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4646 Dakota Street SE
� t ` Prior Lake, MN 55372
CITY COUNCIL AGENDA REPORT
MEETING DATE: JANUARY 3, 2011
AGENDA M 61
PREPARED BY: ROSS BINTNER, WATER RESOURCES ENGINEER
PRESENTER: ROSS BINTNER, WATER RESOURCES ENGINEER
AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION APPROVING A CHANGE
ORDER FOR THE 2011 WATER QUALITY MAINTENANCE AND
RETROFIT PROJECT (CITY PROJECT #11 -012)
DISCUSSION: Introduction
This agenda item discusses a request to approve a change order to the
construction contract for the 2011 Water Quality Maintenance and Retrofit
Project.
Hi story
On November 15, 2010, the City Council awarded a contract for the 2011
Water Quality Maintenance and Retrofit Project (City Project # 11 -012) to
Quiring Excavating, LLC of Shakopee, MN. The understanding at the time
was that the receipt of grant funds could either reduce city costs or increase
the number of ponds to be treated.
The project plans included excavation, maintenance, water quality retrofit,
and restoration work on the water quality utility system at 12 sites in the City.
The bid was structured to include five sites as a main bid and six alternate
bid schedules added the remaining sites. The bids received and awarded
allowed for construction of the base bid and two alternates for the amount of
$346,354.80, which was under the 2011 Project budget of $350,000.00
Current Circumstances
Since the time bids were accepted and the contract was signed, the City of
Prior Lake, in partnership with the Prior Lake Spring Lake Watershed District
( PLSLWD), has secured additional funding from two grants that will allow for
the creation of additional water quality treatment capacity.
City and Scott Soil and Water Conservation District (SWCD) staff have
pursued and received grant funding through the 2011 Board of Water and
Soil Resources (BWSR) Anoka Directed Clean Water Fund Grant. This
effort was partially funded by the PLSLWD as well. A minimum of $25,000
and maximum of $50,000 from this grant will be directed to City Project #11-
012.
A 2011 BWSR Clean Water Fund Competitive Grant was also awarded to
the PLSLWD on December 15 in the amount of $189,511. As a result, a
minimum of $124,900 and maximum of $149,900 from this grant project will
be directed to City Project #11 -012.
Total additional funding still has minimum and maximum ranges because
the City project was packaged with other projects sponsored by local grant
partners (PLSLWD, SWCD and City of Savage) that are also eligible for
funding. If those projects come in under budget, or local partners are not
able to deliver the project in time to qualify for these grants, the City project
has the capacity to accept the additional funding, bringing total funding
levels closer to the maximum of the ranges.
Conclusion
Because City Project #11 -012 has received minimum grant funding of
$149,900; and to meet the expectations of the grant, City staff is proposing a
change order to the project to add alternates 3,4 and 5 from the original bid.
ISSUES: As a result of grant funding, this change order proposes to increase the
scope of the contracted project to add additional system function and clean
water treatment capacity. The grant also displaces some local funding
making it possible to increase the scope of the 2013 Water Quality
Maintenance and Retrofit project at that time.
City Staff will bring a future resolution to the City Council accepting grant
funding once the total amount is determined.
FINANCIAL This change order will increase the total project cost of $346,354.80 by
IMPACT: $93,379 to $439,733.80. After accounting for the increased project costs
due to this change order and the range of grant reimbursements that
decrease cost, project expense to the City will decrease by at least $55,621.
Final project cost to the City will be in the range of $239,833.80 to
$289,833.80 but will not exceed the latter amount. The resolution will be
drafted to reflect this worst case scenario recognizing that additional grant
funding will further reduce the City's cost.
Summary:
$346,354.80
Existing Project Cost to City
$93,379.00
Change Order 1
($149,900.00)
Minimum Grant amount
$289,833.80
New Project Cost to City
This expense is paid from the Water Quality Fund account #602- 49420 -530,
categorized under the capital improvement budget item. Grant proceeds will
be recorded in this fund as well.
ALTERNATIVES: The alternatives are as follows:
1. Approve a resolution approving a change order to the Water Quality
Maintenance and Retrofit Project (City Project #11 -012).
2. Deny this item for a specific reason and provide Staff with direction.
3. Table this item until some date in the future.
RECOMMENDED
2
PRIO
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! 4646 Dakota Street SE
'�jNx�so Prior Lake, MN 55372
RESOLUTION 11 -xxx
A RESOLUTION APPROVING CHANGE ORDER NO.1 FOR THE 2011 WATER QUALITY
MAINTENANCE AND RETROFIT PROJECT
Motion By:
Second By:
WHEREAS, On November 15, 2010 the City Council awarded the City's Standardized Construction
Contract to Quiring Excavating, Inc. in the amount of $346,354.80 for the 2011 Water
Quality Maintenance and Retrofit Project; and
WHEREAS, The City of Prior Lake, in cooperation with the Prior Lake Spring Lake Watershed District
has been awarded grant funding in the amount of $149,000.00 from the Board of Water and
Soil Resources for City Project #11 -012; and
WHEREAS, The grant funds will allow the City to complete additional maintenance and retrofits as part
of the project; and
WHEREAS, Staff is recommending the City Council approve Change Order #1 for the Water Quality
Maintenance and Retrofit Project (City Project #11 -012) which includes bid alternates 3, 4
and 5 in the amount of $93,379.00; and,
WHEREAS, The increased project scope adds water quality system capacity and water quality
treatment capacity.
NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
MINNESOTA as follows:
1. The recitals set forth above are incorporated herein.
2. Water Quality Maintenance and Retrofit Project (City Project #11 -012) Change Order #1 is
approved.
3. Project funding shall come from Account # 602- 49420 -530.
4. City Staff is directed to submit grant reimbursements as required to PLSLWD.
PASSED AND ADOPTED THIS 3 DAY OF JANUARY, 2011.
YES NO
M ser
M ser
Erickson
Erickson
Hedberg
Hedber
Keeney
Keene
Soukup
Souku
Frank Boyles, City Manager
1. Project Summary
a) Title
Upper Prior Lake — Targeted Stormwater BMP Retrofits & Enhancements
b) Project Abstract
Excessive sediment and nutrient loading has been a long -term management challenge for this
watershed. This project will decrease annual TP and TSS loading from the Upper Prior Lake
watershed by 66.9 and 15,200 lbs /year, respectively. Load reductions will be accomplished via
enhancement of 11 existing water quality ponds to include iron -sand enhanced filtration,
hydroperiod modification and increased storage. In addition, load reductions will be achieved via
construction of 39 retrofit bioretention raingardens targeted in untreated subwatersheds and a 210
SF permeable pavement area.
2. Water Plan and /or Completed TMDL Relationship and
Prioritization
a) Why is this project a priority?
The management of water quality in Prior Lake is top priority for the Prior Lake- Spring Lake
Watershed District (PLSLWD) and several other local partners: Both Spring and Upper Prior
Lakes have poor water quality conditions and are listed as impaired due to excessive nutrients.
The recently adopted PLSLWD 3rd Generation Water Resources Management Plan (WRMP)
identifies undertaking projects to reduce runoff, increase infiltration, and reduce pollutant loading
and transport directly to Prior Lake and partnering with the City of Prior Lake on BMP retrofit
projects and programs. To this end, the PLSLWD in partnership with the City of Prior Lake and
the Scott County SWCD conducted a study that identified retrofit stormwater management
practices within the Upper Prior Lake subwatershed. Several of these BMP are enhancements to
existing ponds maintained by the City of Prior Lake. The City has scheduled regular maintenance
of these ponds in 2011 and this is the prime opportunity to partner with the City to complete these
enhancements beyond required maintenance.
b) Local, regional or state significance of water resource.
Prior Lake has long been a regional recreation destination including swimming, boating and
fishing. The lake gets year -round use from anglers pursuing bass, panfish and walleye from
boats, from shore or on the frozen lake surface in the winter. Two public swimming beaches on
Prior Lake provide excellent opportunity for people of all ages to enjoy the lake.
Prior Lake, at least in modern day history, was landlocked. The undulating landscape and the
lake itself likely are important groundwater recharge features for very important regional water
resources found down - gradient including the Savage Fen, Eagle Creek and the Minnesota River.
c) Describe this projects relationship to a TMDL Implementation Plan.
A nutrient TMDL has been written for Spring and Upper Prior Lake. The TMDL has been
through the public comment period and will soon be submitted for EPA final approval. The
PLSLWD has committed resources to complete the TMDL Implementation Plan (IP). The
TMDL IP process is just getting underway with the primary focus at this point on developing a
strong civic engagement process. The TMDL IP is scheduled for completion in 2011.
Form FYI 1 -A: CWF Water Quality Comprehensive Project Description
3. Surface Water Resource Management
a) How this project protects water resources from future impairments and
helps restore the lakes to water quality standards.
The Spring Lake -Upper Prior Lake TMDL requires an external watershed load reduction of 2,959
and 1,568 lbs per year respectively in order for the lakes to meet water quality standards. This
project has identified a total of 51 sites to reduce nutrient and sediment loading to Upper Prior
Lake. With implementation of these projects, the annual TP and TSS load reduction to Prior
Lake is estimated at 66.9 and 15,200 lbs /year, respectively.
Lower Prior Lake is currently not listed as impaired. However, monitoring data collected
throughout the lake indicate that the lake water quality is borderline impaired according to one
key indicator, chlorophyll. Reducing stormwater volume runoff and nutrient loading to Upper
Prior Lake (which is upstream of Lower Prior Lake) will provide benefits to Lower Prior Lake
and help prevent this lake from further degradation and a potential TMDL listing.
b) How this project keeps water on the land and enhances the natural
hydrologic function of the watershed.
The 39 new bioretention raingardens, the pervious pavement area and the 11 pond
hydromodification (modified outlet control structures) proposed increase depressional storage
within the subwatershed and increase the infiltration of stormwater runoff.
c) Civic engagement process.
This project will be coordinated with several active projects being conducted by the PLSLWD.
The District has been very active in the last year with an update to their Watershed Management
Plan that emphasizes the importance of active citizen participation. The TMDL IP, the CWPMP
and an upcoming Rule revision process can only be successful with active participation from the
citizenry. In addition to District managers, staff and water resource consultants, the PLSLWD
has contracted with Minnesota Waters to assist with their overall Civic Engagement process.
This project will be wrapped into the overall process of first establishing the need for stormwater
loading reduction, developing a reasonable approach and strengthening partnership with
landowners participating in the project.
4. Groundwater and Drinking Water Management
All of the 51 proposed projects will reduce stormwater runoff and increase infiltration and
groundwater recharge.
5. Project Management and Partnerships
a) Strength of staff qualifications and collaborating organizations.
The PLSLWD has a long history of partnerships with the Scott SWCD and the City of Prior Lake.
The current administrator and staff of the PLSLWD have very recently collaborated with the City
to solve water resource issues that support similar goals. Similarly, the SWCD and PLSLWD
have collaborated on several recent projects including the PLSLWD Comprehensive Wetland
Protection & Management Plan and will be initiating restoration projects under their recently
awarded Wetlands Reserve Enhancement Program (WREP) funding.
Form FYI I -A: CWF Water Quality Comprehensive Project Description
b) Project timeline including project development and construction.
Construction Plans for the 11 stormwater pond maintenance and enhancement projects will be
completed in October 2010. Enhancement elements will be bid as Alternate Items and will be
constructed during 2011 with regular maintenance activities, if grant funding is awarded. In early
2011, the PLSLWD in partnership with the Scott SCWD will conduct outreach and present
education materials for selection of planting of plans in order to prepare final plans for the
proposed bioretention raingardens and the permeable pavement area. An important component of
the final design process will be close coordination with the residents and landowners.
Construction of these features is scheduled for the fall of 2011 with final restoration and planting
in the Spring of 2012.
c) Long -term inspection and maintenance, project assurances.
The City of Prior Lake is committed to the long term management and maintenance of its existing
(and enhanced) capital investments. These features are currently under drainage and utility
easement and are part of the City's MS4 system. Enhancements to these ponds fall within
existing easements and will continue to be maintained as part of the City's MS4 system.
Inspection of the bioretention raingardens will be incorporated into the PLSLWD existing
inspection program. Maintenance of the bioretention gardens will be conducted as part of the
City's MS4 system if they are located post- conveyance. Pre - conveyance (i.e. located upstream of
the City's MS4 system) will be maintained by landowner with maintenance assured via a
Declaration for Maintenance agreement with the PLSLWD.
d) Permits required for project
The MPCA NPDES permit will be obtained by the City for the pond enhancement project.
Grading permits (as necessary) will be obtained from the City for the bioretention raingardens.
e) Method of land valuation if land is used as local match
Not applicable - land currently under drainage and utility easement.
t) PLSLWD policy and methodology for evaluating the need and
effectiveness of proposed incentives for landowners to participate in
project
The District uses an approach for all projects and programs that first explores the feasibility of an
activity and then subjects it to a rigorous cost - benefit analysis. Projects requiring expenditures of
District funds are evaluated by staff and consultants, documented in technical memorandums or
reports and presented to the Board. The Board the weighs the costs and benefits against a suite of
options and proceeds with projects providing maximum benefit for the money. This rigorous
assessment was completed during identification of these targeted enhancements and retrofits.
6. How CWF provides funding to this project that PLSLWD can
not.
Section 4.2.3.1 of the Water Resources Management Plan identifies stormwater storage and
infiltration projects in the Upper Prior Lake subwatershed in 2010 and 2011. The District
allocated $25,000 for 2010 and 2011 for this initiative; however, the expected project costs well
exceed this allotted ($50,000) funding. Without outside funding, the PLSLWD in partnership
with the City and SWCD will not be able to implement all of these projects and the opportunity
will be lost considering that substantive maintenance for these features will not be required again
for many years / decades.
Form FYI 1 -A: CWF Water Quality Comprehensive Project Description
7. Secondary benefits of this project
Not to be overlooked is the PLSLWD's opportunity to connect with landowners on projects,
generate public awareness and provide education on water quality issues which will hopefully
lead to increased stewardship of the local water resources. As part of this project, the District will
develop and install educational signage for each BMP type.
8. Restoration Technical Assistance
Not Applicable
Form FY11 -A: CWF Water Quality Comprehensive Project Description
9. Project Location Map
Prior Lake - Spring Lake Watershed District
Upper Prior Lake —
Targeted Stormwater BM Retrofits & Enhancements
Scott County. Minnesota
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Form FYI 1 -A: CWT Water Quality Comprehensive Project Description
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Targeted Bioretention Raingardens
Permeable Pavement
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Stomwater Pond Enhancement
Subwatershed
Prior Lake - Spring Lake Watershed District
Upper Prior Lake —
Targeted Stormwater BM Retrofits & Enhancements
Scott County. Minnesota
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Form FYI 1 -A: CWT Water Quality Comprehensive Project Description
2011 Comprehensive Competitive Grant Application
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