On July 7, 2015, a Consulting Agreement between the City and Geodata Services, Inc. was executed.  The scope of services for this agreement included the preparation of growth scenario plans for the City of Billings as an important component of the 2016 City of Billings Growth Policy - "BillingsBeyond".  The original agreement was for a price not to exceed $20,000 and was to terminate on December 7, 2016. On December 15, 2016, the consultant and City staff mutually agreed to extend the agreement to July 7, 2016. Staff and the consultant also mutually agreed to continue working on the project and recognized that further work would exceed the agreed to amount.  The additional work was required to complete the requested scenario plans and install the software to develop future growth scenarios and potential cost of service scenarios.  The additional work performed by the consultant has value over and above the original scope of work.
 
Staff and the consultant, feel that the quality of product could not have been delivered for the original amount and consider payment of another $5,000 reasonable for the product delivered. This figure is based on a detailed expenditure report provided by the consultant.  Because this amount exceeds 10 percent of the original agreement amount, the City Council must act on this request.

City Council may approve or disapprove staff's request to amend the Consultant Agreement with Geodata Services, Inc. for an additional $5,000 in consultant fees to cover the cost of generating scenario plans necessary for the development of the City Growth Policy, "BillingsBeyond".  Staff believes that approving the additional expense is fair compensation for services performed that greatly improved the quality of the data generated and the ability to present that data.  If Council denies the request to increase the consultant’s fees, the consultant would not be compensated for the time and expenses incurred in performing the assigned work.

The additional costs of $5,000 for consulting services will be paid out of the FY16 Planning Division reserves.  A budget amendment to authorize this payment must be approved by City Council before the end of the fiscal year.  The Planning Division reserves are sufficient to cover these costs.

Staff recommends that the City Council approve the amended Consultant Agreement with Geodata Services to authorize an additional $5,000 in consultant fees.