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Home My WebLink About5G, SEH Agreement for Review of Proposed T-Mobile Telecommunications Upgrade on Cummings Park Water Tower --A EN HILLS Request for Council Action E 5G Prepared By: Jill Hutmacher, Community Development Director Council Meeting Date: August 27,2012 SEH Agreement for Review of Proposed T-Mobile Telecommunications Upgrade on Cummings Park Water Tower Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Recommendation: Approve the agreement with SEH for$6,400.00 for development of a lease amendment and review of T-Mobile's proposed upgrade project at the Cummings Park water tower. Supporting Documents: 1. Memorandum dated August 27, 2012, from Jill Hutmacher, Community Development Director. 2. Attachment A — SEH Agreement for Review of T-Mobile Upgrade Proposal at Cummings Park Water Tower. lt EN HILLS MEMORANDUM DATE: August 27, 2012 TO: Honorable Mayor and Councilmembers Patrick Klaers, City Administrator FROM: Jill Hutmacher, Community Development Director b/ SUBJECT: SEH Agreement for Review of Proposed T-Mobile Telecommunications Upgrade on Cummings Park Water Tower Requested Action Approve agreement with SEH for development of a lease amendment and review of T-Mobile's proposed upgrade project at the Cummings Park water tower. Background T-Mobile has wireless equipment located on both the Cummings Park and the Red Fox water towers. T-Mobile's current lease for the Cummings Park water tower was approved in 2008 and expires in 2028. The 2012 annual lease rate is $19,669.09. The rent increases by 3% annually. T-Mobile has proposed upgrades to the Cummings Park water tower that include adding equipment on the inside of the water tower's column. Because T-Mobile currently has no equipment located in this area, a lease amendment is required. The City has received an escrow payment of$7,000 from T-Mobile for engineering and lease review costs related to the technical review of and lease amendment for the proposed upgrade. SEH Contract Staff has contacted SEH to discuss T-Mobile's proposed project and the City's needs regarding a third-party engineering review and lease amendment. SEH has proposed a Scope of Work that includes the following elements. Review of Lease Amendment The lease amendment review will include: • Review existing tenant lease agreement; City of Arden Hills City Council Meeting August 27, 2012 Page 1 of 2 • Develop a draft amendment, for review by the City, incorporating pertinent language from the City's new Master lease and existing tenant lease. Review of T-Mobile Upgrade SEH's review of T-Mobile's upgrade project will include the following elements. • Review site drawings, antenna information, and specifications; • Review related structural and associated construction documents and calculations; • Consult with the City to ensure that the planned installation meets the City's requirements; • Review shop drawings based on the final approved construction drawings; • Conduct a preconstruction meeting with the contractor, subcontractors and the City; and • Perform site visits including on-tower inspections and final punchlist; and • Review record drawings of the installation prepared by the contractor and prepare closeout documentation. SEH has proposed an agreement that estimates the following fees: Lease Amendment $1,700.00 T-Mobile Upgrade $4,700.00 Total $6,400.00 The $7,000 T-Mobile escrow will be used to pay for costs related to the SEH agreement and any costs related to contract review by the City Attorney. Staff Recommendation Approve the agreement with SEH for$6,400.00 for development of a lease amendment and review of T-Mobile's proposed upgrade project at the Cummings Park water tower. Attachment A. SEH Scope of Work and Contract City of Arden Hills City Council Meeting August 27, 2012 Page 2 of 2 Attachment SEH Agreement for Review of T-Mobile Upgrade Proposal at Cummings Park Water Tower I August 27, 2012, City Council Meeting SEH August 24,2012 RE: City of Arden Hills, Minnesota T-Mobile Modernization Projects&Lease Site No. AIN0133A SEH No. ARDEN 121880 14.00 Ms. Jill Hutmacher Community Development Director City of Arden Hills,Minnesota 1245 West Highway 96 Arden Hills, MN 55112 Dear Jill: Thank you for providing us the opportunity to propose on engineering and inspection services related for the above project. Below we have outlined services and fees as requested, for review of the pending lease amendment and services directed at plan review and inspection for the T-Mobile Modernization project at the City's Cummings Park Drive water storage facility. Scope Based on our understanding of this project, SEH will provide the following services: Lease Amendment With regard to review of the proposed lease amendment: ■ Review existing tenant lease agreement ■ Develop a draft amendment, for review by the City, incorporating pertinent language from the City's new Master lease and existing tenant lease. T-Mtlbile Modernization 1. Review site drawings,antenna information, and specifications. (2 iterations) 2. Review related structural and associated construction documents,calculations.(2 iterations) 3. Consult with the City to ensure that the planned installation meets the City's requirements. 4. Review shop drawings based on the final approved construction drawings. (Included in item 1). 5. Conduct a preconstruction meeting with the contractor, subcontractors and the City prior to the commencement of construction to ensure that all parties understand the City's requirements and coordinate the construction schedule. 6. Perform site visits to ensure that the installation is in accordance with the City's requirements: • Provide inspection of the applicable coating surface preparation and application to ensure compliance with the existing system and manufacturers recommendations(Includes up to 2 trips to shop painting facility or field, specific to inspection of painted components/penetrations) • Provide inspection of installed welded/attached components in accordance with the approved plans, to be scheduled in cooperation with the contractor,and prepare a final punchlist(2 site visits) 7. Review record drawings of the installation prepared by the contractor and prepare closeout documentation for distribution to the City Schedule Upon your authorization we can begin this project immediately. It is our intent to complete the T-Mobile Modernization,plan reviews,review of structural calculations,and shop drawing reviews within seven(7) business days after receipt and authorization. Construction observation of major work items will be 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 1 888.908.8166 fax AT&T Telecom Upgrades August 24, 2012 Page 2 performed based on the agreed upon schedule(determined at the preconstruction meeting,with the contractor providing 48 hours notice). Compensation SEH proposes to provide services related to the lease review as a Lump Sum. Services related to the T-Mobile Modernization project as referenced above are on an hourly basis plus reimbursable expenses including (reproductions,mileage,and daily vehicle allowance). SEH estimates the following fee: Lease Amendment $1,700.00 AINO133A Cummings Park Drive $4,700.00 Total $6,400.00 Should circumstances arise that require additional effort on the part of SEH staff,we will request authorization from the City to perform these services,and provide and an estimate of any additional fees. SEH will prepare monthly invoices that itemize costs(fees and expenses)for work performed during the billing period. Interest in the amount of 1%of the unpaid balance per month may be added to the unpaid balance of invoices that are not paid within 35 days of receipt. This Letter Agreement shall be the basis of work by SEH on 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 in the enclosed envelope. Respectfully, SHORT ELLIOTT HENDRICKSON INC. i Daniel J. Zienty Associate) Senior Project Design Leader amc sAae\a\arden\121151\1-genl\10-contracts\proposal\t-mobile and at cu ings rev to j.hutn=her 82412.docx Accepted this day of 92012 City of Arden Hills, Minnesota By: Title: