R98-124 ACCEPTING AND AUTHORIZING AN AGREEMENT

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Page 2 . . potential conflicts of interest; and proposed fees for the requested services. A preference list of the flrms was made after the review of the SIQ's. The order of preference is as follows: Homer L. Chastain& Associates, LLP Blank, Wesselink, Cook& Associates, Inc. Bainbridge-Gee-Nfilanski & Associates, Inc. Phillip W. Cochran Consulting Engineer SKS Engineers, Inc. As services are needed by the Engineering Division a work order will be discussed with the first preferred firm (Chastain) and an estimated cost of doing the work determined. In the event of a conflict of interest, the firm indicated it could not complete the work in the specified time frame, or the estimated cost was judged unacceptable, staff would then proceed to discuss the work with the remaining firms, in order of preference, until a satisfactory agreement is obtained. This situation is not expected to occur very often. The approval of each work order will be done in a manner consistent with City expenditure policies. The funds for the work that may have to be done will either be paid for from the Division's line operating account for professional services or charged to a specific project if directly applicable. An "Agreement for Professional Services" between the City and Homer L. Chastain & Associates, LLP has been prepared (copy attached). The agreement outlines the basic responsibilities of each party, conditions of the agreement and the billing rates for various services. In addition, a "Project Work Order Release" form is included for use in directing and tracking individual work requests to Chastain. The time frame that these services will be needed is uncertain. It is not expected that any cunent staff members will become licensed as a Professional Land Surveyor. This matter will have to be evaluated to determine the relative cost to the City to have a licensed Professional Land Surveyor on staff as opposed to contracting out this professional level of service. It is recommended by staff that the City Council approve the attached resolution awarding a professional services agreement with Homer L. Chastain & Associates, LLP to provide professional surveying services to the City and authorizin�the Mayor to execute the agreement. City staff will'be in attendance at the City Council meeting to answer any questions that the Council members may have. attach.: 2 I cc: William A. Ratekin, Asst. City Engineer Cecil A. Collins, Jr., Community Development Director Homer L. Chastain and Associates, LLP Blank, Wesselink, Cook& Associates, Inc. Bainbridge-Gee-Milanski& Associates, Inc. Phillip W. Cochran Consulting Engineer SKS Engineers, Inc.