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Home My WebLink About8.e. Consulting Contract Approval - Dean JohnsonCITY OF ROSEMOUNT EXECUTIVE SUMMARY FOR ACTION CITY COUNCIL MEETING DATE: MARCH 19, 1991 AGENDA ITEM: AGENDA SECTION: CONSULTANT CONTRACT - DEAN JOHNSON NEW BUSINESS PREPARED BY: AGENDA N(. M 8E STEPHAN JILK, CITY ADMINISTRATOR ATTACHMENTS:AP OVE BY: PROPOSED AGREEMENT, MEMO This item consists of the consideration for an agreement for ongoing consultant services to be provided by Dean Johnson. These services would be, in effect, of two varieties: 1. On going - day to day during an interim period when no one in house planning staff is available. 2. Project by Project - for special individual projects such as a major development, Koch Refining expansion, University of Minnesota development. RECOMMENDED ACTION: Motion to approve the proposal for services to be provided by Dean Johnson, DBA Resource Strategies Corporation and to direct staff to draft a formal contract for approval. COUNCIL ACTION: Approved. 6?ity of osernount P.O BOX 510 2875 -145TH ST. W. ROSEMOUNT. MINNESOTA 55068 612-423-4411 TO: Mayor Napper Council Members Klassen, Oxborough Willcox, Wippermann FROM: Stephan Jilk, City Administrator DATE: March 15, 1991 RE: Consulting Services - Dean Johnson At the direction of City Council I have taken the opportunity to work with Dean Johnson to draft a proposal which allows Dean to provide services to the city in the area of planning. In the time period from Dean's last day on March 22, 1991 until we have someone new in place as our Director of Planning we will have no one in house to handle our planning needs. These needs include the day to day handling of questions from developers, questions in house from staff on ongoing developments and issues relating to planning and zoning issues and assistance for new projects which come in which require planning expertise. This initial period will hopefully end around the first of May when I hope we will have a new "Director of Planning" on board. From that period on, for about six weeks, I would envision a time where we could very easily utilize assistance in the form of additional in house support on ongoing projects and a historical perspective on the many projects we have on the board and in progress. This would allow the new person to pick up speed without getting totally overwhelmed with the workload we have and it will provide the staff to continue providing some semblance of service to the public. The proposed agreement attached provides for a two phase program. The first phase, March 22 - May 3 requires Dean to provide 25 hours per week in house (at City Hall) service, attendance at planning commission meetings and regular office hours, with an option to utilize him up to 40 hours a week. The second phase requires 15 hours a week at City Hall. The rate for these hours will be $55 per hour. If additional hours beyond these, 40/week in the first phase and 15 during the second phase are required the rate will be as shown on the last page of the contract. Consultant Contract - Dean Johnson Page 2 These additional hours would, if needed, be typically required on special projects which in most, but not all, cases be reimbursable from the projects such as USPCI. I believe the services Dean will provide are absolutely essential and the proposal is a fair one. I recommend its approval and I would be pleased to discuss it further with you. March 13, 1991 Mr. Stephan Jilk City Administrator City of Rosemount 2875 145th Street West Rosemount, MN 55068 RE: Proposal for City Retainer/Consulting Services Dear Mr �k: In response to the City's interest in securing consulting services in the areas of planning and development, I submit the following proposal for your consideration. Based upon our conversations, it is my understanding the City would prefer guaranteed levels of service, for a specified period of time, as well as the option for additional services. To this end, I submit the following proposal. SCOPE OF SERVICES I. Basic Services A. Contract period March 24 - May 3, 1991 1. The parties agree to a weekly guarantee of twenty-five (25) hours of professional services provided to the City by the contractor. A maximum of forty (40) hours per week of service may be provided. 2. The contractor will establish "regular" office hours at the City Hall, as mutually agreed upon by the City Administrator and contractor. office hours will generally be set up daily between the hours of 10:00 a.m. and 3:00 p.m. 3. There are no scheduled absences planned during the contract period. In the event of illness & other unscheduled personal absence, the "regular" office hours may be waived and the billing rate will be based upon actual hours rather than the minimum hours guaranteed. B. Contract Period May 6 - July 19, 1991 1. The parties agree to a weekly guarantee of fifteen (15) hours of professional services provided to the City by the contractor. - 2. The City Administrator and contractor will mutually schedule "regular" office hours, at a later date. 3. The contractor is allowed a maximum of three (3) weeks of scheduled absence during the contract period. Scheduled absences require fifteen (15) day advance written notice. Scheduled or unscheduled absences, such as illness or other personal absences, will allow a waiver to the "regular" office hours and require billings to be based upon actual hours rather than the minimum hours guaranteed. C. The basic services provided to the City include but are not limited to the following: 1. appointments with residents, businesses, developers and/or agencies for all planning and development matters affecting the City; 2. preparation of reports and development review on matters requiring action by the Planning Commission; 3. preparation of reports and development reviews on matters requiring action by the City Council and Economic Development Authority, as specifically directed by the City Administrator; 4. coordination of planning and development matters with other City employees and consultants or outside agencies; 5. coordination of Planning Commission meeting Agendas and meeting materials; 6. attendance at Planning Commission meetings; 7. assistance and/or coordination of activities related to the revision of the Comprehensive Guide Plan, as requested. 2 D. The payment for basic services shall be $55.00 per hour, plus mileage and expenses. Hours billed will not include travel time to and from the Rosemount City Hall for any trips involving "regular" office hours. The City shall furnish all secretarial and support services to the contractor for the services identified herein as basic services. Payment shall be in full on a monthly_ basis, upon receipt of an invoicefrom the contractor, and according to normal disbursement procedures of the City. II. Additional Services A. The City and contractor may agree to services in addition to those outlined as basic services in Section I. Additional services include special projects, meetings or,hours in excess of the maximum guaranteed hours of basic services. B. Compensation for additional services will be based upon the following: Principal Secretarial Mileage Expenses $85/Hour $30/Hour 26G/Mile As Documented I truly appreciate the opportunity to submit this proposal and the prospect of continuing the opportunity to provide service to the City of Rosemount. Upon acceptance of this proposal, I would recommend executing a contract for service. Sincerely, Dean R. Johnson, Principal Resource Strategies Corporation 3