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HomeMy WebLinkAbout06-30-25-SRMayor: Address: David Grantlt 1245 W Highway 96 Arden Hills MN 55112 HILLS Councilmembers: --A EN Phone: Brenda Holden 651-792-7800 Emily Rousseau Special City Council Tena Monson Website: Kurt Weber Agenda www.cityofardenhills.org June 30, 2025 5:00 p.m. City Hall City Vision Arden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long-standing tradition as a desirable City in which to live, work, and play. Members of the public may attend a meeting in -person at City Hall or they may view the meeting remotely on the City's website using the below link. Meetings are also broadcast on Cable Channel 16 for those that live in Arden Hills. https://cityofardenhills.orci/320/Watch- City-Meetings Some Councilmembers may be participating in this meeting by interactive technology/remotely. This meeting will be streamed live on local Cable Channel 16 and available for playback on our website. CALL TO ORDER 1. APPROVAL OF AGENDA 2. PUBLIC INQUIRIES/INFORMATIONAL This is an opportunity for citizens to respectfully bring to the Council's attention any items which are relevant to the City. In addressing the Council, you must first state your name and address for the record. Comments shall be limited to three (3) minutes or less. Written documents or other materials should be handed to the City Clerk for distribution to the Council prior to or during the meeting. Council will generally not respond at the same meeting where an issue is initially raised by a member of the public but the Council may refer the issue to staff for further research and possible report or action at a future Council meeting. 3. RESPONSE TO PUBLIC INQUIRIES 4. CONSENT CALENDAR Those items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion under a Consent Calendar format. There will be no separate discussion of these items, unless a Councilmember so requests, in which event, the item will be removed from the general order of business and considered separately in its normal sequence on the agenda. 4.A. Motion To Approve Agreement With Metro West Inspection Services For On -Call Building Official Services Jessica Jagoe, City Administrator Documents: MEMO.PDF ATTACHMENT A.PDF 5. PULLED CONSENT ITEMS Those items that are pulled from the Consent Calendar will be removed from the general order of business and considered separately in its normal sequence on the agenda. 6. COUNCIL/STAFF COMMENTS ADJOURN CONSENT ITEM — 4 '!Tt -fi DEN_ HILLS MEMORANDUM DATE: June 30, 2025 TO: Honorable Mayor and City Councilmembers FROM: Jessica Jagoe, City Administrator SUBJECT: Agreement with Metro West Inspection Services for On -Call Building Official Services Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Motions to approve, table, or deny the following: • Agreement with Metro West Inspection Services for On -Call Building Official Services Background Following the resignation of the Building Official, the City is in need of additional Building Official services to back up the current Building Inspector. Metro West Inspection Services has provided the City with an agreement that would allow for Metro West to provide Building Official services specifically on two new construction projects that have been identified by staff as a need, plus for both residential and commercial properties as needed. Metro West will charge $85 per hour for inspections. For one of the projects, there will be a second building permit to be applied for in the coming months. In this case, we have identified this as a future project that may require plan review, which they would handle for fifty percent of the fee to complete the review. The City Administrator and Building Inspector will determine how and when Metro West will be utilized. This agreement was discussed with the Personnel Committee prior to this item being brought forth for approval. Additionally, the City Attorney has reviewed the contract, and those comments have been incorporated into the document and agreed upon by Metro West. Page l of 2 Budget Impact The exact budget impact is unknown due to the number of inspections conducted and duration needed for coverage. On -call inspection rates will be offset by the vacancy of the Building Official and/or covered through permit fees collected. Attachments Attachment A: Agreement with Metro West Inspection Services for Building Official Services Page 2 of 2 Attachment A `1 Metro West 11 INSPECTION SERVICES Contractfor Building Inspection Services This Contract for Building Inspection Services ('Contract") is between the City of Arden Hills (the "City") and Metro West Inspection Services, Inc. (the "Contractor"). s. Purpose: The purpose of this Contract is to set forth the terms and conditions under which the Contractor will provide inspection services to the City. z. Representations: The Contractor agrees to perform Services (as defined in Section 3) with the usual care, skill, and professionalism of similar professionals. The Contractor also represents and warrants that its employees possess the necessary qualifications to perform the Services, is appropriately licensed by all applicable agencies and governmental entities, and will perform the Services will reasonable care and skill. The Contractor agrees to comply with all federal, state, and local laws and ordinances appliable to the Services to be performed under this Contract, including all safety standards. 3. Term of the Contract: This Contract shall be effective on the date of the last signature of this Contact and shall continue until the Contractor has completed the Services or until the City hires a full-time building official, whichever occurs first, unless the Contract is terminated by either party with a five (5) days' written notice to the other party. In the event of termination, the City shall only be responsible to pay for the Services satisfactorily performed by the Contractor to the effective date of termination, as described in the final invoice to the City. 4. Scope of Services: A. The Contractor will provide the following ("Services"): 1) All necessary building inspections for the following new construction projects that have already been approved bythe City and where the City has issued a building permit at the hourly rate (but not plan review fees) in Section 8: • Outlot A - 538o Rice Creek Parkway (Foots and Foundation — BP2025-00331) • Lake Johanna Fire Department-3535 Pine Tree Drive (Headquarters — BP2025-00252) 2) Any plan review and necessary building inspections on the associated building permits for Outlot A — 538o Rice Creek Parkway, such as the exterior building shell and interior tenant finish. B. The Contractor shall not perform any additional Services without the express written permission of the City. The City may request the Contractor perform additional building inspections and/or plan review on an 'gas needed" basis at the discretion of the City. The Contractor shall not automatically be entitled to other future project plan reviews or inspection services during the terms of this Contract unless at the written request ofthe City and agreed upon by both parties to be included under Scope of Services. 5. Record Keeping: The Contractor must maintain records and memoranda of all inspections, building permit applications, and other necessary information. The Contractor shall provide the City with the inspection notes and results of all inspections performed underthe Contract and all notes, reports, stamped approved plan setfor each plan review, and other documents prepared bythe Contractor in the performance of the Services under this Contract shall be the property of the City. 6. Equipment: The Contractor is responsible for providing all necessary equipment, with the exception of electronic equipment and data lines needed to access City -owned municipal computer programs. Any electronic equipment (e.g., tablets) used to access the City's programs must be owned and secured bythe City. 7. Location of Work: Work shall be performed within the City of Arden Hills, except for inspections of buildings being moved into the City, which will occur at the building's original location before removal. 8. Compensation and Payment: As consideration for performing the Services, the City agrees to pay the Contractor as follows: • Plan Review if requested: Contractor receives 50%of the plan review fee. • All inspection services (inspection, zoning, investigation, meetings, etc.): $85.00 per hour. • Inspections when fee not indicated: $95.00 per hour. • Additional work: Compensation will be agreed upon by both parties at the time the work is to be completed. 9. Billing and Payment Terms: The Contractor shall submit a written monthly invoice to the City. Each invoice shall include details of the Services performed. Billing and payments shall comply with the following: • Payment is due within 3o days of receipt bythe City. • Hourly services are billed monthly. • Invoices shall be sent to: • Past due balances (35 days past due) may accrue interest at Z.o% per month (or the maximum legal rate, whichever is less). • If the City objects to any portion of the invoice, then the City shall notify the Contractor of the dispute within ten (io) business days of receipt and shall paythe portion of the invoice not in dispute. io. Independent Contractor Status: The Contractor is an independent contractor and not an employee of the Pli City. Neither the Contractor nor its employees/agents are considered employees or agents of the City. The Contractor is solely responsible for all obligations related to its personnel, including wages, taxes, insurance, and benefits. ii. Indemnification: The Contractor agrees to defend, indemnify, and hold the City harmless from third - party claims (personal injury, death, property damage) caused by the Contractor's negligence or the Contractor's performance or failure to perform its obligations under this Agreement. The Contractor's obligations shall applyto anyone directly or indirectly employed or hired bythe Contractor, or anyone whose acts the Contractor may be liable. This Section i1 survives the termination of this Contract. 3.2. Insurance: The Contractor, at its own expense, shall procure and maintain in force for the duration of this Contract the following minimum insurance coverages: • Public Liability Insurance: Not less than $i,000,000 per occurrence and $2,000,000 per aggregate for bodily injury or death/property damage. • Employer Liability Policy: Not less than $i,000,000. • The City must be named as an additional insured on the Certificate of Insurance. • Worker's Compensation Insurance: Required for all employees per Minnesota statutory requirements, including Coverage B, Employer's Liability, with minimums of $ioo,000 bodily injury by disease per employee, $500,00o bodily injury by disease aggregate, and $ioo,000 bodily injury by accident. If exempt, the Contractor must provide a signed statement. • Automobile Liability Insurance: $i,000,000for bodily injuries/death to one person, and $i,000,000 for total injuries/damages per occurrence. 13. Miscellaneous: A. This Contract supersedes any prior or contemporaneous representation or agreement, whether written or oral, between the parties and contains the entire agreement. Any modification or amendment to this Contract shall be in writing and signed by both parties. B. The Contractor may not assign this Contract to any other person without the express written consent of the City. C. This Contract shall be governed by Minnesota law. All proceedings relating to this Contract shall be venued in Ramsey County, Minnesota. D. The waiver by either party of any breach or failure to comply with any provision of this Contract by the other party shall not be construed as or constitute a continuing waiver of such provision or a waiver of any other breach of or failure to comply with any other provision of this Contract. E. All notices or payment required or permitted by this Contract to be given or delivered to either party shall be deemed to have been received when personally delivered or72 hours following the deposit of the same in any United States Post Office, registered or certified mail, postage prepaid, addressed as follows: 3 If to the City: City of Arden Hills Attn: City Administrator 1296 Hwy 96 W Arden Hills, Mn 55112 Email: If to the Contractor: West Metro Inspection Services Attn: 689 N Medina St Loretto, MN 55357 Email: City of Arden Hills By: Its: By: Its: Metro West Inspection Services, Inc. By: Its: ATTEST: Its: 4