HomeMy WebLinkAboutLETTER FROM VJ ENGINEERING - RESOLUTION 2007-109 - ?(X)1 /O
,-- vj engineering
1501 technology pkwy, suite 100
cedar falls, iowa 50613
ph: (319) 266-5829 fax: (319) 266-5160 ` �0,1
engineering—surveying a_
February 5, 2007
City of Waterloo x.
Attn: Louis Cutwright, Jr.
Building Department
715 Mulberry Street
Waterloo, IA 50703
RE: City of Waterloo 2007 Roof Projects
Dear Lou;
Per your request we have prepared this proposal for evaluation, design and limited construction
phase services for this project. The following is a summary of the services we anticipate to provide.
ROOF EVALUATION
We will perform a roof evaluation of the following municipal buildings:
• City Hall
• Annex/Traffic Operations
• Central Garage
• Library&Penthouse
• Fire Stations, 1,3,4,5,6 & 8
The scope of services provided will consist of the following:
• Perform an on-site visual review of existing conditions on the roofs, adjacent walls, and building
interior.
• Note and document deficiencies observed from field review. Provide a roof drawing noting
locations of deficiencies.
• Provide written report of observations, conclusions and recommendations.
• Report will provide recommendations for repair or roof retrofit along with anticipated budget
costs for recommendations.
• Three originals of the completed report will be supplied to the City
After this evaluation design,bid and construction phase services will be performed for the following
buildings that the City is aware of an immediate need for roof replacement/reconstruction.
City Hall—2 lower sections and Penthouse roofs
Fire Station#3 —Living Quarters Roof
Fire Station#4—Apparatus Area Roof
Fire Station#5 —Entire Roof area
Fire Station#6—Entire Roof area
Annex/Traffic Operations—Entire Roof Area
Central Garage—Entire Roof Area
Library Penthouse Roof
DESIGN/BID PHASE
Perform on-site visit to field measure and review details, interior and exterior conditions.
Core samples will be taken and patched by a roofing contractor under our direction to verify
existing roof assembly conditions.
Preliminary Design Phase: Initial meeting with City staff to discuss design criteria. Our first
inclination is to discuss the potential for the increasing R-value of the system to meet the
International Building Code. There may be other project specific issues to discuss also after
the initial site review (ie; improvements with tapered insulation).
- Prepare design development documents, with preliminary plans, technical and contract
specifications for the proposed roofing system. Meet with City staff to discuss such issues as
removal of penetrations and construction schedule. Provide alternatives for the bid package
and anticipated construction cost estimates based on design to date. Review other items of
concern prior to final design.
Prepare final (100%) Contract Documents based on the design review and input. Prepare an
anticipated construction cost estimate per the final design.
- Bidding Phase: Print and distribute Contract Documents to plan houses, City, contractors,
sub-contractors and suppliers. Answer questions from interested parties. Issue addenda to
all parties bidding the project, whom have Contract Documents prior to bid.
- Pre-Bid Meeting: Conduct a pre-bid meeting with interested contractors and City personnel
to discuss technical issues, timing, scheduling, and other relevant issues.
Letting &Award: Assist in obtaining bids, attend bid opening and provide our opinion for
award of construction contract.
The aforementioned evaluation and design services will be performed at a lump sum fee of$21,500
We will provide construction phase and project close-out services on a time and material basis with a
current anticipated Not-To-Exceed fee of$9,000. A summary of these services follows:
- Pre-Construction Meeting: Schedule, conduct and lead pre-construction meeting with the
Contractor, sub-contractors, Owner and other involved parties. Review the following issues:
Critical schedule dates with Owner; times specified in Contract Documents the Contractor is
required to contact Consultant for on-site observation; coordination between Owner,
Contractor, sub-contractors and consultant; technical issues, and other matters. Provide and
distribute meeting minutes of issues and items discussed with resolution or status.
On-Site Construction Observation: We propose to perform on-site construction observation
to evaluate the performance of the Contractor and other associated parties for compliance
with the Contract Documents as requested by City personnel. We will prepare and distribute
written reports of the on-site observations. Our not-to-exceed fee is based on performing such
visits twice per every 7 working days by the Contractor. If conditions warrant additional site
visits, this fee may need to be adjusted.
- Construction Services: Resolve construction and coordination issues. Answer questions,
resolve design and contractual related issues and meet on-site, if required during
construction. Review, discuss, negotiate and issue any Change Orders required. Review and
approve pay applications from the Contractor. Review and comment on shop drawings,
material literature, and samples required by the Contract Documents.
Substantial &Final Completion Inspection: Perform on-site substantial completion
inspection, prepare punch list and distribute. Performa final inspection after punch list is
complete for verification.
Close-out Documents: Obtain the specified close-out documents (ie: warranties, lien waivers,
construction record documents) from the Contractor and deliver originals to Owner.
- Record Documents: Provide a construction record drawing from information provided by the
Contractor and as observed by the on-site representative.
Our hourly rates and fee schedule for providing construction services in the year 2007 are as follows.
PROJECT ENGINEER $92.00/hr
DRAFTING TECHNICIAN $60.00/hr
SENIOR ENGINEERING TECHNICIAN $70.00/hr
CLERICAL $32.00/hr
EXPENSES 110%of our cost
MILEAGE $0.50/MILE
SUMMARY OF FEES
Design Services—Lump Sum $21,500
Limited Construction Phase Services—T&M—Not To Exceed- $ 9,000
TOTAL COMPENSATION- $30,500
If there are any questions or comments,please contact either Jim Ellis or myself
Sincerely;
Darrell L. Smith, P.E.,RRC(Registered Roof Consultant)
CONSULTANT AGREEMENT
THIS AGREEMENT,made between the City of Waterloo, a municipal corporation,hereinafter
referred to as the City, and VJ Engineering, of Cedar Falls, IA hereinafter referred to as the Consultant.
WHEREAS, the City seeks to utilize the professional services of the Consultant for roof related
consulting design and construction phase services for the 2007 City Buildings' Roof Evaluation&
Improvements hereinafter referred to as the "Project";
NOW THEREFORE, it is agreed by and between the parties hereto that the City does now contract
with the Consultant to provide services as set forth herein.
I. SCOPE OF SERVICES
ROOF EVALUATION
We will perform a roof evaluation of the following municipal buildings:
• City Hall
• Annex/Traffic Operations
• Central Garage
• Library & Penthouse
• Fire Stations, 1,3,4,5,6 & 8
The scope of services provided will consist of the following:
• Perform an on-site visual review of existing conditions on the roofs, adjacent walls, and building
interior.
• Note and document deficiencies observed from field review. Provide a roof drawing noting
locations of deficiencies.
• Provide written report of observations, conclusions and recommendations.
• Report will provide recommendations for repair or roof retrofit along with anticipated budget
costs for recommendations.
• Three originals of the completed report will be supplied to the City
After this evaluation design, bid and construction phase services will be performed for the following
buildings that the City is aware of an immediate need for roof replacement/reconstruction.
City Hall—2 lower sections and Penthouse roofs
Fire Station#3 —Living Quarters Roof
Fire Station#4—Apparatus Area Roof
Fire Station#5 —Entire Roof area
Fire Station#6—Entire Roof area
Annex/Traffic Operations—Entire Roof Area
Central Garage—Entire Roof Area
Library Penthouse Roof
DESIGN/BID PHASE
DESIGNBID PHASE
Perform on-site visit to field measure and review details, interior and exterior conditions.
Core samples will be taken and patched by a roofing contractor under our direction to verify
existing roof assembly conditions.
Preliminary Design Phase: Initial meeting with City staff to discuss design criteria. Our first
inclination is to discuss the potential for the increasing R-value of the system to meet the
International Building Code. There may be other project specific issues to discuss also after
the initial site review(ie; improvements with tapered insulation).
Prepare design development documents,with preliminary plans,technical and contract
specifications for the proposed roofing system. Meet with City staff to discuss such issues as
removal of penetrations and construction schedule. Provide alternatives for the bid package
and anticipated construction cost estimates based on design to date. Review other items of
concern prior to final design.
- Prepare final (100%) Contract Documents based on the design review and input. Prepare an
anticipated construction cost estimate per the final design.
Bidding Phase: Print and distribute Contract Documents to plan houses, City, contractors,
sub-contractors and suppliers. Answer questions from interested parties. Issue addenda to
all parties bidding the project, whom have Contract Documents prior to bid.
Pre-Bid Meeting: Conduct a pre-bid meeting with interested contractors and City personnel
to discuss technical issues,timing, scheduling, and other relevant issues.
Letting & Award: Assist in obtaining bids, attend bid opening and provide our opinion for
award of construction contract.
The aforementioned evaluation and design services will be performed at a lump sum fee of$21,500
We will provide construction phase and project close-out services on a time and material basis with a
current anticipated Not-To-Exceed fee of$9,000. A summary of these services follows:
Pre-Construction Meeting: Schedule, conduct and lead pre-construction meeting with the
Contractor, sub-contractors, Owner and other involved parties. Review the following issues:
Critical schedule dates with Owner; times specified in Contract Documents the Contractor is
required to contact Consultant for on-site observation; coordination between Owner,
Contractor, sub-contractors and consultant; technical issues, and other matters. Provide and
distribute meeting minutes of issues and items discussed with resolution or status.
On-Site Construction Observation: We propose to perform on-site construction observation
to evaluate the performance of the Contractor and other associated parties for compliance
with the Contract Documents as requested by City personnel. We will prepare and distribute
written reports of the on-site observations. Our not-to-exceed fee is based on performing such
visits twice per every 7 working days by the Contractor. If conditions warrant additional site
visits, this fee may need to be adjusted.
Construction Services: Resolve construction and coordination issues. Answer questions,
resolve design and contractual related issues and meet on-site, if required during
construction. Review, discuss,negotiate and issue any Change Orders required. Review and
approve pay applications from the Contractor. Review and comment on shop drawings,
material literature, and samples required by the Contract Documents.
Substantial &Final Completion Inspection: Perform on-site substantial completion
inspection, prepare punch list and distribute. Performa final inspection after punch list is
complete for verification.
Close-out Documents: Obtain the specified close-out documents (ie: warranties, lien waivers,
construction record documents) from the Contractor and deliver originals to Owner.
G. At the request of the City, the Consultant shall attend meetings of the City Council
relative to the work set forth in this Agreement. Any requests made by the City shall be
given with reasonable notice to the Consultant to assure attendance.
H. The Consultant agrees to furnish, upon termination of this Agreement and upon
demand by the City, copies of all basic notes and sketches, charts, computations, and
any other data prepared or obtained by the Consultant pursuant to this Agreement
without cost, and without restrictions or limitation as to the use relative to specific
projects covered under this Agreement. In such event,the Consultant shall not be liable
for the City's use of such documents on other projects.
I. The Consultant agrees to furnish all reports, specifications, and drawings, with the seal
of a professional engineer affixed thereto or such seal as required by Iowa law.
J. The City agrees to tender the Consultant all fees in a timely manner, excepting,
however, that failure of the Consultant to satisfactorily perform in accordance with this
Agreement shall constitute grounds for the City to withhold payment of the amount
sufficient to properly complete the Project in accordance with this Agreement.
K. Should any section of this Agreement be found invalid, it is agreed that the remaining
portion shall be deemed severable from the invalid portion and continue in full force
and effect.
L. Original contract drawings shall become the property of the City. The Consultant shall
be allowed to keep mylar reproducible copies for the Consultant's own filing use.
M. Fees paid for securing approval of authorities having jurisdiction over the Project will
be paid by the City.
N. Upon signing this agreement, Consultant acknowledged that Section 362.5 of the Iowa
Code prohibits a City officer or employee from having an interest in a contract with the
City, and certifies that no employee or officer of the City, which includes members of
the City Council and City boards and commissions, has an interest, either direct or
indirect, in this agreement, that does not fall within the exceptions to said statutory
provision enumerated in Section 362.5.
O. The Consultant agrees at all times material to this Agreement to have and maintain
professional liability insurance covering the Consultant's liability for the Consultant's
negligent acts, errors and omissions to the City in the sum of$1,000,000.
III. COMPENSATION FOR SERVICES
Design Services—Lump Sum $21,500
Limited Construction Phase Services—T&M—Not To Exceed - $ 9,000
TOTAL COMPENSATION - S30,500
IV. MISCELLANEOUS
A. All provisions of the Agreement shall be reconciled in accordance with the generally accepted
standards of the Engineering Profession.
B. It is further agreed that there are no other considerations or monies contingent upon or resulting
from the execution of this Agreement, that it is the entire Agreement, and that no other monies
or considerations have been solicited.
FOR THE CITY OF WATERLOO FOR THE.CONSULTANT
By: By:_�7
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