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2002-11-21 Cemetery Board PacketCEMETERY BOAM) AGENDA NOVEMBER 21, 2002 4:00 PM CALL TO ORDER MINUTES APPROVAL: October 10, 2002 FINANCIAL REPORT: October 2002 AUDIENCE: REPORT FROM CLIFF EDWARDS: SALES BURIALS GOAL REPORT FROM ARVILLA: OLD BUSINESS: Approval of Contract for WCA NEW BUSINESS: G<rY-7 i mPIOTS Y BURIAL LOTS ;i . OTS FLORAL MILLS Larrcllla Garden. 1 -aace, fountain 65r Many 4 x 8 burial lots for area. Sia0p NY&W94S0 sale. Edmonds Memorial MANY 4 k e Burial Lots for 7,J1-474I sole. Eantonds Memorial Cemetery (425) Cemetery. 412Sa71-4741. MANY 4 k t; Burial Lots for sale Eamonds Memorial Cemetery, 425771 4741. 4 J BURIAL PLOT ,1 Cremation plots and many 189. CEMETERY 4 x 8 burial lots for sale. .,.. LOIS<_..�., CREMATION A US Burial Edmonds Memorial Lots Edmonds Memorial Cemetery (425) 771-4741. Cemetery. 425.771-4741. PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT made and entered into between the City of Edmonds, hereinafter referred to as the "City", and WCA northwest, inc., p.s. hereinafter referred to as the "Consultant". WHEREAS, the City desires to engage the professional services and assistance of a consulting firm to provide design and other engineering and consulting services with respect to Edmonds Memorial Cemetery Phase One improvements in the City of Edmonds. NOW, THEREFORE, in consideration of mutual benefits accruing, it is agreed by and between the parties hereto as follows: 1. Scope of work. The scope of work shall include all services and material necessary to accomplish the above mentioned objectives in accordance with the Outline of Services that is marked as Exhibit A, attached hereto and incorporated herein by this reference. 2. Ownership and use of documents. All research, tests, surveys, preliminary data and any and all other work product prepared or gathered by the Consultant in preparation for the services rendered by the Consultant under this Agreement shall be and are the property of the Consultant and shall not be considered public records, provided, however, that: A. All final reports, presentations and testimony prepared by the Consultant shall become the property of the City upon their presentation to and acceptance by the City and shall at that date become public records. B. The City shall have the right, upon reasonable request, to inspect, review and, subject to the approval of the Consultant, copy any work product. C. In the event that the Consultant shall default on this Agreement, or in the event that this contract shall be terminated prior to its completion as herein provided, the work product of the Consultant, along with a summary of work done to date of default or termination, shall become the property of the City and tender of the work product and summary shall be a prerequisite to final payment under this contract. The summary of work done shall be prepared at no additional cost. 3. Pavmews. The Consultant shall be paid by the City for completed work for services rendered under this Agreement as provided hereinafter. Such payment shall be full compensation for work performed or services rendered and for all labor, materials, supplies, equipment and incidentals necessary to complete the work. A. Payment for work accomplished under the terms of this Agreement shall be $6,840 for Task A / Management & Preliminary Design Recommendations and the final payment for Task B / Design Development Phase as set forth on the fee schedule found in Exhibit B, provided, in no event shall the payment for all work performed pursuant to this Agreement exceed the sum of $28,000 for direct labor costs. B. All vouchers shall be submitted by the Consultant to the City for payment pursuant to the terms of this Agreement. The City shall pay the appropriate amount for each voucher to the Consultant. The Consultant may submit vouchers to the City biweekly during the progress of the work for payment of completed phases of the project. Billings shall be reviewed in conjunction with the City's warrant process. No billing shall be considered for payment that has not been submitted to the City Engineer three (3) days prior to the scheduled cut-off date. Such vouchers will be checked by the City and payment will be made in the amount thereof. C. The costs records and accounts pertaining to this Agreement are to be kept available for inspection by representatives of the City for a period of three (3) years after final payment. Copies shall be made available upon request. 4. Time of performance. The Consultant shall perform the work authorized by this Agreement promptly in accordance with the receipt of the required governmental approvals. 5. Hold harmless agreement. In performing the work under this contract, Consultant agrees to hold harmless, indemnify and defend the City, its officers, agents, and employees, from and against any and all claims, losses, or liability, for injuries, sickness or death of persons, including employees of the Consultant, or damage to property, arising out of any willful misconduct or negligent act, error, or omission of the Consultant, its officers, agents, sub consultants or employees, in connection with the services required by this agreement, provided, however, that: A. The Consultant's obligations to indemnify, defend and hold harmless shall not extend to injuries, sickness, death or damage caused by or resulting from the sole willful misconduct or sole negligence of the City, its officers, agents or employees; and B. The Consultant's obligations to indemnify, defend and hold harmless for injuries, sickness, death or damage caused by or resulting from the concurrent negligence or willful misconduct of the Consultant and the City, or of the Consultant and a third party other than an officer, agent, sub consultant or employee of the consultant, shall apply only to the extent of the negligence or willful misconduct of the Consultant. It is further specifically and expressly understood that the indemnification provided herein constitutes the Consultant's waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. This waiver has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or termination of this Agreement. 6. General and professional liability insurance. The Consultant shall secure and maintain in full force and effect during performance of all work pursuant to this contract a policy of comprehensive general liability insurance providing coverage of at least $500,000 per occurrence and $1,000,000 aggregate for personal injury; $500,000 per occurrence and aggregate for property damage; and professional liability insurance in the amount of $250,000. Such policies, except the professional liability insurance policy, shall name the City as a named insured and shall include a provision prohibiting cancellation of said policy, except upon thirty (30) days written notice to the City. ^PMR-wilworth.DOC 2 Certificates of coverage shall be delivered to the City within fifteen (15) days of execution of this Agreement. 7. Discrimination prohibited. Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, age, sex, national origin or physical handicap. 8. Consultant is an independent contractor. The parties intend that an independent contractor relationship will be created by this Agreement. No agent, employee or representative of the Consultant shall be deemed to be an agent, employee or representative of the City for any purpose. Consultant shall be solely responsible for all acts of its agents, employees, representatives and subcontractors during the performance of this contract. 9. City approval. Notwithstanding the Consultant's status as an independent contractor, results of the work performed pursuant to this contract must meet the approval of the City. 10. Termination. This being an Agreement for professional services, either party may terminate this Agreement for any reason upon giving the other party written notice of such termination no fewer than ten (10) days in advance of the effective date of said termination. 11. Integration. The Agreement between the parties shall consist of this document and the Consultant's proposal attached hereto as Exhibit A. These writings constitute the entire Agreement of the parties and shall not be amended except by a writing executed by both parties. In the event of any conflict between this written Agreement and any provision of Exhibit A, this Agreement shall control. 12. Non -waiver. Waiver by the City of any provision of this Agreement or any time limitation provided for in this Agreement shall not constitute a waiver of any other provision. 13. Non -assignable. The services to be provided by the contractor shall not be assigned or subcontracted without the express written consent of the City. 14. Covenant against contingent fees. The Consultant warrants that he has not employed or retained any company or person, other than a bona fide employee working solely for the Consultant, to solicit or secure this contract, and that he has not paid or agreed to pay any company or person, other than a bona fide employee working solely for the Consultant, any fee, commission, percentage, brokerage fee, gifts, or any other consideration contingent upon or resulting from the award of making of this contract. For breach or violation of this warranty, the City shall have the right to annul this contract without liability or, in its discretion to deduct from the contract price or consideration, or otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift, or contingent fee. 15. Notices. Notices to the City of Edmonds shall be sent to the following address: ^PRFSR-WnWortn.noc CITY OF EDMONDS 250 - 5TH AVE. N. EDMONDS, WA 98020 Notices to the Consultant shall be sent to the following address: WCA northwest inc., p.s. 4227 East Madison Street, Suite 3B Seattle, WA. 98112-3259 Receipt of any notice shall be deemed effective three (3) days after deposit of written notice in the U.S. mails, with proper postage and properly addressed. DATED THIS DAY OF , 20 CITY OF EDMONDS CONSULTANT: By: Mayor ATTEST: City Clerk APPROVED AS TO FORM: City Attorney STATE OF WASHINGTON) )ss COUNTY OF ) By Its On this day of , 20_, before me, the undersigned, a Notary Public in and for the State of Washington, duly commissioned and sworn, personally appeared , to me known to be the of the corporation that executed the foregoing instrument, and acknowledged the said instrument to be the free and voluntary act and deed of said corporation, for the uses and purposes therein mentioned, and on oath stated that he/she was authorized to execute said instrument and that the seal affixed is the corporate seal of said corporation. WITNESS my hand and official seal hereto affixed the day and year first above written. NOTARY PUBLIC My commission expires: ^PMR-wilworth.DOC M EDMONDS MEMORIAL CEMETERY PHASE ONE IMPROVEMENTS CITY OF EDMONDS, WASHINGTON EXHIBIT A SCOPE OF WORK SERVICES BY CONSULTANT WCA northwest inc., p.s. (the Consultant) shall prepare development plans and construction documents for the Phase One (Collumbarium project) improvements of the adopted Cemetery Master Plan' for the Edmonds Memorial Cemetery as administered by the City of Edmonds. The City shall supply the Consultant with all plans and site information available regarding the cemetery property. Plans shall reflect existing topographic, surface and sub -surface feature data, and existing improvements, including existing interment data. The Consultant shall be responsible for obtaining any additional data concerning existing site features from direct site information gathering efforts. If the services of a licensed land surveyor are required, the City may utilize the services of a surveyor familiar with the site, at an expense to be incurred by the City. The Consultant shall provide pro -forma cost estimates for the project throughout the design development and construction documents phases to insure that the project remains within the assigned budget for construction. The Consultant shall undertake the following tasks to complete the Edmonds Memorial Cemetery Phase One Improvements. A. ibianapement Recommendations and Prehininary Design Phase The Consultant shall prepare management recommendations to include recommended improvements to the physical property with the goal of improving the interment capacity of and income for the cemetery. Management recommendations shall include best management practices for profitable cemetery operations, including rate scheduling, maintenance practices and sales goals. The Consultant shall complete design and construction recommendations with an anticipated Performa for up to three alternative design concepts of the Phase One collumbarium project. The management recommendations need to include recommendations for best management practices for profitability of the collumbarium phase, recommendations for rate schedules, and definition of the scope of construction analysis of pros and cons of the alternative design concepts, and a recommendation for the preferred alternative for the Phase One Project. The Edmonds Cemetery Board will select / approve the preferred design / construction recommendation and accept the anticipated Performa prior to authorization for Consultant to proceed with the next phases of the contract. 1 Master Plan developed by WCA northwest inc.,p.s. in 2001 B. Design Development Phase 1. Conduct an analysis of the existing area selected for the development. This review shall include the services of a licensed land surveyor to research and identify all property boundaries, utilities, site surface features, existing significant vegetation and other factors that would influence the improvements as required. 2. Prepare AutoCad-generated schematics of plans the selected preferred design for review by the City. Prepare preliminary Contract Specifications, bid items and item descriptions and preliminary cost estimates for review by City. B-1 Construction Documents Tasks Conduct analysis, research, and prepare revisions for preparation of construction documents. Any revisions shall be a result of review and consultation with the City as part of the design development phase, as well as the construction documents phase. 2. Prepare AutoCad-generated construction documents as required by the City, including all plans and details necessary for construction of the Phase One elements. 3. Prepare -final Contract Specifications for scheduled improvements. 4. Review construction documents with City and prepare any necessary revisions. 5. Prepare final construction cost estimates. 6. Edmonds Architectural Design Board & building permit approval. B-2 Bidding and Construction Tasks Assist the City in preparing an advertisement for bid concerning the Phase One improvements. 2. Assist the City in responding to questions regarding the Construction Documents by plan holders prior to bid. Assist the City in selecting a qualified bidder. 4. Attend pre -construction meeting with successful bidder and City staff. 5. Assist Contractor and City staff throughout construction process and prepare any necessary revisions, change orders or addenda, as well as approval of all pay requests, material substitutions and other construction -related items. 6. Attend periodic site construction meetings as deemed necessary by the City. Deliverables Deliverables by the Consultant shall consist of the following elements: Management Recommendations a. Draft and final report of the Management Recommendations Construction Documents a. Reproducible copies of all construction documents for implementation. b. All construction documents shall conform to all applicable standards for public works projects. Completion Date See the attached Scope of Work/Budget for anticipated staff time commitments. From the time we enter into a contract with the City, we anticipate approximately 45- 60 working days to produce the construction documents. While we have provided a certain percentage of these hours towards review time by the City, we must respect the amount of time required for proper review by City staff. Therefore, the times indicated may be extended upon mutual agreement. Estimated Fees Our estimated fees for this work, including labor hours, overhead expenses and reimbursable expenses are as follows based on comprehensive master planning services as established by the City. Design development and Construction Documents. This effort includes all detail design work, construction cost estimates and City permit approvals. Associated Fees: Are set at a not -to -exceed amount of $28,000. • Bidding and Construction Administration will be added by addendum for Consultant services and participation through the construction process. EDMONDS MEMORIAL CEMETERY PHASE ONE IMPROVEMENTS CITY OF EDMONDS, WASHINGTON EXHIBIT B SCOPE OF WORK/BUDGET Phase One (Collumbarium) Improvements Task Staff Hours Rate Total A Management & Preliminary Design Recommendations: Field Research: Cliff Willwerth: 24.0 120.00 2880,00 Neil Buchanan: 24.0 90.00 2160.00 Meetings: Cliff Willwerth: 3.0 120.00 $360 Cost Estimating/Performa Report Cliff Wilwerth 6.0 120.00 720.00 Preliminary Design Development Cliff Wilwerth 6.0 120.00 720.00 TOTAL $6,840 B. Design Development Phase: Meetings: Cliff Wilwerth 9 120. 1080. Design Development: Cliff Willwerth: 34.0 120.00 4080 Neil Buchanan: 40.0 90.00 3600.00 Drafting, Documentation: Neil Buchanan: 80.0 90.00 7200.00 Cost Estimating: Cliff Willwerth: 10.0 120.00 1200 Reviews/Meetings: Cliff Willwerth: 8.0 120.00 960.00 Follow-up, Revisions: Neil Buchanan: 16.0 90.00 1440.00 Total Labor Cost: 26,400.00 Mileage, materials: 1,600.00 Total Estimated Costs, Not To Exceed: 260.0 2$ Q Time estimated for completion of Construction Documents: 45-60 Days from approval of contract IV EDMONDS MEMORIAL CEMETERY PHASE ONE IMPROVEMENTS CITY OF EDMONDS, WASHINGTON EXHIBIT C RATESCHEDULE Office: Seattle, Washington: WCA northwest inc., p.s. 4227 East Madison St., Suite 3B Seattle, WA 98112-3259 Phone: (206) 860-1620 FAX: (206) 860-1720 E-mail: cliff@wcanw.com Staff/Fee Data: Personnel: -Cliff Willwerth, ASLA President/Reg. Landscape Architect -Neil Buchanan Project Landscape Architect Professional Service Rates: -Principal: 120.00/hr -Project Landscape Arch.; 90.00/hr -Design/Drafting Level 2: 50.00/hr -Design/Drafting Level 1: 35.00/hr -Clerical: 30.00/hr Reimbursable Expense Standard Rates: -AutoCad Plots: 3.50/sf -Blueprinting (in-house): .35/sf -Outsource Copies: Cost plus 10% -Travel Expenses (when applicable): Mileage: .35/mi. Air Fare, Car Rental Cost plus 10% Lodging Cost plus 10% Bridge, Ferry, Parking Tolls Cost plus 10% Per diem Meals 40.00/day -Other approved expenses: Cost plus 10% V Cemetery Improvement Fund Summary Report 2002 Fund 130 Fund 130.100 Report G/L Difference Report G/L Difference January 4,157.36 4,402.36 (245.00) 340.00 95.00 245.00 February 3,533.54 3,778.54 (245.00) 340.00 95.00 245.00 March 4,347.11 4,642.11 (295.00) 340.00 240.00 100.00 April 880.50 880.50 0.00 340.00 340.00 0.00 May 4,714.20 4,714.20 0.00 340.00 340.00 0.00 June 5,311.48 5,311.48 0.00 340.00 340.00 0.00 July 1,167.39 1,167.39 0.00 340.00 340.00 0.00 August 4,961.94 4,961.94 0.00 340.00 340.00 0.00 September 5,752.75 5,752.75 0.00 340.00 340.00 0.00 October 4,648.37 4,648.37 0.00 365.00 365.00 0.00 *** Fund 130.100 was incorrectly set up and the differences relate to summary posting errors within the Fund. CITY OF EDMONDS CEMETERY IMPROVEMENT FUND TRANSACTION SUMMARY MONTH ENDING: October 31, 2002 Beginning Cash Balance 10/01/02 Receipts Saban, Lawrence M $ 684.00 Skinner, Richard B $ 724.50 Carpenter, Warren $ 1,568.70 Sackett, Alma $ 1,494.90 Flanagan, Joe $ 601.20 Daugherty, Kathryn $ 198.00 Sanders, Patrick D $ 939.60 Perrine, Irma $ 1,741.50 Russell Donation - Transfer to Gift Fund $ (25.00) Refund - Inn at Semiahmoo $ 148.31 $ 8,075.71 Investments Investment Interest $ 5,225.00 State Pool Transfer $ (6,000.00) State Pool Interest $ 405.48 $ (369.52) Disbursements Automatic Vault Co. $ 600.00 Quiring Monuments $ 1,552.00 Verizon Northwest $ 48.32 AT&T $ 45.46 Edmonds Water $ 60.25 Chambers Multimedia $ 17.95 Sno. Co. PUD $ 367.97 Interfund Rental $ 535.00 Salaries & Benefits $ 5,583.62 $ 8,810.57 Ending Cash Balance 10/31/02 State Pool Balance Investments Balance Total $ 5,752.75 $ 4,648.37 270,000.00 150,000.00 $ 424,648.37 CITY OF EDMONDS MEMORIAL / GIFT FUND PROGRAM TRANSACTION SUMMARY MONTH ENDING: October 31, 2002 Memorial / Gift Program 10/01/02 Balance Contributions: Russell, Linda (Transfer from Improvement Fund) $ 25.00 Memorial / Gift Program 10/31/02 Balance 11/8/2002 'CEMETERY.XLS' $ 340.00 $ 365.00 T- 0) U U U d C � co ti O O ti O O I� 0 0 0 N CD f� d CO m M O O M O O M O O O � O � C? r O O O CD Uj Ln M O O O O CU M CcD O O ((O Cl)M O r N ti O? f� qt N N COV O O O ti N N L� r It d 'IT r f/ O O O O O O O 00 co 00 o O N 'IT r co O O O O O O O 00 00 00 O O M ti 'IT CD O C U) LO 0) Cn O CA O O M 0 0)CD O COO OM0 ti ti � CD r r M co CD CO CD co CO M M 0 U') r (D co r r r r r vy ti O o t� O O O O f� ti 1� 00 ti 00 f` 00 O O O O O LO I� CA w O o w LO LO CO CD CO CD O O C6 00 0 N O ' O q1t It 00 00 00 00 00 O Cyi 0 00 r CA f` ti Cl) M ti I� O r r qT 00 r � r r r r q o O Ln O O U� C� C� CT O O 00 M 7 0 O O U) O O LO - - � O O N w r M V Cl) 0000 CIO00 00 CD CD CD Ln r f` r r r N N N C'M r M r N O t' N O ;;: C M G v O O O O O O O O r Ln 0) U) 0) U) CT O CD O O O O 0 0lf") 0 O O O r O N N r r r O O O 6 N O r 6 CO C E L a1 CU O M. 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