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HomeMy WebLinkAbout5386 Contract Number: 5386 Vendor: FCS GROUP � Subject: PSA - GFC Update and Review/Update Other Fess and Charges Department: Public Works File Class: GS50-01-11 Rev. 3 General Begin Date:� 6/27/2014 End Date: 12/31/2015 Review Date: 1/1/2016 Vault Date: 2016 Comments: CO #01 10/7/15 CONTRACT MODIFICATION AGREEMENT NO. 1 BETWEEN THE CITY OF BREMERTON AND FCS GROUP PROJECT General FacilitY Char e fGFC)and Miscellaneous Fee Study CONSULTANT FCS GROUP DATE October 7,2015 THIS CONTRACT MODIFICATION AGREEMENT SPECIFICALLY AMENDS THE AGREEMENT (the "Contract") entered into between the City of Bremerton and FCS GROUP on Ju�te 27.2014:Co�rtract#5386 All provisions in the Contract shall remain in full force and effect except as expressly modified by this document. For valuable consideration and by mutual consent of the parties, the modif cations to the Contract are as follows: I. Section I. Scoge , is modified as follows: Update GFC Calculations, include multi-unit ERU factor,update GFC Memo and present at Council Meetings. Refer to Exhibit A of contract. Section II. Term , is modified as follows: The Consultant shall complete the work described in this Contract Modification Agreement by December 31,2015. Section III. Compensation , is modified as follows: The original contract amount was Fortv four thousand and ei�ht hundred thirtv five thousand Dollars and no cents ($44.835.00). The City shall pay the Consultant for the additional work described above, based on time and materials, an amount not to exceed Thirteen thousand four hundred and fiftv Dollars ($13,450.00) for a total amended contract amount of Fiftv ei�ht thousand two hundred and ei�htv tive Dollars ($58,285.00), including this Contract Modification. II. Consultant accepts all requirements of this Contract Modification by endorsing below. Consultant further agrees that this Contract Modification constitutes full and final settlement of all of the Consultant's claims for contract time and for all costs of any kind, including without limitation, costs of delays related to any work either covered or affected by this Contract Modification, claims related to on-site or home office overhead, ar lost profits. This Contract Moditication does not limit the City's right to bring a claim for past performance. CONTRACT MODIFICATION#1 1 Contract Number:5386 i� The undersigned consultant approves the foregoing Contract Modification as to the changes, if any,in the contract price specified for each item,including any and all supervision costs and other miscellaneous costs relating to the change in work, and as to thc extension of time allowed,if any,for completion of the entire work due to said Contract Modification. This document will become a supplement of the contract and all provisions will apply hereto. It is understood that this Contract Modification shall be effective when approved by the City of Bremerton. The parties whose names appear below warrant that they are authorized to enter into a contract modification that is binding on the parties of this contract. In addition, Consultant warrants that it has or will inform the surety of this change, and shall take appropriate action to modify any bonds required under the contract to address this change. IN WITNESS WHEREOF, the parties have executed this Contract Modification on the day and year first written above. Public Works Director approved to process ... - �U �/ � J� Initials and Date � CONSULTANT. THE CITY OF BREMERTON - s. J� ,�►,��..�. - By ngie S. Virnoche � _ By_ P ent Its -- - Priiicipal _ ---- Its a r - DATE: IO.I Q I l�i DATE: . �� — �Z � ��� --r APPROVED AS TO FORM: ATTEST: , i - � . Bremerton C' orney City Clerk NOTICES O BE SENT TO: NOTICES TO BE SENT TO: Project Manager;FCS Grouq Chal Martin Redmond'fown Center Suite D-215 Director Public Works&Utilities 7525_160`h Ave�NE _ � City of Bremerton Redmond, WA 98052 100 Oyster Bay Avenue North _ - -- - . Bremerton, WA 98312 360-473-5758 R:�L.EGAL\ContractslFORMS\Contract ModificaUon(2003).doc CONTRACT MODIFICATION#1 2 Contract Number: 5386 Contract Number: Vendor: Subject: Department: File Class: Begin Date: End Date: Review Date: Vault Date: 5386 FCS GROUP PSA - GFC Update and Review/Update Other Fess and Charges Public Works LEG 12-1 6/27/2014 10/31/2014 12/1/2014 2015 Comments : �� h�`►a-� �538� AGENDA BILL CITY OF BREMERTON CITY COUNCIL SUB.DECT: Professional Services Agreement with FCS Group to Conduct GFC and Fee Update Study Session Date: COUNCIL MEETING Date: Department: Presenter: Phone: � May 14, 2014 May 21, 2014 Public Works and Utilities Wayne Hamilton 473-5207 SUMMARY: A GFC and Fee study for the City of Bremerton will assess and evaluate existing water, sewer and stormwater fees and charges structures and provide recommendations for future fees and charges. The last utilities fees and charges study was performed in 1991. FCS Group was selected as the firm most qualified to perForm this work. The objective of the utilities fees and charges study is to adequately fund the work being performed. The study will be based on existing utilities fees and charges and industry benchmarks. ATTACWMENTS: 1) Professional Services Agreement; 2) Scope of Services; 3) Schedule; 4) Budget FISCAL IMPACTS (Include Budgeted Amount): The 2014 budget for conducting this work is $44,835 allocated befinreen the three enterprise utility funds — water, wastewater and stormwater STUDY SESSBON AGENDA: 0 No Presentation � Full Presentation STUDY SESSION ACTION: � Consent Agenda ❑ General Business O Public Hearing RECOMMENDED MOYION: Move to approve the Professional Services Agreement with FCS Group in the amount not-to-exceed $44,835; and authorize the Mayor to finalize and execute the agreement with substantially the same terms and conditions as presented. COUNCIL ACTION: [�Approve ❑ Deny ❑ Table ❑ Continue ❑ No Action Form Updated 01/25/13 PROFESSIONAL SERVICES AGREEMENT GFC Update and Review/Update Other Fees and Charges The City of Bremerton ("City") and FCS Group ("Consultant"), referred to collectively as the "Parties," enter into the following Agreement for professional services: I. Scope: The Consultant agrees to perform the services more specifically described in the Scope of Work, dated March, 2014, including any attachments thereto , attached hereto as Exhibit A, which is incorporated by reference herein. The Scope of Work may be modified only pursuant to Section VII.G of this Agreement. If the Scope of Work provides for unspecified additional services such services shall only be performed upon the express written request of the City. Consultant further represents that the services furnished under this Agreement will be performed in accordance with generally accepted professional practices in effect at the time such services are performed. II. Term: The City and the Consultant agree that work will begin on the tasks described in Exhibit A immediately upon execution of this Agreement. The parties agree that the work described in Exhibit A is to be completed as provided for in the work schedule attached hereto as Exhibit B; provided however, that additional time shall be granted by the City for excusable delays or extra work as provided for in Section IX.A of this agreement. III. Compensation: In consideration of the services provided pursuant to this Agreement, the City shall pay Consultant in an amount not to exceed $44,835. Consultant's charges and bills shall conform to the fee schedule attached hereto as Exhibit C and incorporated herein by this reference. The Consultant shall submit regular billing statements detailing work performed and amount charged on each task or portion thereof. The descriptions shall conform to and fall within the categories set out in the Scope of Work and/or Fee Schedule. Upon receipt of a conforming billing statement, the City shall promptly process payment. PROVIDED, HOWEVER, the City reserves the right to prioritize scoped work and accelerate and/or delay work tasks under the time frame set forth in Section Il herein. The Consultant's labor rates and billing fees shall be as delineated in Exhibit C. Consultant shall not perform work beyond the Scope of Work, nor shall be compensated for such work, unless the Scope of Work or amount of compensation is modified pursuant to this Agreement. Consultant shall only be compensated for additional services if requested pursuant to Section I and, if not otherwise provided, such compensation shall be in accordance with Exhibit C. If a billing statement does not conform to this Agreement, the City may withhold payment until the statement is brought into compliance. Such withholding does not relieve Consultant of its obligations under this Agreement. Bremerton/ FCS GFC Update Page 1 of 7 IV. Relataonship of Parties: Consultant represents that it is skilled in the matters addressed in the Scope of Work and is performing independent functions and responsibilities within its field of expertise. Consultant and its personnel are independent Consultants and not employees of the City. Consultant and its personnel have no authority to bind the City or to control the City's employees and other Consultants. None of the benefits provided by the City to its employees, including, but not limited to, compensation, insurance, and unemployment insurance are available from the City to the employees, agents, representatives, or sub-Consultants of the Consultant. Consultant will be solely and entirely responsible for its acts and for the acts of Consultant's agents, employees, representatives and sub-Consultants during the performance of this Agreement. The City may, during the term of this Agreement, engage other independent Consultants to perform the same or similar work. As an independent Consultant, Consultant is responsible for its own management. The City's administration and enforcement of this Agreement shall not be deemed an exercise of managerial control over Consultant or its personnel. As an independent Consultant, Consultant is responsible for payment of all taxes and licensing fees necessary to perform its obligations under this Agreement. These taxes and fees include but are not limited to State industrial insurance, Business & Occupation, State professional licensing, and City business licensing. If any taxes or fees due the City have been declared delinquent, the City may withhold the delinquent amount, plus any additional charges arising from the delinquency, from any payments due Consultant. V. Indemnification: A. Consultant shall defend, indemnify and hold the City, its officers, officials, employees, agents and volunteers harmless from any and all claims, injuries, damages, losses or suits, including all legal costs and attorney fees, arising out of or in connection with Consultant's performance of this Agreement, unless Consultant is conducting work pursuant to Subsection B below. The City's review or acceptance of any of the work when completed shall not be grounds to avoid any of these covenants of indemnification. B. Architects En and Anv Other Professional Listed In and Performin� Services Defined in RCW 42.24.115: Should a court of competent jurisdiction determine that Consultant's services provided pursuant to this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Consultant and the City, its officers, officials, employees, agents and volunteers, the Consultant's liability hereunder shall be only to the extent of the Consultant's negligence. IT IS FURTHER SPECIFICALLY AND EXPRESSLY UNDERSTOOD THAT THE INDEMNIFICATION PROVIDED HEREIN CONSTITUTES THE CONSULTANT'S WAIVER OF IMMUNITY UNDER 1NDUSTRIAL INSUR.ANCE, TITLE 51 RCW, SOLELY Bremerton/ FCS GFC Update Page 2 of 7 FOR THE PURPOSES OF THIS INDEMNIFICATION. THE PARTIES FURTHER ACKNOWLEDGE THAT THEY HAVE MUTUALLY NEGOTIATED THIS WAIVER. The provisions of this section shall survive the expiration or termination of this Agreement. VI. 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, employees, sub-consultants or sub-Consultants. Before beginning work on the project described in this Agreement, the Consultant shall provide a Certificate of Insurance evidencing: 1. Automobile Liability insurance with limits no less than $1,000,000 combined single limit per accident for bodily injury and property damage; and 2. Commercial General Liability insurance written on an occurrence basis with limits no less than $1,000,000 combined single limit per occurrence and general aggregate for personal injury, bodily injury and property damage. Coverage shall include but not be limited to: blanket contractual; products/completed operations/broad form property damage; explosion, collapse and underground (XCU) if applicable; and employer's liability; and 3. Excess Liability insurance with limits not less than 1,000,000 limit per occurrence and aggregate. 4. Professional Liability insurance with limits no less than $1,000,000 limit per occurrence/claim. Any payment of deductible or self-insured retention shall be the sole responsibility of the Consultant. All required policies shall be provided on an "occurrence" basis except professional liability insurance (if required), which may be provided on a"claims-made" basis. The City shall be named as an additional insured on the Commercial General Liability insurance policy, as respects work performed by or on behalf of the Consultant and a copy of an endorsement that is acceptable to the City, which names the City as an additional insured shall be attached to the Certificate of Insurance. The City reserves the right to receive a certified copy of all the required insurance policies and endorsements. The City further reserves the right to reject any unacceptable policies and/or endorsements. The Consultant's Commercial General Liability insurance shall contain a clause stating that coverage shall apply separately to each insured against whom claim is made or suit is brought, except with respects to the limits of the insurer's liability. The Consultant's insurance shall be primary insurance as respects the City and it shall be an affirmative obligation upon Consultant to advise the City's Risk Manager by fax at (360) 473- 5161, or by certified mail, return receipt requested to City of Bremerton, Attn: Risk Bremerton/ FCS GFC Update Page 3 of 7 Management, 345 6` Street, Suite 600, Bremerton, WA 98337 within two days of the cancellation, suspension or substantive change of any insurance policy set out herein, and failure to do so shall be construed to be a breach of this Agreement. The City also reserves its unqualified right to require at any time and for any reason, proof of coverage in the form of a duplicate of the insurance policy with all endorsements as evidence of coverage. VII. General Conditions: A. Reports and Information: When requested by the City, Consultant shall furnish periodic reports and documents on matters covered by this Agreement. The reports and documents shall be furnished in the time and form requested. Consultant shall maintain accounting records in accordance with Generally Accepted Accounting Principles (GAAP) to substantiate all billed amounts. B. Ownership and Use of Records and Documents: Original documents, drawings, designs and reports, including those in electronic format, developed under this Agreement are the property of the City. All written information submitted by the City to the Consultant in connection with the services performed by the Consultant under this Agreement will be safeguarded by the Consultant to at least the same extent as the Consultant safeguards like information relating to its own business. If such information is publicly available or is already in Consultant's possession or known to it, or is rightfully obtained by the Consultant from third parties, Consultant shall bear no responsibility for its disclosure, inadvertent or otherwise. All data, documents and files created by Consultant under this Agreement may be stored at Consultant's office in Redmond, Washington. Consultant shall make such data, documents, and files available to the City upon its request at all reasonable times for the purpose of editing, modifying and updating as necessary until such time as the City is capable of storing such information in the City's offices. Duplicate copies of this information shall be provided to the City upon its request, and at reasonable cost. All documents, including all reports, drawings, specifications, computer software or other items prepared or furnished by Consultant pursuant to this Agreement, are instruments of service with respect to the project and are the property of the City. Any reuse by the City for other than the specific purpose intended will be at City's sole risk. C. Work Performed at Consultant's Risk: Consultant shall take all precautions necessary and shall be responsible for the safety of its employees, agents, and sub-consultants in the performance of the work hereunder and shall utilize all protection necessary for that purpose. All work shall be done at Consultant's own risk, and Consultant shall be responsible for any loss of or damage to materials, tools, or other articles used or held for use in connection with the work. D. Place of Work: The Consultant shall perform the work authorized under this Agreement at its offices in Redmond_, Washington. Meetings with the City staff as described Bremerton/ FCS GFC Update Page 4 of 7 in Exhibit A, Scope of Work, shall take place at the City's offices, or at locations mutually agreed upon by the parties. E. Entire A�reement: This Agreement and its Exhibits constitutes the entire agreement between the Parties, and the Parties acknowledge that there are no other agreements, written or oral, that have not been set forth in the text of this Agreement. F. SeverabilitY: Should any part of this Agreement be found void, the balance of the Agreement shall remain in full force and effect. G. Modification: This Agreement may only be modified by written instrument signed by both Parties. H. Written Notices: All communications regaxding this Agreement shall be sent to the parties at the addresses listed below by registered or lst class mail, or by personal service, and shall be deemed sufficiently given if sent to the addressee at the address stated in this Agreement or such other address as may be hereafter specified in writing. City Address Consultant Address Director, Public Works and Utilities Project Manager, FCS Group 100 Oyster Bay Avenue N Redmond Town Center Suite D-215 Bremerton, WA 98312 7525 160` Ave NE Redmond, WA 98052 I. Waiver: Failure to enforce any provision of this Agreement shall not be deemed a waiver of that provision. Waiver of any right or power arising out of this Agreement shall not be deemed waiver of any other right or power. J. Non-Waiver of Breach: The failure of the City to insist upon strict performance of any of the covenants and agreements contained herein, or to exercise any option herein conferred in one or more instances shall not be construed to be a waiver or relinquishment of said covenants, agreements or options, and the same shall be and remain in full force and effect. K. Compliance with Laws: Consultant shall comply with all applicable Federal, State, and local laws in performing its obligations under this Agreement. L. Choice of Law and Venue: This Agreement shall be interpreted according to the laws of the State of Washington. Any judicial action to resolve disputes arising out of this Agreement shall be brought in Kitsap County Superior Court. M. Attorneys' Fees: In the event of litigation to enforce any of the terms or provisions herein, each party shall pay all its own costs and attorney's fees. N. Assi n� Any assignment of this agreement by the Contractor without the written consent of the City shall be void. Bremerton/ FCS GFC Update Page 5 of 7 VIII. Nondisc� Consultant shall not discriminate in employment or services to the public on the basis of race, color, national origin, sex, religion, age, marital status, disability, or sexual orientation except for employment actions based on bona fide occupational qualification. IX. Termination: This Agreement shall remain in force until completion and acceptance of the services, terminated by written instrument upon mutual consent, or by the City of Bremerton for convenience. This Agreement may be immediately terminated for cause by a Party if the other Party substantially fails to perform through no fault of the terminating Party, and the non- performing Party does not commence conection of the failure of performance within thirty (30) days of the terminating Party's sending notice to the non-performing Party. Any Notice by Consultant shall include a report showing the status of all items listed in the Scope of Work current through the termination date. If the City receives reimbursement by any federal, state, or other source for work described in Section I herein, and that funding is withdrawn, reduced or limited in any way, or the project is cancelled or substantially reduced after the execution date of this Agreement and prior to the completion of the work, the City may summarily terminate this Agreement. A. Excusable DelaYs: The right of Consultant to proceed shall not be terminated nor shall Consultant be charged with liquidated damages for any delays in the completion of the work due to: 1) any acts of the federal government in controlling, restricting, or requisitioning materials, equipment, tools, or labor by reason of war, national defense, or other national emergency; 2) any acts of the City, its consultants, or other public agencies causing such delay; and 3) causes not reasonably foreseeable by the parties at the time of the execution of the Agreement that are beyond the control and without the fault or negligence of the Consultant, including, but not restricted to, acts of God, fires, floods, strikes, or weather of unusual severity. PROVIDED, HOWEVER, that the Consultant must promptly notify the City within ten (10) calendar days in writing of the cause of the delay. If, on the basis of the facts and the terms of this Agreement, the delay is properly excusable, the City shall, in writing, extend the time for completing the work for a period of time commensurate with the period of excusable delay. B. Ri h� ts Upon Termination: In the event of termination, the City shall pay for all services performed by the Consultant to the effective date of termination, as described on a final invoice submitted to the City. After termination, the City may take possession of all records and data within the Consultant's possession pertaining to this project which may be used by the City without restriction. Any such use not related to the project which Consultant was contracted to perform shall be without liability or legal exposure to the Consultant. X. Suspension & Debarment. For contracts involving Federal funding, Consultant hereby certifies, by signing this agreement, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. Consultant shall provide immediate written notice to the City if at any time it learns that it is or has become ineligible for certification. Should Consultant enter into a covered transaction with another firm, Consultant agrees by signing this agreement that it will verify that the firm with whom it intends to do business is not debarred, suspended, ineligible, excluded or disqualified. Bremerton/ FCS GFC Update Page 6 of 7 CITY OF BREMERTON �% i i�_�, � � �i/I.� I . � i � �. � . Approv as to form: Bremerton C� y orne CONSULTANT , . � , i /l.r_ , A� � '.�...� :� � • Date: est: . � City Clerk R:\Legal\Legal\ContractsU'ORMS\Profcssional Services Agrecment Form (2012).doc Bremerton/ FCS GFC Update Page 7 of 7 Exhibit A: CITY OF BREMERTON SCOPE OF SERVICES The following scope of services has been developed to meet the needs expressed during the February 25, 2014 telephone discussion with City Staff. The services to be provided as part of this Water, Sewer, Stormwater GFC Update and Review/Update Other Fees and charges are described below: TASK 1 - DATA COLLECTION: Prepare an initial data request identifying financial, asset, capital and planning documents pertinent to the performance of the study. Review, analyze, and validate data as necessary for use in formulating the technical analyses. Follow up with requests for any additional items or explanations as necessary. TASK2-GENERALFACILITYCHARGE (GFC) UPDATE The regular update of GFCs is instrumental in capturing the proper value of the existing infrastructure used to provide utility service. The GFC update will calculate both the existing system facilities and future facilities related to growthh. The calculations will comply with applicable state law. Key tasks include: • Update the existing cost basis including the original cost of existing system assets (net of donated facilities), plus applicable interest (carrying costs) on those assets. The calculation will use the most recent year-end infrastructure values as a basis. • The future cost basis includes future capital improvement projects planned within the next 10 years and identified in a comprehensive plan. We will work closely with the City staff to allocate capita! projects to existing and future customers. • Develop existing and future customer basis over which the cost basis is to be allocated. This includes an analysis of existing customers, planned growth in the customer base, and system capacity. • Calculate the maximum allowable GFC and develop a proposed schedule of charges. TASK 3 REVIEW/UPDATE OTHER FEES/CHARGES The City charges other miscellaneous fees and charges for services such as connection/inspection fees, field services, wet tapping, meter reinstallation, activation, cross connection, flow and pressure testing, utility plant locates and others. These fees and charges provide additional revenue to offset the total related expenses of the system. This task will compile a list of the other fees and charges assessed by the City. We will determine the key drivers to be recovered from each charge, such as staff labor time and/or materials in order to select the appropriate analytical method for caiculating or recalibrating the charges. New applicable charges, if any, will be calculated for consideration. TASK 4- PROJECT REVIEW MEETINGS The project anticipates one (1) onsite internal review meeting and two (2) Go-To-Meeting review sessions to finalize the analysis. Go-To-Meeting allows all parties to view documents via an Internet connection and see edits and changes made to a shared documentnt in real time. This method eliminates the need for travel thereby offering budget savings TASK 5 - DOCUMENTATION Craft a written report that summarizes the GFC study process, key assumptions, findings and recommendations. Exhibit B: SCHEDULE The capital improvement plans are anticipated to be approved by July 1, 2014. The analysis should be completed before October 31, 2014 to allow sufficient time for a January 1, 2015 effective date of implementation. Exhibit C: BUDGET The total proposed level of effort to complete the GFC update and Review/Update of Other Fees and Charges is summarized below. If we have scaled our approach out of line with the City's expectations, we would be more than happy to negotiate the appropriate level of effort. rask � � � � � [��'� t� oo�.j�o Howl Billin Rates: i r General Facility Charge (GFC) Updateas - - - a 2 6 $650 Task 1 - Dafa Collection - Task 2- General Facility Charge Calculations 8 - 14 40 - 62 $9,070 - Water 8 - 12 36 - 56 8,240 - Wastewater 4 - 10 28 - 42 6,030 - Storm Toial GFC Uupdate 20 - 36 108 2 166 $23,990 Task 3- Review/Uupdate Other Fees and Charges 2 16 - 40 - 58 $8,960 Task 4- Meetings/Presentations 4 - 4 4 - 12 $2,040 - 1 Internal Review Meetmg Onsite 4 4 4 2 - 14 2,670 - 2 GotoMeetings - 2 hours each Total Meetings 8 4 8 6 - 26 $4,710 Task 5- Documentafion (GFCs� 4 - 22 8 2 36 $5,660 TOTAL LABOR 34 20 66 162 4 286 $43,320 EXPENSES $1,430 Technology Fee ($5.00 per hour� $85 Travel �l onsite meeting� TOTAL LABOR AND EXPENSE BUDGET 34 10 66 162 4 286 $44,835