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Letter - SEH Innsdale Watertower ReconditionSEH September 30, 2010 RE: Innsdale Water Tower Reconditioning City of Cottage Grove, Minnesota SEH No. COTTG 111686 Mr. Harry Taylor Public Works Superintendent City of Cottage Grove 8635 West Point Douglas Road South Cottage Grove, MN 55016 Dear Mr. Taylor: The City of Cottage Grove is in need of Engineering and Inspection Services for the reconditioning of their 1,000,000 gallon standpipe style water storage facility. Short Elliott Hendrickson Inc. (SEH) appreciates the opportunity to submit a proposal to provide this service. This proposal includes our approach to this important project; including scope of work, key personnel and project fee. Our team's many advantages include extensive water tank construction and coatings inspection experience throughout the Midwest region. In addition, SEH is unique among Minnesota engineering consultants in that we employ in -house Protective Coatings Management personnel who work within the SEH Water Practice Center. This expertise has translated into numerous awards from the American Council of Engineering Companies (ACEC Minnesota), related to tower reconditioning. Project Understanding Based on the information derived from the September 22, 2010 report completed by SEH, the following is our understanding of the Project Scope: 1,000,000 - gallon Innsdale Water Tower • Complete reconditioning — interior (including Valve Vault) • Complete reconditioning — exterior • Structural modifications Project Team All proposed services will be completed by SEH. Chad Setterholm, PE has 18 years of experience and will continue to serve as your Client Service Manager. Doug Klamerus, PE has 12 years experience in water distribution planning and will direct the project as its Project Manager. The Project Engineer will be Dan Zienty who brings more than 15 years of experience and specializes in protective coatings application. Dan and his SEH colleague, Bryon Jensen, are certified as Coatings Inspectors through the National Association of Corrosion Engineers (MACE International) and or Society for Protective Coatings (SSPC). All inspections will be completed by either Dan or Bryon. Short Elliott Hendrickson Inc. 13535 Vadnais Center Drive I Saint Paul MN 55110 -5196 SEH is an equal opportunity employer I www.sehinc.com 1 651.490.2000 1 800.325.2055 1 651.490.2150 fax Innsdale Water Tower Reconditioning September 30, 2010 Page 2 Additional team members include Nathan Klopp, PE a structural engineer with five years of experience; and lead technician Cory Schouten. Project Approach SEH will work directly with City Staff to implement the outlined recommendations. Our initial meeting will focus on the following concerns that are specific to this project: • Project schedule • Facility Upgrades • Resident needs, and • Emissions control Project Schedule SEH proposes an 8 week schedule for your water tower reconditioning project and will begin work based on the City's ability to remove this facility from service without detriment to your water distribution system or residents. It is our understanding that the City desires to have the tank in service for summer 2011 distribution, therefore SEH will develop its schedule based on that premise. It is our experience that weather, in the form of lower temperatures, can be an issue with early season projects. Lower temperatures (50 degrees and below) shorten the coating application window, and affect the curing of the protective coating. In an effort to assist in achieving proper cure, as applicable to the required interior work, and to provide a monolithic application of the coating system, our approach will require the use of dehumidification equipment. Tasks that will affect the overall project schedule are those involving, developing the contract documents, and the bidding process. It is important that these tasks, with the assistance of City Staff, are completed prior to the (to- be- scheduled) pre - construction meeting, so that project commencement can coincide with the projected end date. That being said, SEH recommends that contract documents be completed far enough in advance to allow for the maximum number of qualified contractors to bid on the project, with the intent to attract the best costs for the City. Additionally, SEH will work with the City to establish qualification criteria for contractors to ensuring an end product that will meet the City's ultimate expectations. Scope of Work 1. Design Services The deliverables and work tasks for this section shall include: • Facility Evaluation - Pre - design meeting to confirm the City's intent to follow the recommendations prescribed in the aforementioned SEH report. - Establish overall project requirements and objectives related to contractor procurement and schedule • Specifications & Contract Documents - Assist the City in developing resident notification referencing the removal of the existing paint system hmsdale Water Tower Reconditioning September 30, 2010 Page 3 - Prepare contract documents, drawings, and specifications, including both general conditions and technical sections - Meet with City staff to review plans and specifications - Submit contract documents (seven copies) to the City for review and approval . Bidding Administration - Prepare advertisement for bid and submit to required publications - Provide response to bidder questions - Issue addenda as applicable - Attend bid opening and prepare a tabulation of the bids - Review bids and prepare letter of award recommendation to the City - Prepare Notice of Award, prepare and distribute contract documents IL Construction Services • Construction observation and daily record keeping will be provided by a NACE Certificated Coatings Inspector. In accordance with the Request for Proposal, SEHproposes to provide Critical. time inspection for this project at the prescribed duration (30 hours /fveek). During the project, SEH will perform the following tasks: - Prepare and file copies of construction activity reports - Coordinate and monitor field testing - Work directly with residents and property owners, responding to construction related issues - Prepare a weekly status report reflecting project activity, and confer on -site weekly with City staff - Prepare "Punch List' at Substantial Completion - Prepare letter of "Final "acceptance • Construction Administration - Review submittals and other pertinent documentation associated with the plans /specifications - Coordinate /facilitate pre - construction meeting - Prepare change orders, as required - Review monthly pay requests - Prepare letter of final review and acceptance in coordination with the on -site inspector Proposed Cost of Engineering Services SEH proposes to complete the tasks identified under Design Services and Construction Administration, for an estimated fee of $40,800. Additional services may be provided as authorized by the City of Cottage Grove based on current hourly rates previously submitted & approved by the City. Task Amount I. Design $12,500 II. Construction Services $28,300 Total Cost $40,800 Innsdale Water Tower Reconditioning September 30, 2010 Page 4 Design services will be billed as a lump sum. Construction (field services) and construction administration services will be billed hourly, plus direct expenses. Summary This Letter Agreement shall serve as the basis of work for the project described in this letter. If you are in agreement with the terms, please execute both copies of this Letter Agreement with proper signatures and return one copy to our office and keep one copy for your files. If you have any questions regarding this proposal or the information contained herein, please contact Doug Klamerus, PE at 651.765.2973. We appreciate your consideration and look forward to continuing our working relationship with the City of Cottage Grove. Sincerely, SHORT ELLIOTT HENDRICKSON INC. Douglas E. Klamerus, PE Associate I Project Manager Chad E. Setterholm, PE Associate I Client Service Manager S:WE \C\Cottg \l 11686\ProposaMmsdale Water Tower Recondition 93010.docx Accepted this 2'5 day of 2010 City of Cottage Grove, Minnesota Accepted By Title: 0-i Accepted By: Title: