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MEETING DATE:
AGENDA #
PREPARED BY:
AGENDA ITEM:
DISCUSSION:
agenda authorize prep wells 8 9
16200 Eagle Creek Avenue S.E.
Prior Lake, MN 55372-1714
CITY COUNCIL AGENDA REPORT
February 7, 2005
lOA
Bud Osmundson, Director of Public Works
CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING EXECUTION
OF THE CITY'S STANDARD PROFESSIONAL SERVICES AGREEMENT
WITH ENGINEERING RESOURCES, INC. FOR THE PREPARATION OF
PLANS AND SPECIFICATIONS FOR WELL NOS. 8 & 9.
Historv
The previous agenda item requested that the City Council authorize advertisements for
bids for the drilling and testing of a Franconia, Ironton, Galesville (FIG) aquifer test
well near the Maintenance Center in an effort to investigate the possibility of utilizing
the FIG as an alternative potable water resource. This drilling will also determine the
adequacy of the Jordan aquifer at the same location. The proposal is to have both a
FIG and Jordan well in this location serviced by one pump house which will house all
the controls and chemical feeds to allow the wells to pump directly into the city's
water system. The purpose of this item tonight is to consider authorizing the
preparation of plans and specifications for both of these proposed wells, No.'s 8 & 9,
and a pump house to house appurtenant equipment.
BackJ!round
The previqus agenda item provided the background outlining the plan for additional
wells on the east side of the lake. The City is continuing to grow at a brisk pace which
adds many additional residents and businesses requiring potable water. There is a
need to move forward with additional wells to our system. The CIF outlines the plans
for 3 new wells over the 5 year period. The updated CIP, which we are currently
working on, will show even more wells. The addition of 20,000 to 25,000 more
people in the City in the next 25 years will require that we have a total of at least 16
wells. If the test pumping of -the FIG proves adequate as expected, the design and
construction of proposed Well No.'s 8 & 9 will need to begin immediately to get the
wells on line by the summer of 2006. We know with almost certainty that at least one
well will be located at the Maintenance Center.
With that in mind we requested a proposal from Engineering Resources, Inc. to
prepare plans and specifications for Well No.'s 8 & 9, and a pumphouse to house the
controls and chemical feed equipment. This will allow us to begin work immediately
www.cityofpriorlake.com
Phone 952.447.4230 / Fax 952.447.4245
FISCAL IMPACT:
ALTERNATIVES:
RECOMMENDED
MOTION:
REVIEWED BY:
agenda authorize prep wells 8 9
on many of the design features needed, while still allowing flexibility and gaining time
in the schedule. Engineering Resources, Inc. has submitted the attached proposal for
the preparation of the plans and specifications for the Well No.'s 8 & 9 and the
associated pumphouse. Their proposed engineering fees are a not to exceed cost of
$160,400.
BudJ!et ImDact
Staff recommends that the funding amount for the engineering, $160,400, should
come out of the Trunk fund. The CIP cost estimates for two new wells is $1,000,000.
We expect the cost of the two wells and pumphouse to be about $1.1 million. The
drilling costs have risen in the last two years due to the demand and supply cycle of
the well drilling industry so we expect slightly higher prices for the wells than our
previous estimate.
The alternatives are as follows:
1. A motion to approve a resolution authorizing execution of the City's standard
professional services agreement with Engineering Resources, Inc. for the
preparation of plans and specifications for Well Nos. 8 & 9 at a cost not to exceed
$160,400.
2. Table this agenda item for a specific reason.
3. Deny this agenda item for a specific reason.
Staff recommends alternat e number 1.
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16200 Eagle Creek Avenue S.E.
Prior Lake, MN 55372-1714
RESOLUTION OS-xx
RESOLUTION AUTHORIZING EXECUTION OF THE CITY'S STANDARD PROFESSIONAL
SERVICES AGREEMENT WITH ENGINEERING RESOURCES, INC.
TO FOR THE PREPARATION OF PLANS AND SPECIFICATIONS FOR WELL NOS. 8 & 9,
CITY PROJECT NO. 05 - 02
MOTION BY:
SECOND BY:
WHEREAS,
The City Council is concerned about having an adequate potable water supply
for the community, and
WHEREAS,
The City Staff is recommending to move forward with the hiring of an
engineer with considerable knowledge of wells and pump-houses to prepare
plans and specifications for a new Jordan aquifer well, Well No.8, and a
Franconia, Ironton, Galesville (FIG) aquifer well, Well No.9, and the
associated pump-: house and appurtenant work.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
MINNESOT A, that:
1. The recitals set forth above are incorporated herein.
2. The City Council authorizes the Mayor and City Manager to enter into the City's standard
professional services agreement with Engineering Resources, Inc. to complete the plans and
specifications for Well Nos. 8 & 9, City Project No. 05-02, at a cost not to exceed $160,400.
3. The funding for the preparation of plans and specifications shall be drawn from the Trunk Utility
Fund.
Passed this 7th day of February 2005.
YES
NO
Fleming Fleming
Haugen Haugen
LeMair LeMair
Petersen Petersen
Zieska Zieska
{ Seal }
Frank Boyles, City Manager
agenda authorize prep wells 8 9
www.cityofpriorlake.com
Phone 952.447.4230 / Fax 952.447.4245
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Engineering Resources, Inc.
December 23,2004
Letter ProposaVAgreement
Mr. Bud Osmundson, Director of Public Works
City of Prior Lake
17073 Adelmann St. S.E.
Prior Lake, MN 55372
Re: Estimate of Professional Engineering Service Fees for Water Wells, Well House,
and Water Loadout Facility for Design Phase, Bidding Phase, Construction Phase
and Post Construction Phase Engineering Services
Dear Mr. Osmundson:
Engineering Resources, Inc., is pleased to present this proposal to the City of Prior Lake,
Minnesota (City) to provide professional engineering services for two new wells, a well
house facility, and a water loadout facility.
A delineation of tasks to be performed by Engineering Resources, Inc., or sub-consultants
hired by Engineering Resources, Inc., and by the City follows directly. Assumptions
related to these same items are defined in a subsequent section.
Enlrineerinl!: Resources. Inc. Tasks
Engineering Resources, Inc. will be responsible for the following tasks:
Preliminary Design
. Provide assistance in obtaining a Conditional Use Permit from the City of Prior
Lake, Minnesota, if required.
. Meet at the well site with Minnesota Department of Health (MDH) personnel for
preliminary approval of well set-back distances.
. Assist City in obtaining necessary soils information.
. Prepare a preliminary set of drawings that include General, Civil, Architectural,
and Process drawings. Drawings will be sufficiently detailed to understand
project, but will lack details required of construction.
. Prepare a preliminary list of specifications that cover the project.
. Review preliminary drawings and specifications with City personnel and make
changes as required.
. Prepare preliminary opinion of probable construction cost.
P.O. Box 41158 · Plymouth, MN 55441
www.erieng.com
Mr. Bud OsmWldson, Director of Public Works
December 23, 2004
Page 2 of7
. Review the preliminary opinion of probable construction cost with City personnel
and evaluate ways to save project costs prior to fmal design.
Final Design
. Prepare final construction drawings and specifications based upon fmal/modified
preliminary design documents. Final set of drawings and specifications shall
include General, Civil, Architectural, Structural, Process, Electrical and
Mechanical drawings.
. 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.
. Submit two (2) copies of the final construction drawings and specifications to the
Minnesota Department of Health (MDH) for review. Respond to questions and
comments from the MDH and receive approval for the drawings and
specifications.
. Prepare and provide technical criteria, written descriptions, design data, final
opinion of probable construction cost, and forms for City's use in filing
applications for governmental approvals.
. Assist City in consultations with governmental agencies.
. Assist City's wellhead protection consultant by providing planning and design
information for preparation of a preliminary wellhead protection area delineation
for the new well.
. Assist City's wellhead protection consultant by providing planning and design
information for preparation of a Part 1 and Part 2 wellhead protection plan.
Bidding
. Print construction drawings and specifications (Bidding Documents).
. Distribute Bidding Documents to prospective bidders.
. Maintain bidders list.
. Respond to bidder questions.
. Issue addenda to bidding documents, if required.
. Attend bid opening, and prepare bid tabulation sheets.
. Evaluate bids.
. Assess proposed substitute materials and equipment.
. Provide separate bidding documents for the wells and the well house. Provide for
two separate bid periods.
we1l8&9proposal12-23-04
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Mr. Bud Osmundson, Director of Public Works
December 23, 2004
Page 3 of7
. Recommend award of two construction contracts.
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.
. Assist the City in procuring SCADA equipment to be furnished to the Contractor.
. Review Contractor submittals (shop drawings) for products and equipment.
. Issue contract document clarifications as required.
. Process contract change order requests, if required.
. Review contractor-submitted construction progress schedules.
. Process contractor pay requests.
. Provide intermittent construction observation during construction of the wells and
during construction of the well house.
. Provide substantial completion punch list for Contractor and issue certificate of
substantial completion when appropriate for well construction and well house
construction.
. Review final submittal from Contractor with respect to conformance with the
contract documents for well construction and well house construction.
. Process final pay requests and project close-outs for well construction and well
house construction.
Post Construction Phase Engineering
At the request of the City, we shall provide the following service during the Post
Construction Phase.
. Provide assistance in refining or adjusting project equipment and systems.
. Provide training for operation and maintenance of equipment and systems.
. Provide assistance in developing procedures for recordkeeping for the project.
. Visit the project to observe any apparent defects in the completed work and assist
the City in working with the Contractor to correct defects, if any.
. Along with City staff, perform and end of correction period warranty inspection
of the project in the 11th month following fmal completion of the project to
determine if items of construction are subject to correction.
we1l8&9proposal12-23-04
Mr. Bud Osmundson, Director of Public Works
December 23, 2004
Page 4 of7
City of Prior Lake Tasks
In order to complete our tasks, we will need the City to provide the following:
. Provide a designated project contact person.
. Provide answers to specific project questions, provide requested information and
make decisions regarding project direction during the course of the project.
. Provide interface and authorization from state agencies, such as the Department of
Natural Resources (DNR), Department of Health (MDH), and Minnesota
Pollution Control Agency (MPCA) with respect to the ability to construct and
operate the proposed wells in the proposed locations.
. Ammend the City's Water Appropriation Permit.
. Provide a layered digital autocadd base map including property lines, utilities,
topography, easement information, right of way information, and County
coordinates.
. Provide necessary easements and easement information, if required.
. Provide staking of well locations for Minnesota Department of Health (MDH)
personnel.
. Choose a well house and water loadout facility configuration early in the project.
. Provide a preliminary wellhead protection area delineation for each well via your
wellhead protection consultant.
. Provide area drawdown information via your wellhead protection consultant.
. Additional soils information that may be necessary. (We believe a soil boring will
be required in the area of the proposed well house and in the area of the proposed
water loadout facility).
. Attend construction progress meetings when requested.
. Keep a daily log of construction activity at the construction site.
. Procure SCADA equipment and furnish to Contractor.
. Procure necessary testing services as defined by Contract Documents.
. Establish reference points for construction staking of the project by Contractor.
Prooosal Assumotions
Engineering Resources, Inc. tasks and estimated fees are based on the following
assumptions:
. This proposal does not include preparation of a wellhead protection plan.
well8&9proposal12-23-04
.........,---
Mr. Bud Osmundson, Director of Public Works
December 23, 2004
Page 5 of7
. This proposal does not include preparation of a wellhead protection area
delineation for either well.
. This proposal does not include amending the City' s Water Appropriation Permit.
. The well house and water loadout facility will include necessary mechanical and
electrical systems.
. The well house will include facilities for disinfection, fluoridation, and
polyphosphate addition.
. The water loadout equipment and associated instrumentation and control will be
based on available proprietary package water dispensing and recording systems.
. A single outdoor self contained engine generator located adjacent to the well
house will be provided to serve the two proposed wells and the maintenance
building. (Should review indicate the need for two separate engine generators, a
second engine generator will be considered an additional service item).
. An operation and maintenance manual, beyond the information contained in
Contractor-supplied shop drawings, is not included in the project.
. The well house will include provisions for installation of SCADA equipment.
The SCADA equipment will be separately procured by the City, and furnished to
the Contractor for installation and wiring. We will assist in obtaining a quote
from the City's existing SCADA supplier. The well house construction will
include provisions such as floor/wall space for SCADA equipment.
. Periodic field construction observation by project design team members assumes
periodic site visits over a 12 month construction period of not more than 260
hours total.
. A single set of drawings and specifications will be provided for the two water
wells.
. A single set of drawings and specifications will be provided for one well house
and one water loadout facility.
. Potential bidders will be charged a fee for each copy of the bidding documents.
Engineering Resources, Inc. will retain this fee.
Enl!ineerine: Resources. Inc. Subconsultants
Engineering Resources, Inc. subconsultants and their area of responsibility are indicated
below:
. Kaeding and Associates, Inc. (electrical and instrumentation and control).
. Wentz Associates, Inc. (mechanical).
. William Hennemuth, Ltd. (architectural).
. Notch Engineering Co. (structural).
Subconsultant billings pass through Engineering Resources, Inc. without mark-up.
we1l8&9proposal12-23-04
Mr. Bud Osmundson, Director of Public Works
December 23, 2004
Page 6 of7
Fee
We propose to perform the defined tasks for an estimated fee of $160,400. We will bill
at our customary hourly rates, attached. Reimbursable expenses associated with this
project are included in our estimated fee, and we will bill for reimbursable expenses at
our cost.
Time Schedule
The schedule indicated below is aggressive and is based on Engineering Resources, Inc.
proceeding with work elements prior to receiving approval of earlier work elements by
various state agencies, and prior to receiving various test results. Based on the City's
need for additional source water capacity, Engineering Resources, Inc. will work toward
this schedule. It is our understanding that the City of Prior Lake will compensate
Engineering Resources, Inc. for all work completed, regardless of state agency findings,
and/or fmal testing results.
Complete test well construction and sampling
Complete well plans and specifications
MDH approval of well plans and specifications
Award well construction contract
Complete construction and testing of wells
Complete well house plans and specifications
MDH approval of well house plans and specifications
Award well house construction contract
Complete construction of well house and loadout
04/18/05
03/18/05
04/18/05
05/16/05
10/17/05
10/17/05
11/17/05
12/19/05
05/19/06
Ae:reement
If this proposal is acceptable to you, please have the City block of this letter signed and
return a copy to Engineering Resources, Inc. Our receipt of an executed copy will be
Engineering Resources, Inc.' s authorization to proceed. Monthly project invoices for
services and reimbursables are due within 30 days after receipt of Engineering Resources,
Inc. ' 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.
We thank you for continuing to select Engineering Resources, Inc. to work with the City
of Prior Lake. If you have any questions, please call us at (612) 280-2155.
we1l8&9proposal12-23-04
Mr. Bud Osmundson, Director of Public Works
December 23, 2004
Page 7 of7
Sincerely,
Engineering Resources, Inc.
~~~
Costa Dimitracopoulos, P .E.
President
ACCEPTED:
City of Prior Lake
By:
Date:
Attachment
well8&9proposal12-23-04
Engineering Resources, Inc.
Rate
Schedule
2005 Rate Schedule
Name
Hourly Rate
Costa Dimitracopoulos, P .E.
Jason Benson, P .E.
$126
Jayroe Klecker, P.E.
$110
$100
* Rates shall be adjusted on January 1 st, 2006.
Rate Schedule
Page 1. of 1.
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