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Signed Contract_Grand River Center Smart Electric Meter Design_KJWWMasterpiece on the Mississippi October 6, 2011 TO: Michael C. Van Milligen, City Manager FROM: Rich Russell, Building Services Managers SUBJECT: Grand River Center Smart Electric Meter Design RFP Dubuque krail Ai-America City 11111 1 2007 The City sought responses to the Grand River Center Smart Electric Meter Design RFP. Responses were due June 24, 2011. One response was received from KJWW of Rock Island, Illinois. The RFP Committee reviewed the response via e-mail and agreed the project scope called out by KJWW greatly exceeded the project budget. KJWW's anticipated magnitude of construction costs was $300,000. The committee agreed with my recommendation that we proceed with a discussion on the scope of the project with KJWW. Marie Ware, Leisure Services Manager, Tim Nass of the Grand River Center and I met with Donna Crawford of KJWW on August 25, 2011 to discuss the project. A reduced scope was defined and KJWW submitted a revised response on October 3, 2011. The response includes a design cost of $11,000 plus reimbursables and an estimate of construction costs of $65,000. Please authorize the completion of design documents for the project with your signature on the attached proposal. We will bring the project back for City Council approval once bid documents are completed. cc: Marie Ware, Leisure Services Manager Jenny Larson, Budget Director Todd Shoemaker, Environmental Engineer Mitzi Yordy, Grand River Center Tim Nass, Grand River Center cm,O ENGINEERING CONSULTANTS %����' [Mel Experience you can build on.' September 22, 2011 October 3, 2011 Mr. Rich Russell City of Dubuque Building Services Department 50 West 13th Street Dubuque, Iowa 52001 RE: Revised Proposal for Engineering Services City of Dubuque Building Services Department Grand River Center Metering Dubuque, Iowa Dear Rich: Thank you for asking KJVVW Engineering to submit a Proposal for electrical engineering services for designing an intelligent energy management metering system for the Grand River Center in Dubuque, Iowa. We understand the scope of work is as follows: PLANNING /DESIGN PHASE SERVICES 1. Design of electrical systems including: a. Perform site field verification of existing power distribution equipment components, and evaluate required equipment space for the metering equipment cabinets and ethernet gateways. An analysis will be performed to establish the appropriate metering strategy based on the manufacturer system component parameters for the distribution circuit breakers and individual branch circuit breakers to provide the most cost - effective method of achieving the energy usage information for the facility loads. b. Initiate communication with the Owner and the Using Agency to determine the specific loads to be metered and the method of achieving the electrical parameters desired. Delineation of loads will be categorized into lighting loads, HVAC loads, and general power loads. Additional breakdown of these categories will differentiate between the special use area energy usages. Areas to be monitored will include the exhibit hall space general lighting load, exhibit hall space general receptacle loads, north and south concession area general power loads, the exhibit hall company switch serving this area, the ballroom area company switch, and the ballroom area general lighting. An alternate Page 1 of 5 623 26th Avenue I Rock Island, Illinois 61201 1 309.788.0673 1 Fax: 309.786.5967 1 www.kjww.com QUAD CITIES 1 DES MOINES 1 MADISON I CHICAGO 1 ST. LOUIS I CEDAR RAPIDS I KANSAS CITY I INDIA I DUBAI Revised Proposal for Engineering Services Grand River Center Smart Meter Project Dubuque, Iowa September 22, 2011 October 3, 2011 bid will be identified to monitor each of the exhibit hall receptacle circuits separately instead of metering the overall load at the panels serving the exhibit hall. Metering will also be provided for the overall HVAC load. c. Produce the necessary distribution equipment one -line diagrams and panel schedules to reflect as- installed conditions and to accurately delineate the loads to be metered. A metering riser diagram with associated specifications will also be incorporated into the design documents. d. Branch circuit power design for metering system components and grounding. 2. Prepare front end and applicable electrical specifications. 3. Prepare contract documents that are suitable for pricing and construction purposes. 4. Project design meetings: a. Participate in one meeting in Dubuque, Iowa with the Owner /Using Agency to establish the required loads to be metered. b. Attend one final design review meeting in Dubuque, Iowa. BIDDING /NEGOTIATION PHASE SERVICES 1. Issue documents to prospective bidders. 2. Conduct prebid meeting. 3. Respond to contractor questions. 4. Prepare addenda information as required. 5. Assist with bid evaluation and recommend award to successful contractor. CONSTRUCTION PHASE SERVICES 1. Attend preconstruction meeting. 2. Contract administration including: a. Preparation of AIA Standard Form of Agreement Between Owner and Contractor. b. Answer Contractor questions and Requests for Information (RFIs). c. Prepare Requests for Proposal (RFPs) and deliver to Contractor for pricing. d. Prepare Change Orders to the Contract. e. Review monthly applications and recommend all or partial payment. 3. Review shop drawing submittals for items requested in the contract documents. 4. Conduct one job site observation during construction, plus one final job site observation at the end of the construction period. ©0 ENGINEERING ©© CONSULTANTS Page 2 of 5 Revised Proposal for Engineering Services Grand River Center Smart Meter Project ASSUMPTIONS Dubuque, Iowa September 22, 2011 October 3, 2011 1. Drawings of the existing architectural, structural, mechanical, and electrical systems, which accurately represent the existing conditions, will be provided to KJWW. Copies and /or scans of existing drawings will be considered reimbursable costs. 2. AutoCAD files requiring only freezing of layers to be suitable for use as backgrounds for building and site will be provided to KJWW. 3 Extensive modification of backgrounds will be considered additional services. KJWW formatting standards for drawings and specifications will be used. Drawings will be prepared using AutoCAD compatible programs with our standard layering. Specifications will be prepared in Microsoft Word. 4. Engineering design elements will be produced in AutoCAD programs. KJWW formatting standards for printed drawings and specifications will be used. Specifications will be prepared in Microsoft Word. 5. Two - dimensional drawings will be the deliverable for this contract. The BIM may be provided for the convenience of the contractors to be used at their own risk. 6. Documents prepared by the Engineer will be prepared based upon reasonable assumptions derived from existing information provided by the Owner and from limited observation of accessible and visible existing conditions by the Engineer without the benefit of extensive field measurements and investigation prohibited by expense and inconvenience to the Owner. It is understood and agreed that unforeseen conditions uncovered during the progress of the project may require changes in the project, resulting in additional cost and delay. 7. Existing base building systems are code compliant and have adequate capacity to support the project requirements. The design for base building system modifications, replacements or new installations to support the project will be considered an additional service. 8. The project will be awarded as a single prime contract for construction. Phased design and /or issue of early documents are not required. COMPENSATION We propose to provide the services described above for a fixed fee of $11,000. PROJECT EXPENSES The following reimbursable expenses are not included in the above fee and will be invoiced with a 1.1 multiplier of actual cost: 1. Reproduction costs of drawings, specifications, and reports. 2. CAD plots of drawings in any media other than paper or electronic files. ©119 ENGINEERING ©© CONSULTANTS Page 3 of 5 Revised Proposal for Engineering Services Grand River Center Smart Meter Project Dubuque, Iowa September 22, 2011 October 3, 2011 3. Payment of plan review fees or other imposed governmental agency fees. 4. State filing and /or permit fees. 5. Postage and delivery charges. 6. Travel expense: 50¢ per mile for auto (adjusted annually) plus parking fees and other out of pocket expenses. ADDITIONAL SERVICES KJWW can include the following as additional services. Additional services will be performed on a time and material basis using KJWW's standard hourly rates in effect at the time the service is performed, or for a negotiated fee, and only after approved in writing. 1. Audit or field takeoff of existing equipment and associated utilities. 2. Invasive field takeoff to determine existing conditions that are not readily accessible or visible. 3. Structural design of any kind. 4. Mechanical design of any kind. 5. ASHRAE 90.1 Energy Standards confirmation or building modeling. 6. LEED criteria evaluation, energy modeling, calculation, justification, and documentation. 7. Detailed takeoff cost estimating or review of detailed cost estimates prepared by others. 8. Value engineering or negotiating construction cost/scope with contractors and related document revisions after documents are complete. 9. Field testing, adjusting, balancing, or field time to assist installation contractor. Initial startup is the responsibility of the various contractors and /or subcontractors. 10. Systems commissioning. 11. Preparing record documents from as -built markups or files provided by contractors, or verifying the accuracy and completeness of same. GENERAL The attached Terms and Conditions dated August 24, 2011 are made a part of this Proposal. This Proposal is valid for 45 days from the date of this offer. We will begin our services following acceptance of this Proposal for Engineering Services. We look forward to working with you and your staff on this project and appreciate this opportunity to be of service. ©O ENGINEERING ©© CONSULTANTS Page 4 of 5 Revised Proposal for Engineering Services Grand River Center Smart Meter Project Dubuque, Iowa September 22, 2011 October 3, 2011 Acceptance may be conveyed via e-mail to the address listed below, by fax, or by signing this offer and returning it to our office. Sincerely, KJWW ENGINEERING CONSULTANTS, PC Arknitz Donna M. Crawford Senior Engineer crawforddm @kjww.com z.„._ Brian J. Wegerer, PE Associate Principal DMC:BJW /sek L: \Fee Proposals \fp 2011 \donna crawford \doncra092211 REVISED093011_feepro.docx CITY OF DUBUQUE BUILDING SERVICES DEPARTMENT Accepted: Signature Title Date ©0 ENGINEERING camCONSULTANTS Page 5 of 5 TERMS AND CONDITIONS Standard of Care: Services provided by KJWW Engineering Consultants, P.C. (hereinafter referred to as the Engineer ") under this Agreement will be performed in a manner consistent with the human degree of care and skill ordinarily exercised by members of the same profession currently practicing under similar circumstances. Additional Services: When additional services beyond the defined scope are requested, an amendment will be prepared by the Engineer and approved by the Client prior to commencing work. Additional services shall be performed on a time and material basis or for a negotiated fee. Compensation: Services provided by the Engineer on a time and material basis shall be performed in accordance with the Engineer's current fiscal year Standard Hourly Rate Schedule in effect at the time of performance. This schedule is updated yearly and is available upon request. Performance: Engineer has multiple offices and has professional service agreements for additional engineering and production assistance. The Engineer may use any office or professional service in the completion of services required for the Project. Billing /Payment: The Client agrees to pay the Engineer for all services performed and all costs incurred. Invoices for the Engineer's services shall be submitted either upon completion of such services or on a monthly basis. Invoices shall be due and payable within 30 days of invoice date (direct) or 15 days from payment by Owner (consultant). Client shall notify Engineer of any objections to the invoice within five working days of receipt. Payment of any invoice indicates Client's acceptance of this Agreement and satisfaction with Engineer's services. Payment of invoices is in no case subject to unilateral discounting, back - charges, or set -offs by the Client, and payment is due regardless of suspension or termination of this Agreement by either party. Accounts unpaid 60 days after the invoice date may be subject to a monthly service charge of 1.5% (or the maximum legal rate) on the unpaid balance. In the event any portion of an account remains unpaid 120 days after the billing, the Engineer may institute collection action and the Client shall pay all costs of collection, including reasonable attorney's fees. Indemnification: The Engineer and Client shall, to the fullest extent permitted by law, indemnify and hold harmless each other and their respective officers, directors, employees, agents and consultants from and against damage, liability and cost, including reasonable attorney's fees and defense costs, arising out of or in any way connected with the performance of this Agreement, excepting only those damages, liabilities or costs attributable to negligence or willful misconduct. Certification, Guarantees and Warranties: The Engineer shall not be required to execute any document that would result in the Engineer certifying, guaranteeing or warranting the existence of any conditions. Dispute Resolution: Any claims or disputes between the Client and the Engineer arising out of the services to be provided by the Engineer or out of this Agreement shall be submitted to non- binding mediation. The Client and the Engineer agree to include a similar mediation agreement with all contractors, subconsultants, subcontractors, suppliers and fabricators, providing for mediation as the primary method of dispute resolution among all parties. The laws of the State of Iowa will govern the validity of this Agreement, its interpretation and performance. Any litigation arising in any way from this Agreement shall be brought in the courts of that State. Construction Means and Methods: The Engineer shall not be responsible for, nor have control over or charge of, construction means, methods, sequences, techniques, or procedures, or for any health or safety precautions required by any regulatory agencies in connection with the project. Neither Client nor Engineer shall hold the other responsible for damages or delays in performance caused by acts of God, strikes, walkouts, accidents, Government acts, or other events beyond the control of the Client's or Engineer's employees, agents, or consultants. ©Q ENGINEERING cam CONSULTANTS Construction Observation: When the Engineer does not provide construction observation services, it is agreed that the professional services of the Engineer do not extend to or include the review or site observation of the Contractor's work, performance, or pay request approval. During construction, the Client assumes the role of the engineer and will hold harmless the Engineer for the Contractor's performance or the failure of the Contractor's work to conform to the design intent and the contract documents. Adjustments, Changes or Additions: It is understood that adjustments, changes, or additions may be necessary during construction. A contingency fund will be maintained until construction is completed to pay for field changes, adjustments, or increased scope items. All change order amounts requested by Contractors constructing Engineer- designed systems shall be submitted to the Engineer for review prior to being approved by contract holder. The Engineer will not approve amounts requested that are above a normal bid amount for the work involved. In no case will costs be assessed to the Engineer at the discretion of the Contractor, the Client, or the Owner without prior agreement and approval of the Engineer. Engineer shall not be responsible for any cost or expense that provides betterment or upgrades or enhances the value of the Project. Project Signs: Project signs displayed at the construction site shall include "KJWW Engineering Consultants" as the Engineer. Articles for publication regarding this project shall acknowledge KJWW as the structural, mechanical, electrical and /or technology engineer, as applicable. Ownership: All drawings, specifications, and other work product of the Engineer developed for this Project are instruments of service for this Project only. Reuse of any of the instruments of service of the Engineer by the Client, or others acting for the Client, for extensions of the Project or for any other Project without the written permission of the Engineer shall be at the Client's risk. The Client agrees to defend and indemnify and hold harmless the Engineer for all claims, damages and expenses, including reasonable attorney's fees, arising out of such unauthorized reuse. Electronic Files: The Client hereby grants permission for the Engineer to use electronic background information produced by the Client in the completion of the project. The Client also grants permission to the Engineer to release Engineers' documents (including their backgrounds) electronically to Clients, Contractors, and Vendors as required in the execution of the project. Before release, the Engineer will require an executed waiver of liability for the use of any electronic documents. Employment: For the duration of this contract plus six (6) months from final payment received, neither the Engineer nor Client will offer employment to any person who is or was employed by the other during the course of this contract. Termination: The Client or Engineer may, after giving seven (7) days written notice, terminate this agreement and the Engineer shall be paid for services provided up to the termination notice date, including reimbursable expenses due plus termination expenses. Termination expenses are defined as reimbursable expenses directly attributed to the termination. Survivability: In the event any provisions of this agreement shall be held to be invalid and unenforceable, the remaining provisions shall be valid and binding upon the parties. One or more waivers by either party of any provision, term, condition or covenant shall not be construed by the other party as a waiver of a subsequent breach of the same by the other party. Limitation of Liability: It is agreed that the Engineer's liability for this project for negligent acts, errors, or omissions, and all claims, losses, costs, damages, cost of defense, or expenses from any cause, including Client, Contractors, and Attorney fees, is limited to fees collected or $10,000, whichever is greater. Contract Exhibit: If attached to another contract or agreement, that agreement shall take precedence over all clauses listed in these Terms and Conditions. If that agreement is silent on or does not include a clause, this document shall take precedence. Rev. 08/24/11 L. \Fee Proposals \fp 2011 \donna crawfordldoncra092211 REVISED093011_feepro docx BASE BID METERING METERING LOCATION ITEM SERVED ITEM DESCRIPTION METERING TECHNIQUE NOTES MSB /1B -CKT #1 CSW -1 COMPANY SWITCH BALL ROOMS (1) 400A/3P CTS AND E4800 METERING CABINET AT MSB /1A,B 27 MSB /1 B -CKT #2 CSW -1 COMPANY SWITCH EXHIBIT (1) 400A/3P CTS AND E4800 METERING CABINET AT MSB /1A,B MSB /1 B -CKT#3 PANEL '1-1' EXHIBIT HALL 480V POWER PANEL(1) 200A/3P CTS AND E4800 METERING CABINET AT MSB /1A,B CTS TO BE DEDUCTED IF ALTERNATE BID IS ACCEPTED MSB /1 B -CKT #9 DP /5-2 DP /2 SERVING XFMR FOR PANELS (1) 350A/3P (EXHIBIT HALL 208V, AND 120 VOLT 'XH' AND 'XL' RECEPTACLE LOADS) PANEL'PCN CONCESSION NORTH LOADS (1) 200A/3P CTS AND 64800 METERING CABINET AT MSB /1A,B CTS AND E4800 METERING CABINET AT DP /5 CTS TO BE DEDUCTED IF ALTERNATE BID IS ACCEPTED DP /5 -3 PANEL 'PCS' CONCESSION SOUTH LOADS (1) 200A/3P CTS AND E4800 METERING CABINET AT DP /5 PANEL 'LN' EXHIBIT HALL LIGHTING LOADS EXHIBIT HALL 277V, (30) 200A/1P CIRCUIT BREAKERS CTS AND BCMP METERING CABINET AT PANEL 'LN' ALT. BID BCMP METERING CABINET AT PANEL 'H' BASE BID PROBABLE CONSTRUCTION COSTS ITEM DESCRIPTION MATERIAL DESCRIPTION MATERIAL COST LABOR HOURS LABOR COSTS NOTES BASE BID METERING CABINET FOR METERS AT MSB 64800 METERING CABINET $4,000.00 27 1890 BASE BID METERING CABINET FOR METERS AT DP /5 E4800 METERING CABINET 84,000.00 8 560 ALT. BID BCMP METERING CABINET AT PANEL 'H' 30 SPLIT CORE 50A CTS , (1 -3OCKT BCMP) , EGX -100, 15A/1 P CB, ENCLOSURE $7,000.00 16 1120 BASE BID (9) 600A CTS $1,170.00 12 840 BASE BID(12)400A 3CTS $1,560.00 18 1260 ALTERNATE BID (11) 400A 3CTS $1,430.00 17 1190 BASE BID (3) 250A CTS $390.00 5 350 BASE BID (18) 200A CTS $2,160.00 27 1890 ALTERNATE BID (17) 200A CTS $2,160.00 27 1890 • BASE BID (6) 50A CTS $720.00 9 630 BASE BID SCREEN DEVELOPMENT $3,000.00 $3,000.00 BASE 81D STARTUP SERVICES $7,111.00 $7,111.00 BASE BID SOFTWARE $2,294.00 $2,294.00 BASE BID SHOP DRAWINGS $667.00 $667.00 BASE BID LISCENCES (10) $1,000.00 $1,000.00 DESCRIPTION MATERIAL HOURS LABOR TOTAL BASE BID $42,072.00 $137.00 $23,662.00 $65,734.00 ALTERNATE BID $41,942.00 $136.00 $23,592.00 $65,534.00 ALTERNATE BID METERING METERING LOCATION ITEM SERVED ITEM DESCRIPTION METERING TECHNIQUE NOTES PANEL 'H' EXHIBIT HALL POWER LOADS EXHIBIT HALL 480V, (17) 30A/3P CIRCUIT BREAKERS CTS AND BCMP METERING CABINET AT PANEL 'H' 1680 PANEL 'XH' EXHIBIT HALL POWER. LOADS EXHIBIT HALL 208V, (17) 60A/3P CIRCUIT BREAKERS CTS AND BCMP METERING CABINET AT PANEL'XH' 24 PANEL 'XL' EXHIBIT HALL POWER LOADS EXHIBIT HALL 120V, (96) 20N1 P CIRCUIT BREAKERS,' ', CTS AND BCMP METERING CABINET AT PANEL 'XL' $12,000.00 32 2240 120 VOLT CIRCUIT ALTERNATE BID PROBABLE CONSTRUCTION COSTS ITEM DESCRIPTION ]MATERIAL DESCRIPTION MATERIAL COST LABOR LABOR COSTS ALT. BID BCMP METERING CABINET AT PANEL 'H' . 51 SPLIT CORE 50A CTS , (1 -42CKT +1 -24CKT BCMP) , (4950 +3300), EGX -100; 15N1P:CB, ENCLOSURE);;_,., $11,000,00 24 1680 ALT, BID BCMP METERING CABINET AT PANEL'XH' 51 SPLIT CORE 100A CTS (1- 42CKT +1 -24CKT BCMP) (3250 +2350), EGX -100, 15N1P CB, ENCLOSURE $9,000.00 24 1680 ALT. BID BCMP METERING CABINET AT PANEL 'XL' 96 SPLIT CORE CTS (3 -42 CKT BCMP), EGX -100, 15A/1P CB, ENCLOSURE $12,000.00 32 2240 120 VOLT CIRCUIT CONDUIT, WIRE AND CONNECTIONS $100.00 1.5 105 CONDUIT, WIRE AND CONNECTIONS $100.00 1.5 105 CONDUIT, WIRE AND CONNECTIONS $100.00 1.5 105 DESCRIPTION MATERIAL HOURS LABOR TOTAL ALTERNATE BID $32,300.00 - 80 $5,600.00 $37,900.00 COLOR CODE KEY ALTERNATE BID FOR METERING EACH INDIVIDUAL EXHIBIT HALL RECEPTACLE