HomeMy WebLinkAbout2023-11, Contract Amendment with Rh2 Engineering for Grant Road Preservation and Rehabilitation Projects: #2021-05, #2021-06, #2022-06 - 2/7/2023City of East Wenatchee Resolution 2023-11 with Exhibit A
Retain Resolution until no longer needed for City -business, then transfer to Washington State
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City of East Wenatchee, Washington
Resolution No. 2023-11
A Resolution of the City of East Wenatchee, Washington authorizing
the Mayor to execute a contract amendment between the City of East
Wenatchee and RH2 Engineering for the Grant Road Preservation and
Rehabilitation projects.
1. Alternate format.
1.1. Para leer este documento en otro formato (español, Braille,
leer en voz alta, etc.), póngase en contacto con el vendedor de la
ciudad al alternateformat@eastwenatcheewa.gov, al (509) 884-
9515 o al 711 (TTY).
1.2. To read this document in an alternate format (Spanish,
Braille, read aloud, etc.), please contact the City Clerk at
alternateformat@eastwenatcheewa.gov, at (509) 884-9515, or at
711 (TTY).
2. Authority.
2.1. RCW 35A.11.020 and RCW 35A.12.190 authorize the City
Council to organize and regulate its internal affairs and to define
the powers, functions and duties of its officers and employees.
THE CITY COUNCIL OF THE CITY OF EAST WENATCHEE DO
RESOLVE AS FOLLOWS:
3. Authorization. The City Council authorizes the Mayor to execute a
contract amendment that conforms to the language set forth in
Exhibit A.
4. Severability. If a court of competent jurisdiction declares any
provision in this resolution to be contrary to law, such declaration
shall not affect the validity of the other provisions of this Resolution.
5. Effective date. This Resolution becomes effective immediately.
Supplemental Agreement
Number
Organization and Address
Phone:
Original Agreement Number
Project Number Execution Date Completion Date
Project Title New Maximum Amount Payable
Description of Work
The Local Agency of
desires to supplement the agreement entered in to with
and executed on and identified as Agreement No.
All provisions in the basic agreement remain in effect except as expressly modified by this supplement.
The changes to the agreement are described as follows:
I
Section 1, SCOPE OF WORK, is hereby changed to read:
II
Section IV, TIME FOR BEGINNING AND COMPLETION, is amended to change the number of calendar days
for completion of the work to read:
III
Section V, PAYMENT, shall be amended as follows:
as set forth in the attached Exhibit A, and by this reference made a part of this supplement.
If you concur with this supplement and agree to the changes as stated above, please sign in the Appropriate
spaces below and return to this office for final action.
By: By:
Consultant Signature Approving Authority Signature
Date
DOT Form 140-063
Revised 09/2005
Original Page 1 of 28 Pages
City of East Wenatchee
RH2 Engineering, Inc.
4/13/2022
Refer to Exhibit B - Scope of Work.
Refer to Exhibit D - Fee Estimate.
Refer to Exhibit D continued - Negotiated Hourly Rates of Pay.
Refer to Exhibit E-1 - Tierra Right of Way Services, Ltd., and Exhibit E-2 - OverSite, LLC
1
LA10200, LA10201, LA10433
RH2 Engineering, Inc., 300 Simon Street SE, Suite 5 East
Wenatchee, WA 98802
509-886-2900
June 30, 2024
Grant Road National Highway System $470,677.56
Asset Management Program Projects
Task 1 – NHPP-5908(011) - Grant Road and Highline Drive Roadway Rehabilitation.
Task 2 – NHPP-5908(010) - Grant Road Preservation.
Task 3 – NHFP-5908(013) - Grant Road Preservation Phase 2.
NHPP-5908(010), NHPP-5908(011), NHFP-5908(013)
Paul R. Cross, Executive Vice President
Exhibit A
City of East Wenatchee
Resolution 2023-11
Exhibit A
Basic Agreement Supplement #1 Total
Direct Salary Cost $75,828.00 $29,445.00 $105,273.00
Overhead (Including
Payroll Additives)$147,939.44 $57,448.26 $205,387.70
Direct Non-Salary
Costs $39,816.37 $83,354.94 $123,171.31
Fixed Fee $26,539.80 $10,305.75 $36,845.55
Total $290,123.61 $180,553.95 $470,677.56
Original Page 2 of 28 Pages
Exhibit A
City of East Wenatchee
Resolution 2023-11
1
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EXHIBIT B
Scope of Work
Supplemental Agreement No. 1
City of East Wenatchee
Grant Road N ational Highway System
Asset Management Program Projects
January 2023
Background
RH2 Engineering, Inc., (RH2)was selected by the City of East Wenatchee (City)to assist with
intersection improvement and roadway preservation projects on Grant Road in East Wenatchee,
Washington.The City has received three federal grants for the construction of the project and those
federal grants are separated into individual tasks as follows.
Task 1 –National Highway Performance Program (NHPP)-5908(011)-Grant Road and Highline
Drive Roadway Rehabilitation.
Task 2 –NHPP-5908(010)-Grant Road Preservation.
Task 3 –NHFP-5908(013)-Grant Road Preservation Phase 2.
The City recently received supplemental federal funds under the Grant Road and Highline Drive
Roadway Rehabilitation and the Grant Road Preservation projects to upgrade deficient Americans
with Disabilities Act (ADA)ramps along the corridor to meet current ADA standards and acquire
right-of-way (ROW)where necessary to achieve compliance.The City also received project funding
to complete the Valley Mall Parkway to N Georgia Avenue portion of the project.
RH2 will rely upon the accuracy and completeness of information, data, and materials generated or
produced by the City or others in relation to this Scope of Work. RH2 assumes that the entity providing
such information to RH2 is either the owner of such information or has obtained written authorization
from the owner to distribute said information.
Only the activities listed in the Local Agency Guidelines (LAG)Manual Chapter 25 under the
Preliminary ROW Acquisition Activities Eligible for Preliminary Engineering Funds 23 CFR
710.203(a)(3)will be performed until the National Environmental Policy Act (NEPA) approval and
ROW authorization.
Task 1 –Grant Road and Highline Drive Roadway Rehabilitation
Objective:Provide engineering and preliminary ROW services to upgrade ADA ramps within the
intersection area of Grant Road and Highline Drive.
Approach:
Supplement the original topographic survey of the project area with ROW and property line
information.This work will be completed by OverSite,LLC (OverSite)as a subconsultant to RH2.
Original Page 3 of 28 Pages
Exhibit A
City of East Wenatchee
Resolution 2023-11
City of East Wenatchee Exhibit B
Grant Road National Highway System Scope of Work
Asset Management Program Projects Supplemental Agreement No. 1
2
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Create ROW plans in accordance with Chapter 25 of the LAG manual identifying parcel
acquisition areas and property owners.
Coordinate with OverSite to create legal descriptions and exhibits for one (1) parcel. This work
will be completed by OverSite as a subconsultant to RH2.
Coordinate with Tierra Right of Way (Tierra)as a subconsultant to RH2 to coordinate title
searches and review,provide ROW Funding Estimate and complete Administrative Offer
Summary (AOS) documents for identified easements and ROW to construct the ADA ramps.
Design up to four (4) ramps meeting current ADA standards.
Assumptions:
Only one (1)parcel requires ROW services based on Douglas County (County)supplied GIS
data.
Tierra will provide the AOS documents to RH2 for City execution.
Invoice amounts for the title searches will be invoiced directly to the City.
Provided by City:
Review of AOS documents for affected parcels.
Title search invoice payment
RH2 Deliverables:
ROW surveying in AutoCAD version 2005 or later provided by the subconsultant Oversite LLC.
Ramp design details included in the electronic PDF plans at milestones identified in the
original contract.
AOS documents in PDF format, provided by Tierra.
ROW Plans in PDF format.
Task 2 –Grant Road Preservation
Objective:Provide engineering and preliminary ROW services to upgrade ADA ramps within the
Grant Road corridor between N Georgia Avenue and N Kentucky Avenue.
Approach:
Supplement the original topographic survey of the project area with ROW and property line
information. This work will be completed by OverSite as a subconsultant to RH2.
Create ROW plans in accordance with Chapter 25 of the LAG manual identifying parcel
acquisition areas and property owners.
Coordinate with OverSite to create legal descriptions and exhibits for twenty-one (21) parcels.
This work will be completed by OverSite as a subconsultant to RH2.
Original Page 4 of 28 Pages
Exhibit A
City of East Wenatchee
Resolution 2023-11
City of East Wenatchee Exhibit B
Grant Road National Highway System Scope of Work
Asset Management Program Projects Supplemental Agreement No. 1
3
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Coordinate with Tierra Right of Way (Tierra)as a subconsultant to RH2 to coordinate title
searches and review, provide ROW Funding Estimate and complete AOS documents for
identified easements and ROW to construct the ADA ramps.
Design up to twenty-three (23) ramps meeting current ADA standards.
Assumptions:
Only twenty-one (21)parcels require ROW services based on County supplied GIS data.
Tierra will provide the AOS documents to RH2 for City execution.
Invoice amounts for the title searches will be invoiced directly to the City.
Provided by City:
Review of AOS documents for affected parcels.
RH2 Deliverables:
ROW surveying in AutoCAD version 2005 or later provided by the subconsultant Oversite LLC.
Ramp design details included in the PDF plans at milestones identified in the original contract.
AOS documents in PDF format, provided by Tierra.
ROW plans in PDF format.
Task 3 –Grant Road Preservation Phase 2
Objective:Provide additional engineering services to advance the 90-percent design provided in the
original contract and complete a bid-ready package containing plans, specifications,and Engineers
opinion of probable construction costs (PS&E)for the project preserving Grant Road with a grind and
overlay project between Valley Mall Parkway and N Georgia Avenue .
Approach:
Address review comments from the 90-percent PS&E package submitted in the original task
authorization from the City and Washington State Department of Transportation (WSDOT).
Prepare bid-ready PS&E and upload to an online bidding service determined by the City.
Provide assistance during the bidding phase of the project. Provide clarification and
interpretation as needed during the advertisement period. Prepare up to two (2) addenda if
modifications to the project documents are deemed warranted by the City during the
advertisement period. Attend the bid opening, review the bids, and prepare a bid summary
tabulation. Based on the bids received, recommend the lowest qualified bidder.
Provide project management services .Prepare invoices, review for consistency,and monitor
RH2 budget spent. Review subconsultant invoices for accuracy. Provide the City with monthly
budget updates.Report monthly to the Diversity Management Compliance System (DMCS).
Maintain RH2 project records.
Original Page 5 of 28 Pages
Exhibit A
City of East Wenatchee
Resolution 2023-11
City of East Wenatchee Exhibit B
Grant Road National Highway System Scope of Work
Asset Management Program Projects Supplemental Agreement No. 1
4
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Assumptions:
The project meets the description and assumptions as provided in the original scope of work.
Provided by City:
Attendance at the bid opening and the venue to host the bid opening.
RH2 Deliverables:
Two (2) sets of bid-ready PS&E in electronic PDF for bidding: one (1) for the City and one (1)
for WSDOT.
Up to two (2) addenda in electronic PDF.
Attendance at bid opening.
Bid tabulation and recommendation of award letter in electronic PDF.
Monthly invoices with budget updates in electronic PDF format and to online DCMS website.
Original Page 6 of 28 Pages
Exhibit A
City of East Wenatchee
Resolution 2023-11
EXHIBIT D
Fee Estimate
Supplemental Agreement No. 1
City of East Wenatchee
Grant Road National Highway System
Asset Management Program Projects
Jan-23
Description
Principal Project Manager Project Engineer Staff Engineer Staff Engineer Project Accounting Administrative
Support
Total
Hours
Total Labor Sub Cost Sub Cost Total Subconsultant Total Expense Total Cost
Classification Professional VII Professional V Professional II Professional I Technician V Administrative V Administrative III
Task 1 Grant Road and Highline Drive Roadway Rehabilitation 4 23 38 42 6 -1 114 18,624.47$ 3,900.00$ 2,556.64$ 6,456.64$ 1,662.50$ 26,743.61$
1.1 Supplement original topographic survey with ROW/property line.4 4 4 8 4 -24 4,317.76$ 1,200.00$ 1,200.00$ 302.50$ 5,820.26$
1.2 Create ROW plans -2 12 16 --30 4,317.78$ -$ 525.00$ 4,842.78$
1.3 Create legal descriptions and exhibits.-7 8 4 -1 20 3,492.49$ 2,700.00$ 2,700.00$ 192.50$ 6,384.99$
1.4 Complete Preliminary ROW Activities -6 2 -2 -10 1,960.80$ 2,556.64$ 2,556.64$ 112.50$ 4,629.94$
1.5 Design ADA ramps -4 12 14 --30 4,535.64$ -$ 530.00$ 5,065.64$
Task 2 Grant Road Preservation 11 44 64 166 2 -1 288 45,184.54$ 29,700.00$ 37,858.30$ 67,558.30$ 4,357.50$ 117,100.34$
2.1 Supplement topographic survey with ROW/property line.2 4 4 8 --18 3,208.60$ 8,500.00$ 8,500.00$ 220.00$ 11,928.60$
2.2 Create ROW plans 1 6 6 18 2 -33 5,189.22$ -$ 495.00$ 5,684.22$
2.3 Create legal descriptions and exhibits.2 6 14 20 -1 43 6,839.76$ 21,200.00$ 21,200.00$ 605.00$ 28,644.76$
2.4 Complete Preliminary ROW Activities 2 8 4 ---14 3,129.36$ 37,858.30$ 37,858.30$ 55.00$ 41,042.66$
2.5 Design ADA ramps 4 20 36 120 --180 26,817.60$ -$ 2,982.50$ 29,800.10$
2.15 --------$ -$ -$ -$
Task 3 Grant Road Preservation Phase 2 6 40 54 77 20 4 7 208 33,390.00$ -$ -$ -$ 3,320.00$ 36,710.00$
3.1 Address comments and finalize PS&E for bidding/upload online 2 24 50 65 20 -6 167 25,262.92$ -$ 2,934.00$ 28,196.92$
3.2 Provide bidding phase assistance/attend bid opening 2 8 4 12 ---26 4,674.24$ -$ 386.00$ 5,060.24$
3.3 Provide project management services 2 8 ---4 1 15 3,452.84$ -$ -$ 3,452.84$
PROJECT TOTAL 21 107 156 285 28 4 9 610 97,199.01$ 33,600.00$ 40,414.94$ 74,014.94$ 9,340.00$ 180,553.95$
J:\data\EW\22-0069\00 Contract\Amnd No. 1\Amnd No. 1_FEE_Grant Rd Asset Management Program.xlsm 1/10/2023 10:05 AM
Original Page 7 of 28 Pages
Exhibit A
City of East Wenatchee
Resolution 2023-11
Supplemental Agreement No. 1
City of East Wenatchee
Classification / Job Title Hourly Overhead @ Profit @ Rate x Labor =Cost
Rate 195.10%35.00%Per Hour Hours
Professional I 39.00$ 76.09$ 13.65$ 128.74$ 285.0 36,690.90$
Professional II 45.00$ 87.80$ 15.75$ 148.55$ 156.0 23,173.80$
Professional III 52.00$ 101.45$ 18.20$ 171.65$ 0.0 -$
Professional IV 62.00$ 120.96$ 21.70$ 204.66$ 0.0 -$
Professional V 72.00$ 140.47$ 25.20$ 237.67$ 107.0 25,430.69$
Professional VI 84.00$ 163.88$ 29.40$ 277.28$ 0.0 -$
Professional VII 96.00$ 187.30$ 33.60$ 316.90$ 21.0 6,654.90$
Professional VIII 108.00$ 210.71$ 37.80$ 356.51$ 0.0 -$
Professional IX 140.00$ 273.14$ 49.00$ 462.14$ 0.0 -$
Technician I 22.00$ 42.92$ 7.70$ 72.62$ 0.0 -$
Technician III 32.00$ 62.43$ 11.20$ 105.63$ 0.0 -$
Technician V 36.00$ 70.24$ 12.60$ 118.84$ 28.0 3,327.52$
Administrative I 27.00$ 52.68$ 9.45$ 89.13$ 0.0 -$
Administrative II 28.00$ 54.63$ 9.80$ 92.43$ 0.0 -$
Administrative III 38.00$ 74.14$ 13.30$ 125.44$ 9.0 1,128.96$
Administrative IV 43.00$ 83.89$ 15.05$ 141.94$ 0.0 -$
Administrative V 60.00$ 117.06$ 21.00$ 198.06$ 4.0 792.24$
97,199.01$
Reimbursables Rate Qty
CAD System Per Hour $27.50 315 8,662.50$
GIS System Per Hour $27.50 0 -$
CAD Plots Half Size $2.50 144 360.00$
CAD Plots Full Size $10.00 20 200.00$
CAD Plots Large $25.00 0 -$
In-house copies (each)8.5" X 11" B&W $0.09 350 31.50$
In-house copies (each)8.5" X 14" B&W $0.14 0 -$
In-house copies (each)11" X 17" B&W $0.20 0 -$
In-house copies (color) (each)8.5" X 11" Color $0.90 0 -$
In-house copies (color) (each)8.5" X 14" Color $1.20 0 -$
In-house copies (color) (each)11 X 17" Color $2.00 18 36.00$
Mileage $0.625 80 50.00$
9,340.00$
Subconsultant Costs:74,014.94$
Subconsultant Markup:-$
Total Subconsultant:74,014.94$
Grand Total:180,553.95$
Prepared by:
D. Petit
Exhibit D Continued
Consultant Fee Determination - Nogotiated Hourly Rate Consultant Agreement
Original Page 8 of 28 Pages
Exhibit A
City of East Wenatchee
Resolution 2023-11
Local Agency A&E Professional Services Agreement Number ____________
Negotiated Hourly Rate Consultant Agreement Revised 07/30/2021
Exhibit E
Sub-consultant Cost Computations
If no sub-consultant participation listed at this time. The CONSULTANT shall not sub-contract for the
performance of any work under this AGREEMENT without prior written permission of the AGENCY. Refer to
section VI “Sub-Contracting” of this AGREEMENT.
Original Page 9 of 28 Pages
Exhibit E-1 - Tierra Right of Way Services, Ltd.
Exhibit E-2 - OverSite, LLC.
Exhibit A
City of East Wenatchee
Resolution 2023-11
Tierra Right of Way Services, Ltd. Leslie Findlay, Designated Broker 8685 Martin Way East, Suite 203 ● Lacey, Washington 98516 ● Phone: 206.363.1556 Right of Way ● Cultural Resources ● Environmental Planning Toll Free: 800.887.0847 ● www.tierra-row.com
December 12, 2022
Devon Petit
RH2 Engineering Inc.
300 Simon St SE #5
East Wenatchee, WA 98802
Re: City of East Wenatchee: Pre-NEPA Scope & Fee
Task 01 Grant Road and Highline Drive Intersection and Task 02 Grant Road Preservation,
Dear Devon,
Tierra Right of Way Services, Ltd. (Tierra), is pleased to submit the scope of work and fee for the
performance of pre-NEPA services, for Task I: Grant Road and Highline Drive and Task II: Grant
Road Preservation.
Due to the labor shortage of experienced professionals in the industry, the pricing contained herein is
valid for 90 calendar days only. Tierra looks forward to working with your team to complete this
Project.
Sincerely,
Leslie Findlay, SR/WA, RW/RAC
Right of Way Operations Manager & Designated Broker
Pacific Northwest
Original Page 10 of 28 Pages
Exhibit E-1Exhibit A
City of East Wenatchee
Resolution 2023-11
RH2, Grant Road and Highline Drive Acquisition & Grant Road Preservation 2
Right of Way Services
TROW#22WR00-466.01
TROW#22WR00-466.02
PROJECT UNDERSTANDING
It is the understanding of Tierra Right of Way Services, Ltd. (Tierra), that RH2 Engineering (the
Client) is seeking to procure Tierra’s services for Task I: Grant Road and Highline Drive, Task II:
Grant Road Preservation (the Project). The goal of the Project is to provide pre-NEPA services for
Task I: a single parcel acquisition and Task II: twenty-one (21) parcels.
Tierra makes it a common practice to follow the Uniform Relocation and Real Property Acquisition
Policies Act of 1970, as amended (Uniform Act). Due to the existence of Federal funds on the Project,
the Client must follow the rules and regulations in accordance with Federal, State, and local laws,
including the Uniform Act, Washington State Department of Transportation Right of Way Manual,
the Local Agency Guidelines, and Chapter 8.26 RCW. Within the scope of this proposal, Tierra has
identified the costs for the services to be provided by Tierra and its sub-consultants.
SCOPE OF WORK
Our scope of work and fees include, but are not limited to, the following tasks.
Task 1. Project Administration and Project Management**
• Tierra (and any sub-consultants) will support the Client by providing Project planning,
management, quality control, communication, and coordination throughout the Project. This
includes all Project-wide planning and management tasks for the Project.
• As part of public outreach efforts, assist the Client in preparation of an
“Introduction/Informational Letter” to be delivered to homeowners and occupants providing
the Project purpose, an introduction to the Client’s consultants, and an overview of the Project
schedule.
• Attending the on-site or video conference Project kick-off meeting with Client staff.
• Coordinate and attend up to three bi-monthly conference calls between the Client and Tierra
to discuss and track the progress of the Project. The appraiser may also attend these meetings
until such time as the appraisals are completed and accepted by the Client. The Client reserves
the right to request a bi-weekly conference call or another appropriate update between the
normally scheduled conference call if the Client determines it is needed.
• Tierra will prepare and submit monthly invoices.
Task 1 Tierra Deliverables
The following items are the deliverables for this task:
• Project kickoff meeting with Client staff.
• Assist the Client with boilerplate “Introduction/Informational Letter”.
• Attending meetings and conference calls.
• Prepare project schedule for the right-of-way phase.
• Provide monthly status reports and invoices.
Task 1 Client Deliverables
• The Client will provide all relevant information previously obtained during community
meetings, correspondence with owners, diary information, etc.
• The Client will provide the anticipated overall Project Schedule.
Original Page 11 of 28 Pages
Exhibit A
City of East Wenatchee
Resolution 2023-11
RH2, Grant Road and Highline Drive Acquisition & Grant Road Preservation 3
Right of Way Services
TROW#22WR00-466.01
TROW#22WR00-466.02
• The Client will provide approved right-of-way Procedures.
• The Client will meet with Tierra, sub-consultants, or owners or representatives as needed.
Task 2. Exhibits and Legal Descriptions
Activities Tierra will perform under this task include the following:
Unless directed otherwise, on behalf of our client, we will confirm the accuracy of the written legal
description against the exhibit produced by the surveyor. We will not confirm the description has
proper closure because we are not licensed surveyors and we do not have the appropriate programs
to confirm bearings, or that the field measurements are correct, and we do not guarantee those.
• We will perform a quality review of the legal descriptions and exhibits provided to us by others.
Our review is limited to the documents provided. This includes confirming the legal
description in the title report is accurately displayed on the exhibit and that the description on
the vesting deed is correctly described in any subsequent legal description provided to us.
• The Agent will read the legal description and exhibit and confirm the callouts to ensure that
they are correctly stated or displayed on the exhibit. If there is an error, they will not continue.
They will stop the review and the remaining description will not be checked. The documents
will be returned to the surveyor or client for corrective action.
Task 2 Tierra Deliverables
The following items are the deliverables for this task:
• As described, Tierra will provide a limited-quality review of the exhibits and legal descriptions.
Task 2 Client Deliverables
Our scope of work contemplates that there will be no deviation from the following assumptions
relating to this task:
• The Client will provide stamped and approved exhibits and legal descriptions.
• If errors are discovered, the Client will provide updated approved exhibits and legal
descriptions.
The estimated timeline for completion of Task 2: Exhibits and Legal Descriptions is 14 days from the
date the Notice to Proceed is provided and title reports are received.
Task 3. Title Reports
Preliminary title commitments will be ordered from First American Title Company along with copies
of all recorded documents reflected in the Schedule B requirements and exceptions.
Activities Tierra will perform under this task include the following:
• Tierra will order the title commitments on behalf of the City.
• Once the title reports are received, Tierra agents will perform an in-depth review of the title
report and the Schedule B items to make sure there are no preexisting title conditions that
would delay the Client from successfully closing escrow on the properties.
• If issues are noted, Tierra will bring said issues to the Client’s attention immediately and
provide recommendations for resolution. This may include recommendations to the Client on
whether to accept or clear problematic encumbrances and exceptions. This will come in the
form of a Parcel Title Summary Memorandum (PTSM).
Original Page 12 of 28 Pages
Exhibit A
City of East Wenatchee
Resolution 2023-11
RH2, Grant Road and Highline Drive Acquisition & Grant Road Preservation 4
Right of Way Services
TROW#22WR00-466.01
TROW#22WR00-466.02
• Tierra will work with the title company to clear title encumbrances as directed by the Client
and resolve any title issues. This includes negotiating as necessary negotiations with lien
holders or easement holders to remove title defects.
• Tierra will perform research on any title issues relating to parcels.
• Tierra will meet with the Client and property owners as needed to discuss and assist with
resolving any title issues for acceptance by the Client.
Task 3 Tierra Deliverables
The following items are the deliverables for this task:
• Tierra will provide an electronic copy of the title commitments obtained to the Client, along
with a PTSM (per parcel) of any issues that may affect the Client’s ability to successfully close
escrow.
Task 3 Client Deliverables
Our scope of work contemplates that there will be no deviation from the following assumptions
relating to this task:
• The Client may request, under a separate estimate, additional in-depth research of title issues
(if identified). The costs associated with any additional research are in addition to those noted
herein.
• The Client will provide a detailed parcel count, along with the Assessor’s parcel number(s), of
any additional parcels it wishes for Tierra to obtain title commitments for.
• Title Commitments requested by the Client from other than First American Title Company,
and any subsequent delay in commencement of the Project due to delay of these items, shall
not be Tierra’s responsibility.
• The Client will provide written approval of the title exceptions and encumbrances to be either
cleared or accepted, as recommended by Tierra.
• The Client will provide payment directly to the title company for any expenses related to
obtaining title reports, clearing title, or obtaining the services of an escrow firm.
The estimated timeline for completion of Task 3: Title Reports is 30 days from the date the Notice to
Proceed is provided and title reports are received.
Task 4. Right-of-Way Funding Estimate & Appraisal Services
Tierra has selected Pacific Appraisal & Associates to complete the real estate valuation reports for this
Project. This firm is an approved provider of appraisal services by the Washington State Department
of Transportation. It is anticipated that all valuations will be administrative offer summaries and no
reviews will be required.
Activities Tierra will perform under this task include the following:
• Tierra will order and coordinate to obtain twenty-two (22) Administrative Offer Summary
(AOS) reports for each of the properties affected by the Project, one for Task 01 and 21 for
Task 02.
• Identify and resolve personal vs. real property issues prior to the appraisal of the properties
[49 CFR 24.205(c)(2)(i)(C)] with input from the Tierra relocation agent as may be needed.
Original Page 13 of 28 Pages
Exhibit A
City of East Wenatchee
Resolution 2023-11
RH2, Grant Road and Highline Drive Acquisition & Grant Road Preservation 5
Right of Way Services
TROW#22WR00-466.01
TROW#22WR00-466.02
• Once the appraisal reports are received, Tierra will review them in detail to make sure they are
complete and accurate.
• If any issues or concerns are noted during the review, Tierra will resolve its concerns with the
appraiser prior to the finalization of the appraisal report.
• If any additional subcontractors are required to assist the appraisal firm, to address specialized
valuation issues (i.e., sign companies, engineers, biologists, etc.). Those services and costs are
to be determined as part of the appraisal inspection process, and if needed, shall be added to
this scope and budget with Client approval.
• Tierra shall coordinate the appraisal delivery schedules.
Task 4 Tierra Deliverables
The following items are the deliverables for this task:
• Electronic copy of each completed AOS report.
Task 4 Assumptions
Our scope of work contemplates that there will be no deviation from the following assumptions
relating to this task:
• The costs for AOS’s are flat fees set by the appraiser. Upon delivery of the completed
appraisal, Tierra will bill the Client for the completed appraisal(s). Upon payment from the
Client, Tierra will pay the appraiser for their services.
The estimated timeline for Completion of Task 4: Appraisal Services is 30-60 days from the Notice to
Proceed.
The deliverable hours and cost provided contain the following assumptions:
• All mileage expenses will be invoiced to the Client at the IRS-established rate. Actual mileage
may be more or less than what is estimated herein.
• Lodging and mileage from Lacey, Everett, or Wenatchee offices may be applicable. Tierra will
do its best to utilize resources within the region of the Project but may need employees from
offices further away to assist on projects, requiring lodging and mileage from that office. We
will do our best to limit this option.
• A maximum of three contacts, initially via U.S. mail, following up via email or phone, and
possibly one in-person meeting.
• There are no more than two principal owners of any parcel, and both are geographically
located very near to each other.
• Any delay in Client deliverables or design changes will delay Tierra’s project schedule.
• If any additional parcels or work is required that is not identified in this scope of work, an
amendment will be required.
• Any vesting clouds discovered after title review may cause significant delays in conveyance
recording.
• Any change in the Client’s main point of contact, project manager, or other related leadership
position will likely result in increased fees due to changes in management and communication
styles, changes in the agreed to report, changes in forms and the new project team member
not fully understanding the scope of work contracted for.
Original Page 14 of 28 Pages
Exhibit A
City of East Wenatchee
Resolution 2023-11
RH2, Grant Road and Highline Drive Acquisition & Grant Road Preservation 6
Right of Way Services
TROW#22WR00-466.01
TROW#22WR00-466.02
• Price does not include relocation services, title, escrow, or recording fees, survey, the
development of legal descriptions, or exhibits.
• Our quality control review of items produced by others is limited to desktop review of the
items received only.
• Regarding surveys produced by others, unless directed otherwise, on behalf of our client, we
will confirm the accuracy of the written legal description against the exhibit produced by the
surveyor. We will not confirm the description has proper closure because we are not licensed
surveyors and we do not have the appropriate programs to confirm bearings, or that the field
measurements are correct, and we do not guarantee those.
• Due to the labor shortage of experienced professionals in the industry, the pricing contained
herein is valid for 90 calendar days only.
• COVID-19 safety protocols will be adhered to.
CONSULTANT FEE DETERMINATION - SUMMARY OF PROJECT COSTS
Labor Classification Hours
Direct
Salary OH Fixed Fee Total Total Amount
1 parcel title/AOS services
Direct Rate 144.05%30.00%Billing Rate
Division Manager 1 $ 69.72 $ 100.43 $ 20.92 $ 191.07 191.07$
ROW Division Manager 1 $ 59.23 $ 85.32 $ 17.77 $ 162.32 162.32$
Project Manager 3 $ 52.88 $ 76.17 $ 15.86 $ 144.92 434.75$
Senior Right of Way Agent 6 $ 47.00 $ 67.70 $ 14.10 $ 128.80 772.82$
Adm. Project Coordinator 2 $ 30.00 $ 43.22 $ 9.00 $ 82.22 164.43$
Right of Way Technician 1 $ 26.00 $ 37.45 $ 7.80 $ 71.25 71.25$
14 1,796.64$
Direct Reimbursables
Postage 1 Total $10.00 10.00$
Pacific Appraisal AOS 1 750.00$ 750.00$
Direct Reimbursables Subtotal:760.00$
Total Maximum Amount Payable 2,556.64$
Task Order Total Maximum - Rounded 2,556.64$
Tierra Right of Way Services, Ltd.
TASK 01 City of East Wenatchee, RH2, Grand Road Preservation
Original Page 15 of 28 Pages
Exhibit A
City of East Wenatchee
Resolution 2023-11
RH2, Grant Road and Highline Drive Acquisition & Grant Road Preservation 7
Right of Way Services
TROW#22WR00-466.01
TROW#22WR00-466.02
CONSULTANT FEE DETERMINATION - SUMMARY OF PROJECT COSTS
Labor Classification Hours
Direct
Salary OH Fixed Fee Total Total Amount
21 parcel title/appraisal work
Direct Rate 144.05%30.00%Billing Rate
Division Manager 1 $ 69.72 $ 100.43 $ 20.92 $ 191.07 191.07$
ROW Division Manager 7 $ 59.23 $ 85.32 $ 17.77 $ 162.32 1,136.24$
Project Manager 36 $ 52.88 $ 76.17 $ 15.86 $ 144.92 5,217.04$
Senior Right of Way Agent 63 $ 47.00 $ 67.70 $ 14.10 $ 128.80 8,114.62$
Adm. Project Coordinator 42 $ 30.00 $ 43.22 $ 9.00 $ 82.22 3,453.03$
Right of Way Technician 21 $ 26.00 $ 37.45 $ 7.80 $ 71.25 1,496.31$
170 19,608.30$
Direct Reimbursables
Pacific Appraisal AOS 21 750.00$ 15,750.00$
Pacific Appraisal ROW-FE 1 2,500.00$ 2,500.00$
Direct Reimbursables Subtotal:18,250.00$
Total Maximum Amount Payable 37,858.30$
Task Order Total Maximum - Rounded 37,858.30$
TASK 02 City of East Wenatchee, RH2, Grand Road Preservation
Tierra Right of Way Services, Ltd.
Original Page 16 of 28 Pages
Exhibit A
City of East Wenatchee
Resolution 2023-11
November 9, 2022
Tierra Right of Way Services, Ltd.
1575 E River Road, Ste 201
Tucson, AZ 85718
Subject: Acceptance FYE 2021 ICR Risk Assessment Review
Dear Keith Ganske:
Assessment review of your Indirect Cost Rate (ICR), we have accepted your proposed
FYE 2021 ICR of 144.05% (rate includes 0.14% Facilities Capital Cost of Money). This
rate will be applicable for WSDOT Agreements and Local Agency Contracts in
Washington only. This rate may be subject to additional review if considered necessary
by WSDOT. Your ICR must be updated on an annual basis.
Costs billed to agreements/contracts will still be subject to audit of actual costs, based
on the terms and conditions of the respective agreement/contract.
This was not a cognizant review. Any other entity contracting with your firm is
responsible for determining the acceptability of the ICR.
If you have any questions, feel free to contact our office at (360) 705-7019 or via email
consultantrates@wsdot.wa.gov.
Regards;
SCHATZIE HARVEY, CPA
Contract Services Manager
SH:ah
Original Page 17 of 28 Pages
Exhibit A
City of East Wenatchee
Resolution 2023-11
Professional Land Surveying & Remote Sensing
OverSite LLC
10 Fist Street, Suite 116
Wenatchee, WA 98801
P: 206.250.6665 W: www.oversite.tech
November 10, 2022
ATTN: Devon Petit
RH2 Engineering
300 Simon Street Southeast Suite 5
East Wenatchee, WA 98802
509.670.5611
Subject: Proposal for Professional Land Surveying Services
Right-of-way & Easement Exhibit Preparation for
Grant Road and Highline Drive Roadway Rehabilitation & Grant Road Preservation
Dear Mr. Petit,
OverSite LLC appreciates the opportunity to submit this scope and fee proposal for providing a Right-of-
Way determination, as well as produce easement exhibits, and legal descriptions based on the request
received October 14th, 2022.
The overall intent of this proposal is to define the Right-of-Way for Grant Road and its intersecting
streets along the project corridor to establish proposed easement limits for pedestrian facility
improvement at the identified areas in the attached Appendix B - Existing ROW Conflicts_20220809.pdf.
A more detailed proposed scope of work by task follows:
Area of Coverage
The project consists of the Grant Road corridor from the intersection at Valley Mall Parkway east to the
intersection of North Kentucky Avenue and includes approximately 7,165 centerline feet of urban
principle arterial roadway. See the attached Project Limits Exhibit.
Original Page 18 of 28 Pages
Exhibit E-2Exhibit A
City of East Wenatchee
Resolution 2023-11
November 10, 2022
Right-of-Way & Easement Exhibits Grant Road
Page 2 of 4
E:\_2022 Projects\OS22-022 Grant Road Mapping (RH2)\Proposal\2022 1110 Grant Road Right-of-Way Proposal.docx
Task 1 - Grant Road and Highline Drive Roadway Rehabilitation
Boundary Retracement
• Perform deed research and research for horizontal controlling monuments from both public and
private sources, to include title commitment documents.
• Recover monuments that define the subject parcels and Right-of-Way as shown on historical and
research documents.
• Resolve the boundary based on supporting evidence found at the time of survey, research, and
calculations.
• Identify any possible encroachments.
• Identify existing controlling monuments.
• If required draft a Record of Survey for recording
Easement Exhibits & Legal Descriptions
• Perform boundary retracement to prepare legal descriptions and easement exhibits for proposed
facility improvements at the intersection of Grant Road & Highline Drive.
Task 2 - Grant Road Preservation
Boundary Retracement
• Perform deed research and research for horizontal controlling monuments from both public and
private sources, to include title commitment documents.
• Recover monuments that define the subject parcels and Right-of-Way as shown on historical and
research documents.
• Resolve the boundary based on supporting evidence found at the time of survey, research, and
calculations.
• Identify any possible encroachments.
• Identify existing controlling monuments.
• If required draft a Record of Survey for recording
Easement Exhibits & Legal Descriptions
• Perform boundary retracement to prepare legal descriptions and easement exhibits for proposed
facility improvements at the identified Right-of-Way conflict areas (approximately 21 proposed areas).
Original Page 19 of 28 Pages
Exhibit A
City of East Wenatchee
Resolution 2023-11
November 10, 2022
Right-of-Way & Easement Exhibits Grant Road
Page 3 of 4
E:\_2022 Projects\OS22-022 Grant Road Mapping (RH2)\Proposal\2022 1110 Grant Road Right-of-Way Proposal.docx
Fee Estimate
OverSite proposes to provide the services listed above following the attached cost breakdown and rate
schedule.
The above scope of work and related fee has been based on the following assumptions:
• Client shall facilitate right of entry.
The following services are not included in this proposal:
• All government fees including recording, these will be paid by the client.
Original Page 20 of 28 Pages
Exhibit A
City of East Wenatchee
Resolution 2023-11
November 10, 2022
Right-of-Way & Easement Exhibits Grant Road
Page 4 of 4
E:\_2022 Projects\OS22-022 Grant Road Mapping (RH2)\Proposal\2022 1110 Grant Road Right-of-Way Proposal.docx
Authorization to Proceed
If the foregoing meets with your acceptance, please sign a copy of this letter and return it for our record
as authorization to continue with the services stated. I look forward to working with you on this project!
If you have any questions or need additional information, please call me at 206.250.6655, or email me at
joshua@oversite.tech.
Sincerely,
Joshua Velazquez, PLS
Owner
Acknowledgement and Authorization to Proceed
The undersigned hereby acknowledges this agreement and has authority to act on behalf of the Client
and authorizes OverSite LLC to proceed accordingly.
Name (Printed) Title
Signature Date
Original Page 21 of 28 Pages
Exhibit A
City of East Wenatchee
Resolution 2023-11
Date of Issue
11.10.20222
Description (Classification)Units / Hours Unit Cost Total
Boundary Research (PLS)24 $150 $3,600
Boundary Calcs (PLS)30 $150 $4,500
Tie monuments (PLS)30 $150 $4,500
Data Processing (PLS)16 $150 $2,400
Drafting Exhibits (PLS)64 $150 $9,600
Legal Descriptions (PLS)60 $150 $9,000
Total Hourly Cost 224 $33,600
OverSite
Project number
P2022-1110
Grant Road and Highline Drive Rehabilitation (Intersection of Grant Road and Highline Drive
and 300’ each way) Estimated 26 hrs = $3,900
Grant Road Preservation project (N Georgia Avenue to N Kentucky Avenue)
Estimated 198 hrs = $29,700
Cost
Client:
RH2 Engineering Inc.
Project:
Grant Road Corridor Right of Way,
Easement Exhibits & Legal Descriptions
OverSite LLC
10 Fist Street, Suite 116
Wenatchee,WA 98801
P: 206.250.6655
1
Original Page 22 of 28 Pages
Exhibit A
City of East Wenatchee
Resolution 2023-11
Joshua Velazquez
Original Page 23 of 28 Pages
Exhibit A
City of East Wenatchee
Resolution 2023-11
February 9, 2022
Joshua Velazquez, Owner
OverSite, LLC
6 1st Street
Wenatchee, WA 98801-2247
• Re: OverSite, LLC
Safe Harbor Indirect Cost Rate
Dear Mr. Velazquez:
Washington State has received approval from our local Federal Highway Administration (FHWA)
Division to continue administering the “safe harbor” indirect cost rate program on engineering and
design related service contracts, as well as for Local Public Agency projects.
We have completed our risk assessment for OverSite, LLC. We conducted our assessment based on the
documentation provided by the firm. The reviewed data included, but was not limited to, a description
of the company, basis of accounting, accounting system and the basis of indirect costs. Based on our
review, your firm is eligible to use the Safe Harbor rate. You have opted to use the Safe Harbor rate,
rather than provide a FAR-compliant rate at this time.
We are issuing the Safe Harbor Indirect Cost Rate of 110% of direct labor with a field rate, where
applicable, of 80% of direct labor for OverSite. The Safe Harbor rate is effective on February 9, 2022.
OverSite has agreed to improve Internal Controls and timekeeping processes to be able to develop an
Indirect Cost Rate Schedule in the future in accordance with the Federal Acquisition Regulations (FAR),
Subpart 31. The WSDOT Internal Audit Office has provided guidance and information related to FARs
and the AASHTO Audit Guide. You may use the Safe Harbor Rate of 110%, or 80% for field office
situations, for agreements entered prior to February 9, 2025. For agreements entered after this date,
please contact the WSDOT Consultant Services Office (CSO) or our office for guidance.
The Safe Harbor Rate will not be subject to audit. Please coordinate with CSO or your Local Programs
contact if you have questions about when to apply the Safe Harbor rate to your agreement.
If you have any questions, please contact Steve McKerney or me at (360)705-7003.
Sincerely,
Schatzie Harvey, CPA
Agreement Compliance Audit Manager
cc: Steve McKerney, Director of Internal Audit
Larry Schofield, MS 47323
File
Original Page 24 of 28 Pages
Exhibit A
City of East Wenatchee
Resolution 2023-11
CERTIFICATION OF FINAL INDIRECT COSTS – FOR A SAFE HARBOR INDIRECT COST RATE
Firm Name: _________________________________________________________________
I, the undersigned, certify that I have reviewed the proposal to establish the Safe Harbor rate.
The firm is electing to use the SAFE HARBOR INDIRECT COST RATE of 110% of direct labor with a
field rate, when applicable, of 80% of direct labor. To the best of my knowledge and belief:
a) The firm has not had a FAR compliant indirect cost rate previously accepted by any other state
agency.
b) The firm will provide reports as required by the SAFE HARBOR RATE program on their
progress toward compliance with the cost principles of the Federal Acquisition Regulations
(FAR) of title 48, Code of Federal Regulations (CFR), part 31.
All known material transactions or events that have occurred affecting the firm’s ownership, organization
and prior & current indirect cost rates have been disclosed.
The firm agrees to follow the ‘Path to Compliance”. Steps noted below:
The Pathway must include:
• A timekeeping system which includes the Internal Controls described in chapter 6 of AASHTO
• An accounting system which separates indirect costs and direct costs
• An accounting system which separates allowable and unallowable cost
• A compliant job cost system which is general ledger driven
• Training for accounting personnel and key management on Part 31 of the Federal Acquisition Regulations,
Contract Cost Principles and Procedures
• A strong written internal control policy with a policy and procedures manual
*Signature: _____________________________________________________________________
*Name of Certifying Official (Print): __________________________________________________
*Title: __________________________________________________________________________
Date of Certification (mm/dd/yyyy): __________________________________________________
*Note: This form is to be completed by an individual executive or financial officer of the consultant at a
level no lower than a Vice President or Chief Financial Officer, or equivalent, who has the authority to
represent the financial information utilized to establish the indirect cost rate proposal submitted in
conjunction with the agreement.
OverSite LLC
Joshua Velazquez
Owner
Original Page 25 of 28 Pages
Exhibit A
City of East Wenatchee
Resolution 2023-11
Douglas County, WA
Sou rces : Esr i, H ER E, G arm in , USG S, In te rm a p , IN C RE ME NT P,
NR C an , Esr i Japan , M ET I, Esr i C h in a (Hon g Ko ng), Esr i Ko r e a , Esr i
(T hai land ), N GC C , (c) O penS treetM ap c ontri buto r s, a nd th e GIS
Us e r C om muni ty
Sou rce s : Esr i, H ER E, Garm i n, In te r m ap, in cr e m ent P C o r p.,
Pa rce l Line s
Pa rc el L in es
Co unty Bo un da ry
Mino r Roa ds
Major Public Ro ad
Minor Public Ro ad
Pr ivat e Ro ad
Pr op os ed R oa d
Air po rts
Ra ilroa ds
Towns hip Lin es
To wn sh ip Lin es
Se ctio n Lin es
Da ms
Water
City L imits
2/21/2022, 2:27:20 PM
Note : Th i s m ap is i n te nded for g eneral i n form atio n pur pose s only. D ougl as C o unty m ake s n o c laim as to th e acc u ra c y or c urr en t con dition of th e d ata show n o n thi s m ap.
Do u glas Cou n ty, WA GIS D ep a rtm ent
0 0.2 0.40.1 mi
1:9,028
Grant Road Mapping Limits Exhibit
Proposed Mapping Limits
Original Page 26 of 28 Pages
Exhibit A
City of East Wenatchee
Resolution 2023-11
EASTMONT AVEHIGHLINE DRIVEN. GEORGIA AVES. GROVER PLACES. GEORGIA AVEGRANT ROAD
S. GILMORE PLACEGREEN PLACEN. HANFORD AVEN. IOWA AVES. IOWA AVEGRANT ROAD
FILE PATH:
PLOT DATE:8/9/2022
J:\Data\EW\22-0069\CAD\Exhibits\grr-e-ex_row.dwg
0"1/2"1"
DRAWING IS FULL SCALE WHEN
BAR MEASURES 1"
SCALE:NTS
EXISTING RIGHT OF WAY (1 OF 2)
GRANT RD NHS ASSET MGMT. PROGRAM PROJECTS
PLAN VIEW
Original Page 27 of 28 Pages
Exhibit A
City of East Wenatchee
Resolution 2023-11
N. JAMES AVEN. JOSEPH AVEN. JUNE AVES. JUNE AVEN. KANSAS AVEGRANT ROAD
N. KELLER AVEN. KENTUCKY AVES. KENTUCKY AVEGRANT ROAD
FILE PATH:
PLOT DATE:
EXISTING RIGHT OF WAY (2 OF 2)
GRANT RD NHS ASSET MGMT. PROGRAM PROJECTS
8/9/2022
J:\Data\EW\22-0069\CAD\Exhibits\grr-e-ex_row.dwg
0"1/2"1"
DRAWING IS FULL SCALE WHEN
BAR MEASURES 1"
SCALE:NTS
PLAN VIEW
Original Page 28 of 28 Pages
Exhibit A
City of East Wenatchee
Resolution 2023-11