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HomeMy WebLinkAboutContract CAG-14-112 Local Agency Consultant/Address/Telephone David Evans and Associates, Inc. Standard Consultant 1115 West Bay Drive NW, Suite 301 Agreement Olympia, WA 98502 ®Architectural/Engineering Agreement ❑ Personal Services Agreement ( 360-705-2185 Agreement Number Project Title And Work Description Federal Aid Number Engineering Support Services,Bridge Inspection and Repair Program Agreement Type(Choose one) Assistance with the City of Renton's Bridge ❑ Lump Sum Inspection and Repair Program. Lump Sum Amount $ ® Cost Plus Fixed Fee Overhead Progress Payment Rate Overhead Cost Method DBE Participation ❑Actual Cost ❑Yes S No Federal ID Number or Social Security Number ❑Actual Cost Not To Exceed % 93-0661195 ® Fixed Overhead Rate 169.51 % Do you require a 1099 for IRS? Completion Date Fixed Fee $ 3,385.14 ❑ Yes S No December 31, 2015 ❑ Specific Rates Of Pay Total Amount Authorized $ 34,847.11 El Negotiated Hourly Rate Management Reserve Fund $ ❑ Provisional Hourly Rate ❑ Cost Per Unit of Work Maximum Amount Payable$ 34,847.11 Index of Exhibits (Check all that apply): S Exhibit A-1 Scope of Work ❑ Exhibit G-2 Fee-Sub Specific Rates ❑ Exhibit A-2 Task Order Agreement ❑ Exhibit G-3 Sub Overhead Cost ❑ Exhibit B-I DBE Utilization Certification ® Exhibit H Title VI Assurances S Exhibit C Electronic Exchange of Data ® Exhibit I Payment Upon Termination of Agreement ❑ Exhibit D-I Payment-Lump Sum ® Exhibit J Alleged Consultant Design Error Procedures S Exhibit D-2 Payment-Cost Plus ® Exhibit K Consultant Claim Procedures ❑ Exhibit D-3 Payment-Hourly Rate ❑ Exhibit L Liability Insurance Increase ❑ Exhibit D-4 Payment-Provisional ❑ Exhibit M-la Consultant Certification S Exhibit E-1 Fee-Lump/Fixed/Unit ❑ Exhibit M-lb Agency Official Certification ❑ Exhibit E-2 Fee-Specific Rates ❑ Exhibit M-2 Certification-Primary S Exhibit F Overhead Cost ❑ Exhibit M-3 Lobbying Certification ❑ Exhibit G Subcontracted Work ❑ Exhibit M-4 Pricing Data Certification ❑ Exhibit G-I Subconsultant Fee ❑ App. 31.910 Supplemental Signature Page THIS AGREEMENT,made and entered into this day of 2014 between the Local Agency of — — City of Renton — ,Washingt ereinafter called the"AGENCY", and the above organization hereinafter called the"CONSULTANT". DOT Form 140-089 EF Page 1 of 8 Revised 312008 WITNESSETH THAT: V4Wr *400 WHEREAS,the AGENCY desires to accomplish the above referenced project,and WHEREAS,the AGENCY does not have sufficient staff to meet the required commitment and therefore deems it advisable and desirable to engage the assistance of a CONSULTANT to provide the necessary services for the PROJECT; and WHEREAS,the CONSULTANT represents that he/she is in compliance with the Washington State Statutes relating to professional registration, if applicable,and has signified a willingness to furnish Consulting services to the AGENCY, NOW THEREFORE,in consideration of the terms,conditions,covenants and performance contained herein,or attached and incorporated and made a part hereof,the parties hereto agree as follows: I General Description of Work The work under this AGREEMENT shall consist of the above described work and services as herein defined and necessary to accomplish the completed work for this PROJECT. The CONSULTANT shall furnish all services, labor,and related equipment necessary to conduct and complete the work as designated elsewhere in this AGREEMENT. II Scope of Work The Scope of Work and projected level of effort required for this PROJECT is detailed in Exhibit"A"attached hereto and by this reference made a part of this AGREEMENT. III General Requirements All aspects of coordination of the work of this AGREEMENT with outside agencies,groups,or individuals shall receive advance approval by the AGENCY. Necessary contacts and meetings with agencies,groups,and/or individuals shall be coordinated through the AGENCY. The CONSULTANT shall attend coordination,progress and presentation meetings with the AGENCY and/or such Federal,State,Community,City or County officials,groups or individuals as may be requested by the AGENCY. The AGENCY will provide the CONSULTANT sufficient notice prior to meetings requiring CONSULTANT participation. The minimum required hours or days notice shall be agreed to between the AGENCY and the CONSULTANT and shown in Exhibit"A." The CONSULTANT shall prepare a monthly progress report, in a form approved by the AGENCY,which will outline in written and graphical form the various phases and the order of performance of the work in sufficient detail so that the progress of the work can easily be evaluated. The CONSULTANT,and each SUBCONSULTANT,shall not discriminate on the basis of race,color, national origin,or sex in the performance of this contract. The CONSULTANT,and each SUBCONSULTANT,shall carry out applicable requirements of 49 CFR Part 26 in the award and administration of USDOT-assisted contracts. Failure by the CONSULTANT to carry out these requirements is a material breach of this AGREEMENT that may result in the termination of this AGREEMENT. Participation for Disadvantaged Business Enterprises(DBE),if required,per 49 CFR Part 26,or participation of Minority Business Enterprises(MBE),and Women Business Enterprises(WBE), shall be shown on the heading of this AGREEMENT. If D/M/WBE firms are utilized,the amounts authorized to each firm and their certification number will be shown on Exhibit"B"attached hereto and by this reference made a part of this AGREEMENT. If the Prime CONSULTANT is a DBE firm they must comply with the Commercial Useful Function(CUF)regulation outlined in the AGENCY'S"DBE Program Participation Plan". The mandatory DBE participation goals of the AGREEMENT are those established by the WSDOT'S Highway and Local Programs Project Development Engineer in consultation with the AGENCY. All Reports,PS&E materials,and other data furnished to the CONSULTANT by the AGENCY shall be returned. All electronic files,prepared by the CONSULTANT,must meet the requirements as outlined in Exhibit"C." All designs,drawings, specifications,documents,and other work products, including all electronic files,prepared by the CONSULTANT prior to completion or termination of this AGREEMENT are instruments of service for this PROJECT, and are the property of the AGENCY. Reuse by the AGENCY or by others,acting through or on behalf of the AGENCY of any such instruments of service,not occurring as a part of this PROJECT, shall be without liability or legal exposure to the CONSULTANT. Page 2 of 8 IV Time for Beginning and C pletion *00, The CONSULTANT shall not begin any work under the terms of this AGREEMENT until authorized in writing by the AGENCY. All work under this AGREEMENT shall be completed by the date shown in the heading of this AGREEMENT under completion date. The established completion time shall not be extended because of any delays attributable to the CONSULTANT,but may be extended by the AGENCY in the event of a delay attributable to the AGENCY,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 AGENCY is required to extend the established completion time. V Payment Provisions The CONSULTANT shall be paid by the AGENCY for completed work and services rendered under this AGREEMENT as provided in Exhibit"D"attached hereto,and by reference made part of this AGREEMENT. Such payment shall be full compensation for work performed or services rendered and for all labor, materials,supplies, equipment,and incidentals necessary to complete the work. The CONSULTANT shall conform to all applicable portions of 48 CFR Part 31. A post audit may be performed on this AGREEMENT. The need for a post audit will be determined by the State Auditor, WSDOT External Audit Office and/or at the request of the AGENCY'S PROJECT Manager. VI Sub-Contracting The AGENCY permits sub-contracts for those items of work as shown in Exhibit"G"attached hereto and by this reference made part of this AGREEMENT. Compensation for this sub-consultant work shall be based on the cost factors shown on Exhibit"G." The work of the sub-consultant shall not exceed its maximum amount payable unless a prior written approval has been issued by the AGENCY. All reimbursable direct labor,overhead,direct non-salary costs and fixed fee costs for the sub-consultant shall be substantiated in the same manner as outlined in Section V. All sub-contracts shall contain all applicable provisions of this AGREEMENT. With respect to sub-consultant payment,the CONSULTANT shall comply with all applicable sections of the Prompt Payment laws as set forth in RCW 39.04.250 and RCW 39.76.011. The CONSULTANT shall not sub-contract for the performance of any work under this AGREEMENT without prior written permission of the AGENCY. No permission for sub-contracting shall create,between the AGENCY and sub- contractor,any contract or any other relationship.A DBE certified sub-consultant is required to perform a minimum amount of their sub-contracted agreement that is established by the WSDOT Highways and Local Programs Project Development Engineer in consultation with the AGENCY. VII Employment The CONSULTANT warrants that they have 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 it 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,gift,or any other consideration,contingent upon or resulting from the award or making of this contract. For breach or violation of this warrant,the AGENCY 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 or other persons while engaged in the performance of any work or services required of the CONSULTANT under this AGREEMENT,shall be considered employees of the CONSULTANT only and not of the AGENCY,and any and all claims that may arise under any Workmen's Compensation Act on behalf of said employees or other persons while so engaged,and any and all claims made by a Page 3 of 8 third party as a consequence of any ;omission on the part of the CONSULTANTv,ritiployees or other persons 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 the contract, in the employ of the United States Department of Transportation,or the STATE,or the AGENCY,except regularly retired employees,without written consent of the public employer of such person. VIII Nondiscrimination During the performance of this contract,the CONSULTANT,for itself, its assignees,and successors in interest agrees to comply with the following laws and regulations: Title VI of the Civil Rights Act of 1964 (42 USC Chapter 21 Subchapter V Section 2000d through 2000d-4a) Federal-aid Highway Act of 1973 (23 USC Chapter 3 Section 324) Rehabilitation Act of 1973 (29 USC Chapter 16 Subchapter V Section 794) Age Discrimination Act of 1975 (42 USC Chapter 76 Section 6101 et seq.) Civil Rights Restoration Act of 1987 (Public Law 100-259) American with Disabilities Act of 1990 (42 USC Chapter 126 Section 12101 et. seq.) 49 CFR Part 21 23 CFR Part 200 RCW 49.60.180 In relation to Title VI of the Civil Rights Act of 1964,the CONSULTANT is bound by the provisions of Exhibit"H" attached hereto and by this reference made part of this AGREEMENT,and shall include the attached Exhibit"H"in every sub-contract,including procurement of materials and leases of equipment,unless exempt by the Regulations or directives issued pursuant thereto. IX Termination of Agreement The right is reserved by the AGENCY to terminate this AGREEMENT at any time upon ten(10)days written notice to the CONSULTANT. In the event this AGREEMENT is terminated by the AGENCY other than for default on the part of the CONSULTANT,a final payment shall be made to the CONSULTANT as shown in Exhibit"I"for the type of AGREEMENT used. 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 when computed as set forth herein above,then no final payment shall be due and the CONSULTANT shall immediately reimburse the AGENCY for any excess paid. If the services of the CONSULTANT are terminated by the AGENCY for default on the part of the CONSULTANT, the above formula for payment shall not apply. Page 4 of 8 In such an event,the amount to be pa,,,,nall be determined by the AGENCY with conation 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 a type which is usable to the AGENCY at the time of termination,the cost to the AGENCY 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 AGENCY 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 using the formula set forth above. If it is determined for any reason that the CONSULTANT was not in default or that the CONSULTANT'S failure to perform is without the CONSULTANT'S or it's employee's default or negligence,the termination shall be deemed to be a termination for the convenience of the AGENCY. In such an event,the CONSULTANT would be reimbursed for actual costs in accordance with the termination for other than default clauses listed previously. In the event of the death of any member,partner or officer of the CONSULTANT or any of its supervisory personnel assigned to the PROJECT,or dissolution of the partnership,termination of the corporation,or disaffiliation of the principally involved employee,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 AGENCY. This subsection shall not be a bar to renegotiation of the AGREEMENT between the surviving members of the CONSULTANT and the AGENCY, if the AGENCY 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 AGENCY'S concurrence,desire to terminate this AGREEMENT,payment shall be made as set forth in the second paragraph of this section. Payment for any part of the work by the AGENCY shall not constitute a waiver by the AGENCY 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 AGENCY. 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. X Changes of Work The CONSULTANT shall make such changes and revisions in the complete work of this AGREEMENT as necessary to correct errors appearing therein,when required to do so by the AGENCY,without additional compensation thereof. Should the AGENCY find it desirable for its own purposes to have previously satisfactorily completed work or parts thereof changed or revised,the CONSULTANT shall make such revisions as directed by the AGENCY. This work shall be considered as Extra Work and will be paid for as herein provided under Section XIV. XI Disputes Any dispute concerning questions of fact in connection with the work not disposed of by AGREEMENT between the CONSULTANT and the AGENCY shall be referred for determination to the Director of Public Works or AGENCY Engineer,whose decision in the matter shall be final and binding on the parties of this AGREEMENT; provided, however,that if an action is brought challenging the Director of Public Works or AGENCY Engineer's decision,that decision shall be subject to de novo judicial review. If the parties to this AGREEMENT mutually agree,disputes concerning alleged design errors will be conducted under the procedures found in Exhibit"J",and disputes concerning claims will be conducted under the procedures found in Exhibit"K". X11 Venue, Applicable Law, and Personal Jurisdiction In the event that either party deems it necessary to institute legal action or proceedings to enforce any right or obligation under this AGREEMENT,the parties hereto agree that any such action shall be initiated in the Superior court of the State of Washington,situated in the county in which the AGENCY is located. The parties hereto agree that all questions shall be resolved by application of Washington law and that the parties to such action shall have the right of appeal from such decisions of the Superior court in accordance with the laws of the State of Washington. The CONSULTANT hereby consents to the personal jurisdiction of the Superior court of the State of Washington, situated in the county in which the AGENCY is located. Page 5 of 8 XIII Legal Relations *4ww The CONSULTANT shall comply with all Federal, 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 the State of Washington. The CONSULTANT shall indemnify and hold the AGENCY and the STATE and its officers and employees harmless from and shall process and defend at its own expense all claims,demands,or suits at law or equity arising in whole or in part from the CONSULTANT'S negligence or breach of any of its obligations under this AGREEMENT;provided that nothing herein shall require a CONSULTANT to indemnify the AGENCY or the STATE against and hold harmless the AGENCY or the STATE from claims,demands or suits based solely upon the conduct of the AGENCY or the STATE,their agents,officers and employees;and provided further that if the claims or suits are caused by or result from the concurrent negligence of(a)the CONSULTANT'S agents or employees,and(b)the AGENCY or the STATE,their agents,officers and employees, this indemnity provision with respect to(1)claims or suits based upon such negligence(2)the costs to the AGENCY or the STATE of defending such claims and suits shall be valid and enforceable only to the extent of the CONSULTANT'S negligence or the negligence of the CONSULTANT'S agents or employees. The CONSULTANT'S relation to the AGENCY shall be at all times as an independent contractor. The CONSULTANT shall comply with all applicable sections of the applicable Ethics laws,including RCW 42.23, which is the Code of Ethics for regulating contract interest by municipal officers. The CONSULTANT specifically assumes potential liability for actions brought by the CONSULTANT'S own employees against the AGENCY and, solely for the purpose of this indemnification and defense,the CONSULTANT specifically waives any immunity under the state industrial insurance law, Title 51 RCW. Unless otherwise specified in the AGREEMENT,the AGENCY shall be responsible for administration of construction contracts, if any,on the PROJECT. Subject to the processing of a new sole source,or an acceptable supplemental agreement,the CONSULTANT shall provide On-Call assistance to the AGENCY during contract administration. By providing such assistance,the CONSULTANT shall assume no responsibility for:proper construction techniques,job site safety,or any construction contractor's failure to perform its work in accordance with the contract documents. The CONSULTANT shall obtain and keep in force during the terms of the AGREEMENT,or as otherwise required, the following insurance with companies or through sources approved by the State Insurance Commissioner pursuant to Title 48 RCW. Insurance Coverage A. Worker's compensation and employer's liability insurance as required by the STATE. B. Commercial general liability and property damage insurance in an aggregate amount not less than two million dollars($2,000,000)for bodily injury, including death and property damage. The per occurrence amount shall not exceed one million dollars($1,000,000). C.Vehicle liability insurance for any automobile used in an amount not less than a one million dollar($1,000,000) combined single limit. Excepting the Worker's Compensation Insurance and any Professional Liability Insurance secured by the CONSULTANT,the AGENCY will be named on all policies as an additional insured. The CONSULTANT shall furnish the AGENCY with verification of insurance and endorsements required by the AGREEMENT. The AGENCY reserves the right to require complete,certified copies of all required insurance policies at any time. All insurance shall be obtained from an insurance company authorized to do business in the State of Washington. The CONSULTANT shall submit a verification of insurance as outlined above within fourteen(14)days of the execution of this AGREEMENT to the AGENCY. No cancellation of the foregoing policies shall be effective without thirty(30)days prior notice to the AGENCY. The CONSULTANT'S professional liability to the AGENCY shall be limited to the amount payable under this AGREEMENT or one million($1,000,000)dollars,whichever is the greater,unless modified by Exhibit"L". In no case shall the CONSULTANT'S professional liability to third parties be limited in any way. Page 6 of 8 The AGENCY will pay no progress py ,Bents under Section V until the CONSULTA as fully complied with this section. This remedy is not exclusive; and the AGENCY and the STATE may take such other action as is available to it under other provisions of this AGREEMENT,or otherwise in law. XIV Extra Work A. The AGENCY may at any time,by written order,make changes within the general scope of the AGREEMENT in the services to be performed. B. If any such change causes an increase or decrease in the estimated cost of,or the time required for,performance of any part of the work under this AGREEMENT,whether or not changed by the order,or otherwise affects any other terms and conditions of the AGREEMENT,the AGENCY shall make an equitable adjustment in the(1)maximum amount payable; (2)delivery or completion schedule,or both;and(3)other affected terms and shall modify the AGREEMENT accordingly. C. The CONSULTANT must submit any"request for equitable adjustment',hereafter referred to as"CLAIM",under this clause within thirty(30)days from the date of receipt of the written order. However, if the AGENCY decides that the facts justify it,the AGENCY may receive and act upon a CLAIM submitted before final payment of the AGREEMENT. D. Failure to agree to any adjustment shall be a dispute under the Disputes clause. However,nothing in this clause shall excuse the CONSULTANT from proceeding with the AGREEMENT as changed. E. Notwithstanding the terms and conditions of paragraphs(A)and(B)above,the maximum amount payable for this AGREEMENT,shall not be increased or considered to be increased except by specific written supplement to this AGREEMENT. XV Endorsement of Plans If applicable,the CONSULTANT shall place their endorsement on all plans,estimates,or any other engineering data furnished by them. XVI Federal and State Review The Federal Highway Administration and the Washington State Department of Transportation shall have the right to participate in the review or examination of the work in progress. XVII Certification of the Consultant and the Agency Attached hereto as Exhibit"M-1(a and b)"are the Certifications of the CONSULTANT and the AGENCY,Exhibit"M -2"Certification Regarding Debarment, Suspension and Other Responsibility Matters-Primary Covered Transactions, Exhibit"M-3"Certification Regarding the Restrictions of the Use of Federal Funds for Lobbying and Exhibit"M-4" Certificate of Current Cost or Pricing Data. Exhibit"M-3"is required only in AGREEMENTS over$100,000 and Exhibit"M-4"is required only in AGREEMENTS over$500,000. XVIII Complete Agreement This document and referenced attachments contain all covenants, stipulations,and provisions agreed upon by the parties. 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. XIX 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 proposal,and the supporting material submitted by the CONSULTANT,and does hereby accept the AGREEMENT and agrees to all of the terms and conditions thereof. Page 7 of 8 In witness whereof, the parties h have executed this AGREEMENT as of may and year shown in the "Execution Date" box on page one 1)of this AGREEMENT. By -- ----- -- ------------__----... By - - -- --- - Greg e Public W ks Department Director Consultant David Evans and Associates, Inc. Agency ity of Renton DOT Form 140-089 EF Revised 3/2008 Page 8 of 8 ,*Awe ``re EXHIBIT A-1 CITY OF RENTON CONSULTING SERVICES, BRIDGE INSPECTION AND REPAIR PROGRAM SCOPE OF WORK I. PROJECT DESCRIPTION AND DELIVERABLES PROJECT DESCRIPTION David Evans and Associates, Inc. (CONSULTANT) will provide engineering support services to the City of Renton for the Bridge Inspection and Repair Program (PROJECT) under the direction of City of Renton (AGENCY) as described in this Scope of Work(SCOPE). The AGENCY has twenty-four bridges; eighteen bridges that are part of the National Bridge Inventory (NBI bridges); one pedestrian bridge; and five short-span bridges. City of Renton NBI Bridges structure id bridge—no bridge_name 08632200 RENTON-01 LAKE WASHINGTON BLVD BRIDGE 08528100 RENTON-02 LOGAN AVENUE BRIDGE 08526300 RENTON-03 WILLIAMS AVENUE BRIDGE 08525800 RENTON-04 WELLS AVENUE BRIDGE 08584300 RENTON-05 HOUSER WAY BRIDGE 08542300 RENTON-13 SW GRADY WAY CULVERT 08584400 RENTON-14 SW 16TH STREET BRIDGE 08561700 RENTON-15 SW 43RD STREET CULVERT 08544300 RENTON 18 SW 27TH STREET BRIDGE 08561800 RENTON-19 OAKESDALE AVE SW CULVERT 08552100 RENTON-20 LIND AVE SW CULVERT 08557300 RENTON-23 NE 31ST STREET BRIDGE 08570600 RENTON-25 OAKESDALE AVE SW BRIDGE 08603500 RENTON-27 S 43RD STREET BRIDGE 08518200 RENTON-28 MONSTER ROAD SW BRIDGE 08705900 RENTON-29 OAKESDALE AVE SW EXT BRIDGE 08815500 RENTON-31 N 40TH PLACE BRIDGE j 08779600 RENTON-32 SW 34TH STREET BRIDGE City of Renton Pedestrian Bridges structure id bridge_no bridge_name 08833600 RENTON-06B HOUSER WAY PED BRIDGE David Evans and Associates,Inc. 1 City of Renton Bridge Inspection and Repair Program Scope of Work August 19th,2014 *40W *400 City of Renton Short Span Bridges structure id bridge no bridge name 08851700 RENTON-24A NE 31ST STREET CULVERT 08815400 RENTON-30 N 27TH PLACE BRIDGE 08833100 RENTON-34A ELMA PLACE NE BRIDGE 08851900 RENTON-40A S 55TH STREET CULVERT 07979100 RENTON-35A NILE AVE SE BRIDGE 1.0 PROJECT MANAGEMENT AND QUALITY CONTROL The CONSULTANT shall provide professional engineering management and supervision throughout the duration of the PROJECT expected to last a total of three months. This effort will include the following elements: 1.1. Overall project management 1.2. Progress monitoring 1.3. Quality management, including review and back check of all deliverables 1.4. Scheduling 1.5. Monthly invoices and progress reports Deliverables: 1) One monthly invoice with a progress update for the duration of the PROJECT. 2.0 REVIEW, REVISE BRAC APPLICATIONS The CONSULTANT will review the 2014 BRAC applications that have been submitted to WSDOT for completeness and accuracy of cost estimate. The CONSULTANT will revise applications as necessary to meet the AGENCY's needs. BRAC applications to be reviewed: 08584300 RENTON-05 HOUSER WAY BRIDGE 08557300 RENTON-23 NE 31ST STREET BRIDGE 08518200 RENTON-28 MONSTER ROAD SW BRIDGE 08815400 RENTON-30 N 27TH PLACE BRIDGE Deliverables: 1. Letter to AGENCY(electronic) with recommended revisions to existing BRAC applications. 3.0 NBI BRIDGE ASSESSMENT The CONSULTANT will visually inspect the RENTON-30 Bridge to determine if this structure qualifies as an NBI bridge. David Evans and Associates,Inc. 2 City of Renton Bridge Inspection and Repair Program Scope of Work August 19th,2014 1"W1 Deliverables: 1. Update to BridgeWorks with new information if bridge is found to be an NBI bridge. 2. Memorandum to AGENCY outlining inspection findings 4.0 REVIEW AND REVISE EXISTING SCOUR ANALYSES AND PLANS OF ACTION The CONSULTANT will review existing scour analyses and plans-of-action (POA's) for completeness, thoroughness, and to check that these documents are up-to-date for all of the NBI bridges, with the exception of RENTON-27, which is not over water. New soundings will be taken along the upstream rail and plotted against as-built ground lines to determine degradation or lateral migration. Vertical datum will be checked for consistency and adjusted to NAVD88 datum. Scour repairs will be recommended for bridges that have active scour threatening the foundations. Deliverables: 1. New channel cross sections plotted against as-built ground lines in NAVD 88 datum (Excel format) 2. Revised scour analyses and POA's as determined through investigation within level of effort or up to four bridges. 3. Update to BridgeWorks with revised scour codes and attached soundings, POA's, and analyses. 4. Recommended list of scour repairs. Mitigation design requested will be deemed Extra Work. 5.0 REVIEW OF LOAD RATINGS The CONSULTANT will review the NBI bridge files and load rating information to determine the need and priority to reload rate the AGENCY's NBI bridges. Deliverables: 1. Draft prioritized list of bridges and reason that each bridge should be load rated (PDF) 2. Final prioritized list of bridges and reason that each bridge should be load rated (PDF) 6.0 DEVELOP BRIDGE ASSET MANAGEMENT PROGRAM WITH BRIDGE VALUATION The CONSULTANT will develop an asset management program for the AGENCY's bridges and the bridge elements. The CONSULTANT will estimate the replacement value of the AGENCY's 24 bridges utilizing WSDOT's WSBIS method for assessing bridge replacement costs. Deliverables: 1. Draft Asset Management Report of bridge elements (PDF) 2. Draft Bridge Valuation Report (PDF) 3. Final Asset Management Report of bridge elements (PDF) 4. Final Bridge Valuation Report (PDF) David Evans and Associates,Inc. 3 City of Renton Bridge Inspection and Repair Program Scope of Work August 19th,2014 %"*,1 `"00 7.0 ADDITIONAL ENGINEERING SUPPORT FOR BRIDGE PROGRAM The AGENCY may require additional engineering support services of the CONSULTANT. Such work may include bridge inspections, load rating, hydraulic modeling, rehabilitation and repair design. These services will be authorized under a future contract supplement. At the time these services are required, the CONSULTANT shall provide a detailed scope of work and an estimate of costs. The CONSULTANT shall not proceed with the work until the AGENCY has authorized the work and issued a notice to proceed. II. GENERAL ASSUMPTIONS This Scope of Services is based on the following assumptions: 1. The budget for the Scope of Services is based on a project schedule of 3 months. 2. Hydraulic and hydrology modeling required for scour analyses and plan-of-actions to be completed or supplied by others. 3. The level of effort for all tasks is limited to the amount of labor and expenses indicated in Exhibit E-1. Out-of-scope services beyond these limits are considered Extra Work.At the request of the AGENCY, the CONSULTANT will perform Extra Work as a supplement to this Agreement.CONSULTANT reserves the opportunity to shift budget between work tasks and between labor and expenses. III. DOCUMENTS TO BE FURNISHED BY CONSULTANT The documents, exhibits, or other presentations as described as Deliverables under SCOPE OF SERVICES ("Documents") will be furnished by CONSULTANT to the AGENCY upon completion of the various tasks. Whether the Documents are submitted in electronic media or in tangible format, any use of the Documents on another project or on extensions of this project beyond the use for which they were intended, or any modification of the Documents, or conversion of the Documents to an alternate system or format will be without liability or legal exposure to CONSULTANT.The AGENCY will assume all risks associated with such use, modifications, or conversions. CONSULTANT may remove from the electronic Documents delivered to the AGENCY all references to CONSULTANT's involvement and will retain a tangible copy of the Documents delivered to the AGENCY which will govern the interpretation of the Documents and the information recorded. Electronic files are considered working files only— CONSULTANT is not required to maintain electronic files beyond 90 days after project final billing, and makes no warranty as to the viability of electronic files beyond 90 days from date of transmittal. IV. ITEMS AND SERVICES TO BE FURNISHED BY THE AGENCY The AGENCY will provide the following items and services to CONSULTANT: 1. Unlimited access to all bridges CONSULTANT performs services on 2. Bridge plans and pile driving records if available David Evans and Associates,Inc. 4 City of Renton Bridge Inspection and Repair Program Scope of Work August 19th,2014 Exhibit C Electronic Exchange of Engineering and Other Data In this Exhibit the agency, as applicable, is to provide a description of the format and standards the consultant is to use in preparing electronic files for transmission to the agency. The format and standards to be provided may include, but are not limited to,the following: I. Surveying,Roadway Design&Plans Preparation Section A. Survey Data B. Roadway Design Files C. Computer Aided Drafting Files D. Specify the Agency's Right to Review Product with the Consultant E. Specify the Electronic Deliverables to Be Provided to the Agency F. Specify What Agency Furnished Services and Information Is to Be Provided II. Any Other Electronic Files to Be Provided III. Methods to Electronically Exchange Data A. Agency Software Suite B. Electronic Messaging System C. File Transfers Format DOT Form 140-089 EF Exhibit C Revised 6/05 r.r Exhibit D-2 Payment (Cost Plus a Fixed Fee) The CONSULTANT shall be paid by the AGENCY for completed work and services rendered under this AGREEMENT as provided hereinafter. 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 specified in Section 11, "Scope of Work."The CONSULTANT shall conform to all applicable portions of 48 CFR Part 31. A. Actual Costs: Payment for all consulting services for this PROJECT shall be on the basis of the CONSULTANT'S actual cost plus a fixed fee. The actual cost shall include direct salary cost, overhead,direct non-salary costs,and fixed fee. 1. Direct Salary Costs: The Direct Salary Cost is the direct salary paid to principals, professional,technical,and clerical personnel for the time they are productively engaged in work necessary to fulfill the terms of this AGREEMENT. The CONSULTANT shall maintain support data to verify the direct salary costs billed to the AGENCY. 2. Overhead Costs: Overhead Costs are those costs other than direct costs,which are included as such on the books of the CONSULTANT in the normal everyday keeping of its books. Progress payments shall be made at the rate shown in the heading of this AGREEMENT under"Overhead Progress Payment Rate."Total overhead payment shall be based on the method shown in the heading of the AGREEMENT. The two options are explained as follows: a. Fixed Rate: If this method is indicated in the heading of the AGREEMENT the AGENCY agrees to reimburse the CONSULTANT for overhead at the percentage rate shown. This rate shall not change during the life of the AGREEMENT. b. Actual Cost: If this method is indicated in the heading of the AGREEMENT the AGENCY agrees to reimburse the CONSULTANT the actual overhead costs verified by audit,up to the Maximum Total Amount Payable, authorized under this AGREEMENT,when accumulated with all other Actual Costs. A summary of the CONSULTANTS cost estimate and the overhead computation is shown in Exhibit"E"attached hereto and by this reference made part of this AGREEMENT. When an Actual Cost method is used,the CONSULTANT(prime and all sub-consultants)will submit to the AGENCY within six(6)months after the end of each firm's fiscal year, an overhead schedule in the fonnat required by the AGENCY(cost category, dollar expenditures,etc.)for the purpose of adjusting the overhead rate for billing purposes. It shall be used for the computation of progress payments during the following year and for retroactively adjusting the previous year's overhead cost to reflect the actual rate. DOT Form 140-089 EF Exhibit D-2 Revised 6/08 Failure to supply,,.�information by either the prime CONSL*,.OANT or any of their sub- consultants shall cause the AGENCY to withhold payment of the billed overhead costs until such time as the required information is received and an overhead rate for billing purposes is approved. The AGENCY, STATE and/or the Federal Government may perform an audit of the CONSULTANT'S books and records at any time during regular business hours to determine the actual overhead rate, if they so desire. 3. Direct Non-Salary Costs: Direct Non-Salary Costs will be reimbursed at the Actual Cost to the CONSULTANT. These charges may include,but are not limited to, the following items: travel,printing, long distance telephone, supplies,computer charges and sub- consultant costs. a. Air or train travel will be reimbursed only to economy class levels unless otherwise approved by the AGENCY. The CONSULTANT shall comply with the rules and regulations regarding travel costs(excluding air,train,and rental car costs)in accordance with the AGENCY'S Travel Rules and Procedures. However, air,train, and rental car costs shall be reimbursed in accordance with 48 CFR Part 31.205-46"Travel Cost b. The billing for Direct Non-Salary Costs shall include an itemized listing of the charges directly identifiable wh the PROJECT. c. The CONSULTANT shall maintain the original supporting documents in their office. Copies of the original supporting documents shall be supplied to the AGENCY upon request. d. All above charges must be necessary for the services provided under this AGREEMENT. 4. Fixed Fee: The Fixed Fee,which represents the CONSULTANT'S profit, is shown in the heading of this AGREEMENT under Fixed Fee. This amount does not include any additional Fixed Fee,which could be authorized from the Management Reserve Fund. This fee is based on the Scope of Work defined in this AGREEMENT and the estimated person- hours required to perform the stated Scope of Work. In the event the CONSULTANT enters into a supplemental AGREEMENT for additional work,the supplemental AGREEMENT may include provisions for the added costs and an appropriate additional fee. The Fixed Fee will be prorated and paid monthly in proportion to the percentage of work completed by the CONSULTANT and reported in the Monthly Progress Reports accompanying the billings.Any portion of the Fixed Fee earned but not previously paid in the progress payments will be covered in the final payment, subject to the provisions of Section IX entitled"Termination of Agreement." 5. Management Reserve Fund: The AGENCY may desire to establish a Management Reserve Fund to provide the Agreement Administrator with the flexibility to authorize additional funds to the AGREEMENT for allowable unforeseen costs,or reimbursing the CONSULTANT for additional work beyond that already defined in this AGREEMENT. Such authorization(s) shall be in writing and shall not exceed the lesser o ...,,J0,000 or 10%of the Total Amount Auth%.,,oed as shown in the heading of this AGREEMENT. The amount included for the Management Reserve Fund is shown in the heading of this AGREEMENT. This fund may not be replenished. Any changes requiring additional costs in excess of the Management Reserve Fund shall be made in accordance with Section XIV,"Extra Work."6. Maximum Total Amount Payable: The Maximum Total Amount Payable by the AGENCY to the CONSULTANT under this AGREEMENT shall not exceed the amount shown in the heading of this AGREEMENT. The Maximum Total Amount Payable is comprised of the Total Amount Authorized, and the Management Reserve Fund. The Maximum Total Amount Payable does not include payment for Extra Work as stipulated in Section XIV,"Extra Work."No minimum amount payable is guaranteed under this AGREEMENT. B. Monthly Progress Payments: The CONSULTANT may submit billings to the AGENCY for reimbursement of Actual Costs plus the calculated overhead and fee on a monthly basis during the progress of the work. Such billings shall be in a format approved by the AGENCY and accompanied by the monthly progress reports required under Section III,"General Requirements" of this AGREEMENT. The billings will be supported by an itemized listing for each item including Direct Salary,Direct Non-Salary, and allowable Overhead Costs to which will be added the prorated Fixed Fee. To provide a means of verifying the billed salary costs for CONSULTANT employees,the AGENCY may conduct employee interviews. These interviews may consist of recording the names,titles, salary rates,and present duties of those employees performing work on the PROJECT at the time of the interview. C. Final Payment: Final Payment of any balance due the CONSULTANT of the gross amount earned will be made promptly upon its verification by the AGENCY after the completion of the work under this AGREEMENT,contingent upon receipt of all PS&E,plans,maps,notes,reports, electronic data and other related documents which are required to be furnished under this AGREEMENT. Acceptance of such Final Payment by the CONSULTANT shall constitute a release of all claims for payment,which the CONSULTANT may have against the AGENCY unless such claims are specifically reserved in writing and transmitted to the AGENCY by the CONSULTANT prior to its acceptance. Said Final Payment shall not,however,be a bar to any claims that the AGENCY may have against the CONSULTANT or to any remedies the AGENCY may pursue with respect to such claims. The payment of any billing will not constitute agreement as to the appropriateness of any item and at the time of final audit,all required adjustments will be made and reflected in a final payment. In the event that such final audit reveals an overpayment to the CONSULTANT, the CONSULTANT will refund such overpayment to the AGENCY within thirty(30)days of notice of the overpayment. Such refund shall not constitute a waiver by the CONSULTANT for any claims relating to the validity of a finding by the AGENCY of overpayment. The CONSULTANT has twenty(20) days after receipt of the final POST AUDIT to begin the appeal process to the AGENCY for audit findings. D. Inspection of Cost Records: The CONSULTANT and their sub-consultants shall keep available for inspection by representatives of the AGENCY, STATE and the United States,for a period of three (3)years after receipt of final payment,the cost records and accounts pertaining to this AGREEMENT and all items related to or bearing upon these records with the following exception: if any litigation, claim or audit arising out of,in connection with, or related to this contract is initiated before the expiration of the three(3)year period,the cost records and accounts shall be retained until such litigation, claim,or audit involving the records is completed. `.r City of Renton CONSULTING SERVICES, BRIDGE INSPECTION AND REPAIR PROGRAM Exhibit E1 David Evans and Associates, Inc. Direct Classification Hrs. x Rate = Cost 1 Project Manager(PMGR) 154 $ 57.50 8,855.00 5 Design Engineer(DEEN) 76 $ 26.00 1,976.00 18 Project Administrator(PADM) 16 $ 28.30 452.80 Total Hrs. 246 Salary Cost 11,283.80 Salary Escalation Cost(estimated) Escalation -%of Labor Cost 0% per year @ 0 year(s) 0.00 Total Salary Cost 11,283.80 Overhead Cost @ 169.51% of Direct Labor 19,127.17 Net Fee @ 30.0% of Direct Labor 3,385.14 Total Overhead &Net Fee Cost 22,512.31 Direct Expenses No. Unit Each Cost Reproduction Costs Copies 0 pages @ $0.06 /page $ - Reports 0 reports @ $15 /report $ - Plans 0 sets @ $2 /set $ - Per Diem 5 @ $61 $ 305.00 Lodging 5 @ $116 $ 578.25 Mileage 300 miles @ $0.560 /mile $ 168.00 Subtotal 1,051.00 David Evans and Associates Total 34,847.11 S:\Bridge\JMWI\City of Renton\City_of_Renton_CPFFP..dge 1 of 1 Printed: 8/19/2014,4:02 PM *4 WOW m O 7 i9 W O (n C) -0 -0 "V W CD CD 0 0CL 0 0 p CL CL ic y CD CD o t° :3 o ::3 !A (n m 0 c0 �. cn C CD CA CD 0�n um, `° o m A < r 3 � W 3 CC� � a CL M l J coCD �' fA CD 0 m m CL o c3 D n y m y N o 0 Cl) ° ° �' W M m vCD 70 i v0 M O � cc ~ a x _ M 0 M N m =r R 0 O iv (J) CD O -I -I r•r w i o CD m "G = M rt 0 00 N N o CO) Project Manager(PMGR) _ o O Z C) 0o Design Engineer(DEEN) N D _ o Z D N Project Administrator X 0 PD rn o N `� iv o (PADM) °° M D d X O O P- o t N w — W W O 6) CD N --• O) W CO N 00OD 00 o -a � w o 0) 'a) O O � O N _D K *•✓ M 74 os N P 3 0 O O O O 0 z aCL CD M mcD CD _. a < < < < < < v � a * * ' E * 0 c 0 r- r '' — at W � ' O O < CD M � m a = a cn O cQ M o. O 5- (D v X CD < . . N ',,� >M � °' X m a +y' x. N � � = (n m cc) fD d! _ "! '(Q 3; 'tQ CC a) 0 Cl) c N CD IC c O �1 'CCD m a � v y y 3 H CA 0 CD 0 0 � � 0 0 0 n M m 3 m m m vi N MeD CD (D CD n CL cc(DD C7 0 cn :AW <D N O O O O O �- 0 0 0 0 0 0 w Ot lu St nt Ortt cn 69 0 0 0 o NJ rw o N Project Manager(PMGR) _ o 69 CD N o o Design Engineer(DEEN) N o o Project Administrator y 0) o (PADM) o� o D - 0 W w W w V v N 40 o M _ g A cn cn cn D w.cc cwo o OD 4 -W4 v v cD O O O W W W C e o o O N �p M O o M » � X M r p M M p: z m as O 0 H M a e� 0 N 0 0 72i CD M g n m "V m w mom. z -� o N v CO) m N - Project Manager(PMGR) — o N 0 69 o Design Engineer(DEEN) N _ o =r Project Administrator m o (PADM) CO Off f� pt [J7t7 ew0 rip, D C CD A6 C P " � O CO O z C0 O W 0 o 0 06 N ' (y -� � ValN O N 1..• ,4 0.04 Exhibit F David Loans and Associates,Inc. Schedule of Indirect Costs FYE 11/02/9013 Description DEA's proposed ODOT Adjustments FAR Final Approved Direct Labor $ 23,926,562 $ 23,926,562 Fringe Benefits: Holiday,vacation,sick $ 4,993,003 $ 4,993,003 Termination/Severance 102,856 102,856 Vacation Accrual 69,692 69,692 Vacation Cash out 184,738 184,738 DOL compliance labor 2,296 2,296 Group Medical 4,080,749 4,080,749 Group Life Insurance 91,594 91,594 Workers Comp 195,878 195,878 Payroll Taxes 3,915,654 3,915,654 Other Payroll Related Costs (330,334) (330,334) Civic Duty Labor 28,341 28,341 Public Relations Calculated Fringe Elimination (360,397) (360,397) Union Benefits 402,363 402,363 Total Fringe Benefits $ 13,376,433 $ 13,376,433 General Overhead: Indirect Labor $ 12,334,31.2 (11,150) (a) $ 12,323,162 Occupancy 5,947,437 5,947,437 Communications 744,791 744,791 Supplies 525,318 525,318 Pubs and memberships 225,780 225,780 Computer and printer 826,992 826,992 Vehicle expense 1,835,823 (342,751) (b) 1,493,073 General Administrative 403,257 403,257 Selling Expense 244,358 244,358 Training 379,408 379,408 Recruiting and Retention 192,551 192,551 Professional Services 906,543 906,543 Business Insurance 1,020,685 1,020,685 Taxes,Licenses,Fees 644,139 644,139 Depreciation and amortization 1,779,818 1,779,818 Misc exp (767) (767) 401K and ESOP 460,000 460,000 Gain or loss on sale (363,860) (363,860) Rental income external (11,482) (11,482) Misc other income/expenses 487 487 Deferred Compensation expense (169,021) (169,021) Discounts Taken (32) (32) Total General Overhead $ 27,926,537 $ (353,901) $ 27,572,636 Total Fringe Benefits and General Overhead $ 41,302,970 $ 40,949,069 DEEI Allocation $ 776,347 $ 776,347 DEA Crop Allocation to Onsite $ (1,236,282) $ (1,236,282) Total labor burden and general overhead expenses $ 40,843,035 $ 40,489,134 Overhead Rate 170.70% 169.22% Facilities capital cost of money rate 0.29% 0.29% Total Overhead Rate 170.99% 169.51% (a)31.205-6(p)Disallowed the escalation adjustment of 4%on the salary surveys for the executive compensation analyis (b)31.205-6(m)(2), 31.205-46(d)and 31.201-2(d)Disallowed the personal usage of auto allowance expenses *r..r Exhibit H Title VI Assurances During the performance of this AGREEMENT,the CONSULTANT,for itself,its assignees,and successors in interest agrees as follows: l. Compliance with Regulations: The CONSULTANT shall comply with the Regulations relative to non- discrimination in federally assisted programs of the AGENCY,Title 49,Code of Federal Regulations, Part 21,as they may be amended from time to time(hereinafter referred to as the"REGULATIONS"),which are herein incorporated by reference and made a part of this AGREEMENT. 2. Non-discrimination: The CONSULTANT,with regard to the work performed during the AGREEMENT,shall not discriminate on the grounds of race,color, sex,or national origin in the selection and retention of sub-consultants,including procurement of materials and leases of equipment. The CONSULTANT shall not participate either directly or indirectly in the discrimination prohibited by Section 21.5 of the REGULATIONS, including employment practices when the AGREEMENT covers a program set forth in Appendix B of the REGULATIONS. 3. Solicitations for Sub-consultants,Including Procurement of Materials and Equipment: In all solicitations either by competitive bidding or negotiations made by the CONSULTANT for work to be performed under a sub-contract, including procurement of materials or leases of equipment,each potential sub- consultant or supplier shall be notified by the CONSULTANT of the CONSULTANT'S obligations under this AGREEMENT and the REGULATIONS relative to non-discrimination on the grounds of race, color, sex,or national origin. 4. Information and Reports: The CONSULTANT shall provide all information and reports required by the REGULATIONS or directives issued pursuant thereto,and shall permit access to its books,records, accounts, other sources of information, and its facilities as may be determined by AGENCY, STATE or the Federal Highway Administration(FHWA)to be pertinent to ascertain compliance with such REGULATIONS,orders and instructions. Where any information required of a CONSULTANT is in the exclusive possession of another who fails or refuses to furnish this information,the CONSULTANT shall so certify to the AGENCY, STATE or the FHWA as appropriate,and shall set forth what efforts it has made to obtain the information. 5. Sanctions for Non-compliance: In the event of the CONSULTANT'S non-compliance with the non- discrimination provisions of this AGREEMENT,the AGENCY shall impose such AGREEMENT sanctions as it,the STATE or the FHWA may determine to be appropriate, including,but not limited to: • Withholding of payments to the CONSULTANT under the AGREEMENT until the CONSULTANT complies,and/or; • Cancellation,termination, or suspension of the AGREEMENT,in whole or in part DOT Form 140-089 EF Exhibit H Revised 6/05 6. Incorporation of Provisions: The CONSULTANT shall include the provisions of paragraphs(1)through (5) in every sub-contract,including procurement of materials and leases of equipment,unless exempt by the REGULATIONS,or directives issued pursuant thereto. The CONSULTANT shall take such action with respect to any sub-consultant or procurement as the AGENCY, STATE or FHWA may direct as a means of enforcing such provisions including sanctions for non-compliance. Provided,however,that in the event a CONSULTANT becomes involved in, or is threatened with, litigation with a sub-consultant or supplier as a result of such direction,the CONSULTANT may request the AGENCY and the STATE enter into such litigation to protect the interests of the AGENCY and the STATE and,in addition,the CONSULTANT may request the United States enter into such litigation to protect the interests of the United States. Exhibit I Payment Upon Termination of Agreement By the Agency Other Than for Fault of the Consultant (Refer to Agreement, Section IX) Lump Sum Contracts A final payment shall be made to the CONSULTANT which when added to any payments previously made shall total the same percentage of the Lump Sum Amount as the work completed at the time of termination is to the total work required for the PROJECT. In addition, the CONSULTANT shalt be paid for any authorized extra work completed. Cost Plus Fixed Fee Contracts A final payment shall be made to the CONSULTANT which when added to any payments previously made, shall total the actual costs plus the same percentage of the fixed fee as the work completed at the time of termination is to the total work required for the Project. In addition,the CONSULTANT shall be paid for any authorized extra work completed. Specific Rates of Pay Contracts A final payment shall be made to the CONSULTANT for actual hours charged at the time of termination of this AGREEMENT plus any direct nonsalary costs incurred at the time of termination of this AGREEMENT. Cost Per Unit of Work Contracts A final payment shall be made to the CONSULTANT for actual units of work completed at the time of termination of this AGREEMENT. DOT Forth 140-089 EF Exhibit I Revised 6105 '�► 'r✓'1 Exhibit J Alleged Consultant Design Error Procedures The purpose of this exhibit is to establish a procedure to determine if a consultant's alleged design error is of a nature that exceeds the accepted standard of care. In addition,it will establish a uniform method for the resolution and/or cost recovery procedures in those instances where the agency believes it has suffered some material damage due to the alleged error by the consultant. Step 1 —Potential Consultant Design Error(s) is Identified by Agency's Project Manager At the first indication of potential consultant design error(s),the first step in the process is for the Agency's project manager to notify the Director of Public Works or Agency Engineer regarding the potential design error(s). For federally funded projects,the Region Highways and Local Programs Engineer should be informed and involved in these procedures. (Note: The Director of Public Works or Agency Engineer may appoint an agency staff person other than the project manager,who has not been as directly involved in the project, to be responsible for the remaining steps in these procedures.) Step 2-Project Manager Documents the Alleged Consultant Design Error(s) After discussion of the alleged design error(s)and the magnitude of the alleged error(s), and with the Director of Public Works or Agency Engineer's concurrence,the project manager obtains more detailed documentation than is normally required on the project. Examples include: all decisions and descriptions of work;photographs,records of labor,materials and equipment. Step 3 —Contact the Consultant Regarding the Alleged Design Error(s) If it is determined that there is a need to proceed further,the next step in the process is for the project manager to contact the consultant regarding the alleged design error(s)and the magnitude of the alleged error(s). The project manager and other appropriate agency staff should represent the agency and the consultant should be represented by their project manger and any personnel(including sub-consultants) deemed appropriate for the alleged design error(s)issue. Step 4—Attempt to Resolve Alleged Design Error with Consultant After the meeting(s)with the consultant have been completed regarding the consultant's alleged design error(s),there are three possible scenarios: • It is determined via mutual agreement that there is not a consultant design error(s). If this is the case,then the process will not proceed beyond this point. • It is determined via mutual agreement that a consultant design error(s) occurred. If this is the case,then the Director of Public Works or Agency Engineer,or their representatives,negotiate a settlement with the consultant. The settlement would be paid to the agency or the amount would be reduced from the consultant's agreement with the agency for the services on the project in which the design error took place. The agency is to provide H&LP,through the Region DOT Form 140-089 EF Exhibit J Revised 6/05 *We *40pe Local Programs Engineer, a summary of the settlement for review and to make adjustments, if any,as to how the settlement affects federal reimbursements.No further action is required. • There is not a mutual agreement regarding the alleged consultant design error(s). The consultant may request that the alleged design error(s)issue be forwarded to the Director of Public Works or Agency Engineer for review. If the Director of Public Works or Agency Engineer, after review with their legal counsel, is not able to reach mutual agreement with the consultant,proceed to Step 5. Step 5—Forward Documents to Highways and Local Programs For federally funded projects all available information,including costs, should be forwarded through the Region Highways and Local Programs Engineer to H&LP for their review and consultation with the FHWA. H&LP will meet with representatives of the agency and the consultant to review the alleged design error(s), and attempt to find a resolution to the issue. If necessary, H&LP will request assistance from the Attorney General's Office for legal interpretation. H&LP will also identify how the alleged error(s)affects eligibility of project costs for federal reimbursement. • If mutual agreement is reached,the agency and consultant adjust the scope of work and costs to reflect the agreed upon resolution. H&LP,in consultation with FHWA, will identify the amount of federal participation in the agreed upon resolution of the issue. • If mutual agreement is not reached, the agency and consultant may seek settlement by arbitration or by litigation.