HomeMy WebLinkAbout9F - 2005 Lift Station Project
DATE:
AGENDA #:
PREPARED BY:
REVIEWED BY:
AGENDA ITEM:
DISCUSSION:
DECEMBER 20, 2004
qF
CRAIG ELDRED, STREETS AND UTILITIES SUPERVISOR
BUD OSMUNDSON, DIRECTOR OF PUBLIC WORKS
CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING
THE MAYOR AND CITY MANAGER TO EXECUTE THE
STANDARD PROFESSIONAL SERVICES CONTRACT WITH
ENGINEERING RESOURCES, INC. TO PROVIDE
PROFESSIONAL ENGINEERING SERVICES FOR THE 2005
LIFT STATION REHABILITATION PROJECT
HISTORY
The purpose of this agenda item is for the City Council to consider
entering into a Standard Professional Services Contract with Engineering
Resources, Inc. to prepare plans and specifications for the reconstruction
of four (4) lift stations and to provide construction inspection services.
The standardized lift station specifications previously reviewed by the
council will be used.
Staff has identified the need to rehabilitate a number of lift stations in
several past Capital Improvement Plans (CIP). Staff completed an audit
of all the lift stations in 2003 to ascertain the status and inventory the
components of each lift station. The audit has shown that there is a
significant need for major renovations to a number of lift stations. Staff
has put together a more comprehensive management and rehabilitation
plan and schedule than what has been done in the past due to the age and
condition of the majority of the lift stations. To date, we have completed
major renovations to nine lift stations. After the four major renovations
in 2005, only seven lift stations will still require major renovations and
are scheduled to be completed over the next three years.
For the 2005 Lift Station project, staff has identified four lift stations to
be rehabilitated.
The four lift stations identified in the 2005 CIP include:
. No.4-Green Heights
. No.6-Public Access (Dewitte)
. No. 23-Sunset Trail
. No. 29-Quaker Trail
All of these lift stations are 25-30 years old and require major renovation
to avoid system failures and subsequent property damage. The major
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rehabilitation includes replacements of pumps, guide rails, electrical
panels, other electrical components and panels, wet well covers and
hatches. Generally the concrete wet wells are in good condition and do
not require replacement. Staff is requesting the assistance of Engineering
Resources, Inc. to prepare plans and specifications due to the magnitude
of the repairs needed on four key lift stations of the city's 36 lift stations.
ISSUES:
Engineering Resources, Inc. submitted a proposal to prepare the plans and
specifications for the 2005 lift stations and perform the construction
engineering inspection for a cost not to exceed $78,850. Engineering
Resources, Inc. will be using Kaeding and Associates to perform the
electrical engineering work and this is included in the proposal. If
authorized to move forward, Engineering Resources, Inc. and staff will
complete the plans and specifications and request City Council approval
at the March 7th, 2005 meeting. Bid opening and award of the project in
would be in March, with completion of the project by October 1,2005.
FINANCIAL IMPACT: The funding for the project will come from the Sewer Operating fund,
since it is the rehabilitation of existing sewer infrastructure. Staff
estimates the total cost of engineering, equipment and actual repairs to be
approximately $523,000.00. The CIP has identified these lift station
rehabilitation projects as a priority.
ALTERNATIVES:
There are two alternatives for the City Council to consider:
1. Approve a resolution that authorizes the City to enter into its standard
professional services contract with Engineering Resources, Inc. to
provide engineering services for a fee not to exceed $78,850.
2. Deny this item for a specific reason and provide staffwith direction.
RECOMMENDED
MOTION:
Staff recommends adoption of Alternative No.1.
ACTION REQUIRED: A motion and a second to adopt the Resolution stated above.
B
irector of Public Works
REVIEWED BY:
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MOTION BY:
SECOND BY:
WHEREAS,
City staff has identified four lift stations requiring major rehabilitation this year,
including the Green Heights, Public Access (Dewitte), Sunset Trail and Quaker
Trail lift stations and;
WHEREAS,
The adopted Capital Improvement Plan for 2005-2009 has identified these
rehabilitation projects as a priority for the City, and;
WHEREAS,
Engineering services including final design, bidding, construction, and post-
construction are required for this proj ect.
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 Engineering Resources, Inc. to provide engineering
services for the 2005 Lift Station Rehabilitation Project for a total fee not to exceed
$78,850.00.
3. The funding for the contract is to be drawn from the Sanitary Sewer Operating Fund.
Passed and adopted this 20th day of December 2004.
Blomberg Blomberg
Haugen Haugen
LeMair LeMair
Petersen Petersen
Zieska Zieska
YES
NO
{Seal}
Frank Boyles, City Manager
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STANDARD AGREEMENT FOR PROFESSIONAL SERVICES
THIS AGREEMENT is made on the 20th day of December. 2004, between the City of Prior Lake,
Minnesota (hereinafter "City"), whose business address is 16200 Eagle Creek Avenue S.E., Prior Lake,
MN 55372-1714, and Enaineerina Resources. Inc.. a Minnesota corporation (hereinafter "Consultant")
whose business address is P.O. Box 41158. Plvmouth. MN 55441.
PRELIMINARY STATEMENT
The City has adopted a policy regarding the selection and hiring of consultants to provide a variety of
professional services for City projects. That policy requires that persons, firms or corporations providing
such services enter into written agreements with the City. The purpose of this agreement is to set forth
the terms and conditions for the provision of enaineerina desian professional services by Consultant for
Citv Proiect No. 05-05. 2005 Lift Station Rehabilitation hereinafter referred to as the "Work".
The City and Consultant agree as follows:
1. Scope of Work. The Consultant agrees to provide the professional services shown in Exhibit A in
connection with the Work.
2. Time for Performance of Services. The Consultant shall perform the services described in
Exhibit A within the specified timeframe, unless otherwise agreed upon in writing.
3. Compensation for Services. City agrees to pay the Consultant $ 78.850 for the services as
described in Paragraph 1 (and Exhibit A).
A. Any changes in the scope of the work which may result in the compensation due the
Consultant shall require prior written approval by an authorized representative of the City
or by the City Council. The City will not pay additional compensation for services that do
not have prior written authorization.
B. Special Consultants may be utilized by the Consultant when required by the complex or
specialized nature of the Project and when authorized in writing by the City.
C. City agrees to pay Consultant for extra services by the Consultant or Special Consultants
when authorized in writing by the City.
4. The City agrees to provide the Consultant with the complete information concerning the Scope of
the Work and to perform the following services:
A. Access to the Area. Depending on the nature of the Work, Consultant may from time to
time require access to public and private lands or property. As may be necessary the City
shall obtain access to and make all provisions for the Consultant to enter upon public and
private lands or property as required for the Consultant to perform such services
necessary to complete the Work.
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B. Consideration of the Consultant's Work. The City shall give thorough consideration to all
reports, sketches, estimates, drawings, and other documents presented by the Consultant,
and shall inform the Consultant of all decisions required of City within a reasonable time so
as not to delay the work of the Consultant.
C. Standards. The City shall furnish the Consultant with a copy of any standard of criteria,
including but not limited to, design and construction standards they may require in the
preparation of the report for the Project.
D. Owner's Reoresentative. A person shall be appointed to act as the City's representative
with respect to the work to be performed under this Agreement. He or she shall have
complete authority to transmit instructions, receive information, interpret, and define the
City's policy and decisions with respect to the services provided or materials, equipment,
elements and systems pertinent to the work covered by this Agreement.
5. Method of Payment. The Consultant shall submit to the City, on a monthly basis, itemized bills
for professional services performed under Section 4 of this Agreement. Bills submitted shall be
paid in the same manner as other claims made to the City.
A. Proaress Pavment. For work reimbursed on an hourly basis, the Consultant shall indicate
for each employee, his or her name, job title, the number of hours worked, rate of pay for
each employee, a computation of amounts due for each employee, and the total amount
due for each project task. Consultant shall verify all statement submitted for payment in
compliance with Minnesota Statutes Sections 471.38 and 471.391. For reimbursable
expenses, if permitted in Exhibit A, the Consultant shall provide such documentation as
reasonably required by the City.
B. Abandoned or Susoended Work. If any work performed by the Consultant is abandoned
or suspended in whole or in part by the City, the Consultant shall be paid for any services
performed on account of it prior to receipt of written notice from the City of such
abandonment or suspension, all as shown on Exhibit A attached hereto and incorporated
herein by reference.
C. Pavments for the Consultant's Reimbursable Costs. The Consultant shall be reimbursed
for the work of special consultants, as described in Section 3B, and for other items when
authorized in writing by the City. Such items shall include: transportation of principals and
employees on special trips to the Project or to other locations, materials and supplies, and
AutoCAD as required to expedite the work, and reproduction of reports.
7. Project Manager and Staffing. The Consultant has designated Jason Benson and Costa
Dimitracoooulos serve on the Project. They shall be assisted by other staff members as
necessary to facilitate the completion of the Project in accordance with the terms established
herein. Consultant may not remove or replace Jason Benson or Costa Dimitracoooulos, from the
Project without the approval of the City.
8. Standard of Care. All Work performed pursuant to this Agreement shall be in accordance with
the standard of care in Scott County, Minnesota for professional services of the like kind..
9. Audit Disclosure. The Consultant shall allow the City or its duly authorized agents reasonable
access to such of the Consultant's books and records as are pertinent to all services provided
under this Agreement. Any reports, information, data, etc. given to, or prepared or assembled by,
the Consultant under this Agreement which the City requests to be kept confidential shall not be
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made available to any individual or organization without the City's prior written approval. All
finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs,
and reports prepared by the Consultant shall become the property of the City upon termination of
this Agreement, but Consultant may retain copies of such documents as records of the services
provided.
10. Term. The term of this Agreement shall be from December 20th, 2004 through December 31st,
2005 the date of signature by the parties notwithstanding. This Agreement may be extended
upon the written mutual consent of the parties for such additional period as they deem
appropriate, and upon the terms and conditions as herein stated.
11. Termination. This Agreement may be terminated by either party by seven (7) days' written notice
delivered to the other party at the address written above. Upon termination under this provision if
there is no fault of the Consultant, the Consultant shall be paid for services rendered and
reimbursable expenses until the effective date of termination. If however, the City terminates the
Agreement because of the Consultant has failed to perform in accordance with this Agreement,
no further payment shall be made to the Consultant, and the City may retain another contractor to
undertake or complete the work identified in Paragraph 1. If as a result, the City incurs total costs
for the work (including payments to both the present contractor and a future contractor) which
exceed a maximum Agreement amount, if any, specified under Paragraph 3, then the Consultant
shall be responsible for the difference between the cost actually incurred and the Agreement
amount.
12. Subcontractor. The Consultant shall not enter into subcontracts for services provided under this
Agreement except as noted in the Scope of Work, without the express written consent of the City.
The Consultant shall pay any subcontractor involved in the performance of this Agreement within
the ten (10) days of the Consultant's receipt of payment by the City for undisputed services
provided by the subcontractor. If the Consultant fails within that time to pay the subcontractor any
undisputed amount for which the Consultant has received payment by the City, the Consultant
shall pay interest to the subcontractor on the unpaid amount at the rate of 1.5 percent per month
or any part of a month. The minimum monthly interest penalty payment for an unpaid balance of
$100 or more is $10. For an unpaid balance of less than $100, the Consultant shall pay the actual
interest penalty due to the subcontractor. A subcontractor who prevails in a civil action to collect
interest penalties from the Consultant shall be awarded its costs and disbursements, including
attorney's fees, incurred in bringing the action.
13. Independent Consultant. At all times and for all purposes herein, the Consultant is an
independent contractor and not an employee of the City. No statement herein shall be construed
so as to find the Consultant an employee of the City.
14. Non-Discrimination. During the performance of this Agreement, the Consultant shall not
discriminate against any employee or applicants for employment because of race, color, creed,
religion, national origin, sex, marital status, status with regard to public assistance, disability, or
age. The Consultant shall post in places available to employees and applicants for employment,
notices setting forth the provision of this non-discrimination clause and stating that all qualified
applicants will receive consideration for employment. The Consultant shall incorporate the
foregoing requirements of this paragraph in all of its subcontracts for program work, and will
require all of its subcontractors for such work to incorporate such requirements in all subcontracts
for program work.
15. Assignment. Neither party shall assign this Agreement, nor any interest arising herein, without
the written consent of the other party.
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16. Services Not Provided For. No claim for services furnished by the Consultant not specifically
provided for herein shall be honored by the City.
17. Severability. The provisions of this Agreement are severable. If any portion hereof is, for any
reason, held by a court of competent jurisdiction to be contrary to law, such decision shall not
affect the remaining provisions of this Agreement.
18. Entire Agreement. The entire agreement of the parties is contained herein. This Agreement
supersedes all oral agreements and negotiations between the parties relating to the subject
matter hereof as well as any previous agreements presently in effect between the parties relating
to the subject matter hereof. Any alterations, amendments, deletions, or waivers of the provisions
of this Agreement shall be valid only when expressed in writing and duly signed by the parties,
unless otherwise provided herein.
19. Compliance with Laws and Regulations. In providing services hereunder, the Consultant shall
abide by all statutes, ordinances, rules and regulations pertaining to the provisions of services to
be provided. The Consultant and City, together with their respective agents and employees, agree
to abide by the provisions of the Minnesota Data Practices Act, Minnesota Statutes Section 13, as
amended, and Minnesota Rules promulgated pursuant to Chapter 13. Any violation of statutes,
ordinances, rules and regulations pertaining to the services to be provided shall constitute a
material breach of this Agreement and entitle the City to immediately terminate this Agreement.
20. Waiver. Any waiver by either party of a breach of any provisions of this Agreement shall not
affect, in any respect, the validity of the remainder of this Agreement.
21. Indemnification. Consultant agrees to defend, indemnify and hold the City, its officers, and
employees harmless from any liability, claims, damages, costs, judgments, or expenses, including
reasonable attorney's fees, resulting directly or indirectly from a negligent act or omission
(including without limitation professional errors or omissions) of the Consultant, its agents,
employees, or subcontractors in the performance of the services provided by this Agreement and
against all losses by reason of the failure of said Consultant fully to perform, in any respect, all
obligations under this Agreement.
22. Insurance.
A. General Liabilitv. During the term of this Agreement, Consultant shall maintain a general
liability insurance policy with limits of at least $600,000 for each person, and each
occurrence, for both personal injury and property damage. This policy shall name the City
as an additional insured for the services provided under this Agreement and shall provide
that the Consultant's coverage shall be the primary coverage in the event of a loss. The
policy shall also insure the indemnification obligation contained in Paragraph No. 21. A
certificate of insurance on the City's approved form which verifies the existence of this
insurance coverage must be provided to the City before work under this Agreement is
begun.
B. Worker's Comoensation. The Consultant shall secure and maintain such insurance as will
protect Consultant from claims under the Worker's Compensation Acts and from claims for
bodily injury, death, or property damage which may arise from the performance of
Consultant's services under this Agreement.
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C. Professional Liabilitv Insurance. The Consultant agrees to provide to the City a certificate
evidencing that they have in effect, with an insurance company in good standing and
authorized to do business in Minnesota, a professional liability insurance policy. Said
policy shall insure payment of damage for legal liability arising out of the performance of
professional services for the City, in the insured's capacity as the Consultant, if such legal
liability is caused by an error, omission, or negligent act of the insured or any person or
organization for whom the insured is legally liable. Said policy shall provide an aggregate
limit of $1,000,000.
23. Records Access. The Consultant shall provide the City access to any books, documents,
papers, and records which are directly pertinent to the specific contract, for the purpose of making
audit, examination, excerpts, and transcriptions, for three years after final payments and all other
pending matters related to this contract are closed.
24. Ownership of Documents. All plans, diagrams, analyses, reports and information generated in
connection with the performance of the Agreement ("Information") shall become the property of
the City. The City may use the Information for its purposes and the Contractor also may use the
Information for its purposes. Reuse of the Information for the purposes of the project
contemplated by this Agreement ("Project") does not relieve any liability on the part of the
Contractor, but any reuse of the Information by the City or the Contractor beyond the scope of the
Project is without liability to the other, and the party reusing the Information agrees to defend and
indemnify the other from any claims or liability resulting therefrom.
25. Governing Law. This Agreement shall be controlled by the laws of the State of Minnesota.
Executed as of the day and year first written above.
Reviewed for form:
CITY OF PRIOR LAKE
Bud Osmundson, Public Works Director
Jack Haugen, Mayor
Frank Boyles, City Manager
ENGINEERING RESOURCES, INC.
By:
Its:
By:
Its:
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Engineering Resources, Inc.
December 6,2004
Mr. Bud Osmundson, P.E.
Public Works Director
City of Prior Lake
17073 Adelmann St SE
Prior Lake, MN 55372
Re: Letter Agreement/Proposal
2005 Lift Stations Upgrade Project
Dear Mr. Osmundson:
On behalf of Engineering Resources, Inc., we are pleased to submit this letter agreement/proposal to
the City of Prior Lake to provide professional engineering services as they relate to the design and
construction of improvements to the Quaker Trail, Green Heights, Public Access, and Sunset lift
stations. The following letter proposal outlines our understanding of the project as well as our
proposed scope of services and associated fee. Our project manager for this project will be Mr. Jason
Benson. Jason will be responsible for completion of the project and coordinating project activities.
PROJECT UNDERSTANDING
As part of the 2005 lift stations upgrade project the existing Prior Lake Lift Station Standardization
Document will be updated to reflect updates from last years lift station project, and four lift stations
will be upgraded, the Quaker Trail, Green Heights, Public Access, and Sunset lift stations. The
following is a general description of the improvements required for each lift station:
Quaker Trail
. Convert existing package lift station to submersible station.
. Raise top of existing wet well.
. New pumps, piping, and guide rails.
. New access hatch and top slab for wet well.
. New control panel.
. New electrical conduits and wiring.
. New retaining wall.
Green Heights
. New access hatch and top slab for wet well.
. New piping and guide rails.
. New control panel.
. New electrical conduits and wiring.
. Bury power and remove existing pole for panel.
. Bollard protection for new control panel.
. New landscaping adjacent to lift station.
P.O. Box 41158 · Plymouth, MN 55441
www.erieng.com
Proposal to Provide Professional Engineering
Services for 2005 Lift Stations
City of Prior Lake, MN
Page 2
Public Access
. Raise top of existing wet well.
· New pumps, piping, and guide rails.
· New access hatch and top slab for wet well.
· New forcemain.
. New control panel.
· New electrical conduit and wiring.
Sunset
· Raise top of existing wet well.
. Raise top of existing valve vault.
· New access hatch and top slab for wet well.
· New valve vault, top slab and access hatch.
. New pumps, piping, and guide rails.
. New control panel.
. New electrical conduit and wiring.
. Raise existing electrical transformers.
. Grading around lift station and valve manhole.
ENGINEERING RESOURCES, INC. TASKS
Engineering Resources will be responsible for the following tasks:
Update Existing Lift Station Standardization Document
. Review and update existing Lift Station Standardization Document based on experience
gained following completion of last years lift station project.
Preliminary Desi$!7l Phase Engineering Services
. Review existing drawings and data.
. Provide pump selections.
. Prepare preliminary set of drawings that include General, Civil, Process, and Electrical
drawings. Drawings will be sufficiently detailed to understand project, but will lack details
required for construction.
. Prepare preliminary list of specifications that cover the project.
. Prepare a preliminary estimate of probable construction cost.
. Review preliminary drawings, specifications, and preliminary estimate of probable
construction cost with City personnel and make changes as required.
Final Design Phase Engineering Services
. Prepare final construction drawings and specifications based upon finaVmodified preliminary
design documents.
. Review final construction drawings and specifications with City personnel.
. Update the preliminary opinion of probable cost to reflect specified equipment, structural
components, and any modifications made during final design.
. Review final opinion of probable construction cost with City personnel.
Proposal to Provide Professional Engineering
Services for 2005 Lift Stations
City of Prior Lake, MN
Page 3
Bidding Phase Engineering Services
· Print construction drawings and specifications (Bidding Documents).
. Distribute Bidding Documents to prospective bidders.
. Maintain bidders list.
· Receive and keep contractor deposits for accessing Bidding Documents.
· Respond to bidder questions.
. Issue addenda to bidding documents, if required.
· Prepare bid tabulation sheets.
· Evaluate bids.
· Recommend award of construction contract.
Construction Phase Engineering Services
· Organize, coordinate, lead, and attend preconstruction conference and regular progress
meetings during construction. Provide and distribute meeting minutes.
· Assist the City in procuring testing services as defined in the Contract Documents.
· Review Contractor submittals (shop drawings) for products and equipment.
· Issue contract document clarifications as required.
· Process contractor change order requests.
· Review contractor submitted construction progress schedules.
· Process contractor pay requests.
· Provide periodic construction observation by project design team members (not more than 76
hrs total).
· Provide a single substantial completion punch list for Contractor and issue certificate of
substantial completion when appropriate.
. Attend one start-up meeting for each lift station.
· Review final submittal from Contractor with respect to conformance with the contract
documents.
. Process final pay request and project close-outs.
Post Construction Phase Engineering Services
. Provide record drawings.
· Provide assistance in refining or adjusting project equipment and/or systems.
. Visit the project to observe any apparent defects in the completed work and assist City with
working with contractor to correct defects.
CITY OF PRIOR LAKE TASKS
In order to complete our tasks, we will need the City to provide the following:
. Provide existing lift station standardization document in digital form.
. Provide as-built drawings of existing lift stations and forcemains.
. Provide designated project contact person.
. Provide answers to specific project questions, provide requested information and make
decisions regarding project direction during course of the project.
. Attend construction progress meetings when requested.
. Procure necessary equipment and provide to Contractor.
· Procure necessary testing services as required.
. Provide necessary easements and easement information.
.~
Proposal to Provide Professional Engineering
Services for 2005 Lift Stations
City of Prior Lake, MN
Page 4
· Provide communications with residents and homeowners.
· Provide ventilation, gas detector, tripod and harness, and adequate personnel for confined
space entry into each structure for measurements and photographs.
· Conduct bid opening meeting.
ASSUMPTIONS
Engineering Resources tasks and estimated fees are based upon the following assumptions:
· Periodic field construction observation by project design team members assumes periodic site
visits over a six month construction period (not more than 76 hrs total).
· Construction staking will only be required for the forcemain at the Public Access lift station.
· Contract documents for all four lift stations shall be provided as a single project.
· Property line irons exist and are in place.
· No easement descriptions or boundary surveys shall be required for proposed improvements.
· Existing lift station capacities shall remain the same.
ENGINEERING RESOURCES, INC. SUBCONSULTANTS
Engineering Resources subconsultants and their area of responsibility are indicated below:
· Kaeding and Associates, Inc. (electrical and instrumentation and control)
Subconsultant billings pass through Engineering Resources without mark-up.
SCHEDULE
The following is a projected project schedule based upon project approval, design, and construction.
The construction period allows enough time for the control panels to be constructed.
. Receive Project Approval December 2004
. Completion of Final Design February 2005
. Bidding March 2005
. Substantial Completion September 15,2005
. Final Completion October 1, 2005
FEE
We propose to perform the defmed tasks for an estimated hourly fee not to exceed $78,850. We will
not bill for time not utilized for completion of the project. We will bill at our customary hourly rates.
Our 2005 hourly rates are attached for your review.
AGREEMENT
We propose to provide the above engineering services according to the City's general services
agreement.
If you are in agreement with our scope of services, please have the City block of this letter signed and
return a copy to Engineering Resources. Our receipt of an executed copy will be Engineering
Resources' authorization to proceed. Monthly project invoices for services and reimbursables are due
within 30 days after receipt of Engineering Resources' 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 us at (612) 280-2155.
Proposal to Provide Professional Engineering
Services for 2005 Lift Stations
City of Prior Lake, MN
Page 5
Sincerely,
Engineering Resources, Inc.
~~~~
Costa Dimitracopoulos P .E.
President
ACCEPTED:
City of Prior Lake
By:
Date:
,-
Engineering Resources, Inc.
Rate
Schedule
2005 Rate Schedule
Name
Hourly Rate
Costa Dimitracopoulos, P .E.
Jason Benson, P.E.
$126
Jayme Klecker, P.E.
$110
$100
* Rates shall be adjusted on January 1 st, 2006.
Rate Schedule
Page 1. of 1.