HomeMy WebLinkAboutCAG2019-184 - Supplement - Sound Transit - GA0183-17 Federal Way Link Extension Project: Task Order 2 - 08/25/2017 CITY SERVICES AGREEMENT(GA 0183-17)
BETWEEN THE CITY OF KENT AND SOUND TRANSIT
FOR CITY SERVICES AND COSTS RELATED TO FEDERAL WAY LINK EXTENSION
PROJECT REVIEW AND PERMITTING
Task Order 2: Pre-Construction and Construction Services Support(through project close-out)
This Task Order is issued under the City Services Agreement between the City of Kent and Sound Transit
for City Services and Fees related to Federal Way Link Extension (FWLE) Project Review and Permitting
dated August 25, 2017. This Task Order establishes the scope, schedule, and budget, including staffing
and permitting fees,through Project construction and close-out(anticipated to occur in 2024). The City
agrees to perform the Services in the manner set forth in this Task Order. The terms and conditions of
the City Services Agreement are incorporated into this Task Order unless expressly modified below.
This Task Order shall be effective as of the date signed by Sound Transit.
Project Description. This Task Order covers city work and fees during the Post-NTP Design Review/Early
Construction, Heavy Construction, and Systems/Rail Activation/Project Closeout Phases. City
involvement will include a City Project Liaison (as variously described in Design Build Contractor
documents and in the City's Development Agreement with Sound Transit) and other staff whose role it
will be to expedite processes related to Design Build Project delivery, including design review,
permitting, and inspection.
• Attachment 1: Task Order Scope of Work (Pre-Construction and Construction Services Support)
• Attachment 2: Project Preliminary Permitting Plan
• Attachment 3:Achievement Milestones and Payment Plan
The parties have agreed to the terms of this Task Order by si ' g below.
For the City Foptodnd Transit
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Signature S gn ture
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Title Title
Date Date
Appro d as o m: App v d as to Fo m
City Atto6ey Sound Transi a al Counsel
Task Order 2 Page 1
GA 0183-17
Task Order 2 -Attachment 1
Pre-Construction and Construction Services Support: Scope of Work
Overview. The scope of this Task Order 2 identifies City tasks associated with preparations for issuance
of the Design-Build (D-B) Contractor Notice-to-Proceed (NTP),final design, permitting, heavy
construction and Project close-out (anticipated to occur in late 2024), as well as all permitting and
approvals. Task Order 2 covers this extent of time and range of tasks in order to provide certainty and
predictability to both the City and Sound Transit with respect to clarifying workload and cash flow
payments, expeditiously conducting Project reviews, permitting and ensuring Project delivery within the
lifetime budget.
Total Compensation for City Services. Sound Transit will pay the City a fixed fee in the total amount of
six-million-seven-hundred-thousand dollars ($6.7 million) for City costs associated with the scope of this
Task Order 2. Payments will be made on a quarterly basis as noted in the Attachment 3
This payment shall be inclusive of:
• Permitting: All permit fees, approvals and related costs. The City agrees that it will not
separately charge Sound Transit additional permit or approval-related fees. The scope of this
Task Order 2 includes City activities necessary to facilitate all permits and approvals required for
completion of the FWLE Project. The Parties have developed a Preliminary Permitting Plan
which identifies anticipated permits and is included as Attachment 2 to this Task Order. The
Plan includes timelines and milestones for City review and approval of Project permit submittals.
Sound Transit's D-B Contractor will further refine and finalize the Preliminary Permitting Plan to
create a Final Permitting Plan, that will be reviewed and approved by the City as detailed in the
executed Development Agreement between Sound Transit and the City. The Final Permitting
Plan will provide a framework that supports approval of construction permits within mutually
agreed upon timeframes that support the overall Project schedule.
• Staffing: All staffing related costs necessary to support the overall project schedule and as
detailed in this Task Order. Staffing is required to support the following three phases.
Phase 1: Design Review/ Early Construction: This phase covers staffing services from the time
of issuance of D-B Contractor NTP until the start of heavy construction (i.e., when the design
review and permitting processes are substantially complete), which is estimated to occur in
February 2020.
Phase 2: Heavy Construction: This phase covers staffing services through the entirety of the
heavy construction phase,which is estimated to begin in March 2020 and to conclude in March
2023.
Phase 3: Systems/ Rail Activation / Project Closeout: This phase covers staffing services from
the conclusion of heavy construction until the following three conditions are met: 1)
construction inspection activities end, 2) punch list items are accepted via a letter from the City,
and 3) building inspection services end and the last Certificate of Occupancy is issued. Costs of
permitting will be paid to the City in quarterly installments and are reflected in the respective
payment estimates below.
Task Order 2 Attachment 1
GA 0183-17 Page 1
Invoicing and Payment. Payments will be made to the City under this Task Order 2 as follows:
• Staffing and Permitting Costs: Sound Transit shall pay the City a fixed fee of six-million-seven-
hundred-thousand dollars($6.7 million)to cover all staffing, permitting and related costs.This
shall be paid to the City in twenty(20)equal payments of three-hundred and thirty-five
thousand dollars ($335,000) for work beginning in Q3 2019. A total of nineteen (19) payments
will be paid within 30 days of submission for work completed in the previous quarter, starting in
Quarter 4 2019 and ending in Quarter 2 2024. The final installment(20th of 20)will be made
payable upon achievement of the following: 1) construction inspection activities end, 2) punch
list items are accepted via a letter from the City, and 3) building inspection services end and the
last Certificate of Occupancy is issued. If completion of these items occurs later than Q2 2024,
payment will be made 30 days after completion of the items. The payment plan is captured in
Attachment 3.
• City Progress Reports:The City shall submit to Sound Transit quarterly progress reports and an
invoice for the quarterly payment as described above. Progress reports will include a
description of services provided by the City during the payment period, focusing on progress
made and work completed toward agreed upon activities and milestones identified in
Attachments 3,and shall use the progress report template included in Attachment 3.
• Hourly Records:The City will not be required to submit records of hourly staff time spent on the
project, as the payment is based on the City meeting agreed upon activities and milestones.
Scope of Work.
A. Project Management and Administration.
A.1. Management and Administration. The key purpose of this task is to provide accurate and timely
project administration and production of quality work products to allow for Sound Transit's design and
construction of the Project. This task will be continuous throughout the duration of this Task Order
(which extends through Project closeout—anticipated based on current schedule to be in 2024) and
includes the work necessary to set up and participate in meetings, design reviews, construction progress
meetings, monthly or quarterly invoicing, monitoring and reporting progress, and providing overall
Project coordination. The Parties anticipate that work plans will be developed as the Project proceeds
to provide greater specificity on tasks and durations of activities,which will allow for the flexibility
needed to respond to the D-B construction process. These work plans may be produced for milestone
phases, on an annual or other basis as mutually agreed by the Parties.
Deliverables
• Provide quarterly invoicing and progress reporting and ongoing project management
activities.
• Develop and/or refine, in collaboration with Sound Transit, annual or milestone City work
plans detailing City support to be provided to the Project.
A.2. City Proiect Liaison. The key purpose of the City Project Liaison is to participate in and facilitate the
intensive coordination with Sound Transit required to deliver the FWLE Project. The City Project Liaison
will be colocated at least 50%of the time at the project office.This Task Order presumes that the City
Project Liaison position will be funded by Sound Transit at 100%of an FTE. Given the mutual interests of
both Sound Transit and the City in ensuring the City Project Liaison is qualified and effective in
Task Order 2 Attachment 1
GA 0183-17 Page 2
discharging their duties,the City shall consult with Sound Transit on the best-qualified candidate should
this position need to be refilled.
Deliverables
• Colocation of City Project Liaison
• Provide a job description for the City Project Liaison.
• Select the best-qualified candidate for the position.
A.3. Coordination and Communication. The key purpose of coordination and communication during all
phases is to participate with Sound Transit to effectively deliver the Project. Activities include
participating in project coordination meetings and preparing for and/or following up on key topics to
advance resolution of issues that may arise during delivery of the Project.
Deliverables
• Attend Sound Transit project coordination meetings.
B. Phase 1: Design Review/Early Construction.
8.1. Over-the-Shoulder Design Review. The key purpose of this task is for the City's Project Liaison to
participate in the design review process,working closely with Sound Transit and Sound Transit's D-B
Contractor to ensure timely review of D-B Contractor designs and materials and resolution of identified
issues and to include appropriate city subject matter experts when applicable. This process will be
ongoing throughout the Design Review process. It is anticipated that the City Project Liaison will be co-
located (at least part-time) at the Project office during this phase, and through Project heavy
construction, and their primary function will be to identify and resolve issues with Sound Transit,the D-
B Contractor and other city staff to support the design process and development of plans that satisfy the
City's permitting requirements.
Deliverables
• Co-location of City Project Liaison at Sound Transit's construction project office,with the
amount of time spent to be determined based on Project workload.
• Attend construction progress and other meetings.
• Participate in resolving issues resulting from review of D-B Contractor design submittals.
B.2. Review of D-B Contractor Submittals. As part of this task,the City will participate in Sound Transit's
review of D-B Contractor design submittals, pursuant to commitments made in the City's Development
Agreement and as part of fulfilling commitments for expeditious Project permitting. Close coordination,
through regularly scheduled meetings referenced in Section A.1 of this Task Order and additional
meetings as needed, will be necessary to advance, review and communicate issues with the City and to
seek feedback or concurrence from the City. The City will be responsible for performing reviews of
document submittals and returning unified and coordinated comments from all relevant City
departments within a timeframe mutually agreed upon with Sound Transit. If for any reason the City
requires additional review time,the City will notify Sound Transit as soon as possible.
Deliverables
• Provide consolidated and coordinated comments on D-B Contractor Design submittal
packages, consistent with the D-B Contractor's final Project Permitting Plan.
Task Order 2 Attachment 1
GA 0183-17 Page 3
• Review and submission of consolidated comments on other D-B Contractor submittals,
including but not limited to:
o Transportation Management Plan
o Maintenance of Traffic Plan(s)
o Construction Noise and Vibration Mitigation Plan
o Construction Outreach and Communication Plan
B.3. Review/Approve D-B Contractor Final Permitting Plan. The City will participate in the development,
review, and approval of a Final Permitting Plan submitted by Sound Transit's D-B Contractor. The Plan
will include City commitments for timely and expedited review of design and permit submittal packages.
Deliverables
• Submit consolidated and coordinated comments on D-B Contractor draft Project Permitting
Plan.
• Work in good faith to resolve comments on draft Project Permitting Plan.
• Approve final D-B Contractor Project Permitting Plan.
B.4. Permitting Early Work. There will likely be activities during this phase requiring the issuance of City
permits. The following activities are currently anticipated.
8.4.1. Permitting for Early Demolition. Sound Transit began the process of acquiring property
needed for Project construction and operation in 2017. Some of the properties being acquired
in the City have structures that will require demolition as part of D-B Contractor activities. The
key purpose of this activity is to coordinate on the demolition permitting process.
Deliverables
• Support process to expedite review of permits required for demolition activities
consistent with the final Project Permitting Plan.
8.4.2. Permitting for Early Foundation Construction. Under this task, City staff will work with
Sound Transit and its D-B Contractor to review and permit early work installing structural and
other foundations in advance of heavy construction.
Deliverables
• Support process to expedite review of permits required for installation of structural
and other foundations consistent with the final Project Permitting Plan.
B.4.3. Permitting for Clearing and Grading. Under this task, City staff will work with Sound
Transit and its D-B Contractor to review and permit early work for clearing and grading the
Project area in advance of heavy construction.
Deliverables
• Support process to expedite review of permits required to begin clearing and
grading work consistent with the final Project Permitting Plan.
Task Order 2 Attachment 1
GA 0183-17 Page 4
B.S. Early Utility Relocation. City staff will work with Sound Transit and its D-B Contractor to review and
approve plans for early work to relocate utilities in advance of Project heavy construction.
Deliverables
• Expedited review and approve early utility relocation plans and submittals consistent with
City of Kent Design and Construction Standards.
B.6. Stormwater Coordination. Under this task, City staff will work with Sound Transit and its D-B
Contractor to review and approve design of stormwater infrastructure constructed as part of the
Project.
Deliverables
• Expedited review and approval of infrastructure that will be constructed as part of the
Project to manage stormwater consistent with the final Project Permitting Plan.
C. Phase 2: Heavy Construction.
C.1. Permitting. Consistent with the Final Project Permitting Plan, developed during the early
construction phase, the City will provide timely review in processing of D-B Contractor permit submittals
in a way that supports the design/build construction approach and the overall construction schedule.
Deliverables
• Expedited review and approval of permits as issued to Sound Transit's D-B Contractor for
Project construction consistent with the final Project Permitting Plan.
C.2. Design Review of Change Orders. As part of this task, City staff will review change orders, as
requested by Sound Transit, that affect City rights-of-way or for which the City may have permitting
authority. The City will review and approve changes to permits if change orders result in a change to
permit approvals. All change orders must be consistent with City codes and/or all other applicable
agreements between Sound Transit and the City of Kent.
Deliverables
• Provide review and input into Project Change Orders, as requested by Sound Transit.
• Submit consolidated and coordinated comments on Project Change Orders to Sound Transit
on a timeline mutually agreed to and based on the magnitude of the Change Order
proposed, provided changes are consistent with City code and all applicable agreements.
C.3. Proiect Inspection, The reimbursement of City staff time for Project inspection activities will focus
on all infrastructure constructed as part of the Project except for those portions of the guideway
structure beyond column foundations within the City right-of-way, to support the process of acceptance
discussed under Section E. The following categories have been identified for City inspection services and
should be used by the City for the purposes of administration and invoicing.
C.3.1. Civil Inspection
C.3.2. Tree Replacement/ Landscaping Inspection
C.3.3. Stormwater Inspection
Task Order 2 Attachment 1
GA 0183-17 Page 5
C.3.4. Mechanical Inspection
C.3.5. Building Inspection
C.3.6. Structural Inspection
C.4. Utility Relocation. During this phase, City staff will be asked to review and approve relocation plans
for utilities owned by the City and/or private utilities located on City property or within public rights-of-
way. The City will work with Sound Transit and its D-B Contractor to provide timely review of plans
submitted and to perform site inspection activities as warranted.
• Review, approve, and inspect, as needed, utility relocation plans and submittals.
C.S. Fire/Life/Safety Coordination. Puget Sound Regional Fire staff, contracted by the City,will review
for fire/life/safety issues as they relate to Project design and construction.
Deliverables
• Review and provide consolidated input and comments on Project issues as they relate to
Fire/Life/Safety.
C.6. Maintenance of Traffic and Transportation. Under this task, City staff will review and approve
maintenance of traffic (MOT) and other plans for temporary traffic controls proposed by Sound Transit's
D-B Contractor.
Deliverables
• Attend MOT and other meetings to discuss maintenance of traffic and transportation.
• Review and approve MOT submittals provided by Sound Transit's D-B Contractor.
C.7. Right-of-Way(ROW). The purpose of coordination between the City and Sound Transit during this
phase is to track and facilitate the process of required vacation of City rights-of-way and the dedication
and recordation of property transfers that may be made between the Parties.
Deliverables
• Coordinated vacation of public rights-of-way.
• Recordation of property transfers.
D. Phase 3: Systems/Rail Activation/Project Closeout.
D.1. Fire/Life/Safety Inspection. In this task, Puget Sound Regional Fire Authority, under contract to the
City of Kent,will inspect structures and other elements constructed as part of the Project to ensure that
fire, life, and safety measures are certified, as appropriate, documenting their incorporation into the
Project.
D.2. Noise Monitoring/Testing. The City will be informed of the opportunity to review any noise
analysis and/or testing through over-the-shoulder review and formal submittal of design packages
related to the construction of noise wall or other mitigations to minimize LRT-generated noise.
Task Order 2 Attachment 1
GA 0183-17 Page 6
D.3.Acceptance of City Project Infrastructure. In this task,the City will work with Sound Transit
construction staff to appropriately document the acceptance of City infrastructure constructed as part
of the Project.
D.4. Certificates of Occupancy. The City will work with Sound Transit to ensure timely issuance of
certificates of occupancy required for Project infrastructure, including LRT stations, parking garages, and
other occupied structures.
Deliverables
• Punch list items are accepted via a letter from the City.
• Building inspection service ends and the last Certificate of Occupancy is issues as
appropriate.
• Acceptance of record drawings.
Task Order 2 Attachment 1
GA 0183-17 Page 7
Task Order 2—Attachment 2
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Task Order 2 Attachment 3
Achievement Milestones and Payment Plan
CITY OF KENT INVOICE COVER TEMPLATE
ISSUING COMPANY AND REMITTANCE ADDRESS INVOICE NUMBER
Prime Firm
Address Line 1 XXXXXXX
Address Line 2 DATE
Tel: (XXX)XXX-XXXX
Fax: (XXX)XXX-XXXX XX/XX/XXXX
Attn: Designated Representative PURCHASE ORDER NUMBER PRIME PROJECT NUMBER
Sound Transit Union Station XXXX
401 South Jackson Street GA 0183-17
Seattle,WA 98104-2826 PERIOD COVERED
From:XX/XX/XXXX To:XX-XX-XXXX
PROJECT TITLE
FWLE City of Kent Task Order 2 Total Invoice Amount$
GA 0183-17
PAYMENT REQUEST NUMBER
Total To Date: $0.00
Total Previously Invoiced: $0.00
Amount This Invoice: $0.00
Amount Paid to Date: $0.00
Amount Outstanding: $0.00
Original Contract Amount: $0.00
Approved Change Orders: $0.00
Total Authorized Contract Amount: $0.00
Remaining Contract Amount: $0.00
1 certify that the charges invoiced are true and correct and include only such charges as were directly incurred in
the performance of work on the project, have not been previously submitted, and are in accordance with terms of
the Agreement.
[Project Manager Name]
[Title]
Task Order 2 Attachment 3
GA 0183-17 Page 4
Task Order 2 Attachment 3
Achievement Milestones and Payment Plan
Payment Progress Detail Template
(Please Submit with each invoice)
Invoice#: Period covered:
PHASE 1: Design Review/Early Construction
Key City Activities Achievement Milestones
• Participate in the development, review, and • City Liaison is co-located at Sound Transit's
approval of a Final Permitting Plan including the construction project office
development of an agreed to process for • Final Permitting Plan approved by Sound
expedited permit review and approval Transit and City including the process to
• Participate in the timely review of design expedite permit review
submittals of early work and return consolidated • Final Contractor mitigation plans approved by
and coordinated comments from all relevant Sound Transit and the City
City departments • City issues permits needed to begin early
• Participate in resolving issues resulting from construction activities, such as demolition and
review of the design submittals clearing and grading, to support Project
• Review and approve other Contractor required schedule
plans
• Review and approve plans for early work to
relocate utilities
• Provide accurate and timely project
administration and coordination
• Participate in project coordination meetings
Please insert narrative summarizing activities and progress towards achievement milestones:
Task Order 2 Attachment 3
GA 0183-17 Page 5
Task Order 2 Attachment 3
Achievement Milestones and Payment Plan
Payment Progress Detail Template
(Please Submit with each invoice)
Invoice#: Period covered:
PHASE 2: Heavy Construction
Key City Activities Achievement Milestones
• Participate in permit-focused, over-the- • City issues permits needed for heavy
shoulder, discipline-specific meetings described construction activities, including site
in the D-B Permitting Plan construction, building, and trade permits, to
• Provide timely review and processing of design support Project schedule
and permit submittals in a way that supports the
construction approach and the overall
construction schedule
• Participate in resolving issues resulting from
review of the design submittals
• Review change orders as requested that affect
City rights-of-way
• Provide timely inspection activities on
infrastructure constructed as part of the Project
that will be under the City's ownership
Please insert narrative summarizing activities and progress towards achievement milestones:
Task Order 2 Attachment 3
GA 0183-17 Page 6
Task Order 2 Attachment 3
Achievement Milestones and Payment Plan
Payment Progress Detail Template
(Please Submit with each invoice)
Invoice #: Period covered:
PHASE 3: Systems/Rail Activation/Project Closeout
Key City Activities Achievement Milestones
• Track and facilitate the process of required • Heavy construction and inspection activities
vacation of City rights-of-way and dedication end
and recordation of property • Punch list items are accepted via a letter from
• Resolve any outstanding issues as they arise the City
• Review and accept record drawings • Building inspection services end and the last
• Complete Acceptance of Work activities such as Certificate of Occupancy is issued as
by issuing letters of acceptance appropriate
• Complete and document inspections to ensure
permitted work is executed according to permit
requirements
Please insert narrative summarizing activities and progress towards achievement milestones:
Task Order 2 Attachment 3
GA 0183-17 Page 7
risen t' Rou'tin' g
V Form
berley A. Ko noto
City Clerk
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Signatures and Records Management 220 4th Avenue South
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This form combines&replaces the Request for Mayor's Signature and Contract Cover Sheet forms. Kent, WA 9803
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Date Sent: June 14, 2019 Date Required:
June 19, 20
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® June 18, 2019
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Budget R20085 Grant? 7 Yes No
Account
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Start Date: July 1, 2019 Termination Date: 2024
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Date Received byCityAttorney: Comments:
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'o Mayor Dana Ralph -
City of Kent Administration
Derek M. Matheson, CAO
Agreement Routing Form
KEN T For Approvals,Signatures and Records Management
WASHINGTON
This form combines&replaces the Request for Mayor's Signature and Contract Cover Sheet forms.
(Print on pink or cherry colored paper)
Originator: Kell Peterson Department:
Y Administration
Date Sent: June 14, 2019 Date Required: June 19, 2019
is
iAuthorized Director Date of June 18, 2019
CL a Mayor to Sign: Council
Q Approval:
Budget R20085 Grant? Yes R1 No
Account
Number: Type: N/A
Vendor Sound Transit Category: Contract
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Vendor o Number: 56811 Sub-Category Supplement
M Project Task Order #2 to City Services Agreement with Sound Transit
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E Agreement $6,700,000
Basis for
d Amount: Selection of Interlocal Agmt
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Start Date: July 1, 2019 Termination Date: 2024
Notice required prior to
disclosure? 0 Yes No Contract Number.,
Date Received by City Attorney: Comments:
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.p� Date Routed to the Mayor's Office:
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a0i Date Routed to the City Clerk's Office:
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