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before- the -fact, so that the overall budget can be co- managed by the District and the City. <br /> • The District shall be informed of the estimated and maximum budgets for the cost of City <br /> staff time in a timely manner. <br /> The District has approximately $3.5 million in bond funds plus interest earnings toward this <br /> project. From this amount must be subtracted the cost of the initial WBGS /CMG study <br /> (about $40,000) and 50% of the CMG design- workshop process. The District hopes to <br /> obtain cash and in -kind donations to add to this sum. <br /> The City has $4 million in bond funds for the development of Youth Sports Parks. From <br /> this amount must be subtracted the City's share of the CMG design workshop process , the <br /> City's cost (staff hours and direct costs) to complete the design workshop process, and the <br /> survey work. City staff time will be charged to the project at the standard PSF rate. <br /> 3. Budget. The program management team (i.e., District FM staff plus City Project Manager) <br /> will develop a budget, consistent with this agreement, discussion outline, and the final <br /> agreement. The budget will identify line items for professional services, construction costs, <br /> permitting, testing, fees, appropriate construction contingency, and so forth. City and <br /> District staff time must also be included. <br /> 4. Prior Commitment. The City and District have agreed to share equally in the cost of <br /> professional services for design workshops and related professional services to assess the <br /> viability of this partnership. Upon execution of this agreement, the District will transmit to <br /> the City an invoice for 50% of the cost of those services, which, if appropriate, will <br /> subsequently be reimbursed to the District by the City. <br /> 5. Contracts. Most contracts for professional services and for construction will be between <br /> the vendors and the District. The Project Manager will participate in the procurement of <br /> the contracts and will sign -off on contracts before execution. Contracts issued between the <br /> City and vendor(s) would require the sign -off by the District Facilities Management <br /> Department prior to execution. <br /> 6. Shared Costs and Billing. The architect will provide an initial break -down of services in <br /> terms of those directed toward the synthetic surface fields and those directed toward the <br /> other youth sports park components. The architect's invoices shall separate billing into the <br /> two categories of fields and youth sports park components. The Project Manager, in <br /> conjunction with the District FM department, will approve all invoices for payment to the <br /> vendor by the District. The Project Manager, in conjunction with the FM department, will <br /> prepare and approve invoices from the District to the City for appropriate reimbursement <br /> for the professional services. <br /> Contractors will be asked to provide a single base bid, with additive and /or deductive <br /> alternates. For informational purposes the contractors will be asked to separate the base bid <br /> and alternates into the categories of athletic fields and youth sports parks. The consultants <br /> • preparing the procurement documents will assist in the identification of drawings and <br /> specifications to facilitate this separation. Contractors will be asked to provide single <br /> billings, separated into the two categories. Billings will be approved as for professional <br /> service contracts. City requests for reimbursement from the District will be processed as <br /> YOUTH SPORTS PARK 0 September 8, 1999 <br /> PROGRAM MANAGEMENT AGREEMENT 2 <br />