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HomeMy WebLinkAboutResolution 5935 . . . RESOLUTION NO. 5935 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA APPROVE EXECUTION OF SUPPLEMENTAL LETTER OF AGREEMENT WITH SHORT, ELLIOTT, HENDRICKSON INC., AND AUTHORIZE THE PREPARATION OF A PRELIMINARY FEASIBILITY REPORT FOR THE CITY HALL REHABILITATION PROJECT WHEREAS, Staff has recognized a need to improve the efficiency and environmental conditions at City Hall; and WHEREAS, a project was developed entitled "City Hall Rehabilitation Project" in the City's draft Capital Improvement Program (CIP); and WHEREAS, a very rough estimated cost of $280,000 was assigned to this project in the City's Capital Improvement Program and the Special Projects Fund was identified as the funding source; and WHEREAS, on December 19, 2002, the City's engineering firm of Short, Elliott, Hendrickson, Inc. (SEH) submitted a Supplemental Letter of Agreement along with a list of the scope of work to be provided; and WHEREAS, the cost of the proposed services is estimated to be $9,800; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Mounds View, Ramsey County, Minnesota as follows: 1. The Mayor and Interim City Administrator are hereby authorized to execute said Supplemental Letter Agreement. 2. That the preparation of the preliminary feasibility report for the City Hall Rehabilitation Project is hereby authorized. Adopted this 2ih day of January 2003. ATTEST: (SEAL) ./ \.- ,n. '\ Y ,r, 1 "ZlIL <.. ) UvV v (.Ai ,-l>vv~ ' I' James Ericson Interim City Clerk/Administrator . . . "'SEH 3535 Vadnais Center Drive, 51, Paul, MN 55110-5196 651,490,2000 651,490,2150 FAX t'lli'irOlll//l'llllll Iralls/>orlalioll a nil il(('/II rr tllgill(,(,ling SUPPLEMENTAL LETTER AGREEMEl'T December 19, 2002 RE: Mounds Vicw. Minnesota City Hall Capital Improvement Report Mr. Greg Lee, PE Dircctor of Public Works City of Mounds View 2401 Highway 10 Mounds View, Minnesota 55112 Dcar Greg: In accordance with our rccent discussions. we are pleascd to submit this proposal for Architcctural Serviccs associated with the study and prcparation of a rcpOlt for capital improvements to Mounds Vicw City Hall. Services will be provided in accordance with our Agrecmcnt for Professional Services dated Novembcr 17, 1993 herein called thc Agrcement. The work will consist of the dcvelopment of a repOlt to provide for the long term sustainability, improved cfficicncies, and bctter environmental conditions for the City Hall Facility. Specifically, our scrvices will be as described in the attached scope of work. We will prepare a bound report for presentation which will include text describing our findings and recommendations, preliminary drawings, and probable cost cstimates. Compensation for our scrvices will be a fee based on hourly rates as described in the Agreement rendered by our personncl engaged directly on the project. plus rcimbursable cxpenses including mileagc and cquipment rcntal. We estimate this fce to be $9.800.00. This fee does not include property or topography survcys and hazardous materials rcports. Should the need for thesc services becomc apparcnt, we will discuss the best way to secure this information, and make the respective decision accordingly. This proposal includcs the complction of the report phase only. Design and construction services, if required. will be addressed under a subscquent agrecment. We will begin our scrvices promptly upon reccipt of your acceptance of this proposal. and submit a draft copy of the report for your review within 60 days. Scrviccs are to be rendcred in the customary phases which together with the general understandings applicablc to our relationship with you are set forth in the Agreement. Your particular responsibilitics are also set forth in the Agrcement. ShOlt Elliott Hendrickson lnc, Your Trusted Resource Equal Opportunity Employer . . . Mr. Greg Lee, PE December 19, _2002 Page 2 This Supplemental Lettcr Agrcemcnt and the Agreement represents the entire understanding between the City of Mounds View and SEH in respect to the projcct and may only be modificd in writing i r signed by both parties. If this letter satisfactory sets forth your undcrstanding of our proposed services, plcasc sign both copies of this Icttcr in thc space providcd below and rcturn one copy to us. Thank you for your consideration of SEH. We look forward to working with you on the successful completion of this projcct. Sinccrely, SHORT ELLIOTT HENDRICKSON INC. ~-~ Steven D. Campbell, PE Principal/Client Service Manager sll Attachment L\I 11~1' h,t \tr\:,u "mil !:;\:!{MJ.:!\11 k 1 Lllh..l.d. '\... Approved this ,; 7 day of.:--~1At.-VdX'~. 20(~. CITY OF MOUNDS VIEW, MINNESOTA ...---- Ti~ By: Approved this ,2003 day of CITY OF i\lOLNDS VIEW, )I1~;\ESOTA By: ,JCvYV1M E/f~~_ Title: -' tt+(V't~ C ~ I~ dI"YJ/f~ -:>h--,,,,.fyY__ Scope of \'" ork . Project Understanding Th~ project is to develop a capital improvement report to allow for the long- term sustainability. improved efficiencies and better environmental conditions for the City Hall Facility at the City of Mounds View. Project Approach The following is a list of tasks that describe our understanding of th~ Scope of Work required to provide you with the professional services required for the project described above. We estimate that it will require six meetings with the City of Mounds View to accomplish this work. Organize Kickoff meeting with Mounds View · Establish expectations/roks and responsibilities · Confirm all stakeholders · Establish communications methods · Confirm schcdules and critical path milestoncs · Gather all required background information . Prc- Design Phase Gather Background Information . Current information on space needs for Planning. Public Works. Communications/Automation. Police. Finance. Administration and Faci lity Support . Drawings. specifications. for improvements that have occurred since the original construction of the facility. . Design Guidelines. Standards and Systems currently being used Regulatory Reviews Determine all regulatory agencIes (zoning. watershed. utilities. building. environmental ). Space lXecds Assessment . Intervicw all City Departmcnts to identify currcnt and future space needs. . Summarize information in a Space Nceds Report . Review Space Nccds R~pOlt with Project Team · Revise Report based on fcedback . Physical Needs Assessment . Conduct a Physical Needs Asscssm~nt of all huildings to dctcrmine the i ntcgrity of thc systems and environmental conditions . Develop Preliminary Report of Physical Needs Findings · Review with Project Team . Revise Rcport hascd on feedback . Scol>e of Work, cont. . Probable Cost Details and Summary . Prepare probable cost of construction for improvemcnts · Review with Project Team . Revise report based on feedback Final Capital Improvement Report . To include: Executive Summary, Probable Cost of Improvements. Findings and Recommendations for Improvements. Design Assumptions (Space Needs Assessment), Appcndix (Graphic lllustrations. Project Team. Rcgulatory Reports) . Revicw with project team · Revise report based on feedback . Submit final rcport . Present final report to City Council . .