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HomeMy WebLinkAbout11/19/2013 05D Solid Waste Cost of Service Rate Study Agreement with Bell & Associates, Inc.BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. For Meeting of: 11/19/2013 IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII ITEM TITLE: Resolution authorizing a Professional Services Agreement with Bell & Associates, Inc. in an amount not to exceed $7,455 to develop and provide a Solid Waste Cost of Service Rate Study. SUBMITTED BY: Scott Schafer, Acting Public Works Director Loretta Zammarchi, Solid Waste & Recycling Manager, 576- 6421 SUMMARY EXPLANATION: The City of Yakima (City) provides the collection and disposal of garbage and refuse waste for the health, safety and welfare of the community in accord with applicable State and Local regulations. To ensure a fair and accurate assessment of its solid waste and proposed recycling rate structure and how it relates to projected future financial needs and requirements, the City desires consulting services to develop and provide a Cost of Service Rate Study for its Solid Waste & Recycling Division. Bell & Associates, Inc. was selected based on the consulting services required in evaluating the City's existing financial policies/practices in properly funding the Solids Waste and Recycling Division. The terms of the Agreement would be in an amount not to exceed $7,455. (See attached Agreement with Exhibit "A," "B" and "C") Exhibit "A" of the Agreement describes the Scope of Work in more detail. Exhibit "B" of the Agreement describes the Project Budget/Fee Schedule. Exhibit "C" of the Agreement describes the Project Schedule. Resolution: X Ordinance: Other (Specify): Contract: X Contract Term: Start Date: 11/19/13 End Date: 4/30/14 Item Budgeted: Yes Funding Source/Fiscal Impact: Strategic Priority: Insurance Required? No Mail to: Chris Bell, Principal, 1628NW 33rd Way, Camas, WA. 98607 Phone: (360)326-8937 Amount: $7,455.00 Refuse Operating Fund 471 Public Trust and Accountability APPROVED FOR SUBMITTAL: RECOMMENDATION: City Manager Staff respectfully requests City Council approve the Resolution authorizing the City Manager to execute the accompanying Professional Services Agreement with Bell & Associates, Inc. ATTACHMENTS: Description Resolution - Solid Waste Rate Study Bell & Associates Agreement - Solid Waste Rate Study Bell & Associates Upload Date 10/29/2013 10/29/2013 Type Resollution Contract A RESOLUTION RESOLUTION NO. R — 2013 - authorizing the City Manager to execute a Professional Services Agreement with Bell & Associates, Inc. in an amount not to exceed $7,455.00 to develop and provide a Solid Waste Cost of Service Rate Study. WHEREAS, the City of Yakima (City) provides the collection and disposal of garbage and refuse waste for the health, safety and welfare of the community in accord with applicable State and Local regulations; and WHEREAS, the City desires consulting services to develop and provide a Cost of Service Rate Study for its Solid Waste & Recycling Division to obtain a fair and accurate assessment of the solid waste and recycling rate structure and charges and how it relates to projected future financial needs and requirements; and WHEREAS, the City maintains a roster of small works and consultants whose statements of qualifications represent that they have the experience, expertise, and equipment necessary to perform the services required by the City; and WHEREAS, the City desires to retain Bell & Associates, Inc. based on the consulting services required to evaluate its existing financial policies/practices, and recommend alternatives that may further the City's goal in properly funding the Solids Waste and Recycling Division; allowing the City to remain consistent with industry practice; and, WHEREAS, the City Council has determined that it is in the best interest of the City to enter into a Professional Services Agreement with Bell & Associates, Inc. for such expertise; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager is hereby authorized to execute a Professional Services Agreement with Bell & Associates, Inc., in the amount not to exceed Seven Thousand Four Hundred Fifty Five Dollars ($7,455.00) to develop and provide a Solid Waste Cost of Service Rate Study, a copy of the Agreement with which Exhibit "A," "B" and "C" are attached hereto and by reference made a part hereof. ADOPTED BY THE CITY COUNCIL this 19th day of November, 2013. Micah Cawley, Mayor ATTEST: Sonya Claar Tee, City Clerk October 23, 2013 Bell & Associates, Inc. 1628 NW 33rd Way Camas, WA 98607 CONTRACT A(JREEMENT. BETWEEN ANI) PROJECT: 2014 SOLID WASTE COST OF SERVICE RATE Page 1 CITY OF YAKIMA Solid Waste and Recycling Division 2301 Fruitvale Boulevard Yakima, WA 98902 THIS AGREEMENT combines all understandings between Parties regarding professional services for the Project named above and supersedes all prior proposals, quotations, solicitations, negotiations, representations, agreements or understandings, whether written or oral. The performance of the professional services herein described and authorized by the City of Yakima, as well as payment for such services, shall be in accordance with the terms and conditions presented in this Agreement and the following Sections and Exhibits which are attached and incorporated by .reference which, taken together, shall constitute the whole Agreement. Section I - Relationship of the Parties Section 11 - Contract Provisions Exhibit A. - Scope of Work and Task Plan Exhibit B - Project Budget/Fee Schedule Exhibit C - Study Schedule IN WITNESS WHEREOF, the parties hereto have hereunto set their hands and sea s this 5'h day of November, 2013. APPROVED: APPROVED: CITY OF YAKIMA 'BELL & ASSOCI.TES, Inc Tony O'Rourke, City Manager Date: ,ATTEST: Sonya Claar Tee, City Clerk City of Yakima Solid Waste and Recycling Division (Iris .cipal Date 2 SECTION I: RELATIONSHIP OF THE PARTIES The City of Yakima ("Client") desires consulting services for a Solid Waste Cost of Service Rate Study. In furtherance of the Project, the Client hereby contracts with Bell & Associates, Inc. to perforin the professional services described in Exhibit A of this Agreement. All services shall be performed under the joint supervision of the Client's Representative, Loretta Zammarchi, or a designee or designees identified in writing to Bell & Associates by the Client's Representative. This Agreement shall be for the benefit of and be binding upon successors, assigns, and legal representatives of each of the Parties hereto. Any assignment or transfer of an interest in this Agreement by either Party without the written consent of the other shall be void. SECTION II: CONTRACT PROVISIONS 1. Scope of Work: Bell & Associates, Inc. shall perforin the service for the Client as defined in Exhibit A, Scope of Work, which is attached hereto and hereby incorporated by this reference. 2. Time for Completion: The Scope of Work for the conduct of the study as set forth above is anticipated to be completed by Bell & Associates, Inc., within a time frame approximating that shown by the following schedule: Notice to Proceed: On or before November 19, 2013 Completion of Draft Analysis: within 2 months of Notice to Proceed (NTP) Presentations to Council: within 5 months of NTP Completion of Project: On or before April 30, 2014 Bell & Associates, Inc. agrees to perform the work described in the Scope of Work according to the contract schedule. Any delays shall be agreed upon by Bell and Associates, Inc. and Client prior to the due date. Changes in the schedule caused by Client delays may require additional compensation and a change order. 3. Payment: Bell & Associates, Inc. will be paid by the Client on a time and materials basis as outlined below and in accordance with the standard billing rates attached hereto as Exhibit B. Bell & Associates, Inc. agrees to perforin the services as set forth in Exhibit A at a cost not to exceed Seven Thousand Four Hundred Fifty Five Dollars ($7,455.). It is understood that Bell & Associates, Inc. will not exceed this amount without the Client's prior written authorization. Bell & Associates, Inc. shall submit to the Client an invoice each month for payment for work completed through the accounting cut-off day of the previous month. Such invoices shall be for work performed and costs incurred prior to the date of the invoice and not covered by previously submitted invoices. Bell & Associates, Inc. shall submit with each invoice a summary of time expended on the work for the current billing period, copies of subconsultant invoices, and any other supporting materials determined by the Client necessary to substantiate the costs incurred. Client will use its best efforts to pay such invoices within thirty (30) days of receipt and upon approval of the work completed and amount billed. Client will notify Bell & Associates, Inc. promptly if any problems are noted with the invoice. Client may question any item in an invoice, noting to Bell & Associates, Inc. the questionable item(s) and withholding payment for such item(s). Bell & Associates, Inc. may resubmit such item(s) in a subsequent invoice together with additional supporting information required. Payment to Bell & Associates, Inc. for services set forth in Exhibit A shall be: an amount equal to Bell & Associates, Inc.'s standard billing rates as set forth in Exhibit B multiplied by the actual hours worked. Direct expenses will not be charged except as identified in Exhibit B. Payment shall be made monthly upon receipt and approval of Bell & Associates, Inc.'s invoice. 3 Payment for any work shall not constitute a waiver or release by Client of any claims, right, or remedy it may have against the Bell & Associates, Inc. under this Agreement or by law, nor shall such payment constitute a waiver, remission, or discharge by Client of any failure or fault of Bell & Associates, Inc. to satisfactorily perforin the PROJECT WORK as required under this Agreement. 4. Supplemental Agreements: Supplemental Agreements may be entered into upon mutual written agreement that would increase or decrease the scope and associated costs and payment. 5. Work to be Accomplished: All work accomplished will be performed under the direction of the Client Representative or his/her Designee. 6. Termination: This contract may be terminated by the Client by giving Bell & Associates, Inc. written notice of such termination no fewer than fifteen (15) days in advance of the effective date of said termination. Bell & Associates, Inc. shall be entitled to terminate this agreement only in the case of a material breach by the Client, and upon failure of the Client to remedy said breach within fifteen (15) days of written notice of the breach. 7. Indemnity: Bell & Associates, Inc. shall comply with all Federal Government, State and local laws and ordinances applicable to the work to be done under this Agreement. Bell & Associates, Inc. agrees to defend, indemnify, and hold harmless the Client, its elected officials, agents, officers, employees, agents and volunteers (hereinafter ``parties protected") from (1) claims, demands, liens, lawsuits, administrative and other proceedings,(including reasonable costs and attorneys fees) and (2) judgments, awards, losses, liabilities, damages, penalties, fines, costs and expenses of any kind claimed by third parties arising out of, or related to any death, injury, damage or destruction to any person or any property to the extent caused by any negligent act, action, default, error or omission or willful misconduct arising out of Bell & Associates, Inc.'s performance under this Agreement. In the event that any lien is placed upon the Client's property or any of the Client's officers, employees or agents as a result of the negligence or willful misconduct of Bell & Associates, Inc., Bell & Associates, Inc. shall at once cause the same to be dissolved and discharged by giving bond or otherwise. (b) Client agrees to indemnify and hold Bell & Associates, Inc. harmless from loss, cost, or expense of any kind claimed by third parties, including without limitation such loss, cost, or expense resulting from injuries to persons or damages to property, caused solely by the negligence or willful misconduct of the Client, its employees, or agents in connection with the performance of the Scope of Work. (c) If the negligence or willful misconduct of both Bell & Associates, Inc. and the Client (or a person identified above for whom each is liable) is a cause of such third party claim, the loss, cost, or expense shall be shared between Bell & Associates, Inc. and the Client in proportion to their relative degrees of negligence or willful misconduct and the right of indemnity will apply for such proportion. (d) Nothing contained in this Section or this Agreement shall be construed to create a liability or a right of indemnification in any third party. 8. All Work Produced is Property of the Client: The materials, computer programs, reports, calculations, analyses, etc., generated by Bell & Associates, Inc. under this contract, including the final report, shall become the property of the Client. The Client agrees that if it uses products prepared by Bell & Associates, Inc. for purposes other than those intended in this agreement, it does so at its sole risk and agrees to hold Bell & Associates harmless thereafter. 9. Assignment: The Contractor shall not assign or subcontract any portion of the contracted activities without obtaining prior written approval from the Client. 4 10. Integrated Agreement: This agreement together with attachments or addenda represents the entire and integrated agreement between the Client and Bell & Associates, Inc. supersedes all prior negotiations, representations, or agreements written or oral. This agreement may be amended by written instrument signed by both the Client and Bell & Associates, Inc. 11. Independent Contractor: The parties intend that an independent Contractor/Client relationship will be created by this agreement. No agent, employee, or representative of Bell & Associates, Inc. shall be deemed to be an agent, employee, or representative of the Client for any purpose. Bell & Associates, Inc. shall be solely responsible for all acts of its agents, employees, representatives, and subcontractors during the performance of this contract. 12. Equal Opportunity: During the performance of this Agreement, Bell & Associates, Inc. and Bell & Associates, Inc.'s subconsultants and subcontractors shall not discriminate in violation of any applicable federal, state and/or local law or regulation on the basis of age, sex, race, creed, religion, color, national origin, marital status, disability, honorably discharged veteran or military status, pregnancy, sexual orientation, and any other classification protected under federal, state, or local law. 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. Bell & Associates, Inc. agrees to comply with the applicable provisions of State and Federal Equal Employment Opportunity and Nondiscrimination statutes and regulations. 13. Notices: Notices to the Client shall be sent to the following address: City of Yakima Solid Waste and Recycling Division Attention: Loretta Zaimmarchi, Solid Waste Manager 2301 Fruitvale Boulevard Yakima, WA 98902 509 576.6421 Notices to Bell & Associates shall be sent to the following address: Bell & Associates, Inc. Attention: Chris Bell, Principal 1628 NW 33rd Way Camas, WA 98607 360.326.8937 14. Insurance: At all times during performance of the Services, Bell & Associates, Inc. shall secure and maintain in effect insurance to protect the Client and Bell & Associates, Inc. from and against all claims, damages, losses, and expenses arising out of or resulting from the performance of this Contract. Bell & Associates, Inc. shall provide and maintain in force insurance in limits no less than that stated below, as applicable. The Client reserves the right to require higher limits should it deem it necessary in the best interest of the public. If Bell & Associates, Inc. carries higher coverage limits than the limits stated below, such higher limits shall be shown on the Certificate of Insurance and Endorsements and Bell & Associates, Inc. shall be named as an additional insured for such higher limits. 14.1.1 Commercial General Liability Insurance. Before this Contract is fully executed by the parties, Bell & Associates, Inc. shall provide the Client with a certificate of insurance as proof of commercial liability insurance and commercial umbrella liability insurance with a total liability limit of 5 the limits required in the policy, subject to minimum limits of One Million Dollars ($1,000,000) per occurrence combined single limit bodily injury and property damage, and Two Million Dollars ($2,000,000.00) general aggregate. The certificate shall clearly state who the provider is, the coverage amount, the policy number, and when the policy and provisions provided are in effect. Said policy shall be in effect for the duration of this Contract. The policy shall name the Client, its elected officials, officers, agents, employees, and volunteers as additional insureds. The insured shall not cancel or change the insurance without first giving the Client thirty (30) calendar days prior written notice. 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. 14.1.2. Commercial Automobile Liability Insurance. a. If Bell & Associates, Inc. owns any vehicles, before this Contract is fully executed by the parties, Bell & Associates, Inc. shall provide the Client with a certificate of insurance as proof of automobile liability insurance and personal umbrella liability insurance with a total liability limit of the limits required in the policy, subject to minimum limits of One Million Dollars ($1,000,000) per occurrence combined single limit bodily injury and property damage. Automobile liability will apply to ``Any Auto" and be shown on the certificate. b. If Bell & Associates, Inc. does not own any vehicles, only "Non -owned and Hired Automobile Liability" will be required and may be added to the commercial liability coverage at the same limits as required in that section of this Contract, which is Section 10.1.1 entitled ``Commercial General Liability Insurance". c. Under either situation described above in Section 14.1.2.a. and Section 14.1.2.b., the required certificate of insurance shall clearly state who the provider is, the coverage amount, the policy number, and when the policy and provisions provided are in effect. Said policy shall be in effect for the duration of this Contract. The policy shall name the Client, its elected officials, officers, agents, employees, and volunteers as additional insureds. The insured shall not cancel or change the insurance without first giving the Client thirty (30) calendar days prior written notice. 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. 14.1.3. Statutory workers' compensation and employer's liability insurance as required by state law. 14.1.4. Professional Liability Coverage. Before this Contract is fully executed by the parties, Bell & Associates, Inc. shall provide the Client with a certificate of insurance as proof of professional liability coverage with a total liability limit of the limits required in the policy, subject to minimum limits of One Million Dollars ($1,000,000) per claim, and Two Million Dollars ($1,000,000) aggregate. The certificate shall clearly state who the provider is, the coverage amount, the policy number, and when the policy and provisions provided are in effect. Said policy shall be in effect for the duration of this Contract. The insured shall not cancel or change the insurance without first giving the Client thirty (30) calendar days prior written notice. The insurance shall be with an insurance company or companies rated A -VII or higher in Best's Guide. If the policy is written on a claims made basis the coverage will continue in force for an additional two years after the completion of this contract. Failure of either or all of the additional insureds to report a claim under such insurance shall not prejudice the rights of the Client, its officers, employees, agents, and representatives there under. The Client and the Client's elected officials, officers, principals, employees, representatives, and agents shall have no obligation for payment of premiums because of being named as additional insureds under such insurance. None of the policies issued pursuant to the requirements contained herein shall be canceled, allowed to 6 expire, or changed in any manner that affects the rights of the Client until thirty (30) days after written notice to the Client of such intended cancellation, expiration or change. 15. Jurisdiction and Venue: This Agreement shall be administered and interpreted under the laws of the State of Washington. Jurisdiction of litigation arising from this Agreement shall be in Washington State. If any part of this Agreement is found to conflict with applicable laws, such part shall be inoperative, null, and void insofar as it conflicts with said laws, but the remainder of this Agreement shall be in full force and effect. Venue for all disputes arising under this Agreement shall be Yakima County, State of Washington. 16. Dispute Resolution: In the event that any dispute shall arise as to the interpretation of this agreement, or in the event of a notice of default as to whether such default does constitute a breach of the contract, and if the parties hereto cannot mutually settle such differences, then the parties shall first pursue mediation as a means to resolve the dispute. If either of the afore mentioned methods are not successful then any dispute relating to this Agreement shall be decided in the courts of Yakima County, in accordance with the laws of Washington. If both parties consent in writing, other available means of dispute resolution may be implemented. 7 EXHIBIT A: SCOPE OF WORK The following Scope of Work (SOW) identifies the activities that Bell & Associates will perforin for the Project: Rate Study Scope of Work Task 1: Initial Data Request and Review We will prepare an initial data request to identify specific information to be collected from the City prior to our first meeting. This information will include the following: 1. Year to date general ledger with line item detail by account 2. Current year budget and proposed next year's budget 3. Estimation of annual route hours / Actual number of payroll hours by staff 4. Billing reports necessary to identify customer counts by line of business 5. Schedule of all disposal invoices for solid waste (for tonnage and costs) 6. Schedules of all trucks and assets assigned to the Solid Waste Division 7. Lease and rental agreements for trucks and equipment (if applicable) 8. Amortization schedule of all debt instruments Task 2: Review of Current Collection System and Rate Structure Financial and operational data will be analyzed using the same methods for the financial and operational reviews used to access the performance of private collection companies. The review checklist details costs by operation and uses census data to determine operational efficiency. Results of the analysis will be compared to private haulers, established industry benchmarks, and internal operational goals. Task 3: Modeling of Rates Our experience with the operational and economic aspects of solid waste collection is critical to the design of a reliable and flexible model. We can modify existing rate models and financial plans, or create new models, to implement the rate design. Information gathered in Tasks 1 and 2 are utilized in the Excel based rate model with the following general structural components: (1) Budget and capital plan information from 2014 Budget, proposed or approved capital costs, debt service, and offsetting revenues from Washington Department of Ecology (if applicable), which will be translated into: (2) Revenue requirements, by operational area (e.g. waste collection, recycling, disposal, and general program expenses). The revenue requirements will be allocated to: (3) Service parameters (solid waste, recycling and yard debris collection, split by residential and commercial). The service parameters will be derived from: (4) Model census data such as customer counts, collection route hours, disposal tons, population projections, and other information necessary to model rates. (5) Rate construction, which pulls the relevant costs per service parameter to develop proposed rates projected for the next six years. 3.1 Operating Forecast — Forecast ongoing operating & maintenance expense, debt service, and other cash obligations of the utility over the study period. Incorporate economic assumptions, 8 additional O&M expense, if any, resulting from the CIP, and/or other known changes in operational requirements. 3.2 Revenue Needs Assessment — The revenue needs assessment identifies the total rate revenue to be collected from customers. Incorporate results of Subtask 1.1 through 1.4 and develop alternative operating cash flows for the solid waste division. Compare projected cash requirements against projected revenue under existing rate levels to determine annual rate adjustments needed to satisfy projected cash obligations. The proposed budget provides for up to three (3) alternative scenarios. 3.3 Assess Utility Tax Application — Evaluate and calculate alternative approaches to applying the City's current utility tax. Options include continuation of the practice of imbedding the costs in the garbage rates or adding the tax on top of the water bills to show the components separately. Task 4 — Meetings & Documentation 4.1 Staff Meetings — Prepare for and participate two (2) conference calls with Division staff to collect data and review interim findings. 4.2 Presentations — Prepare materials for and attend a work session or City Council meetings to present study results. 4.3 Reports — Prepare a written draft report that summarizes the findings and conclusions supported by the information and data collected and compiled during the course of the project. The model utilized to calculate the costs will be included in electronic format. This initial draft will be prepared for review and comment by the City management. All changes approved by City managers will be addresses and the second draft will be submitted to City staff for review. 4.4 Prepare a final project report. One (1) draft and one (1) final report will be submitted electronically to the City. Based on the input from City managers, the Project Team will revise the draft report for final submission. The report will detail the process, recommendations, and final decisions. Task Description wil ��� iiiiiiiiiiiiiiiiiiiiiii//"""' Kick-off Meeting /Review Current System Exhibit B Project Budget/Fee Schedule Hours Labor IIIIIIIIIIIIIIIIIID��������IIll Expenses �IIIIIIIIIIIIIIIIIIIIIIIII 9 Total $810 /�/iii $2,160 $975 Drafting and Submission of Rate Report / 71/ % Present Report to the City Council & City Staff (attend two meetings) The fees for this project are based on the estimated time to complete the project. This proposed fee is a not to exceed fee based on the outlined work program. If the projects can be completed in less than our estimates, then Bell & Associates will bill accordingly. If we find it will take considerably more time, due to a change in scope, we will discuss any changes with City staff and will not proceed without prior written authorization. Fees for the project are estimated at $7,455 (54hours x $135 per hour) plus $165 in travel expenses. City will reimburse the consultant for any out of pocket expenses including mileage and other reasonable expenses approved by the Solid Waste Manager. Unless otherwise agreed in writing, fees will be billed monthly at the first of each month for the preceding month and will be payable within 30 days of the date of the invoice. 10 EXHIBIT C: PROJECT SCHEDULE Performance of the Scope of Work described in Exhibit A will begin immediately upon notice to proceed. Major milestones are estimated as follows: Notice to Proceed (NTP): Expected mid-November 2014 Review Draft Study Findings with Division Staff: Within 2 months of NTP (mid- January) Submit Draft Report: Within 3 months of NTP (mid-February 2014) Presentations to City Council: Within 4 months of NTP (mid-March , 2014) Submit Final Report: Within 4.5 months of NTP (April 30, 2014)