01-1329�i\���iV�i�
Council File # q � . ,3a,�j,
Green Sheet # t �� �� q
RESOLUTION
CITYAF SAINT PAUL, MINNESOTA I�
Presented by
Refeaed To
Committee Date
Resolution for Recommissioning of the HVAC systems
at Fire Station # 14
1 WHEREAS, it is the policy of the City of Saint Paul to increase the efficiency of its' facilities wherever
2 possible; and
3 WHEREAS, the HVAC systems at Fire Station #14 require maintenance due to poor and inefficient operation;
4 and
5 WHEREAS, the most cost effective method of correcting this problem is to first determine what physical
6 changes need to be accomplished; and
7 WHEREAS, it is unlrno��n what remedies should be undertaken; and
8 WHEREAS, Cirys' does not have qualified staff to make this determination; now, therefore be it
9 RESOLVED that the City Council approves entering into a professional services agreement ti�7th
10 Environmental Systematics of Minnesota (Consultant) to recalibrate and reset the existing system back to its'
11 original design state to determine �vhat portions of the system are not working and what measures should be
12 taken to bring these HVAC systems up to current code and healthy conditions; and
13 RESOLVED, that the City Council approves the application of these funds and authorizes entering into such
14 said consultant contract. Please see the attached copy.
1
2
3
4
5
6
7
r°,
Yeas Nays Absent �
Benanav ✓
Blakey ✓
Bostrom ✓
Coleman �
Harris ✓
Lantn ,/
Reiter �
Co O \
g Adopted by Council: Date �.� _ 34 3ao �
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Form Approved by City Attorney
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9 Adoption Certified by Council Secretary
1 O By: � — ?. � �.� .--�--
11 Approved by Mayor: Date � �r7 ���
12
13 By: _ ��d9�� e�` �;�G 1���' �
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Requested by Departrnent of:
Approved by Mayor for Submission to Council
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PLANNING CAMMISSION
CIB CAMMITTEE
CIVIL SERVICE CAMMISSION
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Has fhis persan/firm worked unCer a contract Por this depaRmeM?
YES NO
Has Mis personrfirtn ever been a city empbYee9
YES O�
ooes tnis personrcim possess a slan rwt riorma�rycossessed br anr current citv emworeea
YES NO
Is ihis rm a targeted ventloYt � t(Lr
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I �AGES IF NOT APPROVED /
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70UNT OF TRANSACTION S S�'� �� CAST/REVQIUE BUOGEfm (CIRCLE ONq NO
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Agreement #
Between the City of Saint Paul and Environmental Systematics of Minnesota
THIS AGREEMENT, made and entered into this � day of ��C= , 200�, by and
between the City of Saint Paul, Minnesota, a municipal corporation under the laws of the State of
Minnesota, hereinafter referred to as "City," and Environmental Systematics of Minnesota.
incor�orated, whose address is 1400 Selby Ave. Suite #260. Saint Paul. MN 55104, hereinafter
referred to as "Consultant."
The City and Consultant, in consideration of the mutual terms and conditions, promises, covenants,
and payments hereinafter set forth, agree as foliows:
SECTION 1. Scope of Services.
A. ConsultantagreestoprovideservicesasrequiredtorecommissionFireStation#14asdescribed
in its proposal and letter dated May 7 8, 2001. The specific tasks, deliverables, time lines, etc.
that make up these services are detailed in Attachment A, the Consultants' letter of proposal.
SECTION 2. Time For Completion.
A. The services rendered by Consultant shall be commenced upon execution of the Agreement
and notification by the Ciry to proceed and will be completed in accordance with a schedule
mutually agreed upon between City and Consultant, but in any case shall be no later than 9
months from the effective date of this Agreement.
B. Consultant shall not proceed with any task without specific authorization from the Project
Manager designated by the City.
C. In the event that there are delays caused by actions of the City or which may be reasonably
requested by the Consultant which can change the completion date, Consultant shall request
an extension of time for completion of the project. The Project Manager will review the
request and may grant to the Consultant such extensions of contract ti me as may be reasonable.
SECTION 3. Billings and Payment.
A. That for Consultants' faithful performance of this Agreement, the City hereby agrees to
compensate Consultant in the amount $5,000.00 upon complection of the recommissioning
report. This report shall cover a�l portions of the work, which include:
1. Check and adjust air for all air handling equipment. Provide a Balancing Report.
2. Check all controls for proper operation.
3. Inspectall equipment.
B. The above amount shall ful ly compensate Consultant for all work and associated costs. The
City will honor no claim for services and/or costs provided by the Consultant not specifically
provided for in this Agreement.
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C. Consultant shail submit an itemized invoice (upon completion of each task)(each month).
Upon receipt of the invoice and verification of the charges by the Project Manager, the City
shall make payment to Consuitant within thirty (30) days.
D. In the event the Consultant fails to comply with any terms or conditions of the contract or to
provide in any manner the work or services as agreed to herein, the City reserves the right to
withhold any payment until the City is satisfied that corrective action has been taken or
completed. This option is in addition to and not in lieu of the Citys' right to termination as
provided in the sections of this Agreement.
SECTION 4. Project Management.
A. TheCityrequirestheConsultanttoassignspecificindividualsasprincipalprojectmembersand
to assure that the major work and coordination will remain the responsibility of these
individuals during the term of the Agreement. Removal of any principal project member
without replacement by equally qualified individuals or without the prior written approval of
the City is grounds for termination of the Agreement by the City. Consultants' principal project
members are:
Raj Sarah
Tim Griffen
B. The City has designated David Hively - Supervisor of Maintenance, Department of Fire &
Safety Services as the Project Manager for this Agreement, and the individual to whom all
communications pertaining to the Agreement shall be addressed. The Project Manager shall
have the authority to transmit instructions, receive information, and interpret and define the
Citys' policy and decisions pertinent to the work covered by this Agreement.
SECTION 5: City Responsibilities.
A. The Ciry agrees to provide Consultant with access to any information from City documents,
staff, and other sources needed by Consultant to complete the work described herei n i ncl udi ng:
1. Building documentation.
2. Access to all equipment.
3. Use of building services for the duration of the work as may be readily available from
existingsupplypoints. ServicesrequiredbyConsultantbutnotreadilyavailableatexisting
service points shall be the sole responsibility of Consultant. Use of such services shall not
adversely affect the normal operation of the facility or programs conducted in it.
SECTION 6. Work Products, Records, Dissemination of Information.
A. For purposes of this Agreement, the following words and phrases shall have the meanings set
forth in this section, except where the context clearly indicates that a different meaning is
intended:
1. "Work product" shall mean any report, recommendation, paper, presentation, drawing,
demonstration, or other materials, whether i n written, electron ic, or other format that resu Its
from Consultants' services under this Agreement.
2. "Supporting documentation" shall mean any surveys, questionnaires, notes, research,
papers, analyses, whether in written, eledronic, or in other format and other evidences
used to generate any and a(I work performed and work products generated under this
Agreement.
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3. "Business records" shall mean any books, documents, papers, account records and other
evidences, whether written, electronic, or in other forma, belonging to Consultant and
pertaining to work performed under this Agreement.
B. AI I deliverable work products and supporting documentation that result from the Consultants'
services under this Agreement shall be delivered to the City and shall become the property of
the City after finai payment is made to the Consultant with no right, title, or interest in said
work products or supporting documentation vesting in Consultant.
C. TheConsultantagreesnottorelease,transmit,orothenvisedisseminateinformationassociated
with or generated as a result of the work performed under this Agreement without prior
knowledge and written consent of the City.
D. in the event of termination, all documents finished or unfinished, and supporting
documentation prepared by the Consultant under this Agreement, shal I be del ivered to the City
by Consultant by the termination date and there shall be no further obligation of the City to
Consultant except for payment of amounts due and owing for work performed and expenses
incurred to the date and time of termination.
E. TheConsultantagreestomaintainallbusinessrecordsinsuchamanneraswillreadilyconform
to the terms of this Agreement and to make such materials available at its office at all
reasonable times during this Agreement period and for six (6) years from the date of the final
payment under the contract for audit or inspection by the City, the Auditor of the State of
Minnesota, or other duly authorized representative.
Consultant agrees to abide strictly by Chapter 13 of the Minnesota Statutes (Minnesota
Government Data Practice Act) as well as any other applicable federal, state, and local Iaws or
ordinances, and all applicable rules, regulations, and standards established by any agency of
such governmental units which are now or hereafter promulgated insofar as they relate to the
Consu�tants' performance of the provisions of this Agreement. Consultant agrees to provide
information pursuant to Minnesota Statutes, Chapter 13.05.
SECTION 7. Equal Opportunity Empioyment.
A. Consultant will not discriminate against any employee or applicant for employment for work
underthis Agreement because of race, color, religion, sex, age, or national origin and will take
affirmative steps to ensure that applicants are employed and employees are treated during
employment without regard to race, color, religion, sex, age, or national origin.
B. This provision shall include, but not be limited to the following: employment, upgrading,
demotion, ortransfer; recruitment advertising, layoff or termination; rates of pay or their forms
of compensation; and selection for training, including apprenticeship.
SECTION 8. Compliance With Applicable Law.
A. Consultant agrees to comply with all federal, state, and local laws or ordinances, and all
applicable rules, regulations, and standards established by any agency of such governmental
units, which are now or hereafter promulgated insofar as they relate to the Consultants'
performance of the provisions of this Agreement. It shall be the obligation of the Consultant
to apply for, pay for, and obtain all permits and/or licenses required.
D�-�3a9
SECTION 9. Conflict of Interest.
A. Consultant agrees that it will not contract for or accept employment for the performance of any
work or services with any individual, business, corporation, or government unit that would
create a confl ict of interest in the performance of its obl igations pursuant to this Agreement with
the City.
B. Consultants' acceptance of this Agreement indicates compliance with Chapter 24.03 of the
5aint Paul Administrative Code: "Exceptas permitted by law, no Cityofficial oremployee shall
be a party to or have a direct financial interest in any sale, lease, or contract with the City."
C. Consultant agrees that, shouid any conflid or potential conflict of interest become known,
Consultant wi I I advise the Purchasi ng Systems Manager of the situation so that a determination
can be made about Consultants' ability to continue performing services under the Agreement.
SECTION 10. Insurance.
A. Consultant shall be required to carry insurance of the kind and in the amounts shown below
for the life of the contract:
1. Public Liability Insurance
a. Bodily Injury
b. Property Damage
$1,000,000 each occurrence
$2,000,000 aggregate
$1,000,000 each accident
$2,000,000 aggregate
2. Automobile Insurance
a. Bodily Injury $ 750,000 per person
$1,000,000 peraccident
b. Properry damage not less than $ 50,000 per accident
3. Workers' Com�ensation and Employers' Liabilitv
a. Workers' Compensation per Minnesota Statute.
b. Employers' Liability shall have minimum limits of $500,000 per accident; $500,000
per employee; $500,000 per disease policy limit.
4. Professional Liability Insurance
a.
b.
$1,000,000 peroccurrence
$2,000,000 aggregate
5. General insurance Requirements
a. The policy is to be written on an occurrence basis or as acceptable to the City.
Certificate of insurance must indicate if the policy is issued on a claims-made or
Occurrence basis. All certificates of insurance shall provide that the Citys' Division of
Contract and Analysis Services be given not less than thirty (30) days prior Written
notice of cancellation, non-renewal or any material changes in the policy. Agent must
state on the certificate if policy includes errors and omissions coverage.
b. The Consultant shall not commence work until a Certificate of Insurance covering all
of the insurance required for this project is approved and the project manager has
issued a notice to proceed. insurance must remain in place for the duration of the
original contract and any extension periods.
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SEC710N 11. independent Contractor.
A. It is agreed by the parties that, at all times and for ail purposes within the scope of the
Agreement, the relationship of the Consultant to the City is that of independent contrador and
not that of employee. No statement contained in this Agreement shall be construed so as to
find Consultant an employee of the City, and Consultant shal I be entitled to none of the rights,
privileges, or benefits of Saint Paul employees.
SECTION 12. Subcontracting.
A. The Consuitant agrees not to enter into any subcontrads for any of the work contemplated
under this Agreement without obtaining prior written approval of the City.
SECTION 13. Hold Harmless.
A. The Consultant shall indemnify, save and hold harmless, protect, and defend the City, its
officers, agents, and employees from all claims, actions or suits of any character brought for or
on account of any claimed or alleged injuries or damages received by any person or property,
including the City, resulting from any act or omission by any person employed by Consultant
in carrying out the terms of this Agreement.
SECTION 14. Assignment.
A. The City and the Consultant each binds itself and its successors, Iegal representatives, and
assigns of such other party, with respect to al I covenants of this Agreement; and neither the City
nor the Consultant will assign or transfer their interest in this Agreement without the written
consent of the other.
SECTION 15. Termination.
A. This Agreement will continue in full force and effect until completion of the project as
described herein unless either party terminates it at an earlier date. Either party to this
Agreement may terminate it by giving no less than thirty (30) days written notice of the intent
to terminate to the other party.
B. With Cause. The City reserves the right to terminate this Agreement if the Consultant violates
any of the terms or does not fulfill, in a timely and proper manner, its obligations under this
Agreement as determined by the City. In the event that the City exercises its right to withhold
payment or terminate under this Section, it shall submit written notice to the Consultant,
specifying the extent of such withholding or termination under this Section, the reasons
therefore, and the date upon which such withholding or termination becomes effective. Upon
receipt of such notice, the Consultant shall take all actions necessary to discontinue further
commitments of funds to the extend that they relate to the terminated portions of this
Agreement.
C. In the event of termination, the City will pay Consultant for all services actually, timely, and
faithfully rendered up to the receipt of the notice of termination and thereafter until the date
of termination. The Consultant wiil deliver all work products and supporting documentation
developed up to the time of termination prior to the City rendering final payment for service.
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SECTION 16: Default by Consultant.
A. In the event Consultantfai Is or neglects to comply with any term or condition of th is Agreement
or to provide the services stated herein, City shall have the right, after written notice, to cease
payment hereunder. This remedy shall be in addition to any other remedies, including
termination, available to the City in law or equity. The Ciry shali be entitled to recover
reasonable attorneys' fees and costs of col lection associated with enforci ng its rights hereunder.
SECTION 17. Amendment or Changes to Agreement.
A. CityorConsultantmayrequestchangesthatwouldincrease,decrease,orotherwisemodifythe
Scope of Services. Such changes and method of compensation must be authorized in writing
in advance by the City.
B. Any alterations, amendments, deletions, or waivers of the provisions of this Agreement shall
be valid only when reduced to writing and duly signed by the parties.
C. Modifications or additional schedules shall not be construed to adversely affect vested rights
or causes of action which have accrued prior to the effective date of such amendment,
modification, or supplement. The term "this Agreement" as used herein shall be deemed to
include any future amendments, modifications, and additional schedules made in accordance
herewith.
SECTION 1S. Notices.
A. Except as otherwise stated in this Agreement, any notice or demand to be given under this
Agreement shall be delivered in person or deposited in United States Certified Mail, Return
Receipt Requested. Any notices or other communications shall be addressed as follows:
To City:
Dave Hively
678 Bedford Street
Saint Paul, Minnesota 55101-4509
To Consultant:
R�Sara�r
1400 Selby Ave. Suite #260
Saint Paul, Minnesota 55104
SECTION 19. Waiver.
A. Any fault of a party to assert any right under this Agreement shall not constitute a waiver or a
termination of that right, this Agreement, or any of this Agreements' provisions.
SECTION 20. Survival of Obligations.
A. TherespectiveobligationsoftheCityandConsultantunderthesetermsandconditions,which
by their nature would continue beyond thetermination, cancel lation, or expiration hereof, shall
survive termination, cancellation or expiration hereof.
B. If a court or governmental agency with properjurisdiction determines that this Agreement, or
a provision herein is unlawful, this Agreement or that provision, shall terminate. If a provision
is so terminated but the parties legally, commercially, and practicably can continue this
Agreement without the terminated provision, the remainder of this Agreement shall continue
in effect.
0�-�3�1
SECTIOh( 21. Interprefafion of Agreement, Venue.
A. This Agreement shall be interpreted and construed according to the laws of the State of
Minnesota. AillitigationrelatedtothisAgreementshallbevenuedintheDistrictCourtofthe
County of Ramsey, Second Judicial District, State of Minnesota.
SECTION 22. Force Majeure.
A. NeithertheCitynortheConsultantshallbeheldresponsibleforperformanceifitsperformance
is prevented by acts or events beyond the partys' reasonable control, including, but not limited
to: severe weatherand storms, earthquake or other naturat occurrences, strikes and other labor
unrest, power failures, eledrical power surges or current fluctuations, nuclear or other civil
military emergencies, or acts of legislative, judicial, executive, or administrative authorities.
SECTION 23. Entire Agreement.
A. It is understood and agreed that this entire Agreement supersedes all oral agreements and
negotiations between the parties relating to the subject matters herein.
ItJ WITNESS WNEREOF, the parties hereto have executed this Agreement, the day and year
first above written.
For the City of Saint Paul:
For Consultant•
By C
Its �"�-� '
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Its
TaxpayerlD: � ���37T_
������ ���y���-
Ciry Department Director Signature
Peter Hames
Office of Financial Services
OS/18/2001 11:20 FA$ 651 646 6806 ENVIRON�fENTAL
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EN�IRONMENTAL SYSTEMATICS
CONTRACTORS-ENGINEERS
5-18-01
Mr. Chuck Ekstedt
City of St Paul, Rm 140
15 W Kellogg Blvd
St Paul, Mn.55102
Re: Fire Station # 14
Aeaz Chuck:
We propose to check existing INAC system for the above project as fol2ows:
Check & adjust sir for all air-handling equipment to design requirements. Provide
balancing report to owner.
2. Check all tempezatuze contols for proper operation. Notify the owner of any
defective controls.
3. Inspect all equipment and notify owner of any defectzve parts.
We will do the above work on time and materiai basis not to exceed $ 5000.00. Our
hourly rate for field teclanician will be $ 56.00/hr.
Sincerely,
����
Raj Saza� P.E.
cc: file(fs14)
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1900 SELBY AVE_. STE. 260. ST. PAUL, hSN. 55104 (651) (651)
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S2. Paul MN 55114-2000
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AOOITONAI INSUfifD:INSUFER LET�ER
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acc : Chuck Ekssedt'
35 ett Kel7ogy
Sui e X140
Sc. Paul, MN Si102
faX: (651)266-8855
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BUT fA�IURE TO MAII SUCH ROT�GE SHA�L IMPOSE NO OB110A710N OR LIAHtu�
OF Arv KlNO U THE COMPPNY, ITS AGEN75 OF REPRE9ENTATIVE9.
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