9.c) Approve Professional Services Agreement with Toltz, King, Duvall, Anderson and Associates, Inc. (TKDA) Meeting Date: 1/17/2�1�
Agenda Item: ii� � `�
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City Council Agenda Report
City of Scandia
14727 209�' St. North
Scandia, MN 55073 (651)433-2274
Action Requested: Approve Professional Services Agreement with Toltz, King, Duvail,
Anderson and Associates, Inc. (TKDA)
Deadline/ Timetine: N/A
Background: • TKDA provides various professional services to the City,
primarily relating to planning issues. City has been working �vi�h
TKDA under a contract for services entered into with New
Scandia Township in 1988.
• The Council has requested that this, and other professional service
contracts, be reviewed and updated. City Attorney Tom Miller
worked with TKDA on the new agreement, attached.
• The fee schedule (Exhibit B)has a few changes from the schedule
that was in effect in 2011. Most billings are for the Senior Planner
classification(Sheri Buss.) The new rate schedule specifies a
range of$102 to $118 per hour. The previous rate for this
classification was $100 to $126 per hour,which had been in effect
since 2008.
Recommendation: Staff recommends that the Council approve the agreement.
Attachments! • Professional Services Agreement with Toltz, King, Duvall,
Materials provided: Anderson and Associates, Inc. (TKDA)
Contact(s): Thomas Miller (651) 462-0206
Prepared by: Anne Hurlburt, Administrator
(TKDA ageement)
Page 1 of 1
O1/13/12
PROFESSIONAL SERVICES AGREEMENT
Between
CITY OF SCANDIA, MINNESOTA
and
TOLTZ, KING, DUVALL, ANDERSON AND ASSOCIATES, INCORPORATED
THIS AGREEMENT ("Agreement") is made and entered into effective the day of
, 20 , by and between the CITY OF SCANDIA, MINNESOTA, a
Minnesota municipal corporation with administrative offices at 14727 209th Street North,
Scandia, Minnesota 55073, hereinafter referred to as CITY, and TOLTZ, KING, DUVALL,
ANDERSON AND ASSOCIATES, INCORPORATED, a Minnesota corporation with a
regular place of business at 444 Cedar Street, Suite 1500, St. Paul, Minnesota 55101, hereinafter
referred to as TKDA.
WITNESSETH:
That CITY (prior to the municipal incorporation of New Scandia Township) and TKDA
previously entered into a professional services agreement dated March 15, 1988. Since
the CITY is now incorporated as a statutory city under the laws of Minnesota, the CITY
and TKDA, for the consideration hereinafter named, desire to enter into this Agreement
as follows:
ARTICLE 1. GENERAL DESCRIPTION OF WORK TO BE DONE
The CITY agrees to and hereby does retain and employ TKDA and TKDA
agrees to perform Professional Services (Architectural, Engineering and/or Planning) as
designated by the CITY in connection with the CITY'S governmental responsibilities, all as
described by subseyuent "Authorization(s) for Professional Services" (hereinafter each -
"Authorization") substantially in the form of EXHIBIT A hereto.
Engineering and Architectural services will, in general, include studies
and reports, design, preparation of working drawings and specifications; construction
observations, utility mapping, checking of shop drawings and estimates and recommendations
regarding acceptance of work; and other related tasks of a type normally associated with
infrastructure and facility planning, design, construction, operation and/or maintenance.
Planning and Landscape Architectural services will, in general, include
review and analysis of land use and zoning applications, completion of staff reports and
presentation of staff reports to the Planning Commission and City Council; development and
updates of planning documents including comprehensive plans, park and trail plans, natural
resource plans, and other plans; interpretation and update of the Development Code and
ordinance; provide information and interpretation of ordinance and application requirements as
requested; complete environmental reviews and review of environmental documents; and attend
Planning Commission, City Council and other meetings as requested.
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Individual authorizations for professional services shall be duly approved
by the CITY and accepted by TKDA for specific projects and services that have defined work
scopes; and all records and documents for services with respect thereto shall be appropriately
referenced to each of the specific authorizations.
When requested by the CITY, TKDA shall provide the CITY with an
Authorization for the specific project/services. To the extent of a conflict between this
Agreement and an Authorization, the Authorization shall control. In lieu of signing the
Authorization, the CITY may authorize services by issuing a Purchase Order, approved by
CITY'S authorized representative and accepted by TKDA; and in this regard, it is mutually
agreed that any terms and conditions which are preprinted on CITY'S Purchase Order form do
not apply to this Agreement.
ARTICLE 2. PERIOD OF SERVICE
TKDA is hereby retained on a continuing basis, subject, however, to
termination by either party in accordance with Article 5. A period of service for each
Authorization shall be as set forth in the specific Authorization for the services described therein
as appropriate.
ARTICLE 3. COMPENSATION TO TKDA
A. Compensation to TKDA for day-to-day services shall be on an
Hourly Rate basis. Services described in a specific Authorization shall be on an Hourly Rate
basis and/or a Lump Sum basis as designated in the Authorization. The basis shall be calculated
as hereinafter described. If no specific basis is identified in the Authorization, the Hourly Rate
basis shall apply.
l. A Lump Sum method of payment for TKDA's services
may apply to all or parts of a work scope where TKDA's tasks can be readily defined and/or
where the level of effort required to accomplish such tasks can be estimated with a reasonable
degree of accuracy. Unless otherwise provided in the applicable Authorization or the CITY has
questions regarding an invoice as provided in(B)below, the CITY shall make monthly payments
to TKDA within 30 days of receipt of an invoice based on an estimated percentage of completion
of TKDA'S services.
2. An Hourly Rate method of payment for TKDA's services
shall apply to all or parts of a work scope where TKDA's tasks cannot be readily defined and/or
where the level of effort required to accomplish such tasks cannot be estimated with any
reasonable degree of accuracy. Under an Hourly Rate method of payment, TKDA shall be paid
for the actual hours worked on an Authorization by TKDA personnel times an hourly billing rate
established for each employee. Hourly billing rates shall include compensation for all salary
costs, payroll burden, general and administrative overhead and professional fee. A current
billing rate schedule is attached hereto as EXHIBIT B and such rates shall not be changed except
in accordance with the next sentence of this Paragraph. TKDA will furnish a proposed updated
billing rate schedule to the CITY prior to September 15 of each year while this Agreement is in
effect reflecting proposed rate changes for the next calendar year.
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3. In addition to the foregoing, TKDA shall be reimbursed at
cost for the following Direct Expenses when reasonably incurred in the performance of the work:
(a) Travel and subsistence, including vehicle
allowances for construction and survey services.
(b) Outside professional and technical services with
cost defined as the amount billed TKDA plus 10%.
(c) Identifiable and reasonably necessary reproduction
and reprographic costs.
(d) Other expenses for additional items and services as
may be required by the CITY to fulfill the terms of
a specific authorization.
Unless otherwise provided in the Authorization, or the
CITY has questions regarding an invoice as provided in (B) below, the CITY shall make
monthly payments to TKDA within 30 days of receipt of an invoice based on computations made
in accordance with the above charges for services provided and expenses incurred to date,
accompanied by supporting evidence as required.
B. The CITY will pay the balance stated on the invoice unless CITY
notifies TKDA in writing of the particular item that is alleged to be incorrect within 15 days
from receipt of an invoice, in which case, only the disputed item will remain undue until resolved
by the parties. All accounts unpaid after 30 days from the date of original invoice shall be
subject to a service charge of 1-1/2% per month, or the maximum amount authorized by law,
whichever is less. In addition, TKDA may after giving seven days' written notice to the CITY,
suspend services under this Agreement until TKDA has been paid in full for all amounts then
due for services, expenses and charges. CITY acknowledges that TKDA shall not be responsible
for any claim for consequential damages arising from suspension of services hereunder.
ARTICLE 4. EXTRA WORK
In the event that a Lump Sum or maximum payment amount is specified
in an Authorization and TKDA is of the reasonable opinion that any work they have been
directed to perform is beyond the scope of the Authorization, or that the level of effort required
constitutes extra work, they shall promptly notify the CITY of that fact. Extra work, additional
compensation for same, and extension of time for completion shall be covered by a
Supplemental Authorization agreed to in writing by both parties prior to proceeding with any
extra work or related expenditures.
ARTICLE 5. ABANDONMENT, CHANGE OF PLAN AND TERMINATION
Either Party has the right to terminate this Agreement and/or any
"Authorization for Professional Services" upon seven days' written notice. In addition, the
CITY may at any time, reduce the scope of an Authorization. Such reduction in scope of an
Authorization shall be set forth in a written notice from the CITY to TKDA. In the event of
unresolved dispute over change in scope or changed conditions, the authorization may then be
terminated.
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In the event of termination of an Authorization, copies of all documents
finished or unfinished, prepared by TKDA under the authorization shall be made available by
TKDA to the CITY pursuant to Article 6, and there shall be no further obligation of the CITY to
TKDA under the Authorization, except for payment of amounts due and owing for work
performed and expenses incurred to the date and time of termination, plus expenses reasonably
incurred by TKDA to gather, compile, copy, and transmit all documents requested by the CITY,
computed in accordance with Article 3.
In like manner, if the entire Agreement is terminated all Authorizations
then in place and not complete shall also be deemed terminated and copies of all remaining
documents on file with TKDA shall also, upon request, be made available to the CITY pursuant
to Article 6 upon receipt of payment of amounts due and owing TKDA for any authorized work,
plus expenses reasonably incurred by TKDA to gather, compile, copy, and transmit all
documents requested by the CITY, computed in accordance with Article 3.
In the event of a reduction in scope of an Authorization TKDA shall be
paid for the work performed and expenses incurred on the Authorization as so reduced and for
any completed work for which payment has not been made, computed in accordance with Article
3. Any reduction in the "not to exceed" payment figure shall be established by a Supplemental
Authorization agreed to in writing by both parties.
ARTICLE 6. DISPOSITION OF PLANS, REPORTS AND OTHER DATA
At the time of completion or termination of an Authorization, including
the termination of this Agreement, TKDA shall make available to the CITY, upon request,
copies of all maps, tracings, reports, resource materials and other documents pertaining to the
work or a Project described in an Authorization or prepared pursuant to this Agreement and
TKDA shall, except as otherwise limited herein, warrant that such documents shall be prepared
in accordance with Articles 8 and 9 of this Agreement. Notwithstanding the foregoing, all such
documents are not intended or represented to be suitable for use by the CITY or others beyond
the initial intent thereof including for extensions of the work or Project or to any other project.
Any such use without written verification or adaptation by TKDA for a purpose beyond the
initial purpose intended intended will be at CITY'S sole risk and without liability or legal
exposure to TKDA. In this regard, the CITY will indemnify and hold harmless TKDA from any
and all suits or claims of third parties arising out of such reuse, which is not specifically verified,
adapted, or authorized by TKDA.
In the event electronic copies of documents are made available to the
CITY pursuant to the foregoing paragraph, the CITY acknowledges that the useful life of
electronic media such as DVDs and CDs may be limited because of deterioration of the media or
obsolescence of the computer hardware and/or software systems. Therefore, TKDA makes no
representation that such media will be fully usable beyond 60 days from date of delivery to
CITY.
ARTICLE 7. DOCUMENTS FORMING THE CONTRACT
The contract documents shall be deemed to include this Agreement with
all accompanying exhibits a part hereof, and any subsequent Authorization issued pursuant to the
terms of this Agreement.
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ARTICLE 8. CITY'S RESPONSIBILITIES
A. To permit TKDA to perform the services required hereunder, the
CITY shall supply, in proper time and sequence, the following for each Authorization at no
expense to TKDA:
l. Provide all reasonably necessary information regarding its
requirements as necessary for orderly progress of the work.
2. Designate in writing, a person to act as CITY'S authorized
representatives with respect to the services to be rendered under an Authorization. Such persons
shall have authority to transmit instructions, receive instructions, receive information, interpret
and define CITY'S policies with respect to TKDA's services. If no such written designation is
provided, the CITY'S authorized representative shall be its City Administrator.
3. Furnish, as reasonably required for performance of
TKDA's services (except to the extent provided otherwise in an Authorization), data prepared by
or services of others, including without limitation, aerial photos; environmental assessment and
impact statements; property, boundary, easement, right-of-way, topographic and utility surveys;
property descriptions; zoning, deed and other land use restrictions; and other special data not
covered in an authorization. The CITY will not be responsible for any errors or omissions in any
such data not prepared directly by the CITY or its employees.
4. Provide reasonable access to, and make all provisions for
TKDA to enter upon public or private property as required to perform their work.
5. Act as liaison with other agencies to carry out necessary
coordination and negotiations; furnish approvals and permits from all governmental authorities
having jurisdiction over a Project described in an Authorization and such approvals and consents
from others as may be necessary for completion of the Project.
6. Examine all reports, sketches, drawings, specifications and
other documents prepared and presented by TKDA, obtain advice of an attorney, insurance
counselor or others as CITY deems necessary for such examination and render in writing,
decisions pertaining thereto within a reasonable time so as not to unreasonably delay the services
of TKDA.
7. Give prompt written notice to TKDA whenever CITY
observes or otherwise becomes aware of any development that affects the scope or timing of
TKDA's services or any defect in the work of Construction Contractor(s), Consultants or TKDA.
8. Initiate action, where reasonably appropriate, to identify,
remove and/or encapsulate asbestos products or materials located in the area of a Project
described in an Authorization prior to accomplishment of any work contemplated under the
Proj ect.
9. Provide such accounting, independent cost estimating and
insurance counseling services as may be reasonably required for the Project described in an
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Authorization, such legal services as CITY may require or TKDA may reasonably request with
regard to legal issues pertaining to the Project including any that may be raised by Contractor(s),
such auditing service as CITY may require to ascertain how or for what purpose any Contractor
has used the moneys paid under the construction contract, and such inspection services as CITY
may require to ascertain that Contractor(s) are complying with any law, rule, regulation,
ordinance, code or order applicable to their furnishing and performing the work.
10. In the manner required by Article 6 above provide "record"
drawings and specifications for all existing physical plants or facilities which are pertinent to an
Authorization.
11. Provide other services, materials, or data as may be set
forth in an Authorization.
B. In the manner required by Article 6 above, TKDA shall be entitled
to rely on the accuracy and completeness of information furnished by the CITY. If TKDA finds
that any information furnished by the CITY is in error ar is inadequate for its purpose, TKDA
shall promptly notify the CITY.
ARTICLE 9. TKDA RESPONSIBILITIES
A. In the performance of its work under this Agreement or any
Authorization, TKDA further agrees as follows:
1. TKDA shall exercise the same degree of care, skill and
diligence in the performance of its work and services as is ordinarily exercised by members of
the applicable profession under similar circumstances. TKDA shall be liable to the fullest extent
permitted under applicable law, without limitation, for any injuries, loss or damages proximately
caused by TKDA'S breach of this standard of care.
2. TKDA shall put forth reasonable efforts to complete its
duties under this Agreement or an Authorization in a timely manner subject however for delays
caused by factors beyond its control or that could not be reasonably foreseen at the time of
execution of this Agreement or applicable Authorization. TKDA shall be responsible for costs,
delays or damages arising from unreasonable delays in the performance of its duties.
3. TKDA shall not supervise, direct, have control over or
responsibiliry for any CITY employees, agents or consultants.
4. TKDA shall promptly notify CITY of any matter or fact
which becomes known to TKDA and which affect any Project subject to this Agreement or an
Authorization which could lead to a claim for liability against the CITY or which affects
TKDA'S performance of work or services under this Agreement or an Authorization.
ARTICLE 10. OPINIONS OF COST
Opinions of probable project cost, construction cost, financial evaluations,
feasibility studies, economic analyses of alternate solutions and utilitarian considerations of
operations and maintenance costs prepared by TKDA will be made in accordance with Article 9
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above on the basis of TKDA's experience and qualifications and represent TKDA's best
judgment as an experienced and qualified design professional. It is recognized, however, that
TKDA does not have control over the cost of labor, material, equipment or services furnished by
others or over market conditions or contractors' methods of determining their prices, and that
any evaluation of any facility to be constructed, or acquired, or work to be performed on the
basis of TKDA's cost opinions, must of necessity, be speculative until completion of
construction or acquisition. Accordingly, TKDA does not guarantee that proposals, bids or
actual costs will not substantially vary from opinions, evaluations or studies submitted by TKDA
to CITY.
ARTICLE 11. CONSTRUCTION PHASE SERVICES
CITY acknowledges that it is customary for the consultant architect or
engineer who is responsible for the preparation and furnishing of Drawings and Specifications
and other construction-related documents to be employed in addition to the CITY'S other
consultants to provide professional services during the Bidding and Construction Phases of the
Proj ect, (1) to interpret and clarify the documentation so furnished and to modify the same as
circumstances revealed during bidding and construction may dictate, (2) in connection with
acceptance of substitute or or-equal items of materials and equipment proposed by bidders and
Contractor(s), (3) in connection with approval of shop drawings and sample submittals, and (4)
as a result of and in response to TKDA's detecting in advance of performance of affected work
inconsistencies or irregularities in such documentation. CITY agrees that if TKDA is not
employed to provide such professional services during the Bidding (if the work is put out for
bids) and the Construction Phases of a Project described in an Authorization, TKDA will not be
responsible for, and CITY shall indemnify and hold TKDA (and TKDA's professional associates
and consultants) harmless from, all claims, damages, losses and expenses including reasonable
attorneys' fees arising out of, or resulting from, any interpretation, clarification, substitution
acceptance, shop drawing or sample approval or modification of such documentation issued or
carried out by CITY or others. Nothing contained in this paragraph shall be construed to release
TKDA (or TKDA's professional associates or consultants) from liability for failure to perform in
accordance with professional standards any duty or responsibility which TKDA has undertaken
or assumed under an Authorization and this Agreement and TKDA shall indemnify and hold
CITY harmless from claims, damages, losses and expenses, including reasonable attorney's fees
arising out of or resulting from any such failure to perform by TKDA in accordance with this
Agreement or an Authorization.
ARTICLE 12. INSURANCE
TKDA shall procure and maintain insurance for protection from claims
against it under worker's compensation acts (statutory limits), claims for damages because of
bodily injury including personal injury, sickness or disease or death of any and all employees or
of any person other than such employees, and from claims against it for damages because of
injury to or destruction of property including loss of use resulting therefrom.
TKDA shall also procure and maintain professional and commercial
general liability insurance, and auto and excess insurance from a carrier reasonably acceptable to
CITY and with limits of$500,000.00 per occurrence and $1,500,000.00 in the aggregate, for all
damages arising out of the performance of services caused by a negligent error, omission or act
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for which TKDA is legally liable. The commercial general liability insurance policy shall
provide coverage for incidents occurring within 50 feet of railroad tracks.
Certificates of insurance will be provided to the CITY within thirly (30)
days of the CITY'S initial approval of this Agreement and thereafter not less frequently than
annually while this Agreement is in place. TKDA shall notify CITY within three (3) business
days of any notice of cancellation of any of the required insurance hereunder received by TKDA.
ARTICLE 13. INDEPENDENT CONTRACTOR
TKDA is an independent contractor. The manner in which the services
are performed shall be controlled by TKDA; however, the nature of the services and the results
to be achieved shall be specified by the CITY and shall be subject to this Agreement or an
Authorization provided for herein. TKDA is not to be deemed an employee or agent of CITY
and has no authority to make any binding commitments or obligations on behalf of CITY except
to the extent expressly provided herein. All services provided by TKDA pursuant to this
Agreement shall be provided by TKDA as an independent contractor and not as an employee of
the CITY for any purpose, including but not limited to: income tax withholding, workers'
compensation, unemployment compensation, FICA taxes, liability for torts and eligibility for
employee benefits all of which shall be the sole responsibility of TKDA.
ARTICLE 14. ASSIGNMENT
This Agreement, being intended to secure the personal service of the
individuals employed by and through whom TKDA performs work hereunder, shall not be
assigned, sublet or transferred without the written consent of the CITY.
ARTICLE 15. CONTROLLING LAW
This Agreement is to be governed by the laws of the State of Minnesota.
ARTICLE 16. NON-DISCRIMINATION
TKDA will comply with the provisions of applicable federal, state and
local statutes, ordinances and regulations including but not limited to those pertaining to human
rights and non-discrimination.
ARTICLE 17. SEVERABILITY
Any provision or portion thereof in this Agreement which is held to be
void or unenforceable under any law shall be deemed stricken, and all remaining provisions shall
continue to be valid and binding between CITY and TKDA.
ARTICLE 18. CONFIDENTIALITY
A. It is understood in the course of fulfilling TKDA'S business
commitments that TKDA may have to communicate some of this information to various TKDA
employees or subconsultants, but in such a case, TKDA will inform them of the confidential
nature of the information and make them aware of their responsibility of keeping such
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information confidential, and TKDA will use every reasonable effort to see that they do keep
such information confidential.
B. However, any commitment as to confidential information shall not
extend to: information TKDA already possesses at the time of disclosure by the CITY;
information which is in or which comes into the public domain from a source other than TKDA;
and information that comes to TKDA from a third party source not under obligation to the CITY
to maintain the confidentiality thereof.
C. TKDA also understands that any drawings, data sheets, or other
materials given to it by the CITY remain the property of the CITY and must be returned to the
CITY at CITY'S request, at the end of any negotiation or the completion of TKDA'S work for
the CITY.
D. TKDA further agrees that no disclosure of information relating to
any aspects of work for the CITY shall be made to third parties without the CITY'S written
consent.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement effective
the day and year first above written.
CITY OF SCANDIA, TOLTZ, G, DUVALL, ANDERSON
MINNESOTA AND AS CIATES, 1NCORPORATED
By BY
Randall Simonson William E. Deitner, P.E.
Mayor CEO
By BY ��
Anne Hurlburt Larry D. ohrer, P.E.
City Administrator Vice President, Municipal Services
ATTACHMENTS: EXHIBIT A
EXHIBIT B
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.
EXHIBIT A
CITY OF SCANDIA, MINNESOTA
AUTHORIZATION FOR PROFESSIONAL SERVICES
TO: Toltz, King, Duvall, Anderson For use with Project
and Associates, Incorporated Specific Assistance
444 Cedar Street, Suite 1500
St. Paul, Minnesota 55101
Pursuant to our Agreement dated effective , 20_("Agreement"), you are
hereby authorized to proceed with the professional services described as follows:
[PROJECT NAME]
I. PROJECT DESCRIPTION
CITY proposes to
II. SERVICES TO BE PROVIDED
TKDA is requested to provide the following services:
A.
B.
C.
D.
III. COMPENSATION
Compensation to TKDA for services provided as described shall be [in the Lump Sum amount
ofJ[on an Hourly Ti�ne and Materials basis in an amount not to exceed][the estimated amount of�
$
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IV. PERIOD OF SERVICE
SECTION II services will be completed by
V. ADDITIONAL SERVICES
If the need for Additional Services is determined, and the fee for the additional work is agreeable
and CITY authorizes such services in writing, TKDA shall furnish or obtain from others services
of the types listed below. These Additional Services shall be compensated for on an Hourly Rate
basis as defined in Article 3 of the Agreement, a part hereof, and such compensation shall be
over and above any maximums or lump sum amounts set forth in this Authorization.
A.
B.
Approved at a meeting of the on , 20
gy Attest
Authorized CITY Representative
Consultant Acceptance by , , 20
Authorized TKDA Representative
--2--
TOLTZ, KING, DUVALL, ANDERSON
AND ASSOCIATES, INCORPORATED
ENGINEERING • ARCHITECTURE • PLANNING
EXHIBIT B
HOURLY RATE SCHEDULE
Municipal Services Division Employee Classification�' RanQe of Hourlv Billing Rates*
Senior Registered Engineer $119.00 to $172.00
Registered Engineer $ 75.00 to $125.00
Graduate Engineer $ 57.00 to $ 85.00
Senior Planner $102.00 to $118.00
Planner $ 52.00 to $ 84.00
Engineering Specialist II $ 99.00 to $116.00
Engineering Specialist I $ 66.00 to $ 98.00
Technician III $ 74.00 to $ 98.00 **
Technician II $ 46.00 to $ 74.00 **
Technician I $ 31.00 to $ 56.00 **
t Hourly billing rates for staff outside the Municipal Services Division will be billed at a 2.85 multiplier.
Regular Citv Council and Planning Commission MeetinQs
Attendance at meetings, including travel time and expenses. $105.00 /Meeting
In addition to the hourly charges,TKDA shall be reimbursed at cost for the following direct expenses when
incurred in the performance of the work:
1. Vehicle mileage at current IRS standard rate per mile.
2. Outside professional and technical services with costs defined as the amount billed TKDA plus 10%.
3. Identifiable reproduction and reprographic costs.
* Rates effective until December 31,2012.
** For hours worked over 40 hours per week individuals will be paid one and one-half times
the above rates.
Schedule 2850-M85 City of Scandia,MN