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HomeMy WebLinkAbout10D - Potable Water Comp Amend CITY COUNCIL AGENDA REPORT 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 DATE: AGENDA #: PREPARED BY: REVIEWED BY: December IS, 2003 IOD Bud Osmundson, Director of Public Works Frank Boyles, City Manager AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING WSB & ASSOCIATES TO PROVIDE PROFESSIONAL ENGINEERING SERVICES FOR THE POTABLE WATER SYSTEM COMPREHENSIVE PLAN UPDATE DISCUSSION: HISTORY The extension of the potable water system into new developments and the installation of new wells and trunk water main are guided by the Comprehensive Potable Water System plan which was completed in 1995/1996. Since that time the City has grown from a population of 13,000, pumping about 400 million gallons per year from City wells, to a City of about 19,000, while pumping about 700 million gallons per year. In addition, the City has begun the process of annexing about 3000 acres into the City over the next 20 years which will be provided potable water. Staff has identified the need to update the potable water system plan in the Capital Improvement Plan in 2004, while continuing to address our potable water needs through (1) increasing our pumping capacity; (2) promoting conservation; (3) advancing education of potable water issues; and (4) communicating this information to the public. The purpose of this item is to authorize WSB and Associates to provide engineering services to update the City's Comprehensive Potable Water System Plan (CPWSP). A copy of their proposal is attached. ISSUES: There are a number of issues to address in the new CPWSP including: . How to provide enough new pumping capacity to address our growing city while preserving our natural resources, including the Savage Fen. · Check the City water system for necessary improvements to provide an adequate fire fighting system, and to improve circulation and water quality. These types of improvements could include new or replacement trunk lines and new water storage facilities. 1 U :\Osmundson\ Water SystemlAgenda award CPWSP to WSB 12-15-~ cityofpriorlake. com Phone 952.447.4230 / Fax 952.447.4245 · If the DNR is not willing to allow the City to utilize the Jordan aquifer in providing increased pumping capacity east of the lake, redesign the ultimate system to provide treated water to the entire population. · Look for opportunities to partner with the surrounding cities and the SMSC to provide water to all of our residents at the most economical pnce. · Determine adequate fees or trunk area fees and connection charges to be charged to developers to pay for all new trunk facilities. Also determine adequate water and sanitary sewer user fees to pay for all maintenance and reconstruction costs of our system. · Complete the Water Supply chapter of the required Comprehensive Guide Plan amendment for the annexation area. This is a crucial period in the planning of the ultimate water system for the City. It is very important that the development and construction of water sy.stem facilities follow a good plan so that taxpayers and water users are not short changed with their fees and taxes. This is an opportune time to locate future wells, water towers, and possibly treatment plants prior to extensive development of the annexation area. WSB was chosen for this project since they are familiar with the City water system and previously provided engineering services for Well No.6 and two street and utility projects (Ring Road & CommercelBoudin/TH 13). Dave Hutton will provide his extensive knowledge of working with the DNR in addressing new wells and their relationship with the Savage Fen. Costa Dimitracopoulos is a well respected engineer who has worked on water systems for over 20 years. The WSB proposal details exactly the tasks involved. WSB's proposal to prepare the Comprehensive Potable Water System Plan is at a cost not to exceed $59,500.00. Staff has budgeted $75,000 in the CIP. Barr Engineering is working with the City to provide the geotechnical work for the required Well Head Protection Plan. We will need to utilize their services in looking at future well sites, which will be an important component of the CPWSP. Staff will utilize their services on an hourly basis as needed, since it is anticipated this cost will be rather small. If authorized to move forward, WSB will complete the CPWSP by mid-summer of 2004. FINANCIAL IMPACT: The funding for the project will come from the Trunk Reserve fund, since the plan addresses the installation of new trunk water facilities. ALTERNATIVES: There are two alternatives for the City Council to consider: 1. Approve a resolution which authorizes the City to enter into its standard professional services contract with WSB & Associates to provide 2 U:\Osmundson\Water System\Agenda award CPWSP to WSB 12-15-03.DOC RECOMMENDED MOTION: engineering services for the update of the City Comprehensive Potable Water System Plan for a fee not to exceed $59,500.00. 2. Deny this item for a specific reason and provide staff with direction. Staff recommends adoption of Alternative No.1. ACTION REQUIRED: A motion and a second to adopt the Resolution stated above. . Fr1d:jCanager REVIEWED BY: U:IOsmundsonlWater SystemlAgenda award CPWSP to WSB J2-15-03.DOC 3 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 RESOLUTION 03-XX A RESOLUTION APPROVING WSB & ASSOCIATES TO PROVIDE ENGINEERING SERVICES FOR THE UPDATE OF THE COMPREHENSIVE POTABLE WATER SYSTEM PLAN MOTION BY: SECOND BY: WHEREAS, City staff has identified the need for updating the Comprehensive Potable Water System Plan and; The adopted Capital Improvement Plan for 2004-2008 has identified this project as a priority for the City, and; Engineering services including water system modeling and extensive knowledge of potable water systems are required for this project. WHEREAS, WHEREAS, NOW THEREFORE, BE 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 authorized to execute the City's standard professional services contract with WSB & Associates to provide engineering services for the Comprehensive Potable Water System Plan for a total fee not to exceed $59,500.00. 3. The funding for the contract is to be drawn from the Trunk Reserve Fund. Passed and adopted this 15th day of December, 2003. YES NO Blomberg Blomberg Haugen Haugen LeMair LeMair Petersen Petersen Zieska Zieska {Seal} City Manager 4 U:\Osmundson\Water System\Agenda award CPwSP to WSB 12_1~~tyofpriorlake.com Phone 952.447.4230 / Fax 952.447.4245 . WSB & Associates, Inc. December 8, 2003 Mr. Bud Osmundson Public Works Director City of Prior Lake 17073 Adelmann Street SE Prior Lake, MN 55372-1714 Re: Comprehensive Water System Plan Update Dear Mr. Osmundson: WSB & Associates, Inc. (WSB) is pleased to submit this proposal/agreement to the City of Prior Lake, Minnesota (City), to provide professional engineering services as they relate to preparing an update to the Comprehensive Water System Plan and associated water system rate structure. A revised Comprehensive Water System Plan report will be prepared based on the tasks outlined below. The comprehensive water system plan report will include a discussion of the existing conditions, projected growth and future service areas, projected improvements, probable costs of the projected improvements, water access charge (WAC) fee determination, trunk fee determination, and user charge rates determination. The report will also include drawings showing the approximate location ofthe proposed improvements, a prioritization of the improvements based upon need and growth areas, and a cash flow analysis. When completed, we will provide copies of the completed report to the City, and attend a meeting to present the information to the City of Prior Lake, at your request. A delineation of tasks to be performed by WSB & Associates, Inc., and by the City follows directly. Assumptions related to these same items are also delineated in a subsequent section. WSB Tasks WSB will be responsible for the following tasks in preparing the Comprehensive Water System Plan Update: Population and Water Use Projections · Based on the City's current and proposed land use designations, analyze population growth trends for the City and determine design population for design years 2014, 2024, and ultimate population. · Meet with City Staff and reach consensus on design population to be used for remainder of work. Provide project memo. . Analyze consumption trends for residential and commercial/industrial uses and other uses, and determine current average demand for each type of use. · Based on analysis of current and proposed land use and zoning, determine average demand per type of use for design years and ultimate population. F: I WPWINl00005-0001120203-priorlake-bo.doc Minneapolis. st. Cloud. Equal Opportunity Employer Mr. Bud Osmundson, P.E. December 8, 2003 Page 2 · Develop individual projections of future consumption for selected high volume users (if any). · Determine minimum day, average day, and maximum day demands for design years and ultimate population, based on past usage records and adjusted per the experience of similar communities within the state. · Meet with City Staff to reach consensus on design system demand to be used for the remainder of the work. Prepare a memo with this information. Computer Model · Meet with City staff to determine if existing and proposed systems interface (GIS and WaterCAD) and operate in a fashion which is acceptable to City staff. · Create a water system model for the City of Prior Lake utilizing WaterCAD (by Haestad Methods) water system model to reflect the current City water structure, incorporating all 6-inch and larger existing water mains. · Validate and calibrate the computer model, using field data provided by City Staff (with WSB's assistance). · Meet with Fire Chief regarding ISO classification for the City, and fire flow requirements. · Review the fire protection rating (ISO classification) for the City and determine maximum fire flow requirements. Also, make recommendations regarding upgrading the City's ISO classification. · Using the calibrated water system model, identify and evaluate current deficiencies in the City's water system to accommodate present demands with respect to flow capacities, water system pressures and other operational considerations. Propose corrective alternatives. Water System Improvements · Using WaterCAD developed by Haestad Methods, evaluate the adequacy of the existing system of distribution mains (utilizing all 6-inch or larger existing water mains) to accommodate future demands (domestic and fire flow requirements) under adequate pressure and flow conditions. · Evaluate water quality characteristics at the wellhead with respect to current and proposed drinking water regulations of the Minnesota Department of Health (Mn/DOH) and the Federal Safe Drinking Water Act. Analyze impacts of these regulations on the City's water supply. · Based on projected system demands, make recommendations for future production, treatment and storage facilities to meet demand projections. These recommendations will include the type and size of needed facilities. These recommendations shall be based upon total overall costs, including construction cost and operation/maintenance costs. . Using the calibrated water system model, evaluate and make recommendations regarding the locations of future treatment and storage facilities as well as future transmission/distribution mains required to meet the design years and ultimate population demands. These recommendations will F:I WPWIN\00005-0001120203-priorlake-bo.doc Mr. Bud Osmundson, P .E. December 8, 2003 Page 3 be based upon total overall costs including construction cost and operation/maintenance costs. (The location of future potential water sources shall be provided by others.) · Meet with City staff to review type, size and location of recommended future production, treatment and storage facilities as well as future transmission/distribution mains required to meet the design years and ultimate population demands. Water System Financing · Prepare a 20-year capital improvement plan for the water system. Include in the plan the construction and operation, maintenance and replacement costs for each improvement based on present day values. · Review the City's current water charges. · Review cost allocations within the City's current methods with respect to capital, operation, maintenance, and replacement costs. · Develop projected WAC fees, water trunk fees, and user-charge rates for water systems. · Review rates and fees with respect to user designation. Recommend equitable changes, if needed. · Compare rate and fee information from other communities. Prepare Water System Report · Prepare a draft Water System Plan report incorporating our findings. Meet with City staff to discuss draft report findings. · Finalize report based on City staff input and provide the City with 10 copies of the final report. Present report findings to the City at City's request. · Utilizing the Final Water System Plan report, provide an abbreviated version of the report for incorporation into the City's overall Comprehensive Plan. Sewer Rate Study · Review current sanitary sewer rates for operations and maintenance costs. · Develop recommended sanitary sewer rates. . Prepare annual replacement costs for the sanitary sewer and build those into rates. · No trunk rates or City SAC rates need to be evaluated in this rate study. F: \ WPWINl00005-0001120203-priorlake-bo.doc Mr. Bud Osmundson, P.E. December 8, 2003 Page 4 City Tasks In order to complete our tasks, we will need the City to provide the following: · Provide a designated project contact person. · Field data will be collected by City staff. · Provide up-to-date water system drawings in digital form. · Provide topographic maps of the proposed service areas in digital form. · Provide answers to specific project questions, provide requested information and make decisions regarding project direction during the course of the project. · Provide land use breakdowns and assist in defining potential future service areas. · Provide guidance regarding the timing for future development. · Provide records, on a quarterly or monthly basis, for total City water pumped to the distribution system, a summation of total water sold, and water sold to each major customer. · Provide water system budgets for the past three complete years (itemized with respect to cost- causative elements, if available). Assumptions WSB tasks and estimated fees are based on the following assumptions: · WaterCAD (by Haestad Methods) will be used for system modeling. · The water system plan we are proposing does not include work related to source water identification, wellhead protection plan preparation, vulnerability assessments, emergency response plan preparation, or water treatment plant pilot plant testing. · One meeting with decision makers from SMSC, including City staff, to discuss water system Issues. · Two meetings with the Minnesota Department of Natural Resources, including Barr Engineering Co., to discuss water source issues. · Provide a financial analysis for a 20-year period. · The sanitary sewer study does not include any trunk rates or City SAC rate analysis. F: I WPWIM00005-0001120203-priorlake-bo.doc Mr. Bud Osmundson, P.E. December 8, 2003 Page 5 Fee We propose to perform the defined tasks on an hourly basis for an estimated fee of $59,500. We will bill at our customary hourly rates, attached. Time Schedule It is our understanding that the Comprehensive Water System Plan Update needs to be completed in June, 2004. The completion of the water system plan is dependent on determining the location of a future water source. With this in mind, we will attempt to meet a June 2004 deadline. Aereement If you are in agreement with the scope of services, please have the City block of this letter signed and return a copy to WSB. Our receipt of an executed copy will be WSB' s authorization to proceed. Monthly project invoices for services and reimbursables are due within 30 days after receipt ofWSB's invoice. Should the City request additional services outside of the above scope of services, we will work with you to establish a revised scope and fees. Thank you for the opportunity to be of service to you. If you have any questions or comments, please call Dave Hutton at (763) 287-7195. Sincerely, WSB & Associates, Inc. D~4~ Bret A. Weiss, P .E. President David E. Hutton, P.E. Vice President ACCEPTED: CITY OF PRIOR LAKE, MINNESOTA By: Date: F: \ WPWIM00005-0001120203-priorlake-bo.doc ~ WSB 2004 Rate Schedule & Associates. Inc. Billing Rate/Holll' Principal Associate Sr. Project Manager Project Manager/Engineering Specialist III Registered Engineer/Engineering Specialist II Project Engineer/Engineering Specialist I/Sr. Construction Observer Graduate Engineer Construction Observer Engineering Technician IV/Scientist III Engineering Technician III/Scientist II Engineering Technician II/Scientist I Engineering Technician I Office Technician II Office Technician I Registered Land Surveyor Survey (Two-Person Crew) Survey (Three-Person Crew) GPS Equipment $116.00 $109.00 $101.00 $91.50 $82.50 $ 74.00 $65.00 $67.00 $60.50 $55.00 $49.00 $43.00 $53.00 $29.50 $103.00 $122.00 $145.00 $39.00 All costs associated with word processing, vehicle mileage, cell phones, reproduction of common correspondence and mailing are included in the above hourly rates. Reimbursable expenses include costs associated with plan, specification and report reproduction, permit fee, delivery cost, etc. Rate Schedule is adjusted annually.