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CR 96-62 Approve Agreement Lift Station #5March 27, 1996 Overview. Mi hael G. Water /Sewer Supe.intendent APPROVE AGREEMENT FOR ENGINEERING SERVICES LIFT STATION 15 IMPROVEMENTS Proposed Action. Staff recommends adoption of the following motion: "Move that Council authorize the Mayor and City Manager to enter into an agreement with Short. Elliott, Hendrickson. Inc. (SEH) for professional services for sanitary sewer lift station /5 improvements." Primary Issues to Consider. o SEH Qualifications o Professional services fees o Project Scope and Schedule Supporting Information. o Analysis of Issues o CIP & Water and Sewer Utility Master Plan excerpts o SEH Proposal City Council Report 96 -62 The 1990 City of Hopkins Water and Sewer Utility Master Plan identified the replacement of lift station 15 as a Phase One (critical) sanitary sewer system project. The current Capital Improvement Plan calls for preparation of plans and specifications in 1996 and construction in 1997. The lift station is old with equipment that's difficult to inspect or maintain and the building is severely deteriorated and needs to be replaced. Staff solicited and received professional services proposals from SEH, Inc., RCM, Inc. and MSA Consulting Engineers. A committee reviewed each proposal and selected SEH, Inc. as the most qualified firm. Staff proposes to complete design and construction in 1996. The lift station has required significant maintenance this year and sewer utility funds are available to permit 1996 construction. Council Report 96 -62 Page 2 Analysis of Issues. SEH, Inc. Qualifications SEH is a long - established architectural - engineering firm with offices in St. Paul and Minnetonka. SEH's project manager and design engineer for this project is Mr. Dan Boxrud from the Minnetonka office. Mr. Boxrud has 24 years of experience in municipal egineering. Additionally, he has extensive lift station design experience having completed successful projects similar to ours in Oakdale, Mounds View, Lino Lakes, Shakopee and Minnetonka. SEH's proposal showed a strong understanding of our needs and did a good job of defining the necessary scope of services. Professional Services Fees SEH has agreed to provide the full breadth of professional services for a fee not -to- exceed $36,930.00. These services would include preliminary design, final design, equipment acquisition work, and all construction- related services. This fee corresponds to 14.7% of the estimated $250,000 construction cost. This is a fair and reasonable fee. 4 Project Scope and Schedule The project will include demolition of the existing building; construction of a new wet -well lift station; new liner in existing force main, a new utility building to house the emergency power generator set, motor controls, local control and SCADA equipment; and site improvements. The anticipated project schedule is as follows: o Approval of equipment acquisition: May 21, 1996 o Design completion: June 17, 1996 o Bid Opening: July 9, 1996 o Project Award: July 16, 1996 o Construction Completion: Sept 27, 1996 CATEGORY Utilities FUNDING SOURCE 1996 Sewer Fund SF 30,0015 LOCATION: Lift Station 5 -6601 Excelsior Boulevard Lift Station 6 - 1029 East Excelsior Avenue DESCRIPTION: STIFICATION: CURRENT STATUS /PROJECTED SCHEDULE: Lift Station 5: Plans and Specifications Bid & Construction Lift Station 6: Plans & Specifications 1997 . , Bid & Construction - 1 998 RELATIONSHIP TO EXISTING PLANS AND OTHER PROGRAMS: PROJECT TITLE- NUMBER 5 YEAR COST - ' Lift Station Reconstruction - SA -1 " " "" Samoa° SCHEDULED PROJECT ACTIVITY 1997 270,000 1996 1997 1998 1 10, 00 0 1999 Consistent with Water and Sewer Master Pian_approved in 1990. z, 2000 Reconstruction and repair of Lift Stations. LS -5 is scheduled for reconstruction in 1997 at an estimated cost of $250,000. LS-6 is scheduled to coincide with the proposed County Road 3 improvements. Certain lift stations have been identified in need of reconstruction or repair. Various reasons such as safety concerns, pumping capacity, condition and obsolete parts contibuted to this need. FUTURE Excerpt -Water and Sewer Utility Master Plan - 1990 RCM 14021.01 Determining infiltration of groundwater into the sewer system is beyond the scope of this report; however, determining infiltration and locating sources would be difficult since the City does not monitor flow rates other than MWCC billing information. Infiltration of groundwater would be expected with an older vitrified clay pipe system, such as the City's. The City of Hopkins pumps all of their sewage to the Metropolitan Wastewater Control Commission. According to MWCC Hopkins paid for 1.65 million gallons per day of sewage service during 1989. This sewage production is about 77% of water use. The differences can be accounted by losses in the sanitary sewer system, non - metered residences discharging to other systems, lawn watering, and once through cooling water systems. 1989 was also a very dry year. The City should monitor sewage flows at the major lift stations and MWCC billings to measure actual infiltration /inflow conditions. 5.7 LIFT STATIONS The City owns and maintains seven lift stations. The locations are shown on Figure 5. Station Nos. 1, 3, 4, 6, and 7 have been reliable with only normal maintenance work required. Stations 1, 2, and 3 are small capacity stations. Station No. 2 is an ejector type lift station with a history of maintenance and reliability problems and should be replaced with a submersible pumping station. Station No. 5 at Meadowbrook Golf Course is old and has been extensively remodeled. The remodeling appears to have been done to save money and not to allow easy maintenance. The pumps are new, but installed to make inspection and maintenance difficult. The concrete in the wetwell is severely deteriorated due to corrosive flows from local industries and from anaerobic gas production and a lack of adequate ventilation. The pump station building is old and in need of repair and rebuilding. =BEN March 19, 1996 Mr. Steve Stadler Public Works Director City of Hopkins 1601 Second Street South Hopkins, Minnesota 55343 Dear Steve: SEH is pleased to submit the enclosed Agreement for Professional Services for the Sanitary Sewer Lift Station #5 Replacement project. We have refined the Scope of Work and contract language in accordance with our previous discussions. SEH looks forward to City Council approval of this Agreement on April 2. We request that you sign one copy of the attached Agreement and return it to us for our files. We will proceed immediately with the work upon receipt of the signed Agreement so that the project may proceed on schedule. Sincerely, I amelR.Bo d k ymb Enclosures c: Michael G. Lauseng, Utility Superintendent Lloyd Pauly, SEH SHORT ELLIOTT HENDRICKSON INC. ST. PAUL, MN 5909 BAKER ROAD, SUITE 590, MINNETONKA, MN 55345 612 931 -9501 FAX 612 931 -1188 ARCHITECTURE • ENGINEERING • ENVIRONMENTAL • TRANSPORTATION ST CLOUD, MN RE: Hopkins, Minnesota Sanitary Sewer Lift Station #5 Replacement City Project No. 96 -02 SEH No.: P- HOPKN9601 CHIPPEWA FALLS, WI MADISON, WI A. GENERAL AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN THE CITY OF HOPKINS AND SHORT ELLIOTT HENDRICKSON INC. THIS AGREEMENT made as of the 2nd day of' April in the year Nineteen Hundred Ninety -Six by and between the CITY OF HOPKINS, MINNESOTA, hereinafter called the CITY and SHORT ELLIOTT HENDRICKSON INC., 5909 Baker Road Suite 590, Minnetonka, Minnesota, hereinafter called SEH. WHEREAS, the CITY intends to retain SEH to assist the City relating to the design and construction of Sanitary Sewer Lift Station #5 Replacement, City Project No. 96 -02. NOW, THEREFORE, the CITY and SEH for the considerations hereinafter set forth agree as follows: SECTION I - SCOPE OF WORK SEH shall act as the CITY'S day to day professional representative on this project. The project generally consists of construction of a new submersible pumping station at the site of the existing wetwell/drywell station. The new submersible station will include a new single -story equipment building at grade containing electrical and control equipment, the existing diesel standby generator set, a new double -wall day tank and transfer switch. The facility will be monitored by the CITY'S proposed Supervisory Control and Data Acquisition (SCADA) system. The SCADA system will be designed by others under a separate contract with the CITY. The building will have electric heat, and ventilation systems as required for summer cooling and operation of the engine - generator set. The existing building, wetwell, and drywell will be removed/abandoned. The existing forcemain will be rehabilitated as part of this project. The design schedule anticipates completion of the project by September 1996 so that restoration adjacent to the golf course can be completed this fall. SEH shall perform the specific tasks as identified on the attached Task Hour Budget, which the CITY and SEH mutually agree to be inclusive of those tasks which must be accomplished to complete the Preliminary Design, Final Design, and Construction Services phases of this project. . ADDITIONAL SERVICES Should it become necessary to expand the Scope of Work beyond those tasks identified on the attached Task How Budget, SEH shall perform the following as directed by the City Council or its authorized representative. 1. Prepare applications and supporting documents for government grants, loans or advances. 2. Prepare Easement Descriptions and Drawings 3. Fees paid, in the name of the CITY, for securing approval of authorities having jurisdiction over the Project. 4. Provide additional services due to significant changes in the general scope of the project or its design including but not limited to changes in size, complexity of character or type of construction. 5. Prepare change orders or other services and supporting data in connection with a change of the project condition which is inconsistent with the original design intent. 6. Prepare record drawings showing changes made during construction based on data furnished by the Contractor which SEH considers significant. 7. Prepare Assessment Rolls 8. Provide professional services made necessary by the default of the Contractor or by defects in the Contractor's work in the performance of the construction contract. 9. Provide services as an expert witness for the City in any litigation or other proceedings. 10. Review and/or prepare Environmental Assessment Worksheets and Environmental Impact Statements. 11. Review and evaluate statements or documents prepared by others. 12. Prepare City maps 13. Other services rendered not in connection with the specific Improvement Project for which SEH has been retained. Page No. 2 SECTION II - IMPROVEMENT PROJECT A. PRELIMINARY DESIGN PHASE SEH shall prepare preliminary designs for consideration by the CITY. The CITY shall provide timely input and respond to the preliminary designs generated by SEH. The preliminary design selected by the CITY shall be documented in preliminary design review meeting minutes prepared by SEH. B. FINAL DESIGN PHASE After SEH has received authorization to proceed with the final design phase, SEH shall: 1. On the basis of the approved preliminary documents, prepare construction drawings and specifications for the Project or such a portion thereof as outlined by the CITY. Such plans and specifications shall be prepared in accordance with CITY requirements and the requirements of those Agencies from whom approvals must be obtained. 2. If necessary, furnish a revised cost estimate for the Project based on the completed drawings and specifications. Said cost estimate is an opinion of probable construction cost made by SEH. The accuracy of a probable construction cost opinion cannot be guaranteed and the City waives any claim against SEH relative to the accuracy of SEH'S opinion of construction costs. 3. Furnish sets of plans and specifications for CITY and Agency review. 4. Prepare proposal forms and notice to bidders CONSTRUCTION PHASE During the construction phase, SEH shall: Assist the CITY in obtaining and evaluating bids and awarding Contracts for the construction of the Project. 2. Assist in the preparation of the Contract Agreement. 3. Make visits to the site at intervals appropriate to the various stages of construction to observe as an experienced and qualified design professional the progress and quality of the executed work of the Contractor(s), and to determine in general, if such work is proceeding in accordance with the Contract Documents. The City has not retained SEH to make exhaustive or continuous on -site inspections to check the quality or quantity of such work. SEH shall not be responsible for the means, methods, techniques, sequences or procedures of construction selected by the Contractor(s) or the safety precautions and programs incidental to the work of the Contractor(s). SEH'S efforts will be directed toward providing a greater degree of confidence for the CITY that the completed work of the Contractor will conform to the Contract Documents, but SEH shall not be responsible for the Contractor's failure to perform the construction work in accordance with the Contract Documents. During such visits and on the basis of SEH'S on -site observations SEH will keep the CITY informed of the progress of the work and will endeavor to guard the CITY against defects and deficiencies in the work of the Contractors. This obligation does not include anything related to safety. It is agreed that safety matters are Contractor's responsibility. SEH may disapprove work as failing to conform to the Contract Documents. 4. Review samples, schedules, shop drawings, the results of tests and inspections and other data which the Contractor is required to submit, but only for conformance with the design concept of the project and compliance with the information given in the Contract Documents. Such review shall not extend to means, methods, sequences, techniques or procedures of construction or to safety precautions and programs incidental thereto. SEH shall receive and review (for general content as required by the specification) maintenance and operating instructions, schedules, guarantees, bonds and certificates of inspection which are to be assembled by the Contractor in accordance with the Contract Documents. 5. Consult with and advise the CITY, act as the CITY'S representative at the Project site, issue all instructions of the CITY to the Contractor and prepare routine change orders as required. 6. Review the Contractor's Application for Payment, determine the amount owing the Contractor and make recommendations to the CITY regarding the payment thereof. • SEH'S recommendations are based on on -site observations as experienced and qualified design professionals. The recommendations by SEH constitute a representation to the CITY that to the best of their knowledge, information and belief, the work has progressed to the point indicated on said application and the quality of work is in accordance with the Contract Documents, subject to the results of any subsequent test called for by the Contract Documents and any qualifications stated in his recommendations. 7. Conduct a site visit to determine if the project is substantially complete. Such site visits may include representatives from the CITY and/or other involved governmental agencies. If the Contractor has fulfilled all of his obligations, SEH may give written notice to the CITY that the work is acceptable for final payment. 8. SEH shall not be responsible for the acts or omissions of any Contractor, or of any subcontractor or supplier, or any of the Contractor(s)' or subcontractor's or supplier's agents or employees or any other persons (except SEH'S employees and agents) at the site or otherwise furnishing or performing any of the Contractor's work. Further, SEH shall not be responsible if conditions at the site of the work are different than the conditions predicted following general observations at the site, review of existing plans and records made available to SEH by the CITY for the specific site and review of soils data resulting from formal soils investigation programs undertaken. SEH shall endeavor to provide the CITY with construction plans, specifications and contract documents that conform to site conditions identified during site investigations, but it is recognized that unknown conditions may exist that cannot be discovered until complete site excavations are made and that SEH does not bear the responsibility for their discovery or for additional construction costs that may result from the unknown conditions. A. THE CITY SHALL SECTION III - THE CITY'S RESPONSIBILITY 1. Provide full information as to its requirements for the Project and SEH shall be entitled to rely on the accuracy and completeness thereof. 2. Assist SEH by furnishing all available information pertinent to the Project. Page No. 5 3. Guarantee access to and make all provisions for SEH to enter upon public and private lands as required for SEH to perform its work under this Agreement. 4. Provide such legal, accounting and insurance counseling services as may be required for the Project. 5. Give prompt written notice to SEH whenever the CITY observes or otherwise becomes aware of any defect in the project. 6. Furnish television inspection of sewers, land surveys, soil borings, laboratory material tests, soil tests and other special items pertinent to the Project. 7. The CITY shall be responsible for the accuracy and/or omissions of data consisting of, but not limited to, computations, as built drawings, and maps furnished by the CITY. 8. Bear all costs incidental to compliance with the requirements of this Section III. SECTION IV - PERIOD OF SERVICES A, STANDARD PROFESSIONAL SERVICES The services called for in Section I. shall continue until all tasks within the Scope of Work and any authorized Additional Services are complete, unless this contract is otherwise terminated in accordance with Section VI.G. SECTION V - PAYMENTS TO SEH A. IMPROVEMENT PROJECT UNDER SECTION LA. 1. Hourly Basis Option SEH shall be compensated monthly for Preliminary Design, Final Design, and Construction Services on an hourly basis. Monthly payments shall be based on SEH'S current billing rates of applicable employees as identified on the attached Task Hour Budget plus the cost of expenses and equipment as outlined in Sections V.C. and V.D. It is agreed that the costs of such services shall not exceed $36,930 unless Additional Services are authorized as outlined in Section I.B. Page No. 6 ADDITIONAL SERVICES UNDER SECTION I. B. 1. SEH shall be compensated monthly for services described in Section I.B. Said compensation shall be paid at SEH'S current billing rates of the applicable employees as identified on the attached Task Hour Budget plus the cost of expenses and equipment as outlined in Sections V.C. and V.D. C. EXPENSES The following expenses represent expenditures made by SEH, its employees, or professional consultants specifically for the Project and shall be paid for as agreed in this Section V. 1. Transportation 2. Subconsultant fees, at cost. 3. Plan and specification reproduction. 4. Other special expenses connected therewith required in connection with the Project and authorized • by the CITY. D. EQUIPMENT UTILIZATION The utilization of specialized equipment (computers, electronic survey equipment and automatic data plotting equipment) for data acquisition, detailed engineering computations and plan preparation as well as for the development and preparation of easement descriptions and assessment rolls is recognized as benefiting the CITY through more efficient production of project documents and minimization of costs involved with document modification when the project scope or other conditions change. The CITY, therefore, agrees to pay the reasonable cost for the use of such specialized equipment on the project. SEH'S invoices to the CITY will contain detailed information regarding the use of specialized equipment on the project and charges will be based on the current standard rates for equipment published by SEH. E. GENERAL 1. If this Agreement is terminated upon completion of any phase of SEH'S services, the monthly progress payments shall be made in accordance with Section V.A. and V.B. If SEH'S services are terminated during the phase of the work, SEH shall be paid for services performed during such phase. Payment during such phase shall be based on an hourly rate as described in Section V.A. and V.B. plus reimbursable expenses as described in Section V.C. and equipment expenses as described in Section. V.D. A. INDEMNIFICATION SECTION VI - GENERAL CONSIDERATIONS Notwithstanding the Scope of Services to be provided by SEH pursuant to this Agreement or Supplemental Letter Agreements, it is understood and agreed that SEH is not a user, handler, generator, operator, treater, storer, transporter or disposer of hazardous or toxic substances, pollutants or contaminants as any of the foregoing items are defined by Federal, State and/or local law, rules or regulations, now existing or hereafter amended, found or identified in the City. It is further understood and agreed that services SEH will undertake, for the CITY'S benefit, are potentially uninsurable obligations involving the presence or potential presence of hazardous or toxic substances, pollutants or contaminates. Therefore, the CITY agrees to hold harmless, indemnify and defend SEH and SEH'S officers, subcontractor(s), employees and agents from and against any and all claims, losses, damages, liability and costs, including but not limited to costs of defense, arising out of or in any way connected with, the presence, discharge, release, or escape of hazardous or toxic substances, pollutants or contaminants of any kind, except for such liability as may arise out of SEH'S sole negligence in the performance of services under this Agreement. B. LIMITATIONS ON SEH'S LIABILITY The CITY hereby agrees that to the fullest extent permitted by law SEH'S total liability to the CITY for any and all injuries, claims, losses, expenses, or damages whatsoever arising out of or in any way related to a project or this Agreement from any cause or causes including, but not limited to, SEH'S negligence, errors, omissions, strict liability, breach of Contract or breach of warranty shall not exceed the total sum paid on behalf of or to SEH by SEH's insurers in settlement or satisfaction of City's claims under the terms and conditions of SEH'S insurance policies applicable thereto. REUSE OF DOCUMENTS 1. All documents, including original drawings, and specifications, prepared by SEH pursuant to this Agreement are instruments of service in respect to the Project. They are not intended or represented to be suitable for reuse by the CITY or others on extensions of the Project or on any other Project. Any reuse without written verification or adaptation by SEH for the specific purpose intended will be at the CITY'S sole risk and without liability or legal exposure to SEH; and the CITY shall defend, indemnify and hold harmless SEH from all claims, damages, losses and expenses including attorneys' fees arising out of or resulting therefrom. 2. In accepting and utilizing any drawings or other data on any form of electronic media generated and provided by SEH, the CITY covenants and agrees that all such drawings and data are instruments of service of SEH, who shall be deemed the author of the drawings and data, and shall retain all common law, statutory law and other rights, including copyrights. The CITY and SEH agree that any CADD files prepared by either party shall conform to the specifications listed in Section ILA & B. The electronic files submitted by SEH to the CITY are submitted for an acceptance period of thirty (30) days. Any defects the CITY discovers during this period will be reported to SEH and will be corrected as part of the SEH Basic Scope of Services. Correction of defects detected and reported after the acceptance period will be compensated for as Additional Services as described in Section VA. Under no circumstances shall transfer of the drawings and other instruments of service on electronic media for use by the CITY be deemed a sale by SEH and SEH makes no warranties, either express or implied, of merchantability and fitness for any particular purpose. D. DISPUTE RESOLUTION In an effort to resolve any conflicts that arise during the design or construction of the project or following the completion of the project, the CITY and SEH agree that all disputes between them arising out of or relating to this Agreement shall be submitted to nonbinding mediation unless the parties mutually agree otherwise. The CITY and SEH further agree to include a similar mediation provision in all agreements with independent contractors and consultants retained for the project and to require all independent contractors and consultants also to include a similar mediation provision in all agreements with subcontractors, subconsultants, suppliers or fabricators so retained, thereby providing for mediation as the primary method for dispute resolution between the parties to those agreements. ASSIGNMENT Neither party to this Agreement shall transfer, sublet, assign any rights under or interests in this Agreement without the prior written consent of the other party. INSURANCE SEH shall secure and maintain such insurance as SEH deems necessary or appropriate to protect SEH from claims under Worker's Compensation, accidents or claims for bodily injury, death or property damage which may arise from the performance of SEH'S services wider this Agreement. G. TERMINATION This Agreement may be terminated by either party upon seven days written notice should the other party fail substantially to perform in accordance with its terms through no fault of the party initiating the termination. In the event of termination SEH shall be paid compensation for services performed to termination date, including expenses and equipment then due and all terminal expenses. H. FAILURE TO MAKE PAYMENTS If the CITY fails to make any payment due SEH for services and expenses within thirty days after receipt of SEH'S statement therefor, the amounts due SEH will be increased at the rate of l% per month from said thirtieth day, and in addition, SEH may, after giving seven days' written notice to the CITY, suspend services under this Agreement until SEH has been paid in full all amounts due for services, expenses and charges. APPROVED: CITY OF HOPKINS, MINNESOTA SHORT ELLIOTT HENDRICKSON INC. BY: BY: ADDRESS FOR GIVING NOTICES: 1601 Second Street South Hopkins MN 55343 A • #t' 5909 Baker Road Suite 590 Minnetonka MN 55345 • EXHIBIT A TO AGREEMENT FOR PROFESSIONAL SERVICES A LISTING OF THE DUTIES, RESPONSIBILITIES AND LIMITATIONS OF AUTHORITY OF THE RESIDENT PROJECT REPRESENTATIVE This is an Exhibit attached to, made a part of and incorporated by reference with the Agreement for Professional Services, between the CITY OF HOPKINS, MINNESOTA (OWNER) and SHORT ELLIOTT HENDRICKSON INC. (SEH). If requested by the OWNER or recommended by SEH, and approved in writing by the other, one or more Resident Project Representatives (RPR), experienced in the type of construction proposed, will be furnished and directed by SEH in order to provide additional representation at the Project site during the construction phase. Through more extensive on -site observations of the work in progress and field checks of materials and equipment by the RPR and assistants, SEH shall endeavor to provide further protection for OWNER against defects and deficiencies in the work of CONTRACTOR; but, the furnishing of such services will not make SEH responsible for or give SEH control over construction means, methods, techniques, sequences or procedures or for safety precautions or programs, or responsibility for CONTRACTOR's failure to perform the Work in accordance with the Contract Documents and in particular the specific limitations set forth in Section II.C. of the Agreement. The duties and responsibilities of the RPR are limited to those of SEH in 1) The agreement with the OWNER and SEH, and 2) in the construction Contract Documents, and 3) further limited as follows: A. GENERAL RPR is an agent of SEH at the site, will act as directed by and under the supervision of SEH, and will confer with SEH regarding RPR's actions. RPR's dealings in matters pertaining to the on -site work shall in general be with SEH and CONTRACTOR keeping the OWNER advised as necessary. RPR's dealings with subcontractors shall only be through or with the full knowledge and approval of CONTRACTOR. RPR shall generally communicate with OWNER with the knowledge of and under the direction of SEH. B. DUTIES AND RESPONSIBILITIES OF RPR 1. Schedules: Review the progress schedule, schedule of Shop Drawing submittals and schedule of values prepared by CONTRACTOR and consult with SEH concerning acceptability. 2. Conferences and Meetings: Attend meetings with CONTRACTOR, such as preconstruction conferences, progress meetings, job conferences and other project - related meetings, and prepare and circulate copies of minutes thereof. 3. Liaison: a. Serve as SEH's liaison with CONTRACTOR, working principally through CONTRACTOR's superintendent and assist in understanding the intent of the Contract Documents; and assist SEH in serving as OWNER's liaison with CONTRACTOR when CONTRACTOR's operations affect OWNER's on -site operations. b. Assist in obtaining from OWNER additional details or information, when required for proper execution of the Work. 4. Shop Drawings and Samples: a. Record date of receipt of Shop Drawings and samples. b. Receive samples which are furnished at the site by CONTRACTOR, and notify SEH of availability of samples for examination. c. Advise SEH and CONTRACTOR of the commencement of any Work requiring a Shop Drawing or sample if the submittal has not been approved by SEH. 5. Review of Work, Rejection of Defective Work, Inspections and Tests: a. Conduct on -site observations of the Work in progress to assist SEH in determining if the Work is in general proceeding in accordance with the Contract Documents. b. Report to SEH whenever RPR believes that any Work is unsatisfactory, faulty or defective or does not conform to the Contract Documents, or has been damaged, or does not meet the requirements of any inspection, test or approval required to be made; and advise SEH of Work that RPR believes should be corrected or rejected or should be uncovered for observation, or requires special testing, inspection or approval. c. Verify that tests, equipment and systems start-ups and operating and maintenance training are conducted in the presence of appropriate personnel, and that CONTRACTOR maintains adequate records thereof; and observe, record and report to SEH appropriate details relative to the test procedures and start -ups. d. Accompany visiting inspectors representing public or other agencies having jurisdiction over the Project, record the results of these inspections and report to SEH. 6. Interpretation of Contract Documents: Report to SEH when clarification and interpretations of the Contract Documents are needed and transmit to CONTRACTOR clarifications and interpretations as issued by SEH. 7. • Modifications: Consider and evaluate CONTRACTOR's suggestions for modifications in Drawings or Specifications and report with RPR's recommendations to SEH Transmit to CONTRACTOR decisions as issued by SEH. 8. Records: a. Maintain at the job site orderly files for correspondence, reports of job conferences, Shop Drawings and samples, reproductions of original Contract Documents including all Work Directive Changes, Addenda, Change Orders, Field Orders, additional Drawings issued subsequent to the execution of the Contract, SEH's clarifications and interpretations of the Contract Documents, progress reports, and other Project related documents. b. Keep a diary or log book, recording CONTRACTOR hours on the job site, weather conditions, data relative to questions of Work Directive Changes, Change Orders or changed conditions, list of job site visitors, daily activities, decisions, observations in general, and specific observations in more detail as in the case of observing test procedures; and send copies to SEH. c. Record names, addresses and telephone numbers of all CONTRACTORS, subcontractors and major suppliers of materials and equipment. 9. Reports: a. Furnish SEH periodic reports as required of progress of the Work and of CONTRACTOR's compliance with the progress schedule and schedule of Shop Drawing and sample submittals. b. Consult with SEH in advance of scheduled major tests, inspections or start of important phases of the Work. c. Draft proposed Change Orders and Work Directive Changes, obtaining backup material from CONTRACTOR and recommend to SEH Change Orders, Work Directive Changes, and Field Orders. d. Report immediately to SEH and OWNER upon the occurrence of any accident. 10. Payment Requests: Review applications for payment with CONTRACTOR for compliance with the established procedure for their submission and forward with recommendations to SEH, noting particularly the relationship of the payment requested to the schedule of values, Work completed and materials and equipment delivered at the site but not incorporated in the Work. 11. Certificates, Maintenance and Operation Manuals: During the course of the Work, verify that certificates, maintenance and operation manuals and other data required to be assembled and furnished by CONTRACTOR are applicable to the items actually installed and in accordance with the Contract Documents, and have this material delivered to SEH for review and forwarding to OWNER prior to final payment for the Work. 12. Completion: a. Before SEH issues a Certificate of Substantial Completion, submit to CONTRACTOR a list of observed items requiring completion or correction. b. Conduct final inspection in the company of SEH, OWNER, and CONTRACTOR and prepare a final list of items to be completed or corrected. c. Observe that all items on final List have been completed or corrected and make recommendations to SEH concerning acceptance. C. LIMITATIONS OF AUTHORITY Resident Project Representative: 1. Shall not authorize any deviation from the Contract Documents or substitution of materials or equipment, unless authorized by SEH. 2. Shall not exceed limitations of SEH's authority as set forth in the Agreement or the General Provisions to the Letter Agreement or the Contract Documents. 3. Shall not undertake any of the responsibilities of CONTRACTOR, subcontractors or CONTRACTOR's superintendent. 4. Shall not advise on, issue directions relative to or assume control over any aspect of the means, methods, techniques, sequences or procedures of construction unless such advise or directions are specifically required by the Contract Documents. 5. Shall not advise on, issue directions regarding or assume control over safety precautions and programs in connection with the Work. 6. Shall not accept Shop Drawing or sample submittals from anyone other than CONTRACTOR. 7. Shall not authorize OWNER to occupy the Project in whole or in part. 8. Shall not participate in specialized field or laboratory tests or inspections conducted by others except as specifically authorized by SEH. Tasks O &M Reviewer Prof Eng Prof Arch Tech Land Surv. Field Pers. Word Proc Cmptr 1. Preliminary Design A. Collect data from City, Metro, Hennepin County, Minnehaha Creek Watershed District, St. Louis Park, & Minneapolis Parks 1 4 B. Based on existing boundary survey & Excelsior Blvd. right -of -way map, perform a site topographic survey 1 8 16 $150 C. Prepare base plan &profile at a scale of 1 =20 feet, determine appropriate location for new lift station, gravity sewer, forcemain, & new equipment building X 2 8 $150 D. Order one 50-foot deep soil boring in proposed lift station location, along with four grain -size analyses E. Provide examples of various building styles appropriate to the site, along with a budget cost per square foot for consideration by city staff F. Meet with representatives of city staff to review preliminary site plan information & building styles X 2 G. Meet with city staff & representatives of other agencies (see 1.A. above) to review the needs of all potential stakeholders in the project. Prepare minutes of meeting ■ 2 1 $7 H. Explore the feasibility & probable cost of a fold & form polyethylene pipe conforming to the inside diameter of the existing 10 -inch forcemain 1 1. Explore the feasibility & probable cost of a smaller polyethylene liner inserted into the existing 10 -inch forcemain with the annular space filled with insulation 1 J. Explore the feasibility & probable cost of a cured -in -place pipe (CIPP) to line the existing 10 -inch forcemain Task Hour Budget Lift Station #5 Replacement City Project No. 96 -02 March 19, 1996 Tasks - O &M Reviewer Prof Eng Prof Arch Tech Land Surv. Field Pers. Word Prot Cmptr , K. Determine the size & estimated cost of pumping & electrical equipment necessary to convey 500 gallons per minute through the forcemain, considering all three rehabilitation techniques X 3 L. Preliminary design and cost estimate for construction of a new building & demolition of the existing building 8 M. Further develop site work requirements, including grading, driveway placement, & landscaping 1 8 N. Summarize the total estimated project cost 1 1 $8 O. Meet with city staff to review preliminary design & budget X 2 P. Make revisions to preliminary design 2 Q. Meet with other interested parties to review the preliminary design 2 Acquisition of Equipment A. Assist with direct purchase or advance bidding of pumping equipment from supplier in order to meet the project schedule X 2 B. Assist with direct purchase or advance bidding of electrical control & switchgear equipment from supplier in order to meet the project schedule - by Kaeding & Assoc. 3. Final Design /Construction Plans & Specifications A. Pumping station 2 8 $150 B. Building removal & replacement 4 8 20 C. Grading, driveway, & landscape plans 1 8 D. Electrical construction - Kaeding & Assoc. E. Underground storage tank removal - 2 1 F. Forcemain rehabilitation 2 1 G. Contractor construction schedule, traffic control requirements, general specifications, title sheet, construction details X 30 10 16 20 $450 Tasks O &M Reviewer Prof Eng Prof Arch tech Land Surv. Field Pers. Word Proc Cmptr 4. Construction Services IF A. Ad for Bids, Issue plans & specifications 2 B. Answer contractor questions 4 C. Bid opening, bid tab, & award recommendation 2 4 $30 D. Prepare for, attend, & prepare minutes of preconstruction conference 7 8 1 $7 E. Review shop drawings 4 1 2 1 $8 F. Administration of the contract, including applications for payment, etc. 18 8 $60 G. On -site observation for six weeks at an average of 20 hours per week 120 H. Set horizontal & vertical control 4 8 $25 I. Observe the startup of the lift station & prepare final punchlist X 8 8 Total Hours Budgeted 105 31 78 12 162 38 $1,045 X = The services of Lloyd Pauly in his role as reviewer of the project from an operations and maintenance standpoint (no additional cost to the City of Hopkins). Engineering Fee The engineering fee for this project will be determined by multiplying the hours expended by various personnel times the following hourly rates: Professional Engineer /Architect $75 Technicians $55 Land Surveyor $60 Field Personnel $55 Other SEH personnel providing assistance on this project on an hourly basis will be billed at the standard hourly rates based on a multiplier of 2.24 times payroll cost. Standard reimbursable costs will also be billed, such as mileage or use of specialized computers when required to speed up or complete certain tasks. For the work budgeted above, the engineering fee would be as follows: Professional Labor Hours Total Professional Engineer 105 @ $75 = $7,875 Professional Architect 31 @ $75 = 2,325 Technician 78 @ $55 = 4,290 Land Surveyor 12 @ $60 = 720 Field Personnel 162 @ $55 = 8,910 Word Processor 38 @ $45 = 1.710 Subtotal SEH Professional Labor $25,830 Reimbursable Expenses Computer charges 1,045 Printing (plans & specs) 500 Mileage & other miscellaneous expenses 555 Kaeding & Assoc. 9.000 Subtotal Expenses $11,100 Total $36,930 We recommend that you budget $2,000 for soil boring(s) and analysis by an independent soil testing company. It is agreed that our fee for work on this project will not exceed $36,930 without the identification and approval of Additional Services as required in the Agreement.