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Exhibit K 1 <br /> Consultant Claim Procedures <br /> The purpose of this exhibit is to describe a procedure regarding claim(s)on a consultant agreement. The following <br /> procedures should only be utilized on consultant claims greater than$1,000. If the consultant's claim(s)are a total <br /> of$1,000 or less, it would not be cost effective to proceed through the outlined steps. It is suggested that the <br /> Director of Public Works or Agency Engineer negotiate a fair and reasonable price for the consultant's claim(s)that <br /> total$1,000 or less. <br /> This exhibit will outline the procedures to be followed by the consultant and the agency to consider a potential claim <br /> by the consultant. <br /> Step 1 —Consultant Files a Claim with the Agency Project Manager <br /> If the consultant determines that they were requested to perform additional services that were outside <br /> of the agreement's scope of work,they may be entitled to a claim. The first step that must be <br /> completed is the request for consideration of the claim to the Agency's project manager. <br /> • The consultant's claim must outline the following: <br /> • Summation of hours by classification for each firm that is included in the claim; <br /> • Any correspondence that directed the consultant to perform the additional work; <br /> • Timeframe of the additional work that was outside of the project scope; <br /> • Summary of direct labor dollars,overhead costs,profit and reimbursable costs associated with <br /> the additional work; and <br /> • Explanation as to why the consultant believes the additional work was outside of the agreement <br /> scope of work. <br /> Step 2—Review by Agency Personnel Regarding the Consultant's Claim for Additional Compensation <br /> After the consultant has completed step 1,the next step in the process is to forward the request to <br /> the Agency's project manager. The project manager will review the consultant's claim and will <br /> meet with the Director of Public Works or Agency Engineer to determine if the Agency agrees <br /> with the claim. If the FHWA is participating in the project's funding,forward a copy of the <br /> consultant's claim and the Agency's recommendation for federal participation in the claim to the <br /> WSDOT Highways and Local Programs through the Region Local Programs Engineer. If the <br /> claim is not eligible for federal participation,payment will need to be from agency funds. <br /> If the Agency project manager,Director of Public Works or Agency Engineer,WSDOT Highways <br /> and Local Programs(if applicable)agree with the consultant's claim,send a request memo, <br /> including backup documentation to the consultant to either supplement the agreement,or create a <br /> new agreement for the claim. After the request has been approved,the Agency shall write the <br /> supplement and/or new agreement and pay the consultant the amount of the claim. Inform the <br /> consultant that the final payment for the agreement is subject to audit. No further action is needed <br /> regarding the claim procedures. <br /> If the agency does not agree with the consultant's claim, proceed to step 3 of the procedures. <br /> Step 3—Preparation of Support Documentation Regarding Consultant's Claim(s) <br /> 13 <br /> DOT Form 140-089 EF Page 34 <br /> Revised 6/05 <br />