City of Palmer Action Memorandum No. 18-003 Subject: Authorize the City Manager to Negotiate and Execute a Three (3) year Contract with Two (2), One (1) year Extensions with HDL Engineering Consultants, LLC the selected Consulting Engineering Firm for the Engineering Services for Ongoing Planning and Capital Improvement Projects at the Warren Bud Woods Palmer Municipal Airport from the Request for Proposal #17-01PAQ Agenda of: January 9, 2018 Council Action: Approved Amended: Defeated/Failed Originator: City Manager Wallace Originator Information: Department Review: Route to: Department Director: Signature: Date: Community Development X Finance 12/22/17 Fire Police Public Works Approved for Presentation By: Signature: Remarks: City Manager City Attorney City Clerk Certification of Funds: Total amount of funds listed in this legislation: $ 0.00 This legislation ( ): Creates revenue in the amount of: $ Creates expenditure in the amount of: $ Creates a saving in the amount of: $ X Has no fiscal impact Funds are ( ): Budgeted Not budgeted Line item(s): Director of Finance Signature: City of Palmer, Alaska: AM No. 18-003 Page 1 of 2
Attachment(s): Proposed Rate Schedule HDL 5 Year Proposal Summary Statement: A Request for Proposal (RFP) was issued by the City on November 20, 2017 to provide for the anticipated planning and engineering services needed over the next 5 years at the Airport. The City received 18 requests from associated firms for the RFP package, but the City received only one final proposal. As the sole proposer and meeting the RFP qualifications, HDL Engineering Consultants, LLC has been selected for the Engineering Services needed for future Ongoing Planning and Capital Improvement Projects at the Warren Bud Woods Palmer Municipal Airport. The anticipated scope of possible project(s) for this Request for Proposal includes but is not limited to the following: Pavement Maintenance Project(s) 2018 and beyond Snow Removal Equipment Purchases 2018 and 2020 Taxiway N and Interlinks Design 2019 GA Aircraft Wind Barrier Design and Construction 2019 Acquire Avigation Easements 2020 Taxiway N and Interlinks Construction 2021 Construction of Sand Storage Building and Other Building Projects 2022 Construction of Aircraft Electrical Outlets 2022 Aviation, Civil, Electrical, Structural and Mechanical Related On Call Engineering Services - Ongoing Attending Airport Advisory Commission Meetings on an As Needed basis HDL will assist the City in all aspects of acquiring and administrating all Federal Aviation Administration (FAA) grants associated with these projects. HDL will prepare complete FAA AIP planning grant application packages including all forms, attachments, supporting documents, designs, plans and specifications in accordance with FAA Advisory Circulars to provide complete packages that will be accepted by the FAA. HDL will coordinate with the FAA and track the grant applications and assist with providing any follow-up information requested by the FAA. Many of the above projects are AIP grant eligible and each project will require separate City Council approval and appropriate FAA funding with match if applicable. An Independent Fee Estimate will be required by the FAA on all projects funded by the FAA over a certain threshold. This RFP and PSA contract will eliminate the need for separate RFP s year after year for the next five years saving time and money and will provide the City with constancy and stable engineering services. Administration s Recommendation: To approve Action Memorandum No. 18-003 for the execution of a Professional Services Agreement (PSA) Contract with HDL Engineering Consultants, LLC. City of Palmer, Alaska: AM No. 18-003 Page 2 of 2
December 28, 2017 Frank Kelly, Airport Superintendent City of Palmer 231 W. Evergreen Avenue Palmer, Alaska 99645 CIVIL ENGINEERING GEOTECHNICAL ENGINEERING TRANSPORTATION ENGINEERING ENVIRONMENTAL SERVICES PLANNING SURVEYING & MAPPING CONSTRUCTION ADMINISTRATION MATERIAL TESTING RIGHT-OF-WAY SERVICES RE: Proposed Rate Schedule Proposal #17-01 PAQ Engineering Services for Ongoing Planning and Capital Improvements at the Warren Bud Woods Palmer Municipal Airport Dear Mr. Kelly: HDL Engineering Consultants, LLC (HDL) is pleased to have been selected as the most qualified firm to provide engineering services to Palmer for the Airport. We propose to provide services on a time and expenses with a not-to-exceed budget or on a lump sum basis, as negotiated for each requested task. For time and expenses work, we propose to provide services at our published hourly labor rates in effect at the time of the task order approval, with reimbursement for subconsultants and expenses at cost plus 10%. HDL currently holds greater than 15 term contracts with entities such as the Municipality of Anchorage, City of Homer, Matanuska-Susitna Borough, and Doyon Utilities with these terms. Our hourly rates for each individual are reviewed bi-annually and are adjusted based on changes in the cost of doing business, the largest of which is labor, followed by health care and rent. Labor costs vary as our staff receive periodic pay rate adjustments based on changes in experience, qualifications, performance, and cost of living. As you know, the cost of health care is volatile and has risen dramatically over the past several years. Our long-term office leases contain annual incremental increases, which are then renegotiated periodically. We strive to contain our costs; however, hourly rate adjustments are sometimes necessary. Hourly billing rates for HDL staff are in $5 increments to allow minor changes in staff pay rates without necessarily changing billing rates and impacting project budgets. Attached is our 2018 rate schedule by position, which shows the range of hourly rates that our clients may be billed for a given staff position. Hourly billing rates (effective 1/1/2018) for the key staff identified in our response to the Request for Proposals and for select support staff that we expect to be heavily involved with Palmer projects are as follows: Anchorage 3335 Arctic Boulevard, Suite 100, Anchorage 99503 907.564.2120 Mat-Su 202 West Elmwood Avenue, Palmer 99645 907.746.5230 Kenai Peninsula 10735 Spur Highway, Suite 1B, Kenai 99611 907.283.2051
RE: Proposed Rate Schedule, RFP #17-01PAQ December 28, 2017 Page 2 of 2 Employee Position Code Billing Rate David Lundin, P.E. Principal Civil Engineer E29 $175 Tor Anderzen, P.E. Aviation Engineer E19 $125 Steve Reed, P.E. Civil Engineer E21 $135 Mark Swenson, P.E. Principal Civil Engineer E28 $170 Heather Campfield Environmental Services Manager E26 $160 Scott Hattenburg, P.E. Senior Aviation Engineer E30 $180 Tae Voight, EIT Engineering Assistant E15 $105 Owen Means Senior Environmental Specialist E15 $105 Tim Creary Senior Drafter/Designer E16 $110 We will submit our hourly billing rates annually for inclusion in the Professional Services Agreement by addendum. Thank you for your confidence in HDL and we look forward to continuing our work with you. Please contact me if you have any questions. Sincerely, HDL Engineering Consultants, LLC David Lundin, P.E. Contract/Project Manager attach: 2018 Rate Schedule H:\proposals\87-156 Palmer Airport Term Contract (COP)\Fee Proposal\PAQ rate proposal 12282017r1.docx
2018 RATE SCHEDULE Straight-time Rate Range ($/hr) Overtime Rate Range ($/hr) Code Range Civil Engineering Engineering Assistant (Civil) E07 - E15 65-105 90-140 Sr Engineering Assistant (Civil) E14 - E18 100-120 135-155 Civil Engineer E14 - E21 100-135 N/A Construction Project Engineer E20 - E26 130-160 N/A Sr Civil Engineer E19 - E30 125-180 N/A Principal Civil Engineer E24 - E30 150-180 N/A Aviation Engineer E14 - E21 100-135 N/A Sr Aviation Engineer E19 - E30 130-180 N/A Geotechnical Engineering Geologist Assistant E02 - E07 40-65 55-90 Geologist E07 - E13 65-95 90-125 Sr Geologist E14 - E19 100-125 N/A Principal Geologist E26 - E29 160-175 N/A Engineering Assistant (Geotech) E07 - E14 65-100 90-135 Geotechnical Engineer E14 - E20 100-130 N/A Sr Geotechnical Engineer E19 - E29 125-175 N/A Geotechnical Services Manager E24 - E29 150-175 N/A Engineering Support Engineering Technician E02 - E10 40-80 65-110 Drafter/Designer E04 - E13 50-95 70-125 Sr Drafter/Designer E14 - E18 100-120 135-155 Inspector E06 - E09 60-75 80-100 Sr Inspector E10 - E18 80-120 110-155 Environmental Services Environmental Specialist E05 - E14 55-100 75-135 Sr Environmental Specialist E12 - E20 90-130 120-165 Environmental Services Manager E24 - E29 150-175 N/A Real Estate Services Right of Way Agent E07 - E16 65-110 90-145 Sr Right of Way Agent E17 - E28 115-170 N/A Surveying Survey Technician S01 - S13 35-95 50-125 Sr Survey Technician S14 - S16 100-110 135-145 Land Surveyor S12 - S19 90-125 120-160 Sr. Land Surveyor S20 - S29 130-175 N/A Survey Manager S25 - S29 155-175 N/A 1-person Crew SC-1 150 195 2-person Crew SC-2 210 275 3-person Crew SC-3 285 370 Administrative Support Administrative Assistant E01 - E13 35-95 50-125 Expeditor E01 - E06 35-60 50-110 Human Resource Generalist E10 - E14 80-100 110-135 IT Support Technician E06 - E10 60-80 80-110 Technical Writer E12 - E18 90-120 N/A Accounting E05 - E15 55-105 75-140 Accounting Manager E12 - E18 90-120 N/A 1 of 2
2018 RATE SCHEDULE NOTES: If contractual, overtime will be applied and calculated for time worked over (8) hours per day and (40) hours per week, as well as time worked on weekends and holidays. Direct reimbursable expenses such as travel, freight, reproduction and photography, and subcontracts will be billed at cost plus 10%. Truck Rental is at a rate of $80.00 per day; no markup. SURVEY NOTES: Field crew rates shown above include GPS and conventional survey equipment; portable computers; and transportation costs including vehicle, within the Anchorage Bowl. Special equipment or special transportation costs will be charged separately as approved by the client. Permanent monuments and special materials will be billed at actual cost plus 10%. When out of the Anchorage or Palmer/Wasilla areas, mobilization, transportation, living expenses, and other expenses will be billed at the actual cost plus 10%. 2 of 2