Professional Services Agreement with JUB Engineers, Inc. for Meridian Heights Kentucky Ridge Program ManagementCity of Meri dia n
Purchas ing De pt.
Memo
To: Jaycee L. Holman, City Clerk,
From: Keith Watts, Purchasing Manager
CC: Jacy Jones, Tom Barry, Warren Stewart
Date: 02/27/14
Re: March 4~' City Council Meeting Agenda Item
The Purchasing Department respectfully requests that the followin item be la
March 4 Cit 9 p ced on the
y Council Consent Agenda for Council's consideration.
A royal of Professional Services A reement to JUB En ineers Inc for "Meridian
Hei hts - Kentuck Rid a Pro ram Mana ement" for aNot-To-Exceed amount of
89 000.00.
Recommended Council Action: Approval of Agreement to JUB En ineers Inc
for the Not-To-Exceed g '
amount of $89,000.00.
Thank you for your consideration.
• Page 1
AGREEMENT FOR PROFESSIONAL SERVICES
MERIDIAN HEIGHTS-KENTUCKY RIDGE
PROGRAM MANAGEMENT
Project No. 10481
THIS AGREEMENT FOR PROFESSIONAL SERVICES is made this 4th day of
March, 2014, and entered into by and between the City of Meridian, a municipal
corporation organized under the laws of the State of Idaho, hereinafter referred to as
CITY , 33 East Broadway Avenue Meridian Idaho 83642, and JUB Engineers Inc.
hereinafter referred to as CONSULTANT" whose business address is 250 S.
Beechwood Ave. Ste. 201 Boise ID 83709.
INTRODUCTION
Whereas, the City has a need for services involving Meridian Heights-
Kentucky Ridge Program Management; and
WHEREAS, the Consultant is specially trained, experienced and
competent to perform and has agreed to provide such services;
NOW, THEREFORE, in consideration of the mutual promises, covenants,
terms and conditions hereinafter contained, the parties agree as follows:
TERMS AND CONDITIONS
1. Scope of Services:
1.1 CONSULTANT shall perform and furnish to the City upon execution of this
Agreement and receipt of the City's written notice to proceed all services, and
comply in all respects, as specified in the document titled "Scope of Services" a
copy of which is attached hereto as Attachment "A" and incorporated herein by
this reference, together with any amendments that may be agreed to in writing by
the parties.
1.2 All documents, drawings and written work product prepared or produced
by the Consultant under this Agreement, including without limitation electronic
data files, are the property of the Consultant; provided however, the City shall
have the right to reproduce, publish and use all such work or any part thereof, in
any manner and for any purposes whatsoever and to authorize others to do so.
If any such work is copyrightable, the Consultant may copyright the same, except
that, as to any work which is copyrighted by the Consultant the City reserves a
royalty-free, non-exclusive, and irrevocable license to reproduce, publish and use
such work, or any part thereof, and to authorize others to do so.
PROGRAM MANAGEMENT FOR MERIDIAN HEIGHTS Pa e 1 of 14
10481 9
1.3 The Consultant shall rovide serv' '
. p Ices and work under this Agreement
consistent with the requirements and standard '
fed s established by applicable
eral, state and city laws, ordinances re ul
g ations and resolutions. The
Consultant represents and warrants that it '
well perform its work In accordance
with generally accepted Indust standards an '
rY d practices for the profession or
professions that are used in performance of this '
Agreement and that are in effect
at the time of performance of this A reement. Ex '
g cept for that representation and
any representations made or contained in an ro osal su '
Con Y p p bmitted by the
sultant and any reports or opinions re ared or is
p p sued as part of the work
performed by the Consultant under this A reement
g ,Consultant makes no other
warranties, either express or implied, as part of this A reem
g ent.
1.4 Services and work provide b the consultant a ' '
Y t the Citys request under
this Agreement will be performed in a time) mann '
y er In accordance with a
Schedule of Work, which the parties hereto shall a r
gee to. The Schedule of
Work may be revised from time to time u on mutual '
p written consent of the
parties.
2. Consideration
2.1 The Consultant shall be compensated on a Not t '
o Exceed basis as
provided in Attachment B "Payment Schedule" attached hereto a
nd by reference
made a part hereof for the Not-to-Exceed amount of $89 000.00.
2.2 The Consultant shall provide the Cit with a mo
Y nthly statement, as
services warrant, of fees earned and costs incurred for services rovided Burin
the billin p g
g period, which the City will pay within 30 da s of recei t of a corr
invo' ~ Y p ect
ice and approval by the City. The Clty will not withhold an Federal
. y or State
income taxes or Social Security Tax from any a ment made b '
p Y y City to
Consultant under the terms and conditions of this A reeme
g nt. Payment of all
taxes and other assessments on such sums is the sole r ' ' '
esponsibillty of
Consultant.
2.3 Except as expressly provided in this A reement Cons
. g ultant shall not be
entitled to receive from the City any additional consideration '
compensation,
salary, wages, or other type of remuneration for services ren '
dered under this
Agreement., including ,but not limited to, meals lod in '
g g, transportation,
drawings, renderings or mockups. Specificall ,Consultant sh '
. Y all not be entitled
by virtue of this Agreement to consideration in the form of '
, overtime, health
insurance benefits, retirement benefits, paid holida s or other aid I
. Y p eaves of
absence of any type or kind whatsoever.
3. Time of Performance:
This agreement shall become effective u on execution b bo '
p y th parties, and shall
expire upon completion of the agreed upon services, or unless soo '
nerterminated
as provided below or unless some other method or time of termination ' '
is listed In
PROGRAM MANAGEMENT FOR MERIDIAN HEIGHTS Pa e 2
10481 g of 14
Attachment A. This Agreement shall terminate '
automatically on the occurrence
of (a) bankruptcy or insolvent of either a
Y p rty, or (b) sale of Consultants
business.
4. Independent Contractor:
4.1 In all matters pertaining to this a reement CON
. g SULTANT shall be acting
as an independent contractor, and neither CONSULTANT '
nor any officer,
employee or agent of CONSULTANT will be deemed a
n employee of CITY.
Except as expressly provided in Attachment A Consu
Itant has no authority or
responsibility to exercise any rights or power vested in the Cit . '
y The selection
and designation of the personnel of the CITY in the
performance of this
agreement shall be made by the CITY.
4.2 Consultant shall determine the method, details and mean '
s of performing
the work and services to be provided b Consultant under t '
Y his Agreement.
Consultant shall be responsible to City onl for the re uiremen
.. Y q is and results
specified in this Agreement and, except as express) rovided in this A r
Y p g Bement,
shall not be subjected to City's control with res ect to the h sical '
... p p y action or
activities of Consultant in fulfillment of this Agreement.
5. Indemnification and Insurance:
CONSULTANT shall indemnify and save and hold harmless CITY from
and for
any and all losses, claims, actions, judgments for lama es, or in'u to ersons
g J rY p
or property and losses and expenses and other costs includin liti ation costs
., 9 9
and attorneys fees, arising out of, resulting from, or in connection with th
e
performance of this Agreement by the CONSULTANT, its servants a ent
g s
officers, employees, guests, and business invitees, and not caused b ~ ' '
y or arising
out of the tortuous conduct of CITY or its employees. CONSULTANT shall
maintain, and specifically agrees that it will maintain, throu hout the term of this
.. g
Agreement, liability insurance, in which the CITY shall be named an additional
insured in the minimum amounts as follow: General Liabilit One Million Dollars
. Y
($1,000,000) per incident or occurrence, Professional Liabilit / Professi
y onal
errors and omissions One Million Dollars ($1,000,000) aggre ate, Automobile
., g
Liability Insurance One Million Dollars ($1,000,000) per incident or occurrence
and Workers' Compensation Insurance , in the statuto limits as re uired b
~ q Y
law.. The limits of insurance shall not be deemed a limitation of the covenants to
indemnify and save and hold harmless CITY; and if CITY becomes liable for an
amount in excess of the insurance limits, herein provided, CONSULTANT
covenants and agrees to indemnify and save and hold harmless CITY from and
for all such losses, .claims, actions, or judgments for lama es or in'u to
g Jry
persons or property and other costs, including litigation costs and attorneys' fees,
arising out of, resulting from , or in connection with the performance of this
Agreement by the Consultant or Consultant's officers, em to s a ents
p Y~ 9 ,
representatives or subcontractors and resulting in or attributable to ersonal
.. p
inJury, death, or damage or destruction to tangible or intan ible ro ert
g p p Y,
PROGRAM MANAGEMENT FOR MERIDIAN HEIGHTS Page 3 of 14
10481
' e of. CONSULTANT shall provide CITY with a Certificate of
Including us
rance or other roof of insurance evidencing CONSULTANT'S compliance
Insu p
' h the re uirements of this aragraph and file such proof of Insurance wlth the
wIt q p .
ITY at least ten 10 da s riorto the date Consultant begins performance of Its
C ( ) Y p
obligations under this Agreement. In the event the Insurance minimums are
chan ed CONSULTANT shall immediately submit proof of compliance with the
9 ~ .
chan ed limits. Evidence of all insurance shall be submitted to the Clty
g ..
Purchasin A ent with a copy to Meridian Clty Accounting, 33 East Broadway
9 g
Avenue, Meridian, Idaho 83642.
6. Notices: Any and all notices required to be given by either of the parties hereto,
unless otherwise stated in this agreement, shall be in writing and be deemed
communicated when mailed in the United States mail, certified, return receipt
requested, addressed as follows:
CITY
City of Meridian
Purchasing Manager
33 E Broadway Ave
Meridian, ID 83642
208-888-4433
CONSULTANT
JUB ENGINEERS, INC
Attn: Tim Haener
250 S. Beechwood Ave., Ste. 201
Boise, ID 83709
Phone: 208-376-7330
Email: kwatts@meridiancity.org Email: TJH@JUB.com
Either party may change their address forthe purpose of this paragraph by giving
written notice of such change to the other in the manner herein provided.
7. Attorney Fees: Should any litigation be commenced between the parties hereto
concerning this Agreement, the prevailing party shall be entitled, in addition to
any other relief as may be granted, to court costs and reasonable attorneys' fees
as determined by a Court of competent jurisdiction. This provision shall be
deemed to be a separate contract between the parties and shall survive any
default, termination orforfeiture of this Agreement.
8. Time is of the Essence: The parties hereto acknowledge and agree that time is
strictly of the essence with respect to each and every term, condition and
provision hereof, and that the failure to timely perform any of the obligations
hereunder shall constitute a breach of, and a default under, this Agreement by
the party so failing to perform.
9. Assignment: It is expressly agreed and understood by the parties hereto, that
CONSULTANT shall not have the right to assign, transfer, hypothecate or sell
any of its rights under this Agreement except upon the prior express written
consent of CITY.
PROGRAM MANAGEMENT FOR MERIDIAN HEIGHTS Page 4 of 14
10481
10. Discrimination Prohibited: In performing the Services required herein,
CONSULTANT shall not unlawfully discriminate in violation of any federal, state
or local law, rule or regulation against any person on the basis of race, color,
religion, sex, national origin orancestry, age ordisability.
11. Reports and Information:
11.1 At such times and in such forms as the CITY may require, there shall be
furnished to the CITY such statements, records, reports, data and information as
the CITY may request pertaining to matters covered by this Agreement.
11.2 Consultant shall maintain all writings, documents and records prepared or
compiled in connection with the performance of this Agreement for a minimum of
four (4) years from the termination or completion of this or Agreement. This
includes any handwriting, typewriting, printing, photo static, photographic and
every other means of recording upon any tangible thing, any form of
communication or representation including letters, words, pictures, sounds or
symbols or any combination thereof.
12. Audits and Inspections: At any time during normal business hours and as
often as the CITY may deem necessary, there shall be made available to the
CITY for examination all of CONSULTANT'S records with respect to all matters
covered by this Agreement. CONSULTANT shall permit the CITY to audit,
examine, and make excerpts or transcripts from such records, and to make
audits of all contracts, invoices, materials, payrolls, records of personnel,
conditions of employment and other data relating to all matters covered by this
Agreement.
13. Publication, Reproduction and Use of Material: No material produced in
whole or in part under this Agreement shall be subject to copyright in the United
States or in any other country. The CITY shall have unrestricted authority to
publish, disclose and otherwise use, in whole or in part, any reports, data orother
materials prepared under this Agreement.
14. Compliance with Laws: In performing the scope of services required
hereunder, CONSULTANT shall comply with all applicable laws, ordinances, and
codes of Federal, State, and local governments.
15. Changes: The CITY may, from time to time, request changes in the Scope of
Services to be performed hereunder. Such changes, including any increase or
decrease in the amount of CONSULTANT'S compensation, which are mutually
agreed upon by and between the CITY and CONSULTANT, shall be
incorporated in written amendments to this Agreement.
16. Termination: If, through any cause, CONSULTANT, its officers, employees, or
agents fails to fulfill in a timely and proper manner its obligations under this
Agreement, violates any of the covenants, agreements, or stipulations of this
PROGRAM MANAGEMENT FOR MERIDIAN HEIGHTS Page 5 of 14
10481
Agreement, falsifies any record or document required to be prepared under this
agreement, engages in fraud, dishonesty, or any other act of misconduct in the
performance of this contract, or if the City Council determines that termination of
this Agreement is in the best interest of CITY, the CITY shall thereupon have the
right to terminate this Agreement, in part or in its entirety, by giving written notice
to CONSULTANT of such termination and specifying the effective date thereof at
least fifteen (15) days before the effective date of such termination.
CONSULTANT may terminate this agreement at any time by giving at least sixty
(60) days notice to CITY.
In the event of any termination of this Agreement, all finished or unfinished
documents, data, and reports prepared by CONSULTANT under this Agreement
shall, at the option of the CITY, become its property, and CONSULTANT shall be
entitled to receive just and equitable compensation for any work satisfactorily
complete hereunder.
Notwithstanding the above, CONSULTANT shall not be relieved of liability to the
CITY for damages sustained by the CITY by virtue of any breach of this
Agreement by CONSULTANT, and the CITY may withhold any payments to
CONSULTANT for the purposes of set-off until such time as the exact amount of
damages due the CITY from CONSULTANT is determined. This provision shall
survive the termination of this agreement and shall not relieve CONSULTANT of
its liability to the CITYfordamages.
17. Construction and Severability: If any part of this Agreement is held to be
invalid or unenforceable, such holding will not affect the validity or enforceability
of any other part of this Agreement so long as the remainder of the Agreement is
reasonably capable of completion.
18. Advice of Attorney: Each party warrants and represents that in executing this
Agreement. It has received independent legal advice from its attorney's or the
opportunity to seek such advice.
19. Entire Agreement: This Agreement contains the entire agreement of the parties
and supersedes any and all other agreements or understandings, oral of written,
whether previous to the execution hereof or contemporaneous herewith.
20. Public Records Act: Pursuant to Idaho Code Section 9-335, et seq.,
information or documents received from the Contractor may be open to public
inspection and copying unless exempt from disclosure. The Contractor shall
clearly designate individual documents as "exempt" on each page of such
documents and shall indicate the basis for such exemption. The CITY will not
accept the marking of an entire document as exempt. In addition, the CITY will
not accept a legend or statement on one (1) page that all, or substantially all, of
the document is exempt from disclosure. The Contractor shall indemnify and
defend the CITY against all liability, claims, damages, losses, expenses, actions,
attorney fees and suits whatsoever for honoring such a designation or for the
PROGRAM MANAGEMENT FOR MERIDIAN HEIGHTS Page 6 of 14
10481
Contractor's failure to designate individual documents as exempt. The
Contractor's failure to designate as exempt any document or portion of a
document that is released by the CITY shall constitute a complete waiver of any
and all claims for damages caused by any such release.
21. Confidentiality: Consultant understands and acknowledges that all tests and
results(confidential information) are intended solely for the City. Consultant
agrees to hold all confidential information in confidence and will not disclose the
confidential information to any person or entity without the express prior written
consent of City.
22, Applicable Law: This Agreement shall be governed by and construed and
enforced in accordance with the laws of the State of Idaho, and the ordinances of
the City of Meridian.
23. Approval Required: This Agreement shall not become effective or binding until
approved by the City of Meridian.
CITY OF MERI
BY: - a ~r - ,
TAMMY~de VV RD, MAYOR ,~ ,~,~>>'~~~'~'~.,s.;. ,
,,
~~
-~ ,~ ~or~~:,i
Dated: °5 ~`~ /`~ ~ ~ '~I ~, ~~
sa~~~~~
F ~ ~~~
Approved by Council ~ ~~" ~ Z ~~r a~~
,.,P
JUB ENGINEERS, INC
BY:
''~ j ~d~"~,~ ~, ~,q~'.,Nlk. ~ ~c . V ,P .
Dated:x'1, ~~
Attest:
JAYCEE l_. Hp MAN, CITY CLERK
Purchasing Appro I
BY:
KEIT A S, urchasing Manager
Dated::? ~~/ L/
Depart '~ ent Approval/
T u
Dated:: Z ~L7 / i ~f
PROGRAM MANAGEMENT FOR MERIDIAN HEIGHTS
10481
Page 7 of 14
Attachment A
SCOPE OF WORK
I. Introduction
The intent of this Agreement is to perform program management forthe City of Meridian
(Owner) to assimilate the Meridian Heights Water and Sewer District (MHWSD) into City
services. The program is based off the Three Party Agreement executed in October of 2013
(Three Party Agreement), which is included as Attachment B.
Currently the Cityand MHWSD have assembled ataskforceof Cityand MHWSD employees
(Task Force) to work on the project. J-U-B intends to work closely with the Task Force on a
collaborative effortto provide program management needed to coordinate various activities of
the City and to monitorthe work of third parties.
Also, J-U-B will collaborate with the MHWSD to craft a public outreach program so the residents
of the MHWSD are informed in a proactive way. J-U-6 will assist the MHWSD in execution of
the program until a City Public Information Officer is hired, at which time the MHWSD and City
will execute the program. The anticipated date of thattransition ismid-April, 2014.
Work is anticipated to commence in late-February2014 and lastthrough Januaryof 2015.
II. Items to be Provided by Owner:
The Owner shall provide the followingto 1-U-B to facilitate the completion of J-U-B's Scope of
Services for this Project:
1. Provide cleardirection tothe Program Managerfortimely resolution of pertinent
policies or other action items.
2. Except for J-U-B's responsibilities delineated herein, provide all labor, materials, fees
and costs necessary to meet the City's commitments under the Three Party Agreement
within the timeframes specified.
3. Commit the Task Force to meet on a monthly basis to review status and coordinate
activities (one two hour meeting per month).
4. Assign Task Force leads and support personnel as requested by J-U-6 and provide
names, titles, emails, and phone numbers (office and mobile) of Task Force leads and
support personnel.
PROGRAM MANAGEMENT FOR MERIDIAN HEIGHTS Page 8 of 14
10481
itthe Cit En ineerto meet weeklyvia phone or in person (as needed up to one
5. Comm y g
hour meetin erweek). City Engineer may be asked to help enforce commitments
gp
from City staff or third parties.
. Commit a Water De artment Representative to assist the public outreach program by
6 p
attendin visits with residents about the water service project (potentially meet with
g
most individual land owners).
7. Provide a Public Information Officer who, with the MHWSD Administrator, will
coordinate and lead the public involvement program starting mid-April, 2014 orsooner.
8. Provide record drawings of the existing infrastructure in the annexed area.
9. Provide plans of the improvements already installed orto be installed inthe area by the
City, or by third parties.
10.Other items not covered in J-U-B's scope of work or not provided by J-U-B via
addendum.
III. J-U-B's Scope of Services
J-U-B work on this project shall be limited to the following Scope of Services as well as other
itemsthat maybe included via addendum:
1. Project Management-Provide ongoing managementof the project including regular
status updates, coordination, and budget/schedule compliance.
/ Deliverables:
i. Monthly budget update and status report with invoice.
ii. Detailed annotation of labor costs on the project with invoice.
iii. Invoices shall include an Earned Value Graph showing "budget" and
"expended" trends overtime.
2. Program Management -Monitor, document, coordinate, facilitate, and assist in the
resolution of issues between the signatories of the Three Party Agreement in an effort
to successfully implement said Agreement and related activities. Work activities of the
three partiesthat are subjecttoProgram Management include items listed in the Work
Breakdown Structure and Schedule (WBS) included hereto as Attachment C.
The first priority of the Program Management will beto endeavorto cause the Cityto
meet its commitments in the Three Party Agreement. The second priority is the
monitoring and coordination of work provided bythe othertwo parties: the MHWSD
and l.C. Development, Inc., (Centers). The third priority is implementation of work by
PROGRAM MANAGEMENT FOR MERIDIAN HEIGHTS Page 9 of 14
10481
the Citythat is not a subject of the Three PartyAgreement and is not on th
e critical path
forcompletion of Agreement requirements.
~-U-B's approach is to conductthe managementthrough hone calls email sit
p e
meetings, office meetings, maintenance of a MasterTask list, and other means
necessaryfor propercommunicationand proactive resolution of issues. Coordinati
on
will be with various City departments, other signatories of the Three Part A
y greement,
and reviewing agencies, as follows:
1. City Water
2. City Fire
3. City GIS and Asset Management
4. City Surveyor (or contracted surveyor)
5. City Trash -Republic Services
6. City Sewer
7. City Billing
8. City Finance
9. City Code Enforcement
10. City Emergency Services
11. City Attorney
12. City Council
13. DEQ
14. IDWR
15. ACH D
16. MHWSD Engineer
17. MHWSD Board
18. MHWSD Patrons
19. L.C. Development, Inc. (Centers)
We anticipate the following:
a. Complete the MasterTask list in Excel usingthe latest work breakdown
structure. The list will be tabbed for each Task Force lead.
b. It is estimated that work will include an average of up to 10 hours erweek of
p
Program Managertimefor 10 months. That timewill includethefollowin
g
activities:
i. Weekly half hour calls or meetings with the City Engineerto discuss
specific resource or cooperation issues that are critical to success. These
will include email notes by1-U-B.
ii. Monthly Task Force meetings to discuss overall progress with the rou .
. 8 p
These will include an agenda and notes by .I-U-B. Ten meetin s are
8
anticipated.
PROGRAM MANAGEMENT FOR MERIDIAN HEIGHTS Pa a 10 of 14
10481 9
iii. Check Point meetings with the Public Works Director Assistant Pu '
blic
Works Director, City Engineer, and MHWSD Administrator. U to five
p
one-hour meetings are anticipated.
iv. Continuous updatingof an Excel MasterTask listand bi-week)
v
dissemination of updates to the Task Force. Task list will include:
1. Action item.
2. Status (pending, ongoing, completed).
3. Responsible party.
4. Timeframeforcompletion.
5. Critical issues.
6. Action required.
7. Notes.
8. Critical successors.
9. Cross references, if any.
Tasksthat are behind schedule will beflagged. Updates will be sentto
individual Task Force leads on a bi-weekly basis.
Upon pre-approval of the Owner, J-U-6 mayprovide professional tannin en i '
land ~ p g, g veering,
surveying, or construction phase services in support of the project. These services
are not included in the estimate of fees and will be negotiated on a T&M or lum Su
p m
basis depending on the scope of work.
/ Deliverables:
i. Weekly email notes to City Engineer on critical needs.
ii. Monthly Task Force Meeting minutes and notes.
iii. Check Point Meeting minutes and notes.
iv. Bi-weekly updates of the Master Task ListtoTask Force leads.
NOTE: Success of the Program Manager project will depend si nificantl u on the
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cooperation and resource allocation bythe City and third parties. Since J-U-B has no
direct control over Citystaff orthird parties, therefore, we cannot. uarantee a
g
successful conclusion nor be liable for claims, damages, or costs resultin from the
g
project. As a professional service provider, J-U-B commits to meet the standard of care
in the performance of services.
3. Public Involvement Process - J-U-6, through our subsidiar The tan don Grou T
Y g p ( LG ),
will initiate a public involvement process until the City's Public Information Officer '
is
hired, no later than mid-April, 2014. After that time, the Cit and MHWSD will
Y conduct
PROGRAM MANAGEMENT FOR MERIDIAN HEIGHTS Pa a 11 of 14
10481 9
the public outreach campaign with su ortfrom theJ-U-
pp 6 Program Manager. Work will
be closely coordinated with the MHWSD Administrator a '
nd will be limited to the
following:
a. Create a Draft Public Involvement Plan including Ian com onents
p p and schedule.
This will include a kickoff meeting with the MHWSD Administra
torto understand
their issues and current status of public involvement.
b. Craft Talking Points for internal and external messa in .
. gg
c. Review a. and b. with City and MHWSD and finalize.
d. Prepare monthlyemail updatesforthe MHWSDAdministratorfori '
nclusion in
theiroutreach campaign.
e. Participate in up to three Open Houses.
/ Deliverables:
i. Draft and Final Public Involvement Plan.
ii. Draft and Final Talking Points.
iii. 10 email updates to MHWSD Administrator.
Forthe most part, formal communicationsto patrons will be madethrou h the MHW
g SD
Administrator, who will review materials prior to dissemination. An Cit -initiated
Y Y
formal communicationswith patrons must bepre-approved b the Cit Public W r
Y Y o ks
Department and Mayor's office.
Upon pre-approval of the City, J-U-6/The Langdon Group may provide additional ublic
p
involvement or mediation services including group or individual facilitation mediation
or negotiations in support of the project. These services are not included in the
estimate of fees and will be negotiated on a T&M or lump Sum basis de endin on the
p g
scope of work.
IV. Schedule for Completing Services
Work will be conducted from late-February, 2014through Januar , 2015. This schedule w'
Y ill be
contingent upon all parties providingthenecessary resources to actual) com lete the work
. Y p
required. Also, the schedule is contingent on timely review and approval b the reviewin
Y g
agencies.
PROGRAM MANAGEMENT FOR MERIDIAN HEIGHTS Pa a 12 of 14
10481 9
Attachment B
MILESTONE /PAYMENT SCHEDULE
A. Total and complete compensation for this A
greement shall not exceed
$89,000.00.
TASK. DESCRIPTION
AMOUNT
1 Project Management
$3,100.00
2 Program Management
$80,200.00
3 Public Involvement Process
$5,700.00
TOTAL $89,000.00
RATE SCHEDULE
Name I Title Hourly Rate
Project Manager 1
$ 55.00
Sr. Public Involvement
Project Mana er $140.00
g
Public Involvement Project
Manager $117.00
Administration/Clerical
$70.00
ALLOWABLE REIMBURSABLES
The following reimbursable expenses will be allowed ONLY if ad
dressed in the
agreement. Amounts will be reimbursed at cost.
Expense Rate
Sub-Consultants Cost
Outside Printing and
Reproduction with Recei t Cost
p
Travel See Below
PROGRAM MANAGEMENT FOR MERIDIAN HEIGHTS Pa a 13 of 14
10481 g
TRAVEL EXPENSES
The City will only pay for meal, lodgin and trans ortation ex ' ' '
g p penses for official business
that consists of consultants traveling to or from outside of the
Treasure Valley, and that
are directly related to the specific task. Reimbursement will N ~ '
OT exceed the limits
allowed under the US General Services Administration Per D' '
iem Rates for the Boise
area. These rates can be found at the followin website:
9
htt :l/www. sa. ov/ ortallcate o 1100120
The current FY2014 rate for meals is $46 er full da an ~
p y, d $34.50 (75 /o) for both
travel days. Receipts for meal per diem allowances are not re '
quired.
The current FY2014 GSA hotel rate is $83.00/ni ht. Lo '
g dging, transportation and
hotel expenses will only be reimbursed when accom anie
p d with an itemized receipt
and proof of prior approval by the Project Mana er.
9
Transportation (Pre-approved by Project Manager);
All travel must be by the most economical means ractical. If '
p there is interruption of
travel or deviation from the direct route for the traveler's conve ' ~ '
nience, the deviation
may not exceed the cost of uninterrupted travel.
Airline: Consultants will only be reimbursed for coach or
economy class
rates.
Rental Cars: A vehicle is only allowed with rior authorization '
p by the City Project
Manager.
Mileage: Mileage to and from consultants office and air o
p rt may be
reimbursed if incorporated in any associated task.
Parking: Airport parking maybe reimbursed if incor orate '
p d In any resulting
task.
ALL OTHER EXPENSES ARE CONSIDERED INCIDENTAL AND ARE
NOT REIMBURSABLE
PROGRAM MANAGEMENT FOR MERIDIAN HEIGHTS Pa a 14
10481 g of 14