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WebLinkAboutContractTHISAGREEMENT,datedforreferencepurposesonlyasNovember4,2021,isbyandbetweentheCityofRenton(the“City”),aWashingtonmunicipalcorporation,andMerina+Co.(“Consultant”).TheCityandtheConsultantarereferredtocollectivelyinthisAgreementasthe“Parties.”OncefullyexecutedbytheParties,thisAgreementiseffectiveasofthelastdatesignedbybothparties.1.ScopeofWork:ConsultantagreestoprovidefinancerelatedassessmentsandoperationsandprocessrecommendationsasspecifiedinExhibitA,whichisattachedandincorporatedhereinandmayhereinafterbereferredtoasthe“Work.”2.ChangesinScopeofWork:TheCity,withoutinvalidatingthisAgreement,mayorderchangestotheWorkconsistingofadditions,deletionsormodifications.AnysuchchangestotheWorkshallbeorderedbytheCityinwritingandtheCompensationshallbeequitablyadjustedconsistentwiththeratessetforthinExhibitAorasotherwisemutuallyagreedbytheParties.3.TimeofPerformance:ConsultantshallcommenceperformanceoftheAgreementpursuanttotheschedule(s)setforthinExhibitA.AllWorkshallbeperformedbynolaterthanApril30,2022.4.Compensation:A.Amount.TotalcompensationtoConsultantforWorkprovidedpursuanttothisAgreementshallnotexceed$54,500,plusanyapplicablestateandlocalsalestaxes.CompensationshallbepaidbaseduponWorkactuallyperformedaccordingtotherate(s)oramountsspecifiedinExhibitA.TheConsultantagreesthatanyhourlyorflatratechargedbyitforitsWorkshallremainlockedatthenegotiatedrate(s)unlessotherwiseagreedtoinwritingorprovidedinExhibitA.Exceptasspecificallyprovidedherein,theConsultantshallbesolelyresponsibleforpaymentofanytaxesimposedasaresultoftheperformanceandpaymentofthisAgreement.B.MethodofPayment.OnamonthlyornolessthanquarterlybasisduringanyquartetinwhichWorkisperformed,theConsultantshallsubmitavoucherorinvoiceinaformspecifiedbytheCity,includingadescriptionofwhatWorkhasbeenperformed,theAGREEMENTFORMERINA÷COCONSULTINGSERVICESTOASSESSRECREATIONDIVISION’SFINANCEOPERATIONS,FUNCTIONS&PROCEDURESCAG-21-262 nameofthepersonnelperformingsuchWork,andanyhourlylaborchargerateforsuchpersonnel.TheConsultantshallalsosubmitafinalbilluponcompletionofallWork.PaymentshallbemadebytheCityforWorkperformedwithinthirty(30)calendardaysafterreceiptandapprovalbytheappropriateCityrepresentativeofthevoucherorinvoice.IftheConsultant’sperformancedoesnotmeettherequirementsofthisAgreement,theConsultantwillcorrectormodifyitsperformancetocomplywiththeAgreement.TheCitymaywithholdpaymentforworkthatdoesnotmeettherequirementsofthisAgreement.C.EffectofPayment.PaymentforanypartoftheWorkshallnotconstituteawaiverbytheCityofanyremediesitmayhaveagainsttheConsultantforfailureoftheConsultanttoperformtheWorkorforanybreachofthisAgreementbytheConsultant.D.Non-AppropriationofFunds.IfsufficientfundsarenotappropriatedorallocatedforpaymentunderthisAgreementforanyfuturefiscalperiod,theCityshallnotbeobligatedtomakepaymentsforWorkoramountsincurredaftertheendofthecurrentfiscalperiod,andthisAgreementwillterminateuponthecompletionofallremainingWorkforwhichfundsareallocated.NopenaltyorexpenseshallaccruetotheCityintheeventthisprovisionapplies.5.Termination:A.TheCityreservestherighttoterminatethisAgreementatanytime,withorwithoutcausebygivingten(10)calendardays’noticetotheConsultantinwriting.Intheeventofsuchterminationorsuspension,allfinishedorunfinisheddocuments,data,studies,worksheets,modelsandreports,orothermaterialpreparedbytheConsultantpursuanttothisAgreementshallbesubmittedtotheCity,ifanyarerequiredaspartoftheWork.B.IntheeventthisAgreementisterminatedbytheCity,theConsultantshallbeentitledtopaymentforallhoursworkedtotheeffectivedateoftermination,lessallpaymentspreviouslymade.litheAgreementisterminatedbytheCityafterpartialperformanceofWorkforwhichtheagreedcompensationisafixedfee,theCityshallpaytheConsultantanequitableshareofthefixedfee.ThisprovisionshallnotpreventtheCityfromseekinganylegalremediesitmayhavefortheviolationornonperformanceofanyoftheprovisionsofthisAgreementandsuchchargesduetotheCityshallbedeductedfromthefinalpaymentduetheConsultant.NopaymentshallbemadebytheCityforanyexpensesincurredorworkdonefollowingtheeffectivedateofterminationunlessauthorizedinadvanceinwritingbytheCity.6.WarrantiesAndRightToUseWorkProduct:ConsultantrepresentsandwarrantsthatConsultantwillperformallWorkidentifiedinthisAgreementinaprofessionalandaPAGE2OF10 workmanlikemannerandinaccordancewithallreasonableandprofessionalstandardsandlaws.Compliancewithprofessionalstandardsincludes,asapplicable,performingtheWorkincompliancewithapplicableCitystandardsorguidelines(e.g.designcriteriaandStandardPlansforRoad,BridgeandMunicipalConstruction).Professionalengineersshallcertifyengineeringplans,specifications,plats,andreports,asapplicable,pursuanttoRCW18.43.070.ConsultantfurtherrepresentsandwarrantsthatallfinalworkproductcreatedforanddeliveredtotheCitypursuanttothisAgreementshallbetheoriginalworkoftheConsultantandfreefromanyintellectualpropertyencumbrancewhichwouldrestricttheCityfromusingtheworkproduct.ConsultantgrantstotheCityanon-exclusive,perpetualrightandlicensetouse,reproduce,distribute,adapt,modify,anddisplayallfinalworkproductproducedpursuanttothisAgreement.TheCity’sorother’sadaptation,modificationoruseofthefinalworkproductsotherthanforthepurposesofthisAgreementshallbewithoutliabilitytotheConsultant.TheprovisionsofthissectionshallsurvivetheexpirationorterminationofthisAgreement.7.RecordMaintenance:TheConsultantshallmaintainaccountsandrecords,whichproperlyreflectalldirectandindirectcostsexpendedandWorkprovidedintheperformanceofthisAgreementandretainsuchrecordsforaslongasmayberequiredbyapplicableWashingtonStaterecordsretentionlaws,butinanyeventnolessthansixyearsaftertheterminationofthisAgreement.TheConsultantagreestoprovideaccesstoandcopiesofanyrecordsrelatedtothisAgreementasrequiredbytheCitytoauditexpendituresandchargesand/ortocomplywiththeWashingtonStatePublicRecordsAct(Chapter42.56RCW).TheprovisionsofthissectionshallsurvivetheexpirationorterminationofthisAgreement.8.PublicRecordsCompliance:TothefullextenttheCitydeterminesnecessarytocomplywiththeWashingtonStatePublicRecordsAct,ConsultantshallmakeaduediligentsearchofallrecordsinitspossessionorcontrolrelatingtothisAgreementandtheWork,including,butnotlimitedto,e-mail,correspondence,notes,savedtelephonemessages,recordings,photos,ordrawingsandprovidethemtotheCityforproduction.IntheeventConsultantbelievessaidrecordsneedtobeprotectedfromdisclosure,itmay,atConsultant’sownexpense,seekjudicialprotection.Consultantshallindemnify,defend,andholdharmlesstheCityforallcosts,includingattorneys’fees,attendanttoanyclaimorlitigationrelatedtoaPublicRecordsActrequestforwhichConsultanthasresponsiverecordsandforwhichConsultanthaswithheldrecordsorinformationcontainedtherein,ornotprovidedthemtotheCityinatimelymanner.ConsultantshallproducefordistributionanyandallrecordsresponsivetothePublicRecordsActrequestinatimelymanner,unlessthoserecordsareprotectedbycourtorder.TheprovisionsofthissectionshallsurvivetheexpirationorterminationofthisAgreement.9.IndependentContractorRelationship:0PAGE3oF10 A,TheConsultantisretainedbytheCityonlyforthepurposesandtotheextentsetforthinthisAgreement.ThenatureoftherelationshipbetweentheConsultantandtheCityduringtheperiodoftheWorkshallbethatofanindependentcontractor,notemployee.TheConsultant,nottheCity,shallhavethepowertocontrolanddirectthedetails,mannerormeansofWork.Specifically,butnotbymeansoflimitation,theConsultantshallhavenoobligationtoworkanyparticularhoursorparticularschedule,unlessotherwiseindicatedintheScopeofWorkorwhereschedulingofattendanceorperformanceismutuallyarrangedduetothenatureoftheWork.ConsultantshallretaintherighttodesignatethemeansofperformingtheWorkcoveredbythisagreement,andtheConsultantshallbeentitledtoemployotherworkersatsuchcompensationandsuchotherconditionsasitmaydeemproper,provided,however,thatanycontractsomadebytheConsultantistobepaidbyitalone,andthatemployingsuchworkers,itisactingindividuallyandnotasanagentfortheCity.B.TheCityshallnotberesponsibleforwithholdingorotherwisedeductingfederalincometaxorSocialSecurityorcontributingtotheStateIndustrialInsuranceProgram,orotherwiseassumingthedutiesofanemployerwithrespecttoConsultantoranyemployeeoftheConsultant.C.litheConsultantisasoleproprietorshiporifthisAgreementiswithanindividual,theConsultantagreestonotifytheCityandcompleteanyrequiredformiftheConsultantretiredunderaStateofWashingtonretirementsystemandagreestoindemnifyanylossestheCitymaysustainthroughtheConsultant’sfailuretodoso.10.HoldHarmless:TheConsultantagreestorelease,indemnify,defend,andholdharmlesstheCity,electedofficials,employees,officers,representatives,andvolunteersfromanyandallclaims,demands,actions,suits,causesofaction,arbitrations,mediations,proceedings,judgments,awards,injuries,damages,liabilities,taxes,losses,fines,fees,penalties,expenses,attorney’sorattorneys’fees,costs,and/orlitigationexpensestoorbyanyandallpersonsorentities,arisingfrom,resultingfrom,orrelatedtothenegligentacts,errorsoromissionsoftheConsultantinitsperformanceofthisAgreementorabreachofthisAgreementbyConsultant,exceptforthatportionoftheclaimscausedbytheCity’ssolenegligence.ShouldacourtofcompetentjurisdictiondeterminethatthisagreementissubjecttoRCW4.24.115,(Validityofagreementtoindemnifyagainstliabilityfornegligencerelativetoconstruction,alteration,improvement,etc.,ofstructureorimprovementattachedtorealestate...)then,intheeventofliabilityfordamagesarisingoutofbodilyinjurytopersonsordamagestopropertycausedbyorresultingfromtheconcurrentnegligenceoftheConsultantandtheCity,itsofficers,officials,employeesandvolunteers,Consultant’sliabilityshallbeonlytotheextentofConsultant’snegligence.0PAGE4OF10 ItisfurtherspecificallyandexpresslyunderstoodthattheindemnificationprovidedinthisAgreementconstituteConsultant’swaiverofimmunityundertheIndustrialInsuranceAct,RCWTitle51,solelyforthepurposesofthisindemnification.ThePartieshavemutuallynegotiatedandagreedtothiswaiver.TheprovisionsofthissectionshallsurvivetheexpirationorterminationofthisAgreement.11.GiftsandConflicts:TheCity’sCodeofEthicsandWashingtonStatelawprohibitCityemployeesfromsoliciting,accepting,orreceivinganygift,gratuityorfavorfromanyperson,firmorcorporationinvolvedinacontractortransaction.ToensurecompliancewiththeCity’sCodeofEthicsandstatelaw,theConsultantshallnotgiveagiftofanykindtoCityemployeesorofficials.ConsultantalsoconfirmsthatConsultantdoesnothaveabusinessinterestoraclosefamilyrelationshipwithanyCityofficeroremployeewhowas,is,orwillbeinvolvedinselectingtheConsultant,negotiatingoradministeringthisAgreement,orevaluatingtheConsultant’sperformanceoftheWork.12.CityofRentonBusinessLicense:UnlessexemptedbytheRentonMunicipalCode,tConsultantshallobtainaCityofRentonBusinessLicensepriortoperforminganyWorkandmaintainthebusinesslicenseingoodstandingthroughoutthetermofthisagreementwiththeCity.Informationregardingacquiringacitybusinesslicensecanbefoundat:https://www.rentonwa.gov/TaxInformationregardingStatebusinesslicensingrequirementscanbefoundat:https://dor.wa.gov/doing-business/register-my-business13.Insurance:Consultantshallsecureandmaintain:A.Commercialgeneralliabilityinsuranceintheminimumamountsof$1,000,000foreachoccurrence/$2,000,000aggregatefortheTermofthisAgreement.B.IntheeventthatWorkdeliveredpursuanttothisAgreementeitherdirectlyorindirectlyinvolveorrequireProfessionalServices,ProfessionalLiability,ErrorsandOmissionscoverageshallbeprovidedwithminimumlimitsof$1,000,000peroccurrence.‘ProfessionalServices”,forthepurposeofthissection,shallmeananyWorkprovidedbyalicensedprofessionalorWorkthatrequiresaprofessionalstandardofcare.C.Workers’compensationcoverage,asrequiredbytheIndustrialInsurancelawsoftheStateofWashington,shallalsobesecured.oPAGE5OF10 D.CommercialAutomobileLiabilityforowned,leased,hiredornon-owned,leased,hiredornon-owned,withminimumlimitsof$1,000,000peroccurrencecombinedsinglelimit,iftherewillbeanyuseofConsultant’svehiclesontheCity’sPremisesbyoronbehalfoftheCity,beyondnormalcommutes.E.ConsultantshallnametheCityasanAdditionalInsuredonitscommercialgeneralliabilitypolicyonanon-contributoryprimarybasis.TheCity’sinsurancepoliciesshallnotbeasourceforpaymentofanyConsultantliability,norshallthemaintenanceofanyinsurancerequiredbythisAgreementbeconstruedtolimittheliabilityofConsultanttothecoverageprovidedbysuchinsuranceorotherwiselimittheCity’srecoursetoanyremedyavailableatlaworinequity.F.SubjecttotheCity’sreviewandacceptance,acertificateofinsuranceshowingtheproperendorsements,shallbedeliveredtotheCitybeforeperformingtheWork.G.ConsultantshallprovidetheCitywithwrittennoticeofanypolicycancellation,withintwo(2)businessdaysoftheirreceiptofsuchnotice.14.Delays:ConsultantisnotresponsiblefordelayscausedbyfactorsbeyondtheConsultant’sreasonablecontrol.WhensuchdelaysbeyondtheConsultant’sreasonablecontroloccur,theCityagreestheConsultantisnotresponsiblefordamages,norshalltheConsuftantbedeemedtobeindefaultoftheAgreement.15.SuccessorsandAssigns:NeithertheCitynortheConsultantshallassign,transferorencumberanyrights,dutiesorinterestsaccruingfromthisAgreementwithoutthewrittenconsentoftheother.16.Notices:AnynoticerequiredunderthisAgreementwillbeinwriting,addressedtotheappropriatepartyattheaddresswhichappearsbelow(asmodifiedinwritingfromtimetotimebysuchparty),andgivenpersonally,byregisteredorcertifiedmail,returnreceiptrequested,byfacsimileorbynationallyrecognizedovernightcourierservice,limeperiodfornoticesshallbedeemedtohavecommenceduponthedateofreceipt,EXCEPTfacsimiledeliverywillbedeemedtohavecommencedonthefirstbusinessdayfollowingtransmission.EmailandtelephonemaybeusedforpurposesofadministeringtheAgreement,butshouldnotbeusedtogiveanyformalnoticerequiredbytheAgreement.CITYOFRENTONCONSULTANTCarrieNass,RecreationDivisionDirectorRobMoody,Merina+CoPartner(interim)7624SWMohawkSt1055SouthGradyWayTualatin,OR97062Renton,WA98057Phone:(503)723-0300oPAGE6OF10 Phone:(425)430-6624rmoody@merina.comcnass@rentonwa.gov17.DiscriminationProhibited:Excepttotheextentpermittedbyabonafideoccupationalqualification,theConsultantagreesasfollows:A.Consultant,andConsultant’sagents,employees,representatives,andvolunteerswithregardtotheWorkperformedortobeperformedunderthisAgreement,shallnotdiscriminateonthebasisofrace,color,sex,religion,nationality,creed,maritalstatus,sexualorientationorpreference,age(exceptminimumageandretirementprovisions),honorablydischargedveteranormilitarystatus,orthepresenceofanysensory,mentalorphysicalhandicap,unlessbaseduponabonahUeoccupationalqualificationinrelationshiptohiringandemployment,inemploymentorapplicationforemployment,theadministrationofthedeliveryofWorkoranyotherbenefitsunderthisAgreement,orprocurementofmaterialsorsupplies.B.TheConsultantwilltakeaffirmativeactiontoinsurethatapplicantsareemployedandthatemployeesaretreatedduringemploymentwithoutregardtotheirrace,creed,color,nationalorigin,sex,age,sexualorientation,physical,sensoryormentalhandicaps,ormaritalstatus.Suchactionshallinclude,butnotbelimitedtothefollowingemployment,upgrading,demotionortransfer,recruitmentorrecruitmentadvertising,layoffortermination,ratesofpayorotherformsofcompensationandselectionfortraining.C.litheConsultantfailstocomplywithanyofthisAgreement’snon-discriminationprovisions,theCityshallhavetheright,atitsoption,tocanceltheAgreementinwholeorinpart.D.TheConsultantisresponsibletobeawareofandincompliancewithallfederal,stateandlocallawsandregulationsthatmayaffectthesatisfactorycompletionoftheproject,whichincludesbutisnotlimitedtofairlaborlaws,worker’scompensation,andTitleVIoftheFederalCivilRightsActof1964,andwillcomplywithCityofRentonCouncilResolutionNumber4025.18.Miscellaneous:Thepattiesherebyacknowledge:A.TheCityisnotresponsibletotrainorprovidetrainingforConsultant.B.Consultantwillnotbereimbursedforjobrelatedexpensesexcepttotheextentspecificallyagreedwithintheattachedexhibits.C.Consultantshallfurnishalltoolsand/ormaterialsnecessarytoperformtheWorkexcepttotheextentspecificallyagreedwithintheattachedexhibits.0PAGE7OF10 D.Intheeventspecialtraining,licensing,orcertificationisrequiredforConsultanttoprovideWorkhe/shewillacquireormaintainsuchathis/herownexpenseand,ifConsultantemploys,sub-contracts,orotherwiseassignstheresponsibilitytoperformtheWork,saidemployee/sub-contractor/assigneewillacquireandormaintainsuchtraining,licensing,orcertification.E.Thisisanon-exclusiveagreementandConsultantisfreetoprovidehis/herWorktootherentities,solongasthereisnointerruptionorinterferencewiththeprovisionofWorkcalledforinthisAgreement.F.Consultantisresponsibleforhis/herowninsurance,including,butnotlimitedtohealthinsurance.G.Consultantisresponsibleforhis/herownWorker’sCompensationcoverageaswellasthatforanypersonsemployedbytheConsultant.19.OtherProvisions:A.ApprovalAuthority.EachindividualexecutingthisAgreementonbehalfoftheCityandConsultantrepresentsandwarrantsthatsuchindividualsaredulyauthorizedtoexecuteanddeliverthisAgreementonbehalfoftheCityorConsultant.B.GeneralAdministrationandManagement.TheCity’sprojectmanagerisCarrieNass,RecreationDivisionInterimDirector.InprovidingWork,ConsultantshallcoordinatewiththeCity’scontractmanagerorhis/herdesignee.C.AmendmentandModification.ThisAgreementmaybeamendedonlybyaninstrumentinwriting,dulyexecutedbybothParties.D.Conflicts.IntheeventofanyinconsistenciesbetweenConsultantproposalsandthisAgreement,thetermsofthisAgreementshallprevail.Anyexhibits/attachmentstothisAgreementareincorporatedbyreferenceonlytotheextentofthepurposeforwhichtheyarereferencedwithinthisAgreement.TotheextentaConsultantpreparedexhibitconflictswiththetermsinthebodyofthisAgreementorcontainstermsthatareextraneoustothepurposeforwhichitisreferenced,thetermsinthebodyofthisAgreementshallprevailandtheextraneoustermsshallnotbeincorporatedherein.E.GoverningLaw.ThisAgreementshallbemadeinandshallbegovernedbyandinterpretedinaccordancewiththelawsoftheStateofWashingtonandtheCityofRenton.ConsultantandalloftheConsultant’semployeesshallperformtheWorkinaccordancewithallapplicablefederal,state,countyandcitylaws,codesandordinances.0PAGE8OF10 F.JointDraftingEffort.ThisAgreementshallbeconsideredforallpurposesaspreparedbythejointeffortsofthePartiesandshallnotbeconstruedagainstonepartyortheotherasaresultofthepreparation,substitution,submissionorothereventofnegotiation,draftingorexecution.G.JurisdictionandVenue.AnylawsuitorlegalactionbroughtbyanypartytoenforceorinterpretthisAgreementoranyofitstermsorcovenantsshallbebroughtintheKingCountySuperiorCourtfortheStateofWashingtonattheMalengRegionalJusticeCenterinKent,KingCounty,Washington,oritsreplacementorsuccessor.ConsultantherebyexpresslyconsentstothepersonalandexclusivejurisdictionandvenueofsuchcourtevenifConsultantisaforeigncorporationnotregisteredwiththeStateofWashington.H.Severability.Acourtofcompetentjurisdiction’sdeterminationthatanyprovisionorpartofthisAgreementisillegalorunenforceableshallnotcancelorinvalidatetheremainderofthisAgreement,whichshallremaininfullforceandeffect.SoleandEntireAgreement.ThisAgreementcontainstheentireagreementofthePartiesandanyrepresentationsorunderstandings,whetheroralorwritten,notincorporatedareexcluded.J.TimeisoftheEssence.TimeisoftheessenceofthisAgreementandeachandallofitsprovisionsinwhichperformanceisafactor.AdherencetocompletiondatessetforthinthedescriptionoftheWorkisessentialtotheConsultant’sperformanceofthisAgreement.K.Third-PartyBeneficiaries.NothinginthisAgreementisintendedto,norshallbeconstruedtogiveanyrightsorbenefitsintheAgreementtoanyoneotherthantheParties,andalldutiesandresponsibilitiesundertakenpursuanttothisAgreementwillbeforthesoleandexclusivebenefitofthePartiesandnooneelse.L.BindingEffect.ThePartieseachbindthemselves,theirpartners,successors,assigns,andlegalrepresentativestotheotherpartytothisAgreement,andtothepartners,successors,assigns,andlegalrepresentativesofsuchotherpartywithrespecttoallcovenantsoftheAgreement.M.Waivers.Allwaiversshallbeinwritingandsignedbythewaivingparty.Eitherparty’sfailuretoenforceanyprovisionofthisAgreementshallnotbeawaiverandshallnotpreventeithertheCityorConsultantfromenforcingthatprovisionoranyotherprovisionofthisAgreementinthefuture.Waiverofbreachofanyprovisionofthis0PAGE9oF10 Agreementshallnotbedeemedtobeawaiverofanypriororsubsequentbreachunlessitisexpresslywaivedinwriting.N.Counterparts.ThePartiesmayexecutethisAgreementinanynumberofcounterparts,eachofwhichshallconstituteanoriginal,andallofwhichwilltogetherconstitutethisoneAgreement.INWITNESSWHEREOF,thePartieshavevoluntarilyenteredintothisAgreementasofthedatelastsignedbythePartiesbelow.CITYOFRENTONBy:ArmondoPavoneMayor,CityofRentonDateAttestJasonA.SethCityClerkApprovedastoLegalFormBy:approvedviaemailfromAlexTuttle,SeniorAssistantCityAttorneyShaneMoloneyCityAttorneyContractTemplateUpdated5/21/2021aPAGE10OF10RobMoodyPartner,Merina+DateNovember 10, 2021 EXHIBITAProposaltoProvide:ConsultingServicesForTheCityofRenton,WashingtonRecreationDivisionNovember1,2021MERINA+COContact:RobertG.Moody,Jr.,Partnerrmoody@mennacorn7624SWMohawkStreetTuaIatn,OR97062(503)730-2243www.merina.com 7624SWMohawkStreetTualatin,OR97062www.merina.com503.723.0300MERINA+CONovember1,2021CarrieNass,RecreationDivisionDirectorCityofRenton1055SouthGradyWayRenton,WA98057DearMs.Nass,ThankyoufortheopportunitytomeetwithyouandyourteamonOctober15,2021.Weappreciateyousharingnotonlyyour“needs”intermsofservices,butalsowhatyou“want”inarelationshipwithourfirm.Basedonourconversation,weareprovidingyouwiththisproposalforconsultingservicesrelatedtoareviewandintegrationoftheRecreationDivision’scashhandlingprocedureswiththeCity’snewlycreatedcashhandlingpolicyandbestpractices;developmentofthreeDivisionpolicies;andaposition/staffingassessmentforfourDivisionpositions.WebelieveourexperienceandexpertiseinlocalgovernmentwillallowustoassisttheDivisioninachievingitsobjectiveswithrespecttoeachofthesetasks.Theproposedscopeofworkandourapproachasoutlinedbelow,arebasedonourabilitytolistenanddevelopanunderstandingofyourwantsandneeds.Webelievethatisthebasisforasuccessfulengagementandrelationshipbetweenourteamandyours.Thefollowingpagesprovideascopeofwork,ourapproach,ourproposedprojectteam,timeline,andcosts.AsyourProjectManager,Iamauthorizedtorepresentourfirmandamavailabletoansweranypotentialquestions.Icanbereachedbyphoneat(503)730.2243oremailatrmoody@merina.com.Ourproposalwillremainineffectforthirty(30)daysafterreceiptbytheCity.Sincerely,G.Mooy,Jr.,PartnerFocusedonYourWantsandUnderstandingYourNeeds ProposaltoProvideConsultingServicesA.ScopeofWorkBasedonourconversationwithyouandyourteamonOctober;5thandpreliminaryreviewofmaterials,weproposethefollowingconsultingservicesinsupportoftheCity.Merina+Co(MCD)will:+ProvideacomprehensivereviewandassessmentoftheRecreationDivision’s(Division)cashhandlingprocedurestointegratewiththeCity’scashhandlingpolicyandbestpractices,withafocusonstrengtheninginternalcontrolsandprocessefficiency/effectiveness.+WorkwithDivisionstafftodevelop“principles-based”policiesandproceduresfortheDivision,including:•FacilitiesRentalPolicy,•SponsorshipsandPartnershipsPolicy,and•RefundsPolicy.+ConductapositionanalysisoftheDivision’sRecreationAssistant(3)andDivisionSecretary(1)positionstoassisttheDivisioninrefiningtheirfinance-relatedrolesandresponsibilities.B.ApproachOurapproachisdevelopedtosuccessfullydeliveruponthescopeofworkdescribedabove.Ourapproachisspecifictoyourobjectivesforthisengagementandwewillworkcloselywithyouandyourteamthroughouttheprojecttocommunicatestatusandprogressatscheduledintervals.Thesecheck-insensureweareontaskandmeetingallexpectationswithrespecttotiming,budget,andqualityofwork.Theseinterimopportunitiestostepbackandevaluateallowustocontinuallyassessqualityanddirectioninalignmentwithyourobjectives.Ourapproachtoaccomplishingtheengagementscopeofworkisdividedintofourtasks,outlinedinmoredetailbelow.Task1:ProjectInitiationandDocumentRequest/ReviewWewillbegintheengagementwithakickoffmeetingtointroducemembersofourteamandsetbaselevelexpectationsfortheengagementwithrespecttotiming,communications,andprocess.Wewillrequestandreviewcurrentdocumentationincludingorganizationalpolicies,procedures,plans,andstrategies;positiondescriptionsandroles/responsibilitiesdocumentation;andfinancialinformationregardingDivisionrevenuesandexpenditures.WeconductathoroughreviewofexistingdocumentationinordertodevelopacomprehensiveunderstandingoftheDivision’scurrentstatebeforebeginningtodeveloprecommendationsforrevisedpolicies,procedures,andfees.BasedontheseprocedureswewillfurtherrefineourprojectplanandcommunicateanyrevisionstotheCitywithrespecttospecificapproachandtimelines.Timing:CompleteDecember31,2021Deliverables:DocumentrequestlistandrefinedprojectplanTask2:CashHandlingProceduresReviewandAssessmentBuildinguponourinitialunderstandingofcurrentpoliciesandproceduresestablishedinTask1,wewillbeginourreviewandassessmentoftheDivision’scashhandlingproceduresbymeetingwithkeystaffwithintheDivision.Wewilldocumentprocessinputs,outputs,controls,and‘4MERINA+CU3IPage ProposaltoProvideConsultingServicesresponsiblepartieswithinaprocessmap.Weanticipatethisworkincludingamixofvirtualconversationsandin-personwalk-throughswithkeystaff.Aftermappingcurrentprocedures,wewillcompareexistingprocessesagainsttheCity’snewcashhandlingpoliciesandbestpracticestoidentifydeviationsaswellasopportunitiestoimproveefficiencyandeffectivenessandstrengthencontrols.RecommendationsidentifiedduringthisreviewwillbediscussedwithDivisionpersonneltoensuretheyareimplementableandinlinewiththeobjectivesforproceduresthatareefficient,effective,andeasytomaintain.Recommendationsandproposedworkflowdocumentationwillbeprovidedinafinaldeliverable.Timing:December2021-February2022Deliverable:DraftandfinalrecommendationsandprocessdocumentationTask3:PolicyDevelopmentDevelopmentofpoliciesforfacilityrental,sponsorshipsandpartnerships,andrefundswillbeginwithinitialconversationswithDivisionstafftounderstandcurrentpractices(formalandinformal)relatedtoeach.Wewilldocumentandperformahigh-levelcomparisonofcurrentpracticesagainstCitypolicies,bestpractices,peerorganizations,andtheDivision’sdesirefor“principles-based”policiesthatprovideaframeworkfordecisionmakingandthedesiredcustomerexperience.DraftsofthepolicieswillbeprovidedtoDivisionstaffforreview,andrecommendationswillbeincorporatedinfinalpolicydeliverables.Timeline:January-March2022Deliverable:Draftandfinalpolicydocumentsfor:•FacilityRentals•SponsorshipsandPartnerships•RefundsTask4:Position/StaffingAssessmentThepositionandstaffingassessmentoftheDivision’sthreeRecreationAssistantsandDivisionSecretarypositionswillincludeathoroughreviewofthecurrentdistributionoffinance-relatedrolesandresponsibilitiesaswellasworkloads,skillsetsandtrainingforeachpositionidentified.WewillconductinterviewswithcurrentpersonnelandreviewexistingprocedurestodocumentthecurrentallocationofrolesandresponsibilitiesthroughouttheDivisioninordertoanswerkeyquestionssuchas:whoiscurrentlyperformingfinance-relatedduties,whoshouldbeperformingtheseduties,whatskillsetsortrainingisrequired,andwhatopportunitiesaretheretoreduceredundanciesand/orfillpotentialgaps?Ourassessmentwillresultinrecommendationsforoptimizingdistributionoffinance-relateddutiesamongthesepositionswithinthecontextofbestpractices,internalcontrols,andoperationalefficiency.MERNA+CO4IPage ProposaltoProvideConsultingServicesTimeline:January—March2022Deliverable:Recommendationsforallocationoffinancerelatedrolesandresponsibilitiesandskilisets/trainingrequiredforthepositionsrequestedWeanticipatethatthebulkoftheworkwewiltdofortheDivisionwiltbeperformedremotelyinordertolimittravelcostsandcomplywithcurrentrequirementsassociatedwiththeCOVID-19pandemic.Wewillconducton-siteworksuchasprocesswalk-throughsandothermeetings,asnecessaryordesired.C.TeamOurprojectteamforthisproposedengagementincludesourmostexperiencedandskilledconsultantswithrespecttolocalgovernment.RobMoody,CPA,ProjectManagerRobisapartnerwithMCD.Hehasworkedwithlocalgovernmentforhisentirecareer—firstasagovernmentfinanceofficerwiththecitiesofTheDalles,Sherwood,andWilsonvilleandthenleadingthegovernmentalauditpracticeforalarge,localCPAfirminthePortlandarea.ForthelastseveralyearsRobhasprovidedconsultingandadvisoryservicestolocalgovernmentsontopicsoffinancialreporting,accounting,operations,organizationaleffectiveness,andvariousspecificortargetedfinancialanalyses.RobwillhaveprimaryresponsibilityforourengagementwiththeDivisionandwillcoordinatealevelofserviceyoushouldexpectfromourfirm.Hewilldirectstaffassignmentsofourteam,reviewcompletedstaffwork,andcommunicatestatusandprogresstotheDivision.JordanHenderson,PE,PMPJordanisaSeniorConsultantwithMCDwithtenyearsofexperienceinconsulting,workingwithavarietyofstateandlocalgovernmentsandnon-profitstoevaluateandimprovetheiroperationsandprograms.Hehasexperiencewithawiderangeofprogramsandprojects,workingwithgovernmentalentitiesinareassuchasfinanceandaccounting;grantsmanagement;humanresources;procurement;andhealthandhumanservices.CourtneySetoCourtneyisaconsultantwithMCDandbringsabackgroundinprocessimprovementandorganizationalefficiencytotheengagement.Sheisexperiencedinhelpingcitiesmapcurrentprocessesandidentifyopportunitiesforenhancedcontrolsandincreasedefficiency.ShewillleveragethisexperiencetoassisttheCityinmappingthecurrentanddesiredcashhandlingprocessfortheDivision.PAMERINA+COsIpage ProposaltoProvideConsultingServicesD.TimingandFeesWeareavailabletobeginworkwiththeDivisionuponacceptanceofourproposalforservices.WeanticipatecommencingTask1inDecember2021andwouldcompletetheremainingtasksbyMarch2022.Ourfeesfortheproposedscopeofworkreflecttheassignmentofanexperiencedpartnerandconsultants,basedonspecifictasksassigned,anestimatednumberofhourstoaccomplisheachofthosetasks,andthedirectvalueprovidedtotheDivisionasaresultofourengagement.Thenot-to-exceedcostfortheproposedscopeofworkis$54,500.Itiscustomaryforourfirmtocollectone-thirdofproposedfees($18,200)inadvance.Wewillbillagainstthisadvanceandprovidemonthlystatementsindicatingbalanceremainingand/oranyadditionalbillingstobepaid.Ourworkwillheinvoicedathourlyratesasfollows:+$275/hourforpartners+$200/hourforseniorconsultants+$150/hourforconsultantsAlldirect,out-of-pocketexpensesfortravelandlodgingwillbebilledtotheDivisionbasedonactualreceipts.F.AcceptanceIftheabovetermsareacceptabletoyou,pleasesignanddatebelowindicatingyouracceptance,andreturnacopytoMCOatyourearliestconvenience.NameandTitleody,PanCityofRenton,WashingtonMerina+CoRecreationDivision__________________________11/1/2021DateDateMERINA+CO6IPage