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HomeMy WebLinkAboutAGENDA REPORT 1999 1020 CC REG ITEM 11ECITY OF MOORPARK AGENDA REPORT ITEM l• • CITY OF � OORPARK, CALIFORNIA City Conncii Meeting of %�Al) ,K a20,1gg9 ACTION: ��nnr ©r�rrr' BY. /" /I * - L- TO: The Honorable City Council FROM: Kenneth C. Gilbert, Director of Public Works DATE: October 8, 1999 (Council Meeting 10- 20 -99) SUBJECT: Consider Revisions to Contract for Engineering Services to a) Adjust the Hourly Rate for Engineering Services and to b) Change the Effective Date for Any Such Future Rate Adjustments (') TMRT7TWU This presents for approval an Amendment to the Engineering Services Agreement for the following purposes: • to approve of a request for an increase to the rates charged for Engineering Services; and • to revision to the language pertaining to the effective date for future rate adjustments. TITC('TTCgTO'NT A. Background: In March of 1991 the City entered into an Agreement for City Engineering Services with Charles Abbott Associates. B. Retainer 1. Agreement: Paragraphs A & B of Section I of the Agreement provide for an automatic adjustment (not to exceed 70) to the retainer for City Engineer and Traffic Engineering Services, to occur each November 1 based upon the change in the Consumer Price Index. 2. Last Adjustment: The last time the amounts of the Retainers were adjusted was in May of 1998. That adjustment was based upon an increase in the CPI for the two year period ending August 1997. No increase was requested in October of 1998. engfee99 000110 Rates for Engineering Services October 8, 1999 Page 2 3. CPI Increase 1998: Last October no increase in the fee was requested for the increase to the CPI for the one year period ending August 1998. The increase requested below does not include the change in the CPI for this period. 4. CPI Increase 1999: There has been a 2.4% increase in the CPI [ "U. S. City Average for All Urban Consumers All Items Indexes "] during the period between August 1998 and August 1999. Using this 2.4% inflation factor, changes to the existing amounts for the Engineering retainers are summarized as follows: Current Revised Amnt. ($) Service Amount ($) Effective 11 -1 -99 City Engineer 2,558 2,619 Traffic Engineer 403 413 5. No Action Required: As stated above, no action is required by the City Council to implement this change to the amount of the retainers. 6. Effective Date: Absent specific action to disapprove the above described "automatic" increase to the Engineering retainers, the above increase will become effective on November 1, 1999. C. Request for Adjustment to Rates for Services 1. Agreement: The Agreement for Engineering Services also states that the City may consider a request for a Cost -of- Living Adjustment to the hourly rates charged for Engineering Services. 2. Last Adjustment: Like the retainers, the last time the rates for services were adjusted was in May 1998. That adjustment too was based upon a prior increase in the CPI for the two - year period ending August 1997. 3. 1998 CPI Increase: Like the retainer, no increase in the rates has been requested to reflect the change in the CPI for the period between August 1997 and August 1998. 4. Request for Increase: Attached as Exhibit 1 is a request (10 -4 -99) for an increase in the rates for engineering services. The requested increase is based upon the change in the CPI for the period between August 1998 and August 1999 S. Revised Rates: Using the 2.4% increase in the CPI discussed above, the adjusted rates for services are set forth in the request attached as Exhibit 1. engfee99 Rates for Engineering Services October 8, 1999 Page 3 6. Effective Date: The proposed effective date for this change to the rates for engineering services is November 1, 1999. D. Effective Date for Future Rate Adjustments 1. Current Language: Section I (I) of the Agreement for Engineering Services between the City and Charles Abbott Associates states that the rates for Engineering Services may be adjusted November 1 of each year based upon the change to the Consumer Price Index (CPI) for the twelve (12) month period ending the previous August. Said language requires the City Engineer to provide the City with a request for said change, along with the amount and supportive justification (CPI report) at least forty -five (45) days prior to the November 1 effective date, said date being September 15. 2. CPI Increase Reports: Information regarding the change to the CPI for the twelve month period ending any August 30, is not available until late September. It is not possible, therefore, for the City Engineer to provide the CPI increase information on or prior to the September 15 date required by the Agreement. 3. Change to December 1: In order to enable the City Engineer sufficient time to gather and present the required CPI data, it is recommended that the effective date for any future rate adjustment be changed to December 1. This change will enable the City Engineer to provide the required CPI data to the City at least forty -five (45) days prior to the December 1 effective date. 4. Fee Adjustment: In order to simplify the administration of the subject contract it is also recommended that the effective date of future "automatic" annual fee adjustment also be changed to December 1. 5. Recommended Contract Language Changes: The recommended language changes for changing the above described effective dates is as follows: "Section I(A) General Retainer is hereby revised by adding the following: "Effective in the year 2000, the annual adjustment to the fee for General Retainer Services shall become effective December 1 of that and each subsequent year. engfee99 000112 Rates for Engineering Services October 8, 1999 Page 4 Section I(B) Traffic Engineering Retainer is hereby revised by adding the following: "Effective in the year 2000, the annual adjustment to the retainer fee for Traffic Engineering Services shall become effective December 1 of that any each subsequent year. Section I(I) The Hourly Rates of Engineer a is hereby revised by adding the following: "Effective in the year 2000, the annual adjustment to the rates for Engineering Services as described herein, shall become effective December 1 of that any each subsequent year." RECOMMENDATION Staff recommends that the City Council take the following actions: 1. Approve a 2.4% increase in the rates for Engineering Services to be made effective November 1, 1999. 2. Approve a revision to the Engineering Services Agreement changing the effective date for all future rate adjustments and fee adjustments, to December 1. 3. Authorize the City Manager to execute an Amendment to the Engineering Services Agreement effecting the above described adjustments and changes. Attachments: Exhibit 1: Request ®0®1...3 engfee99 7 CHARLES ABBOTT ASSOCIATES, INC. October 4, 1999 Steven Kueny, City Manager City of Moorpark 799 Moorpark Ave. Moorpark CA, 93021 Dear Steve, As outlined by provisions in our contract for Engineering Services to the City of Moorpark dated March 1, 1991, we will be moderately increasing our retainer fees and fee rates to keep pace with current consumer trends. The proposed increase will be 2.4% as dictated by our current agreement and the Consumer Price Index (attached) for the period August 1998 through August 1999 and will take effect November 1, 1999. Attached is an itemization of the contract categories showing the related fees and hourly rates which will be changing. We understand that the Agreement for Engineering Services specifies that requested increases are to be submitted by September 15. Again, please forgive the late submittal of this request but the Consumer Price Index for August did not become available to me until today. We had requested the CPI in August. This is the earliest that this could have been submitted. We look forward to being of service to the community of Moorpark in the coming year and I would be happy to answer any questions you might have concerning these increases. Sincerely, i r Diri vett Senior Engineer co: Engineering fees, Wayne Loftus, Ken Gilbert, Debbie Traffenstedt, Diana Blunt, Rusty Reed, chron MANAGEMENT AND ENGINEERING PROFESSIONALS 0001:14 371 Van Ness Wziv • Suite 200 • Torrance, CA 90 ;x'11 • (310) 212 - 778 • FAX '310) 212 -0993 • Ei\4AIL INFO 'e+ caa- ONLINE.CO.M Offices itt Apple Vnfle: /, s;clliiozacr. C.,:mar.rilo Sar. Hidden Nil: La,�;m17 'Ji;'frrl, ,�1i. sian Viejo, Moorpark, p.a!o> Verdes Estates, Rancho Paios Verdes, :riverside, Trocr.iunir.r Pains, Yucca Vai cv and Yucaipa innted on ri-cvcred pane. Y II Itemization of Contract Duties & Related Cost Increases II City Engineering Contract Current Monthly Proposed Monthly Service Item Fee/Hourly Rate Fee/Hourly Rate I. A. General Services $2,558 per month $2,619 per month Retainer I.B. Traffic Engineering $403 per month $413 per month Retainer I.C. Plan and Map Checking See Exhibit B for Hourly See Exhibit B for Proposed Rates (attached) Hourly Rates (attached) I.D. Land Development See Exhibit B for Hourly See Exhibit B for Proposed Review Rates (attached) Hourly Rates (attached) I.E. Encroachment Permits See Exhibit B for Hourly See Exhibit B for Proposed Rates (attached) Hourly Rates (attached) I.F. Land Development See Exhibit B for Hourly See Exhibit B for Proposed Inspection Rates (attached) Hourly Rates (attached) I.G. C.I.P. Projects/Misc. See Exhibit B for Hourly See Exhibit B for Proposed Projects Rates (attached) Hourly Rates (attached) I.H. Services by Others See Exhibit B for Hourly See Exhibit B for Proposed Rates (attached) Hourly Rates (attached) I.I. The proposed increase of hourly rates for services provided for in paragraphs C, D, E, F, G and H of the CAA/City Agreement for City Engineering services are shown in the attached Exhibit B. 2 000115 r' A EXHIBIT "B" Hourly Rates Personnel Services Exisiting Rate CPI Multiplier Aug 98 - Aug 99 Proposed New Rate Principal $129 0.024 $132 Project Supervisor (1) $103 0.024 $105 Project Manager $90 0.024 $92 Senior Engineer (2) $98 0.024 $100 Traffic Engineer $85 0.024 $87 Civil Engineer $85 0.024 $87 Associate Civil Engineer $75 0.024 $77 Assistant Civil Engineer $61 0.024 $62 Designer $72 0.024 $74 Senior Draftsman $49 0.024 $50 Draftsman $39 0.024 $40 Engineering Tech. $41 0.024 $42 Construction Administrator $98 0.024 $100 Construction Inspector $62 0.024 $63 Building Official $85 0.024 $87 Senior Building Inspector $68 0.024 $70 Building Inspector $59 0.024 $60 Permit Technican $52 0.024 $53 2- Person Survey Crew $161 0.024 $165 3- Person Survey Crew $202 0.024 $207 Secretarial/Word Processing $36 0.024 $37 (1) Don Winslow (2) Dirk Lovett, Assistant City Engineer Effective 11/1/98 3 Q00:1i67