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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 I j 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