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Local Agency Professional Services Cost Plus Fixed Fee Consultant Agreement Page 1 of 14 Revised 3/11/2016
Local Agency Professional Services Cost Plus Fixed Fee Consultant Agreement
Agreement Number: DoesthisRequireDESfiling? Yes No
Firm/Organization Legal Name (do not use dba’s):
Address Federal Aid Number
UBI Number Federal TIN or SSN Number
Execution Date Completion Date
1099 Form Required
Yes No
Federal Participation
Yes NoProject Title
Description of Work
Yes % No DBE Participation Yes % No MBE Participation Yes % No WBE Participation Yes % No SBE Participation
Total Amount Authorized:
Management Reserve Fund:
Maximum Amount Payable:
Index of ExhibitsExhibit A Scope of Work Exhibit B DBE Participation Exhibit C PreparationandDeliveryofElectronicEngineeringandOtherData Exhibit D PrimeConsultantCostComputations Exhibit E Sub-consultantCostComputations Exhibit F TitleVIAssurances Exhibit G CertificationDocuments Exhibit H LiabilityInsuranceIncrease ExhibitI AllegedConsultantDesignErrorProcedures Exhibit J ConsultantClaimProcedures
Agreement Number:
Local Agency Professional Services Cost Plus Fixed Fee Consultant Agreement Page 2 of 14 Revised 3/11/2016
THISAGREEMENT,madeandenteredintoasshowninthe“ExecutionDate”boxonpageone(1)ofthisAGREEMENT,betweenthe , hereinaftercalledthe“AGENCY,”andthe“Firm/OrganizationName”referencedonpageone(1)ofthisAGREEMENT,hereinaftercalledthe“CONSULTANT.”
WHEREAS,theAGENCYdesirestoaccomplishtheworkreferencedin“DescriptionofWork”onpageone(1)ofthisAGREEMENTandhereaftercalledthe“SERVICES;”anddoesnothavesufficientstafftomeettherequiredcommitmentandthereforedeemsitadvisableanddesirabletoengagetheassistanceofaCONSULTANTtoprovidethenecessarySERVICES;and
WHEREAS,theCONSULTANTrepresentsthattheycomplywiththeWashingtonStateStatutesrelatingtoprofessionalregistration,ifapplicable,andhassignifiedawillingnesstofurnishconsultingservicestotheAGENCY.
NOW,THEREFORE,inconsiderationoftheterms,conditions,covenants,andperformancecontainedherein,orattachedandincorporatedandmadeaparthereof,thepartiesheretoagreeasfollows:
I. General Description of WorkTheworkunderthisAGREEMENTshallconsistoftheabove-describedSERVICESashereindefined,andnecessarytoaccomplishthecompletedworkforthisproject.TheCONSULTANTshallfurnishallservices,labor,andrelatedequipmentand,ifapplicable,sub-consultantsandsubcontractorsnecessarytoconductandcompletetheSERVICESasdesignatedelsewhereinthisAGREEMENT.
II. General Scope of WorkTheScopeofWorkandprojectedlevelofeffortrequiredfortheseSERVICESisdescribedinExhibit“A”attachedheretoandbythisreferencemadeapartofthisAGREEMENT.TheGeneralScopeofWorkwasdevelopedutilizingperformancebasedcontractingmethodologies.
III. General RequirementsAllaspectsofcoordinationoftheworkofthisAGREEMENTwithoutsideagencies,groups,orindividualsshallreceiveadvanceapprovalbytheAGENCY.Necessarycontactsandmeetingswithagencies,groups,and/orindividualsshallbecoordinatedthroughtheAGENCY.TheCONSULTANTshallattendcoordination,progress,andpresentationmeetingswiththeAGENCYand/orsuchState,Federal,Community,City,orCountyofficials,groupsorindividualsasmayberequestedbytheAGENCY.TheAGENCYwillprovidetheCONSULTANTsufficientnoticepriortomeetingsrequiringCONSULTANTparticipation.Theminimumrequiredhoursordays’noticeshallbeagreedtobetweentheAGENCYandtheCONSULTANTandshowninExhibit“A.”
TheCONSULTANTshallprepareamonthlyprogressreport,inaformapprovedbytheAGENCY,whichwilloutlineinwrittenandgraphicalformthevariousphasesandtheorderofperformanceoftheSERVICESinsufficientdetailsothattheprogressoftheSERVICEScaneasilybeevaluated.
TheCONSULTANT,anysub-consultants,andtheAGENCYshallcomplywithallFederal,State,andlocallaws,rules,codes,regulations,andallAGENCYpoliciesanddirectives,applicabletotheworktobeperformedunderthisAGREEMENT.ThisAGREEMENTshallbeinterpretedandconstruedinaccordancewiththelawsoftheStateofWashington.
Agreement Number:
Local Agency Professional Services Cost Plus Fixed Fee Consultant Agreement Page 3 of 14 Revised 3/11/2016
ParticipationforDisadvantagedBusinessEnterprises(DBE)orSmallBusinessEnterprises(SBE),ifrequired,per49CFRPart26shallbeshownontheheadingofthisAGREEMENT.IfDBEfirmsareutilizedatthecommencementofthisAGREEMENT,theamountsauthorizedtoeachfirmandtheircertificationnumberwillbeshownonExhibit“B”attachedheretoandbythisreferencemadepartofthisAGREEMENT.IfthePrimeCONSULTANTisaDBEcertifiedfirmtheymustcomplywiththeCommercialUsefulFunction(CUF)regulationoutlinedintheAGENCY’s“DBEProgramParticipationPlan”andperformaminimumof30%ofthetotalamountofthisAGREEMENT.Itisrecommended,butnotrequired,thatnon-DBEPrimeCONSULTANTSperformaminimumof30%ofthetotalamountofthisAGREEMENT.
TheCONSULTANT,onamonthlybasis,isrequiredtosubmitDBEParticipationoftheamountspaidtoallDBEfirmsinvoicedforthisAGREEMENT.
AllReports,PS&Ematerials,andotherdatafurnishedtotheCONSULTANTbytheAGENCYshallbereturned.Allelectronicfiles,preparedbytheCONSULTANT,mustmeettherequirementsasoutlinedinExhibit“C–PreparationandDeliveryofElectronicEngineeringandotherData.”
Alldesigns,drawings,specifications,documents,andotherworkproducts,includingallelectronicfiles,preparedbytheCONSULTANTpriortocompletionorterminationofthisAGREEMENTareinstrumentsofservicefortheseSERVICES,andarethepropertyoftheAGENCY.ReusebytheAGENCYorbyothers,actingthroughoronbehalfoftheAGENCYofanysuchinstrumentsofservice,notoccurringasapartofthisSERVICE,shallbewithoutliabilityorlegalexposuretotheCONSULTANT.
AnyandallnoticesorrequestsrequiredunderthisAGREEMENTshallbemadeinwritingandsenttotheotherpartyby(i)certifiedmail,returnreceiptrequested,or(ii)byemailorfacsimile,totheaddresssetforthbelow:
IftoAGENCY: Name: Agency: Address: City: State: Zip: Email: Phone: Facsimile:
IftoCONSULTANT: Name: Agency: Address: City: State: Zip: Email: Phone: Facsimile:
IV. Time for Beginning and CompletionTheCONSULTANTshallnotbeginanyworkunderthetermsofthisAGREEMENTuntilauthorizedinwritingbytheAGENCY.ThisAGREEMENTmayrequirefilingwiththeDepartmentofEnterpriseServices(DES)pursuanttoRCW39.26.140.IfsuchapprovalisrequiredbyDES,thisAGREEMENTshallnotbindtheAGENCYuntilapprovedbyDES.IftheAGREEMENTmustbeapprovedbyDES,workcannotbegin,norpaymentmadeuntilten(10)ormoreworkingdaysfollowingthedateoffiling,and,untilapprovedbyDES.AnysubsequentSUPPLEMENTALAGREEMENTmayalsobesubjecttofilingand/orapprovalfromDES.AllworkunderthisAGREEMENTshallbecompletedbythedateshownintheheadingofthisAGREEMENTtitled“CompletionDate.”
TheestablishedcompletiontimeshallnotbeextendedbecauseofanydelaysattributabletotheCONSULTANT,butmaybeextendedbytheAGENCYintheeventofadelayattributabletotheAGENCY,orbecauseofunavoidabledelayscausedbyanactofGOD,governmentalactions,orotherconditionsbeyondthecontroloftheCONSULTANT.ApriorsupplementalAGREEMENTissuedbytheAGENCYisrequiredtoextendtheestablishedcompletiontime.
Agreement Number:
Local Agency Professional Services Cost Plus Fixed Fee Consultant Agreement Page 4 of 14 Revised 3/11/2016
V. Payment ProvisionsTheCONSULTANTshallbepaidbytheAGENCYforcompletedSERVICESrenderedunderthisAGREEMENTasprovidedhereinafter.SuchpaymentshallbefullcompensationforSERVICESperformedorSERVICESrenderedandforalllabor,materials,supplies,equipment,andincidentalsnecessarytocompleteSERVICES,specifiedinSectionII,“ScopeofWork”.TheCONSULTANTshallconformtoallapplicableportionsof48CFRPart31(www.ecfr.gov).TheestimateinsupportoftheCostPlusFixedFeeamountisattachedheretoasExhibits“D”and“E”andbythisreferencemadepartofthisAGREEMENT.
A. ActualCosts:PaymentforallconsultingservicesforthisPROJECTshallbeonthebasisoftheCONSULTANT’Sactualcostplusafixedfee.Theactualcostshallincludedirectsalarycost,indirectcostrate,anddirectnon-salarycosts.
1. Direct(RAW)LaborCosts:TheDirect(RAW)LaborCostisthedirectsalarypaidtoprincipals,professional,technical,andclericalpersonnelforthetimetheyareproductivelyengagedinworknecessarytofulfillthetermsofthisAGREEMENT.TheCONSULTANTshallmaintainsupportdatatoverifythedirectsalarycostsbilledtotheAGENCY.
2. IndirectCostRate(ICR)Costs:ICRCostsarethosecosts,otherthandirectcosts,whichareincludedassuchonthebooksoftheCONSULTANTinthenormaleverydaykeepingofitsbooks.ProgresspaymentsshallbemadeattheICRratesshowninattachedExhibits“D”and“E”ofthisAGREEMENT.TotalICRpaymentshallbebasedonActualCosts.TheAGENCYagreestoreimbursetheCONSULTANTtheactualICRcostsverifiedbyaudit,uptotheMaximumTotalAmountPayable,authorizedunderthisAGREEMENT,whenaccumulatedwithallotherActualCosts.
AsummaryoftheCONSULTANT’ScostestimateandtheICRpercentageisshowninExhibits“D”and“E”,attachedheretoandbythisreferencemadepartofthisAGREEMENT.TheCONSULTANT(primeandallsub-consultants)willsubmittotheAGENCYwithinsix(6)monthsaftertheendofeachfirm’sfiscalyear,anICRscheduleintheformatrequiredbytheAGENCY(costcategory,dollarexpenditures,etc.)forthepurposeofadjustingtheICRrateforbillingsreceivedandpaidduringthefiscalyearrepresentedbytheICRschedule.Itshallalsobeusedforthecomputationofprogresspaymentsduringthefollowingyearandforretroactivelyadjustingthepreviousyear’sICRcosttoreflecttheactualrate.TheICRschedulewillbesenttoEmail:[email protected].
FailuretosupplythisinformationbyeithertheprimeCONSULTANToranyoftheirsub-consultantsshallcausetheAGENCYtowithholdpaymentofthebilledICRcostsuntilsuchtimeastherequiredinformationisreceivedandanoverheadrateforbillingpurposesisapproved.
TheAGENCY’sProjectManagerand/ortheFederalGovernmentmayperformanauditoftheCONSULTANT’SbooksandrecordsatanytimeduringregularbusinesshourstodeterminetheactualICRrate,iftheysodesire.
3. DirectNon-SalaryCosts:DirectNon-SalaryCostswillbereimbursedattheActualCosttotheCONSULTANT.Thesechargesmayinclude,butarenotlimitedto,thefollowingitems:travel,printing,longdistancetelephone,supplies,computerchargesandfeesofsub-consultants.AirortraintravelwillbereimbursedonlytoeconomyclasslevelsunlessotherwiseapprovedbytheAGENCY.TheCONSULTANTshallcomplywiththerulesandregulationsregardingtravelcosts(excludingair,train,andrentalcarcosts)inaccordancewiththeWSDOT’AccountingManualM13-82,Chapter10–TravelRulesandProcedures,andrevisionsthereto.Air,train,andrentalcarcostsshallbereimbursedinaccordancewith48CodeofFederalRegulations(CFR)Part31.205-46“TravelCosts.”ThebillingforDirectNon-SalaryCostsshallincludeanitemizedlistingofthechargesdirectlyidentifiablewiththePROJECT.TheCONSULTANTshallmaintaintheoriginalsupportingdocumentsintheiroffice.CopiesoftheoriginalsupportingdocumentsshallbesuppliedtotheAGENCYuponrequest.AllabovechargesmustbenecessaryfortheservicesprovidedunderthisAGREEMENT.
Agreement Number:
Local Agency Professional Services Cost Plus Fixed Fee Consultant Agreement Page 5 of 14 Revised 3/11/2016
4. FixedFee:TheFixedFee,whichrepresentstheCONSULTANT’Sprofit,isshowninattachedExhibits“D”and“E”ofthisAGREEMENT.ThisfeeisbasedontheScopeofWorkdefinedinthisAGREEMENTandtheestimatedperson-hoursrequiredtoperformthestatedScopeofWork.IntheeventtheCONSULTANTentersintoasupplementalAGREEMENTforadditionalwork,thesupplementalAGREEMENTmayincludeprovisionsfortheaddedcostsandanappropriateadditionalfee.TheFixedFeewillbeproratedandpaidmonthlyinproportiontothepercentageofworkcompletedbytheCONSULTANTandreportedintheMonthlyProgressReportsaccompanyingthebillings.AnyportionoftheFixedFeeearnedbutnotpreviouslypaidintheprogresspaymentswillbecoveredinthefinalpayment,subjecttotheprovisionsofSectionIXentitled“TerminationofAgreement.”
5. ManagementReserveFund(MRF):TheAGENCYmaydesiretoestablishaMRFtoprovidetheAgreementAdministratorwiththeflexibilitytoauthorizeadditionalfundstotheAGREEMENTforallowableunforeseencosts,orreimbursingtheCONSULTANTforadditionalworkbeyondthatalreadydefinedinthisAGREEMENT.Suchauthorization(s)shallbeinwritingandshallnotexceedthelesserof$100,000or10%oftheTotalAmountAuthorizedasshownintheheadingofthisAGREEMENT.TheamountincludedfortheMRFisshownintheheadingofthisAGREEMENT.Thisfundmaynotbereplenished.AnychangesrequiringadditionalcostsinexcessoftheMRFshallbemadeinaccordancewithSectionXIII,“ExtraWork.”
6. MaximumTotalAmountPayable:TheMaximumTotalAmountPayablebytheAGENCYtotheCONSULTANTunderthisAGREEMENTshallnotexceedtheamountshownintheheadingofthisAGREEMENT.TheMaximumTotalAmountPayableiscomprisedoftheTotalAmountAuthorized,andtheMRF.TheMaximumTotalAmountPayabledoesnotincludepaymentforExtraWorkasstipulatedinSectionXIII,“ExtraWork.”NominimumamountpayableisguaranteedunderthisAGREEMENT.
B. MonthlyProgressPayments:TheCONSULTANTmaysubmitbillingstotheAGENCYforreimbursementofActualCostsplustheICRandcalculatedfeeonamonthlybasisduringtheprogressofthework.SuchbillingsshallbeinaformatapprovedbytheAGENCYandaccompaniedbythemonthlyprogressreportsrequiredunderSectionIII,“GeneralRequirements”ofthisAGREEMENT.ThebillingswillbesupportedbyanitemizedlistingforeachitemincludingDirect(RAW)Labor,DirectNon-Salary,andallowableICRCoststowhichwillbeaddedtheproratedFixedFee.ToprovideameansofverifyingthebilledDirect(RAW)LaborcostsforCONSULTANTemployees,theAGENCYmayconductemployeeinterviews.Theseinterviewsmayconsistofrecordingthenames,titles,Direct(RAW)Laborrates,andpresentdutiesofthoseemployeesperformingworkonthePROJECTatthetimeoftheinterview.
C. FinalPayment:FinalPaymentofanybalanceduetheCONSULTANTofthegrossamountearnedwillbemadepromptlyuponitsverificationbytheAGENCYafterthecompletionoftheworkunderthisAGREEMENT,contingent,ifapplicable,uponreceiptofallPS&E,plans,maps,notes,reports,electronicdataandotherrelateddocumentswhicharerequiredtobefurnishedunderthisAGREEMENT.AcceptanceofsuchFinalPaymentbytheCONSULTANTshallconstituteareleaseofallclaimsforpayment,whichtheCONSULTANTmayhaveagainsttheAGENCYunlesssuchclaimsarespecificallyreservedinwritingandtransmittedtotheAGENCYbytheCONSULTANTpriortoitsacceptance.SaidFinalPaymentshallnot,however,beabartoanyclaimsthattheAGENCYmayhaveagainsttheCONSULTANTortoanyremediestheAGENCYmaypursuewithrespecttosuchclaims.
Thepaymentofanybillingwillnotconstituteagreementastotheappropriatenessofanyitemandatthetimeoffinalaudit;allrequiredadjustmentswillbemadeandreflectedinafinalpayment.IntheeventthatsuchfinalauditrevealsanoverpaymenttotheCONSULTANT,theCONSULTANTwillrefundsuchoverpaymenttotheAGENCYwithinthirty(30)calendardaysofnoticeoftheoverpayment.SuchrefundshallnotconstituteawaiverbytheCONSULTANTforanyclaimsrelatingtothevalidityofafindingbytheAGENCYofoverpayment.TheCONSULTANThastwenty(20)workingdaysafterreceiptofthefinalPOSTAUDITtobegintheappealprocesstotheAGENCYforauditfindings.
Agreement Number:
Local Agency Professional Services Cost Plus Fixed Fee Consultant Agreement Page 6 of 14 Revised 3/11/2016
D. InspectionofCostRecords:TheCONSULTANTandtheirsub-consultantsshallkeepavailableforinspectionbyrepresentativesoftheAGENCYandtheUnitedStates,foraperiodofsix(6)yearsafterreceiptoffinalpayment,thecostrecordsandaccountspertainingtothisAGREEMENTandallitemsrelatedtoorbearingupontheserecordswiththefollowingexception:ifanylitigation,claimorauditarisingoutof,inconnectionwith,orrelatedtothisAGREEMENTisinitiatedbeforetheexpirationofthesix(6)yearperiod,thecostrecordsandaccountsshallberetaineduntilsuchlitigation,claim,orauditinvolvingtherecordsiscompleted.
AninterimorpostauditmaybeperformedonthisAGREEMENT.Theaudit,ifany,willbeperformedbytheStateAuditor,WSDOT’sInternalAuditOfficeand/orattherequestoftheAGENCY’sProjectManager.
VI. Sub-ContractingTheAGENCYpermitssubcontractsforthoseitemsofSERVICESasshowninExhibit“A”attachedheretoandbythisreferencemadepartofthisAGREEMENT.
TheCONSULTANTshallnotsubcontractfortheperformanceofanySERVICEunderthisAGREEMENTwithoutpriorwrittenpermissionoftheAGENCY.Nopermissionforsubcontractingshallcreate,betweentheAGENCYandsub-consultant,anycontractoranyotherrelationship.
Compensationforthissub-consultantSERVICESshallbebasedonthecostfactorsshownonExhibit“E”attachedheretoandbythisreferencemadepartofthisAGREEMENT.
TheSERVICESofthesub-consultantshallnotexceeditsmaximumamountpayableidentifiedineachsub-consultantcostestimateunlessapriorwrittenapprovalhasbeenissuedbytheAGENCY.
Allreimbursabledirectlabor,indirectcostrate,directnon-salarycostsandfixedfeecostsforthesub-consultantshallbenegotiatedandsubstantiatedinaccordancewithsectionV“PaymentProvisions”hereinandshallbememorializedinafinalwrittenacknowledgementbetweentheparties.
AllsubcontractsshallcontainallapplicableprovisionsofthisAGREEMENT,andtheCONSULTANTshallrequireeachsub-consultantorsubcontractor,ofanytier,toabidebythetermsandconditionsofthisAGREEMENT.Withrespecttosub-consultantpayment,theCONSULTANTshallcomplywithallapplicablesectionsoftheSTATE’sPromptPaymentlawsassetforthinRCW39.04.250andRCW39.76.011.
TheCONSULTANT,sub-recipient,orsub-consultantshallnotdiscriminateonthebasisofrace,color,nationalorigin,orsexintheperformanceofthisAGREEMENT.TheCONSULTANTshallcarryoutapplicablerequirementsof49CFRPart26intheawardandadministrationofDOT-assistedcontracts.FailurebytheCONSULTANTtocarryouttheserequirementsisamaterialbreachofthisAGREEMENT,whichmayresultintheterminationofthisAGREEMENTorsuchotherremedyastherecipientdeemsappropriate.
VII. Employment and Organizational Conflict of InterestTheCONSULTANTwarrantsthattheyhavenotemployedorretainedanycompanyorperson,otherthanabonafideemployeeworkingsolelyfortheCONSULTANT,tosolicitorsecurethiscontract,andthatithasnotpaidoragreedtopayanycompanyorperson,otherthanabonafideemployeeworkingsolelyfortheCONSULTANT,anyfee,commission,percentage,brokeragefee,gift,oranyotherconsideration,contingentuponorresultingfromtheawardormakingofthiscontract.Forbreachorviolationofthiswarrant,theAGENCYshallhavetherighttoannulthisAGREEMENTwithoutliabilityor,initsdiscretion,todeductfromthisAGREEMENTpriceorconsiderationorotherwiserecoverthefullamountofsuchfee,commission,percentage,brokeragefee,gift,orcontingentfee.
AnyandallemployeesoftheCONSULTANTorotherpersonswhileengagedintheperformanceofanyworkorservicesrequiredoftheCONSULTANTunderthisAGREEMENT,shallbeconsideredemployeesoftheCONSULTANTonlyandnotoftheAGENCY,andanyandallclaimsthatmayariseunderanyWorkmen’s
Agreement Number:
Local Agency Professional Services Cost Plus Fixed Fee Consultant Agreement Page 7 of 14 Revised 3/11/2016
CompensationActonbehalfofsaidemployeesorotherpersonswhilesoengaged,andanyandallclaimsmadebyathirdpartyasaconsequenceofanyactoromissiononthepartoftheCONSULTANT’semployeesorotherpersonswhilesoengagedonanyoftheworkorservicesprovidedtoberenderedherein,shallbethesoleobligationandresponsibilityoftheCONSULTANT.
TheCONSULTANTshallnotengage,onafull-orpart-timebasis,orotherbasis,duringtheperiodofthisAGREEMENT,anyprofessionalortechnicalpersonnelwhoare,orhavebeen,atanytimeduringtheperiodofthisAGREEMENT,intheemployoftheUnitedStatesDepartmentofTransportationortheAGENCY,exceptregularlyretiredemployees,withoutwrittenconsentofthepublicemployerofsuchpersonifhe/shewillbeworkingonthisAGREEMENTfortheCONSULTANT.
VIII. NondiscriminationDuringtheperformanceofthisAGREEMENT,theCONSULTANT,foritself,itsassignees,sub-consultants,subcontractorsandsuccessorsininterest,agreestocomplywiththefollowinglawsandregulations:• TitleVIoftheCivilRightsActof1964 (42U.S.C.Chapter21SubchapterV§2000dthrough2000d-4a)
• Federal-aidHighwayActof1973 (23U.S.C.Chapter3§324)
• RehabilitationActof1973 (29U.S.C.Chapter16SubchapterV§794)
• AgeDiscriminationActof1975 (42U.S.C.Chapter76§6101et. seq.)
• CivilRightsRestorationActof1987 (PublicLaw100-259)
• AmericanwithDisabilitiesActof1990 (42U.S.C.Chapter126§12101et. seq.)
• 23CFRPart200• 49CFRPart21• 49 CFR Part 26• RCW49.60.180
InrelationtoTitleVIoftheCivilRightsActof1964,theCONSULTANTisboundbytheprovisionsofExhibit“F”attachedheretoandbythisreferencemadepartofthisAGREEMENT,andshallincludetheattachedExhibit“F”ineverysub-contract,includingprocurementofmaterialsandleasesofequipment,unlessexemptbytheRegulationsordirectivesissuedpursuantthereto.
IX. Termination of AgreementTherightisreservedbytheAGENCYtoterminatethisAGREEMENTatanytimewithorwithoutcauseuponten(10)dayswrittennoticetotheCONSULTANT.
IntheeventthisAGREEMENTisterminatedbytheAGENCY,otherthanfordefaultonthepartoftheCONSULTANT,afinalpaymentshallbemadetotheCONSULTANTforactualhourschargedandanyappropriatefixedfeepercentageatthetimeofterminationofthisAGREEMENT,plusanydirectnon-salarycostsincurreduptothetimeofterminationofthisAGREEMENT.
NopaymentshallbemadeforanySERVICEScompletedafterten(10)daysfollowingreceiptbytheCONSULTANTofthenoticetoterminate.IftheaccumulatedpaymentmadetotheCONSULTANTpriortoNoticeofTerminationexceedsthetotalamountthatwouldbeduewhencomputedassetforthinparagraphtwo(2)ofthissection,thennofinalpaymentshallbedueandtheCONSULTANTshallimmediatelyreimbursetheAGENCYforanyexcesspaid.
IftheservicesoftheCONSULTANTareterminatedbytheAGENCYfordefaultonthepartoftheCONSULTANT,theaboveformulaforpaymentshallnotapply.
Intheeventofaterminationfordefault,theamounttobepaidtotheCONSULTANTshallbedeterminedbytheAGENCYwithconsiderationgiventotheactualcostsincurredbytheCONSULTANTinperformingSERVICEStothedateoftermination,theamountofSERVICESoriginallyrequiredwhichwassatisfactorilycompletedto
Agreement Number:
Local Agency Professional Services Cost Plus Fixed Fee Consultant Agreement Page 8 of 14 Revised 3/11/2016
dateoftermination,whetherthatSERVICEisinaformoratypewhichisusabletotheAGENCYatthetimeoftermination,thecosttotheAGENCYofemployinganotherfirmtocompletetheSERVICESrequiredandthetimewhichmayberequiredtodoso,andotherfactorswhichaffectthevaluetotheAGENCYoftheSERVICESperformedatthetimeoftermination.Undernocircumstancesshallpaymentmadeunderthissubsectionexceedtheamount,whichwouldhavebeenmadeusingtheformulasetforthinparagraphtwo(2)ofthissection.
IfitisdeterminedforanyreasonthattheCONSULTANTwasnotindefaultorthattheCONSULTANT’sfailuretoperformiswithouttheCONSULTANT’soritsemployee’sfaultornegligence,theterminationshallbedeemedtobeaterminationfortheconvenienceoftheAGENCY.Insuchanevent,theCONSULTANTwouldbereimbursedforactualcostsandappropriatefixedfeepercentageinaccordancewiththeterminationforotherthandefaultclauseslistedpreviously.
TheCONSULTANTshall,within15days,notifytheAGENCYinwriting,intheeventofthedeathofanymember,partner,orofficeroftheCONSULTANTorthedeathorchangeofanyoftheCONSULTANT’ssupervisoryand/orotherkeypersonnelassignedtotheprojectordisaffiliationofanyprincipallyinvolvedCONSULTANTemployee.TheCONSULTANTshallalsonotifytheAGENCY,inwriting,intheeventofthesaleortransferof50%ormoreofthebeneficialownershipoftheCONSULTANTwithin15daysofsuchsaleortransferoccurring.TheCONSULTANTshallcontinuetobeobligatedtocompletetheSERVICESunderthetermsofthisAGREEMENTunlesstheAGENCYchoosestoterminatethisAGREEMENTforconvenienceorchoosestorenegotiateanyterm(s)ofthisAGREEMENT.Ifterminationforconvenienceoccurs,finalpaymentwillbemadetotheCONSULTANTassetforthinthesecondandthirdparagraphsofthissection.
PaymentforanypartoftheSERVICESbytheAGENCYshallnotconstituteawaiverbytheAGENCYofanyremediesofanytypeitmayhaveagainsttheCONSULTANTforanybreachofthisAGREEMENTbytheCONSULTANT,orforfailureoftheCONSULTANTtoperformSERVICESrequiredofitbytheAGENCY.ForbearanceofanyrightsundertheAGREEMENTwillnotconstitutewaiverofentitlementtoexercisethoserightswithrespecttoanyfutureactoromissionbytheCONSULTANT.
X. Changes of WorkTheCONSULTANTshallmakesuchchangesandrevisionsinthecompletedworkofthisAGREEMENTasnecessarytocorrecterrorsappearingtherein,withoutadditionalcompensationthereof.ShouldtheAGENCYfinditdesirableforitsownpurposestohavepreviouslysatisfactorilycompletedSERVICESorpartsthereofchangedorrevised,theCONSULTANTshallmakesuchrevisionsasdirectedbytheAGENCYThisworkshallbeconsideredasExtraWorkandwillbepaidforashereinprovidedundersectionXIII“ExtraWork.”
XI. DisputesAnydisputedissuenotresolvedpursuanttothetermsofthisAGREEMENTshallbesubmittedinwritingwithin10daystotheDirectorofPublicWorksorAGENCYEngineer,whosedecisioninthemattershallbefinalandbindingonthepartiesofthisAGREEMENT;providedhowever,thatifanactionisbroughtchallengingtheDirectorofPublicWorksorAGENCYEngineer’sdecision,thatdecisionshallbesubjecttojudicialreview.IfthepartiestothisAGREEMENTmutuallyagree,disputesconcerningallegeddesignerrorswillbeconductedundertheproceduresfoundinExhibit“J.”IntheeventthateitherpartydeemitnecessarytoinstitutelegalactionorproceedingtoenforceanyrightorobligationunderthisAGREEMENT,thisactionshallbeinitiatedintheSuperiorCourtoftheStateofWashington,situatedinthecountyinwhichtheAGENCYislocated.ThepartiesheretoagreethatallquestionsshallberesolvedbyapplicationofWashingtonlawandthatthepartieshavetherightofappealfromsuchdecisionsoftheSuperiorCourtinaccordancewiththelawsoftheStateofWashington.TheCONSULTANTherebyconsentstothepersonaljurisdictionoftheSuperiorCourtoftheStateofWashington,situatedinthecountyinwhichtheAGENCYislocated.
Agreement Number:
Local Agency Professional Services Cost Plus Fixed Fee Consultant Agreement Page 9 of 14 Revised 3/11/2016
XII. Legal RelationsTheCONSULTANT,anysub-consultants,andtheAGENCYshallcomplywithallFederal,State,andlocallaws,rules,codes,regulationsandallAGENCYpoliciesanddirectives,applicabletotheworktobeperformedunderthisAGREEMENT.ThisAGREEMENTshallbeinterpretedandconstruedinaccordancewiththelawsoftheStateofWashington.
TheCONSULTANTshalldefend,indemnify,andholdtheStateofWashington(STATE)andtheAGENCYandtheirofficersandemployeesharmlessfromallclaims,demands,orsuitsatlaworequityarisinginwholeorinpartfromthenegligenceof,orthebreachofanyobligationunderthisAGREEMENTby,theCONSULTANTortheCONSULTANT’sagents,employees,subconsultants,subcontractorsorvendors,ofanytier,oranyotherpersonsforwhomtheCONSULTANTmaybelegallyliable;providedthatnothinghereinshallrequireaCONSULTANTtodefendorindemnifytheSTATEandtheAGENCYandtheirofficersandemployeesagainstandholdharmlesstheSTATEandtheAGENCYandtheirofficersandemployeesfromclaims,demandsorsuitsbasedsolelyuponthenegligenceof,orbreachofanyobligationunderthisAGREEMENTbytheSTATEandtheAGENCY,theiragents,officers,employees,sub-consultants,subcontractorsorvendors,ofanytier,oranyotherpersonsforwhomtheSTATEand/ortheAGENCYmaybelegallyliable;andprovidedfurtherthatiftheclaimsorsuitsarecausedbyorresultfromtheconcurrentnegligenceof(a)theCONSULTANTortheCONSULTANT’sagents,employees,sub-consultants,subcontractorsorvendors,ofanytier,oranyotherpersonsforwhomtheCONSULTANTislegallyliable,and(b)theSTATEand/orAGENCY,theiragents,officers,employees,sub-consultants,subcontractorsandorvendors,ofanytier,oranyotherpersonsforwhomtheSTATEand/orAGENCYmaybelegallyliable,thedefenseandindemnityobligationshallbevalidandenforceableonlytotheextentoftheCONSULTANT’snegligenceorthenegligenceoftheCONSULTANT’sagents,employees,sub-consultants,subcontractorsorvendors,ofanytier,oranyotherpersonsforwhomtheCONSULTANTmaybelegallyliable.ThisprovisionshallbeincludedinanyAGREEMENTbetweenCONSULTANTandanysub-consultant,subcontractorandvendor,ofanytier.
TheCONSULTANTshallalsodefend,indemnify,andholdtheSTATEandtheAGENCYandtheirofficersandemployeesharmlessfromallclaims,demands,orsuitsatlaworequityarisinginwholeorinpartfromtheallegedpatentorcopyrightinfringementorotherallegedlyimproperappropriationoruseoftradesecrets,patents,proprietaryinformation,know-how,copyrightrightsorinventionsbytheCONSULTANTortheCONSULTANT’sagents,employees,sub-consultants,subcontractorsorvendors,ofanytier,oranyotherpersonsforwhomtheCONSULTANTmaybelegallyliable,inperformanceoftheWorkunderthisAGREEMENTorarisingoutofanyuseinconnectionwiththeAGREEMENTofmethods,processes,designs,informationorotheritemsfurnishedorcommunicatedtoSTATEand/ortheAGENCY,theiragents,officersandemployeespursuanttotheAGREEMENT;providedthatthisindemnityshallnotapplytoanyallegedpatentorcopyrightinfringementorotherallegedlyimproperappropriationoruseoftradesecrets,patents,proprietaryinformation,know-how,copyrightrightsorinventionsresultingfromSTATEand/ortheAGENCY’s,theiragents’,officers’andemployees’failuretocomplywithspecificwritteninstructionsregardinguseprovidedtoSTATEand/ortheAGENCY,theiragents,officersandemployeesbytheCONSULTANT,theiragents,employees,sub-consultants,subcontractorsorvendors,ofanytier,oranyotherpersonsforwhomtheCONSULTANTmaybelegallyliable.
TheCONSULTANT’srelationtotheAGENCYshallbeatalltimesasanindependentcontractor.
NotwithstandinganydeterminationbytheExecutiveEthicsBoardorothertribunal,theAGENCYmay,initssolediscretion,bywrittennoticetotheCONSULTANTterminatethisAGREEMENTifitisfoundafterduenoticeandexaminationbytheAGENCYthatthereisaviolationoftheEthicsinPublicServiceAct,Chapter42.52RCW;oranysimilarstatuteinvolvingtheCONSULTANTintheprocurementof,orperformanceunder,thisAGREEMENT.
TheCONSULTANTspecificallyassumespotentialliabilityforactionsbroughtbytheCONSULTANT’sownemployeesoritsagentsagainsttheSTATEand/ortheAGENCYand,solelyforthepurposeofthisindemnificationanddefense,theCONSULTANTspecificallywaivesanyimmunityunderthestateindustrialinsurancelaw,Title51RCW.ThiswaiverhasbeenmutuallynegotiatedbytheParties.
Agreement Number:
Local Agency Professional Services Cost Plus Fixed Fee Consultant Agreement Page 10 of 14 Revised 3/11/2016
UnlessotherwisespecifiedinthisAGREEMENT,theAGENCYshallberesponsibleforadministrationofconstructioncontracts,ifany,ontheproject.Subjecttotheprocessingofanewsolesource,oranacceptablesupplementalAGREEMENT,theCONSULTANTshallprovideOn-CallassistancetotheAGENCYduringcontractadministration.Byprovidingsuchassistance,theCONSULTANTshallassumenoresponsibilityfor:properconstructiontechniques,jobsitesafety,oranyconstructioncontractor’sfailuretoperformitsworkinaccordancewiththecontractdocuments.
TheCONSULTANTshallobtainandkeepinforceduringthetermsofthisAGREEMENT,orasotherwiserequired,thefollowinginsurancewithcompaniesorthroughsourcesapprovedbytheStateInsuranceCommissionerpursuanttoTitle48RCW.
InsuranceCoverage
A. Worker’scompensationandemployer’sliabilityinsuranceasrequiredbytheSTATE.
B. CommercialgeneralliabilityinsurancewrittenunderISOFormCG00011204oritsequivalentwithminimumlimitsofonemilliondollars($1,000,000.00)peroccurrenceandtwomilliondollars($2,000,000.00)intheaggregateforeachpolicyperiod.
C. BusinessautoliabilityinsurancewrittenunderISOFormCG00011001orequivalentprovidingcoverageforany“Auto”(Symbol1)usedinanamountnotlessthanaonemilliondollar($1,000,000.00)combinedsinglelimitforeachoccurrence.
ExceptingtheWorker’sCompensationInsuranceandanyProfessionalLiabilityInsurance,theSTATEandAGENCY,theirofficers,employees,andagentswillbenamedonallpoliciesofCONSULTANTandanysub-consultantand/orsubcontractorasanadditionalinsured(the“AIs”),withnorestrictionsorlimitationsconcerningproductsandcompletedoperationscoverage.Thiscoverageshallbeprimarycoverageandnon-contributoryandanycoveragemaintainedbytheAIsshallbeexcessover,andshallnotcontributewith,theadditionalinsuredcoveragerequiredhereunder.TheCONSULTANT’sandthesub-consultant’sand/orsubcontractor’sinsurershallwaiveanyandallrightsofsubrogationagainsttheAIs.TheCONSULTANTshallfurnishtheAGENCYwithverificationofinsuranceandendorsementsrequiredbythisAGREEMENT.TheAGENCYreservestherighttorequirecomplete,certifiedcopiesofallrequiredinsurancepoliciesatanytime.
AllinsuranceshallbeobtainedfromaninsurancecompanyauthorizedtodobusinessintheStateofWashington.TheCONSULTANTshallsubmitaverificationofinsuranceasoutlinedabovewithinfourteen(14)daysoftheexecutionofthisAGREEMENTto:
Name: Agency: Address: City: State: Zip: Email: Phone: Facsimile:
Nocancellationoftheforegoingpoliciesshallbeeffectivewithoutthirty(30)dayspriornoticetotheAGENCY.
TheCONSULTANT’sprofessionalliabilitytotheAGENCY,includingthatwhichmayariseinreferencetosectionIX“TerminationofAgreement”ofthisAGREEMENT,shallbelimitedtotheaccumulativeamountoftheauthorizedAGREEMENTamountoronemilliondollars($1,000,000.00),whicheverisgreater,unlessthelimitofliabilityisincreasedbytheAGENCYpursuanttoExhibitH.InnocaseshalltheCONSULTANT’sprofessionalliabilitytothirdpartiesbelimitedinanyway.
Agreement Number:
Local Agency Professional Services Cost Plus Fixed Fee Consultant Agreement Page 11 of 14 Revised 3/11/2016
ThepartiesenterintothisAGREEMENTforthesolebenefitoftheparties,andtotheexclusionofanythirdparty,andnothirdpartybeneficiaryisintendedorcreatedbytheexecutionofthisAGREEMENT.
TheAGENCYwillpaynoprogresspaymentsundersectionV“PaymentProvisions”untiltheCONSULTANThasfullycompliedwiththissection.Thisremedyisnotexclusive;andtheAGENCYmaytakesuchotheractionasisavailabletoitunderotherprovisionsofthisAGREEMENT,orotherwiseinlaw.
XIII. Extra WorkA. TheAGENCYmayatanytime,bywrittenorder,makechangeswithinthegeneralscopeofthisAGREEMENT
intheSERVICEStobeperformed.
B. Ifanysuchchangecausesanincreaseordecreaseintheestimatedcostof,orthetimerequiredfor,performanceofanypartoftheSERVICESunderthisAGREEMENT,whetherornotchangedbytheorder,orotherwiseaffectsanyothertermsandconditionsofthisAGREEMENT,theAGENCYshallmakeanequitableadjustmentinthe:(1)maximumamountpayable;(2)deliveryorcompletionschedule,orboth;and(3)otheraffectedtermsandshallmodifythisAGREEMENTaccordingly.
C. TheCONSULTANTmustsubmitany“requestforequitableadjustment,”hereafterreferredtoas“CLAIM,”underthisclausewithinthirty(30)daysfromthedateofreceiptofthewrittenorder.However,iftheAGENCYdecidesthatthefactsjustifyit,theAGENCYmayreceiveandactuponaCLAIMsubmittedbeforefinalpaymentofthisAGREEMENT.
D. FailuretoagreetoanyadjustmentshallbeadisputeunderthesectionXI“Disputes”clause.However,nothinginthisclauseshallexcusetheCONSULTANTfromproceedingwiththeAGREEMENTaschanged.
E. Notwithstandingthetermsandconditionsofparagraphs(A.)and(B.)above,themaximumamountpayableforthisAGREEMENT,shallnotbeincreasedorconsideredtobeincreasedexceptbyspecificwrittensupplementtothisAGREEMENT.
XIV. Endorsement of PlansIfapplicable,theCONSULTANTshallplacetheirendorsementonallplans,estimates,oranyotherengineeringdatafurnishedbythem.
XV. Federal ReviewTheFederalHighwayAdministrationshallhavetherighttoparticipateintherevieworexaminationoftheSERVICESinprogress.
XVI. Certification of the Consultant and the AGENCYAttachedheretoasExhibit“G-1(aandb)”aretheCertificationsoftheCONSULTANTandtheAGENCY,Exhibit“G-2”CertificationRegardingDebarment,SuspensionandOtherResponsibilityMatters-PrimaryCoveredTransactions,Exhibit“G-3”CertificationRegardingtheRestrictionsoftheUseofFederalFundsforLobbyingandExhibit“G-4”CertificateofCurrentCostorPricingData.Exhibit“G-3”isrequiredonlyinAGREEMENT’soveronehundredthousanddollars($100,000.00)andExhibit“G-4”isrequiredonlyinAGREEMENT’soverfivehundredthousanddollars($500,000.00.)TheseExhibitsmustbeexecutedbytheCONSULTANT,andsubmittedwiththemasterAGREEMENT,andreturnedtotheAGENCYattheaddresslistedinsectionIII“GeneralRequirements”priortoitsperformanceofanySERVICESunderthisAGREEMENT.
Agreement Number:
Local Agency Professional Services Cost Plus Fixed Fee Consultant Agreement Page 12 of 14 Revised 3/11/2016
XVII. Complete AgreementThisdocumentandreferencedattachmentscontainallcovenants,stipulations,andprovisionsagreeduponbytheparties.Noagent,orrepresentativeofeitherpartyhasauthoritytomake,andthepartiesshallnotbeboundbyorbeliablefor,anystatement,representation,promiseoragreementnotsetforthherein.Nochanges,amendments,ormodificationsofthetermshereofshallbevalidunlessreducedtowritingandsignedbythepartiesasasupplementtothisAGREEMENT.
XVIII. Execution and AcceptanceThisAGREEMENTmaybesimultaneouslyexecutedinseveralcounterparts,eachofwhichshallbedeemedtobeanoriginalhavingidenticallegaleffect.TheCONSULTANTdoesherebyratifyandadoptallstatements,representations,warranties,covenants,andAGREEMENT’scontainedintheproposal,andthesupportingmaterialsubmittedbytheCONSULTANT,anddoesherebyacceptthisAGREEMENTandagreestoallofthetermsandconditionsthereof.
XIX. Protection of Confidential InformationTheCONSULTANTacknowledgesthatsomeofthematerialandinformationthatmaycomeintoitspossessionorknowledgeinconnectionwiththisAGREEMENToritsperformancemayconsistofinformationthatisexemptfromdisclosuretothepublicorotherunauthorizedpersonsundereitherchapter42.56RCWorotherlocal,stateorfederalstatutes(“State’sConfidentialInformation”).The“State’sConfidentialInformation”includes,butisnotlimitedto,names,addresses,SocialSecuritynumbers,e-mailaddresses,telephonenumbers,financialprofiles,creditcardinformation,driver’slicensenumbers,medicaldata,lawenforcementrecords(oranyotherinformationidentifiabletoanindividual),STATEandAGENCYsourcecodeorobjectcode,STATEandAGENCYsecuritydata,non-publicSpecifications,STATEandAGENCYnon-publiclyavailabledata,proprietarysoftware,STATEandAGENCYsecuritydata,orinformationwhichmayjeopardizeanypartoftheprojectthatrelatestoanyofthesetypesofinformation.TheCONSULTANTagreestoholdtheState’sConfidentialInformationinstrictestconfidenceandnottomakeuseoftheState’sConfidentialInformationforanypurposeotherthantheperformanceofthisAGREEMENT,toreleaseitonlytoauthorizedemployees,sub-consultantsorsubcontractorsrequiringsuchinformationforthepurposesofcarryingoutthisAGREEMENT,andnottorelease,divulge,publish,transfer,sell,disclose,orotherwisemakeitknowntoanyotherpartywithouttheAGENCY’sexpresswrittenconsentorasprovidedbylaw.TheCONSULTANTagreestoreleasesuchinformationormaterialonlytoemployees,sub-consultantsorsubcontractorswhohavesignedanondisclosureAGREEMENT,thetermsofwhichhavebeenpreviouslyapprovedbytheAGENCY.TheCONSULTANTagreestoimplementphysical,electronic,andmanagerialsafeguardstopreventunauthorizedaccesstotheState’sConfidentialInformation.
ImmediatelyuponexpirationorterminationofthisAGREEMENT,theCONSULTANTshall,attheAGENCY’soption:(i)certifytotheAGENCYthattheCONSULTANThasdestroyedalloftheState’sConfidentialInformation;or(ii)returnedalloftheState’sConfidentialInformationtotheAGENCY;or(iii)takewhateverotherstepstheAGENCYrequiresoftheCONSULTANTtoprotecttheState’sConfidentialInformation.
AsrequiredunderExecutiveOrder00-03,theCONSULTANTshallmaintainalogdocumentingthefollowing:theState’sConfidentialInformationreceivedintheperformanceofthisAGREEMENT;thepurpose(s)forwhichtheState’sConfidentialInformationwasreceived;whoreceived,maintainedandusedtheState’sConfidentialInformation;andthefinaldispositionoftheState’sConfidentialInformation.TheCONSULTANT’srecordsshallbesubjecttoinspection,review,oraudituponreasonablenoticefromtheAGENCY.
TheAGENCYreservestherighttomonitor,audit,orinvestigatetheuseoftheState’sConfidentialInformationcollected,used,oracquiredbytheCONSULTANTthroughthisAGREEMENT.Themonitoring,auditing,orinvestigatingmayinclude,butisnotlimitedto,saltingdatabases.
Agreement Number:
Local Agency Professional Services Cost Plus Fixed Fee Consultant Agreement Page 13 of 14 Revised 3/11/2016
ViolationofthissectionbytheCONSULTANToritssub-consultantsorsubcontractorsmayresultinterminationofthisAGREEMENTanddemandforreturnofallState’sConfidentialInformation,monetarydamages,orpenalties.
ItisunderstoodandacknowledgedthattheCONSULTANTmayprovidetheAGENCYwithinformationwhichisproprietaryand/orconfidentialduringthetermofthisAGREEMENT.ThepartiesagreetomaintaintheconfidentialityofsuchinformationduringthetermofthisAGREEMENTandafterwards.Allmaterialscontainingsuchproprietaryand/orconfidentialinformationshallbeclearlyidentifiedandmarkedas“Confidential”andshallbereturnedtothedisclosingpartyattheconclusionoftheSERVICESunderthisAGREEMENT.
TheCONSULTANTshallprovidetheAGENCYwithalistofallinformationandmaterialsitconsidersconfidentialand/orproprietaryinnature:(a)atthecommencementofthetermofthisAGREEMENT;or(b)assoonassuchconfidentialorproprietarymaterialisdeveloped.“Proprietaryand/orconfidentialinformation”isnotmeanttoincludeanyinformationwhich,atthetimeofitsdisclosure:(i)isalreadyknowntotheotherparty;(ii)isrightfullydisclosedtooneofthepartiesbyathirdpartythatisnotactingasanagentorrepresentativefortheotherparty;(iii)isindependentlydevelopedbyorfortheotherparty;(iv)ispubliclyknown;or(v)isgenerallyutilizedbyunaffiliatedthirdpartiesengagedinthesamebusinessorbusinessesastheCONSULTANT.
ThepartiesalsoacknowledgethattheAGENCYissubjecttoWashingtonStateandfederalpublicdisclosurelaws.Assuch,theAGENCYshallmaintaintheconfidentialityofallsuchinformationmarkedproprietaryand/orconfidentialorotherwiseexempt,unlesssuchdisclosureisrequiredunderapplicablestateorfederallaw.Ifapublicdisclosurerequestismadetoviewmaterialsidentifiedas“Proprietaryand/orconfidentialinformation”orotherwiseexemptinformation,theAGENCYwillnotifytheCONSULTANToftherequestandofthedatethatsuchrecordswillbereleasedtotherequesterunlesstheCONSULTANTobtainsacourtorderfromacourtofcompetentjurisdictionenjoiningthatdisclosure.IftheCONSULTANTfailstoobtainthecourtorderenjoiningdisclosure,theAGENCYwillreleasetherequestedinformationonthedatespecified.
TheCONSULTANTagreestonotifythesub-consultantofanyAGENCYcommunicationregardingdisclosurethatmayincludeasub-consultant’sproprietaryand/orconfidentialinformation.TheCONSULTANTnotificationtothesub-consultantwillincludethedatethatsuchrecordswillbereleasedbytheAGENCYtotherequesterandstatethatunlessthesub-consultantobtainsacourtorderfromacourtofcompetentjurisdictionenjoiningthatdisclosuretheAGENCYwillreleasetherequestedinformation.IftheCONSULTANTand/orsub-consultantfailtoobtainacourtorderorotherjudicialreliefenjoiningtheAGENCYbythereleasedate,theCONSULTANTshallwaiveandreleaseandshallholdharmlessandindemnifytheAGENCYfromallclaimsofactualorallegeddamages,liabilities,orcostsassociatedwiththeAGENCY’ssaiddisclosureofsub-consultants’information.
XX. Records MaintenanceDuringtheprogressoftheWorkandSERVICESprovidedhereunderandforaperiodofnotlessthansix(6)yearsfromthedateoffinalpaymenttotheCONSULTANT,theCONSULTANTshallkeep,retainandmaintainall“documents”pertainingtotheSERVICESprovidedpursuanttothisAGREEMENT.Copiesofall“documents”pertainingtotheSERVICESprovidedhereundershallbemadeavailableforreviewattheCONSULTANT’splaceofbusinessduringnormalworkinghours.Ifanylitigation,claimorauditiscommenced,theCONSULTANTshallcooperatewithAGENCYandassistintheproductionofallsuchdocuments.“Documents”shallberetaineduntilalllitigation,claimsorauditfindingshavebeenresolvedeventhoughsuchlitigation,claimorauditcontinuespastthesix(6)yearretentionperiod.
ForpurposesofthisAGREEMENT,“documents”meanseverywritingorrecordofeverytypeanddescription,includingelectronicallystoredinformation(“ESI”),thatisinthepossession,control,orcustodyoftheCONSULTANT,including,withoutlimitation,anyandallcorrespondences,contracts,AGREEMENT‘s,appraisals,plans,designs,data,surveys,maps,spreadsheets,memoranda,stenographicorhandwrittennotes,reports,records,telegrams,schedules,diaries,notebooks,logbooks,invoices,accountingrecords,worksheets,charts,notes,drafts,scribblings,recordings,visualdisplays,photographs,minutesofmeetings,
Agreement Number:
Local Agency Professional Services Cost Plus Fixed Fee Consultant Agreement Page 14 of 14 Revised 3/11/2016
tabulations,computations,summaries,inventories,andwritingsregardingconferences,conversationsortelephoneconversations,andanyandallothertaped,recorded,written,printedortypedmattersofanykindordescription;everycopyoftheforegoingwhetherornottheoriginalisinthepossession,custody,orcontroloftheCONSULTANT,andeverycopyofanyoftheforegoing,whetherornotsuchcopyisacopyidenticaltoanoriginal,orwhetherornotsuchcopycontainsanycommentaryornotationwhatsoeverthatdoesnotappearontheoriginal.
ForpurposesofthisAGREEMENT,“ESI”meansanyandallcomputerdataorelectronicrecordedmediaofanykind,including“NativeFiles”,thatarestoredinanymediumfromwhichitcanberetrievedandexamined,eitherdirectlyoraftertranslationintoareasonablyuseableform.ESImayincludeinformationand/ordocumentationstoredinvarioussoftwareprogramssuchas:Email,Outlook,Word,Excel,Access,Publisher,PowerPoint,AdobeAcrobat,SQLdatabases,oranyothersoftwareorelectroniccommunicationprogramsordatabasesthattheCONSULTANTmayuseintheperformanceofitsoperations.ESImaybelocatedonnetworkservers,backuptapes,smartphones,thumbdrives,CDs,DVDs,floppydisks,workcomputers,cellphones,laptopsoranyotherelectronicdevicethatCONSULTANTusesintheperformanceofitsWorkorSERVICEShereunder,includinganypersonaldevicesusedbytheCONSULTANToranysub-consultantathome.
“Nativefiles”areasubsetofESIandrefertotheelectronicformatoftheapplicationinwhichsuchESIisnormallycreated,viewed,and/ormodified.
TheCONSULTANTshallincludethissectionXX“RecordsMaintenance”ineverysubcontractitentersintoinrelationtothisAGREEMENTandbindthesub-consultanttoitsterms,unlessexpresslyagreedtootherwiseinwritingbytheAGENCYpriortotheexecutionofsuchsubcontract.
Inwitnesswhereof,thepartiesheretohaveexecutedthisAGREEMENTasofthedayandyearshowninthe“ExecutionDate”boxonpageone(1)ofthisAGREEMENT.
Signature Date
Signature Date
Any modification, change, or reformation of this AGREEMENT shall require approval as to form by the Office of the Attorney General.
Agreement Number:
WSDOT Form 140-089 EF Exhibit A Page 1 of 1 Revised 10/30/2014
Exhibit A Scope of Work
ProjectNo.
Agreement Number:
WSDOT Form 140-089 EF Exhibit B Page 1 of 1 Revised 10/30/2014
Exhibit B DBE Participation
Agreement Number:
WSDOT Form 140-089 EF Exhibit C Page 1 of 4 Revised 10/30/2014
Exhibit C Preparation and Delivery of Electronic Engineering and Other Data
InthisExhibittheagency,asapplicable,istoprovideadescriptionoftheformatandstandardstheconsultantistouseinpreparingelectronicfilesfortransmissiontotheagency.Theformatandstandardstobeprovidedmayinclude,butarenotlimitedto,thefollowing:
I. Surveying,RoadwayDesign&PlansPreparationSection
A. SurveyData
B. RoadwayDesignFiles
C. ComputerAidedDraftingFiles
Agreement Number:
WSDOT Form 140-089 EF Exhibit C Page 2 of 4 Revised 10/30/2014
D. SpecifytheAgency’sRighttoReviewProductwiththeConsultant
E. SpecifytheElectronicDeliverablestoBeProvidedtotheAgency
F. SpecifyWhatAgencyFurnishedServicesandInformationIstoBeProvided
Agreement Number:
WSDOT Form 140-089 EF Exhibit C Page 3 of 4 Revised 10/30/2014
II. AnyOtherElectronicFilestoBeProvided
III.MethodstoElectronicallyExchangeData
WSDOT Form 140-089 EF Exhibit C Page 4 of 4 Revised 10/30/2014
A. AgencySoftwareSuite
B. ElectronicMessagingSystem
C. FileTransfersFormat
WSDOT Form 140-089 EF Exhibit D Page 1 of 1 Revised 10/30/2014
Exhibit D Prime Consultant Cost Computations
Agreement Number:
WSDOT Form 140-089 EF Exhibit E Page 1 of 1 Revised 10/30/2014
Exhibit E Sub-consultant Cost Computations
Thereisn’tanysub-consultantparticipationatthistime.TheCONSULTANTshallnotsub-contractfortheperformanceofanyworkunderthisAGREEMENTwithoutpriorwrittenpermissionoftheAGENCY.RefertosectionVI“Sub-Contracting”ofthisAGREEMENT.
Agreement Number:
WSDOT Form 140-089 EF Exhibit F Page 1 of 1 Revised 10/30/2014
Exhibit F Title VI Assurances
DuringtheperformanceofthisAGREEMENT,theCONSULTANT,foritself,itsassignees,andsuccessorsininterestagreesasfollows:
1. CompliancewithRegulations:TheCONSULTANTshallcomplywiththeRegulationsrelativetonon-discriminationinfederallyassistedprogramsoftheAGENCY,Title49,CodeofFederalRegulations,Part21,astheymaybeamendedfromtimetotime(hereinafterreferredtoasthe“REGULATIONS”),whicharehereinincorporatedbyreferenceandmadeapartofthisAGREEMENT.
2. Non-discrimination:TheCONSULTANT,withregardtotheworkperformedduringthisAGREEMENT,shallnotdiscriminateonthegroundsofrace,color,sex,ornationaloriginintheselectionandretentionofsub-consultants,includingprocurementofmaterialsandleasesofequipment.TheCONSULTANTshallnotparticipateeitherdirectlyorindirectlyinthediscriminationprohibitedbySection21.5oftheREGULATIONS,includingemploymentpracticeswhenthisAGREEMENTcoversaprogramsetforthinAppendixBoftheREGULATIONS.
3. SolicitationsforSub-consultants,IncludingProcurementofMaterialsandEquipment:InallsolicitationseitherbycompetitivebiddingornegotiationsmadebytheCONSULTANTforworktobeperformedunderasub-contract,includingprocurementofmaterialsorleasesofequipment,eachpotentialsub-consultantorsuppliershallbenotifiedbytheCONSULTANToftheCONSULTANT’sobligationsunderthisAGREEMENTandtheREGULATIONSrelativetonon-discriminationonthegroundsofrace,color,sex,ornationalorigin.
4. InformationandReports:TheCONSULTANTshallprovideallinformationandreportsrequiredbytheREGULATIONSordirectivesissuedpursuantthereto,andshallpermitaccesstoitsbooks,records,accounts,othersourcesofinformation,anditsfacilitiesasmaybedeterminedbytheAGENCY,theSTATE,ortheFederalHighwayAdministration(FHWA)tobepertinenttoascertaincompliancewithsuchREGULATIONS,ordersandinstructions.WhereanyinformationrequiredofaCONSULTANTisintheexclusivepossessionofanotherwhofailsorrefusestofurnishthisinformation,theCONSULTANTshallsocertifytotheAGENCY,theSTATE,ortheFHWAasappropriate,andshallsetforthwhateffortsithasmadetoobtaintheinformation.
5. SanctionsforNon-compliance:IntheeventoftheCONSULTANT’snon-compliancewiththenon-discriminationprovisionsofthisAGREEMENT,theAGENCYshallimposesuchAGREEMENTsanctionsasit,theSTATE,ortheFHWAmaydeterminetobeappropriate,including,butnotlimitedto:• WithholdingofpaymentstotheCONSULTANTunderthisAGREEMENTuntiltheCONSULTANTcomplies,and/or;
• Cancellation,termination,orsuspensionofthisAGREEMENT,inwholeorinpart.
6. IncorporationofProvisions:TheCONSULTANTshallincludetheprovisionsofparagraphs(1)through(5)ineverysubcontract,includingprocurementofmaterialsandleasesofequipment,unlessexemptbytheREGULATIONS,ordirectivesissuedpursuantthereto.TheCONSULTANTshalltakesuchactionwithrespecttoanysub-consultantorprocurementastheSTATE,theAGENCY,orFHWAmaydirectasameansofenforcingsuchprovisionsincludingsanctionsfornon-compliance.
Provided,however,thatintheeventaCONSULTANTbecomesinvolvedin,oristhreatenedwith,litigationwithasub-consultantorsupplierasaresultofsuchdirection,theCONSULTANTmayrequesttheAGENCYenterintosuchlitigationtoprotecttheinterestsoftheSTATEand/ortheAGENCYand,inaddition,theCONSULTANTmayrequesttheUnitedStatesenterintosuchlitigationtoprotecttheinterestsoftheUnitedStates. Agreement Number:
WSDOT Form 140-089 EF Exhibit G Page 1 of 1 Revised 10/30/2014
Exhibit G Certification Documents
ExhibitG-1(a) CertificationofConsultant
ExhibitG-1(b) Certificationof_______________________________
Exhibit G-2 CertificationRegardingDebarment,SuspensionandOtherResponsibilityMatters- PrimaryCoveredTransactions
ExhibitG-3 CertificationRegardingtheRestrictionsoftheUseofFederalFundsforLobbying
Exhibit G-4 CertificateofCurrentCostorPricingData
Agreement Number:
WSDOT Form 140-089 EF Exhibit G Page 1 of 1 Revised 10/30/2014
Exhibit G-1(a) Certification of ConsultantIherebycertifythatIamtheanddulyauthorizedrepresentativeofthefirmof
whoseaddressis
andthatneithertheabovefirmnorIhave:
a) Employedorretainedforacommission,percentage,brokerage,contingentfee,orotherconsideration,anyfirmorperson(otherthanabonafideemployeeworkingsolelyformeortheaboveCONSULTANT)tosolicitorsecurethisAGREEMENT;
b) Agreed,asanexpressorimpliedconditionforobtainingthiscontract,toemployorretaintheservicesofanyfirmorpersoninconnectionwithcarryingoutthisAGREEMENT;or
c) Paid,oragreedtopay,toanyfirm,organizationorperson(otherthanabonafideemployeeworkingsolelyformeortheaboveCONSULTANT)anyfee,contribution,donation,orconsiderationofanykindfor,orinconnectionwith,procuringorcarryingoutthisAGREEMENT;exceptasherebyexpresslystated(ifany);
Iacknowledgethatthiscertificateistobefurnishedtothe andtheFederalHighwayAdministration,U.S.DepartmentofTransportationinconnectionwiththisAGREEMENTinvolvingparticipationofFederal-aidhighwayfunds,andissubjecttoapplicableStateandFederallaws,bothcriminalandcivil.
Consultant (Firm Name)
Signature (Authorized Official of Consultant) Date
Agreement Number:
WSDOT Form 140-089 EF Exhibit G Page 1 of 1 Revised 10/30/2014
Exhibit G-1(b) Certification of IherebycertifythatIamthe:
Other
of the ,and oritsrepresentativehasnotbeenrequired,directlyorindirectlyasanexpressorimpliedconditioninconnectionwithobtainingorcarryingoutthisAGREEMENTto:
a) Employorretain,oragreetoemploytoretain,anyfirmorperson;or
b) Pay,oragreetopay,toanyfirm,person,ororganization,anyfee,contribution,donation,orconsiderationofanykind;exceptasherebyexpresslystated(ifany):
Iacknowledgethatthiscertificateistobefurnishedtothe andtheFederalHighwayAdministration,U.S.DepartmentofTransportation,inconnectionwiththisAGREEMENTinvolvingparticipationofFederal-aidhighwayfunds,andissubjecttoapplicableStateandFederallaws,bothcriminalandcivil.
Signature Date
Agreement Number:
WSDOT Form 140-089 EF Exhibit G Page 1 of 1 Revised 10/30/2014
Exhibit G-2 Certification Regarding Debarment, Suspension and Other Responsibility Matters - Primary Covered Transactions
I. Theprospectiveprimaryparticipantcertifiestothebestofitsknowledgeandbelief,thatitanditsprincipals:
A. Arenotpresentlydebarred,suspended,proposedfordebarment,declaredineligible,orvoluntarilyexcludedfromcoveredtransactionsbyanyFederaldepartmentoragency;
B. Havenotwithinathree(3)yearperiodprecedingthisproposalbeenconvictedoforhadaciviljudgmentrenderedagainstthemforcommissionoffraudoracriminaloffenseinconnectionwithobtaining,attemptingtoobtain,orperformingapublic(Federal,State,orlocal)transactionorcontractunderapublictransaction;violationofFederalorStateanti-truststatuesorcommissionofembezzlement,theft,forgery,bribery,falsificationordestructionofrecords,makingfalsestatements,orreceivingstolenproperty;
C. Arenotpresentlyindictedfororotherwisecriminallyorcivillychargedbyagovernmentalentity(Federal,State,orlocal)withcommissionofanyoftheoffensesenumeratedinparagraph(1)(b)ofthiscertification;and
D. Havenotwithinathree(3)yearperiodprecedingthisapplication/proposalhadoneormorepublictransactions(Federal,Stateandlocal)terminatedforcauseordefault.
II. Wheretheprospectiveprimaryparticipantisunabletocertifytoanyofthestatementsinthiscertification,suchprospectiveparticipantshallattachanexplanationtothisproposal.
Consultant (Firm Name)
Signature (Authorized Official of Consultant) Date
Agreement Number:
WSDOT Form 140-089 EF Exhibit G Page 1 of 1 Revised 10/30/2014
Exhibit G-3 Certification Regarding the Restrictions of the Use of Federal Funds for LobbyingTheprospectiveparticipantcertifies,bysigningandsubmittingthisbidorproposal,tothebestofhisorherknowledgeandbelief,that:
1. NoFederalappropriatedfundshavebeenpaidorwillbepaid,byoronbehalfoftheundersigned,toanypersonforinfluencingorattemptingtoinfluenceanofficeroremployeeofanyFederalagency,aMemberofCongress,anofficeroremployeeofCongress,oranyemployeeofaMemberofCongressinconnectionwiththeawardingofanyFederalcontract,themakingofanyFederalgrant,themakingofanyFederalloan,theenteringintoofanycooperativeAGREEMENT,andtheextension,continuation,renewal,amendment,ormodificationofFederalcontract,grant,loanorcooperativeAGREEMENT.
2. IfanyfundsotherthanFederalappropriatedfundshavebeenpaidorwillbepaidtoanypersonforinfluencingorattemptingtoinfluenceanofficeroremployeeofanyFederalagency,aMemberofCongress,anofficeroremployeeofCongress,oranemployeeofaMemberofCongressinconnectionwiththisFederalcontract,grant,loanorcooperativeAGREEMENT,theundersignedshallcompleteandsubmitStandardForm-LLL,“DisclosureFormtoReportLobbying,”inaccordancewithitsinstructions.
Thiscertificationisamaterialrepresentationoffactuponwhichreliancewasplacedwhenthistransactionwasmadeorenteredinto.SubmissionofthiscertificationisaprerequisiteformakingorenteringintothistransactionimposedbySection1352,Title31,U.S.Code.Anypersonwhofailstofiletherequiredcertificationshallbesubjecttoacivilpenaltyofnotlessthan$10,000.00,andnotmorethan$100,000.00,foreachsuchfailure.
Theprospectiveparticipantalsoagreesbysubmittinghisorherbidorproposalthatheorsheshallrequirethatthelanguageofthiscertificationbeincludedinalllowertiersub-contracts,whichexceed$100,000,andthatallsuchsub-recipientsshallcertifyanddiscloseaccordingly.
Consultant (Firm Name)
Signature (Authorized Official of Consultant) Date
Agreement Number:
WSDOT Form 140-089 EF Exhibit G Page 1 of 1 Revised 10/30/2014
Exhibit G-4 Certificate of Current Cost or Pricing DataThisistocertifythat,tothebestofmyknowledgeandbelief,thecostorpricingdata(asdefinedinsection2.101oftheFederalAcquisitionRegulation(FAR)andrequiredunderFARsubsection15.403-4)submitted,eitheractuallyorbyspecificidentificationinwriting,totheContractingOfficerortotheContractingOfficer’srepresentativeinsupportof *areaccurate,complete,andcurrent as of **.
ThiscertificationincludesthecostorpricingdatasupportinganyadvanceAGREEMENT’sandforwardpricingrateAGREEMENT’sbetweentheofferorandtheGovernmentthatarepartoftheproposal.
Firm:
Signature Title
Date of Execution***:
*Identifytheproposal,quotation,requestforpricingadjustment,orothersubmissioninvolved,givingtheappropriateidentifyingnumber(e.g.projecttitle.)**Inserttheday,month,andyear,whenpricenegotiationswereconcludedandpriceAGREEMENTwasreached.***Inserttheday,month,andyear,ofsigning,whichshouldbeascloseaspracticabletothedatewhenthepricenegotiationswereconcludedandthecontractpricewasagreedto.
Agreement Number:
WSDOT Form 140-089 EF Exhibit H Page 1 of 1 Revised 10/30/2014
Exhibit H Liability Insurance Increase
To Be Used Only If Insurance Requirements Are Increased
TheprofessionalliabilitylimitoftheCONSULTANTtotheAGENCYidentifiedinSectionXII,LegalRelationsandInsuranceofthisAgreementisamendedto$ .
TheCONSULTANTshallprovideProfessionalLiabilityinsurancewithminimumperoccurrencelimitsintheamountof$ .
Suchinsurancecoverageshallbeevidencedbyoneofthefollowingmethods:• CertificateofInsurance.• Self-insurancethroughanirrevocableLetterofCreditfromaqualifiedfinancialinstitution.
Self-insurancethroughdocumentationofaseparatefundestablishedexclusivelyforthepaymentofprofessionalliabilityclaims,includingclaimamountsalreadyreservedagainstthefund,safeguardsestablishedforpaymentfromthefund,acopyofthelatestannualfinancialstatements,anddisclosureoftheinvestmentportfolioforthosefunds.
ShouldtheminimumProfessionalLiabilityinsurancelimitrequiredbytheAGENCYasspecifiedaboveexceed$1millionperoccurrenceorthevalueofthecontract,whicheverisgreater,thenjustificationshallbesubmittedtotheFederalHighwayAdministration(FHWA)forapprovaltoincreasetheminimuminsurancelimit.
IfFHWAapprovalisobtained,theAGENCYmay,atitsowncost,reimbursetheCONSULTANTfortheadditionalprofessionalliabilityinsurancerequired.
Notes:Costofaddedinsurancerequirements:$ .• Includeallcosts,feeincrease,premiums.• ThiscostshallnotbebilledagainstanFHWAfundedproject.• Forfinalcontracts,includethisexhibit.
Agreement Number:
WSDOT Form 140-089 EF Exhibit I Page 1 of 2 Revised 10/30/2014
Exhibit I Alleged Consultant Design Error Procedures
Thepurposeofthisexhibitistoestablishaproceduretodetermineifaconsultant’sallegeddesignerrorisofanaturethatexceedstheacceptedstandardofcare.Inaddition,itwillestablishauniformmethodfortheresolutionand/orcostrecoveryproceduresinthoseinstanceswheretheagencybelievesithassufferedsomematerialdamageduetotheallegederrorbytheconsultant.
Step 1 Potential Consultant Design Error(s) is Identified by Agency’s Project Manager Atthefirstindicationofpotentialconsultantdesignerror(s),thefirststepintheprocessisfortheAgency’sprojectmanagertonotifytheDirectorofPublicWorksorAgencyEngineerregardingthepotentialdesignerror(s).Forfederallyfundedprojects,theRegionLocalProgramsEngineershouldbeinformedandinvolvedintheseprocedures.(Note:TheDirectorofPublicWorksorAgencyEngineermayappointanagencystaffpersonotherthantheprojectmanager,whohasnotbeenasdirectlyinvolvedintheproject,toberesponsiblefortheremainingstepsintheseprocedures.)
Step 2 Project Manager Documents the Alleged Consultant Design Error(s) Afterdiscussionoftheallegeddesignerror(s)andthemagnitudeoftheallegederror(s),andwiththeDirectorofPublicWorksorAgencyEngineer’sconcurrence,theprojectmanagerobtainsmoredetaileddocumentationthanisnormallyrequiredontheproject.Examplesinclude:alldecisionsanddescriptionsofwork;photographs,recordsoflabor,materialsandequipment.
Step 3 Contact the Consultant Regarding the Alleged Design Error(s) Ifitisdeterminedthatthereisaneedtoproceedfurther,thenextstepintheprocessisfortheprojectmanagertocontacttheconsultantregardingtheallegeddesignerror(s)andthemagnitudeoftheallegederror(s).Theprojectmanagerandotherappropriateagencystaffshouldrepresenttheagencyandtheconsultantshouldberepresentedbytheirprojectmanagerandanypersonnel(includingsub-consultants)deemedappropriatefortheallegeddesignerror(s)issue.
Step 4 Attempt to Resolve Alleged Design Error with Consultant Afterthemeeting(s)withtheconsultanthavebeencompletedregardingtheconsultant’sallegeddesignerror(s),therearethreepossiblescenarios:
• Itisdeterminedviamutualagreementthatthereisnotaconsultantdesignerror(s).Ifthisisthecase,thentheprocesswillnotproceedbeyondthispoint.
• Itisdeterminedviamutualagreementthataconsultantdesignerror(s)occurred.Ifthisisthecase,thentheDirectorofPublicWorksorAgencyEngineer,ortheirrepresentatives,negotiateasettlementwiththeconsultant.Thesettlementwouldbepaidtotheagencyortheamountwouldbereducedfromtheconsultant’sagreementwiththeagencyfortheservicesontheprojectinwhichthedesignerrortookplace.TheagencyistoprovideLP,throughtheRegionLocalProgramsEngineer,asummaryofthesettlementforreviewandtomakeadjustments,ifany,astohowthesettlementaffectsfederalreimbursements.Nofurtheractionisrequired.
• Thereisnotamutualagreementregardingtheallegedconsultantdesignerror(s).Theconsultantmayrequestthattheallegeddesignerror(s)issuebeforwardedtotheDirectorofPublicWorksorAgencyEngineerforreview.IftheDirectorofPublicWorksorAgencyEngineer,afterreviewwiththeirlegalcounsel,isnotabletoreachmutualagreementwiththeconsultant,proceedtoStep5.
Agreement Number:
WSDOT Form 140-089 EF Exhibit I Page 2 of 2 Revised 10/30/2014
Step 5 Forward Documents to Local Programs Forfederallyfundedprojectsallavailableinformation,includingcosts,shouldbeforwardedthroughtheRegionLocalProgramsEngineertoLPfortheirreviewandconsultationwiththeFHWA.LPwillmeetwithrepresentativesoftheagencyandtheconsultanttoreviewtheallegeddesignerror(s),andattempttofindaresolutiontotheissue.Ifnecessary,LPwillrequestassistancefromtheAttorneyGeneral’sOfficeforlegalinterpretation.LPwillalsoidentifyhowtheallegederror(s)affectseligibilityofprojectcostsforfederalreimbursement.
• Ifmutualagreementisreached,theagencyandconsultantadjustthescopeofworkandcoststoreflecttheagreeduponresolution.LP,inconsultationwithFHWA,willidentifytheamountoffederalparticipationintheagreeduponresolutionoftheissue.
• Ifmutualagreementisnotreached,theagencyandconsultantmayseeksettlementbyarbitrationorbylitigation.
Agreement Number:
WSDOT Form 140-089 EF Exhibit J Page 1 of 2 Revised 10/30/2014
Exhibit J Consultant Claim Procedures
Thepurposeofthisexhibitistodescribeaprocedureregardingclaim(s)onaconsultantagreement.Thefollowingproceduresshouldonlybeutilizedonconsultantclaimsgreaterthan$1,000.Iftheconsultant’sclaim(s)areatotalof$1,000orless,itwouldnotbecosteffectivetoproceedthroughtheoutlinedsteps.ItissuggestedthattheDirectorofPublicWorksorAgencyEngineernegotiateafairandreasonablepricefortheconsultant’sclaim(s)thattotal$1,000orless.
Thisexhibitwilloutlinetheprocedurestobefollowedbytheconsultantandtheagencytoconsiderapotentialclaimbytheconsultant.
Step 1 Consultant Files a Claim with the Agency Project Manager
Iftheconsultantdeterminesthattheywererequestedtoperformadditionalservicesthatwereoutsideoftheagreement’sscopeofwork,theymaybeentitledtoaclaim.ThefirststepthatmustbecompletedistherequestforconsiderationoftheclaimtotheAgency’sprojectmanager.
Theconsultant’sclaimmustoutlinethefollowing:
• Summationofhoursbyclassificationforeachfirmthatisincludedintheclaim;
• Anycorrespondencethatdirectedtheconsultanttoperformtheadditionalwork;
• Timeframeoftheadditionalworkthatwasoutsideoftheprojectscope;
• Summaryofdirectlabordollars,overheadcosts,profitandreimbursablecostsassociatedwiththeadditionalwork;and
• Explanationastowhytheconsultantbelievestheadditionalworkwasoutsideoftheagreementscopeofwork.
Step 2 Review by Agency Personnel Regarding the Consultant’s Claim for Additional Compensation
Aftertheconsultanthascompletedstep1,thenextstepintheprocessistoforwardtherequesttotheAgency’sprojectmanager.Theprojectmanagerwillreviewtheconsultant’sclaimandwillmetwiththeDirectorofPublicWorksorAgencyEngineertodetermineiftheAgencyagreeswiththeclaim.IftheFHWAisparticipatingintheproject’sfunding,forwardacopyoftheconsultant’sclaimandtheAgency’srecommendationforfederalparticipationintheclaimtotheWSDOTLocalProgramsthroughtheRegionLocalProgramsEngineer.Iftheclaimisnoteligibleforfederalparticipation,paymentwillneedtobefromagencyfunds.
IftheAgencyprojectmanager,DirectorofPublicWorksorAgencyEngineer,WSDOTLocalPrograms(ifapplicable),andFHWA(ifapplicable)agreewiththeconsultant’sclaim,sendarequestmemo,includingbackupdocumentationtotheconsultanttoeithersupplementtheagreement,orcreateanewagreementfortheclaim.Aftertherequesthasbeenapproved,theAgencyshallwritethesupplementand/ornewagreementandpaytheconsultanttheamountoftheclaim.Informtheconsultantthatthefinalpaymentfortheagreementissubjecttoaudit.Nofurtheractioninneededregardingtheclaimprocedures.
IftheAgencydoesnotagreewiththeconsultant’sclaim,proceedtostep3oftheprocedures.
Agreement Number:
WSDOT Form 140-089 EF Exhibit J Page 2 of 2 Revised 10/30/2014
Step 3 Preparation of Support Documentation Regarding Consultant’s Claim(s)
IftheAgencydoesnotagreewiththeconsultant’sclaim,theprojectmanagershallprepareasummaryfortheDirectorofPublicWorksorAgencyEngineerthatincludedthefollowing:
• Copyofinformationsuppliedbytheconsultantregardingtheclaim;
• Agency’ssummationofhoursbyclassificationforeachfirmthatshouldbeincludedintheclaim;
• Anycorrespondencethatdirectedtheconsultanttoperformtheadditionalwork;
• Agency’ssummaryofdirectlabordollars,overheadcosts,profitandreimbursablecostsassociatedwiththeadditionalwork;
• ExplanationregardingthoseareasinwhichtheAgencydoes/doesnotagreewiththeconsultant’sclaim(s);
• Explanationtodescribewhathasbeeninstitutedtoprecludefutureconsultantclaim(s);and
• Recommendationstoresolvetheclaim.
Step 4 Director of Public Works or Agency Engineer Reviews Consultant Claim and Agency Documentation
TheDirectorofPublicWorksorAgencyEngineershallreviewandadministrativelyapproveordisapprovetheclaim,orportionsthereof,whichmayincludegettingAgencyCouncilorCommissionapproval(asappropriatetoagencydisputeresolutionprocedures).Iftheprojectinvolvesfederalparticipation,obtainconcurrencefromWSDOTLocalProgramsandFHWAregardingfinalsettlementoftheclaim.Iftheclaimisnoteligibleforfederalparticipation,paymentwillneedtobefromagencyfunds.
Step 5 Informing Consultant of Decision Regarding the Claim
TheDirectorofPublicWorksorAgencyEngineershallnotify(inwriting)theconsultantoftheirfinaldecisionregardingtheconsultant’sclaim(s).Includethefinaldollaramountoftheacceptedclaim(s)andrationaleutilizedforthedecision.
Step 6 Preparation of Supplement or New Agreement for the Consultant’s Claim(s)
Theagencyshallwritethesupplementand/ornewagreementandpaytheconsultanttheamountoftheclaim.Informtheconsultantthatthefinalpaymentfortheagreementissubjecttoaudit.
Agreement Number: