05-22-2019 Council Packet - Laserfiche WebLink

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STAFF REPORT TO: Mayor Keis and Members of City Council FROM: Chris Heineman, City Administrator DATE: May 22, 2019 RE: Approval of City Engineer Professional Services Agreement ACTION TO BE CONSIDERED: Motion to approve the attached Professional Services Agreement between the City of Little Canada and Bolton & Menk, Inc., for City Engineering Services. BACKGROUND: The City of Little Canada issued an RFP for engineering services to potential engineering firms on March 15th following the resignation of Elfering & Associates on February 20, 2019 who served as the City Engineer since 2004. A total of twelve qualified proposals were received. A subcommittee of staff and Council members reviewed the proposals and selected six firms to interview with the City Council. The City Council invited two engineering firms (Bolton & Menk and MSA) to come back for second interviews on Monday, May 6. At the conclusion of the interviews, the Council directed staff to negotiate a contract for City Engineering Services with Bolton & Menk. The attached Professional Services Agreement is the culmination of several meetings between staff and representatives from Bolton & Menk. The agreement has also been reviewed by City Attorney Patrick Kelly. All recommended changes from the City Attorney were accepted and incorporated into the Agreement. Highlights included in the Professional Services Agreement include the following: • Section III B: Bolton & Menk has agreed to provide the first twenty (20) hours per month of general engineering services at rate of $75/hour. This applies to non-project related general engineering services. Should general engineering services exceed twenty (20) hours in a month, compensation will at that time adjust for the remaining hours, not-to-exceed $2,000 per month. This fee is guaranteed for five (5) years. • Section III C: Bolton & Menk has agreed to complete local street and utility projects on an hourly basis not-to-exceed 18% of construction costs. Municipal State Aid (MSA) or Federal Aid projects will be on an hourly basis not-to-exceed 20% of construction costs. • Section IV J: The period of this Agreement will remain in effect for a period of three (3) years after which time the Agreement may be extended upon mutual agreement of both parties. RECOMMENDED ACTION: Staff recommends approval of a motion to approve the attached Professional Services Agreement between the City of Little Canada and Bolton & Menk, Inc., for City Engineering Services.