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HomeMy WebLinkAboutC-1643AGIEEMENT FOR CONSULTING SERVICES ORIGINAL THIS AGREEMENT FOR PROFESSIONAL SERVICES (hereinafter "Agreement ") is made and entered into this *f mbe( 30, ►q V, by and between the City of Arcadia, a municipal corporation, (hereinafter referred to collectively as Arcadia) and Lorick Associates Consulting, Inc. (hereinafter called "Consultant "). RECITALS WHEREAS, Arcadia has selected Lorick Associates to undertake the professional services as fully described in Exhibit "A" (copy attached) for technical support services related to the implementation of the Maintenance Management Information System; and WHEREAS, Consultant represents that it has experience and technical competence to act as Consultant to Arcadia for the services required by this contract. NOW THEREFORE, the parties agree as follows: REPRESENTATIVES OF THE PARTIES AND SERVICE OF NOTICE The representatives of the parties who are primarily responsible for the administration of this Agreement and to whom formal notices, demands and communications shall be given, are as follows: All notices and written communications sent to Arcadia under the Agreement shall be sent to the following address, unless authorized in writing to be sent elsewhere by Arcadia: CITY OF ARCADIA Attention.: Gary F. Lewis, General Services Manager Project Manager Maintenance Service Department 240 W. Huntington Dr. P. O. Box 60021 Arcadia, CA 91066 -6021 All communications sent to Consultant shall be sent to: LORICK ASSOCIATES CONSULTING, INC. Attention: Harry C. Lorick, P.E. 840 Apollo Street, Suite 324 El Segundo, CA 90254 Any such notices or written communications by mail shall be conclusively deemed to have been received by the addressee five (5) days after the deposit thereof in the U.S. Mail, first - class postage and properly addressed as noted above, or upon actual receipt thereof if delivered by personal service. JAVil@ISO r 2. DESCRIPTION OF-WORK M Arcadia hereby engages Consultant, and Consultant accepts such engagement, to perform the services, set forth in the attach "Exhibit "A" incorporated as part of this Agreement, Arcadia's principal representative, or representative's designee, shall have the right to review and inspect the work during the course of its performance as such times as may be specified by the representative. Consultant shall have no claim for compensation for any service or work which has not been authorized in writing by Arcadia. 3. COMMENCEMENT AND COMPLETION OF WORK A. The Execution of this Agreement by the parties constitutes an authorization to proceed, unless otherwise provided by the terms of this Agreement. Because of the time schedule, work will be performed in a different interval during the project. Contractor will be notified when the consulting services are required and of any changes in the time schedule. B. The work described in Exhibit "A" shall be completed in accordance with attached schedule (Exhibit "C ") incorporated as part of this Agreement. C. If, at any time, the work is delayed due to suspension order by Arcadia, or due to any other cause which, in the reasonable opinion of Arcadia, is unforeseeable and beyond the control and not attributable to the fault or negligence of Consultant, the Consultant shall be entitled to an extension of the time equal to said delay, subject to Arcadia's right to terminate this Agreement pursuant to Sections 20 and 21 and to the requirements of the following Sections D & E. D. Consultant shall submit to Arcadia a written request for an extension of time prior to commencement of such delay, and failure to do so shall constitute a waiver thereof. Arcadia shall, in their sole discretion, determine whether and to what extent any extensions of time shall be permitted. E. No extension of time requested or granted hereunder shall entitle Consultant to additional compensation unless, as a consequence of such extension, additional work must be performed. In such event, Arcadia shall in good faith, consider a request for additional compensation submitted by Consultant. 4. DATA PROVIDED TO CONSULTANT Arcadia shall provide to Consultant to the extent feasible, all data, including reports, records, and other information, as requested by Consultant to perform this Agreement. 2 t.,, � 5. OWNERSHIP OF DOCUMENTS All files, records, reports, studies and other documents prepared or obtained by this Agreement shall be the property of Arcadia. Basic notes, computations, computer diskettes and similar data prepared or obtained by the Consultant under this Agreement shall, upon request, be made available to Arcadia without restriction or limitation on their use. Consultant shall deliver such materials to Arcadia according to the terms of this Agreement. Consultant shall have the right to make duplicate copies of such materials and documents for his/her files as may be authorized in writing by Arcadia. 6. RELEASE OF INFORMATION /CONFIDENTIALITY /LITIGATION A. All confidential information of the City of Arcadia gained by Consultant in performance of this Agreement shall not be released by Consultant with Arcadia's prior written authorization. B. Consultant shall promptly notify Arcadia should Consultant, its officers, employees, agents, or sub - consultants be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions, or other discovery request of court order from any party regarding this Agreement and the work performed thereunder. Arcadia retains the right, but not the obligation to represent Consultant and /or to be present at any deposition, hearing, or similar proceeding. Consultant agrees to cooperate fully with Arcadia and to provide Arcadia with the opportunity to review any response by Consultant with reference to the subject matter of this section. 7. CONFLICT OF INTEREST Consultant covenants that neither they nor any officer or principal of their firm have any interest in, or shall they acquire any interest, directly or indirectly which will conflict in any manner or degree with the performance of the Agreement, no person having such interest shall be employed by them as an officer, employee, agent, or sub - consultants (see warranty - Section 16). 8 COMPENSATION AND PAYMENT A. Consultant agrees to provide the services set forth in the attached Exhibit "A" hereto, for a fee based on time and material not -to- exceed Contract amount of $31,000.00. Should Arcadia request, in writing, that Consultant perform additional work and services beyond those under the Agreement, compensation for such services shall be on a time and materials basis as outlined in Exhibit `B" attached hereto and made a part hereof. B. On or before the tenth (10th) day of each calendar month following the commencement of the work, Consultant shall cause to be made and submitted to Arcadia a written value of the time for all work completed and material incorporated into the project up to the first day of the month. If Arcadia requests, the Consultant shall provide Arcadia along with the invoice, copies or verification of all work performed for which Arcadia is being invoiced. In reviewing and approving such 3 invoice, Arcadia may consider, in addition to other eacts and circumstances, the relationship of the work completed to the work remaining to be done. Arcadia shall have the right to retain ten percent (10 %) of the estimated cost of the work, as partial security for Consultant's performance of this Agreement. Within thirty (30) days after approval of Consultant's invoice, Arcadia shall pay to Consultant that balance of such invoice after deducting therefrom all prior payments and all sums to be retained as partial security under the terms of this Agreement. C. Upon satisfactory completion of all work and services described in Exhibit "A ", and Arcadia's approval thereof Arcadia shall pay Consultant for the total amount remaining due for each increment or phase of the work, including all funds retained as partial security. Final payment shall be made by Arcadia to Consultant within thirty (30) days after Arcadia's written acceptance of the work. D. EXTRA SERVICES. If after work commences pursuant to this Agreement, it becomes apparent that additional work not originally contemplated as within the scope of this Agreement may be necessary such as that shown on Exhibit "A ", or otherwise, such services shall be performed, and Consultant compensated at Consultant's prevailing time and materials rate schedule as outlined in Exhibit `B ". The Consultant shall inform Arcadia in writing of the need for such additional work. No additional work shall be done without the prior written approval of Arcadia. 9. MANAGEMENT The City Manager or designee shall represent Arcadia in all matters pertaining to the administration of this Agreement, including without limitation, coordination of all necessary meetings and conferences, and review and approval of all products submitted by the Consultant. Authority to enlarge the scope of services or change the compensation due to Consultant is subject to approval of the City Council. 10. INDEPENDENT CONTRACTOR Consultant is and shall at all times be deemed to be an independent contractor and shall be solely responsible for the manner in which it performs the services required by the terms of this Agreement. Nothing herein contained shall be construed as creating the relationship of employer and employee, or principal and agent, between Arcadia and Consultant or any of the Consultant's employees or any sub - consultants. Consultant assumes sole responsibility for the acts of its employees and any sub - consultants as related to the services to be provided during the course and scope of their employment. Consultant, its agents, and employees, shall not be entitled to any right, privileges or benefits of and shall not be deemed to be Arcadia employees. Consultant shall have no power or authority to incur any debt, obligation or liability on behalf of Arcadia. 11. CONSULTANT'S PERSONNEL A. All services required under this Agreement shall be performed by Consultant, or under Consultant's direct supervision, and all personnel shall possess the qualifications, permits and licenses required by the State and local law to perform such services. 4 ' _e B. Consultant shall be solely responsible for the satisfactory work performance of all personnel engaged in performing services required by the Agreement. C. Consultant shall comply with all federal and state statutes and regulations relating to the employer /employee relationship, including but not limited to, minimum wage, non - discrimination, equal opportunity, workers' compensation, hazardous /unsanitary or dangerous surroundings, the Fair Labor Standards Act, 29 U.S.C., 201, et. seq., and the Immigration Reform and Control Act of 1986, 8 U.S.C. 245(a). 12. SUBCONSULTING, DELEGATION AND ASSIGNMENT A. This Agreement covers professional services of a specific and unique nature. Consultant shall not delegate, subcontract or assign its duties or rights hereunder, either in whole or in part, without the prior written consent of Arcadia. Any proposed delegation, assignment or subcontract shall provide a description of the services to be covered, identification and qualifications of the proposed assigned delegee or subcontractor, and an explanation of the proposed assignee, delegee or subcontractor, and an explanation of why and how the name was selected, including the degree of competition involved. Any proposed agreement with the assignee, delegee or subcontractor shall include the following: (1) The amount involved, together with Consultant's analysis of such cost or price, and (2) A provision requiring that may- subsequent modification or amendment shall be subject to prior written consent of Arcadia. B. Any assignment, delegation or subcontract shall be made in the name of the Consultant and shall not bind or purport to bind Arcadia and shall not release the Consultant from any obligations under this Agreement including, but not limited to, the duty to properly supervise and coordinate the work of employees, assignees, delegees and subcontractors. No such assignment, delegation or subcontract shall result in any increase in the amount of total compensation payable to the Consultant under this Agreement. 13. NON - DISCRIMINATION AND EQUAL EMPLOYMENT OPPORTUNITY A. In the performance of this Agreement, Consultant shall not discriminate against any employee, subcontractor, or applicant. for employment because of race, color, religion, ancestry, sex, national origin, disabilities or age. 14. INDEMNITY AND INSURANCE A. HOLD HARMLESS AND INDEMNITY. Consultant agrees to indemnify and hold harmless Arcadia, their officers, and employees from any claims, suits, and liabilities for damage to person or property arising out of Consultant's errors, omissions or negligent acts. 5 B. INSURANC Consultant shall carry comprehensive liability insurance with combined single limits of at least one million dollars ($1,000,000) naming the City of Arcadia as additional insured. Proof of such insurance in a form and content approved by the Arcadia City Attorney is a condition precedent to execution of this Agreement by Arcadia. Insurance shall be maintained with insurers listed "A" or better in the Best's Insurance Guide and authorized to be business in the State of California. C. Workers' Compensation and Liability A program of Workers' Compensation insurance or state - approved self - insurance program in an amount, form and as broad as to meet all applicable requirements of the Labor Code of the State of California, including Employer's Liability with limits of a least $100,000 per occurrence. Should the Consultant be self - employed, he /she must certify under Section 3800 of the California Labor Code, the performance of the work for which this contract is issued is without employing any person in any manner so as to become subject to the Workers' Compensation Laws of California. D. Insurance Requirements Policies providing for bodily injury and property damage coverage shall contain the following: (1) An endorsement extending coverage to Arcadia as additional insured, in the same manner as the named insured, as respect to liability arising out of the performance or any work under the Agreement. Such insurance shall be primary insurance as respects the interest of Arcadia, and any other insurance maintained by Arcadia shall be considered excess coverage and not contributing insurance with the insurance required here under. (2) "Severability of Interest" clause. (3) Provision or endorsement stating that such insurance, subject to all of its other terms and conditions, applies to the liability assumed by Consultant under the Agreement, including without limitation that set forth in Section N.A. (4) Prior to commencement of any work and as a condition precedent to execution of this contract by the City, Consultant shall deliver to Arcadia copies of all required policies and endorsements to the required policies. (5) The requirements as to the type and limits of insurance to be maintained by Consultant are not intended to and shall not in any manner limit or qualify Consultant's liabilities and obligations under the Agreement. C I ' 15. VERIFICATION OOVERAGE Consultant shall immediately furnish certificates of insurance and other proof as requested to Arcadia evidencing the insurance coverage (subject to approval by the City Attorney) above required prior to the commencement of performance of services hereunder. These certificates shall provide that such insurance shall not be terminated or expire without thirty (30) days written notice to Arcadia. Consultant agrees that if Consultant commences work under this Agreement without first providing Arcadia copies of the required insurance certificates, that Consultant does so at its' own and sole risk. In the event Consultant's proof of insurance is not provided, Arcadia shall have no obligations to compensate Consultant for such work. 16. CONSULTANT'S WARRANTS AND REPRESENTATIONS Consultant warrants and represents to Arcadia as follows: A. Consultant has no knowledge that any officer or employee of Arcadia has any interest whether contractual, non - contractual, financial, proprietary or otherwise, in this transaction or in the business of the Consultant, and that if any such interest comes to the knowledge of Consultant at any time, a complete written disclosure of such interest will be made to Arcadia, even if such interest would not be deemed as prohibited "conflict of interest" under applicable laws. B. Upon the execution of this Agreement, Consultant has no interest, direct or indirect, in any transaction or business entity which would conflict with or in any manner hinder the performance of services and work required by this Agreement, nor shall any such interest be acquired during the term of this Agreement. 17. RESOLUTION OF DISPUTES (ATTORNEY FEES A. Disputes regarding the interpretation or application of any provisions of this Agreement shall, to the extent reasonably feasible, be resolved through good faith negotiations between the parties. B. If any action at law or in equity is brought to enforce or interpret any provisions of this Agreement, the prevailing party in such action shall be entitled to reasonable attorney's fees, costs and necessary disbursements, in addition to such other relief as may be sought and awarded. 18. MODIFICATION OF AGREEMENT The terms are subject to modification by mutual. agreement between Arcadia and Consultant whom such changes shall be incorporated by authorization written amendments to this Agreement. The parties agree that the requirements for prior written changes, amendments, or modifications to the Agreement may not be waived and any attempted waiver shall be void. 7. 19. TERMINATION DE The termination date shall be determined by the project schedule Exhibit "C ". 20. TERMINATION FOR CAUSE A. Arcadia may, by written notice to Consultant, terminate the whole or any part of this Agreement in any of the following circumstances: (1) If the Consultant fails to perform the services required by the Agreement within the time specified herein or any authorized extension thereof, or (2) If Consultant fails to perform the services called for by this Agreement or so fails to progress as to endanger performance of this Agreement in accordance with its terms, and in either of'these circumstances does not correct such failure within a period of ten (10) business days (or such longer period as Arcadia may authorize in writing) after receipt of notice from Arcadia specifying such failure. B. In the event Arcadia terminates this Agreement in whole or in part as provided above in subsection A to this Section 20, Arcadia may procure, upon such terms and in such manner as it may deem appropriate, services similar to those terminated. C. If this Agreement is terminated as provided above in subsection A, Arcadia may require Consultant to provide all finished or unfinished documents, data, studies, photographs, reports, etc. prepared by Consultant. Upon such termination Consultant shall be paid an amount equal to the contract amount for services performed to date of termination. In ascertaining the value of the work performed up to the date of termination, consideration shall be given to the completed work and work in progress, to complete and incomplete studies, and to other documents delivered to Arcadia and to authorized reimbursable expenses. D. If, After notice of termination for the Agreement under the provision of this Section, it is determined for any reason, that Consultant was not in default, or that the default was excusable, then the rights and obligations of the parties shall be the same as if the notice of termination had been pursuant to Section 21. 21. TERMINATION FOR CONVENIENCE Arcadia or the Consultant may terminate this Agreement at any time without cause by giving seven (7) days written notice to Consultant of such termination and specifying the effective date thereof. In that event, all finished or unfinished documents and other materials shall, at the option of Arcadia, become its property. If this Agreement is terminated by Arcadia, or consultant, as provided herein, Consultant will be paid compensation proportionate to the actual amount of work completed in relation to the total compensation amount provided for this Agreement. N. � 22. EXHIBITS 'fir The following exhibits to which reference is made in this Agreement are deemed incorporated herein in their entirety: Exhibit "A ": Proposal for Professional Services Exhibit B ": Professional Fees and Rates Exhibit "C ": Project Schedule 23. ENTIRE AGREEMENT AND AMENDMENTS A. This Agreement supersedes all prior proposals, agreements and understandings between the parties and may not be modified or terminated orally. B. No attempted waiver of any of the provisions hereof, nor any modification in the nature, extent or duration of the work to be performed by Consultant hereunder, shall be binding unless in writing and signed by the party against whom the same is sought to be enforced. 24. GOVERNING LAW This Agreement shall be governed by the laws of the State of California. 25. EFFECTIVE DATE This Agreement shall become effective as of the date set forth below in which the last of the parties, whether Arcadia or Consultant, executes said Agreement. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed and attested by their respective officers thereunto duly authorized. CITY OF ARCADIA By; Date City Manager _ CONSULT. APPR0491) AST-6-FORM: By: J X&2 City Attorney 9 Date: Date: 1 ' ?e 1 2"91 ACORD CERTIFICATE OF LIABILITY INSURANCgOR DV DATE(MMIDDNY) RIC -2 06/28/99 PRC40UCER 1 THIS CERTIFICATE IS ED AS A MATTER OF INFORMATION ONLY AND CONFERS IGHTS UPON THE CERTIFICATE ACEC /MARSH HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR 800 Market St, Ste. 2600 ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. St. Louis MO 63101 -2500 COMPANIES AFFORDING COVERAGE Sharon L. Zach COMPANY A Hartford Insurance Company Phone No. 800 -338 -1391 FaxNo.888- 621 -3173 - - - - - - -- - - -- - -- — INSURED COMPANY B COMPANY -- Lorick Associates Cons., Inc. C 1147 Manhattan Ave., Ste. 310 COMPANY CITY OF ARCADIA Manhattan Beach CA 90266 D CITY CLERK COVERAGES 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 POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. r` TYPE OF INSURANCE POLICY NUMBER LTR POLICY EFFECTIVE POLICY EXPIP.AT!ON DATE (MMIDDIYY) DATE (MMIDDIYY) LIMITS GENERAL LIABILITY GENERAL AGGREGATE s2000000 A IX COMMERCIAL GENERAL LIABILITY'' 84SBKEH5998 11/01/98 11/01/99 PRODUCTS_COMP /OPAGG s2000000 `7i OCCUR CLAIMS MADE X � L PERSONAL d ADV INJURY s 1000000 - -- -- - -- - - -_ -- •- - -- - - -- - � ' OWNER'S& CONTRACTOR'SPROT EACH OCCURRENCE $ 1000000 X SEV . OF INTEREST FIRE DAMAGE (Any one fire) s300000 MED EXP (Any one person) $ 10000 AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $1000000 A ANY AUTO 84UEVLL7732 11/01/98 11/01/99 ALL OWNED AUTOS BODILY INJURY $ --^ (Per person) SCHEDULED AUTOS X HIRED AUTOS BODILY INJURY $ - -- (Per accident) X NON -OWNED AUTOS PROPERTY DAMAGE f GARAGE LIABILITY AUTO ONLY • EA ACCIDENT $ ANY AUTO OTHER THAN AUTO ONLY: EACH ACCIDENT $ " "- - -- AGGREGATE $ EXCESS LIABILITY EACH OCCURRENCE $ UMBRELLA FORM AGGREGATE $ OTHER THAN UMBRELLA FORM $ WORKERS COMPENSATION AND WC STATU• 0TH. X TORY LIMITS ER F.MPLO ERS'LIABILIT! EL EACH ACCIDENT $ 1000000 A THE PROPRIETOR/ ! INCL 84WJVBB1351 11/01/98 11/01/99 EL DISEASE• POLICY LIMIT $ 1000000 PARTNERSIEXECUTIVE OFFICERS ARE: }{ EXCL EL DISEASE. EA EMPLOYEE s 1000000 OTHER A HIRED CAR PHY.DMG. 84UEVLL7732 03/03/99 11/01/99. $50,000 MAXIMUM $250 COMP $500 COLL. DESCRIPTION OF OPERATIONSILOCATIONSIVEHICLES /SPECIAL ITEMS THE CITY OF ARCADIA IS INCLUDED AS ADDITIONAL INSURED AS RESPECTS WORK PERFORMED BY THE NAMED INSURED. CERTIFICATE HOLDER CANCELLATION CTYARCI SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL ENDEAVOR TO MAIL 30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, CITY OF ARCADIA BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY ATT: GARY LEWIS OF ANY HIND UPON THE COMPANY, ITS AGENTS OR REPRESENTATIVES. 11800 GOLDRING ROAD AUTHORIZED REPRESENTATIVE Q.P .� ARCADIA CA 91006 AC D CORPORATION 1988 ACORD 25 -S (1/95) err/ *461% PHASE 1 — PRELIMINARY INVESTIGATION AND DATABASE DEVELOPMENT Scope of Work WORK PLAN This section describes in detail our technical approach in Phase 1 to evaluate and enhance the current maintenance operation and system in the City. Our overall approach will be divided into three phases and 37 tasks: Phase 1 — Preliminary Investigation and Database Development Phase 2 — Implement Complete System Phase 3 — Management System Update This section describes only Phase 1 effort with detailed descriptions of each of these tasks to follow for the phase. These descriptions include the process, methods and procedures to be used, and the end product that can be expected from the task. Phase 2 and 3 are to follow at a later date and are not outlined here. PHASE 1 - PRELIMINARY INVESTIGATION AND SYSTEM DEVELOPMENT This phase has five sub - phases. The first subphase of our work plan will establish a solid foundation on which the efforts of the study can be built. The objective of this subphase is to convey a sound understanding of the methods that will be used to collect and analyze maintenance information, establish working relationships and committees, and coordinate Consultant and City resources. The second subphase of our work plan will expand upon the foundation established to prepare the data for the CitiTech database for use in the management system. SUBPHASE A - INVESTIGATION A description of each of the tasks for this subphase follows: TASK 1 - PROJECT STARTUP During this first task, we will begin our team planning efforts associated with the project. Lorick Associates will initiate the project immediately after the contract is signed. LAC staff will conduct an initial meeting with the Director of Maintenance Services and his key staff to review the City's LA Consulting © 1999 Appendix A -1 09/23/99 Isw V objectives and their perception of the approach to the work methods and procedures that are needed to compile and analyze maintenance information. Structured interviews will also be conducted with maintenance and operations staff and various other staff that have an impact on the control and directing of maintenance. Information and ideas on current aspects of the system that are positive and negative along with concepts for enhancements will be obtained. The objective of these sessions is to develop working relationships with key staff and a general understanding of each of the objectives. Meetings will be held to further refine our approach, work plan and methodology to effectively accommodate the specific needs and desires of the City. End Product: Key City staff will be consulted and concepts for improvements and enhancement will be prepared. TASK 2 - PREPARE DETAILED WORK PLAN Based on our system observations and discussions in the initial task, LAC will prepare detailed work plans along with training and enhancements. The tasks will be further defined with milepost changes if information obtained from Task 1 warrants. End Product: A detailed schedule with training and enhancements planned. TASK 3 - ESTABLISH A REVIEW COMMITTEE To ensure an effective program, operational effort, and credibility with all levels of the organization, a Review Committee will be established. The group, comprised of management staff of various road, traffic, buildings and water personnel, shall be updated at major milestones and provide direction to the consultant. In addition, the committee will periodically review progress and accomplishments and provide the consultant with guidance and counsel. The committee members will develop a firsthand understanding of the system developments as they are documented and presented. This method will promote a sound understanding of the analysis process and ensure the credibility of the findings and recommendations of the consultant. It is recommended that the City appoint an in -house coordinator to work closely with LAC. This individual will assist in researching and compiling required maintenance data and act as a liaison between the Committee and staff. The committee will consist of selected field and office operational personnel and key City staff. They will work with the project team on current system status, overall system concepts, and propose improvements or new enhancements. End Product: A Committee and study coordinator appointed to work with the Consultants to ensure study credibility and assist in data research. LA Consulting © 1999 Appendix A -2 09/23/99 � 140� TASK 4 - COND UCT ORIENTATION In order to establish a uniform understanding of the system and LAC's role between the Committee and the project team, a general orientation session will be conducted during the second week of the project. During this meeting, LAC will describe in detail our proposed approach, our schedule and identify any potential problems. In addition, a review of a systematic approach will be given to all Committee members along with what maintenance data will be researched and compiled and the results and benefits that can be expected from the study. In addition, the participants will identify contacts that will assist in compiling the Maintenance database. End Product: A uniform understanding between staff participating in the study and Lorick Associates as to the project objectives, work methods and schedule. TASK 5 — DATA COLLECTION After a review committee has been setup and orientation meetings taken place, LAC will begin collecting data on all aspects of the City's current maintenance operation. This will be done in a series of sub tasks described below. TASK 53 - ACTIVITYANALYSIS Using information collected in prior tasks, combined with the consultant's experience, a general listing of the type of activities conducted at each agency will be determined. These may include such activities as pothole patching, sewer line cleaning, sign placement, valve turning, traffic signal PM and/or crack sealing. Attempts will be made to generally estimate the amount of effort made in each activity. Rather than cover all activities, an effort will be made to utilize principals such as Pareto's law, which allows a focus by estimating that approximately 20% of the activities comprise 80% of the work. In this activity process, an inventory item that best describes the potential workload over the life of the asset will be identified. Examples would be lane miles or square foot of asphalt pavement for pothole patching, and linear feet of sewer for sewer cleaning. These lists would then be compiled for a composite list of activities and their units of measure. End Product: Activity list with units of measure would be identified and documented. TASK 5.2 - MAINTENANCE HISTORY An estimate of the resources utilized by major activity will be made on a 1 -2 year basis. This can be done through review of timecards and other accounting systems, estimates of material used and field observations of the existing operation and reporting systems, such LA Consulting © 1999 Appendix A -3 09/23/99 'woo as PMS. The data compiled will be person days of work annually by activity along with work units accomplished. An example would be hand patching 40 days in 1997 in which 320 tons were placed. This will be done for each activity for the entire study time frame. End Product: A history of maintenance for major activities in the City. TASK 5.3 - FEATURES INVENTORY With the assistance of the staff at the City, the consultant will estimate the inventories of features that relate to work being performed. Existing files, information from maintenance staff, and observations will be used to determine initial values. Information will be collected by the facility and maintenance yard. The City will assist in actual compilation to complete the effort. Existing records will be used in lieu of actual field data gathering. In addition, a small sample size method may be utilized in this phase to eliminate major field data collection for activities where information does not exist. Examples of this are mowable acres and square feet of pavement. End Product: An estimate of maintenance features will be made. This information will be compiled and placed into the maintenance database. TASK 5.4 - RESOURCE DATA Again using the assistance of City staff, the consultant will request a listing by general category for labor, equipment and material resources. The consultant shall determine the format after consultation with the committee. Existing personnel and equipment files, information of maintenance staff, and field and office observations can provide the estimates. If not available, unit costs will be estimated. End Product: Resource data will be collected and placed into the maintenance database. TASK S S - FINANCIAL RESOURCE DATA The existing systems identified along with past budgetary information will be used to collect the financial data. Workload can be compiled from a combination of material records, time sheets, field estimates and historical estimates. The consultant shall direct assigned resources in this effort. This would include budgeted dollars for maintenance and those actually spent. Both in house and contract numbers will be complied. End Product: Workload and financial data will be captured and entered into the maintenance database. LA Consulting © 1999 Appendix A -4 09/23/99 1%u► 1400, The Consultant will utilize the database to make estimates of equipment needs and utilization for activities being performed. These values will be compared to actual numbers of equipment available. Also, histories from each equipment shop will be evaluated to ascertain general downtimes and operating costs. End Product: An estimate of equipment units available and unit costs. TASK 5.7 - MANAGEMENT APPROACH All areas identified in task 5.1 interviews will be further analyzed though the appraisal of available planning documents such as inventories, needs identification systems, complaints, routine maintenance schedules, activity guidelines, work methods and work programs. The scheduling methods and assignment of work processes will be recorded and discussed with various staff. The works orders or log items that track work performed, hours and resources expended will be identified and observed. Finally, the control mechanisms such as generated reports will be evaluated. Any graphs and/or figures that track effort expended, work accomplished and or budget used will be obtained and generally understood and evaluated. These existing processes will be documented in a short summary and the areas in the basic management processes that are in need of improvement and enhancement will be identified. In addition, the maintenance structure and organization will be identified and general assignments and responsibilities outlined for key staff. This sub task will be documented in a concise 3 -5 page working paper and distributed to the committee. End Product: Interview and define basic existing management processes and document findings in a short concise working paper. TASKS 8 - OPERATIONAL APPROACH The Consultant will conduct a series of structured interviews with key managers and supervisors during this task. Each interview will explore the management processes that are undertaken to plan, organize, schedule and control maintenance. This will include both formal and informal processes. Any documentation of these processes will be reviewed, understood and collected. Attempts will be made to ascertain the various system successes and deficiencies. End Product: Interview and define basic existing management processes in the city. LA Consulting © 1999 Appendix A -5 09/23/99 1%00 TASK 5.9 - DOCUMENT PROCESSES Using the information obtained in previous steps, the consultant will flowchart how work is identified, planned, organized, scheduled and performed. All reporting information will also be documented. Both the proactive (preventative) and responsive maintenance will be identified. The amount of time spent on each area will be estimated. End Product: All existing maintenance work flows will be identified. TASK 6 - DOCUMENT AND PRESENT FINDINGS The findings of phase one will be compiled and documented by the Consultant during this task and presented to the Committee for review and further discussion. Input and counsel from the Review Committee will be encouraged during the presentation to assist the consultant in further refining the alternatives to obtain the recommended solutions -- and fine tuning the maintenance management system requirements. End Product: A short working paper that documents the findings of Phase One. TASK 7 - EVAL UATE EXISTING DATABASES This task involves the review of the existing capabilities and databases for streets, water, buildings and engineering. This task will be used to finalize the transfer and populate the CitiTech database from existing city sources. ICI III I�1 III I�1 LA Consulting © 1999 Appendix A -6 09/23/99 t W 14Ll+r' End Product: LAC will evaluate existing data to populate. SUBPHASE B — Prepare Detailed Database with Accompanying Processes This phase involves the actual implementation of the system design phase. The subphase of the project will consist of three functional areas: 1 -- Planning 2 -- Scheduling 3 -- Controlling The flow chart on the following page illustrates a complete management and the tasks that make up the approach. Activities PLANNING ORGANIZING Requirements Activity Annual Work WouWad `♦ Worr Guideline�o Program& ♦�Distributio� Scheduling& Budget - Assignments Assessment of I_♦ Calendar I J Backlog l3fort f1 r Reporting CONTROLLING Performance & Cost �j Wnagement Reports ww I Action Planning Values This project will be completing only portions of this system in 1999 -2000 with the remainder completed in the next year. The checkmark indicates areas we will cover in this contract. Functional Area B1 -- Planning The planning effort involves determining major activities, defining guidelines, obtaining resource information, performing condition assessments, and computing the level of effort which, in turn, allows a work program and budget to be determined. Upon completion of the process, the planning effort determines the amount of work to be performed on an annual basis by the agency. This is depicted in the flow chart below. LA Consulting © 1999 Appendix A -7 09/23/99 I , • t PLANNING ORGANIZING We shall complete the areas marked with a �. TASK 8 - INITIATE IMPLEMENTATION LAC will conduct general orientation meetings at the start of the project in order to familiarize participants with the general approach. The project initiation effort will have four subtasks: • Project Startup • Preparation of a Detailed Work Schedule • Establishment of a Functioning Working Committee (WC) • Conducting a Worker Orientation End Product: Complete Agency exposure to the planned implementation. TASK 9 - COMPILE INVENTORY LAC will research the available inventory data, and will compile a complete inventory and database of all labor, equipment and materials used by the agency. This will include the following tasks: TASK 9. 1 INVENTORY OF PHYSICAL FEATURES An inventory listing and database of all physical features in the infrastructure network will be prepared using existing city information. This listing will include the type, quantity and location of features (i.e. streets, signs, manholes, legends, and signals). Existing data files will be used to compile an existing database of features. It is our understanding that existing data files are very limited and most inventories will have to be compiled from the beginning. LA Consulting © 1999 Appendix A -8 09/23199 , 1, i %Aw LAC will establish the forms and processes required for compiling the missing information. Teams will be established, comprised of City staff, to collect the necessary data. The LAC staff will be responsible for design and training of data collection. End Product: A complete inventory and database of key physical features in the City infrastructure will be established. TASK 9.2 — LABOR An inventory listing and database of all classifications of employees, including hourly rates burdened with benefits and overhead. Also a complete listing of employees, their classifications, hourly rates, employee numbers and work hours. End Product: A complete list of all labor classes and employees available. TASK 9.3 - EQ UIPMENT A complete inventory of all equipment available in the maintenance operation. The inventory will include equipment type, number, unit cost and availability. End Product: A complete list of all equipment available and rates. TASK 94- BUDGET A complete review of the 1999 -2000 budgets will be conducted. An inventory of all budgetary funds will be accomplished, including the operating budget, special program budgets, and contract funds available for maintenance. Each of the elements in the inventory data list will be compiled and stored in a computer database program, allowing easy modification and updating of all inventory data. End Product: A complete list of all budgetary funds available. ' TASK 10 - DEFINE WORK ACTIVITY LIST A list of the significant maintenance work activities performed will be prepared and entered into a computer database. This list will include a description of the work activity, a unit of measure to calculate the work accomplished, and a physical feature inventory item on which the work is performed. Examples are depicted below: LA Consulting © 1999 Appendix A -9 09/23/99 I , " t \fto R Pothole Patch Hand patching of potholes or service depressions in road pavement or sealed shoulders using bituminous material Measurement Unit: Square Feet The activity list will be presented to the Steering Committee during a working meeting held to finalize each item, and to ensure that the description and measurement units are appropriate for the activity. This list will be used to determine the annual maintenance requirements for each activity, and as a method to measure the amount of work accomplished on a daily basis. End Product: A list of all work activities with a description and measurement unit. Functional Area B2 - Scheduling The scheduling function develops the annual plan by using the work calendar, the implementation of a method for work requests, and the establishment of a work backlog system. This is integrated through the involvement of staff in the scheduling process, and the assignment of crew work through a work assignment form. This process is outlined in the flowchart below. The plan is actually implemented in this phase. It requires the integration of the automated processes with the staff who will actually direct the work. ORGANONG SCHEDULING Requirements NMo� oad L ` ork or Distribution Scheduling & Reporting Assignments Calendar 1 I1 1 Backlog LA Consulting © 1999 Appendix A -10 09/23/99 TASK 11 - DEVELOP AND IMPLEMENT A WORK REQUEST SYSTEM Several processes must be managed in the scheduling of work. Work includes labor in response to particular requests, and preventative maintenance activities. LAC will develop a process to integrate the work orders, complaints and agency requests into an automated work request system. The system will generate backlog information and provide a method for staff to schedule crews to meet day -to -day maintenance needs. The system will establish capabilities to assign priority to each work request, which can be used to schedule work. End Product: An automated work request system with a priority system. Functional Area B3 — Controlling /Improving The next portion of this Phase involves the Control function. This effort is conducted via the daily recording of work accomplished and the resources used. This information is then compiled and stored, permitting the comparison of actual accomplishment, productivity, unit cost and resources used. This will provide basis for future establishment of annual plan and projected work and cost for 2000 -2001 budget. This process is outlined in the following flowchart: SCHEDULING CONTROLLING Requests Scheduling & Assignments Backlog Field Performance Work rformanc Evaluation Reporting &Cost tvlanagement Reports Action Update Ranning Values This gives management the basis to monitor staff productivity, and to continuously improve. It also provides the agency with information on work accomplished (square foot of pavement patched, miles of street swept), the number of labor hours used, productivity (signs replaced in a day) and unit cost ($/ square foot). LA Consulting © 1999 Appendix A -11 09/23/99 ' f TASK 12 - ESTABLISH WORK REPORTING PROCEDURES LAC will establish and implement routine work reporting procedures to properly obtain MMS data. The work reporting procedures will be presented and taught to the appropriate personnel and monitored during the first four months of implementation to ensure compliance. The work will be reported by the use of daily work reporting sheets. Each supervisor will record the following information on a daily basis using the daily work reports. The daily work report will include: • Responsible supervisor • Activity performed • Location of work • Resources used • Date of work performed • Accomplishments The completed daily work reports will be entered into the automated system to allow comparisons of planned and actual values. Again, there will be integration of the existing systems found in each department; thus, while the format of this document will tend to vary, the basic information collected will remain the same. End Product: An automated work reporting system. SUBPHASE C - Documentation This phase provides the documentation necessary to implement and use the developed systems. TASK 13 DEVELOP SYSTEM DOCUMENTATION MATERIALS A series of documents outlining the system and management processes will be developed as a reference and guide for applying the developed system. The following manuals will be included to document the various procedures and processes required for operating and administering the MMS: Operations Manual -- for use by working supervisors. It will contain work scheduling and reporting procedures, work evaluation and tracking procedures, and other materials appropriate for field use. LA Consulting © 1999 Appendix A -12 09123/99 Administrative Manual -- to be used by management level personnel. It will include a system description, detailed operating procedures for maintaining the system, and all related documentation on activities and tracking reports, and source data used to develop the work request system Computer User Manual — not part of contract by CitiTech End Product: Documentation of the Work request system system. SUBPHASE D — Training Training and coaching efforts will be conducted to ensure system and management processes are understood and applied. Additionally, a series of meetings with various management staff will be held throughout the implementation, to encourage continuous involvement, to enhance the tailoring of systems and processes, and to allow the ideas offered by staff to be used in system development. TASK 14- CONDUCT IMPLEMENTATION TRAINING LAC will conduct a series of training sessions at three different intervals during the process. These will include formulation of the activities and reporting maintenance request and work. The sessions will include both general management training and actual implementation directions. The third training session will detail the use of computer operations in the Cititec system (this is in addition to Cititec training). Staff will be trained on the entry of work data, production of reports, and system parameters and database update. End Product: Implementation training sessions. SUBPHASE E - Direction and Quality Control Finally, a quality control effort will be conducted to ensure that all tasks are completed to meet the scope of work, and to further ensure the system is properly transferred to each department. This phase occurs throughout the first four phases. It allows the City staff, commission and LAC to work together. This teamwork ensures an understanding and utilization of the system by the City. LA Consulting © 1999 Appendix A -13 09123199 s ( 5 t TASK 15 — TECHNICAL STEERING COMMITTEE MEETINGS A series of technical committee meetings will be conducted at key milestones in the study. The status of the implementation, deliverables and potential problems will be presented to the Committee for input and direction. Five meetings will occur: after the database review, the completion of the activity list phase, development of service request system, and at the report tasks . A final meeting at end of the phaset shall occur. End Product: A series of steering committee meetings. TASK 16 - MONTHLYSTATUS 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. LA Consulting © 1999 Appendix A -14 09/23199 i r r t EXHIBIT "B" *90' PROFESSIONAL FEES AND RATES t t j Cost by Task Figure 3 Phase 1 Preliminary Investigation and database population Subphase A Investigation 1 Project startup $506.39 2 Prepare Detailed Work Plan $337.59 3 Establish A Review Committee $168.80 4 Conduct Orientation $1,181.57 5 Data collection $2,194.34 6 Document and present Findings $1,519.16 7 Evaluate existing database $3,375.90 Subphase 8 Prepare Detailed Database 8 Initiate Implementation $675.18 9 Compile Inventory $5,063.85 10 Define Work activity $2,700.72 11 Develop and Implement a Work Request System $3,038.31 12 Establish Work Reporting Procedures $3,038.31 Subphase C Documentation 13 Develop System Documentation Materials $1,350.36 Subphase D Training 14 Conduct Implementation Training $2,304.85 Subphase E Direction & Quality Control 15 Technical Steering Committee $2,194.34 16 Monthly Status $1,350.36 Total $31,000.00 Appendix B -1 9/23/99 r r'* 1' 6/26/99 %W N"01 Figure 3.1 LORICK ASSOCIATES CONSULTING 1999 Rates JOB CATEGORY Hourly rate Administrative $ 35 Graphics Support $ 45 Technician $ 52 Consultant $ 62 Engineer /Consultant $ 65 Systems /Consultant $ 75 Professional Engineer /Consultant $ 85 Systems Specialist /Sr. Consultant $ 87 Professional Engineer /Sr. Consultant $ 95 Senior Systems Specialist /Associate $ 93 Senior Engineer /P.E. /Associate $ 100 Senior Associate $ 105 Principal $ 125 Expert Witness $ 250 All out of pocket expenses will be billed at cost with a 10% markup for administrative and processing efforts. Mileage is $33 /mile. Appendix B — 2 09/23/99 PHASE 1 Schedule Phase 1 scope in Appendix A will be completed by January 30, 2000. All fifteen tasks shall be completed by this date unless agreed with the City. Appendix G 1 09/23/99