. The pump station provides domestic water service and fire flow to the 565 pressure zone. In addition to the pump station, the City has two (2) large reservoirs located on the property. RH2 Engineering, Inc., (RH2) and the City are currently working on a Master Site Plan for improvements to this facility that includes construction of a new 435 Pressure Zone water reservoir, replacement of the existing 435 Pressure Zone Reservoir, replacement of the existing 565 Pressure Zone Reservoir, and the replacement of the Highlands water pump station. Preliminary work on the Master Site Plan has identified that the existing portable generator that provides standby emergency power to the facilities needs to be replaced with a permanent generator. In addition to the generator replacement project, the Master Plan has identified that the City’s VHF radio equipment that provides the primary “push-to-talk” radio system for the entire City is located at this site and needs relocation to accommodate future construction plans. As part of this project, the City desires to: Increase reliability of the pumping facility by replacing the existing portable generator with a permanent generator sized for current and future electrical loads. Store five (5) days of diesel fuel on-site in a dual containment storage tank that can be relocated at a future date. Provide a permanent load bank attached to the generator for use during on-site testing. Provide a weather shelter over the proposed permanent generator. Replace the existing Automatic Transfer Switch (ATS) and the feeder conductors. Upgrade the west room of the old chlorination building to make it suitable for locating the VHF radio equipment. Relocate the existing VHF radio equipment. Extend fiber optics communications to the old chlorination building for use by the Signal Department. Demolition of the two (2) small buildings, located in the northwest corner of the property after the VHF radio equipment is relocated. Provide two (2) spare 2-inch conduits from the proposed Radio room to the top of the existing elevated reservoir for future video surveillance cameras. The following lists other improvements for the City’s Information Technology (IT) department included in this project: Provide a generator backed power feeder from existing water pump station to the existing WiFi radio system cabinet. Provide spare 2-inch conduit from the existing WiFi radio system cabinet to the proposed Radio room for future Ethernet connection by the IT department. Provide spare 2-inch conduit from the existing water pump station to Radio room for future Ethernet connection to Water department supervisory control and data acquisition (SCADA) system. Provide an Ethernet switch cabinet that is 24 inches tall by 24 inches wide by 28 inches deep that matches IT department specifications in the proposed Radio room for installation of an Ethernet Switch in the future. Identified below is a list of tasks RH2 will perform with objectives, approaches, deliverables, as well as information and participation needed from the City. Within each task, to the level warranted by that task, RH2 will perform project management, including staff scheduling, invoicing, record keeping and filing, and periodic coordination with the City to facilitate the project. This Scope of Work is intended to cover the work necessary to complete the final design, assist with permitting and bid the project. This Scope of Work does not include services during the construction of the project. This can be added after the project has been bid and a contractor has been selected. The following provides a detailed outline of the various tasks involved: Task 1 –Standby Emergency Backup Power Generator Design Objective: Prepare design plans and specifications for the replacement of the existing portable generator with a new, standby emergency backup power generator that is permanently located at the site. Finalize the preliminary design that was developed during the Master Site Plan study. Approach: Prepare General Plans (two (2) sheets): Prepare cover sheet, general notes, vicinity map, key personnel, sheet index, and other general information for use in the design documents. Prepare Site/Civil Plans (two (2) sheets): Prepare site/civil plans showing final site grading, tree removal, building pad preparation, temporary and permanent site access, underground utilities, stormwater management plans and details, and temporary erosion and sedimentation control (TESC) measures. Prepare Structural Plan (one (1) sheet): Prepare structural plan and details for the fuel tank concrete pad, including a short (less than four (4) feet) retaining wall, the load bank concrete pad, removal of the existing generator building, and restoration of the concrete floor. Prepare Electrical Plans (two (2) sheets): Prepare legend, one-line diagram, power and signal plan. Prepare lighting and receptacle plan for the shelter. Spare conduits used for the Water and IT departments will be included on the power and signal plan. Prepare Telemetry Plan (one (1) sheet): Prepare plan showing proposed signal connections from generator to the existing telemetry panel located in the pump station. Coordinate with the City’s telemetry system integrator on the proposed construction improvements, and their impacts to the telemetry panel located at the pump station. Prepare technical specifications of the major equipment, materials, and construction tasks for this project. Perform up to two (2) site visits to evaluate the integration of the proposed improvements with the existing facility. Digital photographs will be taken during the site visits. Review existing construction records and generate facility drawings of the existing pump station. Update the construction drawings based on the site visits. Coordinate with the City fire department to identify fuel tank installation, and fire code requirements. Develop a construction cost estimate based on information supplied by material vendors and similar projects adjusted for anticipated bidding conditions. Prepare bid documents and technical specifications that detail the construction of the standby emergency backup power generator, in RH2 format. It is assumed that the generator project and the radio relocation will be bid as a single contract. Provided by the City: Access to the existing pump station. All construction records related to the pump station facility. Telemetry as-built drawings for the pump station. RH2 Deliverables: Construction plans and technical specifications that detail the construction of the standby emergency backup power generator, submitted to the City for 60-percent, 90-percent, and final review. The documents will be sent to the City by email in PDF format. Construction cost estimate. Advertisement for bid. Bid Schedule. Measurement and Payment matching bid schedule. Assumptions: It is assumed that the existing survey of the property is adequate and additional survey is not required. RH2 will rely upon the accuracy and completeness of any data, information, or materials provided by the City or others in relation to the work. Task 2 – VHF Radio Equipment Relocation Design Objective: Prepare final drawings and specifications indicating the scope, extent, and character of the work to be performed and furnished by the contractor in order to relocate the VHF radio equipment from its current location to a remodeled room in the existing chlorination building. This task will include design of the improvements of the west room in the chlorination building, installation of a radio antenna on the top of the 565 elevated water tank, installation of raceways from the west room to the top of the elevated tank, extension of the fiber optics network from the existing wireless fidelity (WiFi) radio system cabinet to the west room, extension of a backup power feed from the pump station to the WiFi radio system cabinet, installation of spare conduits for use by the IT department, installation of an Ethernet cabinet in the Radio room for use by the IT department, and demolition of the existing radio equipment buildings located in the northwest corner of the property. Approach: Prepare Site/Civil Plan (one (1) sheet): Prepare site/civil plans showing underground utility improvements, including raceways, power feeders, and spare conduits to various locations on the site. The proposed improvements will be integrated in the Site/Civil Plans developed under Task 1 unless there is not adequate space to show all details. Prepare demolition plan with notes on the demolition and disposal of the two (2) buildings that currently house the VHF radio equipment, and a backup power generator that is no longer in use. Prepare Structural Plan (one (1) sheet): Prepare structural plan and details for installing wood framing and insulation around the perimeter of the interior wall. The walls will be finished with painted sheetrock and wood trim around the top and bottom of the wall. The City will replace the existing door lock with a Cyberlock programmed for signal department only. Prepare electrical/heating ventilation and air conditioning (HVAC) plan (one (1) sheet): Prepare electrical plan and details showing improvements to the west room that include an exhaust fan with thermostat, an electrical heater with thermostat, a small wall-mount air conditioning unit, Ethernet switch cabinet, and lighting and receptacle replacements. The one-line diagram developed in Task 1 will be used to show the feeder circuit and new circuit panel to be installed in the west room along with the power circuit to the WiFi radio cabinet. Prepare raceway and antenna installation details (one (1) sheet): Prepare plan, sections and details for the installation of the VHF antenna and raceways to the top of the 565 elevated tank. Prepare technical specifications for the major equipment, materials, and construction tasks for this project. Perform up to two (2) site visits to evaluate the integration of the proposed improvements with the existing facility. Digital photographs will be taken during the site visits. Review existing construction records and generate facility drawings of the existing west room of the chlorination building. Update the construction drawings based on the site visits. This task will be done concurrently with site visits scoped under Task 1. Develop a construction cost estimate based on information supplied by material vendors and similar projects adjusted for anticipated bidding conditions. Prepare bid documents and technical specifications that detail the relocation of the VHF radio equipment, in RH2 format. It is assumed that the generator project and the radio relocation will be bid as a single contract. Provided by the City: Access to the west room of the existing chlorination building. RH2 Deliverables: Construction plans and technical specifications that detail the relocation of the VHF radio equipment, submitted to the City for 60-percent, 90-percent and final review. The documents will be sent to the City by email in pdf format. Construction cost estimate. Assumptions: RH2 will rely upon the accuracy and completeness of any data, information, or materials provided by the City, or others in relation to the work. Task 3 – Design Review Meetings Objective: Present design progress to City for review and comments. Approach: Prepare and submit 60-percent review plans, specifications, and construction cost estimate to the City for review. Attend review meeting with the City. Develop meeting minutes. Plan and specification edits will be addressed as part of the appropriate design task. Prepare and submit 90-percent review plans, specifications and construction cost estimate to the City for review. Attend review meeting with the City. Develop meeting minutes. Plan and specification edits will be addressed as part of the appropriate design task. Provided by the City: Attendance at design review meetings by the water and signal departments. RH2 Deliverables: Meeting minutes from 60-percent and 90-percent review meetings. Task 4 – Finalize Plans and Specifications Objective: Finalize plans and technical specifications. Approach: Perform review of the design plans for conformance with project requirements and the City standards. Finalize plans to be bid-ready. Perform review of the technical specifications for conformance to the project’s requirements and the City standards. Finalize technical specifications. Finalize the advertisement for bid, schedule of prices, and measurement and payment sections, per City input. Attend meeting with City staff to review plans and specifications and to obtain final staff comments. Finalize plans, specifications, and construction contract documents per City input. Develop a final construction cost estimate to establish the engineer's estimated cost of construction, based on updated information supplied by material vendors. Provided by the City: Attendance at design review meeting and final review comments. RH2 Deliverables: Attendance at design review meeting. Electronic (PDF) and hard copies of plans and specifications for City review. Engineer’s construction cost estimate. Task 5 – Permitting Objective: Assist the City in the permit application process. Approach: Provide up to five (5) hours of RH2 staff time to assist the City with preparing a building permit application for: The weather shelter. Remodel of the west room in the chlorination building. Coordinate with the City regarding the building permit submittal requirements. Provide up to five (5) hours of RH2 staff time to respond to City comments and questions regarding the building permit submittal. Provided by the City: All permit fees will be paid by the City. All building permit applications will be completed by the City with assistance from RH2 as requested during the permitting process. RH2 Deliverables: Project plans and details needed to assist the City with the building permit applications. Assumptions: It is assumed the only permits required are a Building Permit and Electrical Permit, and that submittal of a project report to the Washington State Department of Health (WDOH) is not required for this phase of the project. The City will pay all permit fees directly. The electrical permit will be obtained by the contractor during construction. Task 6 – Services During Bidding Objective: Provide assistance to the City during the bidding phase of the project. Approach: Provide the City with one (1) set of electronic bid documents for use in preparing bid documents and online viewing by prospective bidders. Prepare addenda to the plans and specifications to notify prospective bidders of changes and to provide clarification, if needed. Address bidder and vendor questions during the bidding process. Review bidder qualifications, and prepare a recommendation to the City for project award. Provided by the City: Bid award process and contract execution. Management of online bidding services. Distribution of bid documents and management of the planholder’s list, if applicable. Bid opening attendance, and tabulation of received bids. Issuance of addenda, to contract document holders, if needed. RH2 Deliverables: Electronic plans and technical specifications. Phone assistance to vendors and bidders during the advertisement phase. Up to two (2) addenda. Reference check of apparent low bidder. Project award recommendation letter. EXHIBIT B SCHEDULE Task Anti cipated Completion  Task 1 – Standby Emergency Backup Generator Design 90 working days after notice to proceed (NTP)  Task 2 – VHF Radio Equipment Relocation Design 90 working days after NTP  Task 3 – Design Review Meetings 60 percent – 30 working days after NTP 90 percent – 60 working days after NTP  Task 4 – Finalize Plans and Specifications 90 working days after NTP  Task 5 – Permitting Unknown  Task 6 – Services During Bidding Dependendent on when project goes out for bids   CONTRACT COMPLETION DATE: December 31, 2015 EXHIBIT C COST ESTIMATE (Insert C-1 here) COST PLUS NET FEE DETERMINATION DIRECT SALARY COST: Hourly Rates of Pay Personnel – Net Fee _______12 % of direct salary cost plus overhead DIRECT NON-SALARY COST: INSERT C-2 Here Insert OH rate schedule here EXHIBIT C (cont.) SUMMARY OF FEE FOR ENGINEERING SERVICES BREAKDOWN OF OVERHEAD COST – See Attached Sheets Profit Sharing % FICA % Unemployment Compensation % Medical Aid and Industrial Insurance % Company Insurance and Medical % Vacation, Holiday and Sick Leave % State B & O Tax & Other Business Tax % Insurance % Administration and Time Unassignable % Printing, Stationery and Supplies % Travel Not Assignable % Telephone and Telegraph Not Assignable % Fees, Dues, Professional Meetings % Utilities and Maintenance % Rent % Rental Equipment % Office Miscellaneous, Postage % Professional Services % TOTAL 172.66 % SUMMARY OF COSTS Project No. _WTR-27-03759 Name of Project: Replace Highlands Reservoir Site Emergency Electrical Power Generator Direct Salary Cost $____14,404.39 Overhead Cost (including payroll additives 172.66 % $____24,870.61 Sub- Total $___39,275.00 Net Fee 12.0 % $ 4,713.00 Direct Non-Salary Costs: a. Travel and per diem $ _________ b. Reproduction expenses $ _________ c. Computer expense $ _________ d. Outside consultants $ _________ e. Other (specify) $ _________ Total $ ____4,992.00 Sub Total $ _4,992.00 GRAND TOTAL $ _48,980.00   CITY OF RENTON FAIR PRACTICES POLICY AFFIDAVIT OF COMPLIANCE _______________________________________________________ hereby confirms and declares that: (Name of contractor/subcontractor/consultant ) I. It is the policy of the above-named contractor/subcontractor/consultant, to offer equal opportunity to all qualified employees and applicants for employment without regard to their race; religion/creed; national origin; ancestry; sex; the presence of a physical, sensory, or mental disability; age over 40; sexual orientation or gender identity; pregnancy; HIV/AIDS and Hepatitis C status; use of a guide dog/service animal; marital status; parental/family status; military status; or veteran’s status. II. The above-named contractor/subcontractor/consul tant complies with all applicable federal, state and local laws governing non-discrimination in employment. III. When applicable, the above-named contractor/subcontractor/consultant will seek out and negotiate with minority and women contractors for the award of subcontracts. Print Agent/Representative’s Name Print Agent/Representative’s Title Agent/Representative’s Signature Date Signed Instructions: This document MUST be completed by each contractor, subcontractor, consultant and/or supplier. Include or attach this document(s) with the contract.