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4.0. ICESR 03-13-2012MEMORANDUM TO: Ice Arena Commission, Members FROM: Rich Czech, Arena Manager DATE: March 9`", 2012 SUBJECT: Agenda Memo -March 13`"' 2012 4. Ice Arena Renovation Update Attached for your review are proposals for engineering study's for the Barn side of the Arena. The first proposal is from the 292 group for the cost of $4,500.00. Their proposal includes the work of two other companies, Stevens Engineering, which would assess the current ice plant equipment, and Nelson Rudie Associates, which would assess the structure of the barn, condition of the roof and the status of the HVAC systems. The other proposals are from Stevens Engineers that would be the advisers on the Ice plant, Hallberg Engineering, which would be the advisors for the HVAC systems, which would include Dehumidification, and Skyline Building Envelope Consultants (SBEC) that would be the advisors of the building and the roof. The main reason for these proposals; 1) Identify the problem areas of the Barn's roof that leaks when it rains. 2) Review the integrity of the structure of the Barn 3) Identify possible problems with current dehumidification, HVAC systems, and Ice plants. 4) Recommend improvements outlining costs and the longevity of improvements. SBEC's proposal included water testing for the Barn's roof while the 292's proposal did not. The water testing pinpoints the leaks and would allow closer inspect of these areas. The 292 group provided a proposal for water testing from Roof Spec Inc. Attached is their proposal. When SBEC was here performing their initial inspection of the Barn, I indicated to them that we sometimes had issues with the Olympic rink leaking when it rain. After reviewing the Olympic building they noticed hairline fractures in the precast on the Olympic rink and possible problems to the roof for the Olympic looker rooms. In their opinion testing should be done to the precast to determine if water seeps through the cracks during rain. They also recommend that an inspection of the locker rooms roof should be performed to record defects in the roof and note weaz and possible troubled azeasrepairs. Attached for your review is their proposal to perform a study on the Olympic rink. Below is the Break out of costs: Option A: 292's = $4,500.00 which includes Ice plant Study, Dehumidification, HVAC study, structural study Roof Spec Inc = $2,844.00 Water Testing Roof inspection Total Cost = $7,344.00 Option B: Stevens Engineering = $800.00 Ice Plant Study Hallberg Engineering + $1,400.00 Dehumidification Study Skyline Building Envelope Consultants = $1,700.00 Roof and Structural Study Total: $3,900.00 Olympic Option Skyline Building Envelope Consultants = $1,980.00 The Inspections of the Olympic locker rooms roof and the Olympic precast walls. I believe all of the above companies are capable of performing the necessary studies needed to give us an understanding of the condition of the Barn, and its equipment while providing us an idea of the longevity of the building and a cost analysis if it's decided to make any repairs or update the equipment. My recommendation is to hire the three independent companies in package B and include the option of the inspection of the Olympic locker rooms roof and the precast. The total cost for this work would be $5,880.00. I'm proposing that the study be paid form the Bleacher fund, which has a balance of $8,936.00. design grcup January 23, 2012 Mr. Rich Czech Arena Manager, Elk River Arena 1000 School St. N.W. Elk River. MN 55330 RE; Proposal for Engineering.Study of Elk River Ice Arena Dear Rich: 292 Design Group $S00 Project Management 292 Design Group will manage the study, provide code analysis, and compile the final report. Stevens Engineering $800 Ice Systems Engineering Stevens will provide existing ice system assessment, including Life expectancy, recommendations for ice system improvements, and budget estimates for equipment upgrades and/or replacement. Nelson Rudie Associates $2,900 Structural and Mechanical Engineering NRA will provide an engineering assessment of the condition of the existing structure of the original ice arena ("barn"). The assessment will include the current condition of the structure, repairs~mprovements that may be required, cost of repairs/upgrades, estimated life expectancy of structure as it sits in its current cohdition, life expectancy of structure if improvements are made, and cost of repairs/improvements. NRA will also evaluate the dehumidification systems in the facility and provide life expectancy estimate of current equipment, recommendations for corrective/repair work, and budget estimates of corrective work. The fee above is based on our experience on similar projects. Each project is unique. 292 is committed to providing services and the corresponding fees based on the needs of our clients. As always we would be willing to discuss our fee and modify it to fit the specific needs of the City of Elk River. Sincerely, 292 design group ~aw~as j~ ~"hl Tom Betti. AIA Two Nine Two design group 19100 49'" Avenue North I New Hope, MN 55428 1763.533.3813 I www,292designgroup.com March 2, 2012 Mr. Tom Betti, AIA, NCARB, Partner 292 Design Group 9100 49~' Avenue North New Hope, MN 55428 Phone: 763-533-3813 Cell: 612-767-4330 E-main tbetti d292desieneroun corn SUBJECT: EVALUATION AND WATER TESTING METAL ROOFING ASSEMBLY "THE BARN" ICE ARENA CITY OF ELK RIVER PROPOSAL #P12-11065 Dear Mr. Betti: Roof Spec Inc. 2400 Prior A St. Paul, MN 55113 (651)639-0644 (651) 639-1828 (fax) 800494-4085 www.roofsoec.com In your email request of March 1, 2012, we have developed the following proposal relative to the above- referenced project. Enclosed please find our proposal for Evaluation and Water Testing for the above-referenced facility. This proposal includes the following documents: - Scope of Services/Fee Schedule - Proposal and Contract Agreement - Indemnification and Waiver Relating to Asbestos If you find this proposal acceptable, please sign both copies of the attached Proposal and Contract Agreement, and return them to our office at your earliest convenience. If you should have any questions or require further information, please contact our office. Respectfully, ROOF SPEC, INC. Terry Thone Senior Consultant TT/jrc Enclosures • BUILDING ENVELOPE CONSULTING • SPECIFICATIONS • DESIGN • CONSTRUCTION MANAGEMENT • INSPECTIONS • TESTING All Information Is submitted as the confidenYlaf property of ourdlents. Any coplesoreztraetiotts~are-reservebpending•ouowritten approval.- ~92~~sign~~c~~ Proposal #P12-11065 Evaluation and Water Testing For: Metal Roofing Assembly at "The Barn" Ice Arena in the City of Elk River Prepared for: Mr. Tom Betti, AIA, NCARB, Partner 292 Design Group 9100 49~' Avenue North New Hope, MN 55428 Prepared By: Mr. Terry Thone Senior Consultant Roof Spec, Inc. 2400 Prior Avenue North St. Paul, MN 55113 651-639-0644 Fax 651-639-1828 • BUILDING ENVELOPE CONSULTING • SPECIFICATIONS • DESIGN • CONSTRUCTION MANAGEMENT • INSPECTIONS • TESTING All information is submitted as the confidential property of our clients. Any copies or extractions are reservetl pending our written approval. 292 Design Group March 2, 2012 RSI Proposal #12-11065, "The Barn "Ice Arena, City of Elk River Page 2 SCOPE OF SERVICES In your email, you requested that an evaluation of the existing structural standing seam metal roof be conducted to identify any potential sources of moisture infiltration. Further, we are to identify the existing conditions and projected remaining service life of the application. Relative to ongoing "leak issues" we are also to perform water testing to identify the particular sources of the moisture entry. We are then to perform a review and evaluation of the existing roof assembly, obtain photographs of our observations, and provide a report with observations of the deficiencies, and recommendations for corrective actions. Based on the above, we have developed the following Fee Schedule for your review. ITEM: Senior Consultant (RRC) to conduct evaluation of existing structural standing seam metal roof assembly, obtain photos, develop plan view and prepare report relative to the condition of the existing assembly, deficiencies and corrective actions, and develop budget forecast. ESTIMATED UNITS: 12 hours @ FEE: ESTIMATED TOTAL: $ 1,920.00 II. Engineering technician to perform water testing to determine locations of moisture infiltration throughout roof area employing a spray bar to isolate and monitor locations of moisture delivery. 8 hours @ $160.00 / hour $90.00 / hour $ 720.00 III. CAD technician to develop plan view, 2 hours @ plot photographs, and provide any additional details. IV. Mileage portal to portal $70.00 / $ 140.00 hour 128mkes@ 0.50/mi}e TOTAL: $ 64.00 $ 2,844.00 Roof Spec Inc. 2400 Prior Avenue North St. Paul, MN 56113 (661) 639-0644 (661) 639-1828 (fax) 800-494-4086 www.roofspec.com PROPOSAL AND CONTRACT AGREEMENT This agreement is made this 2nd day March, 2012, between Roof Spec, Inc., 2400 Prior Avenue North, St. Paul, MN 55113, and 292 Design Group (hereinafrer referred to as the "Owner/Client"). In consideration of this Contract Agreement ("ContracP'), and other valuable consideration, the receipt of which is acknowledged, the parties agree to the following terms and conditions. ARTICLE I - Proiect and Scope of Work This Contract covers the labor and services to be performed and/or supplied by Roof Spec, Inc. to the Owner/Client for the following Project ("Project"): RSIProjectNo.: P12-11065 Project Name: "The Barn" Ice Arena Project Location: Ciri of Elk River The Owner/Client agrees to pay Roof Spec, Inc. for all labor, material, and services provided on the Project, as stated below. The scope of work for this Project is incorporated by this reference ("Scope of Services"). ARTICLE II -Contract Documents The Contract documents, which constitute the entire agreement between Owner/Client and Roof Spec, Inc., consist of the following: • This Contract • Scope of Services • Indemnification and Waiver Relating to Asbestos • Change orders and modifications to this Contract executed after date hereof. Any Written Amendments to this Contract. ARTICLE III -The Owner/Client's Duties and Representations 1. Owner/Client will provide Roof Spec, Inc. immediate access to the building and roof area for review purposes at all times during regular business hours. 2. Owner/Client agrees to pay Roof Spec, Inc. all amounts due under this Contract. • BUILDING ENVELOPE CONSULTING • SPECIFICATIONS. • DESIGN • CONSTRUCTION MANAGEMENT • INSPECTIONS • TESTING All Information is submitted as the confidential property of our clients. Any copies or extractions are reserved pending our written approval. 292 Design Group March 2, 2012 RSI Proposal #12-11065, "The Barn "Ice Arena, Ciry of Elk River Page 2 3. Owner/Client agrees that the balance of all sums due under this Contract shall be immediately due and payable upon completion of services by Roof Spec, Inc., and Roof Spec, Inc. may charge the maximum legal rate of interest upon any sum due under this agreement which is not paid within 15 days of its due date. Owner/Client agrees to pay reasonable attorney fees and costs incurred in collecting overdue accounts. 4. Owner/Client may make any changes or additions to the Scope of Services in this Contract without invalidating the Contract, as long as the changes aze agreed to by all parties and aze made in writing. When the Owner/Client makes changes or additions to the Scope of Services, the parties shall create a written Change Order that details the additional work and costs associated with the addition or change to the Contract. The Change Otder shall also specify the amount of time that shall be given to Roof Spec, Inc. to perform this additional or changed work. This Change Order shall be agreed upon, in writing, and signed by the parties before the work is started by Roof Spec, Inc. ARTICLE IV -Roof Spec, Inc.'s Duties and Representations 1. Roof Spec, Inc. agrees to perform all work described in the Scope of Services. 2. Roof Spec, Inc. represents that data as to roof surface conditions provided to Owner/Client in an Investigative Report or Roof Survey Report will be valid for 60 days only from the date of such report, unless otherwise stated or confirmed in writing. 3. Roof Spec, Inc. makes no representation as to the structural adequacy of the building to support the roofing repairs or replacement recommended, except upon the basis of written opinion of an independent structural engineer, provided by Owner/Client. ARTICLE V - Indemnifcation Roof Spec, Inc. agrees to indemnify and hold the Owner/Client harmless from claims for damages, losses, and expenses azising out of or resulting from Roof Spec, Inc.'s performance of the work provided for in this Contract, provided that any such claim, damage, loss or expense (1) is attributable to body injury, sickness, disease or death or to injury to or destruction of tangible property including the loss of use thereof, and (2) is caused in whole or in part by any negligent act or omission of Roof Spec, Inc. anyone directly or indirectly employed by any of Roof Spec, Inc., or (3) is attributable to injuries sustained by any employee of Roof Spec, Inc. during the performance of work under this Contract, for any cause whatsoever. Roof Spec, Inc., however, is not liable to the Owner/Client for damages, losses, expenses, or claims which azise out of the Owner/Client's acts or omissions, negligent or otherwise. Roof Spec, Inc. is also not liable to the Owner/Client, or any other person or entity, for damages, losses, expenses, or claims which azise out of this Project and that aze caused by the acts or omissions, negligent or otherwise of parties not under the direct control of Roof Spec, Ina Owner/Client is responsible for indemnifying Roof Spec, Inc. from all damages and circumstances involving asbestos or asbestos containing materials ("ACM"), as specifically described in the attached "Indemnification and Waiver Relating to Asbestos". ARTICLE VI-Warranties and Disclaimers Roof Spec, Inc. will exercise reasonable skill and judgment in providing its consulting services. Roof Spec, Inc. will not be a guazantor of the Project to which its services aze directed, and its responsibility shall be limited to work specifically performed by Roof Spec, Inc. for the Owner/Client. Roof Spec, Inc. shall not be responsible for acts or omissions of the Owner/Client or contractors, subcontractors, or third parties not under the direct control of Roof Spec, Inc. 292 Design Group March 2, 2012 RSI Proposal #12-1106.1, "The Barn" Ice Arena, Ciry ofE[k River Page 3 Roof Spec, Inc. makes no other representations or warranties, express or implied. ARTICLE-VII - Lemitation of Damages In no event shall Roof Spec, Inc., or its agents or employees, be liable to the Owner/Client, or anybody else, for any special, punitive, incidental, indirect or consequential damages of any kind, whatsoever, including, without limitations, those resulting from the Project, whether or not Roof Spec, Inc. has been advised of the possibility of such damages, and regazdless of the theory of liability, arising out of or in connection with the Project. Roof Spec, Inc.'s maximum liability for damages arising from the Project, under any legal theory, shall not exceed the amount paid by the Owner/Client to Roof Spec, Inc. for the work it provided on this Project. The existence of one or more claims or suits or parties will not enlazge this limit. Each party acknowledges that this is the sole remedy that the Owner/Client may obtain from Roof Spec, Inc. Each party also acknowledges that this is an appropriate allocation of risks for the Project. ARTICLE VIII-Miscellaneous 1. This Contract shall be governed and constructed in accordance with the laws of the State of Minnesota. 2. If one or more paragraphs of this Contract are found to be unenforceable, illegal, or contrary to public policy, or are in some other manner declared to be unenforceable by a court of competent jurisdiction, then the remainder of the Contract shall remain in full force and effect to the extent possible. 3. This. Contract .represents. the entire agreement of the parties and supersedes all prior oral or written agreements. 4. This Contract may not be amended, unless the amendment is agreed to by both parties in writing. 5. Execution of this Contract by Owner/Client, or issuance of a purchase order by Owner/Client will constitute acceptance of each and every term and condition of this Contract. Any additional terms or conditions stated in Owner/Client's purchase order, or other written communication accepting this Contract, or contained in any general or special conditions issued by Owner/Client, or by alteration by OwnedClientof this contract form, shall not be valid under any circumstances unless specifically adopted or proved by written response of Roof Spec, Inc. Failure to respond by Roof Spec, Inc. shall be deemed a denial of any additional terms or conditions stated in Owner/Client's acceptance or counter-proposal of Owner/Client. Accepted and agreed to: By (Signature) Title Company Date By: Terry Thone (Signature) Senior Consultant Title Roof Snec. Inc Company March 2 2012 Date 292 Design Group March 2, 2012 RSI Proposal #12-11065, "The Barn" Ice Arena, Ciry of Elk River Page 4 INDEMNIFICATION AND WAIVER RELATING TO ASBESTOS In engaging Roof Spec, Inc. ("Roof Spec") to consult on the project which is the subject of the Contract between the parties, the Owner/Client 292 Design Group, acknowledges that Roof Spec, Inc. is not contracting to discover, contain, or cleanup asbestos or asbestos containing materials ("ACM"). The Owner/Client also agrees that, although asbestos or ACM may be encountered in the roof system or parts of the roof system and areas adjacent thereto, and although activities by Roof Spec, its employees, agents, or subcontractors (including but not limited to, sampling, and corrective work) may disturb asbestos in the roof system or in other parts of the building of which the roof system is a part and cause such asbestos or ACM to be a hazard, the Owner/Client (i) will not hold Roof Spec liable under any legal theory including those based upon any failure to discover or to attempt to discover the presence of asbestos or ACM, failure to contain, remove, or clean up asbestos or ACM or any other act of omission arising from the presence of asbestos or ACM (including disturbing any such presently existing materials); and (iij will defend and indemnify, to the greatest extent allowable under the law, Roof Spec, its director, officers, employees, agents, successors and assigns against, and hold them harmless from and in respect of, any claim, demand, loss, liability, cost, or exposure, including, but not limited to, reasonable attorney's fees and property damage related to the presence of asbestos or ACM in the building, or any disturbance of the same, excepting only claims by employees, agents, or subcontractors of Roof Spec. In the event Roof Spec, Teams of the existence of asbestos or ACM in connection with its work, Roof Spec's sole obligation is to use diligent efforts to notify Owner/Client of the existence of materials. Roof Spec shall have the right to discontinue its work and remove its employees from the project (or that portion of the project in which such materials were encountered), without any monetary or time penalty, until those materials (or any hazards related thereto) are abated, encapsulated or removed, and/or it is determined that no hazard exists. This indemnification and waiver shall govern over conflicting or inconsistent clauses of the General Contract, general conditions of the contract, special or supplementary conditions, technical conditions, plans and specifications. SKYLINE BUILDING ENVELOPE CONSULTANTS ADVANCED CONSULPNG 8 PROJECT MPNAGEMENT SERNCES FOR FACILITIES MPNAGEMEM NHIGM INCLUDE: ALL TTPES OF ROOFING 8 WATERPROOFING, &IILDING ENJELOPE & FACADE EVALUATIONS 8 RESTORATON, PPAI(ING GPAPGE EVALUATONS 8 RESTOPATION, FORENyC EVAWATIONS. February 20, 2012 Rich Czech Arena Manager City of Elk River 1000 School Street N.W. Elk River, MN 55330 Reference: Proposal for providing Building Envelope services on the Original Ice Arena building to determine the overall condition of the building and source of the leakage occurring at the ridge and other locations. Our proposal is based on information obtained from facility personnel and visual observations. Dear Rich Czech, Thank you for the opportunity of providing our services to perform Building Envelope services to determine the overall condition of the building and source of the leakage occurring at the ridge and other locations. Based on information provided and initial visual. observations, we recommend the following actions Perform a visual inspection of the entire building envelope including the metal roof and wall components to identify, locate and document all roof and wall defects. r Perform a confrmation water test verify that the suspected leak defects are the cause of the current leakage. > Once all of the information has been gathered, a written report with photographs will be completed documenting our findings, recommendations and overall condition of the building. Estimated repair costs for immediate repairs to prevent further water infiltration will be provided. Depending on our findings, these repairs may be permanent or temporary until funding can be provided for the long term repairs and/or replacement. - We will meet with qualifed contractors to obtain bids for the recommended repairs. We will perform the services listed above for a fee not to exceed $ 1,700.00 We appreciate this opportunity to help The City of Elk River with some of your facilities needs and look forward to working you in the future. If you have any questions or concerns regarding this proposal, please feel free to contact me. Respectfully Submitted, ~i Rob Johnston Project Manager Skyline Building Envelope Consultants 15050 CEDAR AVENUE 5. /SUITE #: 116-333 /APPLE VALLEY, MN 55124 OFFICE #: 952-303-4824 OFFICE FAX#: 952-405-6060 MOBILE: 763-229-2771 ROB JOHNSTONrD'JSKYLINEBEC.COM WW W.SKYLINEBEC.COM SKYLINE BUILDING ENVELOPE CONSULTANTS ADVANCED CONSULTING 8 PROJECT MPNAGEMENi $ERVILES FOR FALILITES MANAGEMENTNMICH INCLUDEI ALL TYPES OF ROOFING $ WATERPROOFING, BUILDING ENVELOPE 8 FACP-E EVILLUATIONS 8 RESTOPATION, PPAgNG GNUGE EVALUATIONG 8 RESTOPATION, FOREN9L EVALUATONS. February 20, 2012 Rich Czech Arena Manager City of Elk River 1000 School Street N.W. Elk River, MN 55330 Reference: Proposal for providing leak investigative services on the 7997 Ice Arena building to stop the source of the leakage occurring along the wall between the original Arena building and the 1997 Arena. Our proposal is based on information obtained from facility personnel and visual observations. Dear Rich Czech, Thank you for the opportunity of providing our services to perform leakage investigative services to determine the cause of leakage into the building interior along the wall between the original Ice Arena and the 1997 Ice Arena. Based on information provided and initial visual observations, we recommend the following actions - Perform a visual inspection of the adjacent exterior walls tc identify, locate and document all wall defects. - Perform a visual inspection of the EPDM rubber roof beiween the two ice arenas to identify, locate and document all roof defects. - Perform multiple water tests systematically eliminating certain wall and roofing components until water infiltration occurs. - Once all of the information has been gathered, a written report with photographs will be completed documenting our findings and recommendations with estimated repair costs for immediate repairs to prevent further water infltration. Depending on our findings, these repairs may be permanent or temporary until funding can be provided for the long term repairs. - We will meet with qualified contractors to obtain bids for the recommended repairs. We will perform the services listed above for a fee not to exceed $ 1,980.00 We appreciate this opportunity to help The City of Elk River with some of your facilities needs and look forward to working you in the future. If you have any questions or concerns regarding this proposal, please feel free to contact me. Respectfully Submitted, 7 i- ~~rf cjr~;~- Rob Johnston Project Manager Skyline Building Envelope Consultants 15050 CEDAR AVENUE S. /SUITE #: 176-333 /APPLE VALLEY, MN 55124 OFFICE#: 952-303-4824 OFFICE FAX#: 952-405-6060 MOBILE: 763-229-2771 RO B. JOHN STON(o)SKYL I N EB EC. COM VJv~M/. S KY LI N E B E C. C O M Steve n s March 8, 2012 Mr. Rich Czech Elk River Ice Arena 1000 School Street N.W. Elk River,MN 55330 Re: Professional Engineering and Consulting Services REVISED Proposal Elk River Ice Arena -Rink 1 Ice System Evaluation Our Project No. 900-11-159 Dear Mr. Czech: We are pleased to offer our services to perform a brief evaluation of the existing ice system in the original rink (Rink 1 or "the barn") at the Elk River Ice Arena Facility. As you know, we have the in-depth, specialty experience, especially in the evaluation renovation and conversion of direct Holmsten Ice Rink Systems, required to successfully complete this project for you and the City of Elk River. We are also very familiar with your facility after designing the ice rink floor and dasher board replacement in Rink 1 of the facility in 2004. PROJECT UNDERSTANDING The Elk River Ice Arena consists of two (2) ice arenas where both ice rinks are served by individual Holmstein direct R-22 refrigeration systems. The refrigeration system serving the original rink (Rink 1) has a capacity of SO tons and the system for the new rink (Rink 2) has capacity of 135 tons. The ice rink floor and dasher board systems were replaced in Rink 1 in 2004. Due to the age of the Rink 1, the City is interested in completing an evaluation of ice system (rink floor and refrigeration system) to determine the condition and to identify and recommend improvements and/or replacement options to assist in future planning for the facility. The evaluation should also include estimated project costs for the improvements. The HVAC, electrical, lighting and building systems will not be part of this evaluation and is being evaluated by other consultants. Mr. Rich Czech March 8, 2012 2211 D'Neir ROatl, Hudson, W1 54016 t 715.356.5819 t651.436.2075 f 715.386.5879 wwwstevensengineers.com SCOPE OF SERVICES Stevens An evaluation of your ice system can provide valuable information in assessing the condition of the facility's systems and assisting in planning facility improvements. More specifically, the information can be used to: identify the needed improvements to the facility; develop a scope of work; and generate cost estimates to use for budgeting. Stevens will provide a step by step approach to the evaluation as described below: Step 1-Collect /niormation on Ice Systems: Meeting #1: Meet with you and other interested parties tc; • Perform on-site investigation of the ice system. • Walk through the facility with you and the facility's staff. • Collect information on the systems. • Discuss history of problems with the ice system. • Discuss desired improvements to the ice system. • Obtain copies of the following information: o Record plans for the facility. o Shopdrawings of ice equipment, ice systems and other mechanical systems, o Daily logs on the ice system operation. o Records or information on any improvements that have been performed on the facility or its mechanical systems. o Sdil information from original building construction and floor replacement in 2004. Step 2-Develop Improvement Plan (Analysis and Evaluation) During this step we will: • Evaluate the information we gathered during the site visit in Step 1. • Evaluate any additional information provided to us by you. • Evaluate the existing soils information, • Identify problem areas, areas of concern or areas for improvements to the ice and mechanical systems, • Summarize the information in a letter report including and discussing the following: o Description of existing ice systems. o Information collected during the site visit. o Evaluation of existing ice system. o Recommendations for system improvements, modifications and/or replacement. o Estimate of probable construction costs and project costs for recommended improvements. o Five (5) copies of the draft report. • Meeting #2: Teleconference with you and other interested parties to review a draft of the report. We can meet with you in person if needed. The cost of this meeting would be in addition to the fee provided in this proposal. • Incorporate changes and comments that were discussed at the meeting into the report and finalize. • Provide ten (10) copies of the final report. • Present the plan. We can. meet with you and other interested parties to present the final plan if needed. The cast of this meeting would be in addition to the fee provided in this proposal. Mr. Rich Czech March 8, 2012 Page 2 of 4 2211'©`NeMfto'atl, Hudson, WI 54016 t 715.386.5819 t 651.436.2075 f 715.386.5879 wwwstevensengineers:com ADDITIONAL UNDERSTANDING For purposes of defining the scope of work, Stevens will assume the following; 'Steven s 1. Prior to starting the work, you shall provide the Stevens with full information regarding yourrequirements and the City's requirements including any special or extraordinary considerations for the Projector special services needed. You shall also make available all pertinent existing data. 2. Modifications to the Scope of Work or additional design or drafting resulting from revisions after commencement of our services will be billed as additional services on an hourly basis. Additional work will not proceed without a signed contract amendment. 3. We are relying on CAD files and topographic surveys completed and prepared by others. Stevens assumes no liability for the accuracy of such drawings or surveys. 4. If additional site visits or meetings are requested, we will provide those services on an hourly basis in accordance with our standard fee schedule. 5. In preparing this proposal, certain items have been excluded from the scope of services that may or may not be required, Should these services become necessary, we can provide them as additional services and shall be approved in writing. The following services have been excluded from this proposal: • Permit applications; • Energy calculations; • Information for energy rebate applications; • City and code review meetings; • Environmental reviews, reports or permits; • Project advocacy beyond the normal standard of care COST OF SERVICES We propose the following fxed fee for the services outlined in this proposal: ICE SYSTEM EVALUATION $SOO TOTAL ~ $soo Conditions of Proposed Fee: 1. Reimbursable expenses will be invoiced in addition to the fixed fee services. 2. You will pay for all costs of testing services such as ground penetrating radar, soil borings, half cell testing, pressure testing, etc. in addition to the fixed fee services. 3. You will pay for all review agency or other applicable fees (e.g. review, permit applications, etc.) in addition to the fxed fee services. 4. We will invoice monthly for services based on a percentage of the fixed fee work completed at the time of invoicing. 5, Finance charges will be applied to all payments not received within 30-days of invoicing. 6. We will provide additional services, pre-approved by you, on an hourly basis in accordance with our current fee schedule. Scott's 2012 hourly race is $175/hour. 7. Taxes not included in fee. Mc Rich Czech March 8, 2012 Page 3 of 4 2211'0'Neil-Road, Nudson~'wl 54016 t 715:386.5819' t 651.436.2075 t 715.386.5879 .wvwsteaensengineers.com 8, The attached professional services fee schedule is valid through December 31, 201~Y.~1G~5Ve n s furnished after December 31, 2011 will be charged in accordance with our 2012 fee schedule. We will not increase any item on the fee schedule by more than 5% for work performed in 2012. The fixed fee will remain unchanged for 2012. 9. Once improvemen#s are ides#ified, we will provide you with a separate proposal for any pre-design, final design or construction administration phase work that may be requested. We appreciate the opportunity to work with you and City of Elk River on this project. If you have any questions regarding this proposal, please feel free to call me anytime. If this proposal meets your needs and is approved by you, a draft agreement can be generated for all parties to review. Our office number is 651.436.2075 or my mobile is 651.492.1376. We look forward to working with you on this project. Sincerely, STEVENS ~~~~ Scott A. Ward, P.E. PrincipallVice President Enclosure: 2012 Professional Services Fee Schedule Mr. Rich Czech March S, 2012 Page 4 of 4 2211'0'iJeilRoad, Hudson, WI 54016 t 715.386.5819 t 651.436.2075 f 715.386.5879 wwwstevensengineers.com APPENDIX B 2012 Professional Services Fee Schedule Period: January 1, 2012 through December 31, 2012 HOURLY FEE SCHEDULE Personnel: Principal Engineer/Project Manager $110- $185 Specialist $170-$185 Project Engineer $90-$120 Planner $60-$75 Graduate Engineer $75-$90 Technician/ /Inspector $45-$82 Administrative $45-$55 Registered Land Surveyor $85-$100 Survey Crew (1 person with GPS or Robot) $145 Survey Crew (2 persons with GPS or Robot) $155-$165 Survey Crew (3 persons with GPS or Robot) $165-$195 Steve n s ENGINEERS ~ PIANPIERS ~ SURVEI'ORS REIMBURSABLE EXPENSES Reimbursable expenses include, but are not limited to the following: • Transportation cost at IRS allowable rate. • Parking fees. • Cost ofout-of-town hovel, lodging and electronic communication in connection with the project. • Re reductions, lots, and standard form documents. Item Slze Black & White Color Photoco ieslPrintin 8 %: x 11 $0.10 $0.80 8'/: x 14 $0.12 $0.90 11 x 17 $0.15 $1.50 PlotslScans 22 x 34 $2.50 $5.00 24 x 36 $2.75 $5.50 28 x 42 or tar er $4.00 $6.00 Bindin tans sets er set tar er than 11 x17 $5.00 each S ecificatiori and Re ort Assembl Binder, Cover $6.00 each Laminated Re ort Covers with Binder $17.00 each • Project photography, postage, long-distance and mobile telephone calls, and facsimiles. • Materials required to assemble reports. • Subconsultanls. • Ofher similar direct project-related expenditures. Reimbursable expenses are billable at 10% over cost. Stevens' typical invoicing process; monthly billing, due net 30 days. H A L L B E R G ENGINEERING WORK REQUEST AUTHORIZATION TO: Rich Czech, Arena Manager, Elk River Arena (763) 635-1141 FROM: Richard Lucio PE, Hallberg Engineering, Inc. DATE: Mazch 6, 2012 RE: HVAC Study for Elk River Arena BD NO.: Thank you for choosing Hallberg Engineering for your mechanical engineering project. We appreciate the opportunity to work with you on this project. Please note the scope of basic services and fee agreement listed below. *Scope of Basic Services: Olympic Rink and the Bam HVAC Equipment: 1. Observations of the HVAC systems will be conducted, which include, the cooling and heating air handling systems, make-up air units, exhaust fans, dehumidification units, pumps, boilers, radiant gas heaters and temperature control systems. 2. The method of assessment will be to interview the building engineer, conduct the walk-through, evaluate the systems and photograph equipment. 3. The report will include a description of the existing HVAC systems, deficiencies observed, recommended repair or replacement, estimated costs for repairs or replacements and a description of estimated service life of the equipment. Photos of the equipment will be included in this srudy. Based on our understanding of the scope of work on this project, the fees will be fixed fee of $1,400. Travel, special delivery and other reimbursable expenses.ase included in the above fee. This.fee and scope of.work does not include the refrigeration equipment. If you aze in agreement with the aforementioned services and terms, please indicate by signing and returning the "Authorization to Proceed" via fax (651) 748-9370 or mail. Work will proceed upon receiving written authorization. AUTHORIZATION TO PROCEED Sie ed Date Terms & Conditions • Invoices will be processed monthly with payment due within 30 days. • Al[ unpaid balarsces older than 30 days wit[ accrue interest charges al 1.5%per month and will continue to accrue on all unpaid ba/arsces urs[i[ they ore paid in full. • Hallberg Engineering reserves the right ta: I)Stap work on the project; 2)No(ify Owrser ojwork stoppage and the reason why; 3)Con[acl [he Owner to determine payment history and/or schedule of payment.. MechanicaUE/ectrical Consulting Engineers 1750 Commerce Court v White' Bear take; MN 551 t0°v Phan~e (651) 748=4100 v~ Fax-(651-) 748-3370 c:\documents and settings\rick\my documents\work request20I20306 elk river arena s[udy.doc _. .. _,.