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HomeMy WebLinkAbout6.l. Authorization of Scope of Services for East Side Water Tower ENG0173 4 ROSEMOUNT EXECUTIVE SUMMARY CITY COUNCIL City Council Meeting: January 20, 2015 AGENDA ITEM: Authorization of Scope of Services for AGENDA SECTION: East Side Water Tower, ENG0173 New Business PREPARED BY: Andrew J. Brotzler, PE, Director of P • is Works/City Engineer • / AGENDA NO. , ATTACHMENTS: Proposal from KLM Engineering, Inc. APPROVED BY: 04.1 RECOMMENDED ACTION: Motion to Authorize the Execution of the KLM Engineering, Inc. Proposal for Professional Services for the East Side Water Tower. ISSUE Staff is requesting City Council to review and authorize the execution of the attached proposal from KLM Engineering, Inc. (KLM) to provide design and inspection services for the interior reconditioning and structural repairs of the East Side water tower. BACKGROUND In accordance with the Public Works Quality Standards, the East Side water tower is scheduled for interior reconditioning in 2015. This tower has not received any significant reconditioning since its original construction in 2001-2002. In order to assess the current condition of the tower, the City hired KLM to perform an inspection of each tower in 2014. The results of that inspection confirm the need for reconditioning on the interior of the East Side tower in 2015. In addition to the reconditioning, there are numerous structural repairs that are necessary to correct issues created when the tower froze and began leaking last February. The estimated cost for the reconditioning and structural repairs to the East Side tower is $125,000 - $175,000; therefore, a contractor will be selected through a public bidding process. Staff is recommending the design, administration and inspection of this project be managed by KLM as outlined in the attached proposal. The estimated total fee of$31,400 for the professional services provided by KLM will be funded from the city's Water Utility Fund. SUMMARY Staff is requesting City Council authorization for the execution of the KLM Engineering, Inc. proposal for professional services for the East Side water tower. G:\ENGPROJ\ENG 0173-East Side Water Tower\Council Items\20150120 Authorize Scope of Services.docx KLM ENGINEERING INC. P.O Box 897.3394 Lake Elmo Ave.N.•Lake Elmo,MN 55042 (651)773-51 1 1 •Fax(651)773-5222 January 15, 2015 By Email Only Mr. Dick Howe Crew Leader- Utility Department City of Rosemount 14425 Brazil Ave West Rosemount, Minnesota 55068 RE: Proposal to Prepare Specifications and Provide Inspection Services During the Interior Wet Reconditioning of the 500,000 Gallon Elevated Water Tower Located in Rosemount,Minnesota. KLM Project# MN1683—East Side Tower Dear Mr. Howe: Thank you for the opportunity to submit this proposal for specification preparation and inspection services during structural repairs, surface preparation and coatings application for the interior on the above referenced tank. Potential Benefits to the City of Rosemount • We propose to prepare a specification package specifically designed for water storage tank reconditioning. Our experience has shown that the more comprehensive the specification is, the more likely it is that the project is completed on time, on budget, and with quality workmanship. The KLM specifications will reduce the occurrence of contractor requests for change orders during reconditioning. Without complete information, contractors can claim that unknown conditions are present that were not included in the bidding specifications. • Today's protective coating systems are designed to last 20 plus years with only minor maintenance. Tight project specifications and full-time inspections give the coating systems the opportunity to realize their intended service life. • Inspection by KLM's NACE Coating Inspectors during coating reconditioning ensures that the work performed by the contractor is in conformance with the specifications, so that it can maximize its life expectancy. KLM's inspectors monitor workmanship during all phases of work and approve the contractor's work. Utilizing this process, maintenance costs will be reduced by decreasing the number of reconditioning cycles over the life of the tank. City of Rosemount, MN 2 Proposal Cost Summary 1. Design Services Fixed Fee $5,500.00 2. Construction Management Fixed Fee $3,000.00 3. Construction Observation Fixed Fee $20,100.00 Total Estimated KLM Cost in 2015 $28,600.00 4. Warranty Inspection Fixed Fee $2,800.00 City of Rosemount Project Work Plan Upon execution of a contract for Engineering and Inspection Services, KLM Engineering, Inc. proposes the following schedule to perform the proposed work utilizing the listed project team. City of Rosemount order to proceed: 1. Preliminary Specifications Completed by Friday February 6, 2015 2. Design Services Completed by February 20, 2015 3. Construction Management Spring 2015 Construction: Completed by June 26, 2015 Fall 2015 Construction: Completed by October 5, 2015 4. Inspection Services Spring 2015 Construction: Completed by June 26, 2015 Fall 2015 Construction: Completed by October 5, 2015 Scope of Work: Project Specifications The project specifications will include: Section A Advertisements for Bids This section provides a detailed description of the project and meets the requirements for legal advertisements. Section B Instruction to Bidders This section provides precise instructions to bidders including the scope of work, insurance,payments, time of completion, bidder qualifications, taxes and permits, legal requirements,performance and payment bonds and other important project information. City of Rosemount, MN 3 Section C Proposal This section contains the bid proposals; construction time frame alternate bid proposals, legal requirements, and the bidder and subcontractor qualification forms. Section D Project Requirements This section includes a complete description of the project, project schedule(s), execution of contract documents; notice to proceed, project meetings, quality assurance, liquidated damages, and legal and technical requirements for executing the scope of work. Section E Technical Specifications This section details the technical specifications for structural modifications, surface repairs, interior and exterior surface preparation, exterior abrasive blast containment, disposal of spent abrasives, dehumidification, lettering and logo, submittals, workmanship, unfavorable weather conditions, surface coating and material, repair work, health and sanitary facilities, clean up, ventilation and safety requirements, superintendent, inspection of work, sterilization of tank interiors, and containment plan. Section F Supplemental Conditions This section supplements or amends the General Conditions and/or other provisions of the Contract Documents. Section G General Conditions This section includes all the General Conditions designed for water tank reconditioning, such as authority of the Engineer, engineering inspection, modifications, additions and subtractions of scope of work, extensions of time, insurance and other appropriate items. Section H Contract Documents This section provides the form of agreement to be used between the Owner and Contractor. Section I Payment and Performance Bond As of July 31, 1994, Minnesota State Law requires separate bonds for payment and performance. Section J Inspection Report This section includes enclosure of past inspection reports with copies of color photographs. This provides the bidders with a clear perspective of the interior conditions of the tank(s) and the scope of work involved. City of Rosemount, MN 4 Section K Drawings This section includes drawings, which define structural repairs or modifications and welding definitions. Section L Surface Preparation Requirements This section references excerpts from NACE Standard Practice SP0178- 2007 Standard Practice: Design, Fabrication, and Surface Finish Practices for Tanks and Vessels to Be Lined for Immersion Services for defining welding and grinding requirements of the structural repair or modifications. Section M Additional Owner Specification Requirements (optional) This section is available for additional Owner Specification requirements. Design KLM will also perform at a minimum,the following related specification services: 1. Meet with the city to review plans and specifications. 2. Produce one (1) preliminary and seven (7) completed copies of the specifications for the city and bidders. 3. Advertise the project in appropriate Minneapolis Builders Exchange. 4. Issue the specifications to prospective bidders. 5. Respond in writing to bidder questions, which require formal clarifications. 6. Issue addenda to the specifications as required to the Owner and planholders. 7. Evaluate the contractors bid proposals for conformance to specifications. 8. Recommend in writing to the Owner the low, qualified bidder(s). 9. Prepare Notice of Award and contract Agreement and forward to Contractor. Specification and Related Services KLM proposes to provide the project specifications and to perform related services listed above, in conformance with the enclosed Terms and Conditions for a Fixed Fee of$5,500.00. This fee includes two (2) copies of the specifications for the Owner; all listed related services, and the attendance of a qualified project manager at the bid opening in the City of Rosemount, MN. This phase of the project will be billed upon submittal of the preliminary specifications. KLM can attend a pre-bid meeting,attend the bid opening and/or address the utility commission if requested. Additional change orders granted to the contractor may require additional administration and inspection costs. City of Rosemount, MN 5 Construction Services Construction Administration The project manager and project supervisor work together on managing the project. The project supervisor does the review of the submittals from the contractor. The supervisor communicates with the inspector on a daily basis. The supervisor will enforce the project specifications as necessary. The supervisor is the main contact between the contractor representative and the Owner. The manager does the final review of the submittals and pay requests. Construction management will include: • Send notices for, attend and facilitate preconstruction conference • Periodically perform on-site review of project's work status and report to the city • Coordinate progress meetings as necessary • Review meeting minutes • Scheduling of inspections • Prepare monthly payment request forms • Processing change orders • Project close out administration • Establishes warranty date • Review of inspectors daily documentation on a weekly basis • Review of the contractors submittals: 1. Drawing reviews 2. Welder Certifications 3. Welder Qualifications 4. Welding Procedures 5. Coating Materials Submittal 6. Containment Plan 7. TLCP Sampling Plan 8. Spent material collection and disposal KLM reserves the right to submit for additional fees for any contractor change orders approved by the Owner. City of Rosemount, MN 6 Construction Observation The inspector assigned to this project will be a NACE Trained Coating Inspector and/or AWS Certified Welding Inspector. All of our inspectors have extensive practical experience and knowledge of water storage tank reconditioning. They are experienced sandblasters, painters, climbers, riggers, coating inspectors, welders and welding inspectors which allow the inspector to perform inspections alongside the contractor to ensure conformance to the project specification. At a minimum, the field inspections will include the following: • A preconstruction meeting with the client and contractor to clearly define the role of the Engineer and Inspector and to discuss the intent of the specifications. • Monitoring and approval of the structural repairs and modifications for conformance to the specifications. • Inspection of the abrasive blasting media and equipment for conformance to the specifications and to prevent contamination of surfaces during surface preparation with moisture and oil or other contaminants. • Monitoring the paint removal and abatement process for conformance to the specifications and environmental regulations. • Monitoring the contractors mixing and application of the coatings for conformance to the specifications and the coating manufacturer's recommendations. • Approving surface preparation samples. • Recording the contractor's progress for adherence to the construction schedule. • Submittal of daily and weekly inspection reports. Prepare and file copies of the reports on construction activities. • Review progress payments. • Coordinate and review testing of materials for conformance to the specification and environmental regulations. • Work directly with residents and property owners to answer questions and respond to Construction related issues. • Monitor punch list items and subsequent corrective action by the contractor. • Final inspection, substantial completion, and project acceptance. The duration of the field inspection depends upon the construction schedule alternate selected during the bid evaluation process and on the time it takes the contractor to perform the structural repairs and coating work. City of Rosemount, MN 7 Construction Service Administration and Inspection Fees Based on the project duration of four(4) weeks, a 2015 construction and coating schedule, KLM's current Fee Schedule and Terms and Conditions, and an anticipated - hour work week, our field inspection services will be charged on a time and material basis. Total construction management and inspection fees for the project are estimated at $23,100.00. Fees are subject to change if proposed work exceeds 12 months from this bid proposal. This cost estimate includes the attendance of a qualified and assigned Inspector at the preconstruction conference in Rosemount, MN. Warranty Inspection We propose to perform a Warranty Inspection on the referenced tank prior to the expiration of the performance bonded two- (2)year warranty for a Fixed Fee of$2,800.00. This fee includes one (1) copy of the warranty inspection report for the Owner and one (1)copy of the report for the contractor. Prior to the expiration of the warranty period, KLM will request verification to proceed with the warranty inspection under the terms of this contract. This phase of the project will be billed upon submittal of the Warranty Inspection Report. This fee does not include any necessary inspection(s) should warranty repair work be required. City of Rosemount, MN 8 Project Team KLM Engineering,Inc. Team Members • Engineering Manager: Matt Erickson, PE • Marketing Manager: Shawn Mulhern • Marketing Assistant: Kaitlin Larson • Office Manager: Laurie Sylte • Director of Product Development: Wolf Merker • Wisconsin Sales Manager: Michael Olesen • Minnesota Sales Manager: Dewey Prinzing • Project Field Supervisor: Scott Kriese • Report Writer: Rodney Ellis • Operations Coordinator: Michelle Nelson • Telecomm Supervisor: Chad Beyer • Field Inspectors: Curtis Parison David Montgomery Josh Fletcher Dewey Prinzing Eric Duncan Greg Zeipelt Devin Severson Terms and Conditions The attached Terms and Conditions are part of the agreement between KLM and the City of Rosemount, unless otherwise agreed to in writing by both parties. The Fee Schedule used by KLM while our personnel are working on the project is the current Fee Schedule and will not be changed during the project duration. Services performed by KLM Engineering, Inc. for this project will be conducted in a manner consistent with the level of care and skill ordinarily exercised by members of the profession currently practicing in this area under similar budget and time restraints. Additional Information Additional information can be found at KLM's website at: www.klmengineering.com City of Rosemount, MN 9 Time Frame This proposal is valid for sixty (60) days from this date of January 15, 2015. If the City of Rosemount finds this proposal acceptable, please sign and return. We can begin work immediately once a contract has been executed. Preliminary specification should be ready for submittal to the Owner in three (3)to four(4) weeks after the receipt of a signed contract. This agreement, between the City of Rosemount and KLM Engineering, Inc. of Lake Elmo, Minnesota is accepted by: City of Rosemount, (Name) (Title) Minnesota (Date) . y a. i Minnesota Sales Manager KLM Engineering, Inc. (Nam j (Title) Lake Elmo, Minnesota January 15, 2015 (Date) We look forward to working with you. Sincerely, Duane Prinzing Minnesota Sales Manager KLM Engineering, Inc. Samba(Shared)2015 Proposals/City of Rosemount—East Tower Reconditioning KLM ENGINEERING,INC. TERMS AND CONDITIONS 1. BASIC SERVICES. The scope of KLM's work is described in the attached proposal or contract agreement and may not be expanded or reduced except by mutual agreement in writing. 2. ADDITIONAL SERVICES. Additional work or services shall not be performed without a duly executed change order or purchase order outlining the scope of additional work on services. 3. CLIENT'S RESPONSIBILITIES. CLIENT shall fully disclose to KLM its knowledge of the condition of the structure and its past and present contents and shall provide KLM with full information regarding the requirements for the project;shall designate an individual to act on CLIENTS behalf regarding the project. If necessary,shall clean and make the structure safe for entry;shall furnish the service of other consultants (including engineers,insurance consultants,accountants,attorneys,etc.)when those services are reasonable required or are reasonably requested by KLM;shall test for pollution and hazardous materials when required by law or requested by KLM;and shall provide all necessary permits and other authorization. 4. SAFETY. KLM shall only be responsible for safety of KLM personnel at the work site. The client or other persons shall be responsible for the safety of all other persons at the site. Client shall inform KLM of any known or suspected hazardous materials or unsafe conditions at the work site. If,during the course of the work,such materials,or conditions are discovered,KLM reserves the right to take measures to protect KLM personnel and equipment or to immediately suspend services. Client agrees to be responsible for payment of such additional protection costs. Upon such discovery,KLM agrees to immediately notify the client in writing,of the hazardous materials or unsafe conditions. 5. HAZARDOUS MATERIALS. Unless agreed in the scope of work KLM has no responsibility for the discovery,presence,handling,removal or disposal of or exposure of persons to hazardous materials at the project site. To the full extent permitted by the law,CLIENT shall defend and indemnify KLM and its employees from all claims,including costs and attorney fees,arising out of the presence of hazardous materials on the job site. 6. SITE ACCESS AND RESTORATION. Client will furnish KLM safe and legal site access. It is understood by client that in the normal course of work,some damage to the site or materials may occur. KLM will take reasonable precautions to minimize such damage. Restoration of the site is the responsibility of the client,unless agreed to in the scope of work. 7. STANDARD OF CARE. KLM will perform services consistent with the level of care and skill normally performed by other firms in the profession at the time of this service and in the geographic area,and under similar budgetary constraints. No other warranty is implied or intended. 8. SCHEDULING. Prior to scheduling the CLIENT shall furnish a written purchase order or request for the services required and shall give as much notice as possible in advance of the time when the services are desired. Our ability to respond to such an order will depend upon the amount of advance notice provided. If an inspection is canceled or delayed after KLM personnel and/or equipment are in transit to the work site, then the CLIENT shall be billed,according to the TERMS AND CONDITIONS,for costs incurred by KLM. 9. INSURANCE. KLM will maintain worker's compensation insurance and comprehensive general liability insurance with coverage amounts acceptable to the CLIENT.KLM will provide CLIENT with a certificate of insurance upon CLIENT's request. 10. PAYMENT,INTEREST AND BREACH. KLM will submit itemized monthly or other periodic invoices for work previously performed. CLIENT will inform KLM of invoice questions or disagreements within 15 days of invoice date,unless so informed,invoices are deemed correct. CLIENT shall make payment within 30 days after receiving each statement,and overdue payments will bear interest at 1.5 percent per month. If any invoice remains unpaid for 60 days,such non-payment shall be a material breach of this agreement. As a result of such material breach,KLM may,at its sole option,suspend all duties to the Client or other persons,without liability. Client will pay all KLM collection expenses and attorney fees relating to past due fees,which the Client owes under this agreement. 11. MUTUAL INDEMNIFICATION. Except as to matters actually covered by insurance purchased by KLM, KLM agrees to hold harmless and indemnify CLIENT from and against liability arising out of KLM's negligent performance of the work,subject to any limitations,other indemnifications or other provisions CLIENT and KLM have agreed to in writing. Except as to matters actually covered by insurance purchased by CLIENT,CLIENT agrees to hold harmless and indemnify KLM from and against liability arising out of CLIENT'S negligent conduct,subject to any limitations,other indemnifications or other provisions CLIENT and KLM have agreed to. 12. DELAYS. If KLM work delays are caused by client,work of others,strikes,natural causes,weather,or other items beyond KLM's control,a reasonable time extension for performance of work shall be granted, and KLM shall receive an equitable fee adjustment. 13. TERMINATION. After 7 days written notice,either party may elect to terminate work for justifiable reasons. In this event,the CLIENT shall pay for all work performed,including demobilization and reporting costs to complete the file project and reports to CLIENT. 14. SEVERABILITY. Any provisions of this agreement later held to violate a law or regulation shall be deemed void,and all remaining provisions shall continue in force. However,CLIENT and KLM will in good faith attempt to replace an invalid or unenforceable provision with one that is valid and enforceable, and which comes as close as possible to expressing the intent of the original provision. 15. KLM'S DOCUMENTS. All reports,specifications,drawings and other documents furnished by KLM are part of KLM's services to CLIENT for use only for the project,and KLM retains all ownership of said documents regardless of whether the project is completed. CLIENT may retain copies for reference in connection with the use and occupancy of the project;but KLM does not represent that the documents are suitable for reuse on extension of the project or on other projects. CLIENT and others shall not use the documents on other projects or extensions of this project except by KLM's written agreement. CLIENT will defend and indemnify KLM from all claims or losses arising out of the unauthorized use of the documents. 16. DATA PRACTICES Pursuant to Minn.Stat. 13.05,subd. 11,all of the data created,collected,received, stored,used,maintained,or disseminated by KLM in performing under this AGREEMENT are subject to the requirements of the Minnesota Government Data Practices Act,Minnesota Statutes Chapter 13.KLM acknowledges that it is required to comply with the requirements of the Act as if it were a government entity and that the remedies in Minn. Stat 8 13.08 apply to KLM with respect to such data. 17. DISPUTE RESOLUTION. Any controversy or claim for money damages arising out of or relating to the making or performance or interpretation of this AGREEMENT,or the breach of this AGREEMENT,shall be settled first by an attempt at mediation. If mediation is unsuccessful,then the parties may pursue any other legal remedies available to them. C:\winword\Terms&Cond.,proposal. 11/1997