HomeMy WebLinkAbout05- HDR Engineering, Inc.; Wastewater Treatment Plant - Professional Services Agreement
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PROFESSIONAL SERVICES AGREEMENT
Scope For CAPITAL FUNDING ASSISTANCE AND LEGISLATIVE
REPRESENTATION
TInS IS AN AGREEMENT made as of November 7 .2005, between THE CITY OF BOZEMAN, a
Municipal Corporation, P.O. Box 1230, Bozeman, MOIitana, 59715 (OWNER) and HDR
Engineering, Inc. with principal office at 1715 South Reserve Street, Suite C, Missoula, MT
59801 (ENGINEER).
Whereas the accomplishment of the work and services described in this Agreement is essential to the OWNER'S
public works improvement program.
Whereas the OWNER intends to and has selected the ENGINEER to provide necessary and professional engineering
services for the project.
Whereas the ENGINEER represents that it is wil1~g and qua1i~d to perform the professional ellgineering services
for this project described in this Agreement.
Therefore, in consideration of the foregoing recitals and the mutual covenants and conditions contained herein, the
parties agree as follows:
The conditions and provisions set forth in the attached EXHIBIT A - SCOPE OF SERVICES, and EXHIBIT B -
ENGINEERING FEE ESTIMATE are hereby incorporated in and made part of this Agreement.
ARTICLE 1 - ENGINEERING SERVICES
1.1. The detailed description of the specific project components is described as follows:
1.1.1. Perform services as described in EXHIBIT A, Scope of Services.
1.2. The scope of services under this contract are set forth in this agreement and the attached EXHIBITS.
ARTICLE 2 - ENGINEER'S RESPONSmlLITIES
2.1. ENGINEER shall perform for OWNER ,professional engineering services in all phases of the Project to which
this Agreement applies as hereinafter provided. These services will include, but not be limited to, serving as OWNER's
professional engineering representative for the Project, providing professional engineering consultation' and advice and
furnishing customary civil and structural engineering services incidental thereto.
2.2. The ENGINEER shall furnish all labor, materials, equipment, supplies, and incidentals necessary to conduct and
complete the ENGINEER'S portions of the Project and to prepare and deliver to the OWNER all data, reports,plans,
specifications, and recommendations as designated herein.
2.3. The ENGINEER shall ascertain such information, as may have a bearing on the work from local units of
government, public, and private organizations and shall be authorized to procure information 'from other authorities as to
the extent ofthese contacts and the results thereof.
2.4. The ENGINEER'S work shall be in accordance with the standards of sound engineering practices.
2.5. The ENGINEER shall name aPrincipal-In-Charge for the duration of the project. The Principal-In~Charge shall
be Dave Clark, P .E., Vice President.
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2.6. The ENGINEER shall name, a Project Manager who shall be the liaison between the ENGINEER and the
OWNER. The Project Manager shall be Amanda B. McInnis, P.E. The OWNER may name a Task Director who would
be the liaison between the ENGINEER and the OWNER during the design segment of'the Project.
2.7. The ENGINEER shall submit an estimated progress schedule at the beginning of the work, and monthly
progress reports thereafter until the projectis completed.
ARTICLE 3 ..OWNER'S RESPONSmILITIES
3.1 The OWNER shall name a Task Director who shall be the liaison between the ENGINEER and the OWNER
during DESIGN segment of the Project. The Task Director designated shall be Rick Hixson, P.E.
3.2 The OWNER shall have the right of review and examination of the ENGINEER'S work at all times.
3.3 The OWNER shall make available all records (as-built drawings, construction records, GIS data, etc.) indicating
the existing configuration of the city utilities, city limits, and property records.
ARTICLE 4 - BASIC ENGINEERING SERVICES
The ENGINEER shall render professional Engineering Services as follows:
4.1 PRE-DESIGN INVESTIGATION PHASE
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After written authorization to proceed, ENGINEER shall:
4.1.1 Complete services as described in the attached scope.
The Pre-design Investigation Phase will be completed and submitted within ...29.- calendar days following written
authorization from OWNER to ENGINEER to proceed with that phase of services.
4.2 PRELIMINARY DESIGN PHASE DELETED
4.3 FINAL DESIGN PHASE DELETED
4.4 BIDDING OR NEGOTIATING PHASE DELETED
4.5 CONSTRUCTION PHASE DELETED
4.6. PROJECT DOCUMENTATION DELETED
4.7. CONSTRUCTION TESTING DELETED
ARTICLE 5 - ADDITIONAL SERVICES
5.1. If OWNER wishes ENGINEER to perform any of the following Additional Services, OWNER shall so instruct
ENGINE~R in writing, and ENGINEER shall perform or obtain from others such services and will be paid therefore as
provided in the Agreement:
5.1.1. Legal land surveys performed to obtain data for preparing easements and rights-of-way descriptions.
5.1.2. Preparation of applications and supporting documents for governmental agencies in addition to those
required under Basic Services; preparation or review of environmental studies and related services; and
assistance in obtaining environmental approvals.
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5.1.3. Services resulting from significant changes in the general scope, extent or character of the Project or
major changes in documentation previously accepted by OWNER where changes are due to causes beyond
ENGINEER's control.
5.1.4, Providing renderings or physical models.
5.1.5. Preparing documents for alternate bids requested by OWNER for work not executed or for out-of.
sequence work.
5.1.6. Providing other services not otherwise provided for in the Agreement, including services normally
furnished by the OWNER as elsewhere herein described.
5.1.7. Furnishing the services of independent professional associates or consultants for other than Basic
Services.
5.1.8. Detailed property records research and verification of the most current parcel ownership, precise parcel
size and District Boundary description, and the SID financial evaluations required for the statutory
district creation.
ARTICLE 6 - COMPENSATION FOR ENGINEERING SERVICE
6.1 LUMP SUM AGREEMENT FOR BASIC SERVICES AND EXPENSES OF ENGINEER
6.1.1 Payment. The OWNER shall for the services performed under Section 1.1 and 4.1 of this Agreement
pay a total sum in the amount of $30,000.00 for such services.
6.1.2 Pavment Schedule. Total cumulative payments for the engineering services (Section 1.1) shall not
exceed the following ceilings:
$ 28.500 (-95% of the fee) until the package has been submitted to the OWNER.
6.1.3 General. Engineer shall submit monthly statements for services rendered. The statements shall be
based upon Engineer's estimate of the proportion of the total services actually completed at the time of billing,
subject to any limitations on Payments based on completion of tasks or specific retain age requirements pursuant
to the payment provisions of the Agreement.
6.1.4 Reimbursable Expenses. Only those expenses specifically identified for payment under section 6.2 of
this Agreement are reimbursable. All other expenses related to services perfonned under Section 1.1 and 4.1 are
included in the Lump Sum Payment (Section 6.1.1) and are not separately reimbursable. Additional Services
specifically identified under the scope of services for payment under 6.1 are not separately reimbursable,
6.2 DIRECT LABOR COST PAYMENT FOR BASIC SERVICES AND EXPENSES OF ENGINEER.
6.2.1 The OWNER shall pay an amount for Additional Services rendered by the ENGINEER and approved
in writing by the OWNER on the basis of the ENGINEER'S Direct Labor Costs times a factor of 3.00 , or
an amount otherwise negotiated at the time such services are requested and approved by the OWNER.
ARTICLE 7 - MEANING OF TERMS
7.1 AGREEMENT
As used herein the term "this Agreement" refers to the contents of this document and its Exhibits attached hereto and
referred to as if they were part of one and the same document.
7.2 CONSTRUCTION COSTS
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The construction cost of the entire Project (herein refmed to as "Construction Cost") means the total cost to OWNER of
those portions of the entire Project designed and specified by ENGINEER, but it will not include ENGINEER's
compensation and expenses, the cost of land, rights-of-way, or compensation for or damages to, properties Wlless this
Agreement so specifies, nor will it include OWNER's legal, acCOWlting, insurance counseling or auditing services, or
interest and financing charges incurred in connection with the Project or the cost of other services to be provided by others
to OWNER.
7.3 DIRECT LABOR COSTS
Direct Labor Costs used as a basis for payment mean the actual salaries and wages paid to all ENGINEER's personnel
engaged directly on the Project, including, but not limited to, engineers, architects, surveyors; designers, drafters,
specification writers, estimators, other technical and business personnel; but does not include indirect payroll related costs
or fringe benefits. For the purposes of this Agreement the principals and employees of the ENGINEER maximum billable
Direct Labor Costs are:
Principals $ 2Q..QQ../hour
Supervising Engineer II $ 39.33 /hour
Supervising Engineer I $ 34.33 /hour
Senior Engineer II $ .l.1.li./hour
Senior Engineer I $ 27.65 /hour
Design Engineer II $ 25.90 /hour
Design Engineer I $ 23.80 /hour
Staff Engineer $ 22.00 /hour
Senior Environmental Professional $ 30.00 /hour
Environmental Professional $ 22.75 /hour
Senior Technicians $ 21.70 /hour
CADD Drafter $ .ll....ii./hour
Technicians $ J..2..2.i/hour
Two Person Survey Crew $ 35.00 /hour
Clerical $ 14.00 /hour
7.4 REIMBURSABLE EXPENSES
Reimbursable Expenses mean the actual expenses incurred by ENGINEER or ENGINEER's independent professional
associates or consultants directly in connection with the Project, such as expenses for: transportation and subsistence
incidental thereto; obtaining bids or proposals from Contractor(s); subsistence and transportation of Resident Project
Representatives and their assistants; toll telephone calls and telegrams; reproduction of reports, Drawings, Specifications,
Bidding Documents and similar Project-related items; and if authorized in advance by OWNER, overtime work requiring
higher than regular rates. In addition, when compensation for Basic Services is on the basis of Direct Labor Costs method
of payment, Reimbursable Expenses will also include the amount billed to ENGINEER by special consultants employed
by ENGINEER and authorized by OWNER (other than as an authorized Additional Services) and will also include
expenses incurred for computer time and other specialized equipment, including an appropriate charge for previously
established programs and expenses of photographic production techniques.
ARTICLE 8 - PAYMENT PROVISIONS
8.1 TIMES OF PAYMENTS. ENGINEER may submit monthly statements for Basic Services and approved
Additional Services rendered and for Reimbursable Expenses incurred; however, payments shall not exceed the ceilings
provided in 6.1 and 6.2. Final payment shall be made only after acceptance of the project by the OWNER. If OWNER
disputes the amount of the billing, OWNER will notifY the ENGINEER in writing within ten (10) calendar days of the
receipt of bill of the dispute,
8.2 REQUESTS FOR PAYMENT. Each request for payment shall include a documentation summary of the
period incremental man hours incurred, direct labor rates and billed. rates, detail of reimbursable costs, total period billing,
and total cumulative billing. When requested by OWNER services for distinct project segments shall be accoWlted and
billed separately.
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8.3 PAYMENT UNDER TERMINATION. In the event of termination by the OWNER upon the completion of any
phase of the Basic Services, progress payments due ENGINEER for services rendered through such phase shall constitute
total payment for such services. In the event of such termination by OWNER during any phase of the Basic Services,
ENGINEER also will be reimbursed for the chargesofprewilpproved independent professional associates and consultants
employed by ENGINEER to render Basic Services, and paid for services rendered during that phase on the basis of the
payment provisions of the ' Agreement. In the event of any such termination, ENGINEER will be paid for unpaid pre-
approved Additional Services and unpaid Reimbursable Expenses which are authorized under this agreement.
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ARTICLE 9 - GENERAL CONSIDERATIONS
9.1 TERMINATION OF AGREEMENT
9.1.1 The sole right is hereby reserved to the OWNER to terminate this Engineering Agreement for any'and
all causes or for its convenience at any time upon fifteen (15) days written notice to the ENGINEER,
9.1.2 If termination for default is effected by the OWNER, an equitable adjustment in the price provided for
in thiil Agreement shall be made, but (1) no amount shall be allowed for anticipated profit on unperformed
services or other work, and (2) any payment due to the ENGINEER at the time oftennination may be adjusted to
c.over any additional costs to the OWNER because of the ENGINEER's default. If termination for convenience
is effected by the OWNER, the equitable adjustment shall include a reasonable profit, as determined by owner,
for services or other work performed. The equitable adjustment for any termination shall provide for payment to
the ENGINEER for services rendered and expenses incwred prior to the termination, in addition to termination
settlement costs reasonably incUrred by the ENGINEER relating to commitments which had become firm prior to
the termination.
9.1.3 Upon receipt of a termination action under paragraph 9.1.2, the ENGINEER shall (1) promptly
discontinue all affected work (unless the notice directs otherwise), and (2) deliver or otherwise make available to
the OWNER' within ten (10) days copies of all data, design drawings, specifications, reports, estimates,
swnmaries and such 'other information and materials as may have been accwnulated by the ENGINEER in
performing this Agreement, whether completed or in process.
9.1.4 In the event this Contract is terminated prior to completion, the original copies of the ENGINEER'S
data, recommendations, plans, specifications, analysis and other related docwnents prepared by the ENGINEER
prior to said termination shall be delivered to and become the property of the OWNER.
9.1.5 Upon termination, the OWNER may take over the work and may award another party an Agreement to
complete the work under this Agreement.
9.1.6 OWNER'S right to terminate is in addition to any other remedies OWNER may have under the law.
9.1.7 ENGINEER may terminate this contract if the OWNER substantially fails to perform in accordance
with its obligations under this contract provided ENGINEER notifies OWNER of its intention to do so. The
ENGINEER must provide the OWNER with sufficient information to determine what obligations under the
contract have not been met. The OWNER will have fifteen (15) days from the date notice is received to cure
and default specifically set forth in said notice.
9.2 INSPECTION AND AUDIT
All books, papers, records, payrolls, vouchers and invoices relating to costs and expenditures incurred as to the
performance of the services by the ENGINEER hereunder shall be made available to the OWNER, or their authorized
representatives for . audit and review, at the ENGINEER'S respective offices at all reasonable times during the contract
period and for three years from the date offmal payment.
9.3 EMPLOYMENT
The ENGINEER warrants that he has not employed orretained any company or persons, other than a bona fide employee,
working solely for the ENGINEER, to solicit to secure this contract, and that he has not paid or agreed to pay any
company or person, other thanboila fide employees working solely for the ENGINEER, any fee, commission, percentage,
brokerage fee, gifts or any other considerations contingent upon or resulting from the award or making of this Contract.
For breach or violation of this warranty, the OWNER shall have the right to annul the Contract without liability or in its
discretion to deduct from the price or consideration or otherwise recover the full amount of such fee, commission,
percentage, brokerage fee, gift or contingent fee.
All employees of the ENGlNEERor other persons while engaged in the performance of work or services required by the
ENGINEER shall be considered employees of the ENGINEER only and not of the OWNER.
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9.4 NONDISCRIMINATION
The ENGINEER will not discriminate on the basis of race, color, religion, creed, political ideas, sex, age, marital status,
national origin or disability in employment or provision of services. The ENGINEER shall be subject to and comply with
Title VI of the Civil Rights Act of 1964; Section 140, Title 2, United States Code, and all regulations promulgated there
under.
9.5 SUBLETTING OR ASSIGNING OF WORK
The ENGINEER shall not sublet or assign any of the work covered herein without prior written approval of the OWNER.
9.6 STANDARD OF CARE
In providing services under this agreement, the ENGINEER will perform in a manner consistent with the degree of care
and skill ordinarily exercised by members of the same profession currently practicing under similar circumstances. If any
service should be found to be not in conformance with this standard, the ENGINEER shall, at the OWNER's request, re-
perform the service at its own expense. Engineer shall also, at its own expense, make such changes, modifications or
additions to the project which are made necessary as a result of the initial non-performance or there-performance of
services. The OWNER's rights herein are in addition to any other remedies the OWNER may have under the law.
9.7 LEGAL RELATIONS
9.7.1 The ENGINEER shall comply with all Federal, State, and Local laws and ordinances applicable to the
work to be done.
9.7.2 The ENGINEER agrees to indemnity, hold harmless, and defend the OWNER, its officers, directors,
agents, and employees from and against any suits, causes of action, claims,demands, damages, costs,
expenses, obligations, and liability of any character, including attorney's fees, arising out of or resulting
from or in connection with the ENGINEER's negligent performance of the services specified in this
agreement, or willful misconduct The ENGINEER will be held responsible only for those damages,
costs, attorney's fees, and liabilities as are attributable to the ENGINEER's percent of fault as
compared with 100% of the fault giving rise to the damages.
9.7.3. In an appropriate case in which attorney's fees are awarded to the OWNER following a wrongful
refusal of a tender of defense, said fees may include fees and salary paid by the OWNER to the City
Attorney or other in-house counsel.
9.7.4 The indemnity required herein shall not be limited by reason of the specification of any particular
insurance coverage in this agreement.
9.7.5 The ENGINEER shall perform this agreement as an independent contractor, and as such, is responsible
to the OWNER only as to the results to be obtained in the work herein specified, and to the extent that
the work shall be done in accordance with the terms, plans and specifications. The ENGINEER shall
have and maintain complete control over all of its employees, subcontractors, agents and operations,
being responsible for any required payroll deductions and providing required benefits, such as, but not
limited to, worker's compensation with statutory limits, arid unemployment insurance.
9.8 INSURANCE
The ENGINEER shall secure and furnish to the OWNER certificate of insurance, therein, naming the OWNER as an
additional insured, to include thirty (30) days notice of cancellation or non-renewal.
Without limiting any of ENGINEER's obligations hereunder, ENGINEER shall secure and maintain, WItil the work is
completed and accepted by the OWNER, insurance coverage naming the OWNER as additional insured with minimum
insurance coverage as follows:
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Tvne of Coverage Limits
Emnloyers' Liabilitv: $ 100.000 per accident
General Liabilitv:
Bodilv Iniurv & Property Damal!:e
Single and combined: $1.000.000 per accident
General Aglp'egate: $2.000.000
Excess Liability coveral!:e (umbrella) $1.000.000 each occurrence
Automobile:
Bodily Iniury covering all $1.000.000 each person
automobiles, trucks,. $1.000.000 each occurrence
tractors, trailers, or
other automotive equip-
ment whether owned or
rented by Engineer or
owned by employees of
Engineer.
PronertvDamal!:e covering $100.000 each occurrence
all automobiles, trucks,
tractors, trailers or other
automotive equipment whether
owned or rented by Engineer
or owned by employees of
Engineer
OR
Bodilv Iniury & Property $1.000.000 each occurrence
Damage Single and combined
In addition to the above insurance coverage. the ENGINEER shall secure lUld maintain, until the work is completed lUld accepted by the
OWNER, and without naming OWNER as an additional insured. professional errors and omissions coverage as follows:
Professional Errors & Omissions: $ 1.000.000 per claim and
aggregate each occurrence
9.9 ENDORSEMENT
The ENGINEER shall place his endorsement on all drawings and other data furnished by him.
9.10 OWNERSHIP OF DOCUMENTS
The parties admit and agree the documents produced under this agreement are not intended or represented to be suitable
for reuse by OWNER or any other individual on any other project. Any reuse without written verification or adaptation by
ENGINEER will be atOWNER's sole risk and without liability or legal exposure to ENGINEER; or to ENGINEER's
independent professional associates or consultants. Files in electronic media fonnat of text, data, graphics, or of other
types that are furnished by ENGINEER to OWNER are only for convenience of owner. Any conclusion or information
obtained or derived from such electronic files will be at the user's sole risk.
9.11 PUBLIC INFORMATION
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The ENGINEER shall not issue any statements, releases or information for public dissemination without prior approval of
the OWNER.
9.12 PROPRIETARY RIGHTS
If patentable discoveries or inventions should result from work required herein, all rights accruing from such discoveries
or inventions shall be joint property of the ENGINEER and the OWNER. Provided that the OWNER, state agencies or
political subdivisions and the United States Government shall have the irrevocable, nonexclusive, nontransferable and
royalty-free license to use each invention in the manufacture, use and disposition, according to law, of any article or
material, and in the use of any method that may be developed as part of the work described and contemplated herein.
9.13 RECORDS
The ENGINEER shall maintain accounting records and, other evidence pertaining to the cost incurred and to make the
records available at all reasonable times during the Contract tenn and for one (1) year from the date of fmal payment.
Such accounting records and other evidence pertaining to the cost incurred will be made available for inspections by
OWNER.
9.14 SUCCESSORS IN INTEREST
The covenants, agreements and all statements in this Contract apply to and shall be binding on the heirs, personal
representatives, successors and assigns of the respective parties.
9.15 ATTORNEY'S FEES AND COSTS
That in the event it becomes necessary for either party of this Contract to retain an attorney to enforce any of the terms or
conditions of this Contract or to give any notice 'required herein, then the prevailing Party or the Party giving notice shall
be entitled to reasonable attorney's fees and costs, including fees, salary, and costs of in-house counsel to include City
Attorney.
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9.16 MODIFICATIONS AND AMENDMENTS
That any amendment or modification of this Contract or any provisions herein shall be made in writing or executed in the
same manner as this original document and shall after execution become a part of this Contract.
In witness Whereof, the Parties hereto'do make and execute this Agreement.
CITY OF BOZEMAN, MONTANA ENGINEER
BY: C9>wJ1. ~' By:()m~~
Amanda M ' is, Department Manager
ITS: C; ty M:'lMgPY'
DATE: November 7. 2005 DATE: /oj:// /05-.
ATTEST:
BY; ~./ -::L/~--,
(Cler of Commission)
\\Miss-sva\projects\ Water\11206 Bozeman\STAG Assistance\Draft Agreementdoc
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EXHIBIT A
SCOPE FOR CAPITAL FUNDING ASSISTANCE AND LEGISLATIVE
REPRESENTATION
Funding Screening Effort - Wastewater Treatment Plant Funding
The funding screening effort will include a review of all agency and legislative :funding programs
that could possibly be used for a project or project component. The purpose of this activity is to
detennine which existing wastewater related agency :funding programs may be used by the City,
the approximate amount of assistance that may be available and the advantages and
disadvantages of each :funding program. This information is generally required as a starting point
for preparing a Legislative Funding Package. The Legislative Funding Package requires that all
local and agency funding sources be explored before Legislative funding options are made
available.
Screening Effort Scoped Activities
. Review and consolidate the history and background of the City's past projeCt planning
efforts, state and federal project financial accomplislunents, compliance data, development
history in their service area and past association with state and federal officials with an
interest in this wastewater infrastructure need.
. Contacts and follow-up to known wastewater :funding agencies and legislative water funding
sources for current program, eligibility or project selection criteria.
. Preparation of a summary docwnent of the results of the investigation. The summary
docwnent will be worked into the Legislative Funding Package discussed below.
Total staff time: 40 hours
Legislative Funding Request Package - Targeted at WRDA Section 595 and U.S. EP A's STAG
Budget Account
Funding coordination will be provided to HDR in their ongoing work with the City of Bozeman
in their pursuit of U.S. Army Corps of Engineering funding of Wastewater Treatrnent Plant
improvements. The City of Bozeman is pursuing cost share funding from the Water Resource
Development Act (WRDA) of the second session ofthe I07th Congress. The coordination will
consist of determining the Act's status, providing insights on past community WRDA
govenunent relations activities and providing historic WRDA information on working with the
Corps on agreement and regulation negotiations.
Over the past 13 years, U.S. EPA's State and Tribal Assistance Grant (STAG) Budget Account,
located under the VA, HUD and fudependent Agencies Appropriations Act, has contained a
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number of site-specific line item grants. These grants, made directly to communities, were for
wastewater related infrastructure needs that have elevated themselves to national attention and
cleared Congressional level review. In general, the Legislative Funding Package (package) is a
proven technique in which the project and its unique features are highlighted, explained,
analyzed and presented. The presentation is scripted in such a way that it will show similarities
to past legislative funded projects, area wide commitment and important strategic project
information that allows easier approvals. The Packaging process results in providing agencies or
legislatures with the answers to all possible questions that could be asked of the City.
A Package does most of the necessary background legwork for the agency personnel, legislative
staff or legislative member. It becomes the link between the project's financial reality and its
engineering details. It makes defending the ftmding request easier and, therefore, more likely to
happen. As the Legislative funding cycles moves ahead, requests for detailed project information
that can differentiate the City's project from its competitors, comes at unpredictable times. The
Package provides the details needed to make a quick, favorable impression on those forced to
pick between a number of worthy projects.
Below is a listing of work items included in the Legislative Funding Request Packaging;
. Research the elements that led past successful wastewater projects to win funding from
agencies, state and federal legislatures for similar projects. 8 hours
. Meet with the City in up to 3 workshop sessions, to detennine the nature, scope, project
makeup and cost of implementation of the project or project components included in the
Package. This activity will lead to the final project or projects selection, an update of the
listing of unique project features and include an initial technical review of all existing
background information. 12 hours
. Upon final project component selection, draft an initial Package including the technical
aspects of the project for review by the City. 80 hours
. Provide the draft Package to the City for review, comments, input and strategic information
to help sharpen the presentation. 8 hours
. Revise the Package accordingly and produce copies of the Package for presentation to local,
state and federal officials with an interest in the project. 4 hours
. Draft typical Package support letters for the City's use in securing written funding support. 2
hours
. Be available by phone, E-mail and fax to discuss, review and support the Package to
interested parties throughout Package development. 8 hours
. Attend up to 2 meetings and presentations with the agency personal or congressional
delegation member to discuss, review and defend the Package. The first presentation meeting
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will be tentatively scheduled for the middle of December in Bozeman. The second would
occur in Washington D.C., in spring of2006, based on the Congress' schedule of action
associated with the Federal Appropriations process. 32 hours
. Monitor and update the City on national funding happenings that may affect the scope or
content of the Package presentations or provide alternative capital funding opportunities. 8
hours
. Assist the City during the release of the grant from the appropriate State or Federal agency
delegated release responsibilities be the enabling legislation. The assistance may include
draft application preparation, providing historic eligibility and program regulation
information that may impact the project's design or procurement, working through regulation
deviations and securing NEP A clearances. 40 hours
. Assist the City in preparing quarterly status reports to report project progress as the grantis
administered. 8 hours
The deliverables from the "Packaging" effort include;
. A carefully edited Fact Sheet and Executive Summary of the project's salient features that
would be appropriate for local, state and federal presentation.
. A binder containing background information used in developing the project for submittal to
appropriate state and federal staff presentation. The binder will also include a
"question/answer" document, which will address typical state and federal questions that have
been used to judge the merits of similar Packages for similar communities.
. Letters of support received from appropriate state, regional and other affected parties.
Estimated total hours of effort: 250 hours
Estimated Labor cost: $27,000
Estimated Direct Expenses $3,000
Estimated total fee $30,000