12.01 - WSN Proposal for Architectural and Engineering Services for City Hall Remodeling

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March 31, 2004 Page 2 Proposal for City Bldg Remodeling Consulting and Design Services City of Pequot Lakes, MN As the City started on the necessary initial remodeling, the City would call us from time to time to give input (for example, on egress and structural garage door issues). We billed the City for our time on some, but not all, of these issues (prior to the elevator and trench drain requests, our time that we billed the City totaled about $850). As it seemed our efforts were getting greater, we wanted to formalize our estimated effort and thus we sent up a February 11, 2004 proposal. As I have indicated to you in the past and as I said in our February 11th proposal, when a specific project comes along, in lieu of providing our service and billing intermittently, we prefer to enter into an agreement with the City that defines the scope and estimates our effort. We do this so both the City and WSN have an understanding of what is anticipated. However, before this February 11th proposal could be acted upon, the City estimated the elevator and concrete work-trench drains-flammable waste/sand separator sumps for the garage areas each to be over the $35,000 that State Law requires public bidding on. I was asked to visit the building before the Council meeting on Wednesday, March 3, during which I was asked for an approximate cost to put bidding documents together for the concrete work-trench drains-flammable waste/sand separator sumps and the elevator. I did not know enough to even estimate the elevator project. For the concrete work-trench drains-flammable waste/sand separator sumps, I don't remember the exact number I said but I believe it was in the $2,500 range. As you recall at the Council meeting that night, there were several questions on our proposal and these issues. And while I understood the Council wanted us to continue to help the City staff, the Council also wanted me to update the February 11th proposal with our efforts to prepare public bidding packages for the elevator and for the concrete work-trench drains- flammable waste/sand separator sumps. I reviewed the elevator work and the concrete work-trench drains-flammable waste/sand separator sumps with our architects, mechanical engineers, and electrical engineers. There are many Code issues with remodeling existing buildings, elevators, and flammable waste/sand separator sumps for trench drains. They gave me an estimate of our efforts, but they still needed to check into some items. It was taking some time to get some of our questions answered, and so before I had all of the information, on March 21St, I sent an Email to the City with an estimate of our efforts to provide design and bidding packages on both: estimated $7,000 for the elevator; and estimated $4,500 for the concrete work-trench drains-flammable waste/sand separator sumps. Since that Email, the City told me that they were having someone else take care of the flammable waste/sand separator sumps —we should just do the concrete work-trench drains. Since that Email, we have also had some discussions with the State Elevator Inspector for this area and elevator manufacturers (unfortunately, as of the date of this proposal, those back and forth discussions are continuing). CADocuments and Settings\Administrator\Local Settings\Temporary Internet Files\Content.IE5\H01 KLVWF\Pequot Lakes City Building(1).doc