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18-053.00 LA Consulting: Evaluation of Maintenance Programs AGREEMENT FOR SERVICES LA Consulting,Inc. Evaluation of Maintenance Programs Contract#- 18-053 THIS AGREEMENT is made by and between the City of Spokane Valley,a code City of the State of Washington, hereinafter "City" and LA Consulting, Inc. hereinafter "Consultant," jointly referred to as "Parties." IN CONSIDERATION of the terms and conditions contained herein,the Parties agree as follows: 1.Work to Be Performed. Consultant shall provide all labor,services,and material to satisfactorily complete the Scope of Services,attached as Exhibit A. A. Administration. The City Manager or designee shall administer and be the primary contact for Consultant. Prior to commencement of work,Consultant shall contact the City Manager or designee to review the Scope of Services, schedule, and date of completion. Upon notice from the City Manager or designee,Consultant shall commence work,perform the requested tasks in the Scope of Services, stop work, and promptly cure any failure in performance under this Agreement. B. Representations. City has relied upon the qualifications of Consultant in entering into this Agreement. By execution of this Agreement,Consultant represents it possesses the ability,skill,and resources necessary to perform the work and is familiar with all current laws,rules,and regulations which reasonably relate to the Scope of Services. No substitutions of agreed-upon personnel shall be made without the prior written consent of City. Consultant represents that the compensation as stated in paragraph 3 is adequate and sufficient for the timely provision of all professional services required to complete the Scope of Services under this Agreement. Consultant shall be responsible for the technical accuracy of its services and documents resulting therefrom, and City shall not be responsible for discovering deficiencies therein. Consultant shall correct such deficiencies without additional compensation except to the extent such action is directly attributable to deficiencies in City-furnished information. C.Standard of Care. Consultant shall exercise the degree of skill and diligence normally employed by professional consultants engaged in the same profession,and performing the same or similar services at the time such services are performed. D. Modifications. City may modify this Agreement and order changes in the work whenever necessary or advisable. Consultant will accept modifications when ordered in writing by the City Manager or designee, so long as the additional work is within the scope of Consultant's area of practice. Compensation for such modifications or changes shall be as mutually agreed between the Parties. Consultant shall make such revisions in the work as are necessary to correct errors or omissions appearing therein when required to do so by City without additional compensation. 2. Term of Contract. This Agreement shall be in full force and effect upon execution and shall remain in effect until completion of all contractual requirements have been met as determined by City. Consultant shall Contract#: 18-053 LA Consulting,Inc. Page 1 of 6 f complete its work by December 31,2018,unless the time for performance is extended in writing by the Parties. Either Party may terminate this Agreement for material breach after providing the other Party with at least 10 days'prior notice and an opportunity to cure the breach. City may,in addition,terminate this Agreement for any reason by 10 days'written notice to Consultant. In the event of termination without breach,City shall pay Consultant for all work previously authorized and satisfactorily performed prior to the termination date. 3.Compensation. City agrees to pay Consultant$79,555,(which includes Washington State Sales Tax if any is applicable) as full compensation for everything done under this Agreement, as set forth in Exhibit B. Consultant shall not perform any extra, further, or additional services for which it will request additional compensation from City without a prior written agreement for such services and payment therefore. 4. Payment. Consultant shall be paid monthly upon presentation of an invoice to City. Applications for payment shall be sent to the City Finance Department at the below-stated address. City reserves the right to withhold payment under this Agreement for that portion of the work(if any)which is determined in the reasonable judgment of the City Manager or designee to be noncompliant with the Scope of Services,City standards,City Code,and federal or state standards. 5. Notice. Notices other than applications for payment shall be given in writing as follows: TO THE CITY: TO THE CONSULTANT: Name:Christine Bainbridge,City Clerk Name:LA Consulting,Inc Phone:(509)720-5000 Phone:310-374-5557 Address: 10210 East Sprague Avenue Address: 124 1 Ph Street Spokane Valley, WA 99206 Manhattan Beach,CA 90266 6.Applicable Laws and Standards. The Parties,in the performance of this Agreement,agree to comply with all applicable federal,state,and local laws and regulations. Consultant warrants that its designs,construction documents,and services shall conform to all federal,state,and local statutes and regulations. 7. Certification Regarding Debarment, Suspension, and Other Responsibility Matters — Primary Covered Transactions. A.By executing this Agreement,the Consultant certifies to the best of its knowledge and belief that it and its principals: 1. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or agency; 2. Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local)transaction or contract under a public transaction;violation of federal or state antitrust statutes or commission of embezzlement,theft,forgery,bribery,falsification or destruction of records,making false statements,or receiving stolen property; 3. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (federal, state, or local) with commission of any of the offenses enumerated in • Contract#: 18-053 LA Consulting,Inc. Page 2 of 6 3/4/)//6/ • paragraph(A)(2)of this certification;and 4. Have not within a three-year period preceding this application/proposal had one or more public transactions(federal,state, or local)terminated for cause or default. B. Where the prospective primary participant is unable to certify to any of the statements in this certification,such prospective participant shall attach an explanation to this Agreement. 8.Relationship of the Parties. It is understood and agreed that Consultant shall be an independent contractor and not the agent or employee of City,that City is interested in only the results to be achieved,and that the right to control the particular manner,method,and means in which the services are performed is solely within the discretion of Consultant. Any and all employees who provide services to City under this Agreement shall be deemed employees solely of Consultant. The Consultant shall be solely responsible for the conduct and actions of all its employees under this Agreement and any liability that may attach thereto. 9.Ownership of Documents. All drawings,plans,specifications,and other related documents prepared by Consultant under this Agreement are and shall be the property of City, and may be subject to disclosure pursuant to chapter 42.56 RCW or other applicable public record laws. The written, graphic, mapped, photographic, or visual documents prepared by Consultant under this Agreement shall, unless otherwise provided, be deemed the property of City. City shall be permitted to retain these documents, including reproducible camera-ready originals of reports,reproduction quality mylars of maps,and copies in the form of computer files, for the City's use. City shall have unrestricted authority to publish, disclose, distribute,and otherwise use,in whole or in part,any reports,data,drawings,images,or other material prepared under this Agreement,provided that Consultant shall have no liability for the use of Consultant's work product outside of the scope of its intended purpose. 10.Records. The City or State Auditor or any of their representatives shall have full access to and the right to examine during normal business hours all of Consultant's records with respect to all matters covered in this Agreement. Such representatives shall be permitted-to audit,examine,make excerpts or transcripts from such records,and to make audits of all contracts,invoices,materials,payrolls,and record of matters covered by this Agreement for a period of three years from the date final payment is made hereunder. 11. Insurance. Consultant shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by Consultant,its agents,representatives,employees,or subcontractors. A.Minimum Scope of Insurance. Consultant shall obtain insurance of the types described below: 1.Automobile liability insurance covering all owned,non-owned,hired,and leased Vehicles. Coverage shall be written on Insurance Services Office(ISO)form CA 00 01 or a substitute form providing equivalent liability coverage. 2. Commercial general liability insurance shall be at least as broad as ISO occurrence form CG 00 01 and shall cover liability arising from premises,operations,stop-gap independent contractors and personal injury,and advertising injury. City shall be named as an additional insured under Consultant's commercial general liability insurance policy with respect to the work performed for the City using an additional insured endorsement at least as broad as ISO • CG 20 26. Contract#: 18-053 LA Consulting,Inc. Page 3 of 6 3/z24 3.Workers' compensation coverage as required by the industrial insurance laws of the State • of Washington. B.Minimum Amounts of Insurance. Consultant shall maintain the following insurance limits: 1.Automobile liability insurance with a minimum combined single limit for bodily injury and property damage of no less than$1,000,000 per accident. 2.Commercial general liability insurance shall be written with limits no less than$1,000,000 for each occurrence,and$2,000,000 for general aggregate. C.Other Insurance Provisions. The policies are to contain,or be endorsed to contain,the following provisions for automobile liability and commercial general liability insurance: 1.Consultant's insurance coverage shall be primary insurance with respect to the City. Any insurance,self-insurance,or insurance pool coverage maintained by City shall be in excess of Consultant's insurance and shall not contribute with it. 2.Consultant shall fax or send electronically in.pdf format a copy of insurer's cancellation notice within two business days of receipt by Consultant. 3.If Consultant maintains higher insurance limits than the minimums shown above,City shall be insured for the full available limits of commercial general and excess or umbrella liability maintained by Consultant, irrespective of whether such limits maintained by Consultant are greater than those required by this Agreement or whether any certificate of insurance furnished to the City evidences limits of liability lower than those maintained by Consultant. 4. Failure on the part of Consultant to maintain the insurance as required shall constitute a material breach of the Agreement,upon which the City may,after giving at least five business days'notice to Consultant to correct the breach,immediately terminate the Agreement,or at its sole discretion, procure or renew such insurance and pay any and all premiums in • connection therewith,with any sums so expended to be repaid to City on demand,or at the sole discretion of the City,offset against funds due Consultant from the City. D.Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M.Best rating of not less than A:VII. E. Evidence of Coverage. As evidence of the insurance coverages required by this Agreement, Consultant shall furnish acceptable insurance certificates to the City Clerk at the time Consultant returns the signed Agreement,which shall be Exhibit C. The certificate shall specify all of the parties who are additional insureds,and shall include applicable policy endorsements,and the deduction or retention level.Insuring companies or entities are subject to City acceptance. If requested,complete copies of insurance policies shall be provided to City. Consultant shall be financially responsible for all pertinent deductibles, self-insured retentions,and/or self-insurance. 12.Indemnification and Hold Harmless. Consultant shall,at its sole expense,defend,indemnify,and hold harmless City and its officers, agents, and employees, from any and all claims, actions, suits, liability, loss, costs,attorney's fees,costs of litigation,expenses,injuries,and damages of any nature whatsoever relating to or arising out of the wrongful or negligent acts, errors, or omissions in the services provided by Consultant, Contract#: 18-053 LA Consulting,Inc. Page 4 of 6 .�! p Sf/ •Z�D Consultant's agents, subcontractors, subconsultants, and employees to the fullest extent permitted by law, subject only to the limitations provided below. Consultant's duty to defend,indemnify,and hold City harmless shall not apply to liability for damages arising out of such services caused by or resulting from the sole negligence of City or City's agents or employees pursuant to RCW 4.24.115. Consultant's duty to defend,indemnify,and hold City harmless against liability for damages arising out of such services caused by the concurrent negligence of(a)City or City's agents or employees,and(b)Consultant, Consultant's agents, subcontractors, subconsultants and employees, shall apply only to the extent of the negligence of Consultant,Consultant's agents, subcontractors,subconsultarits,and employees. Consultant's duty to defend,indemnify,and hold City harmless shall include,as to all claims,demands,losses, and liability to which it applies,City's personnel-related costs,reasonable attorneys'fees,the reasonable value of any services rendered by the office of the City Attorney, outside consultant costs, court costs, fees for collection,and all other claim-related expenses. Consultant specifically and expressly waives any immunity that may be granted it under the Washington State Industrial Insurance Act,Title 51 RCW. These indemnification obligations shall not be limited in any way by any limitation on the amount or type of damages,compensation,or benefits payable to or for any third party under workers' compensation acts, disability benefit acts, or other employee benefits acts. Provided, that Consultant's waiver of immunity under this provision extends only to claims against Consultant by City, and does not include,or extend to,any claims by Consultant's employees directly against Consultant. Consultant hereby certifies that this indemnification provision was mutually negotiated. 13.Waiver. No officer, employee,agent,or other individual acting on behalf of either Party has the power, right,or authority to waive any of the conditions or provisions of this Agreement. A waiver in one instance shall not be held to be a waiver of any other subsequent breach or nonperformance. All remedies afforded in this Agreement or by law shall be taken and construed as cumulative and in addition to every other remedy provided herein or by law. Failure of either Party to enforce at any time any of the provisions of this Agreement or to require at any time performance by the other Party of any provision hereof shall in no way be construed to be a waiver of such provisions nor shall it affect the validity of this Agreement or any part thereof. 14. Assignment and Delegation. Neither Party may assign, transfer, or delegate any or all of the responsibilities of this Agreement or the benefits received hereunder without prior written consent of the other Party. 15.Subcontracts. Except as otherwise provided herein,Consultant shall not enter into subcontracts for any of the work contemplated under this Agreement without obtaining prior written approval of City. 16.Confidentiality. Consultant may,from time-to-time,receive information which is deemed by City to be confidential. Consultant shall not disclose such information without the prior express written consent of City or upon order of a court of competent jurisdiction. 17. Jurisdiction and Venue. This Agreement is entered into in Spokane County, Washington. Disputes between City and Consultant shall be resolved in the Superior Court of the State of Washington in Spokane County. Notwithstanding the foregoing,Consultant agrees that it may,at City's request,be joined as a party in any arbitration proceeding between City and any third party that includes a claim or claims that arise out of,or Contract#: 18-053 LA Consulting,Inc. Page 5 of 6 3/• Zz' 1 that are related to Consultant's services under this Agreement. Consultant further agrees that the Arbitrator(s)' decision therein shall be final and binding on Consultant and that judgment may be entered upon it in any court having jurisdiction thereof. 18. Cost and Attorney's Fees. The prevailing party in any litigation or arbitration arising out of this Agreement shall be entitled to its attorney's fees and costs of such litigation(including expert witness fees). 19. Entire Agreement. This written Agreement constitutes the entire and complete agreement between the Parties and supersedes any prior oral or written agreements. This Agreement may not be changed,modified,or altered except in writing signed by the Parties hereto. 20. Anti-kickback. No officer or employee of City, having the power or duty to perform an official act or action related to this Agreement shall have or acquire any interest in this Agreement, or have solicited, accepted, or granted a present or future gift, favor, service, or other thing of value from any person with an interest in this Agreement. 21.Business Registration. Prior to commencement of work under this Agreement,Consultant shall register with the City as a business if it has not already done so. 22.Severability. If any section,sentence,clause,or phrase of this Agreement should be held to be invalid for any reason by a court of competent jurisdiction,such invalidity shall not affect the validity of any other section, sentence,clause,or phrase of this Agreement. 23.Exhibits. Exhibits attached and incorporated into this Agreement are: A. Scope of Services B. Fee proposal C. Insurance Certificates 1 The Parties have executed this Agreement this Z.{4ay of Ailar-C 1. ,20 to. CITY OF SPOKANE VALLEY Consult<nt: / AY ,(14---C _. —aiiL11:4411. Mark Calhoun,City Manager By./ Its: A ••rized Representative AT S/. 911‘-'4 1-21- i ......._ ristine Bainbridge,City Clerk APPROVED S TO FO __,174.)7 c7.?j Offic the e Attorne y Contract#: 18-053 LA Consulting,Inc. Page 6 of 6 3Z �yi Proposed Scope of Services This project is an analysis of existing programs and an evaluation of the current performance of those programs for the Street Maintenance program. LAC will conduct observations and create an infozmationaI • baseline which will produce an outline of the City's specific needs and uncover tangible opportunities for improving current operational and system needs. We will.then be able to provide implementable recommendations specific to opportunities within the group for improving maintenance programs in street maintenance along with an implementation plan. TASK Al—PROJECT INITIATION • The following tasks are intended to familiarize City staff with the approach LAC will execute during the evaluation.These tasks will also serve to educate LAC of the work processes utilized and features found in the City;as well as allow for the collection of information regarding current operations and business practices through input from Street Maintenance' staff,management and City Administration. TASK A1.I—PROJECT STARTUP LAC will initiate the project immediately after the contract is signed and conduct an initial meeting with the key City staff including the Public Works Maintenance Superintendent and the Managers and Supervisors of Street Maintenance,to review the City's objectives and their perception of the approach to the work.Structured interviews will also be conducted with key leadership and various other staff that have a major impact on the controlling and directing of maintenance. Further, overview site visits will be conducted by the LAC team who will be evaluating general work performed and observing all assets that exist. The purpose of these sessions is to develop working relationships with key staff and gain a general understanding of each of the objectives, and to further refine our approach and methodology to accommodate the City specific needs and desires. End Product: Key City staff will be consulted and ideas for process/methods will be prepared. TASKAI.2—PREPARE DETAILED WORK PLAN • Based on our observations and discussions with each group in the initial task,LAC wilt prepare a detailed schedule and work plan. End Product:A detailed schedule will be prepared. TASKAI.3—ESTABLISH REVIEW COMMITTEE A Street Maintenance Review Committee will be established and consist of selected field and office operational personnel,as well as key City Executive and Management representatives.They will work with the project team throughout the project during major milestones to promote a sound understanding of the analysis process and ensure the credibility of the findings and recommendations of LAC.The City should also appoint an in-house coordinator to assist in researching and compiling required operational • data and act as a liaison. Finally,a series of two(2)meetings will be conducted,outlining the process being planned. End Product: A Street Maintenance Review Committee and study coordinator appointed to work with • LAC to ensure study credibility and assist in data research. TASKA1.4—CONDUCT ORIENTATION A general orientation session outlining roles,approach,schedule,and potential obstacles will be conducted during the second week of the on-site effort for the project. In addition,a review of the systematic approach along with operational data that will be researched and compiled,will be given to all Committee members and available employees, along with the results and benefits that can be expected from the implementation. End Product: A uniform understanding between staff participating in the study and LAC. LA Consulting,Inc.—January 31, 2018 8 City of Spokane Valley, WA T/Z4tor • TASK A2—DATA COLLECTION AND BASELINE PREPARATION LAC will begin interviewing staff and collecting data on all aspects of the City's current Street Maintenance programs through a series of sub-tasks as described below. TASK A2.1—WORK HISTORY(CITY PERFORMS--LAC ANALYZES) A compilation of work performed by major activity will be made for a multi-year basis.Examples for a fiscal year would be number of acres sprayed and number of signs replaced. In addition,any support contract information will be obtained to capture all work efforts. Also,cost, work units,and contractual scope with quality and quantity measurements will be compiled. End Product:A history of maintenance and operational activities for Street Maintenance. TASKA2.2—FEATURES INVENTORY AND ASSET COLLECTION REVIEW(CITY PERFORMS—LAC ANALYZES) LAC will estimate summaries of the inventories of infrastructure features that relate to work being performed using existing files, information from staff,and observations to determine initial values.The City will assist in the actual research. End Product: An estimate of infrastructure features with a list of assets to be inventoried. TASK A2.3—RESOURCE DATA (CITY PERFORMS—LAC ANALYZES) LAC will request a listing by general category for labor,equipment,and material resources using existing personnel and equipment files,information of maintenance staff,and field and office observations.If these are not readily available, unit costs will be estimated.Further,LAC will calculate an estimate of avoidable overhead that could be applied to labor costs. End Product: Resource data will be collected. TASK A2.4—FINANCIAL RESOURCE DATA (CITY PERFORMS—LAC ANALYZES) The existing systems will be identified,along with past budgetary information,and will be used to collect the financial data. Workloads will be compiled from a combination of material records,time sheets,field and historical estimates. This would include budgeted dollars and those actually spent.Both in house and contract numbers will be complied. End Product: Workload and financial data will be captured. TASKA2.5—POLICIES AND GOALS(CITY PERFORMS—LAC ANALYZES) An analysis of current policies(union agreements,policies, inter-local agreements,etc.)established by • the City will be conducted,and any impact on the Street Maintenance' operational and maintenance systems will be determined.The documented vision,mission,and strategic goals will be reviewed versus actual employee's direction and core competencies. End Product:A review of City and Department policies and direction. TASK A2.6—MANAGEMENT APPROACH AND PREPARATION OF BASELINE PAPER All key strategic goals for Street Maintenance' functions identified in structured interviews will be further analyzed.The scheduling methods and assignment of work processes will be recorded and discussed.The work-orders or log items that track work performed and hours/resources expended will be identified and observed. Finally,the control mechanisms will be evaluated.These work processes will be completely outlined and documented in a short summary,along with the outline of general assignments and the responsibilities of staff. LAC will outline general workflows which will be documented in a concise 20- 30 page working paper. Further,LAC will present baseline information to all maintenance and operations supervisors for their input. • LA Consulting,Inc.—January 31, 2018 9 City of Spokane Valley, WA /7-?Itel End Product: Define basic existing processes in a concise working paper(20-30 pages). TASK A3—EVALUATE OPPORTUNITIES The LAC team will use collected information and previous experience to evaluate opportunities where improvements can occur through comparisons to various other groups within the City,other comparable agencies,published benchmark data, and LAC's background.The following sub-tasks will be performed • in this effort: TASK A3.1— WORK FLOW ANALYSIS The ideal workflow from the American Street Maintenance Association(APWA)and National Association of City Engineers(NACE),will be compared to the actual processes being utilized within in the City to determine the best practices.The current mission,vision,and goals will be compared to existing business processes and those of other successful benchmark agencies. TASKA3.2— WORK METHOD A sample of several key activities at each yard or within each group will be observed in the field,with crew size,equipment used,work method(s),quality of work,and productivity noted. Using consultants' experience,discussions with staff,and other agency data,comparisons and opportunities for improvement will be identified along with a flow chart of the work processes. Select crews will be observed in the field, to understand work methods and their impacts. TASKA3.3—RESOURCE AND ORGANIZATION EVALUATION Information collected in previous tasks will be stored in an internal work model database. Using estimated frequencies or levels of service(LOS),LAC will estimate a workload and the resources needed to meet • this LOS.Further,LAC will review the operational structure versus actual day-to-day operations. Spans of control, staff mix,skills and turnover, leave, and management parameters will be reviewed and benchmarked. LAC's work model would then estimate the staffing that matches the City's desired service levels and related workload. • TASK A3.4— WORKLOAD AND PLAN Using the information from previous tasks and discussions,the procedures used by the City to develop annual maintenance budgets will be examined. This review will focus upon the relationship of funding to workload.Other areas covered will include sources of funding, allocation of the funds,the impact of funding and workload changes/constraints,and how maintenance expenditures are justified. LAC will use a work planning model to project the activity work with estimates of labor hours,accomplishment and productivity. TASKA3.5—TECHNOLOGY EVALUATION LAC will review the current databases,existing software platforms,and associated data models for all infrastructures and system operations related to various maintenance and operational functions.LAC will review and establish a general logic flow will be developed. LAC will also interview the key employees that manage the databases.An outline of the City's current automated systems with functions that are operational and any efforts needed to meet the desired goals will be prepared.A comparison of the • existing City operations will be made. TASK A3.6—BENCHMARKING A group of comparable agency performance parameters from no less than three(3)agencies will be compared to those of the City.Items as level of service,crew size and average production wilt be compared. In addition, overall parameters such as price per inventory(miles of streets and ditch line, LA Consulting,Inc.—January 31, 2018 10 City of Spokane Valley,WA 3z <e acres covered,etc.)and labor per inventory(miles of ditch line, miles of street,acres covered, etc.)would be compared at a macroscopic overview level.Further,detailed comparisons of major activities,cost, methods,and techniques will also occur. Available industry benchmark from industry associations and professional orgaizations(ASCE,ACEC,ICMA and NACE).The benchmarks and contract key performance indicators,LOS and methodologies being used as well as compare to LAC's extensive actual agency data. End Product: A complete compilation of opportunities to improve operations will be compiled. TASK A4—DOCUMENT AND PRESENT FINDINGS AND RECOMMENDATIONS • The findings will be compiled,documented,and presented to the Review Committee and general staff for review and further discussion. Initial findings presentations will be made to both the Committee and to all Street Maintenance' employees in a series of meetings(2). Further,after the presentations,the information will be assembled into a working paper and submitted. Upon receiving comments,the findings and baseline information will be used to guide and outline a series of initial recommendations. LAC will present the initial recommendations to both the Committee and to impacted Street Maintenance' employees in a series of three meetings(3). After the final recommendations presentation,a draft report will be compiled and submitted to the Committee for their comments. End Product: Working paper that documents initial findings(20-30 pages)with a draft report that outlines the effort to improve the City's Street Maintenance. TASK AS—DOCUMENT ACTION PLAN WITH RECOMMENDATIONS The action plan report will be finalized after meeting with City staff, with all input and feedback considered.A final report will be submitted to include explicit recommendations for more effective and efficient operations.The focus will be on working with the employees at all levels from management, supervisors,and line staff to develop a"play book"or action plan.The final report will include an executive summary,baseline, findings and recommendations sections covering policy,operational, procedural and organizational issues. End Product: A final report with baseline operations,evaluation findings and recommendations. TASKA6—DEVELOP STEP-BY-STEP IMPLEMENTATION PLAN AND TIMELINE Once ail goals and needs for a best approach have been identified,a detailed implementation plan and ' timeline will be created.The plan will include step-by-step processes to implement the final report recommendations,with a specific timeline by tasks within the plan. End Product: A.complete implementation plan and timeline will be created. TASK A 7—MONTHLY STATUS AND QUALITY CONTROL Monthly status reports will be prepared for the City.These reports will include a listing of all the project tasks with a summary status and a percent complete for each task. End Product: Monthly status report will be provided. • LA Consulting, Inc.—January 31,2018 11 City of Spokane Valley, WA PROPOSED SCHEDULE This project is predicted to take six months,yet could be influenced by the City's participation, which could affect the project schedule. Spokane Valley Evaluation Months Task No.Task Description 1 2 3 4 5 6 Al PROJECT INITIATION 1 A2 DATA COLLECTION AND BASELINE PREPARATION A3 EVALUATE OPPORTIJN1TtES A4 DOCUMENT AND PRESENT FINDINGS AND RECOMMENDATIONS AS DOCUMENT ACTION PLAN WITH RECOMMENDATIONS 4 A6 DEVELOP STEP•SY•STEP IMPLEMENTATION PLAN AND TIMELINE A7 MONTHLY STATUS AND QUALITY CONTROL ---rrr.r--r.... .rrrrWer— SUPPORT LAC's successful process outlined in our scope along with our experience in various projects uses considerable employee involvement. For adherence schedule,the following must occur: • Provide Project Coordinator with some City background. • Staff must be made available for interviews. • Assistance provided to schedule meetings,presentations locations,yards,etc. • • Key staff must attend all relevant meetings. • Documents requested must be produced within ten days of request. • Provide data in electronic formats to expedite the process. • The documents produced must be reviewed by the City in less than ten working days. • Provide relevant input with support data for working papers used for data collection. • Staff must be available for meetings and follow-up within a two weeks' notice. If the above is not readily achievable a more easily attainable and longer schedule can be planned. LA Consulting, Inc.—January 31,2018 12 City of Spokane Valley, WA #2_. 3/2Z Consulting, Inc. March 5, 2018 Mr. John Hohman,PE City of Spokane Valley 10210 E Sprague Avenue Spokane Valley WA 99206 jhohman@spokanevalley.org (509) 720-5004 Subject: Cost Proposal to Provide Professional Consulting Services for Evaluations of Maintenance Programs to the City of Spokane Valley Dear Mr. Hohman: Pursuant your request,we have compiled our cost estimate for the scope of work we submitted with our qualifications on January 31St.Further, we reviewed the submitted information from budgets, organizational charts and various service contracts and incorporated that in the cost • estimate. LA Consulting,Inc. (LAC) a certified SBE, is pleased to submit this subject response. We have the capability, desire,resources, and experience to do this job and this type of project is LA Consulting's specialty. This is a challenging assignment. We look forward to sharing our unique approach to developing and helping the City in identifying best practices to be applied to the Public Works Department. We look forward to any opportunity to further demonstrate our capabilities to the City. Let us know if you need additional information or need any further clarification. Sincerely, Harry C.Lorick,P.E.,PTOE,PWLF Principal Enclosure Phone:310-374-5777•Fax:310-374-5557•email: info©laconsulting.com Mailing Address:124 11"'Street•Manhattan Beach,CA 90266 www.laconsulting.com �.� Spokane Valley Cost Estimate COST LAC is comfortable,having done similar projects, to estimate the cost by task in a lump sum costing basis. Our experience in this type of effort and our understanding of the scope allows us to use our experience to make these estimates. As shown in the figure below, the cost for the 7 tasks is $79,555. This includes all cost for labor, travel, lodging and supplies. Tasks were estimated based on our current understanding of the City's needs, along with incorporation of the City's desires and relevant business practices. COST BY TASK Spokane Valley Evaluation Task No. Task Description Task Amount Al PROJECT INITIATION $ 10,578 A2 DATA COLLECTION AND BASELINE PREPARATION $ 18,511 A3 EVALUATE OPPORTUNITIES $ 11,459 A4 DOCUMENT AND PRESENT FINDINGS AND RECOMMENDATIONS $ 13,443 A5 DOCUMENT ACTION PLAN WITH RECOMMENDATIONS , $ 12,782 A6 DEVELOP STEP-BY-STEP IMPLEMENTATION PLAN AND TIMELINE $ 8,815 A7 MONTHLY STATUS AND QUALITY CONTROL $ 3,967 Total Hours Total Cbst $ 79,555 Rates Though a lump sum project,rates are provided should the City desire additional undefined services. • 1 /is, Spokane Valley Cost Estimate LA CONSULTING, Inc. 2018 Rates JOB CATEGORY HOURLY RATE Administrative $83 Technician/Graphics Support $95 Asst Consultant $123 Consultant $154 Sr.Consultant $195 Associate $200 Senior Associate $230 Principal $242 Expert Witness $500 A11 out of pocket expenses will be billed at cost with a 10%markup for administrative and processing efforts.Mileage is$.56/mile.Rates are current as of Ja*nary 1,2018. Rates are adjusted annually with next adjustment on July 1,2019. 2 • / ® DATE(MM/DD/YYYY) ACGR[7 CERTIFICATE OF LIABILITY INSURANCE 03/26/2018 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME: Marsh Sponsored Programs PHONE 800-336-1391 FAX,No):886-621-3173 a division of Marsh USA Inc. E-MAIL o.ExO: PO Box 14404 pDDREs:aeclientreguest@marsh.com Des Moines IA 50306 INSURER(S)AFFORDING COVERAGE NAIC# INSURER A:Hartford Accident & Indemnity Co 22357 INSURED INSURER B:Sentinel Insurance Company Ltd 11000 LA Consulting, Inc. INSURER C: 1209 Manhattan Ave., Ste.310 INSURER D: Manhattan Beach, CA 90266 INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POUGES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR R TYPE OF INSURANCE ADDL SUER POLIPOLICY NUMBER (MMMIDCD/YYYY) (MMM//D�YYY) LIMITS P LTR INSR WVD A GENERAL LIABILITY y y 84SBWEH5998 11/01/2017 11/01/2018 EACH OCCURRENCE $1,000,000 AMAGE TO RENTED X COMMERCIAL GENERAL LIABILITY Prof. Liab. Exci. PREMSES(Eaoccurrence) $1,000,000 CLAIMS-MADE X OCCUR MED EXP(Any one person) $10,000 PERSONAL&ADV INJURY $1,000,000 GENERAL AGGREGATE $2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS-COMP/OP AGO $2,000,000 7 POLICY n j ri LOC $ A AUTOMOBILE LIABILITY Y Y 84SBWEH5998 11/01/2017 11/01/2018 COMBINED SINGLE LIMIT (Ea accident) $1,000,000 ANY AUTO BODILY INJURY(Per person) $ ALL OWNED SCHEDULED BODILY INJURY(Per accident) $ AUTAUTOS X HIRED AUTOS X AUTOS ED (Per accidentDAMAGE $ — $ ) A X UMBRELLALIAB X OCCUR 84SBWEH5998 11/01/2017 11/01/2018 EACH OCCURRENCE $1,000,000 _ EXCESS LIAB CLAIMS-MADE _AGGREGATE 51,000,000 DED X RETENTION$10,000 $ B WORKERS COMPENSATION Y 84WEGBM4189 11/01/2017 11/01/2018 x TOR LIMITS OER AND EMPLOYERS LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVEn NIA E.L.EACH ACCIDENT $1,000,000 OFFICER/MEMBER EXCLUDED? (Mandatory In NH) E.L.DISEASE-EA EMPLOYEE$1,000,000 If yesdescribe under DCS(RIPTION OF OPERATIONS below EL DISEASE-POLICY LIMIT $1,000,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES(Attach ACORD 101,Additional Remarks Schedule,IT more space Is required) Re:Contract # - 18-053 City of Spokane Valley is named as additional insured on the above referenced policies when required by written contract. Primary and noncontributory applies to GL and Auto when required by written contract. Waiver of subrogation is included in favor of the additional insured when required by written contract. 30 days notice of cancellation will be given to cert holder per policy endorsement. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. City of Spokane Valley AUTHORIZED ENTATIVE 10210 East Sprague Avenue IV/-/I.�.Vo>/„� Spokane Palley, WA 99206 ©1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25(2010/05) The ACORD name and logo are registered marks of ACORD