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HomeMy WebLinkAboutCONTRACT WITH MCKIM AND MCREED CONSULTANT FOR UPDATE TO AUD'S UTILITY BUSINESS PLAN UTILITIES DEPARTMENT _ �-- - :�=�_ c E'o x� i n STATE OF GEORGIA RICHMOND COUNTY CONSULTANT SERVICES AGREEMENT BETWEEN AUGUSTA, GEORGIA (CITY) AND MCKIM & CREED, INC. (CONSULTANT) CONSULTANT: MCKIM & CREED, INC. PROJECT: Augusta Utilities Business Plan Update DATE EXECUTED: DATE COMPLETED: 1 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT -/— - :i�=�- G E"� O R G I :1 STATE OF GEORGIA RICHMOND COUNTY CONSULTANT SERVICES AGREEMENT BETWEEN AUGUSTA, GEORGIA (CITY) AND MCKIM & CREED, INC. (CONSULTANT� This Agreement is made and entered into this �/ day of �°—�~' 2011 by and between AUGUSTA, Georgia, a political subdivision of the S e of Georgia, hereinafter called the "CITY" and MCKIM & CREED, INC., a Corporation authorized to do business in Georgia, hereinafter called the "CONSULTANT." WHEREAS, the CITY desires to engage a qualified and experience consulting firm to furnish professional services for: Augusta Utilities Business Plan Update; and, WHEREAS, the CONSULTANT has represented to the CITY that it is experienced and qualified to provide the services contained herein and the CITY has relied upon such representation. NOW, THEREFORE, in consideration of the mutual promises and covenant herein contained, it is agreed by and between the CITY and the CONSULTANT that: 2 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT _,% - : G E"� O R G I A GENERAL PROVISIONS CONSULTANT has agreed in its Agreement with CITY to provide the professional services required to meet the scope as described in Attachment A. CONSULTANT COORDINATION The CONSULTANT shall cooperate fully with all municipalities, local government officials, utility companies, and other consultants as directed by the CITY. CITY, CONSULTANT and all relevant parties agree to work together on the basis of trust, good faith and fair dealing, and shall take actions reasonably necessary to enable each other to perform this Agreement in a timely, efficient and economical manner. All parties agree to cooperate in a manner consistent with good design practice and will exercise the degree of skill and diligence normally employed by professional engineers or consultants practicing under similar conditions. CONSULTANT will re-perform any services not meeting this standard without additional compensation. AMENDMENTS TO AGREEMENT Every amendment to the Scope of Services shall become and is hereby made a part of this Agreement. Amendments must be fully executed by both the CONSULTANT and CITY to be valid. REDUCTION IN REQUIRED SERVICES If reductions in the required services are ordered by CITY, the credits shall be the amounts for such services as described in subsequently executed Amendments to this Agreement, and no claim for damages for anticipated profits shall accrue to the CONSULTANT. DATE CHANGES If in this Agreement specific periods of time for rendering services are set forth or specific dates by which services are to be completed are provided and if such periods of time or dates are changed through no fault of CONSULTANT, the rates and amounts of compensation provided for herein shall be subject to equitable adjustment. AGREEMENT MODIFICATIONS This Agreement shall not be modified except by a duly executed Amendment hereto in writing under the hands and seals of both parties hereto. TIME OF COMPLETION The time of completion shall be as described in the schedule attached hereto as Attachment D- Schedule. 3 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT -/— - :i�=� — G E`� O R G I A This Agreement shall terminate immediately and absolutely at such time as appropriated and otherwise obligated funds are no longer available to satisfy the obligations of the CONSULTANT on behalf of the CITY under this Agreement. However, CONSULTANT will be compensated for all work prior to termination of contract even if the CITY has obligated the funds to other projects. PROJECT PROGRESS CONSULTANT'S services and compensation under this Agreement have been agreed to in anticipation of the orderly and continuous progress of the Project through completion. LITIGATION Nothing in this Agreement shall be construed as obligating the CONSULTANT to appear, support, prepare, document, bring, defend or assist in litigation either undertaken or defended in behalf of the CITY except in consideration of compensation. All such services required or requested of CONSULTANT by the CITY except suits or claims between the parties to this Agreement will be reimbursed as additional services. BINDINGS It is further agreed that the CIT'Y and CONSULTANT each binds itself and themselves, it's or their successors, executors, administrators and assigns to the other party to this Agreement and to its or their successors, executors and assigns in respect to all covenants of this Agreement. Except as above, neither CITY nor the CONSULTANT shall assign, sublet or transfer its or their interest in this Agreement without prior written consent of the other party hereto. EXTENT OF THE AGREEMENT This Agreement represents the entire agreement between CITY and CONSULTANT and supersedes all prior negotiations, representations and agreements, either written or oral. 4 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT _/= - ;i�=�- G E� O R G I A DEFINITIONS Wherever used in this Agreement, whether in the singular or in the plural, the following terms shall have the following meanings: Agreement Execution - means the date on which CONSULTANT executes and enters into an Agreement with CIT'Y to perform the Work. Agreement Price - means the total monies, adjusted in accordance with any provision herein, payable to the CONSULTANT under this Agreement. CITY -means a legal entity AUGUSTA, Georgia, a political subdivision of the State of Georgia. CONSULTANT - means the party or parties contracting direcfly with the CITY to perform Work pursuant to this Agreement. Contract - means the Agreement Documents specifically identified and incorporated herein by reference. Contract Time - means the period of time stated in this Agreement for the completion of the Work. Subcontractor - means any person, firm, partnership, joint venture, company, corporation, or entity having a contractual agreement with CONSULTANT or with any of its subcontractors at any tier to provide a part of the Work called for by this Agreement. Supplemental Agreement - means a written order to CONSULTANT signed by CITY and accepted by CONSULTANT, effecting an addition, deletion or revision in the Work, or an adjustment in the Agreement Price or the Contract Time, issued after execution of this Agreement. Task Order - means a written order specifying a Scope of Services, time of completion and compensation limit for services being provided by CONSULTANT. Task Orders shall be incorporated by reference as part of the Supplemental Conditions of this Agreement. Work - means any and all obligations, duties and responsibilities, including furnishing equipment, engineering, design, workmanship, labor and any other services or things necessary to the successful completion of the Project, assigned to or undertaken by CONSULTANT under this Agreement. 5 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT --/= � ;i�=�- G E� O R G 1 _� � CONTRACT DOCUMENTS List of Documents The Agreement, the General Conditions, the Attachments, and any Supplemental Agreements, including Task Orders shall constitute the Agreement Documents. Conflict and Precedence The Agreement Documents are complementary, and what is called for by one is as binding as if called for by all. In the event there are any conflicting provisions or requirements in the component parts of this Agreement, the several Agreement Documents shall take precedence in the following order: 1. Agreement - Including Attachments 2. General Conditions 3. Supplemental Conditions - Including Task Orders 6 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT /— - :i�=-AC-- G E� O R G 1 z1 GENERAL CONDITIONS 1. COMMENCEMENT OF WORK The performance of services herein described in this Agreement as Attachment A shall be commenced upon receipt by the CONSULTANT of a written Task Order authorization. The effective date of services shall be defined in each Task Order authorization. 2. PROFESSIONAL STANDARDS The standard of care for all services performed or furnished by CONSULTANT under this Agreement will be the level of care and that is ordinarily used by members of CONSULTANT'S profession practicing under similar conditions. 3. CHANGES AND EXTRA WORK T'he CITY may, at any time, request changes in the work to be performed hereunder. All such changes, including any increase or decrease in the amount of the CONSULTANT's compensation, which are mutually agreed upon by and between the CITY and the CONSULTANT, shall be incorporated in written Supplemental Agreements to the Agreement. Changes that involve an increase in the compensation shall be considered major, and require the approval of the CITY. 4. PERSONNEL The CONSULTANT represents that it has secured or will secure, at its own expense, all personnel necessary to complete this Agreement; none of whom shall be employees of, or have any contractual relationship with, the CITY. All of the services required hereunder will be performed by the CONSULTANT under its supervision, and all personnel engaged in the work shall be qualified and shall be authorized or permitted under law to perform such services. All key professional personnel, including subcontractors, engaged in performing services for the CONSULTANT under this agreement are indicated in a personnel listing attached hereto as Attachment C- Listing of Key Personnel and incorporate herein by reference. No changes or substitution shall be permitted in the CONSULTANT's Key Personnel without the prior written approval of the CITY or his designee. The CONSULTANT shall employ only persons duly registered in the appropriate category in responsible charge of supervision and design of the work as required. The CONSULTANT shall endorse all reports, contract plans, and survey data. Such endorsements shall be made by a person duly registered in the appropriate category by the Georgia State Board of Registration 7 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT –/— � ;�=�– G E� O R G I A for Professional Engineers and Land Surveyors, being in the full employ of the CONSULTANT and responsible for the work prescribed by this Agreement. 5. ACCURACY OF WORK The CONSULTANT shall be responsible for the accuracy of the work and shall promptly correct negligent errors and omissions in such work without additional compensation. The CONSULTANT shall give immediate attention to these changes so there will be a minimum of delay to others. Acceptance of the work by the CITY will not relieve the CONSULTANT of the responsibility for subsequent correction of any such errors and the clarification of any ambiguities. 6. CONFIDENTIALITY The CONSULTANT agrees that its conclusions and any reports are for the confidential use and information of the CITY and that it will not disclose its conclusions in whole or in part to any persons whatsoever, other than to submit its written documentation to the CITY, and will only discuss the same with it or its authorized representatives. Upon completion of this Agreement term, all documents, drawings, reports, maps, data and studies prepared by the CONSULTANT pursuant thereto shall become the property of the CITY and be delivered thereto. Articles, papers, bulletins, reports, or other materials reporting the plans, progress, analyses, or results and findings of the work conducted under this Agreement shall not be presented publicly or published without prior approval in writing of the CITY. It is further agreed that if any information concerning the PROJECT, should be released by the , CONSULTANT without prior approval from the CITY, the release of same shall constitute grounds for termination of this Agreement without indemnity to the CONSULTANT, but should any such information be released by the CIT'Y or by the CONSULTANT with such prior approval, the same shall be regarded as public information and no longer subject to the restrictions of this Agreement. 7. OPEN RECORDS CONSULTANT acknowledge that all records relating to this Agreement and the services to be provided under the contract may be a public record subject to Georgia's Open Records Act (O.C.G.A. � 50-18-70, et seq.). CONSULTANT shall cooperate fully in responding to such request and making all records, not exempt, available for inspection and copying as provided by law. 8 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT _/— - ;i�'�[-- G E� O R� G I A 8. TURISDICTION The law of the State of Georgia shall govern the CONTRACT between CITY and CONSULTANT with regard to its interpretation and performance, and any other claims related to this agreement. All claims, disputes and other matters in question between CITY and CONSULTANT arising out of or relating to the Agreement, or the breach thereof, shall be decided in the Superior Court of Richmond County, Georgia. T'he CONSULTANT, by executing this Agreement, specifically consents to jurisdiction and venue in Richxnond County and waives any right to contest the jurisdiction and venue in the Superior Court of Richmond County, Georgia. 9. TERMINATION OF AGREEMENT FOR CAUSE If through any cause, the CONSULTANT shall fail to fulfill in a timely and proper manner its obligations under this Agreement, or if the CONSULTANT shall violate any of the covenants, agreements or stipulations of this Agreement, CONSULTANT will be given the opportunity to commence correction of obligation within 5 days of written notice and diligently complete the correction thereafter. Failure to maintain the scheduled level of effort as proposed and prescribed, or deviation from the aforesaid schedule without prior approval of the CITY, shall constitute cause for termination. The CITY shall thereupon have the right to terminate this Agreement by giving written notice to the CONSULTANT of such termination, and specifying the effective date thereof, at least five (5) days before the effective date of such termination. In such event, all finished or unfinished documents, maps, data, studies, work papers and reports prepared by the CONSULTANT under this Agreement shall become the property of the CITY, and the CONSULTANT shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents, as mutually agreed by the CITY and CONSULTANT. 10. TERMINATION FOR CONVENIENCE OF THE CITY The CITY may terminate this contract in part or in whole upon written notice to the CONSULTANT. The CONSULTANT shall be paid for any validated services under this Contract up to the time of termination. 11. COORDINATION AND COOPERATION WITH OTHER UTILITIES AND CONSULTANTS If the CITY undertakes or awards other contracts for additional related work, the CONSULTANT shall fully cooperate with such other CONSULTANTs and the CITY employees or appointed committee(s), and carefully fit its own work to such additional work as may be directed by the CITY. The CONSULTANT shall not commit or permit any act which will interfere with the performance of work by any other CONSULTANT or by CITY employees. 9 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT -/= - ;i�•'�-- — G E' O R G I A 12. COVENANT AGAINST CONTINGENT FEES The CONSULTANT warrants that no person or selling agency has been employed or retained to solicit or secure this Agreement upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees or bona fide established commercial or selling agencies maintained by CONSULTANT for the purpose of securing business and that the CONSULTANT has not received any non-CIT'Y fee related to this Agreement without the prior written consent of the CITY. For breach or violation of this warranty, the CITY shall have the right to annul this Agreement without liability or at its discretion to deduct from the Agreement Price of consideration the full amount of such commission, percentage, brokerage or contingent fee. 13. RESPONSIBILITY FOR CLAIMS AND LIABILITY The CONSULTANT shall be responsible for any and all damages to properties or persons caused by its employees, subcontractors, or agents, and shall hold harmless the CITY, its officers, agents and employees from all suits, claims, actions or damages of any nature whatsoever to the extent found to be resulting from the CONSULTANT, its subcontracts, or agent in the negligent performance or non-performance of work under this Agreement. These indemnities shall not be limited by reason of the listing of any insurance coverage. 14. INSURANCE The CONSULTANT shall, at all times that this Agreement is in effect, cause to be maintained in force and effect an insurance policy(s) that will ensure and indemnify both the CITY against liability or financial loss resulting from injuries occurring to persons or property or occurring as a result of any negligent error, act, or omission of the CONSULTANT during the term of this Agreement. The CONSULTANT shall provide, at all times that this agreement is in effect, Worker's Compensation insurance in accordance with the laws of the State of Georgia. The CONSULTANT shall provide, at all times that this Agreement is in effect, Insurance with limits of not less than: A. Workmeri s Compensation Insurance - in accordance with the laws of the State of Georgia. B. Public Liability Insurance - in an amount of not less than One Million ($1,000,000) Dollars for injuries, including those resulting in death to any one person, and in an amount of not less than One Million ($1,000,000) Dollars on account of any one occurrence. C. Pro�erty Damage Insurance - in an amount of not less than One Million ($1,000,000) Dollars from damages on account of an occurrence, with an aggregate limit of One Million ($1,000,000) Dollars. 10 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT -/— - ;i�'-�- -- G E� O R G I A D. Valuable Papers Insurance - in an amount sufficient to assure the restoration of any plans, drawings, field notes, or other similar data relating to the work covered by the Project. E. Professional Liability Insurance - in an of not less than One Million ($1,000,000) Dollars or an amount that correlates to the aggregate fee on the project should it exceed $1,000,000. CITY will be named as an additional insured with respect to CONSULTANT's liabilities hereunder in insurance coverage's identified in items (b) and (c). The policies shall be written by a responsible company(s), to be approved by the CITY, and shall be noncancellable except on thirty-(30) days' written notice to the CIT'Y. Such policies shall name the CITY as additional insured, except for worker's compensation and professional liability policies, and a copy of such policy or a certificate of insurance shall be filed with the Director at the time of the execution of this Agreement. 15. PROHIBITED INTERESTS 15.1 Conflict of Interest: The CONSULTANT agrees that it presently has no interest and shall acquire no interest, direct or indirect, that would conflict in any manner or degree with the performance of its services hereunder. The CONSULTANT further agrees that, in the performance of the Agreement, no person having such interest shall be employed. 15.2 Interest of Public Officials: No member, officer, or employee of the CITY during his tenure or for one year thereafter, shall have any interest, direct or indirect, in this Agreement or the proceeds thereof. 15.3 Employment of CITY's Personnel: The CONSULTANT shall not employ any person or persons in the employ of the CITY for any work required by the terms of the Agreement, without the written permission of the CIT'Y except as may otherwise be provided for herein. 16. SUBCONTRACTING The CONSULTANT shall not subcontract any part of the work covered by this Agreement or permit subcontracted work to be further subcontracted without the CIT'Y's prior written approval of the subcontractor. All subcontracts in the amount of $5,000 or more shall include, where possible, the provisions set forth in this Agreement. 11 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT -/— - ;i�=�[-- — G E' O R G I A 17. ASSIGNABILITY The CONSULTANT shall not assign or transfer whether by an assignment or novation, any of its rights, obligations, benefits, liabilities or other interest under this Agreement without the written consent of the CITY. 18. EQUAL EMPLOYMENT OPPORTUNITY During the performance of this Agreement, the CONSULTANT agrees as follows: (1) the CONSULTANT will not discriminate against any employee or applicant for employment because of race, creed, color, sex or national origin; (2) the CONSULTANT will, in all solicitations or advertisements for employees placed by qualified applicants, receive consideration for employment without regard to race, creed, color, sex or national origin; (3) the CONSULTANT will cause the foregoing provisions to be inserted in all subcontracts for any work covered by the Agreement so that such provision will be binding upon each subcontractor, provided that the foregoing provision shall not apply to contracts or subcontracts for standard commercial supplies of raw materials. 19. DRUG FREE WORK PLACE CONSULTANT shall be responsible for insuring that its employees shall not be involved in any manner with the unlawful manufacture, distribution, dispensation, possession, sale or use of a controlled substance in the workplace. For purposes of the policy, "workplace" is defined as CITY owned or leased property, vehicles, and project or client site. Any violation of the prohibitions may result in discipline and/or immediate discharge. CONSULTANT shall notify the appropriate federal agencies of an employee who has a criminal drug statute conviction for workplace violation. CONSULTANT may require drug or alcohol testing of employees when contractually or legally obligated, or when good business practices would dictate. 20. ANTI-KICKBACK CLAUSE Salaries of architects, drafters, engineer's, and technicians performing work under this Agreement shall be paid unconditionally and not less often than once a month without deduction or rebate on any account except only such payroll deductions as are mandatory by law. The CONSULTANT hereby promises to comply with all applicable "Anti-kickback" laws, and shall insert appropriate provisions in all subcontracts covering work under this Agreement. 21. AUDITS AND INSPECTORS At any time during normal business hours and as often as the CITY may deem necessary, the CONSULTANT shall make available to the CITY and/or audit representatives of the CITY for examination all of its records with respect to all matters covered by this Agreement. It shall also 12 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT _' �— - :A'-�- G E� O R G I A permit the CIT'Y and/or representatives of the audit, examine and make copies, excerpts or transcripts from such records of personnel, conditions of employment and other data relating to all matters covered by this Agreement. The CONSULTANT shall maintain all books, documents, papers, accounting records and other evidence pertaining to costs incurred on the Project and used in support of its proposal and shall make such material available at all reasonable times during the period of the Agreement, and for three years from the date of final payment under the Agreement, for inspection by the CITY or any reviewing agencies, and copies thereof shall be furnished upon request at cost plus 10%. The CONSULTANT agrees that the provisions of this Article shall be included in any Agreements it may make with any subcontractor, assignee, or transferee. 22. OWNERSHIP, PUBLICATION, REPRODUCTION AND USE All documents and materials prepared as an instrument of service pursuant to this Agreement are the property of the CITY. The CITY shall have the unrestricted authority to publish, disclose, distribute, and otherwise use, in whole or in part, any reports, data, maps, or other materials prepared under this Agreement without according credit of authorship. The CITY shall hold harmless the CONSULTANT against all claims arising out of such use of documents and materials without the CONSULTANT's knowledge and written consent. 23. VERBAL AGREEMENT OR CONVERSATION No verbal agreement or conversation with any officer, agent, or employee of the CITY, either before, during, or after the execution of this Agreement, shall affect or modify any of the terxns or obligations herein contained, nor shall such verbal agreement or conversation entitle the CONSULTANT to any additional payment whatsoever under the terms for this Agreement. All changes to this Agreement shall be in writing and appended hereto as prescribed in Article 3 above. 24. INDEPENDENT CONTRACTOR The CONSULTANT shall perform the services under this Agreement as an independent contractor and nothing contained herein shall be construed to be inconsistent with this relationship or status. Nothing in this Agreement shall be interpreted or construed to constitute the CONSULTANT or any of its agents or employees to be the agent, employee, or representative of the CIT'Y. 13 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT _/— - ;i�=-a- c E'a x c i n 25. NOTICES All notices shall be in writing and delivered in person or transmitted by certified mail, postage prepaid. Notices shall be addressed as follows: CIT'Y: CONSULTANT: ADMINISTRATOR PROJECT MANAGER AUGUSTA, GEORGIA MCKIM & CREED, INC. 530 Greene Street Athn: Michael Osborne Augusta, GA 30901 8020 Tower Point Drive Charlotte, NC 28227 Copy to: DIRECTOR AUGUSTA UTILITIES DEPARTMENT 360 Bay Street Augusta, GA 30901 IN WITNESS WHEREOF, said parties have hereunto set their seals the day and year written below: AUGUSTA GEORGIA (CIT'Y) CONSULTANT $ BY: �-� BY: � �� � PRINTED NAME: �����. D�VI li9 r� V��" PRIN D NAME: v, M tc�I�.4,e, I OS bo/'ne _ , � ���I,�TITLE: MAYOR � TITLE: REGIONAL MANAGER � .�,.,�°,,`""� a � �. .�.`� ` � 4,j !?.F, ���, � '� ti� . � � � ATTEST C��f�p•m=�'�'°�m�� � ''� y �'` �Ca�s Pp �6 P � �� � rJ o" — `� � ci �� $� P �f \ �fp o ' ��•. � �� �� . 1 � 4"�� ' �� `�"' � g '°` x . .�.. t �" �. � `" s� DAT�: � � � �� _�.,� / �,` ��° _� DATE: ZD �o I , ' ' 4,a .' " �:," .��+ '':� ° ��s«.- , �c�n�" , K.y . t s �` & i . Av �3 , s „ n �,' W . :, 1 �: 1. 14 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT _/— - :i�=��[- G E� O R G I A CONSULTANT'S RESPONSIBILITIES CONSULTANT shall review its understanding of the Project requirements with the CITY and shall advise CITY of additional data or services which are not a part of CONSULTANT's services, if any, necessary for work to begin. PROTECT UNDERSTANDING Upon request from the CONSULTANT, CITY may provide all criteria and full information as to CITY's and CONSULTANT'S requirements for this part of the project, including design objectives and constraints, space, capacity and performance requirements, flexibility and expendability, and any budgetary limitations. CONSULTANT may request from the CITY to furnish data, reports, surveys, and other materials that may be relied upon in performing CONSULTANT'S services. REVIEW OF WORK Authorized representatives of the CITY may at all reasonable times review and inspect the project activities and data collected under the Agreement and amendments thereto. All reports, drawings, studies, specifications, estimates, maps and computation prepared by or for the CITY in association with this Agreement shall be subject to review. The CITY may at any time request progress reports, prints or copies of any work performed under this Agreement. Refusal by the CONSULTANT to submit progress reports and/or plans shall be cause to withhold payment to the CONSULTANT until the CONSULTANT complies with the CITY's request in the regard. CONSULTANT'S INSURANCE CONSULTANT will maintain throughout this AGREEMENT the following insurance limits as specified in General Condition 14 - Insurance. CITY'S RESPONSIBILITIES CITY-FURNISHED DATA CIT'Y will provide to CONSULTANT all data in CITY's possession relating to CONSULTANT's services on the PROJECT. CONSULTANT will reasonably rely upon the accuracy, timeliness, and completeness of the information provided by CITY. RIGHT TO ENTER The CONSULTANT will notify all property owners or occupants of the intent to enter properties for the purpose of accomplishing work in accordance with the practices of the CITY. The CONSULTANT shall discuss with and receive approval from the CIT'Y prior to sending notices of intent to enter private property. Upon request by the CONSULTANT, the CITY will 15 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT -/-- _ - ;�=�- G E�� O R G I A provide the necessary documents identifying the CONSULTANT as being in the employ CITY for the purpose described in the Agreement. ADVERTISEMENTS, PERMITS, AND ACCESS Unless otherwise agreed to in the Scope of Services, CITY will obtain, arrange, and pay for all advertisements for bids; permits and licenses required by local, state, or federal authorities; and land, easements, rights-of-way, and access necessary for CONSULTANT's services or PROJECT construction. TIMELY REVIEW CITY will examine CONSULTANT's studies, reports, sketches, drawings, specifications, proposals, and other documents; obtain advice of an attorney, insurance counselor, accountant, auditor, bond and financial advisors, and other consultants as CITY deems appropriate; and render in writing decisions required by CITY in a timely manner. PROMPT NOTICE CITY will give prompt written notice to CONSULTANT whenever CITY observes or becomes aware of any development that affects the scope or timing of CONSULTANT's Services, or of any defect in the work of CONSULTANT. CITY'S INSURANCE CITY will maintain property insurance on all pre-existing physical facilities associated in any way with the PROJECT. LITIGATION ASSISTANCE The Scope of Services does not include costs of CONSULTANT for required or requested assistance to support, prepare, document, bring, defend, or assist in litigation undertaken or defended by CITY. All such Services required or requested of CONSULTANT by CITY, except for suits or claims between the parties to this AGREEMENT, will be reimbursed as additional services. 16 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT _/— - ;i�'--a- G E"� O R G I A ATTACHMENT A- SCOPE OF SERVICES The purpose of this project is to enhance the management, organizational, and operational effectiveness of the Augusta Utilities Department (AUD) and to assist AUD in addressing the goals and objectives identified in the existing and proposed AUD business plan. McKim & Creed (CONSULTANT) proposes to conduct the work in multiple phases with the ultimate goal of creating a revised business plan that will serve you well into the future. The first phase of the project will focus specifically on reviewing the previous AUD business plan and completing a broad assessment of the current operations, management efforts, and initiatives. Those activities will become key elements of the updated business plan. Specific Areas to Review and Act Upon on Behalf of AUD Based on prior discussions, AUD identified several areas related to the current business plan that warrant review and comment in the new, updated business plan. These areas include: • Evaluate existing operational divisions of AUD • Evaluate selected existing standard operating procedures • Identify strengths, critical success factors and barriers of AUD • Develop department and division goals • Develop action plan • Develop recommendations on organizational structure • Create a realistic atmosphere of positive customer service throughout AUD • Create final report • Provide assistance in developing revised brand • Provide assistance in evaluating and enhancing AUD's CMOM program • Review the available and the needed standard operating procedures • Evaluate the relationship among the business plan, master planning efforts, the O&M and capital budgets, and other special purpose processes that are in place for the Department, such as the emergency response plan, security plan, etc. • Evaluate the influence of the business plan on the capital improvement plan (CIP) and other performance benchmarks • Review the level of detail in the existing business plan, and the detail desired in the updated plan • Assure the need for current, up to date data to enhance the effectiveness of the updated business plan 17 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT _/— - :i�'�[-- G E� O R G 1 A • Make assignments of elements of the business plan to individuals and/or divisions, with a realistic timeframe for ixnplementation, and an assurance that no person is over- loaded with assignments such that the individual cannot appropriately fulfill his/her normal responsibilities and the business plari s new responsibilities It is intended that these items will be addressed during the various phases of the project, and specific recommendations will be included in the completed business plan. Scope of Services - Business Plan Phase 1: The objective of Phase 1 is to assess the effectiveness of AUD in addressing and using its current business plan. To accomplish the objective, a management audit will be conducted to identify and prioritize AUD issues and service delivery processes (SDPs). This audit will become the basis for the proposed revisions to the AUD business plan. Specific tasks are identified below. Task 1— Data Collection and Review A. Develop and submit a data request to AUD for data that will support the project. B. Assemble, review, and assimilate written materials requested by CONSULTANT. C. Deliverable: Provide index of requested material to facilitate its use. Task 2 — Kick �ff/Chartering Session Conduct a half day kick-off/chartering meeting to re-introduce AUD to processes that will be used to accomplish this project. Attendees will include a core project team made up of the director, the assistant directors, superintendents and additional members as determined by AUD. A. Establish point of contacts for both AUD and CONSULTANT B. Identify team members for various aspects of the project C. Identify AUD responsibilities D. Identify CONSULTANT responsibilities E. Deliverable: Outline points of contact for AUD and CONSULTANT, identify responsibilities for AUD, and identify responsibilities for McKim & Creed. Task 3 On Tours and Interviews A. Conduct in-depth tours of facilities over three days to supplement previous tours and allow for more detailed discussion with AUD staff pertaining to the facilities being toured. Facilities/operations to be toured, include, but are not necessarily limited to water and wastewater treatment and pumping facilities, engineering, customer 18 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT _/— - :i�'--A[-- G E"� O R G I A service, metering, administrative operations, water distribution, and wastewater collection. B. Conduct interviews with all assistant directors, superintendents, other members of the core team, and additional individuals up to a targeted total of 30 staff inembers that will represent a cross section of the staff and as chosen by the core project team and the CONSULTANT team. It is assumed that the interviews will occur during two, 3-day blocks of time. C. Deliverable: Develop high elevation compilation of observations. Task 4 Self Assessment Process Owner Prioritization Workshop A. Identify and prioritize issues and SDPs B. Conduct a full day workshop to facilitate discussion of SDPs and other potential issues. The workshop team shall be the core project team supplemented by additional staff as determined by the core team. The targeted size of the workshop team is 12-15 individuals. o Apply the z-chart prioritization process, which was used in the development of the current AUD business plan to the issues and SDPs, to develop a priority ordered list. This is a critical list that becomes the basis for action plans and specific assignments. Some of the specific issues that may come out of this activity include: - Enhanced communication with Commission and other stakeholders - Issues impacting future rates and fees - Communication within the organization - Communication with customers and others outside of AUD - Continued movement toward a more proactive mode of operation (previously noted as desired by AUD staf� - Fulfillment of customer needs - Fulfillment of employee needs - Organization structure revisions o Classify or categorize the processes, issues, SDPs into the ten business attributes (utilizing an affinity grouping process) of the Effective Utility Management (EUM), model as established by WEF, AWWA, and others, (see Framework). - Develop summary information related to the number of issues/SDPs associated with each attribute - Assess the overall priority of the issues/SDPs assigned to each Attribute to determine which business atlributes need the most immediate attention. C. Deliverable: Spreadsheet outlining issues and SDPs in priority order. 19 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT -/= - :�=�- (� E'� O R G I _� Task 5— Phase I Technical Memorandum and Presentation of Findings A. Prepare a Technical Memorandum (TM) to document details of the prioritization of processes, issues, and SDPs and their classification into business attributes. Included in the TM will be a spreadsheet to organize issues and SDPs into overall priority order, and a spreadsheet to classify the issues and SDPs into the ten business attributes, by priority order. The TM shall also include a discussion of suggested updates to the current business plan, and the relationship of the business plan to master plans, CIPs, emergency response plans, etc. B. Conduct Phase 1 Workshop (half day) to address the findings of the Phase 1 work and to finalize the work plan for Phase 2. C. Deliverable: Technical memorandum for Phase I work. Phase 2: The workshop conducted at the end of Phase 1 will lay the groundwork and define (with AUD's guidance, approval and acceptance) the work plan for Phase 2 of this project. Phase 2 will begin work on the actual revisions to the AUD business plan. The Phase 2 activities to prepare the updated business plan will include the following tasks: Task 1— Initiation/ Phase 2 Kick-off Meeting A. Conduct the Phase 2 kick-off ineeting with the AUD core team to briefly present the project schedule, planned activities/processes, and data/staff needs; and to clarify/emphasize the overall purpose of this project. The purpose is to develop principal components of the business plan through the development of the action plans associated with each of the evaluated and expanded upon SDP/issue. Other items to be covered in the full day workshop include: B. Review and re-establishment of the vision, mission, values and brand C. Review of the organizational structure for possible upgrade D. Identification of strengths E. Identification of barriers/obstacles F. Identification of critical success factors G. Coordinate with AUD to identify members of each functional team associated with each SDP/issue. H. Prepare and distribute an i.nformation request to supplement the information received as part of previous projects and review data received. I. Deliverables — Outline of Business Plan to be populated as key component of Phase 2 work. 20 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT _/= -!! �,- c �'o x c i � Task 2 - Business Planning A. Facilitate the creation of an update to the mission, the goals, and the responsibilities of each operating division with division leadership. This activity will be conducted during seven half-day workshops with division leadership. B. Review and recommend revisions for department and division organizational structure with Division leadership and core team. This activity will be conducted in conjunction with activity A, above. C. Develop and/or fine tune goals of the department, the division, the section, and the individual; with emphasis on linkage among these goals. D. Review and edit the structure of up to 30 existing individual role (job) descriptions to provide for consistency among divisions and to provide for better understanding of roles with core team. Additional job descriptions may be edited as component of "Additional Services" noted below. Recommended content changes will be submitted to division heads for review/approval to ensure the descriptions meet divisional needs and that there is linkage to divisional and departmental goals. E. Identify the direction and the process of evaluating resource optimization (succession planning) and preparing resources for fulfilling the department's mission for the future. The most important aspects of the next implementation phase of this project are the continued evaluation of processes by conducting additional process mappings of SDPs/issues and the process of knowledge transfer to maximize resource optimization as AUD authorized resource levels become more critical. This activity, which becomes the Training Plan, will target various techniques for providing training in a myriad of topics, the most important of which is continued and enhanced supervisory leadership training. Others include but are not limited to safety, emergency response, security, technical training and customer service. This activity is intended to be a road map of activities which will be carried out in Phase 3. F. Deliverable: First draft of business plan Task 3 - Process Mapping A. Functional teams consisting of those employees who are more directly involved in day- to-day activities will focus on the top 10 SDP/Issues as determined by the core team in Phase 1 of the project 1. Conduct process flow evaluations associated with each of the top 10 SDPs/ issues identified in Phase 1. Additional process flows may be done as component of "Additional Services° noted below. It is assumed that up to 10 half-day process flow evaluation workshops will be conducted with separate functional teams (4 to 6 people). Team members will be assigned based on job responsibilities, a logical fit of needed and available skill sets, and staff more directly involved in the day-to-day issues being evaluated. This task will 21 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT —�= — i� G E� O� R G I A � consist of facilitating the development of process maps of current and future processes/issues by the functional teaxns. For each process being evaluated and mapped, two separate mappings will be developed. The first will entail a concentrated effort to develop the process map to reflect the "as is' scenario, and will include details about how issues and SDPs are currently addressed. The second, or "to be" scenario, will then concentrate on parts of the "as is' scenario for which meaningful improvements in the process can be made, including providing guidance for those improvements. 2. Apply strengths/barriers/critical success factors analysis to SDPs/issues with each of the functional teams. Both versions of the process maps will be used to illustrate the advantages of using the "to be" options. B. Facilitate the development of action plans with the functional teams tasked with implementing SDP changes. Actions plans shall be formalized by the CONSULTANT and will identify specific activities, owners and measurement metrics. It is assumed that there will be approximately ten action plans developed. 1. Consolidate action plans to prevent duplication of efforts for each of the top ten SDPs/Issues. Action plans shall be developed in such a way as to have the ability to measure progress toward AUD's vision, mission and goals. 2. Distribute draft process maps and action plans to functional teams and the core team for review and approval. C. The secondary focus of this task is to expand onto the next 10 SDPs/issues as prioritized by the core team in order to prepare for expansion of efforts for developing a more comprehensive business plan. The purpose of this effort is to maintain the momentum of the SDP process and the productivity of the process mapping while it is still fresh on the staff's minds. This approach will prepare the core team and the small functional teams to move smoothly into the next phase of the project. A part of this process will be the preliminary assessments of appropriate functional teams and suggested assignments and a further consolidation of the remaining SDPs/issues. This shall be conducted as part of a half day project status meeting with the Core Team. D. Deliverable: Completed process flows for those included as part of this task. Task 4 Business Plan — "A Living Process and DocumenY' A. Draft first edition of the revised business plan and submit to the core team for review. The draft business plan will include: 22 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT _�— - ;i�=--a[- G E� O R G I A 1. Purpose 2. Vision, mission, values and brand 3. Description/overview of operating divisions 4. Organizational structure 5. Identification of strengths, weaknesses, critical success factors 6. Departmental and divisional goals 7. Individual role descriptions 8. Service delivery processes/issues/priorities 9. Action plans 10. Evaluation/follow-up 11. Major stand-alone work efforts that become a part of the business plan by reference: a. Strategic/master plan b. Budget c. CIP/needs assessments d. Standard Operating Procedures (SOP) e. Emergency response plan B. Meet to present the business plan and the findings of Phase 2 in a half-day workshop. C. Revise business plan to implement comments from the core team and submit the final document to AUD. D. Develop and present for approval a draft of the business plan. Task 5— Graphics Support for Development of New Brand A. Provide support for development and refinement of the new brand for AUD, to include clarity, resolution, color, and layout of the graphics. B. Research applications to address copyrights or trademarks that would prohibit continued use of the "Water Is Life" logo that has been used by AUD in a different format for several years. C. Make recommendations to AUD for appropriate application of the new brand. Task 6 Standard Operating Procedure Review A. Review existing SOPs in all divisions (Up to maximum of 60 SOPs) B. Solicit input from representative sample of individuals assigned to each divisions by conducting a half day workshop in each division C. Conduct workshop with cross-section of employees to determine SOP needs for the department D. Conduct gap analysis to determine SOP needs to be added to fill the gap between SOPs that exist and SOPs that are needed E. Develop action plan for Phase 3 work to assure that SOP needs will be met. 23 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT _�— - ;i�=�[- G E� U R G I A Proposed Scope of Services - Phase 3- Business Plan Based on previous conversations with AUD staff, it is anticipated that one of the key attributes for AUD to focus attention, after some level of completion of the Business Plan, on continued line employee and leadership team development. The assessment completed in Phase 1, and expanded upon in Phase 2 may identify other areas with equal or even greater priority, but until that is completed, we have developed a general scope of work specifically to address employee training and leadership issues and challenges. The specific objectives of this phase may be revised based on the results of Phase 1 and Phase 2, but may include the following: • Development, enhancement, and expansion of process flow diagram development begun in Phase 2 for the next tier of high priority SDP activities • Budget implications and other financial evaluations • Customer service policy guidance • Incorporation of "knowledge transfer' techniques into the retention plan and succession plan • Continued developments, enhancements, support, and implementation of the leadership training program to facilitate knowledge transfer needs of AUD, to be accomplished in conjunction with the Training Advisory Council - Target all supervisory staff - Active participation by the management team and CONSULTANT team in training sessions and as teachers and leaders - Coordinate the approval of training for certification credits - Target one day of training per quarter for each supervisor • Other training considerations - Customer relations and customer services - Safety - Emergency response - Security - Technical/certification • Update up to 10 SOPs as need is determined in Phase 2 work Compensation for Phase 3 activities is not included in the Project Fee section for Phase 3- Business Plan Scope of Services. To capture the tasks and work products with the highest priorities for AUD, a detailed scope of services, schedule and budget estimate for Phase 3 services will be prepared in coordination with AUD at the completion of Phase 2 activities and contracted as Additional Services. 24 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT _/— - :i�=�- G E� O R G 1 A Scope of Services - CMOM Supporf AUD has requested CONSULTANT to assist the Water Distribution/ Wastewater Collection Division with evaluating and identifying enhancements to AUD's current CMOM program on an as needed basis. Assistance may include but not be limited to: • Reviewing data/documents • Meeting with utility staff to discuss the status of the CMOM program and tour facilities • Updating and enhancing operational standards for cornpliance with the BMPs required for a CMOM program. • Updating, editing and creating procedures and schedules to facilitate the CMOM program with the utility management team and related staff • Working with utility management team to develop documents to enable the procurement of services to implement programs for the CMOM program. • Identifying SOP needs for work related to the CMOM program • Updating current SOPs related to the CMOM program An allowance for CMOM Support Services is included in the Compensation section of this Scope of Services. 25 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT _/— - :i�=�[- G E'�� O R G 1 A Project Administration CONSULTANT shall administer and manage the project scope of services as described herein by conducting the activities described below: A. Provide oversight and facilitation to AUD staff for activities related to the business plan. Interface will be with both the AUD core business planning team and smaller functional teams comprised of four to six staff representing a cross section of skill levels. B. Manage and coordinate activities of the project team. C. Prepare and manage the project schedule. D. Meet with AUD project manager monthly and the core team bi-monthly, by telephone or in person for project progress updates. E. Maintain records filing system. F. Prepare monthly invoices and maintain a cost accounting system. 26 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT _,,�— - ;i�=�- G E� O R G I �1 �' Framework: The framework proposed to be used to complete this project is consistent with the process developed in the recent publication "Effective Utility Management - A Primer for Water and Wastewater Utilities" ("EUM"). EUM identifies "Ten Attributes of Effectively Managed Water Sector Utilities" and provides a process for assessing a utility's effectiveness in addressing each of these attributes. These ten attributes will provide a framework for categorizing and prioritizing AUD issues and areas of concern. The ten attributes are generally defined as follows: 1. Product Quality - Produce potable water, treated effluent, and process residuals in compliance with regulatory and reliability requirements and consistent with customer, public health, and ecological needs. 2. Customer Satisfaction - Provide reliable, responsive and affordable services in line with customer accepted service levels. Maintain responsiveness to customer needs and emergencies. 3. Employee and Leadership Development - Recruit and retain a competent and motivated work force. Provide opportunities for professional and leadership development. Ensure employee institutional knowledge is retained and improved upon over time. 4. O�erational Optimization - Ensure timely, cost-effective, reliable and sustainable performance. Minimize resource use and loss in day to day operations. Anticipate and support timely adoption of improvements. 5. Financial Viabilitv - Maintain an effective balance between long-term debt, operating revenues and expenses, and asset values. Establish rates consistent with community expectations and acceptability, yet adequate to recover costs, provide for reserves, maintain support from rating agencies, and invest in future needs. 6. Infrastructure Stabilitv - Maintain and enhance the condition of assets over the long term with the lowest possible life-cycle cost, acceptable risk, and consistent with anticipated growth and system reliability goals. Assure asset repair and replacement do not disrupt community and create negative consequences. 7. Operational ResiliencX - Utility leadership and staff work together to anticipate and avoid problems (legal, regulatory, financial, environmental, safety, security, and natural disaster.) 8. Community Sustainabilitv - Attentive to the impacts that decisions have on long-term future community and watershed health and welfare. 9. Water Resource AdequacX - Ensures water availability consistent with current and future needs through long-term resource supply planning and conservation. 10. Stakeholder Understandin� and Su�port - Proactive efforts to develop understanding and support from oversight and regulatory bodies related to service levels, rate structures, 27 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT _�— - :i�=��c- G E� O R G I A budgets, capital needs and risk management. Actively involves stakeholders in the decisions that will affect them. In addition to the Ten Attributes, EUM identifies several Keys of Management Success which are also proposed to be used as part of the framework for this project. T'he Keys to Management Success are comprised of management approaches that have proven to be successful historically in managing utilities more effectively. These keys will help to integrate AUD's improvement efforts on issues outlined in the Attributes. The Keys to Management Success are listed below: 1. Leadership 2. Strategic business planning 3. Organizational approaches 4. Measurement 5. Continual improvement management framework Note: Effective Utility Management (EUM) was created in May 2007 by six major water and wastewater organizations and the U.S. Environxnental Protection Agency. The six organizations include: Water Environment Federation (WEF), American Public Works Association (APWA), American Water Works Association (AWWA), National Association of Water Companies (NAWC), National Association of Clean Water Agencies (NACWA), and Association of Metropolitan Water Agencies (AMWA). Effective Utility Management is designed to help water and wastewater utility managers make practical, systematic changes to achieve excellence in utility performance. 28 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT _/— - ;i�=--a[- G E�� O R G 1 A ATTACHMENT B - COMPENSATION The CITY shall compensate the CONSULTANT for services, which have been authorized by the CITY under the terms of this Agreement. The CONSULTANT may submit to the CITY a monthly invoice, in a form acceptable to the CITY and accompanied by all support documentation requested by the CITY, for payment for the services, which were completed during the billing period. The CITY shall review for approval said invoices. The CITY shall have the right to reject payment of any invoice or part thereof if not properly supported, or if the costs requested or a part thereof, as determined solely by the CITY, are unreasonably in excess of the actual phase of completion of each phase. The CIT'Y shall pay each such invoice or portion thereof as approved, provided that the approval or payment of any such invoice shall not be considered to be evidence of performance by the CONSULTANT to the point indicated by such invoice, or of receipt of acceptance by the CITY of the service covered by such invoice. The CITY shall pay any undisputed items contained in such invoices. Each invoice shall be accompanied by a letter progress report describing the total work accomplished for each phase and any problems, which have been encountered, which may inhibit execution of the work. The CONSULTANT shall also submit an accurate updated schedule, and an itemized description of the percentage of total work completed for each phase during the billing period. When the CITY authorizes the CONSULTANT to proceed with additional work authorized in a Task Order, it agrees to pay the CONSULTANT for work completed, on the basis of the standard billing rates shown in Attachment B to the Contract of those principals and employees engaged directly on the work. Overtime may be performed at the discretion of the CONSULTANT, but the premium time portion of the overtime will not be billed to the CITY unless the CONSULTANT has requested acceleration of the scheduled work in writing. Table 1 provides a summary of the Budget Estimate to perform each task item and is used to reference percent complete of each project phase. 29 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT -/= - :�=�- G E" �O R G I A r TABLE 1- Bud et Estimate Phase 1 Cost Totals ask # 1 Data Collection & Review and Facili Tours Pre are List of Re uested Data from AUD $ 1,940.00 Data Review $ 5,848.00 Kick-off Worksho 4 hrs. lus re and minutes) $ 3,274.00 Ex enses $ 360.00 Subtotal $11,422.00 ask # 2 On-Site Interviews Facili tours 3 da s& notes $14,160.00 Interview Pre aration & Plannin $ 1,674.00 Interviews 6 da s $20,000.00 Debrief & note re aration $ 2,236.00 Ex enses $ 3,880.00 Subtotal $41,950.00 Task # 3 Process Owner, Issues & SDP Worksho Worksho Pre aration & Plannin $ 1,674.00 Worksho 1 da $ 4,000.00 Debrief & note re aration $ 1,748.00 Ex enses $ 360.00 Subtotal $ 7,782.00 Task #4 echnical Memorandum & Presentation of Findin s echnical Memorandum Draft $ 5,218.00 Presentation of Findin s to AUD 1 da $ 3,200.00 Revise Technical Memorandum with AUD comments $ 2,768.00 x enses $ 360.00 Subtotal 11,546.00 Phase 2 Task #1 Initiation hase 2 Kick-off Workshop (1 day) including prep and minutes $ 6,236.00 oordination of Functional Team Members $ 1,820.00 re are Information Re uest/ Review $ 1,214.00 x enses $ 360.00 Subtotal $ 9,630.00 30 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT -/— - ;i�=�- G E� O R G I A Task #2 Business Plannin Review of Divisional Mission, Goals & Organizational tructure 4 da s $27,992.00 Develop process for goals from Department to individual $ 9,120.00 Review/edit 'ob descri tions Assumes 30 $10,900.00 Pre are road ma for Phase 3 activities $ 3,792.00 Ex enses $ 2,180.00 Subtotal $53,984.00 Task #3 Process Ma in Process Flow Evaluations of top 10 SDPs/Issues (3 tri s- 6 da s $33,340.00 Action Plans Assumes 10 $13,176.00 Consolidate Action Plans $12,880.00 Preparation for process mapping the 2nd tier 20 DPs/ Issues 1 da $ 6,160.00 Ex enses $ 3,860.00 Subtotal 69,416.00 Task #4 Business Plan Develo draft Business Plan $29,676.00 Presentation of Findings and Draft Business Plan (1 da $ 8,828.00 Revise Business Plan $ 8,906.00 x enses $ 360.00 Subtotal $47,770.00 Administration M, Invoices, etc. $18,782.00 x enses $ 500.00 Subtotal $19,282.00 Total Business Plan U date Phases 1& 2 $272,800.00 31 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT -/— -!'�[-_ G E� O R G� I A Allowances Task #5 Gra hics Su ort for Develo ment of New Brand Develo ment and Refinement of New Brand $ 3,374.00 Research co ri ht/trademark a lications $ 1,774.00 Recommendations for a 1 in New Brand $ 2,354.00 Ex enses $ 0.00 Subtotal $ 7,502.00 $ 7,500.00 ask #6 Standard O eratin Procedure Review Review Existin SOPs in all Divisions Assume 60 $ 4,856.00 olicit input from each Division in 7- half day orksho s over 4 da s $16,296.00 Identify SOP needs for Department in half day worksho $1,600.00 Conduct SOP Ga anal sis $ 2,576.00 Action Plan develo ment $ 3,420.00 Ex enses $ 2,080.00 Subtotal $30,828.00 $30,800.00 Task #7 CMOM Su ort Update and enhance operational standards for com liance $19,992.00 Update/edit/create procedures to facilitate CMOM ro am $14,640.00 ork with utility management team to enable rocurement of services $15,500.00 dentify SOP needs for work related to CMOM ro am $ 8,000.00 U date current SOP's $14,080.00 x enses $ 2,480.00 Subtotal $74,692.00 $75,000.00 Total Allowances $113,300.00 Total Fee $386,100.00 The fee for the scope of services described herein shall not exceed $386,100 based on the Budget Estimates above. Fees will be billed hourly based on CONSULTANTS current rate schedule. 32 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT -/= - ;�=�_ G E"� O R G I A CONSULTANT may alter the distribution of fees between tasks and between Phases, but may not exceed the total fee. Budget Estimate for Phase 1 and Phase 2 of the basic Business Plan update shall not exceed $272,800 without written authorization. Allowances CONSULTANT shall perform the following services after written authorization by AUD. As the actual tasks, work items and the duration are undefined, the allowance/budget estimate serves as a mechanism for AUD to proceed with these services, but also serves as a limit on CONSULTANT'S work, until additional compensation is authorized by AUD and accepted by CONSULTANT. Budget Estimate for Phase 2 Task 5 Graphics Support for Development of New Brand shall not exceed $7,500 without written authorization; Budget Estimate for Phase 2 Task 6 Standard Operating Procedure Review shall not exceed $30,800 without written authorization. Budget Estimate for CMOM Support shall not exceed $75,000 without written authorization. Expenses Out of pocket expenses, mileage reimbursement, outside printing for deliverables, overnight deliveries and courier service will be billed at 1.10 times the actual cost. 33 OF 36 REVISION DATE: June 2011 v M�KIM�CREED v 2011 SCHEDULE OF HOURLY RATES Per Diem Rates Employee Classification (Fee/Hou Principal ........................................................................................................................................... $300.00 Engineering ..................................................................................................................... $230.00 Sr . Project Manager ....................................................................................................................... $170.00 Project Manager ............................................................................................................................. $150.00 Technical Specialist ......................................................................................................................... $230.00 Project Engineer IV ......................................................................................................................... $180.00 Project Engineer III ......................................................................................................................... $160.00 Project Engineer II ........................................................................................................................... $130.00 Project Engineer I ............................................................................................................................ $120.00 Engineer ................................................................................................................................ $110.00 Designer ...................................................................................................................................... $117.00 Designer ........................................................................................................................................ $100.00 Designer ........................................................................................................................................... $78.00 Sr . CAD Technician ........................................................................................................................... $78.00 CAD Technician ................................................................................................................................ $62.00 Sr. Project Administrator ................................................................................................................. $85.00 Administrative Assistant ................................................................................................................. $74.00 Sr. Construction Administrator .................................................................................................... $120.00 Construction Administrator .......................................................................................................... $100.00 Specialty Project Representative ................................................................................ $ ................... 120.00 Sr. Project Representative ............................................................................................................. $100.00 Project Representative ..................................................................................................................... $80.00 Miscellaneous Expenses Mileage for all company-owned vehicles (trucks) will be billed at $0.85/mile. Employee-owned vehicles used for transportation related to the project will be charged at the prevailing federal mileage rate allowed by the IRS at the time the travel occurs. Rates are Valid Through December 31, 2011 v��,��+����,'� UTILITIES DEPARTMENT _' = - ;�=�- G E� O R G I A ATTACHMENT C— LISTING OF KEY PERSONNEL CONSULTANT shall provide qualified personnel to perform its work. The list of key personnel below, including a designated Project Manager will not change or be reassigned without the written approval of the CITY. Those personnel committed for this work are as follows: Joe Stowe - Senior Mana ement Consultant Mike Osborne - Senior Project Mana er Chris Browning - Senior Mana ement Consultant Linda Vaughn Communication/ Customer Service S ecialist 34 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT _/- � i �� G E� O R G I A ATTACHMENT D- SCHEDULE FOR PERFORMANCE Table 2 is provided as an estimated schedule for completion based on notice to proceed by July 4, 2011. The nature of this project is partially based on AUD's staff's level availability and dates given are tentative. TABLE 2 Phase 1 Estimated Com letion Date Task # 1 Data Collection & Review and Facili Tours Au st 22, 20011 Task # 2 On-Site Interviews October 10, 2011 Task # 3 Process Owner, Issues & SDP Worksho October 25, 2011 Task #4 Technical Memorandum & Presentation of Findin s Januar 24, 2012 Phase 2 Task # 1 Initiation Februar 28, 2012 Task # 2 Business Plannin Ma 8, 2012 Task # 3 Process Ma in Jul 24, 2012 ask #4 Business Plan October 10, 2012 Administration October 10, 2012 Allowances Task #5 Gra hics Su ort for Develo ment of New Brand TBD Task #6 Standard O eratin Procedure Review TBD Task #7 CMOM Su ort TBD The Business Plan Phases 1 and 2 tasks described herein shall be completed by October, 2012 unless the period of service is extended by mutual agreement of both parties. The proposed schedule for Phase 3 tasks shall be determined following completion of Phase 2 and upon approval of AUD. The CMOM Support Scope of Services shall be completed concurrently with the Business Plan Phases 1 and 2 Scope of Services beginning on the effective date of authorization to proceed unless the period of service is extended by mutual agreement of both parties. 35 OF 36 REVISION DATE: June 2011 UTILITIES DEPARTMENT -/= - :�=�- — c�'o x c i a ADDITIONAL SERVICES: 1. A revision to the contract documents to extend the limits of the project after this AGREEMENT has been executed by the CITY. 2. Other revisions required by the CITY or other government agency at their request will be considered an additional service. 3. Out-of-town meetings or conferences required of the CONSULTANT by the CITY not assumed in project. 4. Phase 3- Business Plan Proposed Scope of Services 5. Additional meetings, workshops, and tasks not specifically identified herein 6. Other not described above, as approved by the CITY. 36 OF 36 REVISION DATE: June 2011