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HomeMy WebLinkAboutContract No. 2015-26522015 -2652 ICS CONSULTING, INC City of Columbia Heights 637 38' Ave. NE, Columbia Heights, MN 55421 Owner's Representation Services For New Library May 12, 2015 3890 Pheasant Ridge Drive NE, Suite 180, Blaine, Minnesota 55449 Ph: (763) 354 -2670 / Fax: (763) 780 -2866 / www.ics- consult.com Table of Contents Introduction................................................ ..............................1 Construction Phase .......................... ..............................1 11. Post Construction Phase .................. ..............................1 III. Basis of Compensation .................... ..............................1 Appendices A General Conditions B Signature Page C Fee Sheet Owner's Representation Services City of Columbia Heights — New Library Introduction I. Construction Phase ICS Consulting, Inc. (ICS) is pleased to present this proposal agreement to provide Owner's Representation services on behalf of the City of Columbia Heights for the upcoming new library. The proposed work scopes consist of completion of 22,600 +/- sf new facility. It is anticipated that civil work is to start summer of 2015 and the project will be completed by June of 2016. ICS provides the owner with confidence that the project is being built per plan and specifications, while maintaining an overall budget. An overview of services to be provided by ICS Consulting, Inc. on your behalf as outlined in the summary below: • Commitment to a successful outcome • Quality control oversight • Develop and administer owner construction contracts for the projects. • Contractor coordination & meeting facilitation • Provide Plan and coordinate jobsite mobilization and staging. • Coordinate with Prime contractors for job site safety organization and protocol • Provide on -site coordination and management of trade contractor work and project - related activities on an on -going basis. • Attend weekly or Bi weekly construction meetings • Monitoring and updating overall project & schedule • Submittal review process — Facilitate and track all shop drawings/ submittals, including correct insurances, bonds, and contracts • On -going projects budget tracking and accounting on behalf of the City including on -going reconciliation of all project - related expenditures in conjunction with the City. • Critical third party review of Contractor pricing and negotiations with contractors • Project reporting and communication tracking • Processing, logging, and tracking of project - related communications including SI's, RFP's, RFI's, CO's etc. • Pay application review and processing • Provide continuous quality control throughout all stages of construction and coordinate special inspections as needed per code. II. Post Construction Phase III. Basis of Compensation • Interface with on -site trade contractors and design team for resolution of on -going construction - related issues. • Provide continuous quality control throughout all stages of construction and coordinate special inspections as needed per code. • Coordination of final punch -lists and final closeouts completion by trade contractors for the projects. • Coordination of all close -out documentation including As- Builts, warranties and O &M Manuals. • Coordinate commissioning/ startup of equipment with contractors and City of Columbia Heights. • Work with City of Columbia Heights on Occupancy and owner move in. • Facilitation of an 11 -month walk -thru for applicable scopes of work. • Warranty enforcement • Provide On -Going Client satisfaction. ICS's compensation for all services described in the proposal dated 5 -8 -15 will be provided as a fixed fee of $117,000. Reimbursable expenses will be billed on a monthly basis. Such items as reproduction of reports, drawings, specifications, bidding documents and similar project - related items will be a direct cost to the owner. No personnel will be billed as a reimbursable expense. Reimbursable costs will be billed to the City as Follows • Mileage @ $.575 / Mile • Postage — Direct cost to the Owner • Reproduction/ Printing — Direct cost to the Owner For Project work beyond services outlined in proposal and /or any changes to the agreed upon scope of services or project duration, services will be billed on a time - and - materials basis. However, additional work will not be conducted without approval by the City of Columbia Heights. Appendix A General Conditions General Conditions The word "Consultant" refers to ICS Consulting, Inc., the company with which Owner is contracting. "Owner" is our client. The Agreement with you, the client, is comprised of this Agreement and accompanying written proposal. 1. Scope of Work and Duration of Services Consultant will furnish and perform the services specified in Consultant's proposal (the "Proposal "). If any portion of the proposal is inconsistent with this Agreement, this Agreement shall control. The commencement date for basic services shall be the date of approval of this proposal agreement. Consultant's obligation to perform the Services shall terminate upon completion of the 1 year statutory warranty period for the project or upon completion of all specified services described in this proposal. 2. General Provisions In addition to the Proposal, Consultant and Owner agree as follows: A. Right of Access Unless otherwise agreed in writing, Owner will furnish Consultant with right -of- access to the Site and accurate information necessary to conduct the Services, as requested by Consultant. B. Confidential & Proprietary Information The Consultant and Owner agree not to disclose to others or use any confidential or proprietary information or trade secrets of the other, which may become known to each prior to, during or after the performance of this Agreement without the prior written consent of the other. "Confidential or propriety information" and "trade secrets" shall mean any information about the other which is neither publicly known nor legally accessible to the other parties from third parties. Prior to the disclosure of any such confidential or proprietary information or trade secrets, each shall obtain the written approval of the other. Neither Owner nor Consultant shall use the specification or other materials produced under this Agreement for any purpose beyond the scope of this project, without prior written agreement of the other. C. Quality Consultant warrants that the Services it performs under this Agreement will be performed with the care and skill ordinarily exercised by reputable members of its profession practicing under similar conditions during the period of this Agreement and in the same or similar locality. 2. Payment for Services A. Invoices will be submitted monthly for services performed during the previous month. B. Payments will be considered due and payable 30 days from the date of the associated invoice. If payments are not received upon becoming due and payable, interest may be assessed on the outstanding balance at a rate of the US Bank Reference Rate plus 5 %, with interest accruing beginning 30 days from the original date of the invoice. 3. Indemnity & Insurance A. Indemnity Consultant agrees, to the fullest extent permitted by law, to indemnify and hold harmless Owner, its agents, and employees, from all claims, losses, costs, and damages arising in any way out of Consultant's performance of work under this agreement, but only to the extent caused in whole or in part by negligent acts or omissions or intentional fault on the part of the consultant, regardless of whether such claim, loss, cost, or damage is caused in part by the Owner. Owner agrees, to the fullest extent permitted by law, to indemnify and hold harmless Consultant, its agents, and employees, from all claims, losses, costs, and damages arising in any way out of Owner's performance of work under this agreement, but only to the extent caused in whole or in part by negligent acts or omissions or intentional fault on the part of the Owner, regardless of whether such claim, loss, cost, or damage is caused in part by the Consultant. B. Insurance Insurance Provided by Consultant. Before the start of its work, the Consultant shall procure and maintain in force coverage and limits of insurance for its own negligence as follows: (a) Employers' Liability: $1,000,000.00. (b) General Liability: $2,000,000.00 Occurrence, $4,000,000.00 Aggregate (c) Automobile Insurance: $1,000,000.00 Liability. (d) Umbrella Liability: $1,000,000.00 Occurrence, $1,000,000.00 Aggregate (e) Professional Liability: $2,000,000.00 Each Claim, $2,000,000.00 Annual Aggregate 4. Limitations on Liability A. The obligations of the Owner under this Agreement do not constitute personal obligations of Owner or its directors, officers or agents. Consultant will look solely to Owner's assets for satisfaction of any liability in respect of this Agreement and will not seek recourse against the directors, officers or agents of Owner or any of their personal assets for such satisfaction, unless there is a written agreement which makes an individual personally liable, executed by that individual. The provisions of this Paragraph 4 are not intended to relieve Owner from the performance of its obligations under this Agreement, but only to limit personal liability in the case of recovery of judgment. They do not limit Consultant's rights to obtain injunctive relief and specific performance or to maintain any other action not involving the personal liability of Owner or its directors, officers or agents. B. In any event, the financial liability of the Consultant for any alleged breach of this Contract, or for any tort committed in performance of this contract, shall not exceed 100% of the total contract amount due to Consultant as payment to it for services performed under this Contract. C. ICS shall not be responsible for the acts or omissions of any consultant, contractor or any subcontractor, supplier or other individuals or entities performing design and /or furnishing any portions of the work. ICS shall not be responsible for the failure of any Contractor to perform or furnish the work in accordance with the Contract Documents. 5. Assignment This Agreement shall not be assigned by Consultant without prior written consent of the Owner. 6. Authorities for Action Owner designates a responsible employee for administration and coordination of the work. Consultant designates a responsible employee to act on its behalf in any matter under this Agreement. Either party may designate in writing one or more persons to act on its behalf in any manner under this Agreement, provided notice is given according to the provisions set forth in Paragraph 8 below. 7. Independent Contractor It is specifically understood and agreed that at all times pertinent to this Agreement, Consultant shall be an independent Contractor and shall not be considered an employee of the Owner. 8. Notices Any notice under this Agreement shall be in writing and shall be deemed to be properly given when delivered to an officer of Owner or Consultant or upon receipt by the other party, when mailed by registered or certified mail, postage prepaid, return receipt requested. Either party shall have the right to designate by notice, in the manner set forth above, a different address to which notices are to be mailed. 9. Applicable Law This Agreement shall be governed by and construed under the laws of the State of Minnesota. 10. Extent of Agreement This Agreement represents the entire Agreement between Owner and Consultant, and supersedes all prior obligations, representations or agreements, either written or oral. This Agreement may be amended only by written instrument, dated and executed by both Owner and Consultant. 11. Termination This Agreement may be terminated for proper cause by either party for any reason upon thirty (30) days written notice to the other party. Upon termination, Consultant will deliver to Owner or its designee all records, documents or materials in its possession or control of Consultant which relate to the Project and for which payment has been received. If Services have been prepared for, or performed, for which payment has not been received as of the date of termination, Owner shall be entitled to purchase the products of those Services, such as records, materials and documents, for the consideration due therefore under this Agreement. If Owner does not purchase the products of these Services, Owner remains liable to Consultant for any incurred but unpaid charges for Services performed. 12. Hazardous Materials It is acknowledged by both parties that ICS Consulting, Inc.'s scope of services does not include any services related to asbestos, hazardous, or toxic materials that may be encountered or found to be present at or in areas adjacent to the site. Any such materials that are encountered shall be immediately brought to the attention of the owner, who will be solely responsible for any required abatement and /or removal of the materials in full compliance with applicable laws and regulations. Appendix B Signature Page Signature Page City of Columbia Heights Owner's Representation Services May 12, 2015 Proposal Terms Terms on payment of services are delineated in the proposal dated May 8, 2015. Signature includes acceptance of attached proposal, fee schedule, and general conditions. Authorization to Proceed We appreciate the opportunity to present this proposal for Owner's Representation Services. Please sign and return both copies of this document to our office. Upon receipt of both signed copies, a fully executed original copy will be forwarded back to you for your records. We will begin the project at the time of signature acceptance of this proposal. Please proceed according to the above stated terms, attached general conditions and the proposal. City of Columbia Heights- Mayor Date Gary L. Peterson ` Printed a C ,� F _L -. Authorized-'Signature City of Columbia eights- City Manager Date Walter R. Fehst PriIUWZZ4�- Authorized ignature ICS Consulting, Inc. _ &- 6 Date Prin7Z// A ized nature �� �,® soh �� °� ��� �J. Appendix C HOURL Y RA TES FOR SERVICES Principal $150.00 Senior Project Manager $125.00 Project Manager $100.00 Administrative Support $60.00 1i 1 tlL PROPOSAL FOR OWNER'S REPRESENTATION SERVICES CITY OF COLUMBIA HEIGHTS NEW LIBRARY MAY 8, 2015 1 r� s �. , INC May 8, 2015 City of Columbia Heights Director of Public Works 637 38th Avenue N.E. Columbia Heights, MN 55421 Re: Proposal for Owner's Representation Services Dear Mr. Hansen, r. 1(�I 3890 Pheasant Ridge Drive, NE Suite 180 Blaine, MN 55449 ICS Consulting, Inc., would like to thank you for the opportunity to submit this proposal to provide Owner's Representation services for your upcoming project. We are excited to have the opportunity to share our strategy with the City of Columbia Heights. As outlined in our proposal response, you will find that our services encompass all of the project- related services requested in your proposal and that our approach offers many clear benefits and advantages, including: Expanded focus on services during the pre - construction phase of the project in addition to construction phase representation. Enhanced project procurement through strategic and project - specific bundling, phasing, bid packaging, and work scope divisions. True advocacy for the City of Columbia Heights and customized representation during all phases of the overall project effort. For these and other reasons as included within the additional information portion of the proposal, I am confident that ICS Consulting is extremely well suited to provide the City of Columbia Heights with the personal attention and professional service that you require to ensure a successful outcome for all phases of the new community library project, We will exceed your expectations serving in this capacity and we will make sure that this project is a great success for both you and the entire City of Columbia Heights. We are excited to have the opportunity to show how our comprehensive services have consistently been proven to successfully maintain and enhance project quality on numerous similar projects. If you should have any questions regarding any of the enclosed information please feel free to contact me at (763) 354 -2670. &ett Baldry ICS Consulting, Inc. Senior Project Manager CITY OF COLUMBIA HEIGHTS NEW LIBRARY TABLE OF CONTENTS COMPANY PROFILE 1 PROJECT APPROACH 2 ADDITIONAL INFORMATION EXPERIENCE I REFERENCES VI PERSONNEL VII FEE XI COMPANY PROFILE ICS CONSULTING, INC. (ICS) ICS is an experienced firm, founded in 2006, that specializes in providing customized project - related consulting and representation services to public sector clients. The company is incorporated in the State of Minnesota and led by owner's ScottJohnson and Pat Overom. With a wealth of combined experience in the industry, our core team members have worked together for more than a decade, providing project - related Owner Representation and management services to clients throughout the upper Midwest. ICS has been established and built on a philosophy unique to the industry: 1. Develop an unparalleled team of experts and leverage their expertise on behalf of our clients to ensure superior and comprehensive quality in services for the most cost effective fee structure. 2. Approach every opportunity thoughtfully to develop a customized approach that provides the highest level of service and value for our clients. 3. Endeavor to provide a concise selection of flexible and adaptable value -based services ensuring the individual needs and requirements of each project will be achieved or exceeded. ICS core service offerings span all phases of a project, and focus heavily on quality control throughout the development, design, pre - construction, construction, and past- construction /occupancy phases. We strongly believe that all services should be tailored to meet the individual needs of each client and project situation in order to maintain and enhance project quality while eliminating unnecessary layers of service and associated complication and expense on a given project. Our primary service offerings during the early stages of a project include initial project scope development; conceptual and design -phase cost estimating, including value engineering and life -cycle analysis; project funding and budget evaluation; critical path scheduling and phasing analysis; and critical design and constructibility reviews. Construction phase services are customized to the needs of each individual project and Owner and can range from project representation and contract administration services to full -time site supervision and management depending on the size, complexity, and unique characteristics of the project at hand. ICS team members are uniquely qualified, possessing a diverse and experienced background in the planning and construction industry. This depth of experience enables our team to pro - actively work on behalf of our client's through all phases of the process, ensuring that each solution or alternative will be reviewed and evaluated from multiple perspectives on the Owner's behalf. This has proven a significant differentiator for our clients on past planning efforts and projects; providing continuity, value, and quality control. We are confident that our team is well suited to provide professional, practical, and efficient Owner's Representation services on your behalf to assist with the exciting new Columbia Heights Library. Proposal for Owner's Representation Services - City of Columbia Heights - New Library Project - May 8, 2015 , j(s o 'r c� PROJECT APPROACH The ICS philosophy is characterized by our fundamental values: innovate, collaborate, sustain. Our team approaches each project individually and innovatively; our approach to your project will be completely customized to meet the specific needs of your project, resulting in the most efficient and cost effective process for the City, providing a customized Owner's Representation plan. As a representative of the City of Columbia Heights, we seek to work collaboratively to help you achieve your goals. It is true owner advocacy, providing a value -based service that results in overall project success for the City of Columbia Heights. We aspire to build and sustain relationships for long -term success with the City of Columbia Heights, FUNDAMENTAL GOALS Our goal is to provide a continuous link to the project for the City of Columbia Heights stakeholders by providing enhanced quality, life -cycle value, communication, tracking, documentation, and control of the project through a set of "checks and balances" throughout the project. Strong Owner's Advocate Interface with all phases of design & construction Comprehensive Pre - Construction Services Cost estimating & cost control Value engineering analysis Project scheduling & phasing planning Optimization of Project Costs Coordination of professional services Reduction in Columbia Heights staff time Comprehensive constructability reviews Development of bidding & packaging strategies Pro- Active Construction Phase Management Monitor & update project progress & schedule Contractor coordination & meetings facilitation Project reporting & communication tracking Pay application review and processing Management and tracking of all project - related costs Critical third -party review of change orders Minimize Disruption of On -Going Operations Strategic phasing Disruption avoidance plan Minimize Projected Life -Cycle Costs Materials & systems selection O & M plan review Enhanced Project Quality Quality control oversight Post - construction phase services Commitment to a successful outcome Having fulfilled the role of Owner's Representative on multiple projects, we understand the challenges and the overall impact a project of this scale can have on your operations and student body. Our approach is reliant upon in -depth project solutions with proven results on projects similar in scope and scale to the New library project. .�rnovof P Proposal for Owner's Representation Services City of Columbia Heights • New library Project • May 8, 2015 1C e 2 off. PROJECT APPROACH PROJECT WORK PLAN: We will develop a concise Project Work Plan that addresses all of the specific needs particular to your project. In concert with the City of Columbia Heights ('City') stakeholders, we will refine this plan to incorporate issues and tasks specific to this project; avoiding a "one size fits all" approach and keeping your concerns at the forefront of the planning effort. This work plan will form the basis from which we manage your project. Construction projects are, by their very nature, complex and evolving. As issues are identified or realized during the project, we will work those into the plan and identify the impact on the critical path schedule. PROJECT ROLES & RESPONSIBILITIES: Experience has proven identification of project responsibilities early in the project results in a stream -lined and efficient project result. We will work with the City, HGA, consultants and contractors to identify a responsibilities matrix. This allows for the entire project team a clear delineation of project roles and responsibilities and serves to eliminate costly delays and change orders. QUALITY ASSURANCE PROGRAM: Quality is a critical component of the role ICS serves as an Owner's Representative. While any construction firm retained by the City will have their own quality control program, it will best serve the City to utilize an established set of guidelines holding all Contractors to deliver what has been identified in the construction documents. ICS is well- versed with the optimal design and construction standards and are prepared to hold the entire project team to those standards. We maintain a quality control log on each project and have ongoing discussions with involved contractors, ensuring that established standards are met throughout the project. INFORMATION TECHNOLOGY: ICS will provide a critical path method schedule, integrating project timelines and City milestone dates while reconciling any preliminary scheduling conflicts with your retained contractor. As is typical with all of our projects, detailed project - related tracking and documentation processing is paramount. ICS project tracking and document processing systems are both accurate and efficient. Our open - protocol logs and tracking systems will prove to integrate very easily for use during all phases of the project. We pride ourselves on the ability to remain flexible and adoptable to the specific needs of each Owner and project as it relates to project communications management, financial tracking and management, and on -going documentation archiving. We realize that each client comes with unique needs and expectations. It is for this reason that our tracking and logging procedures are considered to be extremely user - friendly for our clients. Our staff will be able to interface directly with your systems, regardless of which project management program the City has chosen to utilize. PROJECT CHANGE REQUEST (CHANGE ORDERS): Working with the City, we will implement a formal process where any Owner generated scope or field condition changes that occur during the New Library project are well documented. This provides assurance that any proposed changes are identified and that cost and schedule impacts can be addressed before any formal changes are implemented. DESIGN AND PRE - CONSTRUCTION PHASE: • Development of an overall process matrix of responsibilities. • Assist the City and project team in determining the specific needs for the project during the scope development and the continuing design phases. • Assist in the development and review of conceptual cost estimates and overall during the design and pre - construction phases of the project. • Assist the project team in identifying design phase and construction phase milestone dates required to meet the City's needs for occupancy by May 2016 • Assist the project team in identification and evaluation of value engineering concepts and alternatives, and associated life -cycle cost analysis. • Review and comment on final construction documents related to overall constructability and quality. .��oovoi m Proposal for Owner's Representation Services • City of Columbia Heights • New Library Project • May 8, 2015 a iC, p 3 7 r ('j PROJECT APPROACH CONSTRUCTION PHASE: • Provide tracking and review of all consultant and contractor generated logs and tracking tools (i.e. contract status logs, RFP's, RFI's, SI's, change orders, COR's, etc.) in on effort to maintain project quality and protect Owner's project budget. • Provide on -going technical and project - related advice for the City on construction - related issues and at on -site project progress meetings. • Provide on -going review and updates to the City stakeholders related to project schedule, progression of work, actual work in place, and overall milestone dates established for the project. • Monitor and comment on monthly construction progress and develop and provide project status reports. • Provide monitoring and review of all on -site construction phase general conditions items (i.e. temporary barricades, dust protection, site safety, cleaning, etc.) • Attend regularly scheduled construction progress meetings on behalf of the City, and monitor the project communications between project team members including Owner, Architect, and Contractor(s). • Review and comment on contractor's monthly pay requests for construction. POST - CONSTRUCTION / OCCUPANCY PHASE: • Review and comment on project- related close -out activities including punch lists, training, warranties, and O & M documentation. • Assistance with warranty phase issues and resolution • Facilitation and assistance with 11 month walk -thru meeting with appropriate design team members and contractors. PROJECT APPROACH As an your Owner's Representative, ICS Consulting will tailor our services to best suit the needs of City of Columbia Heights. Our customized approach has proven to afford clear communication and to enforce rights and standards that the City holds throughout the project. We will administer the contract of the design team for the duration of the project. We will also administer the contract of the selected contractors, assuring that your project is completed on -time and on- budget while being constructed at a level of quality that meets or exceeds established City standards. Our team will work close with the City's project management team and staff to promote an exceptionally safe construction environment for the residents and guests of the City of Columbia Heights. Coupled with these efforts, we will work to coordinate any scheduled disruptions with the City administration, minimizing the overall impact to your internal activities. Upon award of contract, ICS proposes to meet with the project team as soon as possible to coordinate major elements of both the design and construction to ensure that all project elements are fully vetted and included in the critical path schedule. DESIGN PHASE We will review the project drawings at schematic, design development and construction phase documents to ensure design intent aligns with the City needs and established budget. We will also be reviewing materials for adherence to City of Columbia Heights design standards, constructability, and code compliance. At this phase we will advise the City of potential savings through value engineering opportunities. Our staff at ICS includes several architects who thrive on finding opportunities to save our clients dollars and they will work with Brett to identify those possibilities. BID PHASE The ICS team will assist the City and HGA in preparation of the final bidding documents and will be fully involved in the pre -bid, bid opening and post bid meetings. We will work to identify the most responsive and comprehensive bids, contractors insurance and performance bond submittals and provide the City with recommendations on selection and notice to proceed. Our efforts in this phase will be aimed at securing the absolute best value for the New Library project. Proposal for Owner's Representation Services • City of Columbia Heights • New Library Project • May 8, 2015 g Q ' o '�tueA PROJECT APPROACH CONSTRUCTION PHASE It is essential that the project budget be maintained within the approved amount. Our team understands this responsibility and has the management skills and tools in place to ensure that the project meets budget and we will endeavor to look for cost - effective, better value opportunities during the design phase. Our cost control methods will ensure that the City of Columbia Heights receives an optimal project outcome in terms of scope of work, while meeting budget constraints. During construction, we will assist the City in hiring inspection and testing consultant(s) services as necessary to assure conformance to City Design Standards, Quality Assurance plan and contract documents. We will also coordinate and evaluate proposals for any specialty services and obtain Owner purchase orders or contracts for some and ensure that all required inspection and testing is performed to standards and as scheduled. Brett Baldry will attend weekly construction progress meetings and represent the City stakeholders to ensure contractors' performance and the quality of the construction are at or above established standards. Brett anticipates representation on the project site a minimum of two days per week over the course of construction with deference to critical construction processes where additional project -site time is required. On -site project management will serve to minimize, if not eliminate any non conformance with the agreed upon contract documents. Brett will review and recommend appropriate corrective actions with the design team and City representatives as well as assisting HGA in reviewing corrections to be completed by the contractor(s). ICS will also review submittals of the general contractor's detailed construction schedule and recommend any potential and advantageous revisions to the City and design team. Brett will monitor construction progress and the construction contractor's schedule weekly and provide monthly updates to the City stakeholders. It is our standard process to document any discrepancies in quality, schedule or performance and make recommendations to the Owner. The monthly status report we provide will include the following, at a minimum: • Key construction activities progress • Conformance to the approved construction schedule with milestone targets identified • Weekly construction progress photos • Quality assurance summary and status report • Total budget summary and overall status report • Current or potential problems regarding cost, quality, schedule • Provide recommendations for Owner actions and quality issues • Other information as requested by the City Brett will review change order requests with relation to contract documents, quantity, contract time, price and make recommendations to the City's project team. Should their be dispute on the project, ICS will work to provide dispute resolution. Experience has proven, excellent documentation throughout a project serves to significantly diminish project disputes. The ICS team will document construction progress through photos paying special attention to concealed construction and as- constructed conditions to provide comprehensive construction record information. Progress photo reports will be submitted to the City representatives on a weekly basis, coupled with a written report of each photo and important features relevant to the construction progress. At project close -out, we will provide the City with an indexed digital copy of all progress photography, an essential document for long -term warranty coverage and operations maintenance. Brett will ensure that all systems are functional and that the construction contractor(s) obtain Certificates) of Occupancy from the officials having jurisdiction prior to HGA issuing a Certificate(s) of Substantial Completion. PROJECT CLOSEOUT & WARRANTY The ICS team will participate in final project inspections for both substantial completion and warranty documentation. We will both coordinate and document receipt of warranties, operation and maintenance manuals, and "as- built" documents for later use by the City facilities staff. Proposal for Owner's Representation Services • City of Columbia Heights • New Library Project • May 8, 2015 ^ iC-- 5 U]QC` EXPERIENCE ICS Consulting brings a diverse set of projects where we have served in an Owner's Representative role. We've performed in the same capacity for the City of Columbia Heights Parks and Recreation Department and, on the pages that follow, is a representation of recent projects completed by the ICS team to provide a reference to the depth of expertise our proposed team will bring to your project.* HARDWOOD CREEK LIBRARY & SERVICE CENTER Size: 50,000 sf new county service center and library Construction Cost: $8,500,000 Completion Date: 2007 Services Provided: Owners representation, cost - estimating, project management Project Reference: Architect: Donald J. Theisen, P.E. Kell Architects Washington County Public Works 821 Raymond Avenue 11660 Myeron Road North St. Paul, MN 55114 Stillwater, MN 55082 612.812.5687 FOREST LAKE CITY HALL I Forest Lake, MN Size: 70,000 sf new construction, City Hall, Police and Fire Station Construction Cost: $13,500,000 Completion Date: November 2014 Services Provided: Owners representation, cost - estimating Project Reference: Aaron Parrish City of Forest Lake Aaron. Pa rrish@ci.forest-lake.mn.us Architect: Leo A. Daly Cindy McCleary 612.338.8741 CAMccleary @leoadoly.com Forest Lake, MN * Projects on this page performed by Brett Baldry while with another organization. Proposal for Owner's Representation Services City of Columbia Heights • New Library Project • May 8, 2015 r >lra, c o� ANOKA COUNTY FLEET SERVICES ADDITION I Anoka, MN Size: 22,000 sf fleet services addition and additional remodeling of 40,000 sf of existing space Construction Cost: $12,500,000 Completion Date: Fall of 2013 Services Provided: Owners representation, cost - estimating w Project Reference: Architect: Douglas W. Fischer, P.E. HCM Transportation Division Manager /County Engineer Dan Lind Anoka County Transportation Division 612.597.4155 Highway - Transit - Surveyor -GIS Lind @hcmarchitects.com 1440 Bunker Lake Boulevard NW Andover, MN 55304 763.862.4213 doug.fischer @co.anoka.mn.us WIZZINJ MINNEAPOLIS PUBLIC LIBRARY SYSTEM I Minneapolis, MN Size: East Lake Library, Nokomis Library, Northeast Library, North Regional Library Construction Cost: Varied Completion Date: Spring 2008 Services Provided: Facility assessment and Owner's representation through multiple projects ST. PAUL PUBLIC LIBRARY SYSTEM I St. Paul, MN Size: System -wide, 10 total locations Construction Cost: Varied Completion Date: Spring 2008 Services Provided: Facility assessment and planning services i T t, Ff � I Kom I �n(10 yQf r Proposal for Owner's Representation Services • City of Columbia Heights New Library Project • May 8, 2015 c c I s �_ S1e1oa BECKER PUBLIC SCHOOLS I Becker, MN T T._. -1 I T V t It t ICS has provided on -going planning, pre- referendum and project representation and management services for several District improvements projects, including: • Becker High School HVAC Replacement • Becker Primary School Boiler Addition • Becker Intermediate Lighting Project • Becker Intermediate Fire Alarm System Replacement Most recently ICS was integrally involved in the planning, development, and pre- referendum efforts associated with the successful $23M voter - approved referendum in November 2012. Subsequently, ICS provided construction project representation services for the district -wide bond referendum project including the addition of two -well pool (lap and diving), team locker rooms, 900 seat performance art auditorium with fly loft, scene shop and dressing rooms. Reconfiguration of the campus traffic patterns and navigation, underground water storage and mitigation for site water runoff. The efficiencies of the ICS process afforded the procurement and management of over 2 million dollars in deferred maintenance projects ranging from $500 to $400,000 each. This included the coordination of over 50 different vendors and contractors to complete these projects in 2 years with little to no disruption to school activities. Size: 57,000 sf addition, 6,500 sf renovations Construction Cost: $20,000,000 Completion Date: August 2014 Services Provided: Comprehensive pre - referendum services and on -going Owner's representation services for all facility - related improvements projects Project Reference: Mr. Steve Malone Mr. Chuck Stanger Superintendent Director of Buildings & Grounds (763) 261 -4502 (763) 261 -4501 ext. 3127 ti�,novd� Proposal for Owner's Representation Services • City of Columbia Heights • New Library Project • May 8, 2015 R 1C ; Ill ROCKFORD PUBLIC SCHOOLS I Rockford, MN . , -- .. i� ICS conducted a facilities operations and space utilization study for Rockford Area Schools. The intent of the study was to look at the three buildings in the district in light of facility needs, program needs, space utilization and operating costs, and to develop facility options to effectively meet the needs with cost efficient building configurations. ICS's process included data gathering, administrative meetings, educational programs needs analysis and facility tours. ICS also took part in district -wide community meetings that provided the community with early information on the planning process in order to gain feedback /input from district stakeholders on their thoughts and reactions. The work by ICS included analyzing facility and program needs and proposing financially feasible options. The process included working with an administrative leadership team and check -in updates with the Board. ICS is currently serving the district as Owner's Representative for a $27M bond referendum project that resulted from diligent planning and pre- referendum efforts led by ICS. Size: Building and site work Construction Cost: $24,000,000 Completion Date: February 2015 Services Provided: Facilities operations and space utilization planning, campus master planning, Owner's representation services, construction management Project Reference: Mr. Paul Durand Superintendent durandp @rockford.kl 2.mn.us (763) 477 -9165 Maureen M. Mullen Director of Buildings and Grounds 763 - 477 -9165 ext:4007 mullenm @rockford.kl2.mn.us ,.010 110111 Proposal for Owner's Representation Services - City of Columbia Heights - New Library Project - May 8, 2015 IC` c 8 IV SHAKOPEE PUBLIC SCHOOL DISTRICT I Shakopee, MN In 2012, the administration of Shakopee Public Schools recognized the need to re- establish and develop a comprehensive 10 year capital plan for the district. ICS completed this ambitious undertaking on behalf of the district in 2013, preparing the school district for future planning and construction efforts. In addition, ICS has been retained to manage, monitor, and update this plan on an on -going basis since its inception. ICS developed a customized validation and reporting process which enables the district to effectively communicate needs, rationale, and annual progress to both internal and external stakeholders. The effort included development of district -wide facilities and capital improvement system that included condition information, prioritization rationale, facility condition index data, and sorting/ reporting functions. All data was then integrated into a server - based system to allow for on -going updating, projects, and financial planning. Along with serving as an Owner's representative on multiple district improvement projects, ICS is currently facilitating a task -force group of over 90 community members whose charge is to re- establish a long -range plan for school district facilities. Completion Date: Ongoing Services Provided: Master planning, community engagement, development, pre - referendum management services Project Reference: Dr. Rod Thompson Superintendent Thompson@shakopee.kl 2.mn.us (952) 496 -5000 ��no�of Proposal for Owner's Representation Services City of Columbia Heights • New Library Project • May 8, 2015 1C§ r^ V REFERENCES Douglas W. Fischer, P. E. Transportation Division Manager /County Engineer Anoka County Transportation Division H ighway- Transit - Surveyor -GIS 1440 Bunker Lake Boulevard NW Andover, MN 55304 763.862.4213 doug.fischer@co.anoka.mn.us Donald J. Theisen, P.E. Washington County Public Works Director 11660 Myeron Road North Stillwater, MN 55082 651.430.4304 Mr. Andrew Dykstra Anoka County Facilities Management & Construction Dir. 2100 Third Avenue North Suite 248 Anoka, MN 55303 Ph: (763) 323 -5385 Mr. Aaron Parrish City of Forest Lake City Administrator 220 Lake Street North Forest Lake, MN 55025 Ph: (651) 464 -4968 Mr. Mark Eisenbacher; Director of B &G Cambridge- Isanti Public Schools 315 7th Lane NE Cambridge, MN 55008 Ph: (763) 689 -6188 Mr. Jim Johnson; Superintendent Monticello Public Schools 302 Washington Street Monticello, MN 55362 Ph: (763) 272 -2000 Dr. Julia Espe; Superintendent Ms. Michelle Czech; Dir of Business Services Mr. Keith Barlage; B & G Coordinator Princeton Public Schools 706 First Street Princeton, MN 55371 Ph: (763) 389 -6183 Dr. Rod Thompson; Superintendent Shakopee Public Schools 505 Holmes Street South Shakopee, MN 55379 Ph: (952) 496 -5000 Mr. Mitch Anderson; Superintendent Perham -Dent Public Schools 200 5th Street SE Perham, MN 56573 Ms. Lori Volz; Dir. of Finance and Operations Mr. Steve Anderson; Director of Facilities Albert Lea Area Schools 211 W. Richway Drive Albert Lea, MN 56007 Ph: (507) 379 -4800 Mr. Mark Matuska; Superintendent Kasson - Mantorville Public Schools 101 16th St. N.E. Kasson, MN 55944 Ph: (5 07) 6 34- 110 0 .`PoaV0 Proposal for Owner's Representation Services - City of Columbia Heights - New Library Project - May 8, 2015r ic" c VI 'P Q �21;�GIT` PERSONNEL We have assembled an incredibly talented group of individuals to provide professional services to City of Columbia Heights. Our proposed team has a strong history of collaborating on projects similar in scope and scale to the New Library project and are excited to bring our lessons learned to your project. Brett Baldry, our proposed project manager, has extensive experience working with municipalities and understands the process and systems required to provide you with exceptional Owner's Representation services. The work load of each of the individuals proposed is conducive to full participation in your project. Our proposed team will be fully engaged and the City will receive exemplary service, guidance and a well - developed process from the ICS team. City of Columbia Heights .��noroi New Library Project •May 8, 2015 j Proposal for Owner's Representation Services • City of Columbia Heights •���ti VI ? "anaua BRET T BALDRY I Project Manager Industry Experience: 17 Education: Construction Management, Minnesota State University Professional Affiliations: Association of Minnesota Counties References: Donald J. Theisen, P.E. Washington County Public Works Director 11660 Myeron Road North Stillwater, MN 55082 651.430.4304 Douglas W. Fischer, P.E. Transportation Division Manager/ County Engineer Anoka County Transportation Division H ighway- Transit - Surveyor -GIS 1440 Bunker Lake Boulevard NW Andover, MN 55304 763.862.4213 cloug.fischer@co,onoka.mn.us Brett will serve as a primary point of contact and project manager from the design phase through to construction completion. He will provide management oversight of all project elements including budget and schedule control. In addition to comprehensive pre - construction cost phase estimating, value analysis, and constructability review, Brett will provide direction supporting front -end bidding documentation to generate maximum interest and competitive contractor bids in what has become a very competitive construction market. Brett is valued for oversight of trade contractor performance review, contractor negotiation and award, and for his consistent on -time and on- schedule project delivery. RELEVANT PROJECT EXPERIENCE Washington County Hardwood Creek Library & County Service Center, Forest Lake, MN • 50,000 sf new county service center and library • 3,000 sf sidewalk replacement Lake Elmo Park Reserve, Lake Elmo, MN • 3,800 SF new recreation facility • Ski trail lighting St. Croix Bluffs Regional Park, Hastings, MN • Shower and bath facility South Wing Remodel, Stillwater, MN • 70,000 sf, five -story phased remodel of critical county service space 2025 Campus Improvements, Stillwater, MN • Phase 1: 165,777 sf, five -story court addition including courtrooms, holding areas and judge chambers. Also included a 73,406 sf addition to the Law Enforcement Center with flexible office space, holding cells and a county services mission critical facility • Phase 2: 62,000 sf remodel of the existing 2nd floor courts and office areas • Phase 3: 60,000 sf remodel of existing 1 st floor office filing and storage areas County Service Center, Cottage Grove, MN • 40,000 sf new county service center Forest Lake Public Safety & City Hall, Forest Lake, MN 70,000 sf two -story new public safety and city hall complex Anoka County Highway Department, Anoka, MN Addition of 25,000 sf and the extensive remodeling of 40,000 sf of existing space Steele County, Owatonna, MN Facilities assessment and recommendations regarding county-owned flood damaged structures Dwan Maintenance Facility, Bloomington, MN Selective demolition and structural reinforcements to an existing facility Proposal for Owner's Representation Services • City of Columbia Heights • New Library Project • May 8, 2015 1<C.s VII 0 .- fiErp.17� PAT OVEROM, PE Industry Experience: 21 years Education: BS, Mechanical Engineering, North Dakota State City Accreditations: Registered Professional Engineer: Minnesota, North Dakota, Wisconsin Professional Affiliations: ASHRAE, MASA, MASBO, MASMS, SBOSF Principal -in- Charge With over 20 years of industry experience and a background in mechanical engineering, Pat possesses diverse experience in overall facilities planning, operation, project development, design and construction. He has strong familiarity with multiple construction delivery methods including design /build, design /bid/ build, general contracting and construction management services. Pat is integrally involved in all planning and pre - construction activities for ICS. He focuses heavily on the evaluation of building components and systems and materials for both new and existing facilities. He is able to provide exceptional value to clients based on his understanding of first cost, life- cycle, energy efficiencies and overall operation and maintenance costs. His oversight will ensure that the ICS team has all of the resources to provide the City of Columbia Heights team with an excellent experience. RAEAN N WYN N I Project Coordinator Industry Experience: 14 Professional Affiliations: Construction Specifications Institute With over 14 years of experience in all types of construction projects, Raeann will be responsible for development and on -going management and administration of all project - related tracking tools, logs, and documentation. Working closely with our project management staff, she will ensure the accuracy of all project - related contract documentation. Raeann will be responsible for making sure that all tracking information remains updated and current for the duration of the project. She will provide comprehensive support to Brett, ensuring a successful project completion. ti�novo' Proposal for Owner's Representation Services City of Columbia Heights - New Library Project - May 8, 2015 n n 1C . � <.crca UA FEE ICS's compensation for all services as described in this proposal is proposed as a fixed fee of $117,000. This includes all services provided during the construction and post - construction phase. The actual amount billed for ICS's services will be on a monthly basis and based on ICS's estimate of the proportion of total services completed during the billing period. ICS will work with the City of Columbia Heights to establish on anticipated billing schedule for the duration of the project. Reimbursable costs will be billed to the City as follows: • Mileage @ $.575 / mile • Postage -Direct cost to the Owner • Reproduction /Printing - Direct to the Owner Hourly Rates for Services Principal -in- Charge: $150 Senior Project Manager: $125 Project Manager: $100 Administrative: $60 Nnnovo. O Proposal for Owner's Representation Services • City of Columbia Heights • New library Project • May 8, 2015 4 lj`•S XI �r ��