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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 />WSDOT Form 14x-08$ EF Exhfbft J <br />J2—A--,J 41blOMOA4A <br />Agreement Number: KCPW 2017-19ENGZ <br />Page f of 2 <br />