HomeMy WebLinkAbout20070521 - VI-17VI-17
City of Hastings
Parks & Recreation
Department
92o w l oth st.
F3as~tings, MN 55033
Ph: (651)480-6175
Fax: (651)437-5396
wwcv.ci.hastings.mn. us
Aquatic Ccnter
901 Maple St.
Hastings, MN 55033
Ph: (b51) 480-2392
Fax: (651) 437-5396
Civic Arena
2801 Redwing 131vd.
Hastings, MN 55033
Ph:(651)48U-6195
Fax: (651)437-4940
MEMO
Date: 5/ 16/07
To: Honorable Mayor and Council Members
From: Barry Bernstein, Parks and Recreation Director
Subject: Engineer for Hastings Civic Arena
Background Information:
As many of you know, the Hastings Civic Arena East Rink ice floor
refrigeration floor system to make ice is in need of replacement. The current
system is nearly 20 years old and we are no longer able to find replacement
parts.
To begin this project, I am requesting that we retain Stevens Engineering to be
our engineer for the floor replacement project.
I have enclosed a contract with this memo. We will be working with Stevens
Engineering to update the proposed construction schedule due to the
construction anticipated to take place in 2008. It is anticipated to begin the
bidding process for this project in the fall of 2007.
It is the recommendation from staff to enter into an agreement with Stevens
Engineering to engineer this project.
REF: City CounciU Stevens engineering 1 200'7
DATE: January 1, 2007
RE: General Engineering Fee Schedule for 2007
Municipal Clients
The following Engineering Fee Schedule is furnished for your information.
HOURLY FEE SCHEDULE
Personnel:
Principal Engineer/Project Manager $101- $130
Specialist $140
Project Engineer $85-$100
Planner $65-$80
Graduate Engineer $65-$85
Technician/ /Inspector $35-$70
Administrative $35-$50
Survey Crew $150
REIMBURSABLE EXPENSES
Reimbursable expenses include, but are not limited to the following:
• Transportation cost at IRS allowable rate.
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STEVENS
ENGINEER S
Parking fees.
Cost ofout-of--town travel, lodging and electronic communication in connection with the
project.
Reproductions, plots, and standard form documents.
Black & White Photocopies: 81/2" x 11" or 81/2" x 14" $0.07/each
Black & White Photocopies: 11" x 17" $0.14/each
Color Photocopies: 81/2" x 11" or 81/2" x 81/2" x 14" $0.501each
Color Photocopies: 11" x 17" $1.00/each
Prints: 22"x34" or 24" x 36" $1.50/each
Prints: larger than 24" x 36" $3.00/each
Photocopies, project photography, postage, long-distance and mobile telephone calls, and
facsimiles.
• Materials required to assemble reports.
• Other similar direct project-related expenditures.
Reimbursable expenses are billable at 10% over cost.
Stevens Engineers typical invoicing process; monthly billing, due net 30 days.
Engineering Services may be on a fixed fee basis when prior arrangements are made.
107MUNICIPAL_ENGFEE.DDC
#1001
EXHIBIT A
GENERAL PROVISIONS
For Design and Construction
Phase Services
SECTION 1-BASIC SERVICES OF THE ENGINEER
1.1. Scope of Services
1.1.1. ENGINEER shall provide services to the OWNER in
accordance with the scope of services stated in the letter
agreement.
1.2. Design Phase
1.2.1. That phase of the work which is the design phase
may be further divided into a preliminary phase and a final
phase.
1.2.2. If a Preliminary phase is inducted, the ENGINEER
will prepare preliminary drawings and other wok product as
stated in the letter agreement. He will advise OWNER of the
need for additional data or services of the types desaibed in
Paragraph 3.2 and/or decisions required of the OWNER This
conference will be supplemented by a written ~ to the
OWNER g requested try the OWNER or if deemed appropriate
by the ENGINEER.
1.23. The ENGINEER, after authorization to proceed with
the Final Desgn Phase, and on the basis of the accepted
Preliminary Design documents, fl any, will prepare final
drawings to show the scope, extent and character of the work
fo be iumished and perfomted by Contractor(s) (hereinafter
called'Draxdngsj.
He shall also provide information for OWNER's use in filirp
~plicadons for pertngs with or obtaining approvals of suds
govenunental authorities, and assist OWNER in consultatans
with appropriate authorities.
1.9• Construcflon Phase
1.9.1. g the letter agreement provides for services dudng
the Consfnrdion Phase, ENGINEER shall cansuR with and
advise OWNER and tlct as OWNER's representative as
prrwided bebw. All of OWNER's hla6udlons to Conlrailor(s)
will tie lestted through ENGINEER who will have authority to act
on behalf of the OWNER except es otherMdse provided In
writing.
1.3.2. ENGINEER, and/or his Representative, shnti make
visgs to the site as ENGINEER deems necessary in order to
observe the progress and quality of the various aspects of
Corrtrardor(sj' work. He shall also interpret the oorrtract
doaanertts th the Contractor when, in the opinion of the
ENGINEER, the Contractors work th not in oordormanoe with
the oxdract documents.
1.3.2.1. l~Sed on infomaation obtained dudng such visits
and on such observatkxrs, and ff ENGINEER believes that the
Contractors wads wig nil produce a completed Project
S:ISfendard FormslSlart General Provisions Desrgn.doc
that conforms generally to the Contrail Documents, or that the
work is not likely to be completed on schedule, he shall notify
the OWNER and the centractor in writing of his opinion.
1.3.2.2. ENGINEER shall not, supervise, direct or have
control over Contractor(s)' work, nor shall ENGINEER have
authority over or responsibility for the moans, methods,
techniques or procedures of construction selected by
Contractor(s), or for safety precautions and Programs inddent
to the work of Contractor(s), or for any failure or act or omission
of any Contractor(s), subcontractor a supplier to compty with
the Contract document, laws, rules, regulation, ordinances,
codes or orders applicable to Contractor(s) famishing and
performing their work; Accordingly, ENGINEER can neither
guazantee the performance of the construction contrails by
contractor(s)' failure to famish and perform their work in
accordance with the Contrail Documents except to the extent
that ENGINEER approves work or materials which are Beady
inconsistent with the contract documents.
SECTION 2 - ADDRIONAL SERVICES OF THE ENGINEER
21. Addlflonal Services Defined
2.1.1. For the purposes of this agreerr~t, it is agreed that
nortnai and customary engineering services do nil include
service in respect of the fdlowing categories of work which are
usuagy referred to as Additional Services or Extra Work.
2.1.1.1. ff OWNER wishes ENGINEER to perform any of the
fdkxxirrg Additional Services, OWNER shag ~ instnrct
ENGINEER in writing, and ENGINEER shall perform or obtain
from others, such services and will be paid therefore as extra
services:
-Preparation or review of environmental studies and related
services; and assistance in obtaining envirarmenfal approvals.
-~ervir~s to sat string lines, batter boards, set grade and/or
alignment of forms or other like work of Contractor(s) other than
setting offset stakes for grade and alignment.
-Famishing ~rvicas try the ENGINEER or by an indop~ent
Professlomel assodate for oonstrudiorl testing.
-Pryraring a set of repodudWe record pdr~ts of Drawlrtgs
showing those charrg~ made during the construction process,
based on the markedatp prints, drawings and other data
developed try ENGINEER during construction ar famished by
Contractor(s) to ENGINEER and whidr ENGINEER considers
significant.
SECTION 3 -OWNER'S RESPONSIBILITIES
5.1 Owner Provides Full Mformatfon
3.1.1. OWNER shag provide all criteria and full Intomlatial
as to OWNER's requirements for the Project; designate a
Person to ad with authority on OWNER's behaff In reaped of ail
aspects of the Project; examine and respond prompgy (o
ENGINEER's submissbns; and give prompt wrltien nogoe to
Page 1 of 2
ENGINEER whenever OWNER observes or otherwise
becomes aware of any defect in the work.
3.2. Owner Provides Services
3.2.1 OWNER shall also do the fdlowing and pay all costs
incident thereto:
-Fumish to ENGINEER sub-surface explorations, laboratory
tests and inspections of samples, materials and equipment;
appropriate professional interpretations of all of the foregang;
environmental assessment and impact statements; property,
boundary, easement, dght~ofirray, topographic and utility
surveys; property descriptions; inning and deed restrtcfions; alt
of which ENGINEER may rely upon in performing services
hereunder.
-Guarantee acroess to and make all provisions for ENGINEER
to enter upon public and pdvate properly.
-Provide such legal, independent cost estimmaating and
insurance counseling services as may be required for the
Project, any auditing service required in respect of
Contrector(s)'s applications for payment, and any inspection
services to determine N Contractor(s) are performing the work
legally.
-Fumish approvals and permits from all governmental
authodties having jurtsdidlon over the Project.
4.0 PAYMENT OF FEES
4.1. Fees Are N Accordance With Letter Agreement
4.1.1. The ENGINEER'S fees shall be in accordance with
the Eerier Agreerrrent, Unless stated otirerxrise in the Le41er
Agreernerrt, fees do rrot indude rdmbursable expenses which
are billed direct fn aocordarrce wNh paragraph 42.
4.1.2. Faced fees shall be payable in full when the
ENGINEER'S services are completed, ri rire project is
suspended for rose than 90 days or temdnated, the
ENGINEFJ2 shall be paid his complete foced fee or on the basis
of his time spent on the wok at his standard hourly rates,
whkirev~ is less.
4.1.3. If OWNER fans to make any Payment due
ENGINEER for services and expenses within thirty days aPoer
receipt of ENGINEER'S statement therefore, the amount due
ENGINEER wiU 6e Increased at the rated 1,69E par month
from the date d the invoice, and in addition, ENGINEER may,
after ghdng seven days' written notice to OWNER, suspend
services under this Agreement until ENGINEER has been paid
in full eft amounts due for services, expenses and charges.
OWNER stroll also pay all costs d cotiedlon d unpaid fees and
expenses, inducting reasonable 11me d ENGINEER and his
errrployees based on the standard fee sdredule.
4.1.4. The owner shall review engineer's invoices
t~Ptiy when received and shaft notiry ~gineer of any
objecfion to said inwices. It is agreed that ff in the
owner's opinion, said invoice is inconsistent with this
S.~nderd Formsl~rort Gareral Provisbrq DeslgnAoc
agreement, he shall object to said invoice within 30 days
of the date of the invoice. After 30 days of the date of the
invoice, the owner waives his right to object to said
invoices.
4.2. Reimbursable Expenses
4.2.1. Reimbursable Expenses mean the actual expenses
incurred by ENGINEER or ENGINEER'S independent
professional assodates or consultants directly or indirectly in
connection with the Project, such as expenses for.
transportation; reproduction of reports, Drawings,
Spedfications, Bidding Documents and similar Project related
items; charges levied by others for materials required to
perform the work (copies of record plans, maps, deeds,
spedalized documents, etc.); filing fees; perrdt applicetion fees,
etc.; and i(authortzed in advance by OWNER, overtime work
requirtng higher than regular rates.
SECTION 5 -MISCELLANEOUS
5.1. General Requirements
5.1.1. Since ENGINEER has no control over the cost of
labor, materials, equipment or services famished by others or
over fhe Contractor(s)' methods of determining prices. or over
oompetitlve bidding or market conditions, ENGINEER'S
opiniars of probable Total Price Costs and Construction Cost
provided for herein are to be made on the basis of
ENGINEER'S expectance and represent ENGINEER'S Crest
judgment; but ENGINEER cannot and does not guarantee that
proposais, bids or octant Total Project or Consfnxtion Costs
will not vary from opinions of prdraWe oust prepared by
ENGINEER.
5.1.2. The obligation to provide furtirer services under this
Agreement may be temrinated by etiher pally upon seven days'
written notice in the event of substantial fafiure by the other
party ip perform in aooordance with the terms hereof through no
fault of the tenrrinating party.
5.1.3. This Agreement is to be governed by the laws aF the
pdndpal place of brrsirress of the ENGINEER
5.1.4. Notting under this Agreement shell be construed to
give arty dghts or bwteflts In thts Agreerrrent to anyone other
then OWNER and ENGINF_ER, and aA dutles and
responsitAfities undertaken pursuant to this Agreement will be
fa the ode and exdusive benefit of OWNER and ENGINEER
and not for the benefit d any dher party,
5.1.5. Any hazardous waste, underground storage tanks,
or asbestos required to be removed, encapsulated or otherwise
contained dudng the cause d this project witl be removed,
encapsulated or otherwise contained as required by law, reles,
regulations or orders by OWNER, acting through qualified
professbnais and confradors.
Page 2 of 2
a;;;
STEVENS
ENGINEERS
March 23, 2007
Mr. Barry Bemstein
Parks and Recreation Director
City of Hastings
920 West 10r^ Street
Hastings, MN 55033-1955
Re: Professional Engineering Services Proposal For
The Ice Rink Floor Replacement at the Hasting Civic Arena
Our File No. 120-07-008
Dear Mr. Bemstein:
Thank you for taking the time to talk to me about the proposed ice rink floor replacement project at the Hastings
Civic Center. Stevens Engineers is pleased to submit a proposal for professional engineering services for this
project. We have a good understanding of what is required for this project and have the ice rink experience to
successfully complete this project for the City.
Project Understanding
The ice system at the Hastings Civic Arena consists of a central refrigeration system, two ice rink floors and two
dasher hoard systems. The refrigeration system is an indirect R-22 and glycol system. Improvements were
made to the refrigeration system in 2005. At the same time the mat system on the newer rink was removed and
permanent concrete ice rink floor was installed.
The City is now considering replacing the 20 year old ice rink mat system (manufactured by Sweet Ice), in the
original arena, with a permanent concrete ice rink floor and the sub-floor heating system. The existing mat
system lies on top of an existing 5.5 inch building slab. There is an existing sub-floor heating system serving this
ice rink floor, however, it was not reconnected after the refrigeration improvement project several years ago.
Before that time, the sub-floor heating system was operated approximately two times per year. There has been
no reported evidence of frost build up beneath the ice rink floor. The facility maintains ice on the main ice arena
for approximately five months of the year.
The rink pumps for the original rink were replaced with the last renovation project and are currently sized at 300
gpm. The flowrate to the new ice rink floor will need to be greater than 300 gpm so the new pumps will require
modifications or replacement. The three year old Rink Systems Dasher Board system will need to be removed
1
1656 Livingstone Road • Hudson, WI 54016
715-386-5819 • 651-436-2075 • 800-822-7670 • fax: 715-386-5879 • www.stevensengineers.com
and reinsjalled during this project. We estimate the construction cost of this project range between $280,000 to
$350,00 depending on the extent of demolition and renovations and the bidding environment. This is based on a
concrete ice rink floor.
Scope of Services
As Ice Rink Engineers and Consultants Stevens Engineers will provide the specialized design required for the ice
rink floor and pump modifications. We will also provide construction phase services.
Stevens Engineers will provide a step by step approach to your project as described below:
Step 1 -Preliminary Design:
^ Perform site evaluation to take measurements of existing rink floor and evaluate perimeter slab condition.
^ Meet with City staff to discuss options for ice rink floor construction (piping materials, piping connections,
sand or concrete floor material, dasher locations, etc.), sub-floor heating systems and pump modifications.
^ Prepare preliminary plans and estimate of probable construction cost for the project. Review with City staff.
^ Present preliminary plans and estimate of probable construction cost to City Council if requested.
Step 2 -Final Design:
^ Prepare final plans and specifications and conditions of the contract.
^ Prepare final estimate of probable construction cost for the project.
^ Present renal plans and cost estimate to City Council if requested.
^ Prepare advertisement for bidding.
Step 3 -Bidding:
^ Provide recommendation on bidding and award schedule.
^ Distribute plans and specifications to contractors.
^ Answer questions from contractors, suppliers and City staff during the bidding process.
^ Attend bid opening.
^ Review the bid results and recommend award of construction contract.
^ Prepare construction contracts for review by the City.
Step 4 -Construction Engineering Phase:
The ice system, including the refrigeration system and the ice rink floor, are the most important systems in your
ice arena facility. Experienced ice arena specialists provide a higher level of confidence that the installation is
done right and the final product is constructed as the design intended and the maximum efficiency of the system
is achieved. Every project varies in the amount of site observation necessary to monitor the projects
construction. The level of services is dependant on the City's comfot# level with the project and the experience
level of the contractor. During the ice rink floor replacement phase of the project we recommend the following
minimum site visits:
^ Pre-construction conference - (2 hours on-site) - To discuss the project requirements, expectations,
communication, schedule, testing procedures, submittals, inspections and payment estimates and change
order procedures.
^ Completion of Demolition (2 hours on-site) -Observe the condition of the building's perimeter concrete and
footings after demolition is complete.
^ Perimeter slab (1 hours on-site) - If any sections of the perimeter slab Observe the final installation of the
Mr. Bany Bernstein
March 23, 2007 Page 2 of 5
perimeter slab reinforcement and forms where replacement is required.
• Sub-soil heat piping (3 hours on-site) -Observe installation of piping grid, including general layout,
workmanship of joints and pressure test.
^ Floor insulation (3 hours on-site) -Observe final installation of sand subbase and beginning installation of ice
rink floor insulation. Discuss with contractor the method of installation for the insulation, header piping, and
refrigeration piping,
^ Floor piping (4 hours on-site) -Observe beginning installation of the 1"ice rink floor piping to assure proper
procedures are being followed regarding pipe connections, pipe supports, placement of outside pipe ring,
connections to header pipe and reinforcement placement (for concrete floor only). This is also the time to
start checking vertical and horizontal tolerances of the floor piping.
^ Rink pump modifications (2-hours on-site each). Observe installation of refrigeration equipment, piping,
controls, and other systems within the mechanical room. Check equipment and piping clearances, piping
supports, material conformance, etc. During the first of these visit we would also likely check the final
installation of the rink piping prior to the installation of the sand.
^ Final Survev of Rink Piping (4-hours on-site). Check final elevations of rink piping to assure installation meets
specified tolerances and system will operate at design efficiency.
^ Concrete floor Dour/eouipment inspection (8-hour on-site). Check final installation of rink piping, header pipe,
reinforcement, expansion joint, and discuss bench mark location. A pre-pour meeting agenda will be
submitted to the construction manager one week prior to the pour for their use in conducting a meeting to
discuss the details of the pour. A preliminary check of the refrigeration system may also be conducted during
this site visit if equipment has been installed.
^ Final inspectionfice equipment start-up (4 hours on-site). Perform a final walk through of the systems
generating a list of items (punch list) to be completed. Observe start-up or operation of rink pumps.
^ Contract Administration: We will also provide shop drawing review of equipment and materials used on the
project. We will perform construction administration tasks such as reviewing and processing pay requests,
change orders and documenting the project's progress.
Schedule
An tentative project schedule is presented below. We have discussed this project with several ice rink
contractors. Although they are busy with numerous ice rink projects taking place in the Minnesota this summer,
they will find time to bid this project. However, they did indicate that the City may receive better bids if the project
was bid in the fall of 2007 for construction in the summer of 2008. This schedule assumes that there will be little
or no frost found beneath the rink floor.
April 18, 2007
May 8, 2007
May 31, 2007
June 4, 2007
June 18, 2007
August 23, 2007
September 17, 2007
September 20, 2007
September 24, 2007
October 1, 2007
Mr. Barry Bernstein
March 23, 2007
City Council awards design contract. Start design.
Complete final design. Start advertising for bids (23 days meets 3 week minimum)
Bid opening.
City Council awards construction contract.
Start construction (9 weeks up to concrete pour).
Pour ice rink floor.
Start re-installation of existing dasher board system.
End 28-day cure.
End construction. Start making ice.
First day of ice use.
Page 3 of 5
Compensation
We can provide the services described in this proposal for the following:
Design Phase Services (Steps 1 through 3):
Estimated Construction Engineering (Step 4):
$11,200 Lump Sum, plus reimbursable expenses'`
$6,500 Hourly, estimated, plus reimbursable expenses"'`
*Reimbursable expenses are added to all fees stated above in accordance with the General Engineering Fee
Schedule.
""`Construction engineering is billed on an hourly basis plus reimbursable expenses in accordance with the
General Engineering Fee Schedule. We will work with the City to provide this service as efFciently as possible.
Pre-approved Supplemental Services will be provided on an hourly basis in accordance with the General
Engineering Fee Schedule plus reimbursable expenses.
Basic services and reimbursable expenses will be billed monthly. Reimbursable expenses will be billed in
accordance with the General Engineering Fee Schedule. The General Engineering Fee Schedule is valid
through December 31, 2007. Any services furnished after December 31, 2008 will be charged in accordance with
our 2008 fee schedule. We will not increase any item on the fee schedule by more than 5% for work performed in
2008.
Additional Terms and Conditions
If there are protracted delays for reasons beyond the Engineers control, The City of Hastings will negotiate with
the Engineer an equitable adjustment to the Engineer's compensation taking into consideration the impact of
such delay.
If there are revisions to the design after the Engineer has started the work in accordance with the instructions
provided by the City ,the Engineer will proceed with revisions to the work as extra work and will bill hourly in
accordance with the General Engineering Fee Schedule that is applicable to the period when services are being
rendered.
Prior to starting the work, the City shall provide the Engineer with full information regarding the requirements
including any special or extraordinary considerations for the Project or special services needed. The City shall
also make available alt pertinent existing data.
Mr. Barry Bernstein
March 23, 2007 Page 4 of 5
This proposal, the General Provisions (Exhibit A) and the General Engineering Fee Schedule represent the entire
understanding between the City of Hastings ("Owner") and Stevens Engineers ("Engineer") with respect to the
Project and may only be modified in writing signed by both parties. If this satisfactorily sets forth your
understanding of our agreement, please sign both copies of this agreement, keep one copy for your files and
return one copy to our office, We appreciate the opportunity to work with you and the City of Hastings on this
project.
Very truly yours,
STEVENS ENGINEERS, INC.
.~ ~ ~.
Scott A. Ward, P.E.
President
Accepted this day of
By
Signature Date
Printed Name
Title or Position
Enclosure
Mr. Barry Bernstein
March 23, 2007
2007
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