HomeMy WebLinkAbout2016-02-02-J01C 2016 Ahlers Scope of Engagement AGENDA ITEM:
CITY OF WAUKEE, IOWA
CITY COUNCIL MEETING COMMUNICATION
MEETING DATE: February 2, 2016
AGENDA ITEM: Consideration of approval of approval of a resolution approving Ahlers
& Cooney, P.C., Engagement Agreement, 2016 Public Improvement
Contract Proceedings
FORMAT: Consent Agenda
SYNOPSIS INCLUDING PRO & CON: The proposal of the flat fee of $1,800 is the same
as was presented by Ahlers & Cooney in 2014 and 2015 for the same
services.
FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS: $1,800.00
COMMISSION/BOARD/COMMITTEE COMMENT:
STAFF REVIEW AND COMMENT: Staff has reviewed the Engagement Agreement for
2016 Public Improvement Contract Proceedings, presented by Ahlers &
Cooney PC, and recommends approval of the agreement.
RECOMMENDATION: Approve the resolution.
ATTACHMENTS: I. Proposed Resolution
II. Scope of Engagement
PREPARED BY: Becky Schuett
REVIEWED BY:
PUBLIC NOTICE INFORMATION –
NAME OF PUBLICATION:
DATE OF PUBLICATION:
THE CITY OF WAUKEE, IOWA
RESOLUTION 16-
APPROVING AHLERS & COONEY, P.C., ENGAGEMENT AGREEMENT,
2016 PUBLIC IMPROVEMENT CONTRACT PROCEEDINGS
IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE, 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 2016; 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, 2016 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 2nd day of February,
2016.
____________________________
William F. Peard, Mayor
Attest:
___________________________________
Rebecca D. Schuett, City Clerk
ROLL CALL VOTE AYE NAY ABSENT ABSTAIN
Shane Blanchard
Brian Harrison
Shelly Hughes
Larry R. Lyon
Rick Peterson
/ft flï"'åT:FtrtrNEY
Ahlers & Cooney, P.C.
Aftorneys at Law
100 Court Avenue, Suite 600
Des Moines, lowa 50309-2231
Phone: 515-243-7611
Fax: 515-243-2149
www.ahlerslaw.com
James R. Wainwright
515.246.0319
jwainwrig ht@ahlerslaw. com
January 27,2016
T/A E-MAIL AND REGULAR MAIL
Mr. Tim Moerman
City Administrator
City of V/aukee
230 W. Hickman Road
Waukee,lA 50263
RE: Engagement Agreement - 20t6 Public Improvement Contract Proceedings
Dear Tim:
The purpose of this Engagement Agreement ("Agreement") is to disclose and
memorialize the terms and conditions under which Ahlers & Cooney, P.C. will represent the City
of V/aukee (the "City") in connection with the preparation of the necessary contract proceedings
for public improvement proj ects coÍrmence d in 20 I 6.
SCOPE OF'ENGAGEMENT
When City staff requests that we prepare the necessary proceedings for Council action on
public improvement projects in20l6, we will perform the following services:
1. Review the engineer's Notice of Hearing and Letting for compliance with Iowa law;
2. Prepare letters of instructions for Council proceedings;
3. Answer questions and advise City staff and Council throughout the public
improvement contract (bidding and letting) process;
4. Prepare Notices of Meetings and partial agendas
5. Prepare proceedings and documents for initiation of the public improvement project,
including:
a. Resolution ordering construction of certain public improvements, and fixing a
date for hearing thereon and taking of bids therefor
WSHARD&BArLy-1888;GuERNsEy&BArLy-l893iBArLy&STrpp-1901;STrpp,PERRY,BANNrsrER&STARZTNGER-l9l4iBANNrsrER,CAFPENTER,
AHLERS & CooNE/ - 1950; AHTERS, CooNEy, DoRWETLER, ALLBEE, HAYl\¡rE & S[4rrH - 1974i AHLERS, CooNEr, DoRWETLER, HAyNrE, SM|TH & ALI-BEE, P.C, - 1990
January 27,2016
Page2
6. Prepare proceedings to be used on the date fixed for the hearing on the proposed
plans, specifications, contract, and estimated total cost of the public improvement
project, including:
a. Resolution adopting plans, specifications, form of contract and estimated cost
b. Resolution making award of contract
c. Resolution approving contract and bond.
7. Prepare proceedings to be used upon completion of the public improvement project,
including:
a. Resolution accepting public improvements
Our duties under this particular engagement are limited to those expressly set forth above.
Absent a separate engagement agreement regarding one or more of the following services, our
duties under this Agreement do not include:
1. Defending any legal challenges to or arising out of the particular public improvement
project;
2. Reviewing, revising, or negotiating the City's contract with outside consultants -
architects or engineers;
3. Reviewing and revising the terms and conditions of the City's contract for
construction of the public improvements; and
4. Any bond (finance) related services.
Please be advised that we recommend that the City have legal counsel review all public
improvement contracts and outside professional consultant (architects and engineers) contracts
well in advance of publication of the Notice of Hearing and Letting for each particular project.
The standard form contracts commonly used for public improvement contracts and professional
consultant contracts do not provide sufficient protection for municipal owners in the event
disputes arise concerning workmanship, delay, payment, and I or design related issues.
ATTORNEY.CLIENT RELATIONSHIP
Upon execution of this Agreement, the City will be our client and an attorney-client
relationship will exist between us for public improvement projects commenced in 2016 for
which the City staff requests our assistance. Our services are limited to those contracted for in
this letter and the City's execution of this Agreement will constitute an acknowledgement of
those limitations. Our representation of the City and the attorney-client relationship established
by this Agteement will be concluded upon payment of our final invoice.
January 27,2016
Page 3
FEES
We will charge a flat fee of $1,800 per project for services rendered under this
Agreement. If we determine that an adjustment of our fee is necessary, we will advise you.
Such adjustment might be necessary in the event that unusual or unforeseen circumstances arise
which require a significant increase in the services rendered, such as the rejection of all bids and
the need to re-bid, personal attendance at meetings or unexpected revision of the above
referenced documents. Typically, personal attendance at Council meetings is not necessary in
order to provide the services outlined above. We will, however, attend Council meetings in the
event that circumstances require. In addition to the flat fee quoted above, we will bill the City
for all expenses incurred on its behalt such as photocopying, deliveries, and other related
expenses. We estimate that such charges will not exceed $100. We will contact you prior to
incurring expenses that exceed that amount.
Our statement for services and expenses will be sent after the hearing on the plans,
specifications, form of contract and estimate of costs is held. Payment is due and payable within
thirty (30) days of receipt of the invoice.
If, for any reason, the City terminates the engagement govemed by this Agreement before
a particular public improvement contract is awarded or, if a particular project is cancelled, we
will bill the City for the services rendered as of the date of termination based on the hourly rates
of those who provided services. The fee charged by the Firm for this representation will be
based in part on the current hourly rate of the person performing the service at the time services
are performed. V/e will also bill you for all expenses we have incurred as outlined above. My
2016 hourly rute is $275. 'Work performed by associates will be billed at $210. Services
performed on your behalf by legal assistants will be billed at $115 per hour. The Firm's billing
rates are reviewed, and sometimes revised, annually in January. Accordingly, these rates are
subject to change in January of each year and we expect to submit a new agreement for the
Council's consideration annually at that time.
RECORDS
At the City's request, any documents furnished by the City will be returned promptly
upon receipt of payment for outstanding fees and client charges. Our own files, including lawyer
work product, pertaining to the above referenced project will be retained by us. For various
,.usorrr, including the minimizationof unnecessary storage expenses, we reserve the right to
dispose of any documents or other material retained by us after the termination of this
engagement.
January 27,2016
Page 4
APPROVAL
Please carefully review the terms and conditions of this Agreement. If this Agreement
accurately reflects the terms of this particular engagement, please obtain approval by the
ciúy council, and execute, date and return to me the enclosed copy of this Agreement.
Please retain the original for your file.
Ifyou have questions regarding any aspect ofthe above or our representation, please do
not hesitate to contact me. As always, we appreciate the opporfunity to represent the City of
IVaukee and we look forward to working with you on the City's 2016 public improvement
projects.
Sincerely,
AHLERS & COONEY, P.C.
cc: John Gibson, Director of Public Works
Rebecca D. Schuett, City Clerk
Accepted and approved on behalf of the City Council*
Dated:
Mayor
*Authorized by Resolution \ Motion
2016.
approved on
0t20'n79-1ur938-000
By:
Title: