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Exhibit J <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) <br /> that 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 <br /> claim 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 completed <br /> 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 the <br /> Agency's project manager.The project manager will review the consultant's claim and will met with the <br /> Director of Public Works or Agency Engineer to determine if the Agency agrees with the claim. If the <br /> FHWA is participating in the project's funding, forward a copy of the consultant's claim and the Agency's <br /> recommendation for federal participation in the claim to the WSDOT Local Programs through the Region <br /> Local Programs Engineer. If the claim is not eligible for federal participation,payment will need to be from <br /> agency funds. <br /> If the Agency project manager, Director of Public Works or Agency Engineer, WSDOT Local Programs <br /> (if applicable),and FHWA(if applicable)agree with the consultant's claim, send a request memo, including <br /> backup documentation to the consultant to either supplement the agreement,or create a new agreement <br /> for the claim.After the request has been approved,the Agency shall write the supplement and/or new <br /> agreement and pay the consultant the amount of the claim. Inform the consultant that the final payment for <br /> the agreement is subject to audit.No further action in needed regarding the claim procedures. <br /> If the Agency does not agree with the consultant's claim,proceed to step 3 of the procedures. <br /> Agreement Number: <br /> Exhibit J-Local Agency A&E Professional Services Cost Plus Fixed Fee Consultant Agreement Revised 11/01/2017 Page 1 of 2 <br />