09 - Interim City Engineer Services AgreementItem No. 9
Memorandum
TO: Mayor & City Council
FROM: Grayson Path, City Manager
SUBJECT: Interim City Engineering Services
DATE: November 9, 2020
BACKGROUND:
With the recent resignation of Carla Easton as City Engineer, the City Manager went to work
identifying a local firm that can serve the City as Interim City Engineer in order to address
engineering -related issues, as needed. Such issues include Preliminary Plat review, Final Plat
review, subdivision regulation consultation, utility/street in -the -field issues, etc., all as needed
given City Staff are taking on as much as possible and to minimize expense. This relationship
would exist until a permanent solution is found for the City Engineer role.
STATUS OF ISSUE:
The City Manager has approached Hayter Engineering, located in Paris, to serve as Interim City
Engineer. The City has a long and successful history with Hayter Engineering, and given they
office in Paris, this provides convenience with meeting, working together, examining issues in the
field, etc. They are familiar with our ordinances and processes, making them a logical choice to
jump right in and get started. In lieu of the City Council's review tonight, Hayter — by the City
Manager's request — has already assisted the City with reviewing several plats needed for this past
Monday's Planning and Zoning Meeting and tonight's City Council meeting.
A simple agreement has been developed and is ready for the City Council's approval tonight.
Given Hayter Engineering is a local firm, we will, and have, run in to situations where a conflict
exists. For example, Hayter Engineering has prepared one of the Preliminary Plats on tonight's
agenda. Therefore, to address these situations, the City Manager decided to approach a non -local
engineering firm to make sure this situation does not happen again. This engineering firm is KSA
Engineering and an agreement will be brought to you when ready.
BUDGET:
The Agreement is hourly with rates listed under Exhibit A.
OPTIONS:
1. Approve the Professional Services Agreement with Hayter Engineering for Interim City
Engineering Services and authorize the City Manager to sign.
2. Request edits or additional information to the proposed agreement.
3. Request that other firm(s) be approached.
4. Reject working with a third party engineering firm for city engineer services and advise
the City Manager.
RECOMMENDATION:
Approve the Professional Services Agreement with Hayter Engineering for Interim City
Engineering Services and authorize the City Manager to sign.
PROFESSIONAL SERVICES AGREEMENT
Date: October 20, 2020
............ . .. .. . ... . .. -
Client: Citv of Paris
PO-Plox'90131171
Paris, TX 75461
Telephone: 903.784.9202
Email: Spath&°stexas.gov
Project Name/Location: City of Paris - Mumcii, al, Enineerin� Services
...... .. ........... . . ...... . . . .. ........ . , - - - - — - ------
Scope/Intent and Extent of Services: Provide Municipal �� EnLineering Services, as re(, uested,
.. ........ "- I-- � q a111-1-111111111 - - - - ---------- -1 --------- .... . .... time
. . ....... . ......... � Y"
in Vqith,,, by the Cii v. Services shall be on an as needed basis, for a I
-1-1- ---- I — - - - -- ................... . .. . .. . .. ............ 94 of time to be
determined by the City.
Fee Arrangement: 0 Hourly 0 Hourly, Not To Exceed $
0 Lump Sum: 0 Other
Retainer Amount. N/A
Information To Be Provided By Client: As available for each assignment
Special Terms, Deadlines, Comments, Etc.:
Offered By:
HAYTER ENGINEERING, INC.
ENGINEER
S�gnalure Date
Michael J. Dorman, P.E./President
. . . ...........
Printed Name/Tide
N/A
Lei I WWJ 0 W I R
CLIENT
.Signature Date
Grayson Path/Cit-K Mank�;q
dNa'm,
firi�ie' ' ' el T -it -le
The Terms and Conditions on the following page of this form are apart of this Agreement.
"Terms and Conditions
I . Inform i n Su VAied B,, Others: The ENGINEER shall he entitled to rely upon and use all such information and services provided by CLIENT
A r others designated by CLIENT in performing the ENGINEER'S services undithout further verification by the ENGINEER.
CLIENT shall ensure access for the ENGINEER to properties as necessary for performance of the ENGINEER'S work; provide legal counsel,
accountants, insurance consultants, financial advisors or other similar specialists as required for the project, and provide all criteria and full
information as to CLIENrS requirements for the project.
'41 MUMV MIALIMIA4011)
any errors, omissions or inconsistencies in the ENGINEEWS Instruments of Service.
17. In an effort to resolve anv conflicts that arise during the design and construction of the Projector following the completion of the Project, tM,
Client and the Consultant agree that all disputes between them arising out of or relating to this Agreement or the Project shall be submitted
nonbinding mediation. I
EXHIBIT A
Schedule of Per Diem Rates
January 20, 2020
Personnel Hourly Rates
Principal
180.00
Project Manager
155.00
Project Engineer
125.00
Design Engineer II
115.00
Design Engineer I
105.00
Senior CAD/Survey Technician
85.00
CAD Technician II
70.00
CAD Technician I
60.00
Senior Administrative Assistant
80.00
Administrative Assistant
70.00
On -Site Observer
80.00
Surveyor
145.00
Survey Technician II
65.00
Survey Technician I
45.00
Survey Crew - 2 Man Party
110.00
Survey Crew - 3 Man Party
160.00
Survey Crew —1 Man GPS
100.00
The schedule of per diem rates will change January 1, 2021. New schedule will be provided at that
time. Time billed for per diem rate services shall be in minimum increments of/a hour.