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Home My WebLink About2019-01-21-Resolutions 19-027_Bond Counsel Engagement AgrTHE CITY OF WAUKEE,IOWA RESOLUTION 19-027 APPROVING AHLERS &COONEY,P.C.,ENGAGEMENT AGREEMENT, 2019 PUBLIC IMPROVEMENT CONTRACT PROCEEDINGS IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WA UKEE,IOWA WHEREAS,the City of Waukee,Dallas County,State of Iowa,is a duly organized Municipal Organization;AND, WHEREAS,City bond counsel Ahlers &Cooney,P.C.,proposes an Engagement Agreement in connection with the preparation of the necessary contract proceedings for public improvement projects commenced in 2019;AND, WHEREAS,City staff finds the proposed flat fee to be reasonable and will allow staff to better estimate project costs by knowing the fee in advance; NOW THEREFORE BE IT RESOLVED by the City Council of the City of Waukee that the Ahlers &Cooney,P.C.,Engagement Agreement,2019 Public Improvement Contract Proceedings,attached hereto as Exhibit A,is hereby approved. Passed by the City Council of the City of Waukee,Iowa,and approved the 21"day of January, 2019. Attest: iam F.P rd,ayor Rebecca D.Schuett,City Clerk RESULTS OF VOTE: Anna Bergman R.Charles Bottenberg Courtney Clarke Shelly Hughes Larry R.Lyon AYE X X X X NAY ABSENT ABSTAIN X HHLER5 CoQNEY Ahlers 8 Cooney,P.C. Altortteys at Law 100 Coun Avenue,Suite 600 Des Moines.lowe 50309-2231 Phone:515-243-7611 Fax:515-243-2149 www.ahlerslaw.corn Maria E Browneli 515.246 0322 mhrownell@ahlerslaw corn .Ianuary 14,2019 lz)PI E-tltl'11f,Nt AtD REGULzt R ttfrzI IL Mr.'I'im Mocrman City Administrator City ol'Waukec 230 W.Hickman Road Waulcee,IA 50263 RIC Engagcmcnt Agreement -2019 Public Improvement Contract Proceedings Dear.Tim: The purpose of this Engagement Agrccmcnt (NAgreemcntk)is to disclose and memorialize tire terms and conditions under which Ahlers &Cooney.P.C.will rcprcsmtt the City of Waukec (the "City")in connection with thc preparation of the necessary contract proceedings for public improvement projects commenced in 2019. SCOPE OF EtNGAGEtstrlKNT When City staf'f requests that we prepare the necessary proceedings for Council aci.ion on public improvement projects in 2019,we will perform the following sm vices: 1.Review the engineer's Notice of Public Hearing and iNotice to Bidders for complirntcc with Iowa law: '2.Prepare leuers of instructions for Council proceedings: 3.Ansvtcr questions rand advise City staff and Council throughout thc public intprovement contract (bidding and letting)process; 4.Prepare Notices of Meetings and partial agcnd;ts 5.Prepare proceedings 661d documents for initiation of the public intprovement project, itlclti(liltgi a.Resolution orderin«construction of certain public improvcmcnts,and 1 ising a date 1'or herning thereon and taking of bids theret'or tvtt 'I I S se —IBBBI Dull NBI-O fiAIEP —3993I Skk s St P'-190 'S P.PEP I ekltklrllEA S 9 'IPNPF'I '9NN s,'INH:;1.CPNI'Eetk k At IEPB F C IO IE"~9'0 ~A I .:.Ct PN '.DOPA BPB.AIN lk,HAPNE B SINN'39IE:A'I res,Cte IF..Dormklt 9.HAVE.SV I 'S AN NIP,P C.-'c .Ianuary 14.019 6.Prepare proceedings to bc used on thc d'ati'lixed for thc hca11ng on thc proposed plans.specifications.Contract,and estimated total cosL ol'thc public il'npi'ovcnicnt project.including: a.Resolution adopting plans,specifications,f'orm oi contract and estimated cost b.Resolution making av'ard of contract c.Resolution appi'oving conti'Bct anti boncl. 7.Prq&arc proceedings to be usc(l upon completion of the public improvement project. including: a.Rcsoltttiotl acccptii'Ig public in1pI'ovcnicnts Our Liuties under this particular engagement are limited to those expressly set forth above. Absent a separate engagement agreemcnt regarding one or more of thc followin&g services,our duties under this Agrccmcnt do not include: l.Dcfcnciing any Icgal challenges RI oi'BI'ising&out of the paiaicuiar public improvement p&oject; 2.Rcviciving.revising&01'negotiating 1hc City s conti'BctLVIth outsiclc const111ants- m chitccts or cnginccrs; Reviewing Luid revising thc terms and conditions oi'the City&a contract I'or construction of the public hmprovcmeiits;and 4.Any bond (financei relatccl services. Please bc advised tha1 we rccomnu nci that the City have legal counsel review all pub!ic intprovcment contracts 'nid outside professional consultant (M'chitccts and engineers)contracts vveli in advance of posting thc Notice to Bidders and publication of the Notice ol Public I-leering I'or each particular project.The standard form contracts commonly used for public improvement conti'acts Burl pi'ofcssional coflsLIhant conu &ICIB Lfo not pix&vi&ie sufficirait protection for nninicipai ovvners in the event disputes arise concerning workmanship,delay.payment..and 'or design related issues. ATTORNEY-CI IENT RELATIONSIIIP Upon cxcctuion of this Agreetncnt,the City Lvi!I bc our clieau and an attorney-cliem relationship v&ill exist between us for public improvement projects commenced in 2019 for which the City staff rctfucsts CLII''assistance.OLB'services mc limitedi to those contracted for in this letter anti the City's execution ol'this Agrccmcnt Lviii constitute an ack1101viedg&ement of' those limitations.Our represmitation of'thc City and thc attorney-client rcl&stionship established by this A&*reeuncnt Lviif bc conciuderl upon par ment of our final invoice. .Iamiary 14.2010 I'agc 3 EEES Wc Lvill continue to charge a flat lee of'$1&g00 prn project for scrviccs rendered unclcr this Agrccmcnt.If wc determine that an adjustment oF oiu fbc is necessary.v e will acr ise you. Such adju»!ment mi&'ht be ncccssary in thc cvenl that unusual or un Forcsccn cll'cLnllslanccs aidsc Lvhich requil'c B signific&mt increase in the services rcndciccl&such as thc rcjcction of all bids anti thc need Lo re-hid.personal attendance.at mccting»or unexpected revision of thc above rcl'crenced documents.Typically,personal attendance at Council mu.ting»is not necessary in order to provide the services outlined above.We will,holvever,attend Council meetings in thc event that.circumstances rcquirc.In addition to the fiat fee quoted above.we will bill thc City for all expenses incurred on ius behalf,such &1s flhotocopying,dclivcries&mid other related expenses.Wc cstinlate that such charges will not exceed $100.Wc v&ill contact you prior to incur!ing expcn»cs that exceecl that mllount. Our statement for services and expenses !vill be sent after the hearing&on thc plans, specifications.foun ol'contract and estimate of cost»is held.Payment is due and payable within thirty (30)days oi'receipt of the invoic&.. If,f'or any reason.the City tcrminatcs ihc engagement governed by this Agrccmcnt hei'ore a particular public improvcmcnt con!lect is awarded or,if a particular project is cancelled.Lvc will bill tb&.City I'or the services rc!tdcrcd as of'the dale ol termination based on thc hourly rates of those who provided services,The fec charged by the Firm for this representation will be based in pari on the current hourly rate of Lhe person performing the service al thc Lime services arc performed.We will also bill you fol'Bll expenses Lvc have incurrecl as outlined above.Icky 201')hourly rate is $220.Services performed on your behalf by I&'g!11 assistants will bc billed at $12$per hour.Th&Ilirm's billing rates Bre revielvcd,ancl sometimes revised,annually in ,Imluary.Accordingly,these rates are subject to change in January of each year and we expect to submit 'B ncw Bgrccnlcnt for thc Council&s consideration anmlally at that Lime. RECORDS At the City's request.any do&a!ments furnished by the City will be returned promptly upon receipt of payment for outstanding fees and client.charges.Our own files,includin«lawyer work pl'ou!Ich pci'tan1i!lg io Ihc aoovc irclci'cllccd project LL ill bc rctainc&l by us.Eor v&n ious I'casons.hlclticllng Ihc nlinlnll/Btlol'I of Lnlncccssarv stol'Bgc cxpcnscs,vvc I'cscl vc ihc I'iglu to clisposc of'&uly documents or other nlaterial retained hy us after the termination ol this cnuagcnlcnt. .Ianuary 14,201&) Page 4 APPROVAL Please carel'ully review thc terms and conditions of this Agreement.If this Agreement accurately reflects thc terms of this particular nigagement,please obtain approval hy the city council,and execute,date and return to me the enclosed copy of this Agreenient. Please retain the original for your file. If you have questions regarding any aspect of thc above or our representation,please do not hesitate to contact me.As always,we appreci'ite the oppo(%unity to represent the City of Waukee and we loo1&foi)vard to ivorking ivith you on the City's 2019 public improvement projects. Verv trulv vours AHI.I;RS (I&COONEY.P.C he~@tAfA Maria E.Brovvnclt ML)B:acs cc;Rudy Koester.Director ot'Public Vforl&s Rebecca D.Schuett,City Clerk Dated:0 1 sI I A I Accepted and approved on behoof the City Council'~,'i I it '~)avol' 'A Ih )%l t~ilq:»)trodi )'(")))I 20i 9. i)ppl'oven on DI ())s ls)74-I'"19)8 ll()0