4.4 SR 04-18-2022
Request for Action
To Item Number
Mayor and City Council 4.4
Agenda Section Meeting Date Prepared by
Consent April 18, 2022 Brandon Wisner, Engineering Project Manager
Item Description Reviewed by
Commissioning Services for Fire Station 3 Gary Lore, Building Maintenance Supervisor
Reviewed by
Cal Portner, City Administrator
Action Requested
Approve, by motion, a proposal for commissioning services for Fire Station #3 with Alternate #1 for a total
amount of $19,750.
Background/Discussion
Commissioning was highly recommended by the project architect and building maintenance supervisor to ensure all
lighting and HVAC system components were installed correctly, meet specifications and function according to the
approved design at Fire Station #3.
Financial Impact
Project Fund
Mission/Policy/Goal
Meet changing needs - Agile
Attachments
Proposal for Commissioning Services for Elk River Fire Station 3 – KFI Engineers
The Elk River Vision
A welcoming community with revolutionary and spirited resourcefulness, exceptional
service, and community engagement that encourages and inspires prosperity.
Updated: August 2020
4.12.22
Brandon Wisner via email: bwisner@elkrivermn.gov
Engineering Project Manager
City of Elk River
13065 Orono Parkway
Elk River, MN 55330
RE: Proposal for Commissioning Services
Elk River Fire Station 3 Cx
st
9921 191 Ave, Elk River, MN 55330
KFI Proposal # P22-0559
Dear Mr. Wisner,
KFI Engineers (KFI) is pleased to provide this proposal for Commissioning services on the above referenced project.
This proposal outlines our scope of work and associated compensation. This proposal is valid for 45 days from the
proposal date.
PROJECT UNDERSTANDING
This project consists of a new 17,489 square foot Fire Station which includes vehicle bays, offices, training rooms
and a training tower for the City of Elk River. The city is looking for commissioning services from the equipment
startup phase through the one-year warranty period. Equipment startups will begin in May of 2022.
BASIC SERVICES SCOPE OF WORK
KFI will commission the following systems:
1. HVAC Systems and Associated Controls
RTU
MAU
VAVs (10)
Boilers (2) and Pumps
In-Floor Heat
Split System
Furnace
Unit Heaters (14)
Fans (11)
Radiant Panels & FTRs
Test & Balance Review
2. Lighting & Lighting Controls
The commissioning tasks to be performed are:
Construction & Acceptance Phases
1-866-534-3647 KFI-ENG.COM
Fire Station Cx
City of Elk River
Page 2 of 6
1. Review project schedule and provide the construction team Cx milestones and task durations for inclusion
in the official project schedule.
2. Develop a Commissioning (Cx) Plan. Update the Cx Plan throughout the project. The Cx Plan will identify
members of the Cx team, roles and responsibilities of each team member, the Cx schedule, and provide a
narrative of Cx tasks.
3. Attend and lead Cx kickoff meeting to assist with Cx coordination.
4. Develop custom construction checklists after all submittals have been approved by the design team. KFI will
Verification checks to observe if installation correlates with the details, specifications, and
manufacturer requirements.
Contractors will complete any contract document required for pre-functional verifications that
verify equipment startups, BAS point-to-point verifications and preliminary sequence checks.
5. Perform one (1) construction site visits during the project; During the site visits we anticipate the following
tasks:
Review contractor progress on the construction checklists.
Review equipment and system installations for conformance to the construction documents, industry
standards, manufacturer recommendations, and KFI experience. Document deficiencies on
observation reports, and forward to the project team for review and action.
Conduct commissioning meeting to review progress on Cx tasks (and provide agendas, minutes, etc.).
We will coordinate site visits to coincide with regular construction meetings whenever possible to
make best use of everyone's time. When we cannot attend construction meetings, we will review
meeting minutes and provide comments where necessary.
Site visit is anticipated to include:
Cx kickoff with contractors
Final installation review
Witness TAB processes
6. After reviewing and accepting the controls contractor self-testing (pre-functional testing) documents, KFI
will execute functional performance testing at the sampling rates identified above. Testing includes the
following tasks:
Point-to-point verification (including sensor calibrations, input/output verification).
Review graphics for accuracy to systems, menu operability, links, and schematic accuracy.
Perform sequence testing through a combination of setpoint adjustments, trend reviews, and
manual overrides.
Perform integrated systems testing.
KFI anticipates approximately four (4) trips during this phase to perform functional testing and retesting.
7. Provide one seasonal testing trip of HVAC systems to review sequence testing of equipment under
appropriate loads in all seasons.
8. Document functional test deficiencies on the Master Issue Tracking List and assist with project team to verify
that corrective actions are performed. After written notification of correction, KFI will retest deficiencies.
KFI considers one retest part of the normal scope of work. Additional retests will be at the contractor's
expense.
9. Execute a TAB review. KFI's review includes the following tasks:
Conduct a TAB coordination meeting to review the TAB Plan with the project team.
Witness contractor procedures in the field.
Confirm minimum OA flow rates.
Randomly sample up to 10% of TAB values in the field at the conclusion of TAB work.
Review the completed TAB report.
Scope and Fee KFI #P22-0559
Fire Station Cx
City of Elk River
Page 3 of 6
10. Review O&M manuals and provide comments to the project team. Review equipment warranty information
provided in O&Ms.
11. Review contractor training plan for the owner including reviewing and approving training agendas, verifying
the execution of the training, and ensuring the training sessions meet the owner's needs. In addition, we
will encourage the facility operators to participate in the testing process with KFI.
Closeout Phase
1. Provide a final commissioning report in PDF format at the conclusion of the project:
Provide a summary of the commissioning process (including a summary of any open issues &
associated documentation), a building/system description, review of the tasks executed, and a brief
summary of the testing methods executed for future reference by the owner.
Include all commissioning documentation from the tasks identified above.
Provide a summary of equipment deficiencies with regards to: performance/efficiency, executed
documentation, and training.
Provide recommendations for any of the systems.
2. Provide a warranty review walk-
ALTERNATES
Alternate #1 Blackout Test: KFI has found it beneficial to perform a blackout test of the building electrical.
Performing this test will verify if emergency power and lighting is performing correctly. It will also bring out any
unseen issues when the building power is turned back on. Some issues that can be found are controls not turning
on for the automation, VFD power issues, security access, among many other items. Please note that this test would
need to be contractor led, KFI would witness the HVAC and lighting systems. KFI recommends subcontractors to be
coordinated for systems such as security, life safety, etc.
KFI proposes to create a procedure and checklist of systems, review it with the project team, and execute the plan
with the project team.
CLARIFICATIONS
1. Distrib
forms or web-tools. We have not included time for reformatting our documents into other software
platforms.
COMMISSIONING DELIVERABLES
1. Commissioning Plan
2. Construction Observation Reports
3. TAB Review Comments/Results
4. Master Issue Tracking List
5. O&M Review Comments
6. Warranty Review Comments
7. Final Report (including testing results)
COMPENSATION
Basic Services Fee
For the Basic Services Scope of Work described above, the Client shall compensate KFI as follows:
Scope and Fee KFI #P22-0559
Fire Station Cx
City of Elk River
Page 4 of 6
Fixed Fee in the amount of $17,750. Included in the Fixed Fee amount are subcontracted consultant costs,
travel and production expenses.
Alternate #1
Blackout Test: KFI proposes this alternate defined above for a Fixed Fee of: $2,000.
Additional Services
KFI may be requested by the Client to provide additional services which are in addition to the Basic Services
Scope of Work. The Client will compensate KFI for these additional services on a Time and Material basis at
and at 1.1 times the cost to KFI of consultants and at 1.1 times the cost
of reimbursable expenses. Such compensation will be over and above any maximums set forth above.
When any portions of the Project are deleted or otherwise not constructed, compensation for those portions shall
be payable to the extent services are performed on those portions.
Invoicing will occur on a monthly basis, payment terms are net 30 days, no retainage.
If you find this proposal acceptable, please sign and date this letter and return a copy to our office.
Terms and Conditions is attached.
Thank you for the opportunity to provide commissioning services for this project. Please contact me at (651) 771-
0880 if you have any questions.
Respectfully submitted,
KFI Engineers Accepted By:
City of Elk River
________________________________ ____________________________________________
Matthew Swanson, P.E. Brandon Wisner Date
Commissioning Engineer Engineering Project Manager
Alternate #1 Accepted: __________________
Rejected: __________________
Attachments:
KFI Terms and Conditions
Scope and Fee KFI #P22-0559
Fire Station Cx
City of Elk River
Page 5 of 6
TERMS AND CONDITIONS
1. Acceptance of Proposal: The attached proposal for professional services, together with these terms and
Proposal
it. CLIENT may accept this Proposal within 45 days after the date of this Proposal by returning a fully-executed
Agreement CLIENT does not
accept this Proposal within the 45 days after the date of this Proposal, it shall expire and shall no longer be
binding. No changes to this Proposal will be binding on KFI unless KFI accepts them in writing.
2. Change Requests and Change Orders: This Agreement may not be modified except in writing. If CLIENT wishes
to modify the scope of work described in this Agreement, CLIENT must submit a written work scope change
request. KFI will respond promptly by stating in writing what effect, if any, the request will have on the price
Professional Services
If KFI and CLIENT agree on a work scope change request and any adjustment to the price or delivery date, CLIENT
and KFI will sign a change request modifying this Agreement.
3. Delays
Project delayed for more than 120 days for any
Agreement and the Project by delivering a written termination notice to CLIENT, in which case CLIENT will pay
KFI for all fees and charges incurred, and all Professional Services completed, through the date of the
termination, and neither party shall have any further rights or obligations under or in connection with this
Agreement or the Project.
4. Delivery: KFI will make every commercially reasonable effort to complete the Professional Services by the date
or dates stated in this Agreement, but KFI SHALL NOT BE LIABLE FOR ANY DAMAGES, WHETHER DIRECT,
INDIRECT, CONSEQUENTIAL OR INCIDENTAL, ARISING OUT OF ANY DELAY IN DELIVERY OF THE PROFESSIONAL
SERVICES.
5. Limit of Liability
6. Cancellation: CLIENT may cancel this Agreement by delivering a written cancellation notice to KFI before the
for the time and materials that KFI expended through the date of cancellation. All designs, drawings and
specifications shall remain the property of KFI.
7. : All plans, specifications, and other documents
KFI retains all ownership and
property rights in them regardless whether the Project is completed. CLIENT may retain copies for reference in
connection with the use and occupancy of the Project, but KFI 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
KFI may withhold in its sole discretion. CLIENT will defend and indemnify KFI from all claims or losses arising out
of the unauthorized use of the documents.
8. Insurance
comprehensive general insurance and will provide CLIENT with a certificate of insurance upon request.
Scope and Fee KFI #P22-0559
Fire Station Cx
City of Elk River
Page 6 of 6
9. Third-party Indemnification: KFI agrees to hold CLIENT harmless from any claim by any person, firm, corporation,
or governmental unit that is caused by or arises out of negligent acts or omissions of KFI. CLIENT agrees to hold
KFI harmless from any claim by any person, firm, corporation, or governmental unit that is caused by or arises
out of negligent acts or omissions of CLIENT.
10. Resolution of Disputes: Any controversy, claim or dispute arising out of or relating in any manner to this
Agreement or the Project shall be resolved as follows: Both parties will first attempt in good faith to promptly
resolve the controversy, claim or dispute by negotiations between senior executives of the parties who have
authority to settle the matter and who do not have direct responsibility for the administration of the Project. If
the controversy, claim, or dispute has not been resolved by such negotiations within 60 days after written
request by either party, the matter shall upon written request of either party then be settled by binding
arbitration in accordance with the Commercial Arbitration Rules of the American Arbitration Association, and
judgment on the award rendered by the arbitrator(s) may be entered in any court having jurisdiction thereof.
The arbitrator(s) shall be experienced in and have knowledge of the professional service(s) discipline KFI has
been contracted for. The parties agree that any arbitration hearing shall be held in Saint Paul, Minnesota. Any
claim in connection with this Agreement or the Project not made within 2 years after completion of the
Professional Services shall be waived.
11. Resolution of Dispute Costs: The prevailing party to any dispute arising out of or relating to this Agreement or
the Project shall be entitled to recover its reasonable fees and costs from the other party, including attorney
fees and the costs of any arbitration, lawsuit, or other proceeding.
12. Force Majeure: The obligations of KFI and the CLIENT to perform under this Agreement shall be excused during
each period of delay caused by matters which are beyond the reasonable control of the party obligated to
perform, such as, acts of God, fire, flood and other weather conditions, war, embargo, explosions, riots, laws,
rules, regulations and order of any governmental authority.
13. Miscellaneous: This Agreement comprises the final and complete agreement between KFI and CLIENT. It
supersedes all previous or contemporaneous communications, representations, or agreements, whether oral or
written, relating to the subject matter of this Agreement and shall be binding upon the heirs, executors,
administrators, successors and assigns of KFI and CLIENT. Neither KFI nor CLIENT may assign or transfer this
Agreement or any rights or interest in this Agreement, and no third party is intended to be benefited by this
Agreement.
14. Payment
of 10% per annum on the balance due beginning 30 days from the original invoice date. Each invoice from KFI
shall be deemed correct, conclusive, and binding on CLIENT unless CLIENT, within 10 days after receiving that
invoice, notifies KFI in writing of any claimed inaccuracies, discrepancies, or errors. If CLIENT fails to pay KFI
within 30 days after receiving an invoice, KFI shall have the right to cancel this Agreement, in which case CLIENT
shall pay KFI for all fees and charges incurred, and all Professional Services performed, through the date of
termination.
KFI Engineers T & C version 2020 1119
Scope and Fee KFI #P22-0559