9g. tkda professional services agreementr �&AL
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Staff RepoVt
Date of Meeting: January 19, 2016
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. The cost
for providing those services has not changed since the last update. The services provided by TKDA
fall into 3 classifications: pre -application work, work on applications, meeting attendance. The bulk
of the work performed by TKDA is related to the processing of application and those costs are
charged against any escrow deposit paid by the applicant, consequently, there is no budgetary impact.
Proposal Details:
TKDA has proposed a 2% increase in its rate with the exception of meeting pay which would
remain at the same rate. The detail of rates following the proposal letter from Sherri dated
12/21/201 S.
Options:
1. Approve the updated professional service agreement
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 since the costs have been held for 4 years and since
the cost of attending meetings and the costs related to processing application will have no
budgetary impact.
444 Cedar Street, Suite 1500
Saint Paul, MN 55101
651.292.4400
TKDA tkda.com
December 21, 2015
Mr. Neil Soltis
City Administrator
City of Scandia
14727 209th Street North
Scandia, Minnesota 55073-8503
Re: Professional Services Agreement
2016 Rate Schedule
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 2016, TKDA is requesting an increase of approximately 2 percent in our 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 over the past five years as we all adjust to the "new" economy. We
requested no rate increase in 2014, and held our rates unchanged for all of our clients during 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.
2016 SCHEDULE OF HOURLY BILLING RATES
Municipal Services Division Employee Classification
Senior Registered Engineer
Registered Engineer or Professional Land Surveyor
Graduate Engineer, Planner, Scientist or Land Surveyor
Senior Planner or Scientist
Planner or Scientist
Engineering Specialist II
Engineering Specialist I
Technician III
Technician II
Technician I
Range of Hourly Billing Rates*
$ 123.00
to
$ 180.00
$ 75.00
to
$ 138.00
$ 57.00
to
$ 94.00
$ 105.00
to
$ 130.00
$ 54.00
to
$ 92.00
$ 103.00
to
$ 121.00
$ 68.00
to
$ 108.00
$ 77.00
to
$ 106.00 **
$ 48.00
to
$ 82.00 **
$ 31.00
to
$ 60.00 **
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, 2016.
** 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
n
TKDA
2014 SCHEDULE OF BILLING RATES
MuniCi al Services Division Frnjoloyee Classification t
Range of Hourly Biliinq
Rates'
Senior Registered Engineer
$ 123.00
to
$
175.00
Registered Engineer or Land Surveyor
$ 75.00
to
$
130.00
Graduate Engineer
$ 57.00
to
$
88.00
Senior Planner
$ 105.00
to
$
123.00
Planner
$ 54.00
to
$
87.00
Engineering Specialist II
$ 103.00
to
$
114.00
Engineering Specialist 1
$ 68.00
to
$
102.00
Technician III
$ 77.00
to
$
100.00
Technician II
$ 48.00
to
$
77.00 "
Technician 1
$ 31.00
to
$
57.00
Staff Reclularly Servincl the City of Scandia
Rate
Sherri Buss Senior Planner
$
121.07
Regular City Council and Planning Commission Meetin s
Attendance at meetings, including travel time and expenses.
$ 105.00
/ Meeting
t Hourly billing rates for staff outside the Municipal Services Division
will be billed at a
2.85 multiplier.
* Rates effective until December 31, 2014.
For hours worked over 40 hours per week individuals will be paid
one and one-half times
the
above rates.
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.
Schedule 2850-M85 City of Scandia, MN