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Home My WebLink About07-15-19 City Commission Packet Materials - C16. PSA with Van Deusen & Associates for Vertical Transportation Consult Services Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Mike Gray, Facilities Superintendent Jon Henderson, Director of Strategic Services SUBJECT: Professional Service Agreement for Vertical Transportation Consultation Services at the Alfred Stiff Professional Building. MEETING DATE: July 15, 2019 AGENDA ITEM TYPE: Consent RECOMMENDATION: Authorize the City Manager to sign Professional Service Agreement for Vertical Transportation Consultation Services. Services to be contracted with VDA, Van Deusen & Associates, Inc... SUGGESTED MOTION: Authorize the City Manager to sign Professional Service Agreement for Vertical Transportation Consultation Services. Services to be contracted with VDA, Van Deusen & Associates, Inc... BACKGROUND: The current elevator at the Alfred Stiff Professional Building is 47 years old; it is at the end of its lifecycle and in need of modernization. Reliability has decreased and repairs have increased over the last few years. By entering into this agreement for Vertical Transportation Consultation Service it will allow the City to capitalize on the expertise of professionals in the vertical transportation industry, this in turn will provide the City with the best product and value for this needed modernization. UNRESOLVED ISSUES: ALTERNATIVES: Decline FISCAL EFFECTS: Funds are allocated in the current Facilities Budget to cover all associated cost with the requested Professional Service Level Agreement for Vertical Transportation Consultation Services. The amount for this agreement is $4,975.00. Attachments: Professional Service Agreement Attachment A, Scope of Services Report compiled on: June 26, 2019 288 289 290 291 292 293 294 295 296 297 298 299 +1 (406) 646-2345 Fax: +1 (856) 354-8573 E-mail: contact@vdassoc.com C3 WorkLounge, 945 Wyoming Street, Suite 150 ● Missoula, MT 59801 June 17, 2019 VIA EMAIL: mgray@bozeman.net Mr. Michael Gray Facilities Superintendent City of Bozeman 20 East Olive Street Bozeman, Montana 59715 Re: City of Bozeman Facilities, 20 East Olive Street, Bozeman, MT Vertical Transportation Consultation Dear Mr. Gray: Based on our conversation, VDA®(Van Deusen & Associates, Inc.) proposes the following Scope of Work: I.SCOPE OF WORK A.Provide vertical transportation consulting services for the modernization of one (1) hydraulic passenger elevator at the referenced location, as outlined in Section III below. II.SERVICES TO BE PERFORMED PHASE 1 – DOCUMENT PREPARATION A.Survey the existing equipment and/or physical conditions as required to prepare documents for: 1.Upgrading / modernization of systems and maintenance services B.Based upon data gathered and Client instructions, develop specifications which focus on long-term dependability, improved performance and increased traffic handling efficiency. Specifications shall also give particular attention to any code-related issues including related building work requirements. The specifications will incorporate a basic cab interior remodeling design or cab allowance. Draft specifications shall be reviewed and approved by the Client prior to issuance. C.In a separate section of the project specifications, provide detailed terms and conditions governing the manner in which all work must be performed. Included in this section, along with warranty information, insurance requirements, and applicable code listing, shall be procedures for: 1.Material handling and storage 300 City of Bozeman Facilities Office Building 2 Bozeman, MT 6/17/19 2.Disposal of old equipment 3.Erecting barricades / property protection 4.Obtaining approval of submittal drawings 5.Submitting progress payment requests 6.Obtaining permits and/or approvals 7.Conducting code and acceptance inspections 8.Resolving disputes over interpretation of the specifications 9.Guaranteeing materials and workmanship 10.Turning over wiring diagrams, instruction manuals and diagnostic tools 11.Training personnel on new control safety features 12.Obtaining final acceptance of completed work 13.Project execution requirements / personnel D.Provide a form of agreement and specifications for Full Protective Vertical Transportation Maintenance Services. This agreement shall be written to require the contractor to: 1.Provide a comprehensive scope of preventive maintenance services 2.Work a minimum number of hours each month dedicated solely to routine maintenance 3.Respond to callback service requests within a specified time 4.Provide a monthly summary of equipment malfunctions and callbacks 5.Conduct periodic inspections and testing as required by code / local laws 6.Maintain specific levels of operational performance 7.Periodically re-paint machinery and storage parts 8.Provide insurance requirements, price adjustments, cancellations and renewals E.Provide new or revised budget estimates as required. 301 City of Bozeman Facilities Office Building 3 Bozeman, MT 6/17/19 F.Assist in identifying contractors with the expertise and logistical support necessary to successfully complete the specified work. G.Issue the following bid documents to Client: 1.A formal invitation to bid 2.General terms and conditions governing the technical specifications 3.Technical specifications for the work authorized 4.Specifications and contract for preventive maintenance services 5.A bid proposal form 6.Contractor qualification form / references PHASE 2 – BIDDING (Optional) A.Respond to bidder inquiries regarding the specifications and issue addenda when necessary. B.Provide spreadsheet analysis of bid proposals. C.Issue a written recommendation for contract award based upon bid proposal review. PHASE 3 – SHOP DRAWING REVIEW (Optional) A.Review vertical transportation shop drawings for compliance with the project specifications as well as applicable codes. Return two (2) marked-up copies in the standard turn-around period of ten (10) working days. VDA will not be responsible for expediting shop drawing submissions received from the Trade Contractor. NOTE:If more than two (2) drawing resubmittals and/or if cab drawing reviews are required they will be performed by VDA on a timecard basis and billed as an extra on contract. B.Attend a meeting with the contractor and the Client to assist with signal fixture selections, review of shop drawings, cab finish selections, and coordinate any work performed in conjunction with other trades. 302 City of Bozeman Facilities Office Building 4 Bozeman, MT 6/17/19 PHASE 4 – CONSTRUCTION FIELD SERVICES (Optional) A.Upon completion of all work, conduct a thorough examination to compile a deficiency punch list. Monitor systems operation and record pertinent operating performance data for comparison purposes. Upon completion of this audit issue a list of items which require corrective action by the contractor. B.Perform up to one (1) follow-up survey to verify that all punch-list items are addressed by the contractor in a satisfactory manner. C.Upon the satisfactory removal of all punch-list deficiencies by the contractor, issue a letter recommending final acceptance of the completed project along with payment of retained money. III.FEE A.The lump sum fee of $4,975.00 for Phase 1- 4 will be broken down as follows. Note: Phases 2 – 4 are offered as optional services and will be provided upon request of Client 1.The Phase 1 fee will be the lump sum of $2,225.00, payable in installments as follows: 90% upon issuance of the draft specification / 10% upon issuance of the final specification. 2.The Phase 2 fee will be the lump sum of $750.00, payable upon issuance of the bid comparison analysis. Optional Accepted __________ No Accepted __________ 3.The Phase 3 fee will be the lump sum of $750.00, payable upon review of shop drawings. Optional Accepted __________ Not Accepted __________ 4.The Phase 4 fee will be the lump sum of $1,250.00, payable in installments. Invoices will be issued monthly as work is performed. Optional Accepted _________ Not Accepted _________ NOTE: If applicable, expenses (living and traveling expenses, bulk document reproduction, Federal Express or Messenger Service) may be billed separately of the lump sum amount. 303 City of Bozeman Facilities Office Building 5 Bozeman, MT 6/17/19 The Client shall be responsible for the payment of all applicable taxes (in addition to the fee specified in this Agreement) which may be imposed or assessed by the country, state or local jurisdiction in connection with the services provided by the Consultant. The Client shall indemnify and hold harmless the Consultant and its agents and employees against any such taxes, claims or liabilities. If the Scope of Work changes, VDA reserves the right to increase the fee with your written consent for additional services. If this is acceptable, kindly sign below and return to sferrone@vdassoc.com, at your earliest convenience. Very truly yours,ACCEPTED: BY: _________________________ R. Dane Carollo Project Executive FOR:________________________ RDC/sf DATE:_______________________ 304