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WS — Item 5 WORK SESSION STAFF REPORT Work Session Item 5 Date: Council Work Session, June 6, 2011 To: City Council From: Michael Grochala Re: Engineering RFP's Background Interviews for the three engineering firm finalists, SEH, TKDA, and WSB were held on April 18, 2011. Following discussion the council requested a more direct comparison between the fees included in the respective proposals. Accordingly each firm was presented with a supplemental information request. The request included a detailed list of tasks, general hours worked based on past experience, and the minimum position requirements expected to complete the assigned tasks. Each firm was asked to list the personnel assigned to perform these tasks and the hourly rate charged for each of the personnel assigned. The responses received from each firm were provided to the City Council at the May 23, 2011 work session. Staff was directed to place discussion of the proposals on the June 6, 2011 work session. Analysis Each of the three finalists are well qualified to serve as City Engineer for Lino Lakes. Each of the firms provide a wide array of services that can meet the challenging day to day needs of the community. The firms have provided the city with proposed rates for performing City Engineering services. Two firms proposed standard hourly rates for services and one provided a proposed retainer fee. Based on standard hourly rates presented in the supplemental questionnaire the firms are very competitive from a cost standpoint. However, the proposed retainer system provided a substantially lower fixed cost for services. The council should note that, as pointed out in the supplemental proposals, changes in personnel, shifting of work to lower pay scales and other efficiencies can provide additional value to the city. Many of the ideas are valid approaches that will need to be reviewed regardless of the selected firm. Council Direction Staff is requesting council direction to place selection of City Engineering Services on the June 13, 2011 agenda. 1