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HomeMy WebLinkAbout2015-133 Council ResolutionCITY OF LINO LAKES RESOLUTION NO. 15-133 RESOLUTION AUTHORIZING THE PREPARATION OF PLANS AND SPECIFICATIONS FOR WATER TOWER #1 RECONDITIONING PROJECT WHEREAS, City Staff is requesting City Council approval to prepare plans and specifications for the reconditioning of Tower #1 located at 7470 4th Avenue; WHEREAS, This tower was constructed in 1991 and has held up very well and has exceeded its expected life; WHEREAS, The most recent inspection has indicated the interior coating has numerous failures that should be addressed before the corrosion becomes a structural issue; WHEREAS, It is proposed to finance the project from the Water Operating Fund. NOW, THEREFORE, BE IT RESOLVED KLM Engineering, Inc. is directed to prepare plans and specifications for the Water Tower #1 Reconditioning Project. Adopted by the Lino Lakes City Council this 23rd day of November, 2015. The motion for the adoption of the foregoing resolution was introduced by Council Member Kusterman, and was duly seconded by Council Member Roeser and upon vote being taken thereon, the following voted in favor thereof: Kusterman, Roeser, Rafferty, Stoesz, Reinert The following voted against same: none Jeff Reinert ATTEST: CITY COUNCIL \-. AGENDA ITEM 5A STAFF ORIGINATOR: Rick DeGardner, Public Services Director COUNCIL MEETING DATE: November 23, 2015 TOPIC: Consider Resolution No. 15-133, Authorizing Preparation of Plans and Specifications for Water Tower #1 Reconditioning Project VOTE REQUIRED: Simple Majority BACKGROUND City Staff is requesting City Council approval to prepare plans and specifications for the reconditioning of Tower #1 located at 7470 4th Avenue. This tower was constructed in 1991. Aside from power washing the exterior every 2-3 years and spot repairs, the surfaces have held up very well and has exceeded its expected life. The most recent inspection indicated the interior coating has numerous failures that should be addressed before the corrosion becomes a structural issue. KLM Engineering specializes in water tower projects. The City has used various engineering firms for previous water tower maintenance and repairs projects. KLM Engineering excels in this type of work due to their staffing expertise and the amount of time devoted to on-site inspections. This is a 14 week project commencing with the coordination of all wireless carrier antennae being removed from the water tower and relocated to a temporary structure. The tower is then curtained off, sand blasted, repairs made as needed, then re -coated inside and out. We are hoping that this project will begin in the Spring to avoid any disruption to our water supply. Staff is recommending that KLM Engineering prepare the plans and specifications for this project for a fixed fee of $10,500. We also recommend that KLM Engineering provide construction management services ($11,560) and construction observation services ($79,636). Funding for this project is from the Water Operating Fund. The schedule for this project is as follows: City Council Authorizes Plans and Specifications City Council Approves Plans and Specifications City Council Authorizes Ad for Bids Open Bids City Council Awards Contract Substantial Completion November 23, 2015 December 28, 2015 December 28, 2015 January 23, 2016 January 26, 2016 June 30, 2016 RECOMMENDATION Approve Resolution Number 15-133, authorizing the Preparation of Plans and Specifications for Water Tower #1 Reconditioning Project. ATTACHMENTS Resolution No. 15-133 KLM Engineering Proposal October 29, 2015 Mr. Tim Hillesheim Utilities Supervisor City of Lino Lakes 1189 Main Street Lino Lakes, Minnesota 55014 KLM ENGINEERING, /`RING, INC. N.O. Box 397 • 3394 Lake Elmo Ave. N. • Lake Elmo, MN 55042 (651) 773-5111 • Fax (651) 773-5222 By Email Only RE: Proposal to Prepare Specifications and Provide Inspection Services During the Reconditioning of the 1,000,000 Gallon Elevated Water Tower Located in Lino Lakes, Minnesota. KLM Project #MN3192 Dear Mr. Hillesheim: Thank you for the opportunity to submit this proposal for specification preparation and inspection services during structural repairs, surface preparation and coatings application for the interior and exterior on the above referenced tank. Potential Benefits to the City of Lino Lakes • We propose to prepare a specification package specifically designed for water storage tank reconditioning. Our experience has shown that the more comprehensive the specification is, the more likely the project is completed on time, on budget, and with quality workmanship. The KLM specifications will reduce the occurrence of contractor requests for change orders during reconditioning. Without complete information, contractors can claim that unknown conditions are present that were not included in the bidding specifications. • Today's protective coating systems are designed to last 20-30 years with only minor maintenance. Tight project specifications and full-time inspections give the coating systems the opportunity to realize their intended service life. • Inspection by KLM Certified Welding Inspectors during structural repairs and NACE Coating Inspectors during coating reconditioning ensures that the work performed by the contractor is in conformance with the specifications, so that it can maximize its life expectancy. KLM's inspectors monitor workmanship during all phases of work and approve the contractor's work. Utilizing this process, maintenance costs will be reduced by decreasing the number of reconditioning cycles over the life of the tank. • Our project administration and inspection services provide a buffer between the project specifications and the real world challenges that can negatively impact project performance. To initiate the project correctly, KLM project management ensures that bids are advertised correctly, bidders are qualified, proposals are evaluated for conformance to contract documents, and that the low qualified bidder(s) is recommended. City of Lino Lakes, MN 2 Proposal Cost Summary 1. Design Services Fixed Fee $10,500.00 2. Construction Management Fixed $11,560.00 3. Construction Observation Fixed $79,636.00 Total Estimated KLM Cost in 2016 $101,696.00 4. Warranty Inspection (2018) Fixed $3,200.00 5. Antenna Inspections Per Provider $7,000.00 City of Lino Lakes Project Work Plan Upon execution of a contract for Engineering and Inspection Services, KLM Engineering, Inc. proposes the following schedule. City of Lino Lakes order to proceed: 1. Preliminary Specifications Completed by November 24, 2015 2. Design Services Completed by December 22, 2015 3. Construction Management and Inspection Services Spring 2016 Construction: Completed by July 8, 2016 City of Lino Lakes, MN 3 Scope of Work: Project Specifications The project specifications will include: Section A Section B Advertisements for Bids This section provides a detailed description of the project and meets the requirements for legal advertisements. Instruction to Bidders This section provides precise instructions to bidders including the scope of work, insurance, payments, time of completion, bidder qualifications, taxes and permits, legal requirements, performance and payment bonds and other important project information. Section C Proposal This section contains the bid proposals; construction time frame alternate bid proposals, legal requirements, and the bidder and subcontractor qualification forms. Section D Section E Section F Section G Project Requirements This section includes a complete description of the project, project schedule(s), execution of contract documents; notice to proceed, project meetings, quality assurance, liquidated damages, and legal and technical requirements for executing the scope of work. Technical Specifications This section details the technical specifications for structural modifications, surface repairs, interior and exterior surface preparation, exterior abrasive blast containment, disposal of spent abrasives, dehumidification, lettering and logo, submittals, workmanship, unfavorable weather conditions, surface coating and material, repair work, health and sanitary facilities, clean up, ventilation and safety requirements, superintendent, inspection of work, sterilization of tank interiors, and containment plan. Supplemental Conditions This section supplements or amends the General Conditions and/or other provisions of the Contract Documents. General Conditions This section includes all the General Conditions designed for water tank reconditioning, such as authority of the Engineer, engineering inspection, modifications, additions and subtractions of scope of work, extensions of time, insurance and other appropriate items. City of Lino Lakes, MN 4 Section H Section I Section J Contract Documents This section provides the form of agreement to be used between the Owner and Contractor. Payment and Performance Bond As of July 31, 1994, Minnesota State Law requires separate bonds for payment and performance. Inspection Report This section includes enclosure of past inspection reports with copies of color photographs. This provides the bidders with a clear perspective of the interior conditions of the tank(s) and the scope of work involved. Section K Drawings This section includes drawings, which define structural repairs or modifications and welding definitions. Section L Section M Surface Preparation Requirements This section references excerpts from NACE Standard Practice SP0178- 2007 Standard Practice: Design, Fabrication, and Surface Finish Practices for Tanks and Vessels to Be Lined for Immersion Services for defining welding and grinding requirements of the structural repair or modifications. Existing Paint Test Results This section contains paint chip test results for lead and chromium used to calculate the risk factor and classification of containment required for conformance with Federal and State Environmental Regulations. Section N Lettering and Logo (optional) If required, this section includes drawings of any required lettering and logo. Section 0 Additional Owner Specification Requirements (optional) This section is available for additional Owner Specification requirements. City of Lino Lakes, MN 5 Design KLM will also perform at a minimum, the following related specification services: 1. Meet with the city to review plans and specifications. 2. Produce one (1) preliminary and seven (7) completed copies of the specifications for the city and bidders. 3. Advertise the project in appropriate Minneapolis Builders Exchange. 4. Issue the specifications to prospective bidders. 5. Respond in writing to bidder questions, which require formal clarifications. 6. Issue addenda to the specifications as required to the Owner and plan holders. 7. Attendance at the pre-bid meeting, bid opening at the Owner's facility. 8. Evaluate the contractors bid proposals for conformance to specifications. 9. Recommend in writing to the Owner the low, qualified bidder(s). 10. Prepare Notice of Award and contract Agreement and forward to Contractor. Specification and Related Services KLM proposes to provide the project specifications and to perform related services listed above, in conformance with the enclosed Terms & Conditions for a fixed fee of $10,500.00. This fee includes two (2) hard copies of the specifications, an electronic file for the Owner; all listed related services, and the attendance of a qualified project manager at the bid opening in the City of Lino Lakes, MN. This phase of the project will be billed upon submittal of the preliminary specifications. Additional change orders granted to the contractor may require additional administration and inspection costs. City of Lino Lakes, MN 6 Construction Services Construction Administration The project manager and project supervisor work together on managing the project. The project supervisor does the review of the submittals from the contractor. The supervisor communicates with the inspector on a daily basis. The supervisor will enforce the project specifications as necessary. The supervisor is the main contact between the contractor representative and the Owner. The manager does the final review of the submittals and pay requests. Construction management will include: • Send notices for, attend and facilitate preconstruction conference • Periodically perform on-site review of project's work status and report to the city • Coordinate progress meetings as necessary • Review meeting minutes • Scheduling of inspections • Prepare monthly payment request forms • Processing change orders • Project close out administration • Establishes warranty date • Review of inspectors daily documentation on a weekly basis • Review of the contractors submittals: 1. Drawing reviews 2. Welder Certifications 3. Welder Qualifications 4. Welding Procedures 5. Coating Materials Submittal 6. Containment Plan 7. 'MCP Sampling Plan 8. Spent material collection and disposal 9. Lettering and logo City of Lino Lakes, MN 7 Construction Observation The inspector assigned to this project will be a NACE Trained Coating Inspector and/or AWS Certified Welding Inspector. All of our inspectors have extensive practical experience and knowledge of water storage tank reconditioning. They are experienced sandblasters, painters, climbers, riggers, coating inspectors, welders and welding inspectors which allow the inspector to perform inspections alongside the contractor to ensure conformance to the project specification. At a minimum, the field inspections will include the following: • A preconstruction meeting with the client and contractor to clearly define the role of the Engineer and Inspector and to discuss the intent of the specifications. • Monitoring and approval of the structural repairs and modifications for conformance to the specifications. • Inspection of the abrasive blasting media and equipment for conformance to the specifications and to prevent contamination of surfaces during surface preparation with moisture and oil or other contaminants. • Monitoring the paint removal and abatement process for conformance to the specifications and environmental regulations. • Monitoring the contractors mixing and application of the coatings for conformance to the specifications and the coating manufacturer's recommendations. • Approving surface preparation samples. • Recording the contractor's progress for adherence to the construction schedule. • Submittal of daily and weekly inspection reports. Prepare and file copies of the reports on construction activities. • Review progress payments. • Coordinate and review testing of materials for conformance to the specification and environmental regulations. • Work directly with residents and property owners to answer questions and respond to Construction related issues. • Monitor punch list items and subsequent corrective action by the contractor. • Final inspection, substantial completion, and project acceptance. The duration of the field inspection depends upon the construction schedule alternate selected during the bid evaluation process and on the time it takes the contractor to perform the structural repairs and coating work. City of Lino Lakes, MN 8 Documentation of the Project KLM will provide electronic documentation of the following: • Project Specifications • Submittals • Daily Logs • Weather Logs • Surface Preparation • Daily Digital Photo's • Weekly Meeting Minutes • Project Acceptance Certificate The city owns and retains this documentation. KLM also retains these records for future reference. Construction Service Administration and Inspection Fees Based on the project duration of fourteen (14) weeks, a 2016 construction and coating schedule, KLM's current Fee Schedule, and Terms & Conditions, and an anticipated 48- hour work week, our field inspection services will be charged on a time and material basis with an estimated average of $6,514.00 per week. Total construction management and inspection fees for the project are estimated at $91,196.00. Fees are subject to change if proposed work exceeds 12 months from this bid proposal. This cost estimate includes the attendance of a qualified and assigned Inspector at the preconstruction conference in Lino Lakes, MN. Warranty Inspection We propose to perform a Warranty Inspection on the referenced tank prior to the expiration of the performance bonded two- (2) year warranty for a Fixed Fee of $3,200.00. This fee includes one (1) copy of the warranty inspection report for the Owner and one (1) copy of the report for the contractor. Prior to the expiration of the warranty period, KLM will request verification to proceed with the warranty inspection under the terms of this contract. This phase of the project will be billed upon submittal of the Warranty Inspection Report. This fee does not include any necessary inspection(s) should warranty repair work be required. Antenna Inspection KLM recommends the owner to set up an escrow account for the antenna providers for any antenna related work on this project. KLM recommends $7,000 per carrier and $2,000 for any city antennas. City of Lino Lakes, MN 9 Project Team KLM Engineering, Inc. Team Members • Engineering Manager: Matt Erickson, PE • Marketing Manager: Shawn Mulhern • Office Manager: Laurie Sylte • Wisconsin Sales Manager: Michael Olesen • Minnesota Sales Manager: Dewey Prinzing • Project Field Supervisor: Scott Kriese • Report Writer: Rodney Ellis • Operations Coordinator: Michelle Nelson • Telecomm Supervisor: Chad Beyer • Field Inspectors: Curtis Parison David Montgomery Eric Duncan Devin Severson Josh Fletcher Gabe Roeder Terms & Conditions The attached Terms & Conditions are part of the agreement between KLM and the City of Lino Lakes, unless otherwise agreed to in writing by both parties. The Fee Schedule used by KLM while our personnel are working on the project is the current Fee Schedule and will not be changed during the project duration. Services performed by KLM Engineering, Inc. for this project will be conducted in a manner consistent with the level of care and skill ordinarily exercised by members of the profession currently practicing in this area under similar budget and time restraints. Additional Information Additional information can be found at KLM's website at: www.klmengineering.com City of Lino Lakes, MN 10 Agreement This proposal is valid for sixty (60) days from this date of October 29, 2015. If the City of Lino Lakes finds this proposal acceptable, please sign and return this page by mail, fax, or email. We can begin work immediately once a contract has been executed. Preliminary specification should be ready for submittal to the Owner in two (2) to three (3) weeks after the receipt of a signed contract. If you have any questions regarding this proposal, please call me at 651-773-5111 or email me at smulherna,klmengineering.com. This agreement, between the City of Lino Lakes and KLM Engineering, Inc. of Lake Elmo, Minnesota is accepted by: City of Lino Lakes, (Name) (Date) . ame) October 29, 2015 (Date) (Title) Minnesota Marketing Manager KLM Engineering, Inc. We look forward to working with you. Sincerely, Shawn A. Mulhern Marketing Manager KLM Engineering, Inc. (Title) Lake Elmo, Minnesota Samba (Shared) 2015 Proposals/City of Lino Lakes 1.0 MMG Hydropillar