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Home My WebLink About4K ~ ~HrLLS City of Al"den Hills Request fOI" Council Action Prepared by: OS Dept.: CD Council Mtg. Date: 1/14/2008 Final Action Needed By: 1/14/2008 Agenda Item ~i,:~'f City Hall Repairs Budgeted Amount: $0.00 Actual Amount: $22,000.00 Funding Source: EQuipment. Buildin!l. & Replacement Fund Council Action Request: Consideration authorization to have WJE prepare a project manual and obtain estimates for City Hall repairs for a total cost of $22.000. Staff Recommendation: Approve the authorize to have WJE prepare a project manual and obtain estimates for City Hall repairs. Advisory Commission Action: Commission Date Action Supporting Documents (which are attached to this Action Form): ~ Memo/Letter: Letter dated 12/19/2007 from WJE o Resolution (No. ) o Ordinance (No. ) o Engineering Recommendation: o Attorney Recommendation: o Other: Financial Implications: The City received funds from mediation which have been allocated to the repair of City Hall. Administrator/Staff Comments: None Page 1 of 1 ~ ~ ~. EN HILLS MEMORANDUM DATE: January 14, 2007 TO: Mayor and City Council FROM: Dave Scherbel, Building Official SUBJECT: City Hall Repairs Background At the August 20, 2007, worksession, staff and Brian Pashina from Wiss, Janey, Elstner, Inc. (WJE) were present to discuss future possible repair work to the Arden Hills City Hall Building. At the meeting, WJE identified four areas of concern. Below are those options presented to Council. City Hall Repair Options: 1. Replace through-wall flashing at both levels at base of wall and install sheet metal cap at concrete masonry foundation ledge (along south and east foundation walls.) 2. Replace through-wall flashing above windows on south side of building. 3. Clean and paint relieving angles, and replace through-wall flashing. 4. A) Increase maintenance through routine inspection of coping stones and joints, replacement of failed sealant, and resetting coping stones as required which become damaged by movement. B) Remove and replace existing coping stones with proper overhang with drip and through-wall flashing. At that worksession, Council's recommendation was to defer Items 1 and 2, obtain bids for Item 3, and quotes for Item 4. In preparation for going out to bid, staff has received a proposal from WJE to prepare a project manual and bid documents for item 3 above. Attached is a copy of that proposal. Recommendation City staff requests authorization to have WJE prepare a project manual for cleaning, painting, and replacement of the through-wall flashing at the relieving angles. Staff also requests authorization to have WJE prepare coping repair details and obtain estimates for item A and B above. Total cost for the above is $22,000. \\Metro-inet.us\ardenhills\Building\Memos\City ball future repairs.DOC WJE ENGINEERS AI1.CHITECTS MATERiAlS SC1ENT1$TS Wiss, Janney, Elstner Associates, Inc. 600 Highway 169 South, Suite 1520 Minneapolis, Minnesota 55426 952.545.0295 tell 952.544.6954 fax www.wje.com Via Email and US Mail 19 December 2007 Mr. Dave Scherbel Building Official City of Arden Hills 1245 West Highway 96 Arden Hills, Minnesota 55112-5743 Re: Exterior Facade Repairs WJE No. 2005.5144.5 Dear Mr. Scherbel: Wiss, Janney, Elstner Associates, Inc. (WJE) is pleased to provide you with this proposal for providing architectural and engineering related services for a limited scope of exterior repairs to address the observed water leakage at the Arden Hills City Hall building in Arden Hills, Minnesota. TIns proposal is a follow-up to the City Council work session attended by WJE in September 2007 and our recent telephone conversations. SCOPE OF SERVICES This proposal addresses the following tasks: l. Preparation of construction documents and obtain contractor bids for installing new through. wall flashing along relieving angles (WJE Work Session Item 3). a. WJE will prepare a Project Manual for the required repair work. The Project Manual will contain bidding and contracting requirenlents, technical specifications, and drawings. Division 0 - Bidding and Contract Requirements of the Project Manual was previously reviewed by the City of Arden Hills (City) for the chimney repair project that was completed in 2007. We assume the same standard AlA contracts and bidding requirements will be used and that the construction will be competitively bid following the City's requirements. b. During the bidding process, we will: (l) Attend a pre-bid meeting to answer any questions the bidding contractors may have. (2) Prepare addenda as required to answer questions generated during the pre-bid meeting or bidding process. The addenda will be used both for clarifications and for any changes that arise from these questions. The addenda become part of the contract documents. (3) Provide a tabulated sumnlary of the bids and assist the City in selecting a contractor. c. Our design will be based upon our field measurements, conditions that have been exposed to date and the original design drawings. Until demolition is underway however, we will not know how well the as.built construction matches the original design drawings. It is likely that some unforeseen conditions will be encountered once the repair work starts that will necessitate Headquarters & Laboratories-Northbrook, Illinois Atlanta I Austin l805ton I Chicago I Cleveland I Dallas I Denver I Detroit I Honolulu I Houston Los Angeles I Minneapolis I New Haven I New York I Princeton I San Francisco I Seattle I Washington, DC WJE ENGiNEERS ARCHITECTS MATERIALS SCil:N1TSTS Mr. Dave Scherbel City of Arden Hills 19 December 2007 Page 2 additional inspection and office time to develop appropriate repair details for construction. This additional design time is not included in our estimated budget for this phase of our work. 2. Prepare schematic details and obtain an estimated cost for maintenance related repairs at coping stones (WJE Work Session Item 4A). This task would consist of inspecting the stone coping, identifying maintenance repairs, and preparing details for preliminary pricing by one or two local masonry repair contractors. The repair work would likely include the following: a. Replacing failed coping sealant joints b. Resetting displaced coping stones c. Replacing damaged coping stones 3. Prepare schematic details and obtain an estimated cost for removing and replacing coping stones with proper overhang with drip and through-wall flashing (WJE Work Session Item 4B). This task would consist of preparing details for preliminary pricing by one or two local masonry repair contractors. The objective of Tasks 2 and 3 would provide the City with estimated costs for budgeting purposes only. These tasks do not include preparing detailed construction documents or obtaining bids from contractors. ADDITIONAL SERVICES During the construction phase, we will: (I) attend a pre-construction meeting; (2) perform periodic site inspections during the repair process and prepare field reports; (3) perform an inspection at substantial completion to judge if the work we are able to observe at the time of our periodic inspection visits and at the time of our substantial completion inspection are in general conformance with the drawings and specifications; (4) review snbmittals; (5) respond to contractor qnestions; (6) administer changes in the work; and (7) review payment applications. The length and frequency of the site inspections to be performed by WJE has yet to be determined and will be a function of the contractor selected and the project schedule. BUDGET WJE proposes to perform the above noted work for the following estimated fees Table 1. Fee estimate Task Description Lump sum fee 1 Prepare flashing repair bid documents and assist with bidding $15,000 2 Prepare coping repair details and obtain repair estimates $3,500 3 Prepare coping replacement details and obtain repair estimates $3,500 Total: $22,000 The work will be performed in accordance with our Standard Terms and Conditions dated 8 October 2007. WJE ENGINEERS ARCHITECTS MATERIALS SCIENTlsrS Mr. Dave Scherbel City of Arden Hills 19 December 2007 Page 3 If you have any questions, please do not hesitate to contact us. AGREEMENT If you concur with this proposal, please sign in the space provided and return one copy as authorization to proceed. Thank you for the opportunity to submit this proposal. Very truly yours, WISS, JANNEY, ELSTNER ASSOCIATES, INC. , 1(, I' , V''-> . Digital signature Everett V erSchave Project Associate Digital signature Brian J. Pashina, P.E. Principal Enclosure: WJE Standard Ten11S and Conditions (2 pages) proposal 12 19 2007.doc WJE ACCEPTANCE ENGINEERS ARCHITECTS MA'J'EIUAlS SCIENTISTS Mr. Dave Scherbel City of Arden Hills 19 December 2007 Page 4 Tasks Accepted: _ 1_ 2 _ 3 (check all that apply) Accepted hy: By: Title: Signature: Date: