8.2. SR 09-15-2003Item 8.2.
ELK RIVER ARENA
1000 SCHOOL STREET
P.O. BOX 720
ELK RIVER, MN 55330
(763) 635- 1141
FAX * (763) 635 -1144
Rczech@Ci.Elk-river.mn. Us
To: Pat Klaers, City Administrator
From: Rich Czech, Arena Manger
Date: September 11, 2003
Subject: Engineering Proposal
The following is the proposal from Stevens Engineers to replace the floor in the Bam as
well as the dasher board system.
Stevens Engineers has been involved in several projects like ours with successful results.
I have checked with several of their references regarding past performances, they have all
had positive comments.
There are two packages that will be bided on separately. Package one, the replacement of
the rink floor and package two, the replacement of the Dasher boards.
The design phase of the project is outlined on page two of the agreement under Scope of
Services. In this portion of the agreement Stevens Engineering will take us through the
signing of the contracts with the contractors that will be awarded the bids.
The construction portion of the agreement is basically an agreement to hire Stevens
Engineering as our construction manager for the project. As noted on page four of the
agreement, the expense for this service will vary. If the contractors that are awarded the
bids are experienced, there will be less of a need to have Stevens Engineering on site,
keeping the cost of their services to a minimum. This cost of the project will be billed
monthly, separate from the design phase of the project.
If I may be of any further assistance, please feel free to give me call.
On a separate note, we have moved forward with testing the soil around the rink. The
results of the tests should be completed by the end of the month.
STEVENS
ENGINEERS
August 8, 2003
Mr. Rich Czech
Ice Rink Manager
Elk River Ice Arena
P.O. Box 720
Elk River, MN 55330
Re: Professional Engineering Services Proposal - Ice Rink Floor & Dasher Board Replacement
Dear Mr. Czech:
The City's prudent decision to replace the ice arena's existing ice dnk floor will provide you with better
reliability, and less operation and maintenance costs. We aro pleased to offer our services to design your new
direct ice dnk floor and dasher board system for Rink 1 (Barn).
Project Understanding
The Elk River Ice Arena consists of two (2) dnks both served by individual Holmstein direct R-22 refrigeration
systems. The refrigeration system serving the original rink or Rink 1 (Barn) has a capacity of 80 tons and the
system for the new rink or Rink 2 (Olympic) has capacity of 135 tons. The floor piping for Rink 1 (Barn) is
leaking and requires replacement A new direct refrigeration rink floor will replace the existing direct floor. The
City has taken the initial step of hiring Braun Intertec to inveslJgate the soils below Rink 1 (Barn). Stevens
Engineers has provided the City will preliminary cost information as outlined in the April 18, 2003 letter.
As part of this project the existing wood framed dasher boards will be replaced with a new steel or aluminum
framed system. The City has expressed interest in rousing several of the exisling steel framed access gates
and possibly the resurfacer gates with the new system. It is undecided at this time whether tempered glass or
acrylic shielding will be used. The dasher board system will be bid as a separate package.
The Project includes one (1) design package for a new ice rink floor and one (1) design package for a new
dasher board system. The following items will be included in the ice rink floor design:
· Discussion on the need for sub-soil heat system. If the City selects to install a sub-soil heat system
the dnk piping grid for the sub-soil heat piping will be included in this scope of work.
· Demolition of existing concrete ice rink slab, rink piping, and floor insulation. The City may remove
and dispose of the concrete material.
· Removal of existing soil material as necessary to accommodate new floor insulation system.
Office 2:\Marketing\lce~Proposals~EIk River Floor Replacement 9-2-03.doc GEN
1656 Livingstone Road · Hudson, WI 54016
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· One layer of new floor insulation to accommodate an extended seasonal schedule (8-9 months).
· Reuse one layer of existing floor insulation.
· 6 mil vapor barder.
· Sub-soil and rink floor temperature monitoring system.
· 5" reinforced concrete slab with expansion joint, 1/2" Schedule 40 rink tubing and schedule 40 steel
headers.
· R-22 refrigerant as necessary to accommodate the new system.
The following items will be included in the dasher board design:
· A new steel or aluminum framed dasher board system.
· Tempered or acrylic shielding.
· Supported or seamless shielding.
· Protective netting.
· Incorporation of existing access gates, resurfacer gates and 6' acrylic shielding if desired by the
C~ty.
· System layout to include evaluation of site lines from the existing bleachers.
· Cost comparison of various systems.
· The City will remove and dispose of existing dasher board system.
Scope of Services
Design Phase
Construction Documents: The Engineer will prepare one (1) package of construction documents for the ice
rink floor replacement project and one (1) package of construction documents for the dasher board
replacement project Each package will include the following. The Engineer will review a draft set of plans
and specifications with the City pdor to finalizing the construction documents.
· Final estimate of probable construction cost
· Plans
· Specifications including general conditions, construction contract, form of agreement between the
City and the contractor, and bid proposal requirements and forms.
Bidding:
The Engineer will:
· Provide recommendations on bidding and award schedule.
· Assist in answering questions from contractors or others during the bidding process.
· Be present during bid opening.
· Review bids submitted by contractors.
· Recommend award of contract
· Prepare construction contracts for review by the City.
Mr. Rich Czech
September 2, 2003
Page 2 of 5
Construction Phase
The Engineer will provide Construction Engineering Services as requested by the City. The Engineer
recommends the following minimum site visits. This may vary depending on the experience level of the
contractor that has been awarded the project
1. Existing floor insulation and subsoils alter concrete is removed (2 hours on-site).
2. Final floor insulation installation (2 hours on-site).
3. Final piping install~on prior to concrete placement (4 hours on site). This would also include a
concrete pre-pour meeting.
4. Concrete floor pour. (8 hours on-site).
5. Dasher board installation at the start of the installation (2 hours on-site).
6. Dasher board installation toward the end of the installation (2 hours on-site).
7. Final visit to generate punch list of uncompleted items.
8. We will also provide shop drawing review of piping, insulation, supports, dasher.boards and
accessories and be available to answer questions during construction as needed.
Supplemental Services
The Engineer shall provide additional services as requested in advance by the City according to the printed
General Provisions (Exhibit A) attached.
Schedule
The project will be designed in the fall of 2003 and bid between the end of December, 2003 and the end of
January, 2004. Construction will begin as soon as the scheduled dry floor events are complete in mid May,
2004. The project completion date will be approximately September 10, 2004.
Compensation
Design Services
The Engineer will provide the Design Phase Basic Services as outJined in this agreement for the following:
Package 1 - Ice Rink Floor Replacement (lump sum)
This fee is based on an estimated construction cost
of $281,000 which includes removal of concrete and
insulation by the contractor. Also included are:
Alternate No. 1 - Subsoil heating grid (add)
Alternate No. 2 - Concrete & insulation removal by City (deduct)
$12,000 plus expenses (est. $400)
Package 2 - Dasher Board Replacement (lump sum)
This feel is based on an estimated construction cost
of $100,000.
$5,000 plus expenses (est. $200)
Mr. Rich Czech
September 2, 2003
Page 3 of 5
Construction Services
The Engineer will provide the Construction Phase Basic Services as oulJined in this agreement on an hourly
basis in accordance with the General Engineering Fee Schedule attached plus reimbursable expenses. The
Engineer's fee for the Construction Phase is estimated as follows:
Package 1 - Ice Rink Floor Replacement
Package 2 - Dasher Board Replacement
$3000 to $4000 plus expenses (est. $200)
$1200 to $1800 plus expenses (est. $100)
Conditions beyond the control of the Engineer may cause fees to exceed this range. The level of service
provided by the Engineer will depend in part on unforeseen site conditions, the quality and responsiveness of
the Contractor and the Contractor's adherence to the construction schedule.
For pre-approved Supplemental Services the City will pay the Engineer on an hourly basis in accordance with
the General Engineering Fee Schedule plus reimbursable expenses. Basic services and reimbursable
expenses will be billed monthly.
The General Engineering Fee Schedule is valid through December 31, 2003. Any services furnished after
December 31, 2003 will be charged in accordance with our 2004 fee schedule. We will not increase any item
on the fee schedule by more than 5% for work performed in 2004. This fee increase does not affect the fixed
fee proposed above provided the design phase is completed in 2003.
Additional Terms and Conditions
If there are protracted delays for reasons beyond the Engineers control, the City 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 City's
requirements including any special or extraordinary considerations for the Project or special services needed.
The City shall also make available all pertinent existing data.
Mr. Rich Czech
September 2, 2003 Page 4 of 5
This proposal, the General Provisions (Exhibit A) and the General Engineering Fee Schedule represent the
entire understanding between the City ("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 the City on this project.
Very truly yours,
STEVENS ENGINEERS, INC.
DeBenedet, ~.E.
President
By Scott A. Ward, P.E.
Project Manager
Accepted this
By
day of
Signature
,2003
Printed Name
Title or Position
Enclosure
Mr. Rich Czech
September 2, 2003
Page 5 of 5
WASTEWATER TREATMENT
WATER SUPPLY & TREATMENT
WATER STORAGE & DISTRIBUTION
STORM WATER & DRAINAGE
STREETS
HIGHWAYS & BRIDGES
SITE DESIGN
LAND DEVELOPMENT
3.1.1. OWNER shall provide at[ criteria and fur[
information as to OWNER's requirements for the
Project; designate a person to act with authority
on OWNER's behalf in respect of at[ aspects of the
Project; examine and respond promptly to
ENGINEER's submissions; and give prompt written
notice to ENGINEER whenever OWNER observes or
otherwise becomes aware of any defect in the work.
3.2. O~ner Provides Services
3.2.1. OWNER shat[ also do the following and pay
all costs incident thereto:
--Furnish to ENGINEER sub-surface explorations,
Laboratory tests and inspections of samples,
materials and equipment; appropriate professional
interpretations of at[ of the foregoing;
environmental assessment and impact statements;
property, boundary, easement, right-of-way,
topographic and utility surveys; property
descriptions; zoning and deed restrictions; att of
which ENGINEER may rely upon in performing
services hereunder.
--Guarantee access to and make att provisions for
ENGINEER to enter upon public and private
property.
--Provide such legal, independent cost estimating
and insurance counseling services as may be
required for the Project, any auditing service
required in respect of Contractor(s)' applications
for payment, and any. inspection services to
determine if Contractor(s) are performing the work
Legally.
--Furnish approvals and permits from at[
governmental authorities having jurisdiction over
the Project.
4.0 PAYMENT OF FEES
4.1. Fees Are In Accordance Uith Letter Agre(~aent
4.1.1. The ENGINEER'S fees shall be in accordance
with the Letter Agreement. Un[ess stated
otherwise in the Letter Agreement, fees do not
include reimbursable expenses which are billed
direct in accordance with paragraph 4.2.
4.1.2. Fixed fees shall be payable in full when
the ENGINEER'S services are completed. If the
project is suspended for mere than 90 days or
terminated, the ENGINEER shat[ be paid his
complete fixed fee or on the basis of his time
spent on the work at his standard hourly rates,
whichever is Less.
4.1.3. If OWNER fails to make any payment due
ENGINEER for services and expenses within thirty
days after receipt of ENGINEER's statement
therefore, the amounts due ENGINEER will be
increased at the rate of 1.5% per month from the
date of the invoice, and in addition, ENGINEER
may, after giving seven days' written notice to
OWNER, suspend services under this Agreement until
ENGINEER has been paid in full all amounts due for
services, expenses and charges. OWNER shall also
pay all costs of collection of unpaid fees and
expenses, including reasonable time of ENGINEER
and his employees based on the standard fee
schedule.
4.1.4. AL[ invoices will be formatted as in the
attached "example invoice".
4.2. Reimbursable Expenses
4.2.1. Reimbursable Expenses mean the actual
expenses incurred by ENGINEER or ENGINEER's
independent professional associates or consultants
directly or indirectly in connection with the
Project, such as expenses for: transportation;
reproduction of reports, Drawings, Specifications,
Bidding Documents and similar Project related
items; charges Levied by others for materials
required to perform the work (copies of record
plans, maps, deeds, specialized documents, etc.);
filing fees; permit application fees, etc.; and if
authorized in advance by OWNER, overtime work
requiring higher than regular rates.
SECTION 5 - M[SCELLJ~NEOUS
5.1. Geflerat Requirements
5.1.1. Since ENGINEER has no control over the
cost of Labor, materials, equipment or services
furnished by others or over the Contractor(s)'
methods of determining prices, or over competitive
bidding or market conditions, ENGINEER's opinions
of probable Total Price Costs and Construction
Cost provided for herein are to be made on the
basis of ENGINEER's experience and represent
ENGINEER's best judgment; but ENGINEER cannot and
does not guarantee that proposals, bids or actual
Total Project or Construction Costs will not vary
from opinions of probable cost prepared by
ENGINEER.
5.1.2. The obligation to provide further services
under this Agreement may be terminated by either
party upon seven days' written notice in the event
of substantial failure by the other party to
perform in accordance with the terms hereof
through no fault of the terminating party.
5.1.3. This Agreement is to bo governed by the
taws of the principal place of business of the
ENGINEER.
5.1.4. Nothing under this Agreement shall be
construed to give any rights or benefits in this
Agreement to anyone other than OWNER and ENGINEER,
and att duties and responsibilities undertaken
pursuant to this Agreement wit[ be for the sole
and exclusive benefit of OWNER and ENGINEER and
not for the benefit of any other party.
5.1.5. Any hazardous waste, underground storage
tanks, or asbestos required to be removed,
encapsulated or otherwise contained during the
course of this project will be removed,
encapsulated or otherwise contained as required by
[aw, rules, regulations or orders by OWNER, acting
through qualified professionals and contractors.
Page 2 of 2 Pages
EXHIBIT A
GENERAL PROVISIONS
For Design and Construction
Phase Services
SECT]Oli I - BASIC SERVICES OF THE ENGINEER
1.1. Scope of Services
1.1.1. ENGINEER shat[ 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 included, the
ENGINEER wi[[ prepare preliminary drawings and
other work product as stated in the Letter
agreement. He wi[[ advise OWNER of the need for
additional data or services of the types described
in paragraph 3.2 and/or decisions required of the
OWNER. This conference wi[[ be supplemented by a
written report to the OWNER if requested by the
OWNER or if deemed appropriate by the ENGINEER.
1.2.3. The ENGINEER, after authorization to
proceed with the Final Design Phase, and on the
basis of the accepted Preliminary Design
documents, if any, wit[ prepare final drawings to
show the scope, extent and character of the work
to be furnished and performed by Contractor(s)
(hereinafter ca[ted "Drawings").
He shall also provide information for OWNER's use
in filing applications for permits with or
obtaining approvals of such governmental
authorities, and assist OWNER in consultations
with appropriate authorities.
Construction Phase.
1.3.1. If the Letter agreement provides for
services during the Construction Phase, ENGINEER
shat[ consult with and advise OWNER and act as
OWNER's representative as provided be[ow. Att of
OWNER's instructions to Contractor(s) wilt be
issued through ENGINEER who wilt have authority to
act on behalf of the OWNER except as otherwise
provided in writing.
1.3.2. ENGINEER, and/or his Representative, shall
make visits to the site as ENGINEER deems
necessary in order to observe the progress and
quality of the various aspects of Contractor(s)'
work. Re shall also interpret the contract
documents to the Contractor when, in the opinion
of the ENGINEER, the Contractor's work is not in
conformance with the contract documents.
1.3.2.1. Based on information obtained during
such visits and on such observations, and if
ENGINEER believes that the Contractor's work wit[
not produce a completed Project that conforms
generally to the Contract Documents, or that the
work is not likely to be completed on schedule, he
shat[ notify the OWNER and the contractor in
writing of his opinion.
1.3.2.2. ENGINEER shat[ not, supervise, direct or
have control over Contractor(s)' work, nor shat[
ENGINEER have authority over or responsibility for
the means, methods, techniques or procedures of
construction selected by Contractor(s), or for
safety precautions and programs incident to the
work of Contractor(s), or for any failure or act
or onmission of any Contractor(s), subcontractor
or supplier to comply with the contract documents,
taws, rules, regulations, ordinances, codes or
orders applicable to Contractor(s) furnishing and
performing their work; Accordingly, ENGINEER can
neither guarantee the performance of the
construction contracts by Contractor(s) nor assume
responsibility for Contractor(s)' failure to
furnish and perform their work in accordance with
the Contract Documents except to the extent that
ENGINEER approves work or materials which are
clearly inconsistent with the contract documents.
SECTION 2 - ADDITIONAL SERVICES OF THE ENGINEER
2.1. ADDITIONAL SERVICES DEFINED
2.1.1. For the purposes of this agreement, it is
agreed that normal and customary engineering
services do not include service in respect of the
following categories of work which are usually
referred to as Additional Services or Extra Work. ·
2.1.1.1. If OWNER wishes ENGINEER to perform any
of the fo[towing Additional Services, OWNER shall
so instruct ENGINEER in writing, and ENGINEER
shall perform or obtain from others, such services
and wit[ be paid therefore as extra services:
--Preparation or review of environmental studies
and related services; and assistance in obtaining
environmental approvals.
--Services to set string tines, batter boards, set
grade and/or alignment of forms or other tike work
of Contractor(s) other than setting offset stakes
for grade and alignment.
--Furnishing services by the ENGINEER or by an
independent professional associate for
construction testing.
--preparing a set of reproducible record prints of
Drawings showing those changes made during the
construction process, based on the marked-up
prints, drawings and other data developed by
ENGINEER during construction or furnished by
Contractor(s) to ENGINEER and which ENGINEER
considers significant.
SECTION ~ - OUNER'S RESPONSIBILITIES
].1 Owqer Provides Fu[[ Information
Page 1 of 2 Pages
3.1.1. OWNER shall provide ail criteria and fuji
information as to OWNER's requirements for the
Project; designate a person to act with authority
on OWNER's behalf in respect of all aspects of the
Project; examine and respond promptly to
ENGINEER's submissions; and give pro~t written
notice to ENGINEER whenever OWNER observes or
otherwise becomes aware of any defect in the work.
3.2. O~ner Provides Services
3.2.1. OWNER shall also do the following and pay
ail costs incident thereto:
--Furnish to ENGINEER sub-surface explorations,
Laboratory tests and inspections of samples,
materials and equipment; appropriate professional
interpretations of ail of the foregoing;
environmental assessment and impact statements;
property, boundary, easement, right-of-way,
topographic and utility surveys; property
descriptions; zoning and deed restrictions; ail of
which ENGINEER may rely upon in performing
services hereunder.
--Guarantee access to and make ali provisions for
ENGINEER to enter upon public and private
property.
--Provide such legal, independent cost estimating
and insurance counseling services as may be
required for the Project, any auditing service
required in respect of Contractor(s)' applications
for payn~nt, and any inspection services to
determine if Contractor(s) are performing the work
Legally.
--Furnish approvals and permits from all
governmental authorities having jurisdiction over
the Project.
4.0 PAYMENT OF FEES
4.1. Fees Are In Accordance With Letter Agreement
4.1.1. The ENGINEER'S fees shall be in accordance
with the Letter Agreement. Unless stated
otherwise in the Letter Agreement, fees do not
include reimbursable expenses which are billed
direct in accordance with paragraph 4.2.
4.1.2. Fixed fees shall be payable in full when
the ENGINEER'S services are completed. If the
project is suspended for more than 90 days or
terminated, the ENGINEER shall be paid his
complete fixed fee or on the basis of his time
spent on the work at his standard hourly rates,
whichever is [ess.
4.1.3. If OWNER fails to make any payment due
ENGINEER for services and expenses within thirty
days after receipt of ENGINEER's statement
therefore, the amounts due ENGINEER will be
increased at the rate of 1.5% per month from the
date of the invoice, and in addition, ENGINEER
may, after giving seven days' written notice to
OWNER, suspend services under this Agreement until
ENGINEER has been paid in full ail amounts due for
services, expenses and charges. OWNER shall also
pay ali costs of collection of unpaid fees and
expenses, including reasonable time of ENGINEER
and his employees based on the standard fee
schedule.
4.1.4. ALL invoices will be formatted as in the
attached "example invoice".
4.2. Reimbursabte Expenses
4.2.1. Reimbursable Expenses mean the actual
expenses incurred by ENGINEER or ENGINEER's
independent professional associates or consultants
directly or indirectly in connection with the
Project, such as expenses for: transportation;
reproduction of reports, Drawings, Specifications,
Bidding Documents and similar Project related
items; charges Levied by others for materials
required to perform the work (copies of record
plans, maps, deeds, specialized documents, etc.);
filing fees; permit application fees, etc.; and if
authorized in advance by O~NER, overtime work
requiring higher than regular rates.
SECTIOM 5 - MISCELLANEOUS
5.1. General Requirea~-nts
5.1.1. Since ENGINEER has no control over the
cost of tabor, materials, equipment or services
furnished by others or over the Contractor(s)'
methods of determining prices, or over competitive
bidding or market conditions, ENGINEER's opinions
of probable Total Price Costs and Construction
Cost provided for herein are to be made on the
basis of ENGINEER's experience and represent
ENGINEER's best judgment; but ENGINEER cannot and
does not guarantee that proposals, bids or actual
Total Project or Construction Costs wilt not vary
from opinions of probable cost prepared by
ENGINEER.
5.1.2. The obligation to provide further services
under this Agreement may be terminated by either
party upon seven days' written notice in the event
of substantial failure by the other party to
perform in accordance with the terms hereof
through no fault of the terminating party.
5.1.3. This Agreement is to be governed by the
Laws of the principal place of business of the
ENGINEER.
5.1.4. Nothing under this Agreement shall be
construed to give any rights or benefits in this
Agreement to anyone other than OWNER and ENGINEER,
and ail duties and responsibilities undertaken
pursuant to this Agreement will be for the sole
and exclusive benefit of OWNER and ENGINEER and
not for the benefit of any other party.
5.1.5. Any hazardous waste, underground storage
tanks, or asbestos required to be removed,
encapsulated or otherwise contained during the
course of this project will be removed,
encapsulated or otherwise contained as required by
law, rules, regulations or orders by OWNER, acting
through qualified professionals and contractors.
Page 2 of 2 Pages
STEVENS
ENGINEERS
DATE:
RE:
Janua~ 2,2003
GeneralEngineering Fee Schedule~r2003
The following Engineering Fee Schedule is furnished for your information.
HOURLY FEE SCHEDULE
Personnel:
Principal Engineer/Project Manager
Project Engineer
Senior Technician
Technician
Clerical
Survey Crew
$95.00 - $103.00/hr.
$57.00 - $95.00/hr.
$50.00 - $65.00/hr.
$40.00 - $51.00/hr.
$45.00/hr.
$125.00/hr.
MISCELLANEOUS CHARGES
Mileage
Photocopies: 81/2" x 11" or 81/2" x 14"
Photocopies: 11" x 17"
Blueline Prints: 22" x 34" or 24" x 36"
Blueline Prints: larger than 24" x 36"
Out-of-Pocket Expenses
$ 0.36/mile
$ 0.05/each
$ 0.10/each
$1.00/each
$ 2.00/each
actual cost
Engineering Services may be on a fixed fee basis when prior arrangements are made.
~3ENGFEE.DOC
#1001
1656 Livingstone Road · Hudson, WI 54016
715-386-5819 · 651-436-2075 · 800-822-7670 · fax: 715-386-5879 · www. stevensengineers.com