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Home My WebLink About5F, SEH Agreement for Review of Proposed Sprint Telecommunications Upgrade on Red Fox Water Tower -A EENHILLS Request for Council Action 5F Prepared By: Jill Hutmacher, Community Development Council Meeting Date: August 27, 2012 Director SEH Agreement for Review of Proposed Sprint Telecommunications Upgrade on Red Fox Water Tower Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Recommendation: Approve the agreement with SEH for $4,700.00 for review of Sprint's proposed upgrade project at the Red Fox water tower. Supporting Documents: 1. Memorandum dated August 27, 2012, from Jill Hutmacher, Community Development Director. 2. Attachment A—SEH Agreement for Review of Sprint Upgrade Proposal at Red Fox Water Tower. lt WIZEN HILLS MEMORANDUM DATE: August 27, 2012 TO: Honorable Mayor and Councilmembers Patrick Klaers, City Administrator FROM: Jill Hutmacher, Community Development Director SUBJECT: SEH Agreement for Review of Proposed Sprint Telecommunications Upgrade on Red Fox Water Tower Requested Action Approve agreement with SEH for review of Sprint's proposed upgrade project at the Red Fox water tower. Background Prior to 2010, the City had lease agreements with both Sprint and Nextel for wireless equipment located on the Red Fox water tower. After Sprint merged with Nextel, Sprint withdrew from its lease in 2010 and kept the Nextel lease. The Nextel (now known as Sprint) lease was approved in 1995 and expires in 2020. The 2012 lease rate is $13,680. The rent increases by 15% every five years. The next rent increase will occur in 2016. Because Sprint took over the Nextel contract, and Nextel as a company has been absorbed into Sprint, the remainder of this memo will refer to the Sprint lease and the Sprint equipment although, technically speaking, the City's lease is with Nextel. Sprint currently has nine antenna on the Red Fox water tower and is planning a two-phase upgrade. In the first phase, Sprint will add three new antenna and related equipment. During the second phase, Sprint will remove three of the existing antenna. After phase two, Sprint will still have nine antenna on the water tower, but three of the antenna will be in different locations than where they are currently. The changes proposed by Sprint require a lease amendment or renewal. Staff, the City Attorney, and Sprint are evaluating whether a lease amendment or renewal would be most appropriate. In the meantime, Sprint would like to proceed with the technical review. A proposal for a lease amendment or renewal will be brought forward at a later date. City of Arden Hills City Council Meeting August 27, 2012 Page 1 of 2 The City has received an escrow payment of$8,000 from Sprint for engineering and legal costs related to the lease amendment or renewal and technical review of the proposed upgrade proposal. SEH Contract Staff has met with SEH to discuss Sprint's proposed project and the City's needs regarding a third-party engineering review. SEH has proposed a Scope of Work that includes the following elements. Review of Sprint Upgrade SEH's review of Sprint's upgrade project will include the following elements. • Review site drawings, antenna information, and specifications; • Review related structured 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: Technical Review of Sprint Upgrade $4,700.00 The $8,000 Sprint 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 $4,700.00 for review of Sprint's proposed upgrade project at the Red Fox 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 Sprint Upgrade Proposal at Red Fox Water Tower August 27, 2012, City Council Meeting SEH August 24,2012 RE: City of Arden Hills,Minnesota Sprint 2012 Upgrades&Lease Site No. MS 14XC859 SEH No. ARDEN 121179 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 to the above project. Below we have outlined services and fees as requested, for review of the those directed at plan review and inspection for the Sprint installation at the City's Red Fox water storage facility. Scope Based on our understanding of this project, SEH will provide the following services: Strrint IZL! 'arle 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. Specific to the Sprint Upgrade,plan reviews,calculations reviews and shop drawing reviews will be completed within seven(7)business days after receipt and authorization. Construction observation of major work items will be performed based on the agreed upon schedule(determined at the preconstruction meeting, with the contractor providing 48 hours notice). 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 City of Arden Hills I Sprint 2012 Upgrades August 24,2012 Page 2 Compensation SEH proposes to provide services related to the services related to the Sprint Upgrade as referenced above are on an hourly basis plus reimbursable expenses including(reproductions, mileage, and daily vehicle allowance). SEH estimates the following fee: Sprint Upgrade $4,700.00 * The above fee does not include services related to Sprints Final Antenna Layout, as identified on plan sheet A-5; as this represents future work. 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. Daniel J. Zienty Associated Senior Project Design Leader amc s:\ae\a\mden\121151\telecomm\121179 sprint 2012 upgrades&lease\sprint 2012 upgrades to j.hutmacher 82412.docx Accepted this day of ,2012 City of Arden Hills, Minnesota By: Title: