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~ a j i"~, I T before-the-fact, so that the overall budget can be co-managed by the District and the City. ' .The District shall be informed of the estimated and maximum budgets for the cost of City staff time in a timely manner. i The District has approximately $3.5 million in bond funds plus interest earnings toward this, - project. From this amount must be subtracted the cost of the initial WBGS/CMG study - (about $40,000) and 50% of the CMG design workshop process. The District hopes to obtain cash and in-kind donations to add to this sum. The City has $4 million in bond funds for the development of Youth Sports Parks. From this amount must be subtracted the City's share of the CMG design workshop process ,the City's cost (staff hours and direct costs) to complete the design workshop process, and the t survey work: City staff time will be charged to the project at the standard PSF rate. 3. Budget. The program management team (i.e., District FM staff plus City Project Manager) ! will develop a budget, consistent with this agreement, discussion outline, and the final agreement. The budget will identify line items for professional services, construction costs, permitting, testing, fees, appropriate construction contingency, and so forth. City and - District staff tune must also be included. 4. Prior Commitment. The City and District have agreed to share equally in the cost of professional services for desi worksho sand. related rofessional services to assess the ~ P P P-. P --viabtltty-erf~this- artnersht i7 on execu9~on--ofthis-agreerrte~t;-the-F3istrictwili.:trransmii to P...:.. the City an invoice for 50% of the cost of those services, which, if appropriate, will subsequently be reimbursed to the District by the City. 5. ,Contracts. Most contracts for professional services and for construction will be between the vendors and the District. The Project Manager will participate in the procurement of the contracts and will sign-off on contracts before execution. Contracts issued between the City and vendor(s) would require the sign-off by the District Facilities Management Department prior to execution. r ! 6. Shared Costs and Billing. The architect will provide an initial break-down of services in terms of those directed toward the synthetic surface fields and those directed toward the I' other youth sports park components. The architect's invoices shall separate billing into the two categories of fields and youth sports park components. The Project Manager, in conjunction with the District FM department, will approve all invoices for payment to the vendor by the District. The Project Manager, in conjunction with the FM department, will prepaz~ and-.approve invoices=from the l~~strict._to theCity forappropriate--reimbursement - _ for the professional services. Contractors will be asked to provide a single base bid, with additive and/or deductive alternates. For informational purposes the contractors will be asked to separate the base bid and alternates into the categories. of athletic fields -and youth sports parks. The consultants preparing the procurement documents will assist in the identification of drawings and specifications to facilitate this separation. Contractors will be asked to provide single = billings, separated into the two categories. Billings will be approved as for professional . service contracts. City requests for reimbursement from the District will be processed as E YOU1H SPORTS PARK September 8,1999 PROGRAM MA~AGEI~T~ACRPEiv1ENT__.-...--.- Z._._._._._._-....