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
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Authorized-'Signature
City of Columbia eights- City Manager
Date
Walter R. Fehst
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Authorized ignature
ICS Consulting, Inc.
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Appendix C
HOURL Y RA TES FOR SERVICES
Principal
$150.00
Senior Project Manager
$125.00
Project Manager
$100.00
Administrative Support
$60.00
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PROPOSAL FOR OWNER'S REPRESENTATION SERVICES
CITY OF COLUMBIA HEIGHTS
NEW LIBRARY
MAY 8, 2015
1 r�
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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
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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.
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Proposal for Owner's Representation Services City of Columbia Heights • New library Project • May 8, 2015 1C e 2
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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.
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Proposal for Owner's Representation Services • City of Columbia Heights • New Library Project • May 8, 2015 a iC, p 3
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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
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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
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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
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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
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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
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Proposal for Owner's Representation Services • City of Columbia Heights New Library Project • May 8, 2015 c c I
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BECKER PUBLIC SCHOOLS I Becker, MN
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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
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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
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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
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Proposal for Owner's Representation Services - City of Columbia Heights - New Library Project - May 8, 2015 IC` c
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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
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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
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Proposal for Owner's Representation Services - City of Columbia Heights - New Library Project - May 8, 2015r ic" c VI
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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
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New Library Project •May 8, 2015 j
Proposal for Owner's Representation Services • City of Columbia Heights •���ti VI
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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
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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.
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Proposal for Owner's Representation Services City of Columbia Heights - New Library Project - May 8, 2015 n n
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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
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Proposal for Owner's Representation Services • City of Columbia Heights • New library Project • May 8, 2015 4 lj`•S XI
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