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HomeMy WebLinkAbout2024-12-02 I01F_04 Library Fire Alarm System Project Management SvcsAGENDA ITEM: CITY OF WAUKEE, IOWA CITY COUNCIL MEETING COMMUNICATION MEETING DATE: December 2, 2024 AGENDA ITEM:Consideration of approval of a resolution approving Waukee Public Library Fire Alarm System Project Management Services with KCL Engineering FORMAT:Consent Agenda SYNOPSIS INCLUDING PRO & CON: The City of Waukee sought proposals for construction management services to solicit proposals and oversee the scheduling and installation of a replacement fire alarm system as designed by KCL Engineering for the current system at the Waukee Public Library. KCL Engineering proposes to provide these services for a total of $2500. These services include: 1. Attend pre-construction meeting 2. Perform industry standard contract administration services including: Respond to contractor questions and RFIs 3. Prepare change orders and review contractor pricing 4. Review shop drawing submittals 5. Review monthly contractor pay applications 6. Attend bi-weekly construction meetings and provide job site observation reports, where applicable 7. One punch list site visit and one follow up visit 8. Review closeout submittals (e.g. as-built documents and O&M manuals) FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS: The cost for these services is $2500. The estimated cost for this project is $33,638 with an additional cost of $8500 for design and construction management services. COMMISSION/BOARD/COMMITTEE COMMENT: STAFF REVIEW AND COMMENT: RECOMMENDATION: Staff recommends approval ATTACHMENTS: I. Proposed Resolution PREPARED BY: Christine Maduro REVIEWED BY: Christine Maduro PUBLIC NOTICE INFORMATION – NAME OF PUBLICATION: DATE OF PUBLICATION: I1F4 THE CITY OF WAUKEE, IOWA RESOLUTION 2024- APPROVING ELECTRICAL ENGINEERING SERVICES PROPOSAL WITH KCL ENGINEERING [WAUKEE PUBLIC LIBRARY FIRE ALARM SYSTEM REPLACEMENT PROJECT] IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE, IOWA WHEREAS, the City of Waukee, Iowa is a duly organized municipality within Dallas County; AND, WHEREAS, on August 5, 2024,Waukee City Council approved an Electrical Engineering Services Proposal with KCL Engineering for services to design a replacement fire alarm system for the Waukee Public Library (Resolution #2024-320); AND, WHEREAS, City staff then sought proposals for construction management services to solicit proposals and oversee the scheduling and installation of a replacement fire alarm system as designed by KCL Engineering for the current system at the Waukee Public Library; AND, WHEREAS, City staff recommend approval of a proposal from KCL Engineering to provide construction management services for the Waukee Public Library Fire Alarm System Replacement Project; NOW THEREFORE BE IT RESOLVED by the City of Waukee City Council on this 2nd day of December, 2024, that the Waukee Public Library Fire Alarm System Project Management Services Agreement with KCL Engineering is hereby approved. ____________________________ Courtney Clarke, Mayor Attest: ___________________________________ Rebecca D. Schuett, City Clerk RESULTS OF VOTE: AYE NAY ABSENT ABSTAIN R. Charles Bottenberg Chris Crone Rob Grove Anna Bergman Pierce Ben Sinclair 1 November 15, 2024 Christine Maduro City of Waukee 230 W Hickman Rd Waukee, Iowa 50263 SUBJECT: Waukee Public Library Fire Alarm System Replacement Waukee, IA Dear Chrisine, We are pleased to respond to your request to provide electrical engineering services for the subject project. We understand the project consists of a full fire alarm replacement for the building. The building is approximately 14,584 sq. ft. Our proposed scope of services includes the following: Design Phase Services 1. Electrical design services including: a. Fire alarm system Bidding/Negotiating Phase Services 1. Attend pre-bid meeting 2. Respond to questions and prepare addenda as necessary Construction Phase Services 1. Attend pre-construction meeting 2. Perform industry standard contract administration services including: a. Respond to contractor questions and RFIs b. Prepare change orders and review contractor pricing c. Review shop drawing submittals d. Review monthly contractor pay applications 3. Attend bi-weekly construction meetings and provide job site observation reports, where applicable 4. One punch list site visit and one follow up visit 5. Review closeout submittals (e.g. as-built documents and O&M manuals) Services Not Included in Scope 1. Services, consultation, and/or field trips in excess of those indicated above 2. Revisions to previously approved drawings and documents 3. Value engineering or other changes after completion of 100% construction documents 4. Fire protection system sprinkler head layouts, hydraulic calculations, or fire pump design. 5. Emergency responder distributed antenna system for IFC 510 compliance. 6. Detailed “take-off” cost estimating 7. Commissioning services or assisting contractor with system startup or adjustment 8. Verifying accuracy and completeness of as-built documents 2 Compensation We propose to perform the services defined above for a lump sum fixed fee of $2,500. This is fee will cover the Design and bidding services. Additional services will be required for construction if the project proceeds. We understand that construction and installation will be contingent on budget for the project. We will not bill for construction if the project does not proceed with the lowest bidder. We do not anticipate asking for any reimbursable expenses. This proposal is valid for 60 days and subject to adjustment if there is a material change in the schedule and/or scope of work. Thank you for the invitation to submit this proposal. We look forward to the opportunity of serving you. If this proposal is acceptable, please sign at the space indicated below and return one copy to this office for our files. If there are any questions, please contact me. Sincerely, Eric Heynen, PE Senior Electrical Engineer The undersigned, having read the foregoing letter of agreement between City of Waukee and KCL Engineering LLC, agrees to the conditions set therein and the terms and conditions attached. ________________________________ ______________________ City of Waukee Date 3 Terms and Conditions: Services provided by KCL (hereinafter referred to as "the Consultant") under this Agreement will be performed in a manner consistent with the human degree of care and skill ordinarily exercised by members of the same profession currently practicing under similar circumstances. The Client agrees, to the fullest extent permitted by law, to indemnify and hold harmless the Consultant, its officers, directors, employees and subconsultants (collectively, Consultant) against all damages, liabilities or costs, including reasonable attorneys’ fees and defense costs, arising out of or in any way connected to their reuse of the construction documents on any other project or site without the involvement of the consultant in the construction phase services normally provided on such projects, excepting only those damages, liabilities or costs attributable to the sole negligence of willful misconduct b y the Consultant. In the event the Client, the Client’s contractors or subcontractors, or anyone for whom the Client is legally liable makes or permits to be made any changes to any reports, plans, specifications, or other construction documents prepared by the Consultant without obtaining the Consultant's prior written consent, the Client shall assume full responsibility for the results of such changes. Therefore, the Client agrees to waive any claim against the Consultant and to release the Consultant from any liability arising directly or indirectly from such changes. In addition, the Client agrees, to the fullest extent permitted by law, to indemnify and hold harmless the Consultant from any damages, liabilities, or costs, including reasonable attorneys’ fees and costs of defense, arising from such changes. The Consultant shall not be responsible for, nor have control over or charge of, construction means, methods, sequence, techniques, or procedures, or for any health or safety precautions required by any regulatory agencies in connection with the project. The Client agrees to include in any contracts for construction appropriate language that prohibits the Contractor or any subcontractor of any tier from making any changes or modifications to the Consultant's construction documents without the prior written approval of the Consultant and that further requires the Contractor to indemnify both the Consultant and Client from any liability or cost arising from such changes made without such proper authorization. It is agreed that the Consultant’s liability for this project for negligent acts, errors, or omissions, and all claims, losses, costs, damages, cost of defense, expenses from any cause, including Client, Contractors, and Attorney fees, is limited to $2,000,000. All amounts due to KCL Engineering, LLC shall be payable within 30 days of presentation of an invoice which shall be rendered from time to time but not more frequently than monthly. Hourly agreements shall be billed at published hourly rates for the time incurred on the project. Reimbursable expenses shall be included on invoices as the expenses are incurred. Any franchises, sales, service, use and/or value-added taxes levied by any governmental authority which would be deemed applicable by KCL Engineering, LLC will be invoiced in addition to any stated fee and/or reimbursable expenses. KCL Engineering, LLC reserves the right to suspend work or terminate this Agreement and charge 1.5% interest per month on invoiced amounts when invoices are thirty (30) days past due. All attorney fees, court costs, accrued interest and other interest and other collection costs incurred during collection procedures for delinquent accounts shall be paid to KCL Engineering, LLC.