9.d Discussion on the TKDA 2018 rate schedule}
§CANDIA
Staff Report
Date of Meeting: January 16, 2018
To: City Council
From: Neil Soltis, City Administrator
Re: Professional Service Agreement with TKDA for Planning Services
Background:
The City has a professional services agreement with TKDA that was last updated in 2012. Pursuant
to the agreement they have sent out an updated fee schedule that provides for increases at the top
end of their billing ranges. The services provided by TKDA fall into 3 classifications: pre -application
work and ordinance, work on applications, meeting attendance. The bulk of the work performed by
TKDA is related to the processing of applications for conditional use permits and variances. Those
costs are charged against any escrow deposit paid by the applicant or billed if in excess of the
escrow deposit.
Proposal Details: TKDA has proposed a change in the rate billed for Senior Planner time from a
range of $105 — 134 / hour to a range of $105 - $138 / hour. The rate for attending meetings
remains at $105 per meeting. The detail of 2017 and 2018 follows this report.
Options:
1. Approve the updated rate schedule
2. Negotiate changes to the agreement
3. Take no action and seek alternate means of providing planning services
Recommendation:
Option 1— approve the updated agreement
444 Cedar Street, Suite 1500
Saint Paul. MN 55101
651.292.4400
TKDA tkda.com
January 9, 2017
Mr. Neil Soltis
City Administrator
City of Scandia
14727 209th Street North
Scandia, Minnesota 55073-8503
Re: Professional Services Agreement
2017 Rate Schedule (Rev. 1)
Dear Mr. Soltis:
TKDA has a Professional Services Agreement to provide services to the city of Scandia which was
updated in 2012. It is our goal to provide high quality services that meet the City's needs. We
recognize that the cost and value of Professional Services are important concerns for our municipal
clients. For 2017, TKDA is requesting an increase of approximately 2% in hourly rates for our Planning
services. We are not requesting an increase in our meeting costs.
We do understand the financial challenges that the City and its residents face, and have done our best
to hold the line on our rates in the recent past as we have all adjusted to the post -recession economy.
Our rates increased by only 2% in both 2015 and 2016. We requested no rate increase in 2014, and
held our rates unchanged for the three years prior to 2012. We try to keep our staff salary increases in
line with those that our municipal clients are giving to their staff.
We appreciate the opportunity to serve you as the City's Planner and believe that our services continue
to provide good value to the City. If you have any questions or concerns about our services or proposed
rates, please call me at 651.292.4582, and I would be happy to discuss them with you.
Sincerely,
Sherri A. Buss, RLA AICP
Manager, Planning Group
SAB:prd
Enclosure
cc: Dennis Postler, TKDA
An employee -owned company promoting affirmative action and equal opportunity.
r i
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TKDA
2017 SCHEDULE OF HOURLY BILLING RATES
Municipal Services Division Employee Classification t
Range of Hourly Billing Rates*
Senior Registered Engineer
$ 123.00
to
$ 180.00
Registered Engineer or Professional Land Surveyor
$ 75.00
to
$ 143.00
Graduate Engineer or Land Surveyor
$ 57.00
to
$ 97.00
Senior Planner, GIS Analyst or Scientist
$ 105.00
to
$ 134.00
Graduate Planner, GIS Analyst or Scientist
$ 54.00
to
$ 95.00
Engineering, Planning or GIS Specialist II
$ 103.00
to
$ 125.00
Engineering, Planning or GIS Specialist 1
$ 68.00
to
$ 111.00
Technician III
$ 77.00
to
$ 109.00 **
Technician II
$ 48.00
to
$ 84.00 **
Technician 1
$ 31.00
to
$ 62.00 **
t Hourly billing rates for staff outside the Municipal Services Division will be billed at a 2.85 multiplier.
Regular City Council and Planning Commission Meetings
Attendance at meetings, including travel time and expenses.
$ 105.00 / Meeting
In addition to the hourly charges, TKDA shall be reimbursed 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. Outside reproduction and reprographic costs.
* Rates effective until December 31, 2017.
** For hours worked over 40 hours per week individuals are paid one and one-half times the above rates.
Schedule 2850-M85 City of Scandia
444 Cedar Street, Suite 1500
Saint Paul, MN 55101
651.292.4400
TKDA tkda.com
January 4, 2018
Via Email: n.soltis@ci.scandia.mn.us
Mr. Neil Soltis
City Administrator
City of Scandia
14727 209th Street North
Scandia, Minnesota 55073-8503
Re: Professional Services Agreement
2018 Rate Schedule
Dear Mr. Soltis
TKDA has had a Professional Services Agreement to provide services to the City of Scandia which was
updated in 2012. It is our goal to provide high quality services that meet the City's needs. We
recognize that the cost and value of Professional Services are important concerns for our municipal
clients. For 2018, TKDA is proposing no increase in my hourly rate or meeting costs.
We do understand the financial challenges that the City and its residents face, and have done our best
to hold the line on our rates in the recent past as we have all adjusted to the post -recession economy.
We held our rates increases to three percent or less in each of the years since 2008. We try to keep
our staff salary increases in line with those that our municipal clients are giving to their staff.
We appreciate the opportunity to serve you as the City's Planner and believe that our services continue
to provide good value to the City. If you have any questions or concerns about our services or
proposed rates, please call me at 651.292.4582, and I would be happy to discuss them with you.
Sincerely,
Sherri A. Buss, RLA AICP
Manager, Planning Group
SAB:adh
Enclosure
cc: Dennis Postler, TKDA
An employee -owned company promoting affirmative action and equal opportunity.
2018 SCHEDULE OF HOURLY BILLING RATES
Municipal Services Division Employee Classification t
Range of Hourly Billing Rates*
Senior Registered Engineer
$ 123.00
to
$ 185.00
Registered Engineer or Professional Land Surveyor
$ 75.00
to
$ 147.00
Graduate Engineer or Land Surveyor
$ 57.00
to
$ 99.00
Senior Planner, GIS Analyst or Scientist
$ 105.00
to
$ 138.00
Graduate Planner, GIS Analyst or Scientist
$ 54.00
to
$ 98.00
Engineering, Planning or GIS Specialist II
$ 103.00
to
$ 128.00
Engineering, Planning or GIS Specialist 1
$ 68.00
to
$ 115.00
Technician III
$ 77.00
to
$ 112.00
Technician II
$ 48.00
to
$ 87.00
Technician 1
$ 31.00
to
$ 64.00
t Hourly billing rates for staff outside the Municipal Services Division will be billed at a 2.85 multiplier.
Regular City Council and Planninq Commission Meetings
Attendance at meetings, including travel time and expenses.
$ 105.00 /Meeting
In addition to the hourly charges, TKDA shall be reimbursed 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. Outside reproduction and reprographic costs.
* Rates effective until December 31, 2018.
** For hours worked over 40 hours per week individuals are paid one and one-half times the above rates.
*** Capped Maximum
Schedule 2850-M85 City of Scandia