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HomeMy WebLinkAboutAgreements/Contracts - Public Works (002)GRANT COUNTY COMMISSIONERS AGENDA MEETING REQUEST FORM (Must be submitted to the Clerk of the Board by 12:00pm on Thursday) REQUESTING DEPARTMENT:PUBLIC WORKS REQUEST SUBMITTED BY:SHILO NELLIS CONTACT PERSON ATTENDING ROUNDTABLE:DAVE BREN CONFIDENTIAL INFORMATION: DYES F40 NO DATE:03/13/25 PHONE: 99-754-6082 FmAgreement / Contract DAP Vouchers ElAppointment / Reappointment DARPA Related E313ids I RFPs / Quotes Award OBid Opening Scheduled D Boards / Committees DBudget El Computer Related DCounty Code DEmergency Purchase D Employee Ref. ElFacilities Related DFinancial 1:1 Funds 0 Hearing El Invoices / Purchase Orders ElGrants — Fed/State/County Ell -eases 0 MOA / MOU OMinutes DOrdinances M Out of State Travel El Petty Cash 0 Policies ElProclamations M Request for Purchase EIResolution DRecornmendation OProfessional Serv/Consultant []Support Letter OSurplus Req. ElTax Levies ElThank You's 0Tax Title Property EIWSLCB LOCAL AGENCY STANDARD CONSULTANT AGREEMENT NO. 108-01 (2025) IN THE AMOUNT OF $83,122.00, WIRH VARELA ENGINEERING AND MANAGEMENT, COMPLETION DATE SEPTEMBER 30,2025 If necessary, was this document reviewed by accounting.? El YES 17 NO F* N/A If necessary, was this document reviewed by legal? DATE OF ACTION: DEFERRED OR CONTINUED TO: APPROVE: DENIED ABSTAIN D1: D2: D& RECEIVED MAR 13 2025 4/23/24 GRANT COUNTY COMMISSIONERS LocalAgency Consultant/Address/Telephone Standard Consultant Varela Engineering & Management t Agreement 601 West Mallon Suite A Spokane, WA 99201 Architectural/Engineering Agreement (509) 328-6066 ElPersonal Services Agreement Agreement Number 108-01 (2025) Project Title And Work Description 2025 Grant County Pavement Federal Aid Number Condition Survey Agreement Type (Choose one) ❑ Lump Sum Lump Sum Amount $ El Cost Plus Fixed Fee Overhead Progress Payment Rate % DBE Participation Overhead Cost Method ElActual Cost El Yes 4PNO Federal ID Number or Social Security Number 91-1409139 El Actual Cost Not To Exceed % El Fixed Overhead Rate % 99for IRS? Do you require4No Completion Date Fixed Fee $ El Yes Sept. 30, 2025 Total Amount Authorized $ $83,122.00 El Specific Rates Of Pay El Negotiated Hourly Rate El Provisional Hourly Rate Management Reserve Fund $ Cost Per Unit of Work Maximum Amount Payable $ $83,122.00 Index of Exhibits (Check all that apply): Exhibit A-1 Scope of Work ❑ Exhibit A-2 Task Order Agreement ❑ Exhibit B-1 DBE Utilization Certification El Exhibit C Electronic Exchange of Data ❑ Exhibit D-1 Payment - Lump Sum ❑ Exhibit D-2 Payment - Cost Plus ❑ Exhibit D-3 Payment - Hourly Rate ❑ Exhibit D-4 Payment - Provisional El Exhibit E-1 Fee - Lump/Fixed/Unit El Exhibit E-2 Fee - Specific Rates El Exhibit F Overhead Cost El Exhibit G Subcontracted Work El Exhibit G-1 Subconsultant Fee THIS AGREEMENT, made and entered into this between the Local Agency of Grant County El Exhibit G-2 Fee -Sub Specific Rates ❑ Exhibit G-3 Sub Overhead Cost ❑ Exhibit H Title VI Assurances ❑ Exhibit I Payment Upon Tennination of Agreement ❑ Exhibit J Alleged Consultant Design Error Procedures El Exhibit K Consultant Claim Procedures hibit L Liability Insurance Increase xhibit M-1 a Consultant Certification xhibit M-lb Agency Official Certification hibit M-2 Certification - Primary xhibit M-3 Lobbying Certification xhibit M-4 Pricing Data Certification App. 31.910 Supplemental Signature Page and the above organization hereinafter called the "CONSULTANT". day of 2025 , Washington, hereinafter called the "AGENCY" DOT Form 140-089 EF Page 1 of 8 Revised 3/2008 WITNESSETH THAT: WHEREAS, the AGENCY desires to accomplish the above referenced project, and WHEREAS, the AGENCY does not have sufficient staff to meet the required commitment and therefore deems it advisable and desirable to engage the assistance of a CONSULTANT to provide the necessary services for the PROJECT; and WHEREAS, the CONSULTANT represents that he/she is in compliance with the Washington State Statutes relating to professional registration, if applicable, and has signified a willingness to fiimish Consulting services to the AGENCY, NOW THEREFORE, in consideration of the terms, conditions, covenants and performance contained herein, or attached and incorporated and made a part hereof, the parties hereto agree as follows: I General Description of Work The work under this AGREEMENT shall consist of the above described work and services as herein defined and necessary to accomplish the completed work for this PROJECT. The CONSULTANT shall furnish all services, labor, and related equipment necessary to conduct and complete the work as designated elsewhere in this AGREEMENT. II Scope of Work The Scope of Work and projected level of effort required for this PROJECT is detailed in Exhibit "A" attached hereto and by this reference made a part of this AGREEMENT. III General Requirements All aspects of coordination of the work of this AGREEMENT with outside agencies, groups, or individuals shall receive advance approval by the AGENCY. Necessary contacts and meetings with agencies, groups, and/or individuals shall be coordinated through the AGENCY. The CONSULTANT shall attend coordination, progress and presentation meetings with the AGENCY and/or such Federal, State, Community, City or County officials, groups or individuals as may be requested by the AGENCY. The AGENCY will provide the CONSULTANT sufficient notice prior to meetings requiring CONSULTANT participation. The minimum required hours or days notice shall be agreed to between the AGENCY and the CONSULTANT and shown in Exhibit "A." - The CONSULTANT shall prepare a monthly progress report, in a form approved by the AGENCY, which will outline in written and graphical form the various phases and the order of performance of the work in sufficient detail so that the progress of the work can easily be evaluated. The CONSULTANT, and each SUBCONSULTANT, shall not discriminate on the basis of race, color, national origin, or sex in the performance of this contract. The CONSULTANT, and each SUBCONSULTANT, shall carry out applicable requirements of 49 CFR Part 26 in the award and administration of USDOT-assisted contracts. Failure by the CONSULTANT to carry out these requirements is a material breach of this AGREEMENT that may result in the termination of this AGREEMENT. Participation for Disadvantaged Business Enterprises (DBE), if required, per 49 CFR Part 26, or participation of Minority Business Enterprises (MBE), and Women Business Enterprises (WBE), shall be shown on the heading of this AGREEMENT. If D/M/WBE firms are utilized, the amounts authorized to each firm and their certification number will be shown on Exhibit "B" attached hereto and by this reference made a part of this AGREEMENT. If the Prime CONSULTANT is a DBE firm they must comply with the Commercial Useful Function (CUF) regulation outlined in the AGENCY'S "DBE Program Participation Plan". The mandatory DBE participation goals of the AGREEMENT are those established by the WSDOT'S Highway and Local Programs Project Development Engineer in consultation with the AGENCY. All Reports, PS&E materials, and other data furnished to the CONSULTANT by the AGENCY shall be returned. All electronic files, prepared by the CONSULTANT, must meet the requirements as outlined in Exhibit "C." All designs, drawings, specifications, documents, and other work products, including all electronic files, prepared by the CONSULTANT prior to completion or termination of this AGREEMENT are instruments of service for this PROJECT, and are the property of the AGENCY. Reuse by the AGENCY or by others, acting through or on behalf of the AGENCY of any such instruments of service, not occurring as a part of this PROJECT, shall be without liability or legal exposure to the CONSULTANT. Page 2of8 IV Time for Beginning and Completion The CONSULTANT shall not begin any work Linder the terms of this AGREEMENT until authorized in writing by the AGENCY. All work under this AGREEMENT shall be completed by the date shown in the heading of this AGREEMENT under completion date. The established completion time shall not be extended because of any delays attributable to the CONSULTANT, but may be extended by the AGENCY in the event of a delay attributable to the AGENCY, or because of unavoidable delays caused by an act of GOD or governmental actions or other conditions beyond the control of the CONSULTANT. A prior supplemental agreement issued by the AGENCY is required to extend the established completion time. V Payment Provisions The CONSULTANT shall be paid by the AGENCY for completed work and services rendered under this AGREEMENT as provided in Exhibit "D" attached hereto, and by reference made part of this AGREEMENT. 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. The CONSULTANT shall confonn to all applicable portions of 48 CFR Part 31. A post audit may be performed on this AGREEMENT. The need for a post audit will be determined by the State Auditor, WSDOT External Audit Office and/or at the request of the AGENCY'S PROJECT Manager. VI Sub -Contracting The AGENCY permits sub -contracts for those items of work as shown in Exhibit "G" attached hereto and by this reference made part of this AGREEMENT. Compensation for this sub -consultant work shall be based on the cost factors shown on Exhibit "G." The work of the sub -consultant shall not exceed its maximum amount payable unless a prior written approval has been issued by the AGENCY. All reimbursable direct labor, overhead, direct non -salary costs and fixed fee costs for the sub -consultant shall be substantiated in the same manner as outlined in Section V. All sub -contracts shall contain all applicable provisions of this AGREEMENT. With respect to sub -consultant payment, the CONSULTANT shall comply with all applicable sections of the Prompt Payment laws as set forth in RCW 39.04.250 and RCW 39.76.011. The CONSULTANT shall not sub -contract for the performance of any work under this AGREEMENT without prior written permission of the AGENCY. No permission for sub -contracting shall create, between the AGENCY and sub- contractor, any contract or any other relationship. A DBE certified sub -consultant is required to perform a minimum amount of their sub -contracted agreement that is established by the WSDOT Highways and Local Programs Project Development Engineer in consultation with the AGENCY. VII Employment The CONSULTANT warrants that they have 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 it 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, gift, or any other consideration, contingent upon or resulting from the award or making of this contract. For breach or violation of this warrant, the AGENCY shall have the right to annul this AGREEMENT without liability or, in its discretion, to deduct from the AGREEMENT price or consideration or otherwise recover the full amount of such fee, commission, percentage, brokerage fee, gift, or contingent fee. Any and all employees of the CONSULTANT or other persons while engaged in the performance of any work or services required of the CONSULTANT under this AGREEMENT, shall be considered employees of the CONSULTANT only and not of the AGENCY, and any and all claims that may arise under any Workmen's Compensation Act on behalf of said employees or other persons while so engaged, and any and all claims made by a Page 3 of 8 third party as a consequence of any act or omission on the part of the CONSULTANT'S employees or other persons while so engaged on any of the work or services provided to be rendered herein, shall be the sole obligation and responsibility of the CONSULTANT. The CONSULTANT shall not engage, on a full- or part-time basis, or other basis, during the period of the contract, any professional or technical personnel who are, or have been, at any time during the period of the contract, in the employ of the United States Department of Transportation, or the STATE, or the AGENCY, except regularly retired employees, without written consent of the public employer of such person. VIII Nondiscrimination During the performance of this contract, the CONSULTANT, for itself, its assignees, and successors in interest agrees to comply with the following laws and regulations: Title VI of the Civil Rights Act of 1964 (42 USC Chapter 21 Subchapter V Section 2000d through 2000d-4a) Federal -aid Highway Act of 1973 (23 USC Chapter 3 Section 324) Rehabilitation Act of 1973 (29 USC Chapter 16 Subchapter V Section 794) Age Discrimination Act of 1975 (42 USC Chapter 76 Section 6101 et seq.) Civil Rights Restoration Act of 1987 (Public Law 100-259) American with Disabilities Act of 1990 (42 USC Chapter 126 Section 12101 et. seq.) 49 CFR Part 21 23 CFR Part 200 RCW 49.60.180 In relation to Title VI of the Civil Rights Act of 1964, the CONSULTANT is bound by the provisions of Exhibit "H" attached hereto and by this reference made part of this AGREEMENT, and shall include the attached Exhibit "H" in every sub -contract, including procurement of materials and leases of equipment, unless exempt by the Regulations or directives issued pursuant thereto. IX Termination of Agreement The right is reserved by the AGENCY to terminate this AGREEMENT at any time upon ten (10) days written notice to the CONSULTANT. In the event this AGREEMENT is terminated by the AGENCY other than for default on the part of the CONSULTANT, a final payment shall be made to the CONSULTANT as shown in Exhibit "I" for the type of AGREEMENT used. No payment shall be made for any work completed after ten (10) days following receipt by the CONSULTANT of the Notice to Terminate. If the accumulated payment made to the CONSULTANT prior to Notice of Termination exceeds the total amount that would be due when computed as set forth herein above, then no final payment shall be due and the CONSULTANT shall immediately reimburse the AGENCY for any excess paid. If the services of the CONSULTANT are terminated by the AGENCY for default on the part of the CONSULTANT, the above formula for payment shall not apply. Page 4 of 8 In such an event, the amount to be paid shall be determined by the AGENCY with consideration given to the actual costs incurred by the CONSULTANT in performing the work to the date of termination, the amount of work originally required which was satisfactorily completed to date of termination, whether that work is in a form or a type which is usable to the AGENCY at the time of termination, the cost to the AGENCY of employing another firm to complete the work required and the time which may be required to do so, and other factors which affect the value to the AGENCY of the work performed at the time of termination. Under no circumstances shall payment made under this subsection exceed the amount, which would have been made using the formula set forth above. If it is determined for any reason that the CONSULTANT was not in default or that the CONSULTANT'S failure to perform is without the CONSULTANT'S or it's employee's default or negligence, the termination shall be deemed to be a termination for the convenience of the AGENCY. In such an event, the CONSULTANT would be reimbursed for actual costs in accordance with the termination for other than default clauses listed previously. In the event of the death of any member, partner or officer of the CONSULTANT or any of its supervisory personnel assigned to the PROJECT, or dissolution of the partnership, termination of the corporation, or disaffiliation of the principally involved employee, the surviving members of the CONSULTANT hereby agree to complete the work under the terms of this AGREEMENT, if requested to do so by the AGENCY. This subsection shall not be a bar to renegotiation of the AGREEMENT between the surviving members of the CONSULTANT and the AGENCY, if the AGENCY so chooses. In the event of the death of any of the parties listed in the previous paragraph, should the surviving members of the CONSULTANT, with the AGENCY'S concurrence, desire to terminate this AGREEMENT, payment shall be made as set forth in the second paragraph of this section. Payment for any part of the work by the AGENCY shall not constitute a waiver by the AGENCY of any remedies of any type it may have against the CONSULTANT for any breach of this AGREEMENT by the CONSULTANT, or for failure of the CONSULTANT to perform work required of it by the AGENCY. Forbearance of any rights Linder the AGREEMENT will not constitute waiver of entitlement to exercise those rights with respect to any future act or omission by the CONSULTANT. X Changes of Work The CONSULTANT shall make such changes and revisions in the complete work of this AGREEMENT as necessary to correct errors appearing therein, when required to do so by the AGENCY, without additional compensation thereof. Should the AGENCY find it desirable for its own purposes to have previously satisfactorily completed work or parts thereof changed or revised, the CONSULTANT shall make such revisions as directed by the AGENCY. This work shall be considered as Extra Work and will be paid for as herein provided under Section XIV. XI Disputes Any dispute concerning questions of fact in connection with the work not disposed of by AGREEMENT between the CONSULTANT and the AGENCY shall be referred for determination to the Director of Public Works or AGENCY Engineer, whose decision in the matter shall be final and binding on the parties of this AGREEMENT; provided, however, that if an action is brought challenging the Director of Public Works or AGENCY Engineer's decision, that decision shall be subject to de novo judicial review. If the parties to this AGREEMENT mutually agree, disputes concerning alleged design errors will be conducted under the procedures found in Exhibit "J", and disputes concerning claims will be conducted under the procedures found in Exhibit "K". XII Venue, Applicable Law, and Personal Jurisdiction In the event that either party deems it necessary to institute legal action or proceedings to enforce any right or obligation under this AGREEMENT, the parties hereto agree that any such action shall be initiated in the Superior court of the State of Washington, situated in the county in which the AGENCY is located. The parties hereto agree that all questions shall be resolved by application of Washington law and that the parties to such action shall have the right of appeal from such decisions of the Superior court in accordance with the laws of the State of Washington. The CONSULTANT hereby consents to the personal jurisdiction of the Superior court of the State of Washington, situated in the county in which the AGENCY is located. Page 5of8 XIII Legal Relations The CONSULTANT shall comply with all Federal, State, and local laws and ordinances applicable to the work to be done under this AGREEMENT. This contract shall be interpreted and construed in accordance with the laws of the State of Washington. The CONSULTANT shall indemnify and hold the AGENCY and the STATE and its officers and employees harmless from and shall process and defend at its own expense all claims, demands, or suits at law or equity arising in whole or in part from the CONSULTANT'S negligence or breach of any of its obligations under this AGREEMENT; provided that nothing herein shall require a CONSULTANT to indemnify the AGENCY or the STATE against and hold harmless the AGENCY or the STATE from claims, demands or suits based solely upon the conduct of the AGENCY or the STATE, their agents, officers and employees; and provided further that if the claims or suits are caused by or result from the concurrent negligence of (a) the CONSULTANT'S agents or employees, and (b) the AGENCY or the STATE, their agents, officers and employees, this indemnity provision with respect to (1) claims or suits based upon such negligence (2) the costs to the AGENCY or the STATE of defending such claims and suits shall be valid and enforceable only to the extent of the CONSULTANT'S negligence or the negligence of the CONSULTANT'S agents or employees. The CONSULTANT'S relation to the AGENCY shall be at all times as an independent contractor. The CONSULTANT shall comply with all applicable sections of the applicable Ethics laws, including RCW 42.23, which is the Code of Ethics for regulating contract interest by municipal officers. The CONSULTANT specifically assumes potential liability for actions brought by the CONSULTANT'S own employees against the AGENCY and, solely for the purpose of this indemnification and defense, the CONSULTANT specifically waives any immunity under the state industrial insurance law, Title 51 RCW. Unless otherwise specified in the AGREEMENT, the AGENCY shall be responsible for administration of construction contracts, if any, on the PROJECT. Subject to the processing of a new sole source, or an acceptable supplemental agreement, the CONSULTANT shall provide On -Call assistance to the AGENCY during contract administration. By providing such assistance, the CONSULTANT shall assume no responsibility for: proper construction techniques, job site safety, or any construction contractor's failure to perform its work in accordance with the contract documents. The CONSULTANT shall obtain and keep in force during the terms of the AGREEMENT, or as otherwise required, the following insurance with companies or through sources approved by the State Insurance Commissioner pursuant to Title 48 RCW. Insurance Coverage A. Worker's compensation and employer's liability insurance as required by the STATE. B. Commercial general liability and property damage insurance in an aggregate amount not less than two million dollars ($2,000,000) for bodily injury, including death and property damage. The per occurrence amount shall not exceed one million dollars ($1,000,000). C. Vehicle liability insurance for any automobile used in an amount not less than a one million dollar ($1,000,000) combined single limit. Excepting the Worker's Compensation Insurance and any Professional Liability Insurance secured by the CONSULTANT, the AGENCY will be named on all policies as an additional insured. The CONSULTANT shall furnish the AGENCY with verification of insurance and endorsements required by the AGREEMENT. The AGENCY reserves the right to require complete, certified copies of all required insurance policies at any time. All insurance shall be obtained from an insurance company authorized to do business in the State of Washington. The CONSULTANT shall submit a verification of insurance as outlined above within fourteen (14) days of the execution of this AGREEMENT to the AGENCY. No cancellation of the foregoing policies shall be effective without thirty (30) days prior notice to the AGENCY. The CONSULTANT'S professional liability to the AGENCY shall be limited to the amount payable under this AGREEMENT or one million ($1,000,000) dollars, whichever is the greater, unless modified by Exhibit "L". In no case shall the CONSULTANT'S professional liability to third parties be limited in any way. Page 6 of 8 The AGENCY will pay no progress payments under Section V until the CONSULTANT has fully complied with this section. This remedy is not exclusive; and the AGENCY and the STATE may take such other action as is available to it tinder other provisions of this AGREEMENT, or otherwise in law. XIV Extra Work A. The AGENCY may at any time, by written order, make changes within the general scope of the AGREEMENT in the services to be performed. B. If any such change causes an increase or decrease in the estimated cost of, or the time required for, performance of any part of the work under this AGREEMENT, whether or not changed by the order, or otherwise affects any other terms and conditions of the AGREEMENT, the AGENCY shall make an equitable adjustment in the (1) maximum amount payable; (2) delivery or completion schedule, or both; and (3) other affected terms and shall modify the AGREEMENT accordingly. C. The CONSULTANT must submit any "request for equitable adjustment", hereafter referred to as "CLAIM", Linder this clause within thirty (30) days from the date of receipt of the written order. However, if the AGENCY decides that the facts justify it, the AGENCY may receive and act upon a CLAIM submitted before final payment of the AGREEMENT. D. Failure to agree to any adjustment shall be a dispute under the Disputes clause. However, nothing in this clause shall excuse the CONSULTANT from proceeding with the AGREEMENT as changed. E. Notwithstanding the terms and conditions of paragraphs (A) and (B) above, the maximum amount payable for .this AGREEMENT, shall not be increased or considered to be increased except by specific written supplement to this AGREEMENT. XV Endorsement of Plans If applicable, the CONSULTANT shall place their endorsement on all plans, estimates, or any other engineering data furnished by them. XVI Federal and State Review The Federal Highway Administration and the Washington State Department of Transportation shall have the right to participate in the review or examination of the work in progress. XVII Certification of the Consultant and the Agency Attached hereto as Exhibit "M-1(a and b)" are the Certifications of the CONSULTANT and the AGENCY, Exhibit "M -2" Certification Regarding Debarment, Suspension and Other Responsibility Matters - Primary Covered Transactions, Exhibit "M-3" Certification Regarding the Restrictions of the Use of Federal Funds for Lobbying and Exhibit "M-4" Certificate of Current Cost or Pricing Data. Exhibit "M-3" is required only in AGREEMENTS over $100,000 and Exhibit "M-4" is required only in AGREEMENTS over $500,000. XVIII Complete Agreement This document and referenced attachments contain all covenants, stipulations, and provisions agreed upon by the parties. No agent, or representative of either party has authority to make, and the parties shall not be bound by or be liable for, any statement, representation, promise or agreement not set forth herein. No changes, amendments, or modifications of the terms hereof shall be valid unless reduced to writing and signed by the parties as an amendment to this AGREEMENT. XIX Execution and Acceptance This AGREEMENT may be simultaneously executed in several counterparts, each of which shall be deemed to be an original having identical legal effect. The CONSULTANT does hereby ratify and adopt all statements, representations, warranties, covenants, and agreements contained in the proposal, and the supporting material submitted by the CONSULTANT, and does hereby accept the AGREEMENT and agrees to all of the terms and conditions thereof. Page 7of8 In witness whereof, the parties hereto have executed this AGREEMENT as of the day and year shown in the "Execution Date" box on page one (1) of this AGREEMENT. By Consultant Jesse Cowger, PE Bys .. +. (L-- �-eoe000*, Agency Rob Jones, Chair DOT Form 140-089 EF Revised 3/2008 Page 8 of 8 Exhibit A-1 Scope of Work Project No. 108-01 (2025) Field rating and electronic data for approximately 848 miles of County Roads. See Attachment A-1 Supplement Documents To Be Furnished By The Consultant Field rating data collected in electronic format using County Road Administration Board (CRAB) software VisRate Version 5.0.0 and uploaded via internet to GISMO database. See Attachment A-1 Supplement DOT Form 140-089 EF Exhibit A-1 Revised 6/05 ATTACHMENT A-1 SUPPLEMENT SCOPE OF SERVICES, COMPENSATION, SCHEDULE, AUTHORIZATION TO PROCEED I. SCOPE Scope of Assignment Field rating of approximately 848 miles of County roads using WSDOT Pavement Surface Condition Rating methodology. Workplan Rating will be performed based on visual inspection of road surfaces from a vehicle. The roads to be rated shall be as designated by the County. It is anticipated that visual inspection will average 20 to 25 miles per day. We will provide a vehicle equipped with a Nitestar NS-50 or NS-60, or other suitable distance measuring instrument. Jesse Cowger, PE will be the Principal in Charge and will oversee the project; Jesse performed the surface rating for Grant County in 2003 and has supervised the work on a biennial basis since then (eleven surveys in total). Peter Cowger will coordinate the field crew and provide quality control on data collection. The rating work will be performed in one vehicle, by two field technicians. Four pavement distresses will be rated: longitudinal cracking, transverse cracking, alligator cracking, and patching. Field surface condition rating data will be recorded via laptop into VisRate; field data will be uploaded to the County Road Administration Board (CRAB) GISMo road management database via Internet on a weekly basis. II. COMPENSATION Compensation will be based on the actual number of miles field rated and uploaded to the GISMo database by Varela for Grant County, at a rate of $98.02 per mile; refer to attached worksheet for basis of rate per unit work. Work will be invoiced monthly. Payment by Grant County will be 75% of the invoiced amount. The remaining 25% will be paid upon acceptance of the data by the County. Upload backups of the field data (xml format) will be provided to Grant County monthly if requested. The County will review and determine acceptance of the rating data within 21 days of Varela notifying the County that the last upload of field data to the GISMo database has been made. III. SCHEDULE Field rating and submission of all rating data shall be completed no later than September 3012025 108-01-12-Grant County Agr. Att I (2025-03-03).doc Authorization to proceed shall be effective upon execution of this Agreement by Grant County. 108-01-12-Grant County Agr. Att I (2025-03-03).doc EXHIBIT A-1 SUPPLEMENT CONSULTANT FEE DETERMINATION - COST PER UNIT OF WORK 3/10/2025 Labor Hours and Billing Rates Principal Project En r i En r Rating Tech Rating Adm. Tech : Assist. Other TOTAL HOURS LABOR7 Travel Time Reduction - - - $190.00 $158.00 $68.00 $68.00 $95.00 $0.00 Travel time reduced rate: (1) $54.40 $54.40 TASKS Plan, coord., field start-up 8 24 8 8 48 $ 6,400 Rating (10 hr day) _ 360 360 720 $ 48,960 Travel time (4 hr/week) (1) Travel time reduced rate % shown. 36 36 72 $ 3,917 20% - (1) Supervision and management 8 8 16 $ 2,784 Quality control/field sampling & checking 32 32 $ 5,056 _ Data management (office) 4 4 2 10 $ 1,582 Data submission, coord w/County & CRAB 8 8 2 18 $ 2,974 $ _ TOTAL LABOR 28 76 404 404 4 0 916 $ 719673 ESTIMATED EXPENSES Mileage 4,328 miles $0.700 /mile $ 3,030 Per diem $110 /day 72 man days $ 7,920 Other (phone, equipment, misc. expenses) $ 500 TOTAL EXPENSES - _ $ 11,450 TOTALf TOTAL MILES COST Labor + TO PER UNIT Expenses) BE (RATED OF WORK $ 83,122 848 $ 98.02 miles /mire - - ---- - MILES RATED AND RATING DAYS _: - Estimated miles to be rated 848 miles Number of lanes 1 lanes Total miles to be rated 848 miles Estimated production (10 hour days) 25 miles/day (Est. 20 to 25 miles/day) Estimated rating days _ 34 days Efficiency factor (partial days, rain days) 5% Total estimated onsite days 36 days_ Onsite weeks 9.0 weeks 4 days/week ESTIMATED MILES TRAVELED: Travel out/back to project area: Round trip distance 200 miles Weeks (once/week) 9.0 weeks Sub -Total 1,800 miles Daily trips from lodging to/from roads: - 40 miles 3 days/week Sub -Totals 1,080 miles QC trips by Jesse or Peter Cowger 600 miles 3 trips Total estimated miles traveled + rated miles 4,328 miles File: Grant County Road Rating Estimate (2025-03-10).xlsx Sheet: Grant Cnty '25 VARELA Engineering & Management I hereby certify that I am representative of the firm of Exhibit M-1 (a) Certification Of Consultant Jesse Cowger, PE Varela & Associates, Inc. Project No. Local Agency and duly authorized whose address is 601 West Mallon, Spokane, WA 99201 and that neither I nor the above firm I here represent has: (a) Employed or retained for a commission, percentage, brokerage, contingent fee, or other consideration, any firm or person (other than a bona fide employee working solely for me or the above CONSULTANT) to solicit or secure the AGREEMENT; (b) Agreed, as an express or implied condition for obtaining this contract, to employ or retain the services of any firm or person in connection with carrying out this AGREEMENT; or (c) Paid, or agreed to pay, to any firm, organization or person (other than a bona fide employee working solely for me or the above CONSULTANT) any fee, contribution, donation, or consideration of any bind for, or in connection with, procuring or carrying out this AGREEMENT; except as hereby expressly stated (if any); I acknowledge that this certificate is to be available to the Washington State Department of Transportation and the Federal Highway Administration, U.S. Department of Transportation in connection with this AGREEMENT involving participation of Federal -aid highway funds, and is subject to applicable State and Federal laws, both criminal and civil. 3/11/2025 Date Signature DOT Form 140-089 EF Exhibit M-1(a) Revised 6/05 Exhibit M-1(b) Certification Of Agency Official I hereby certify that I am the AGENCY Official of the Local Agency of Grant County Washington, and that the consulting firm or its representative has not been required, directly or indirectly as an express or implied condition in connection with obtaining or carrying out this AGREEMENT to: (a) Employ or retain, or agree to employ to retain, any firm or person; or (b) Pay, or agree to pay, to any firm, person, or organization, any fee, contribution, donation, or consideration of any kind; except as hereby expressly stated (if any): I acknowledge that this certificate is to be available to the Washington State Department of Transportation and the Federal Highway Administration, U.S. Department of Transportation, in connection with this AGREEMENT involving participation of Federal -aid highway funds, and is subject to applicable State and Federal laws, both criminal and civil. Date DOT Form 140-089 EF Exhibit M-1(b) Revised 6/05 Rob Jones, Signature Exhibit M-2 Certification Regarding Debarment, Suspension, and Other Responsibility Matters -Primary Covered Transactions I. The prospective primary participant certifies to the best of its knowledge and belief, that it and its principals: A. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or agency; B. Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission or fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) transaction or contract under a public transaction; violation of federal or state antitrust statues or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; C. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (federal, state, or local) with commission of any of the offenses enumerated in paragraph (I) (B). of this certification; and D. Have not within a three (3) year period preceding this application/proposal had one or more public transactions (federal, state, or local) terminated for cause or default. II. Where the prospective primary participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. Consultant (Firm): Varela &Associates, Inc. d/b/a Varela Engineering &Management 3/11 /2025 . (Date) DOT Form 140-089 EF Exhibit M-2 Revised 6/05 /_tm 44e-7 (Signature) Pr sident or uthorized Official of Consultant Exhibit M-3 Certification Regarding The Restrictions of The use of Federal Funds for Lobbying The prospective participant certifies, by signing and submitting this bid or proposal, to the best of his or her knowledge and belief, that: I. No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any Federal agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. 2. If any funds other than Federal appropriated fiends have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any Federal agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. The prospective participant also agrees by submitting his or her bid or proposal that he or she shall require that the language of this certification be included in all lower tier subcontracts. which exceed $100,000 and that all such subrecipients shall certify and disclose accordingly. Consultant (Firm): Varela & Associates, Inc. d/b/a/ Varela Engineering & Management 3/11/2025 (Date) DOT Form 140-089 EF Exhibit M-3 Revised 6/05 (Signature) Pre 'dent or A thorized Official of Consultant Exhibit M-4 Certificate of Current Cost or Pricing Data This is to certify that, to the best of my knowledge and belief, the cost or pricing data (as defined in section 15.401 of the Federal Acquisition Regulation (FAR) and required under FAR subsection 15.403-4) submitted, either actually or by specific identification in writing, to the contracting officer or to the contracting officer's representative in support of this Agreement =� are accurate, complete, and current as of March 11, 2025 * * This certification includes the cost or pricing data supporting any advance agreements and forward pricing rate agreements between the offeror and the Government that are part of the proposal. Firm Varela & Associates, Inc. d/b/a Varela Engineering & Management Name Title President Date of Execution*** March 11, 2025 * Identify the proposal, quotation, request for price adjustment, or other submission involved, giving the appropriate identifying number (e.g., RFP No.). Insert the day, month, and year when price negotiations were concluded and price agreement was reached. * * Insert the day, month, and year of signing, which should be as close as practicable to the date when the price negotiations were concluded and the contract price was agreed to. DOT Form 140-089 EF Exhibit M-4 Revised 6/05 wrWashington State o Department of Transportation October 30, 2024 Varela & Associates, Inc. 601 W. Mallon Ave, Suite A Spokane, WA 99201 Development Division Contract Services Office PO Box 47408 Olympia, WA 98504-7408 7345 Linderson Way SW Tumwater, WA 98501-6504 TTY: 1-800-833-5388 www.wsdot.wa.gov Subj ect: Acceptance FYE 2023 ICR - Risk Assessment Review - Local Agency ONLY Dear Ben Varela: Based on Washington State Department of Transportation's (WSDOT) Risk Assessment review of your Indirect Cost Rate (ICR), we have accepted your proposed FYE 2023 ICR of 162.73%. This rate will be applicable for Local Agency Contracts in Washington only. This rate may be subject to additional review if considered necessary by WSDOT. Your ICR must be updated on an annual basis. Costs billed to agreements/contracts will still be subject to audit of actual costs, based on the terms and conditions of the respective agreement/contract. This was not a cognizant review. Any other entity contracting with your firm is responsible for determining the acceptability of the ICR. If you have any questions, feel free to contact our office at (360) 704-6397 or via email consultantrates(a,wsdot.wa.ov. Regards, S,,h, ,,r, tfarve Schatzie Harvey (Oct 31, 2024 06:42 PD SCHATZIE HARVEY, CPA Contract Services Manager SUPPLEMENTAL TERMS SIGNATURE PAGE I. TERM OF AGREEMENT In February 2025 Grant County performed a competitive consultant selection process for its biannual pavement condition survey work. The Request for Qualifications (RFQ) stipulated that the term of the consultant selection for pavement condition rating could be extended through December 31, 2031 by mutual agreement of both parties. Grant County selected Varela Engineering & Management to perform the pavement condition survey work. Grant County and Varela desire to extend the term of this agreement to December 31, 2031 for future pavement condition survey work as allowed by the RFQ. In addition to the current 2025 work included in this agreement, the known biannual pavement condition surveys fall in years 2027, 2029, and 2031. The budget for future pavement condition surveys will be established via amendment to this agreement. Consultant Jesse Cowger, PE Agency Rob Jones, Chair 3/11 /2025 Date Date VARELA & ASSOC, JAN 21 2025 RECEIVED GRANT COUNTY NOTICE TO CONSULTANTS FOR: Pavement Condition Road Rating Survey Grant County Public Works solicits interest from consulting firms with expertise in Civil Engineering and Roadway structural design. Solicitations must be received at the Grant County Public Works main office at the below address no later than 5:00 pm on February 17,, 2025 by mail or hand delivered; email or faxed solicitations are not acceptable. Consultants will be considered for the following project: PROJECT DESCRIPTION: The work to be performed by the consultant consists of field rating County Roads using WSDOT Pavement Surface Condition Rating methodology, Rating will be done based on visual inspection of Road surfaces from a vehicle. Roads to be rated will be designated by the County. Pavement distresses to be rated are: longitudinal cracking, transverse cracking, alligator cracking and patching. The data collected by the consultant shall be able to be loaded into County Road Administration Board (CRAB) Mobility road management database. The field rating shall be completed no later than end of August 2025. The consultant who was awarded the project may be extended upon mutual agreement by both parties on agreement of terms, thru December 31, 2031 for future Road Rating Survey projects. SUBMITTAL: Submittals should include the following information: Firm name, phone, fax and email addresses; Name of Principal -in -Charge and Project Manager; and Number of employees in each firm proposed to the project. Submittals will be evaluated and ranked based on the following criteria: Office in Washington State and proximity to Grant County Experience with Local Agencies/Focus on Local Agencies Proven ability to stay within budget Expertise and experienced/available staff Adequate equipment to perform and complete the project Grant County encourages disadvantaged, minority and women -owned consultant firms to respond. Please submit THREE (3) copies of your Statement of Qualifications to: Dave Bren PE, MSCE County Engineer Grant County Public Works 124 Enterprise Street SE Ephrata, WA 98823 (509) 754-6082 Questions regarding this project should be directed to the same. Persons with disabilities may request this Notice to be prepared and supplied in an alternate form by calling 1-800-572-0119. The Grant County Public Works in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to 20O9d-4 and Title 49, Code Of Federal Regulations, Department of Transportation, subtitle A, Office of the Secretary, Part 21, nondiscrimination in federally assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 26 will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin or sex in consideration for an award.,"