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HomeMy WebLinkAbout10-072 - FCS Group Inc - Cost Recovery Analysis for Parks and Recreation DepartmentCONTRACT FOR SERVICES Contract No. 10-072 This Agreement is entered into by and between the City of Tukwila, Washington, a noncharter optional municipal code city hereinafter referred to as "the City and FCS Group, hereinafter referred to as "the Contractor whose principal office is located at 7525 166 Ave NE, Suite D -215, Redmond, WA 98052. WHEREAS, the City has determined the need to have certain services performed for its citizens but does not have the manpower or expertise to perform such services; and WHEREAS, the City desires to have the Contractor perform such services pursuant to certain terms and conditions; now, therefore, IN CONSIDERATION OF the mutual benefits and conditions hereinafter contained, the parties hereto agree as follows: 1. Scope and Schedule of Services to be Performed by Contractor. The Contractor shall perform those services described on Exhibit A attached hereto and incorporated herein by this reference as if fully set forth. In performing such services, the Contractor shall at all times comply with all Federal, State, and local statutes, rules and ordinances applicable to the performance of such services and the handling of any funds used in connection therewith. The Contractor shall request and obtain prior written approval from the City if the scope or schedule is to be modified in any way. 2. Compensation and Method of Payment. The City shall pay the Contractor for services rendered according to the rate and method set forth on Exhibit A attached hereto and incorporated herein by this reference. The total amount to be paid shall not exceed $6,510. 3. Contractor Budget. The Contractor shall apply the funds received under this Agreement within the maximum limits set forth in this Agreement. The Contractor shall request prior approval from the City whenever the Contractor desires to amend its budget in any way. 4. Duration of Agreement. This Agreement shall be in full force and effect for a period commencing June 1, 2010 and ending July 31, 2010 unless sooner terminated under the provisions hereinafter specified. 5. Independent Contractor. Contractor and City agree that Contractor is an independent contractor with respect to the services provided pursuant to this Agreement. Nothing in this Agreement shall be considered to create the relationship of employer and employee between the parties hereto. Neither Contractor nor any employee of Contractor shall be entitled to any benefits accorded City employees by virtue of the services provided under this Agreement. The City shall not be responsible for withholding or otherwise deducting federal income tax or social security or contributing to the State Industrial Insurance Program, or otherwise assuming the duties of an employer with respect to the Contractor, or any employee of the Contractor. 6. Indemnification. The Contractor shall indemnify, defend and hold harmless the City, its officers, agents and employees, from and against any and all claims, losses or liability, including attorney's fees, arising from injury or death to persons or damage to property occasioned by any act, omission or failure of the Contractor, its officers, agents and employees, in performing the work required by this Agreement. With respect to the performance of this Agreement and as to claims against the City, its officers, agents and employees, the Contractor expressly waives its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance Act, for injuries to its employees, and agrees that the obligation to indemnify, defend and hold harmless provided for in this paragraph extends to any claim brought by or on behalf of any employee of the Contractor. This waiver is mutually negotiated by the parties. This paragraph shall not apply to any damage resulting from the sole negligence of the City, its agents and employees. To the extent any of the damages referenced by this paragraph were caused by or resulted from the concurrent negligence of the City, its agents or employees, this obligation to indemnify, defend and hold harmless is valid and enforceable only to the extent of the negligence of the Contractor, its officers, agents, and employees. 7. Record Keeping and Reporting. 1-1. \FCS Group_ShortFormContract. doc 6/11/2010 "riA/0„) i of Page 1 of 2 A. The Contractor shall maintain accounts and records, including personnel, property, financial and programmatic records which sufficiently and properly reflect all direct and indirect costs of any nature expended and services performed in the performance of this Agreement and other such records as may be deemed necessary by the City to ensure the performance of this Agreement. B. These records shall be maintained for a period of seven (7) years after termination hereof unless permission to destroy them is granted by the office of the archivist in accordance with RCW Chapter 40.14 and by the City. 8. Audits and Inspections. The records and documents with respect to all matters covered by this Agreement shall be subject at all times to inspection, review or audit by law during the performance of this Agreement. 9. Termination. This Agreement may at any time be terminated by the City giving to the Contractor thirty (30) days written notice of the City's intention to terminate the same. Failure to provide products on schedule may result in contract termination. If the Contractor's insurance coverage is canceled for any reason, the City shall have the right to terminate this Agreement immediately. 10. Discrimination Prohibited. The Contractor shall not discriminate against any employee, applicant for employment, or any person seeking the services of the Contractor to be provided under this Agreement on the basis of race, color, religion, creed, sex, age, national origin, marital status or presence of any sensory, mental or physical handicap. 11. Assignment and Subcontract. The Contractor shall not assign or subcontract any portion of the services contemplated by this Agreement without the written consent of the City. 12. Entire Agreement. This Agreement contains the entire Agreement between the parties hereto and no other Agreements, oral or otherwise, regarding the subject matter of this Agreement, shall be deemed to exist or bind any of the parties hereto. Either party may request changes in the agreement. Proposed changes which are mutually agreed upon shall be incorporated by written amendments to this Agreement. 13. Notices. Notices to the City of Tukwila shall be sent to the following address: City Clerk, City of Tukwila 6200 Southcenter Blvd. Tukwila, Washington 98188 Notices to the Contractor shall be sent to the address provided by the Contractor upon the signature line below. 14. Applicable Law; Venue; Attorney's Fees. This Agreement shall be governed by and construed in accordance with the laws of the State of Washington. In the event any suit, arbitration, or other proceeding is instituted to enforce any term of this Agreement, the parties specifically understand and agree that venue shall be properly laid in King County, Washington. The prevailing party in any such action shall be entitled to its attorney's fees and costs of suit. DATED this (7T day of 20 /C) CITY, OF TUKWdLA CONTRACTOR: FCS Group Inc By: Titl Mayor EST UTHENTICATED: Christy O'FlGkferty, CIVIC, City Clerk APPROVED AS Office of the C Q By: H \FCSGroup_ShortFormCo. act.doc 6/11/2010 M: ney/ By: Title: Pri ii cG i Printed Name: PP Af Pr 04D/ti Address: 75 S /('6 /VC FTC Date approved by City Council: (Applicable if contract amount is over $40,000) Page 2 of 2 CITY OF TUKWILA, WA PARKS COST RECOVERY ANALYSIS The City of Tukwila wants to analyze the cost recovery of services and programs currently provided or coordinated by its Department of Parks Recreation. FCS GROUP has developed the following task plan to allocate costs and revenues to these services and programs, analyze their cost recovery levels, and prepare materials for a presentation. TASK 1— KICK -OFF MEETING The consultant team will conduct a project kick -off meeting with Finance and Parks staff. The agenda for this meeting will include basic data collection, a discussion of project goals and parameters, formulation of the project schedule, and discussion of any other coordination issues. During this meeting, the general categories of Parks services and programs for the study will also be identified and developed. These general categories will form the basis of the cost recovery analysis and will be based on how the City currently budgets its expenditures. It is anticipated that the City's Foster Golf Course will not be included because it is currently managed as one of the City's enterprise funds, which provides a separate accounting of the costs and revenues. TASK 2 ALLOCATE COSTS AND REVENUES TASK 3 COST RECOVERY ANALYSIS ATTACHMENT A Scope of Work and Task Plan Working with City staff, FCS GROUP will prepare a high -level allocation of the 2009 actual costs and revenues into the general categories developed in Task 1. Parks maintenance will be a separate category with some maintenance costs allocated to the other categories if data is available. In addition to the direct costs, the indirect costs will also be identified and allocated to each general category. Indirect costs will include overhead costs such as Parks Administration and Citywide overhead. Using the allocations from Task 2, the cost recovery levels for each general category will be analyzed by comparing revenues to costs. The overall cost recovery level for the Department of Parks Recreation will also be analyzed by comparing total revenues to total costs. TASK 4 PREPARE PRESENTATION MATERIALS Based on the results of Task 3, presentation materials will be prepared. These materials will provide information on the assumptions and methodologies used and will illustrate and summarize the cost recovery levels for each general category and the entire Department of Parks Recreation. The materials will be provided to the City staff, and the City staff will be responsible for making any presentations to City management or the City Council. 6/11/2010 CITY OF TUKWILA, WA PARKS COST RECOVERY ANALYSIS Budget Estimate The FCS GOUP consultants assigned to the study are Peter Moy, Principal, and Nathan Reese, Project Consultant. The table below summarizes our estimated costs to perform the proposed task plan. Principal Consultant Admin. Total Moy Reese al pport Labor Hours Budget 9fective Hourly Billing Rates $190 $140 $65 Task 1 Kick -off Meeting 4 4 8 $1,320 Task 2 Allocate Costs and Revenues 2 16 18 $2,620 Task 3 Cost Recovery Analysis 2 8 10 $1,500 Task 4- Prepare Presentation Materials 2 4 2 8 $1,070 Total Project Budget 10 32 2 44 6,510 6/11/2010