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HomeMy WebLinkAbout10E - Wellhead Protection Plan CITY COUNCIL AGENDA REPORT 16200 Eagle Creek Avenue 5':E~ Prior Lake, MN 55372-1714 DATE: AGENDA #: PREPARED BY: REVIEWED BY: AGENDA ITEM: NOVEMBER 3RD, 2003 10E MAKENZIE MCCORMICK, PUBLIC WORKS COORDINATOR BUD OSMUNDSON, DIRECTOR OF PUBLIC WORKS CONSIDER APPROVAL OF RESOLUTION 03-XX AUTHORIZING BARR ENGINEERING TO PROVIDE PROFESSIONAL ENGINEERING SERVICES FOR COMPLETING PHASE I OF THE WELLHEAD PROTECTION PLAN. DISCUSSION: HISTORY On June 27, 2002 the City received a letter from the Minnesota Department of Health (MDH) mandating that the City of Prior Lake complete a Wellhead Protection Plan (WHPP). The plan consists of two phases, both which need to be completed and submitted to the MDH by July 31S\ 2005. On November 4, 2002 city staff met with the MDH and the MN rural water association to begin the wellhead process and outline the City's responsibilities. The goal of the wellhead protection plan is to identify the area of influence to our water supply. By identifying the impact area, we can prevent human-caused contaminants from entering our water supply wells and help protect those who use the water supply from health effects associated with groundwater contamination. CURRENT CIRCUMSTANCES To complete the wellhead protection plan by the established deadlines, staff requested proposals for professional engineering services to complete phase I from the following six engineering firms: 1. Bonestroo, Rosene, Anderlik & Associates 2. Short Elliott Hendrickson, Inc. (SEH) 3. Hydrological and Modeling Services, Inc. 4. Liesch Associates Inc. 5. Barr Engineering Co. 6. Wenck Associates, Inc. Each of the above listed firms has expertise in completing Wellhead Protection Plans for various cities and is familiar with the City of Prior Lake. The engineering firm that is chosen will complete phase I of the wellhead protection plan. Phase I work is the technical portion of the WHPP and will include identifying the impact area for our wells using groundwater flow models. The consultant will also create the drinking water supply management area (DWSMA) delineation, which uses individual parcels C:IDocuments and SettingslKellyMILocal SetiingslTemporary Illte~"~~ifelrJ~&l;a~aTd I ],3-03.DOC Phone 952.447.4230 / Fax 952.447.4245 II, If . 11- for the boundaries. Finally, a vulnerability assessment of the Jordan and FIG aquifers will be completed to identify how vulnerable the water supply and wells are to pollution. Phase II utilizes the vulnerability assessments from phase I to identify the potential contamination sources and develop a management plan for those possible contaminates. Five consulting firms submitted proposals to the City. The following table shows the submitted fees for the project: Consultant Total Cost Bonestroo & Associates $6,955.00 Barr Engineering Co. $7,000.00 Hydrogeological & Modeling Services, Inc. $9,995.00 SEH Inc. $10,550.00 Liesch Associates, Inc. $12,786.00 All of the above firms have the expertise and knowledge to complete the Wellhead Protection Plan for the City. Bud Osmundson and I have evaluated these proposals and discussed the choices. We interviewed both the Bonestroo and Barr engineering firms on Tuesday, October 28th. Based on our analysis, Barr Engineering was chosen for recommendation to the City Council, because they have both extensive modeling experience and are very familiar with Scott County groundwater issues. We also checked their references and found they were extremely qualified and highly recommended. I have attached a copy of Barr Engineering's proposal to this report. Copies of the other proposals are available in my office. If awarded tonight and after the contract can be signed, the proposed schedule for the project should be completed within 120 days. Barr Engineering would provide the City with a final report by the end of January, 2004 which would then be submitted to the MDH for final approval. The MDH process requires a 60-day review period, where final approval of phase I would most likely be completed by the end of March, 2004. FINANCIAL IMPACT: Sufficient funds are set-aside in the City's Capital Improvement program to complete both phases of the wellhead protection plan. The total amount for professional services to complete phase I is $7,000.00. Phase II will be completed mostly by City staff. A small amount of time will be needed from a technical engineering firm based on the results of Phase I; compensation would be using hourly rates for their time. The 2004 CIP estimate was $50,000 to complete both phases, so we will be well under the budgeted amount, (the reason for this is that there has been considerable groundwater modeling already completed for Scott County). The Sewer and ~ater Utility (Operating) Fund is the source of funding for the wellhead pri6tection plan. III I I,. ALTERNATIVES: There are two alternatives for the City Council to consider: 1. Approve a resolution which authorizes Barr Engineering to provide professional services for Phase I of the Wellhead Protection Plan for a total fee not to exceed $7,000.00. 2. Deny this item for a specific reason and provide staff with direction. RECOMMENDED MOTION: Staff recommends adoption of Alternative No.1. ACTION REQUIRED: A motion and a second to adopt the Resolution stated above. REVIEWED BY: 3 C:\Docurnents and SettingsIKellyM\Local Settings\Ternporary Internet Files\OLKI87\agellda proposal award 11-3-031.DOC II . Ii_ 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 RESOLUTION 03-XX A RESOLUTION APPROVING BARR ENGINEERING TO PROVIDE PROFESSIONAL ENGINEERING SERVICES FOR PHASE I OF THE WELLHEAD PROTECTION PLAN MOTION BY: SECOND BY: WHEREAS, The City is directed by the MDH to complete a wellhead protection plan by July 31st, 2003, and; WHEREAS, The Adopted Capital Improvement Program for 2004-2008 has designated this project as a priority for the City, and; WHEREAS, Professional services including hydrological design and modeling are required for this project, and; WHEREAS, Based on the review and evaluation of the five proposals, the Public Works Director and Public Works Coordinator recommend acceptance of the proposal from Barr Engineering. NOW THEREFORE, BI; IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA, that: 1. The recitals set forth above are incorporated herein. 2. The Mayor and City Manager are hereby authorized to enter into a contract with Barr Engineering for the completion of Phase I Wellhead Protection Plan, in an amount not to exceed $7,000.00. Passed and adopted this 3rd day of November, 2003. YES NO Haugen Haugen Petersen Petersen Zieska Zieska LeMair LeMair Blomberg Blomberg {Seal} Frank Boyles, City Manager City of Prior Lake 4 C:\Documents and SettingsIKellyM\Local Settings\Temporary Inte~t~&QQl..,ard 11-3-031.DOC Phone 952.447.4230 / Fax 952.447.4245 II i I~ . rr..