HomeMy WebLinkAboutTIC 2017-09-12 Item 2A - Agreement - GIS Inventory of Water System Consultant with David Evans and AssociatesCity of Tukwila
Allan Ekberg, Mayor
Public Works Department - Bob Giberson, Director
INFORMATIONAL MEMORANDUM
TO: Transportation and Infrastructure Committee
FROM: Bob Giberson, Public Works Director•)
BY: Mike Cusick, Senior Program Manager
CC: Mayor Ekberg
DATE: September 8, 2017
SUBJECT: GIS Inventory of the Water System
Project No, 816401 04
Consultant Selection and Agreement for 2017
ISSUE
Approve David Evans and Associates, Inc. (DEA) for the GIS Inventory of the Tukwila Water
System
BACKGROUND
The contract for the GIS Inventory of the Water System will start in the Commercial Business
District. It will be the first phase of surveying the Tukwila Water system. The GIS survey project
will continue through the year 2022 with data being used to create an asset management
database for the water system. This project will build on the existing GIS databases that
currently exist for the sewer and storm drainage systems.
ANALYSIS & FISCAL IMPACT
The City invited Requests for Professional Qualifications (RPQ) from five consulting firms that
were listed in the Municipal Research and Services Center's Consultant Roster, Three RPQs
were received; from DEA, PACE Engineers, and Gray & Osborn Engineering. After interviewing
the consultants and reviewing their RPQs, DEA was selected for the GIS Inventory of the Water
System. DEA has completed other design projects for the City and their work has been
satisfactory.
GIS Inventory of Water
Consultant Budget for
Agreement 2017
$ 59,916.03 $67,000.00
RECOMMENDATION
Council is being asked to approve the consultant agreement with David Evans and Associates.
Inc. for the GIS Inventory of the Water System in the amount of $59,916.03 and consider this
item on the Consent Agenda at the September 1 B, 2017 Regular Meeting.
Attachments: Consultant Rating Sheet
Page 70, 2017-2922 GIP
Consultant Agreement with Scope of Work
W.\PW Er PROJECTS A- WT Proyecls12017 Water GIS (91640104AInfo Memo fS Water 17EA. 09(1, 1 r Can.cw.r,
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WATER 615 CONSULTANT5ELLECTION
Mike Cusick
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David Evans is selecZed for the project
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David Evans
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55
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PACE
9
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54
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Gray & Osborne
9
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52
3
Huitt Zollar, Cnc
0
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0
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Dowel, LLC
4
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David Evans is selecZed for the project
No response
No response
CITY O TUKW LA CAPITAL PRO ECT SUM RY
2017 o 022
PRO ECT: S Inventory of W ter System Project No. 1640104
The G S (G ographic Inform tion System ) will provide current as -built data for the Tukwila water system.
DESCRIPTION: The data base will include fire hydrants, valve locations, approxim to water line locations, date of installation,
and m terial type.
The G S m pping will provide inform tion on the water system that is easily addressable by City staff
JUSTIFICATIO : and the public. W th G S data, the City will be able to develop an asset m nagem nt plan to determ ne
the water assets needed to be upgraded or replaced.
STATUS: New project for 2017 - 2022 CIP. Com ined Asset M nagem nt System scheduled for 2017.
M INT. IM ACT: The survey will provide staff with -up -date inform tion on the location of water line features.
CO NT:
FINANCIAL hrough stim ted
(in $000's)
2015 016
017
018
019
020
021
022
EYO D TO AL
EXPENSES
Project Location: ...
Entire System
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Design
67
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TO AL EXPENSES
7
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FUND SO RCES
Awarded G ant
0
Proposed G ant
0
M tigation Actual
0
M tigation Expected
0
Utility Revenue
7
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567
TO AL SO RCES
7
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567
2017 - 2022 Capital Im rovem nt Program
70
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Project Location: ...
Entire System
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2017 - 2022 Capital Im rovem nt Program
70
3
City of Tukwila
6200 Southcenter Boulevard, Tukwila WA 98188
Contract Number:
CONSULTANT AGREEMENT FOR
ENGINEERING SERVICES
THIS AGREEMENT is entered into between the City of Tukwila, Washington, hereinafter
referred to as "the City% and David Evans Associates,lnc hereinafter referred to as "the Consultant",
in consideration of the mutual benefits, terms, and conditions hereinafter specified.
1. Prosect Designation. The Consultant is retained by the City to perform Engineering
Services in connection with the project titled GIS Inventory of Water System.
2. Scope of Services. The Consultant agrees to perform the services, identified on Exhibit "A'
attached hereto, including the provision of all labor, materials, equipment and supplies.
3 Duration of Agreement; Time for Performance. This Agreement shall be in full force and
effect for a period commencing upon execution and ending -- - , unless
sooner terminated under the provisions hereinafter specified. Work under this Agreement
shall commence upon written notice by the City to the Consultant to proceed, The
Consultant shall perform all services and provide all work product required pursuant to this
Agreement no later than March 31, 2018 unless an extension of such time is granted in
writing by the City.
4 Payment. The Consultant shall be paid by the City for completed work and for services
rendered under this Agreement as foltows:
A. Payment for the work provided by the Consultant shall be made as provided on Exhibit
"B" attached hereto, provided that the total amount of payment to the Consultant shall
not exceed $59,916.03 without express written modification of the Agreement signed by
the City.
B. The Consultant may submit vouchers to the City once per month during the progress of
the work for partial payment for that portion of the project completed to date. Such
vouchers will be checked by the City and, upon approval thereof, payment shall be
made to the Consultant in the amount approved.
C. Final payment of any balance due the Consultant of the total contract price earned will
be made promptly upon its ascertainment and verification by the City after the
completion of the work under this Agreement and its acceptance by the City.
D. Payment as provided in this section shall be full compensation for work performed,
services rendered, and for all materials, supplies, equipment and incidentals necessary
to complete the work.
E. The Consultant's records and accounts pertaining to this Agreement are to be kept
available for inspection by representatives of the City and the state of Washington for a
period of three (3) years after final payments. Copies shall be made available upon
request.
4
5. Ownership and Use of Documents. All documents, drawings, specifications and other
materials produced by the Consultant in connection with the services rendered under this
Agreement shall be the property of the City whether the project for which they are made is
executed or not. The Consultant shall be permitted to retain copies, including reproducible
copies, of drawings and specifications for information, reference and use in connection with
the Consultant's endeavors. The Consultant shall not be responsible for any use of the said
documents, drawings, specifications or other materials by the City on any project other than
the project specified in this Agreement,
6 Compliance with Laws, The Consultant shall, in performing the services contemplated by
this Agreement, faithfully observe and comply with all federal, state, and local laws,
ordinances and regulations, applicable to the services rendered under this Agreement.
7. Indemnification. The Consultant shall defend, indemnify and hold the City, its officers,
officials, employees and volunteers harmless from any and all claims, injuries, damages,
losses or suits including attorney fees, arising out of or resulting from the acts, errors or
omissions of the Consultant in performance of this Agreement, except for injuries and
damages caused by the sole negligence of the City.
Should a court of competent jurisdiction determine that this Agreement is subject to RCW
4,24.115, then, in the event of liability for damages arising out of bodily injury to persons or
damages to property caused by or resulting from the concurrent negligence of the
Consultant and the City, its officers, officials, employees, and volunteers, the Consultant's
liability hereunder shall be only to the extent of the Consultant's negligence. It is further
specifically and expressly understood that the indemnification provided herein constitutes the
Consultant's waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the
purposes of this indemnification. This waiver has been mutually negotiated by the parties.
The provisions of this section shall survive the expiration or termination of this Agreement.
8 insurance. The Consultant shall procure and maintain for the duration of the Agreement,
insurance against claims for injuries to persons or damage to property which may arise from
or in connection with the performance of the work hereunder by the Consultant, its agents,
representatives, or employees. Consultant's maintenance of insurance as required by the
agreement shall not be construed to limit the liability of the Consultant to the coverage
provided by such insurance, or otherwise limit the City's recourse to any remedy available at
law or in equity.
A. Minimum Amounts and Scope of Insurance. Consultant shall obtain insurance of the
types and with the limits described below:
1. Automobile Liability insurance with a minimum combined single limit for bodily
injury and property damage of $1,000,000 per accident. Automobile Liability
insurance shall cover all owned, non -owned, hired and leased vehicles.
Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a
substitute form providing equivalent liability coverage. If necessary, the policy
shall be endorsed to provide contractual liability coverage.
2 Commercial General Liability insurance with limits no Tess than $1,000,000 each
occurrence, $2,000,000 general aggregate. Commercial General Liability
insurance shall be written on ISO occurrence form CG 00 01 and shall cover
liability arising from premises, operations, independent contractors and personal
injury and advertising injury. The City shall be named as an insured under the
Consultant's Commercial General Liability insurance policy with respect to the
work performed for the City.
3. Workers' Compensation coverage as required by the Industrial Insurance laws of
the State of Washington.
CA revised : 1-2013
Page 2
5
4. Professional Liability with limits no less than $1,000,000 per claim and
$1,000,000 policy aggregate limit. Professional Liability insurance shall be
appropriate to the Consultant's profession.
B. Other Insurance Provision. The Consultant's Automobile Liability and Commercial
General Liability insurance policies are to contain, or be endorsed to contain that they
shall be primary insurance with respect to the City. Any Insurance, self-insurance, or
insurance pool coverage maintained by the City shall be excess of the Consultant's
insurance and shall not be contributed or combined with it.
C. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M.
Best rating of not less than A:VII.
iD. Verification of Coverage. Consultant shall furnish the City with original certificates and
a copy of the amendatory endorsements, including but not necessarily limited to the
additional insured endorsement, evidencing the insurance requirements of the
Consultant before commencement of the work. Certificates of coverage and
endorsements as required by this section shall be delivered to the City within fifteen (15)
days of execution of this Agreement.
E. Notice of Cancellation. The Consultant shall provide the City with written notice of any
policy cancellation, within two business days of their receipt of such notice.
F. Failure to Maintain insurance. Failure on the part of the Consultant to maintain the
insurance as required shall constitute a material breach of contract, upon which the City
may, after giving five business days notice to the Consultant to correct the breach,
immediately terminate the contract or, at its discretion, procure or renew such insurance
and pay any and all premiums in connection therewith, with any sums so expended to be
repaid to the City on demand, or at the sole discretion of the City, offset against funds
due the Consultant from the City_
9. Independent Contractor. The Consultant and the City agree that the Consultant 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 the Consultant nor any employee of the
Consultant 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 for contributing to the state
industrial insurance program, otherwise assuming the duties of an employer with respect to
the Consultant, or any employee of the Consultant.
10. Covenant Against Contingent Fees. The Consultant warrants that he has not employed or
retained any company or person, other than a bonafide employee working solely for the
Consultant, to solicit or secure this contract, and that he has not paid or agreed to pay any
cornpany or person, other than a banafide employee working solely for the Consultant, any
fee, commission, percentage, brokerage fee, gifts, or any other consideration contingent
upon or resulting from the award or making of this contract. For breach or violation of this
warrant, the City shall have the right to annul this contract without liability, or in its discretion
to deduct from the contract price or consideration, or otherwise recover, the full amount of
such fee, commission, percentage, brokerage fee, gift, or contingent fee.
11, Discrimination Prohibited. The Consultant, with regard to the work performed by it under
this Agreement, will not discriminate on the grounds of race, religion, creed, color, national
origin, age, veteran status, sex, sexual orientation, gender identity, marital status, political
affiliation or the presence of any disability in the selection and retention of employees or
procurement of materials or supplies.
CA revised ; 1-2013 Page 3
6
11 Assignment. The Consultant shall not sublet or assign any of the services covered by this
Agreement without the express written consent of the City.
13. Non -Waiver. Waiver by the City of any provision of this Agreement or any time limitation
provided for In this Agreement shall riot constitute a waiver of any other provision
14. Termination.
A. The City reserves the right to terminate this Agreernent at any time by giving ten (10)
days written notice to the Consultant.
B. In the event of the death of a member, partner or officer of the Consultant, or any of its
supervisory personnel assigned to the project, 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 City. This section shall not be a bar to renegotiations of this Agreement
between surviving members of the Consultant and the City, if the City so chooses,
15. Applicable Law; Venue; Attorney's Fees, This Agreement shall be subject to, and the
Consultant shall at all times comply with, all applicable federal, state and local laws,
regulations, and rules, including the provisions of the City of Tukwila Municipal Code and
ordinances of the City of Tukwila. 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, Venue for any action
arising from or related to this Agreement shall be exclusively in King County Superior Court_
16. Severability and Survival. If any term, condition or provision of this Agreement is declared
void or unenforceable or limited in its application or effect, such event shall not affect any
other provisions hereof and all other provisions shall remain fully enforceable. The
provisions of this Agreement, which by their sense and context are reasonably intended to
survive the completion, expiration or cancellation of this Agreement, shall survive termination
of this Agreement.
17. Notices. Notices to the City of Tukwila shall be sent to the following address:
City Clerk
City of Tukwila
6200 Southcenter Boulevard
Tukwila, WA 98188
Notices to Consultant shall be sent to the following address:
David Evans and Associates, Inc.
14432 SE Eastgate Way. Suite 400
Bellevue, WA 98007
18. Entire Agreement; Modification. This Agreement, together with attachments or addenda,
represents the entire and integrated Agreement between the City and the Consultant and
supersedes all prior negotiations, representations, or agreements written or oral. No
amendment or modification of this Agreement shall be of any force or effect unless it is in
writing and signed by the parties.
CA reuised : 1-1013
Page 4
7
DATED this day of , 20
CITY OF TUKWILA
Allan Ekberg, Mayor
CONSULTANT
By: fr
Printed Name: f DAr►l LAPLAorr
Title: A55°Cif'1.
Attest/Authenticated: Approved as to Form:
City Clerk, Christy O'Flaherty
Office e
the City Attorney
CA revised : 1-2013 Page 5
8
EXHIBIT A
CITY OF TUKWILA
Water System GIS Inventory
Scope of Services
Prepared by:
David Evans and Associates, Inc.
14432 SE Eastgate Way, Suite 400
Bellevue, WA 98007
August 24, 2017
9
TABLE OF CONTENTS
TASK 1.0 PROJECT DESCRIPTION, DELIVERABLES AND ASSUMPTIONS , 1
1.1 Project Description 1
1.2 Project Deliverables Furnished by CONSULTANT„...............................1
1.3 Responsibilities and Services Provided by CLIENT 1
1.4 Project Assumptions............................................................................... 1
TASK 2,0 PROJECT MANAGEMENT AND QUALITY CONTROL .................„..
2.1 Project Management...»............................................................,..,,...2
2.2 Monthly Invoices/Progress Reports
2.3 Project Kick -oil Meeting and Progress Meetings 2
2.4 Quaiity Assurance /Quality Control Review 2
2.5 Change Management 3
TASK 3.0 WATER SYSTEM GIS INVENTORY 3
3.1 Field Review 3
3.2 Data Collection 3
3.3 Water System As -Built Research ......... ........._........ ........................ .,.......... ,.....,..... ...... ............
............3
3.4 Geodatabase Preparation 3
City of Tukwila
Water System GIS Inventory
Scope of Services
August 24, 2017
10
TASK 1.0 PROJECT DESCRIPTION, DELIVERABLES AND ASSUMPTIONS
1.1 Project Description
The City of Tukwila (CLIENT) is requesting professional services from David Evans and Associates, Inc.
(CONSULTANT) to inventory the water system and convert it into a Geographic Information System (GIS).
The major features of the project include:
Water System
• Water Lines
• Water Valves
• Water Meters
• Water Manholes
• Fire Hydrants
• Water Vaults
• Water Risers
• Post Indicator Valves
• Fire Department Connections
• Air Relief Valves
1.2 Project Deliverables Furnished by CONSULTANT
CONSULTANT shall deliver the following documents and products to CLIENT as part of this agreement:
• Electronic copy dale GIS Geodatabase.
CLIENT will have the opportunity to review each of the deliverables. CLIENT review documents will be
returned with subsequent revision, illustrating that each review comment has been addressed as stated,
or how/why it was not addressed.
1.3 Responsibilities and Services Provided by CLIENT
CLIENT will:
• Provide existing water system maps, GIS maps and data, and other available mapping
information.
• Review all submittals made to the CLIENT within 15 working days, or as agreed, and return them
to CONSULTANT with consolidated written comments regarding changes or revisions needed.
• CLIENT will provide staff to aid with locating water features.
1.4 Project Assumptions
• Mapping accuracy requirement for object locations is "mapping grade" (+1- 3 feet). Objects will
be mapped to "survey grade" accuracy (+/- 0.10 feet) throughout the project unless dense
vegetation or forested areas prevent the use of survey grade GPS equipment,
• Water System mapping will be limited to area within public Right of Way.
• Horizontal datum will be NAD 83/91.
• Vertical datum will be NAVD 88.
• The project duration is assumed to be four (4) months.
City of Tukwila
Water System GIS Inventory
Scope of Services
August 24" 2017
11
TASK 2.0 PROJECT MANAGEMENT AND QUALITY CONTROL
2.1 Project Management
CONSULTANT will provide direction for staff and review of their work over the course of the project, This
work element includes preparing monthly progress reports, to accompany monthly invoicing, that include
the status of individual work elements, number of meetings attended, outstanding information required,
and work items planned for the following month.
CONSULTANT will monitor the project budget weekly throughout the course of the project. This work
element is intended to help monitor costs and budgets, and to propose corrective actions, if needed..
These actions may include formal requests for increases, modifications, or reductions in scope,
Drawings and documents received and generated over the course of the project require review,
coordination, and file management. The status of requested information will also be maintained,
2.2 Monthly Invoices/Progress Reports
Monthly invoices will be prepared by CONSULTANT per CLIENT requirements for work activities for the
prior month, These invoices will include SUBCONSULTANT work and will be accompanied by monthly
progress reports, back-up materials for expenses, and show approved budget and amount expended to
date.
Deliverables. Monthly Invoices and Progress Reports (6 total).
2.3 Project Kick-off Meeting and Progress Meetings
After receiving notice to proceed, CONSULTANT will conduct a project team kick-off meeting with staff
expected to be involved in the project and key CLIENT staff. The meeting will be used to discuss critical
elements of the Scope of Work, the project schedule, document control, and CA/QC procedures; and to
Clearly define the roles and responsibilities of the project team members.
This work element provides for the preparation, attendance, follow-up, and documentation of meetings
during the length of the project. These meetings will be the forums for CLIENT to provide input and
guidance for the direction of the project. They will also be used to discuss project issues, approve
submittals, and develop potential solutions.
CONSULTANT will prepare for, attend, and document up to four (4) meetings with CLIENT staff. The
CONSULTANT will attend one meeting every month with the CLIENT's project manager for the duration of
the project. The meetings will be held in a location acceptable to CLIENT and CONSULTANT.
Deliverables: Meeting Minutes (4 total).
2.4 Quality Assurance /Quality Control Review
This work element is for the OA/QC review of CONSULTANT deliverables by a designated QA/QC staff
member of the CONSULTANT team. CONSULTANT will assign a Quality Manager to the project that will
be responsible for ensuring that quality reviews are performed at stages throughout the project and on
all deliverables. The review will cover field and office work on an on-going basis. QA/CCC documentation
will be maintained and filed with project records.
City of Tukwila
Water System Gly Inventory
Scope of Services
August 24, 2017
12
2. 5 Change Management
Project Managers from CLIENT and CONSULTANT are responsible for managing changes to the scope and
schedule. CLIENT is responsible for the authorization of any changes to the scope, budget, and/or
schedule. Team members must ensure that work within their areas remains within the defined project
scope, schedule, and budget. When issues, actions, or circumstances occur that could cause a change in
scope, personnel, cost, or schedule, team members must communicate potential changes to the Project
Manager as early as possible. Project Managers will determine whether the potential change issue will
lead to a change in scope, cost, or schedule.
CONSULTANT shall obtain written authorization from CLIENT before implementing any change to this
Scope of Services, schedule, or budget, All changes will be documented using the Project Change Form.
TASK 3.0 WATER SYSTEM GIS INVENTORY
3.1 Field Review
CONSULTANT will conduct an existing water system maps/GIs review at the outset of the project to
identify key field conditions that may impact the field mapping including safety, traffic and access issues.
The procedures required to complete the field survey will be determined and safety risks will be analyzed.
3.2 Data Collection
CONSULTANT will field survey the location of water system point features and water system utility paint
locates south of Interstate 405 within the City of Tukwila retail water service area, Field notes will be
collected to support project deliverables. Pipe connections will be completed in the field where practical.
CONSULTANT will use CLIENT agreed upon GIS database structure,
3.3 Water System As -wilt Research
CONSULTANT will review research or existing utility information, provided by CLIENT, for inclusion in the
mapping. Where possible CONSULTANT will use provided as -built records to prepare and pre -enter system
information to be field verified. This will make the field effort more efficient.
:.4 Geodatabase Update
CONSULTANT will utilize its field surveyed information, and the as -built research to create the
Geodatabase GIS files.
CONSULTANT will include rnetadata for the Geodatabase updates.
Deliverables: Electronic ropy of the updated Geodatabase
City of Tukwila
Water System GIS Inventory
Scope of Services
August 24, 2017
13
Exhibit B
City of Tukwila
Water System GIS Inventory
David Evans and Associates, Inc.
Classification
1 Project Manager (PMGR/PLSU)
2 Quality Control Manager (PICH)
3 GIS Manager (GISM)
4 Survey Manager (SVYM)
5 GIS Technician (GIST)
6 Survey Technician (SVTE)
7 Party Chief (PCHF)
8 Administrative Assistant (AVMA)
9 Project Administrator (PALM)
Hrs.
72
6
10
14
166
178
168
8
8
Negotiated
x Rate = Cost
$ 132.44
$ 203.28
$ 141.68
$ 190.96
$ 73.92
$ 83.16
$ 92.40
$ 92.40
$ 106.51
9,535.68
1,219.68
1,416.80
2,673.44
12,270.72
14,802.48
15,523.20
739.20
852.08
Total Hrs. 630
Total Salary Cost
$ 59,033.28
Direct Expenses
Mileage - Water System GIS Inventory
Subtotal
David Evans and Associates Total
No. Unit Each Cost
1,650 miles @ $0.535 /mill $ 882.75
Page 1 of 2
}E:lraielNew Fulder12017-08-03 City of Tukwila GIS inventory Budget Eutirrnale tilt.xfsx
882.75
$ 59,916,03
8/2.512017
14
Exhibit B
City of Tukwila
Water System GIS Inventory
David Evans and Associates. Inc. i 2 a ; 5 a 1 . a
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Total Total 7otal T0141 Total Tonal Total Total Te1nl Total
hrs tar lira lira lira hrs hra hra hrs hrs
2.0
2.1
2
2.3
2.4
2.6
lPrvjset Managsmarlt l Quality Contrail
I
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304
51
67
570
51,262.80
52.114.80
$1,202.00
32,315 18
08,996.04
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Proiact Msnagarrnonl
1MonthlyInveloeruPrort Repert� _
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quality Conlrol/Quellty Assurance Rav0ow
Chappa Management
Work Element Tpint
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Raid Review
Data 601160050
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4
4
14
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5,045.04
:Oaodnhtbaso Proparollon
Work > lvman1 Total
E><PENSES - Water Swat am GIS Inventory
7.740.26
$52,678.04
3862.75
PROJECT WORK ELEMENTS TOTALS
72 6 10 14 100 074 188 8 6
030
059,a18 03
102.001
Paco 2 or 2
Xttoshaisa ri14en2017.0R-03411yalTukNUa010InventoryBudget EBtlm41aV9,40
B12912017
15