HomeMy WebLinkAboutR-2002-084 Maximus, Inc. Consultant Services Agreement (re: Public Works Site Evaluation Project).RESOLUTION NO. R 2002 - 84
A RESOLUTION authorizing and directing the City Manager to execute an
agreement for professional services between the City of Yakima
and Maximus, Inc. for Consultant services related to the City of
Yakima Public Works Site Evaluation Project.
WHEREAS, the City of Yakima desires to engage Maximus, Inc., to perform
professional consulting services to evaluate the existing Public Works site and to
make recommendations for infrastructure improvements on an independent
contractor basis for the City of Yakima Public Works Site Evaluation Project; and
WHEREAS, Maximus, Inc. has the experience and expertise necessary to
provide said independent contractor services and is willing to provide such services
in accordance with the terms and conditions of the attached Agreement; and
WHEREAS, the City Council deems it to be in the best interest of the City of
Yakima to enter into the attached agreement with Maximus, Inc. for professional
consulting services related to the City of Yakima Public Works Site Evaluation
Project, now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager is hereby authorized and directed to execute the attached
and incorporated professional services agreement with Maximus, Inc. for
professional consulting services related to the City of Yakima Public Works Site
Evaluation Project.
ADOPTED BY THE CITY COUNCIL this 2nd day of July, 2002.
ATTEST:
City Clerk
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PROFESSIONAL CONSULTING
SERVICES AGREEMENT
THIS PROFESSIONAL CONSULTING SERVICES AGREEMENT (hereinafter
"Agreement") is made and entered into by and between the City of Yakima, a
Washington municipal corporation (hereinafter the "City"), and Maximus, Inc., a
corporation licensed to do business in Washington (hereinafter "Consultant").
WHEREAS, the City of Yakima desires to engage Consultant to perform
professional consulting services for the City of Yakima Public Works Site Evaluation at
the Fruitvale Boulevard location (hereinafter the "Project").
WHEREAS, Consultant has the experience and expertise necessary to provide
said independent consulting services and is willing to provide such services in
accordance with the terms and conditions of this Agreement.
NOW, THEREFORE, in consideration of the mutual covenants, promises, and
agreements set forth herein, it is agreed by and between the City and Consultant as
follows:
1. Scope of Services. The Consultant shall provide facility conditions assessment,
operation assessment, and a high level review of fleet maintenance with regard to the
City of Yakima Public Works Site located at 2301 Fruitvale Boulevard, Yakima,
Washington. These services are more fully described in "Appendix A," a copy of
which is attached hereto and incorporated herein by this reference.
2. Term. The term of this Agreement shall commence upon execution hereof and
shall terminate June 30, 2003; unless terminated sooner by either party in accordance
with Section 17; provided, however, that the City Manager shall have the option, at his
discretion, to extend this Agreement for an additional six (6) month period under the
same terms and conditions contained herein. The Consultant shall proceed in a timely
and diligent manner and provide all services required hereunder on or by June 30,
2003; provided, however, the Consultant shall not be liable for delays in performance
that are caused in whole or in part by the City, third parties over which the Consultant
does not have the legal right to control, or forces de majeure. In the event of delay
beyond the control of Consultant, the period of performance shall be extended by a
period of time mutually agreed to by the parties.
3. Consideration. The City shall pay the Consultant for services rendered
hereunder in accordance with payment schedule set forth in Appendix A. Unless this
Agreement is otherwise modified by the parties, the total compensation paid to
Consultant for all services provided under this Agreement shall not exceed Sixty Four
Thousand Eight Hundred and Twenty Four Dollars ($64,824.00). The Consultant shall
submit to the City monthly invoices itemizing tasks accomplished and percent
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completed to date. Upon receipt of said monthly invoice, the City shall make payment
to the Consultant within thirty (30) calendar days. The Consultant shall maintain
adequate files and records to substantiate all amounts itemized on the monthly
invoices.
4. Information provided by the City The Consultant shall provide guidance to the
City in determining the data required for purposes of the contemplated services. The
City further agrees to provide all data specifically requested, including documentation
and information to the Consultant in a timely manner. The Consultant shall assume
without incurring liability therefore, that all data so provided is correct and complete.
5. Status of Consultant . The Consultant and the City understand and expressly
agree that the Consultant is an independent contractor in the performance of each and
every part of this Agreement. No officer, employee, volunteer, and/or agent of
Consultant shall act on behalf of or represent him or herself as an agent or
representative of the City. Consultant, as an independent contractor, assumes the entire
responsibility for carrying out and accomplishing the services required under this
Agreement. Consultant and its officers, employees, volunteers, agents and/ or
subcontractors shall make no claim of City employment nor shall claim against the City
any related employment benefits, social security, and/or retirement benefits. Nothing
contained herein shall be interpreted as creating a relationship of servant, employee,
partnership or agency between Consultant and the City.
6. Inspection and Audit. Consultant shall maintain books, accounts, records,
documents and other evidence pertaining to the costs and expenses allowable and
consideration paid under this Agreement in accordance with generally accepted
accounting practices. All such books of account and records required to be maintained
by this Agreement shall be subject to inspection and audit by representatives of the City
and/or of the Washington State Auditor at all reasonable times, and Consultant shall
afford the proper facilities for such inspection and audit. Such books of account and
records may be copied by representatives of the City and/or of the Washington State
Auditor where necessary to conduct or document an audit. Provider shall preserve and
make available all such books of account and records for a period of three (3) years
after final payment under this Agreement.
7. Taxes and Assessments. Consultant shall be solely responsible for
compensating his employees, agents, and/or subcontractors and for paying all related
taxes, deductions, and assessments, including but not limited to, federal income tax,
FICA, social security tax, assessments for unemployment and industrial injury, and
other deductions from income which may be required by law or assessed against either
party as a result of this Agreement. In the event the City is assessed a tax or assessment
as a result of this Agreement, Consultant shall pay the same before it becomes due.
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8. Nondiscrimination Provision. During the performance of this Agreement,
Consultant shall not discriminate on the basis of race, age, color, sex, religion, national
origin, creed, marital status, political affiliation, or the presence of any sensory, mental
or physical handicap. This provision shall include but not be limited to the following:
employment, upgrading, demotion, transfer, recruitment, advertising, layoff or
termination, rates of pay or other forms of compensation, selection for training, and the
provision of services under this Agreement.
9. The Americans with Disabilities Act. Consultant shall comply with the
Americans with Disabilities Act of 1990, 42 U.S.C. § 12101 et seq. (ADA), and its
implementing regulations, and Washington State's anti -discrimination law as contained
in RCW Chapter 49.60 and its implementing regulations, with regard to the activities
and services provided pursuant to this Agreement. The ADA provides comprehensive
civil rights to individuals with disabilities in the area of employment, public
accommodations, public transportation, state and local government services, and
telecommunications.
10. Compliance With Law. Consultant agrees to perform those services under and
pursuant to this Agreement in full compliance with any and all applicable laws, rules,
and regulations adopted or promulgated by any governmental agency or regulatory
body, whether federal, state, local, or otherwise.
11. No Insurance. It is understood the City does not maintain liability insurance for
Consultant and/or its employees.
12. Indemnification.
a. Consultant agrees to hold harmless, indemnify, and defend the City, its
elected officials, officers, employees, and agents from and against any and all suits,
actions, claims, liability, damages, judgments, costs and expenses (including reasonable
attorney's fees) which result from or arise out of the negligence of Consultant, its
officers, agents, employees or subcontractors in connection with or incidental to the
performance or non-performance of this Agreement.
b. In the event that both Consultant and the City are negligent, each party
shall be liable for its contributory share of negligence for any resulting suits, actions,
claims, liability, damages, judgments, costs and expenses (including reasonable
attorney's fees).
c. Nothing contained in this Section or this Agreement shall be construed to
create a liability or a right of indemnification in any third party.
d. This Section of the Agreement shall survive the term or expiration of this
Agreement and shall be binding on the parties to this Agreement.
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13. Insurance provided by Consultant.
a. Commercial Liability Insurance. On or before the date this Agreement is
fully executed by the parties, the Consultant shall provide the City with a certificate of
insurance as proof of commercial liability insurance with a minimum liability limit of
One Million Dollars ($1,000,000.00) per occurrence/aggregate limit bodily injury and
property damage. The certificate shall clearly state who the provider is, the amount of
coverage, the policy number, and when the policy and provisions provided are in effect
(any statement in the certificate to the effect of "this certificate is issued as a matter of
information only and confers no right upon the certificate holder" shall be deleted).
Said policy shall be in effect for the duration of this Agreement. The policy shall name
the City, its elected officials, officers, agents, and employees as additional insureds, and
shall contain a clause that the insurer will not cancel or reduce in limits the insurance
without first giving the City thirty (30) calendar days prior written notice (any
language in the clause to the effect of "but failure to mail such notice shall impose no
obligation or liability of any kind upon the company" shall be crossed out and initialed
by the insurance agent). The insurance shall be with an insurance company or
companies rated A -VII or higher in Best's Guide and admitted in the State of
Washington.
b. Commercial Automobile Liability Insurance. On or before the date this
Agreement is fully executed by the parties, the Consultant shall provide the City with a
certificate of insurance as proof of commercial automobile liability insurance with a
minimum liability limit of One Million Dollars ($1,000,000.00) per
occurrence/aggregate limit bodily injury and property damage. The certificate shall
clearly state who the provider is, the amount of coverage, the policy number, and when
the policy and provisions provided are in effect (any statement in the certificate to the
effect of "this certificate is issued as a matter of information only and confers no right
upon the certificate holder" shall be deleted). Said policy shall be in effect for the
duration of this Agreement. The policy shall name the City, its elected officials,
officers, agents, and employees as additional insureds, and shall contain a clause that
the insurer will not cancel or reduce in limits the insurance without first giving the
City thirty (30) calendar days prior written notice (any language in the clause to the
effect of "but failure to mail such notice shall impose no obligation or liability of any
kind upon the company" shall be crossed out and initialed by the insurance agent). The
insurance shall be with an insurance company or companies rated A -VII or higher in
Best's Guide and admitted in the State of Washington.
c. Insurance provided by Subcontractors. The Consultant shall ensure that
all subcontractors it utilizes for work/services required under this Agreement shall
comply with all of the above insurance requirements.
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14. Delegation of Professional Services. The services provided for herein shall be
performed by Consultant, and no person other than regular associates or employees of
Consultant shall be engaged upon such work or services except upon written approval
of the City.
15. Assignment. Except as set forth in Appendix A, this Agreement, or any interest
herein, or claim hereunder, shall not be assigned or transferred in whole or in part by
Consultant to any other person or entity without the prior written consent of the City.
In the event that such prior written consent to an assignment is granted, then the
assignee shall assume all duties, obligations, and liabilities of Consultant stated herein.
16. Waiver of Breach. A waiver by either party hereto of a breach of the other party
hereto of any covenant or condition of this Agreement shall not impair the right of the
party not in default to avail itself of any subsequent breach thereof. Leniency, delay or
failure of either party to insist upon strict performance of any agreement, covenant or
condition of this Agreement, or to exercise any right herein given in any one or more
instances, shall not be construed as a waiver or relinquishment of any such agreement,
covenant, condition or right.
17. Termination. This Agreement may be terminated by either party at any time
after first having given ten (10) days written notice to the other party in the event of the
other party's substantial failure to perform in accordance with the terms and conditions
of this Agreement; provided, however, prior to termination for default, the City will
provide adequate written notice to the Consultant affording it the opportunity to cure
the deficiencies or to submit a specific plan to resolve the deficiencies within ten (10)
days (or the period specified in the notice) after receipt of the notice. Failure to
adequately cure the deficiency shall result in termination action. Additionally, the City
may terminate this Agreement without cause by providing the Consultant with written
notice of termination thirty (30) calendar days prior to the termination date.
In the event this Agreement is terminated pursuant to this paragraph, Consultant shall
be compensated for services rendered and expenses incurred through the effective date
of such termination.
18. Confidentiality. The Consultant agrees to maintain total confidentiality as
regards to information discerned from access to City records; provided, however, this
provision shall not apply to:
• Information that was in Consultant's possession prior to its disclosure by
the City;
• Information that is disclosed by a third party to Consultant where that
third party is not under a duty of confidentiality;
• Public information; and
• Information that is required to be disclosed pursuant to court or
administrative order or subpoena.
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19. Severability. If any portion of this Agreement is changed per mutual agreement
or any portion is held invalid, the remainder of the Agreement shall remain in full force
and effect.
20. Notices. Unless stated otherwise herein, all notices and demands shall be in
writing and sent or hand delivered to the parties to their addresses as follows:
TO CITY:
TO CONSULTANT:
City Manager
City Hall
129 North 2nd Street
Yakima, Washington 98901
William Jaeger
Senior Vice President
Maximus, Inc.
1901 Crooks Avenue, Suite D
Kaukauna, WI 54130
or to such other addresses as the parties may hereafter designate in writing. Notices
and/or demands shall be sent by registered or certified mail, postage prepaid or hand
delivered. Such notices shall be deemed effective when mailed or hand delivered at
the addresses specified above.
21. Third Parties: The City and the Consultant are the only parties to this
Agreement and are the only parties entitled to enforce its terms. Nothing in this
Agreement gives, is intended to give, or shall be construed to give or provide, any right
or benefit, whether directly or indirectly or otherwise, to third persons.
22. Drafting of Agreement. Both the City and the Consultant have participated in
the drafting of this Agreement. As such, it is agreed by the parties that the general
contract rule of law that ambiguities within a contract shall be construed against the
drafter of a contract shall have no application to any legal proceeding, arbitration
and/or action in which this Agreement and its terms and conditions are being
interpreted and/or enforced.
23. Integration. This written document constitutes the entire agreement between
the City and Consultant. There are no other oral or written Agreements between the
parties as to the subjects covered herein. No changes or additions to this Agreement
shall be valid or binding upon either party unless such change or addition be in writing
and executed by both parties.
24. Governing Law. This Agreement shall be governed by and construed in
accordance with the laws of the State of Washington.
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25. Venue. The venue for any action to enforce or interpret this Agreement shall lie
in the Superior Court of Washington for Yakima County, W. :hington.
CITY OF YAKIMA
By:
R. A. Zais, r. ity Manager
Date:
MAXI US, INC.
Bv:
Date:
illiam
enior Vice
President
v
City Contract No. ,.?OD o? -.5`%
City Resolution No. s--5/
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APPENDIX A
Facility Condition Assessment &
Operations Assessment
APPENDIX A
WORK PLAN
PROJECT INITIATION
City of Yakima, WA
The purpose of this element of our proposed work plan is to introduce our consulting
team to the City of Yakima and to work with the City to finalize the work plan. This will be
accomplished through one meeting between our Project Director, Roger Thompson, Consultants
(Tom Adams and Tony Yankovich), Doug Kincaid (AME), Troy Weeks (AME) and City
representatives as appropriate. At the conclusion of this meeting, we will revise and finalize our
work plan. As a result of these meetings, we will:
(1) Develop a more detailed understanding of the concerns and issues to be addressed in
each of the primary tasks, and
(2) Obtain perspectives on alternative approaches to the provision of departmental
operational services and their assessment needs.
PROPOSED SCOPE OF SERVICES
STEP I — FACILITY CONDITIONS ASSESSMENT
This step will focus on a complete assessment of the entire Public Works complex from
an infrastructure perspective. For this portion of work, we have retained the services of Applied
Management Engineering, Inc. (AME). We have partnered with AME on other projects to
assist our clients in becoming compliant with GASB 34 (Government Accounting Standards
Board) in the future. Their activities will run concurrently with our cursory operations
assessment. Their task will be to generate a Facilities Condition Assessment (FCA) report that
includes 5 major elements of this report:
A. Facility Condition Survey
B. Assessment Reports/Cost Estimates
C. Analysis of Facility Condition Information
D. Life Cycle Analysis for Component Renewal
E. Facility Condition Information System (FCIS)
Our work plan includes a Facilities Condition Assessment of all facilities shown below at
the Public Works Facility:
Kary Annex 7,200 square feet
Water & Irrigation 11,200
Streets & Traffic 14,400
Parks & Recreation 4,250
Refuse 4,400
Equipment Rental 14,800
Parking Garage 26,400
Vehicle Wash Area 4,200
Transit 2.000
Total Buildings 88,850 square feet
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APPENDIX A
Facility Condition Assessment &
Operations Assessment
City ofYakima, WA
This assessment would include the current condition of all the systems, subsystems, and sub- and
super -structures (e.g. roof, mechanical, electrical, glazing, and ventilation).
STEP II — OPERATIONS ASSESSMENT
In order to provide informed recommendations regarding improved operations and how
they relate to facility needs, it is necessary to conduct a cursory background orientation,
reviewing and analyzing the Department's:
• Organization;
• Management;
• Staffing levels;
• Security and capacity;
• Consolidation of some departments;
• Current service delivery approaches;
• Parts and materials analysis;
• Fleet size and composition; and
Due to the minimal funds available at this time, this task will included a cursory review of the
following areas, to include:
Current departmental operations assessment. A review of current departmental operations
to gain an understanding of the service delivery, as it exists today, and an assessment of
how it will impact the delivery of service to the citizens of the City.
• Fleet composition/staffing analysis. An analysis of the fleet to determine and report on
the adequacy of its size and composition. An analysis of the current staffing position as it
relates to the staffing potential for the future based on growth, and changing service
delivery requirements and how it relates to facilities.
• Parts and materials inventory analysis. An analysis of the parts and materials inventories
and the associated potential for economies of scale, to include accountable property and
capital equipment.
• Outsourcing alternative analysis. An analysis to see if some in-house service could be
outsourced to alleviate facility overcrowding, but only if cost effective to do so.
• Assess alternative options. Provide alternative options as they present themselves, as part
of the assessment. These can include the use of satellite facilities, or other means of cost-
effective operation.
• Develop and deliver preliminary findings, conclusions, and recommendations.
• Develop and deliver revised findings, conclusions, and recommendations, based on
feedback from the preliminary report.
• One presentation to City officials describing the results of our analysis.
At the conclusion of this task, we will have a clear understanding of shortcomings and future
needs for each of the departments under study.
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APPENDIX A
Facility Condition Assessment &
Operations Assessment
City of Yakima, WA
STEP III – FLEET OPERATIONS ASSESSMENT
What follows is the proposed Add-on scope of work for Maximus to conduct a high-level review
of the fleet operations.
Research/Data Collection
The initial phase of work is directed toward starting the project efficiently and effectively,
finalizing and detailing the plan of work, and defining the current operations and accompanying
strengths and weaknesses in the vehicle maintenance support area. The various work tasks will
include data collection, initial interviews with managers and users, and observation and other
activities designed to identify existing programs and enhancements.
Step A — Project Start -Up
We will plan a meeting early in the project to acquaint the City with the members of the
Maximus Fleet Management Group, and to allow the consultants to:
• Refine and review project objectives, scope, and task schedules;
• Allow you to offer your insight and guidance to the consultants at project initiation;
and
• Review other project "ground rules" and logistics.
Step B — Operations Review/Observations
During the first few days of the project, the fleet management team will initiate cursory reviews
of the fleet operations to acquaint themselves with the current operations. Areas to be included
will be:
• Shop and departmental organization;
• Shop procedures and work order control;
• Repair and maintenance operations;
• Staffing/resource allocation; and
• Historical performance.
These preliminary reviews will be conducted using observation, data sampling, and extensive
interviews with shop management personnel and mechanics.
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APPENDIX A
Facility Condition Assessment &
Operations Assessment
Step C — Documentation of Users' Viewpoint
City of Yakima, WA
We will spend our time in Step III conducting informal surveys of the principal users of fleet
maintenance services in order to gauge the general level and adequacy of "customer service."
We are typically able to identify symptoms or problematic situations during this process. This
step will be particularly important as we establish a base level of comparison for future
organizational and maintenance alternatives.
Step D — Data Collection
After the initial review of actual operations and following initial user feedback, our consultants
will begin to identify the required data sources and data needs to document and verify the level
and responsiveness of equipment operations. We will largely depend on the work order system
to provide this data, but may augment existing sources with our own data collection
methodology.
We will be assembling data such as the following (to the extent that the information is available):
• Operations
— Age and condition of fleet
— Compliance with PM schedule and relationships of scheduled to unscheduled repairs
— Equipment utili7ation/fleet sizing
— Catalog of employee skill levels
The Maximus Fleet Management Group has developed a standard data collection approach that
we will employ during this step. This step will be limited to those data elements that are readily
available from existing records.
Step E — Documentation of Management Processes
During this step, Maximus fleet management consultants will review and document the various
management processes, policies, and practices in use at the garage. These will include:
• Review of the use of outside;
• Specification writing and bidding;
• Opportunities to "streamline" administration and fiscal management;
• Preventive Maintenance program
— Program definition
— Compliance
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APPENDIX A
Facility Condition Assessment &
Operations Assessment
Step F — Resource Assessment
City of Yakima, WA
We will complete an inventory of the authorized, filled, and vacant positions as of the payroll
date closest to our start. We will pay specific attention to the mechanic positions to test:
• Assignment patterns (number and mix);
• Any differential between job specifications and actual duties performed;
• Certification levels/skill levels;
• Degree of training accorded to incumbents;
• Adequacy of current shift configuration; and
• Degree of safety orientation.
The Maximus consultants will use this and other data to assess the adequacy of current training
programs, incentives, and the resource allocation process within maintenance.
Step G — Fleet Financing and Central Ownership
The Maximus fleet management team will assess the current situation to determine:
• Adequacy of the replacement funding process;
• Advantages/disadvantages of "central ownership" (assets owned by the internal service
fund and leased back to users) and "true fleet management"; and
• Ramifications of central ownership on financing, charge -backs, and administrative
practices.
Step H — Replacement Cycle
Our consultants will review key aspects of the City's replacement cycle to pinpoint weaknesses,
identify alternatives, and formulate preliminary improvement strategies, where appropriate,
based on criteria of age, mileage, cost, and available budget.
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APPENDIX A
Facility Condition Assessment &
Operations Assessment
Step i — Parts Operation
City of Yakima, WA
The Maximus consultants will employ their extensive experience in parts procurement and
supply to assess the parts operation. During this step we will review:
• The adequacy of the stock mix and level (items, dollars and line items);
• The balance between parts retrieved from stock as opposed to those purchased through
blanket purchase orders;
• The controls and reporting of stock maintained at the central location;
• The range of obsolete parts existing in the parts inventory; and
• Observations of other related warehouse stock procedures.
Step J — Shop Operations
We will conduct a cursory review of shop operations to pinpoint the methods and efficiency of
repairs in this task. Areas to be addressed here include:
• Organizational issues
• Work order/shop control
- The degree of "tightness" in which work is assigned and controlled within the
shop
- Quality assurance procedures
- Record keeping
• Repair order procedures
— How the repair order enters the information system (e.g. data capture)
— How the mechanic receives instructions (verbal, written, or repair history) about
his or her next assignment
— The structure and use of a priority system
— Fix/scrap/contract decision processes
• Shop scheduling
— The "correctness" of the resource allocation decision process
— The process by which backlog is managed and controlled through the priority
systems
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APPENDIX A
Facility Condition Assessment &
Operations Assessment
Step K — Fleet Size
City of Yakima, WA
The Maximus consultants will assess the current size, use, and mix of the fleet to determine if
there are:
• Potential opportunities to reduce fleet size;
• Opportunities for pooling like equipment; and
• Opportunities to improve vehicle utilization.
Step L — Contracting
As a part of our study, we will evaluate current and possible future commercial contracting
possibilities by testing both the decision methodology and cost benefit process employed
currently. We will review in-house versus contract work for:
• Glass
• Transmissions
• Upholstery
• Painting
• Alternators and starters
• Other
Step M — Management Indicators
During this step, Maximus consultants will evaluate key indicators to appraise City and
Departmental management of the quantitative effort in fleet management. Performance
indicators reviewed may include:
• Performance
– Repair turnaround
– Repeat work
– Fleet downtime
– Parts Management
– PM Compliance
Step N — Formalization of Findings and Recommendations
We will meet regularly with staff to provide status reports and critical findings. We will prepare
a draft report that discusses current fleet maintenance activities, identifies areas for service
improvements, and provides general recommendations to increase effectiveness and reduce
costs. Two copies of the draft report will be provided to the City for review. We further agree to
provide six bound copies and one photo ready copy of our final report.
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APPENDIX A
Facility Condition Assessment &
Operations Assessment
RECOMMENDATIONS AND IMPLEMENTATION
City of Yakima, WA
Upon acceptance of our Facility Condition Assessment, Operations Assessment, and
Fleet Operations Assessment, we will continue to work with City as funds become available.
Items that will still need to be addressed are: a detailed assessment of departmental needs,
working adjacencies, floor and site plan layouts, construction cost estimating and room by room
specification document for either renovation or new construction or a combination of both, or
any other areas the City feels applicable not covered in this agreement.
Maximus assumes that the date the contract is signed is the start date for the project. It is
the policy of this company that the contract must be in place before we start work. We propose to
conduct the project on a fixed fee basis. We will invoice the City of Yakima periodically and
expect payment within 30 days. Services extending beyond the overall scope of services will be
billed as additional services, in addition to per diem expenses.
STEP I, FACILITY CONDITION ASSESSMENT
Hours $Per/Hour Fees
Project Director 22 160 $ 3,520
AMIE Consultants Fixed Fee $18,800
Expenses included $ 0,000
SUB -TOTAL $22,320
STEP II, OPERATIONS ASSESSMENT
Hours $Per/Hour Fees
Project Director 50 160 $ 8,000
Senior Consultants 120 125 $15,000
Expenses @ 20% $ 4,600
SUB -TOTAL $27,600
STEP III, HIGH LEVEL REVIEW OF FLEET MAINTENANCE
Staff Person Hours $Per Hour Fees
R. Thompson 60 165 $ 9,900
Support Staff 36 70 $ 2,520
Expenses 20% of Professional Fees $ 2,484
SUB -TOTAL $14,904
Thank you for the opportunity to submit this revised proposal. By working with you and your
staff, I'm confident we can provide improvements to the current operation that will increase
service delivery at reduced cost to the residents of Yakima.
Total Fees For Professional Service and Expenses $64,824
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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT - - - -
Item No.413
For Meeting of: July 2, 2002
ITEM TITLE: A Resolution Authorizing a Professional Services
Agreement with Maximus, Inc. for Public Works Master
Site Plan Review and Operational Program Evaluation
for the Equipment Rental Division
SUBMI'1'1'ED BY: Chris Waarvick, Director of Public Works
Richard Wonner, Fleet and Facilities Manager
CONTACT PERSON/TELEPHONE: Richard Wonner /575-6005
SUMMARY EXPLANATION:
Staff respectfully requests authorization of the Council to engage in a professional services
contract with Maximus, a management consulting firm, specializing in municipal Public
Works Facilities and Fleet Management assessment. Maximus was selected because of the
unique nature of the project and their correspondingly high experience level working with
municipalities and other government agencies nation-wide.
The City of Yakima, Public Works Complex was built in 1974. Demands on public services
have increased and all of the resident divisions have expanded. The complex infrastructure
is experiencing capacity limitations and major repairs are needed due to advanced age. An
update of the Master Site Plan was last conducted in 1989.
The scope of services includes completion of Phase one of a multi -phase process to
complete a facilities condition assessment as well as evaluate the operational programs of
the Equipment Rental Division. This activity is an approved 2002 Budget Policy Issue.
Resolution X Ordinance Other (Specify) Professional Services Agreement Contract X
To: Maximus, Inc., P.O. Box 381, Kaukauna, WI 54130 Attention: Roger L. Thompson
Funding Source: Environmental Fund; Public Works Admin; Transit Division
and Equipment Rental Divisiop.,Budgeted cost- 65,000
APPROVED FOR SUBMITTAL : �- r� City Manager
STAFF RECOMMENDATION: Staff respectfully requests Council adoption of the
attached resolution authorizing execution of a professional services contract with
Maximus, Inc.,
BOARD/COMMISSION RECOMMENDATION:
COUNCIL ACTION: Resolution adopted. RESOLUTION NO. R-2002-84