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HomeMy WebLinkAbout10C - Engineering for Lift Stat DATE: AGENDA #: PREPARED BY: REVIEWED BY: AGENDA ITEM: DISCUSSION: ISSUES: CITY COUNCIL AGENDA REPORT April 7, 2003 tOC Bud Osmundson, Director of Public Works Frank Boyles, City Manager CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING WSB & ASSOCIATES TO PROVIDE PROFESSIONAL ENGINEERING SERVICES FOR THE 2003 LIFT STATION REHABILITATION PROJECT, CITY PROJECT NUMBER 03-05 HISTORY Staff has identified the need to rehabilitate a number of lift stations in the 2002 and 2003 Capital Improvement Plan. Staff has been working on an audit of all the lift stations in the past year to ascertain the status and inventory the components of each lift station. This has shown that there is a significant need for major renovations to a number of lift stations. Staff is trying to 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 ofthe majority of the lift stations. In 2002, due to Craig Eldred's leadership, Public Works Maintenance repaired in house two lift stations that were failing at the time. Literally, all of the internal parts inside one of the lift stations fell to the bottom when Maintenance personnel arrived to fix it. They did an admirable job in completing these rehabilitations. The Estate station was also totally rebuilt in conjunction with the 2002 street reconstruction project. The purpose of this item is to authorize WSB and Associates to provide engineering services for the 2003 Lift Station Rehabilitation project. Staff is requesting this assistance due to the magnitude of the repairs needed on 6 key lift stations. A copy of their proposal is attached. The six lift stations we are recommending to be completed in 2003 are: . No.3 on Franklin Trail . No.5 on Sycamore . No.7 near Lakers . No.8 on Condons . No. 17 on 150th Street . No. 24 on Lime Road Maintepance Center x:\osm~~cl~t&mv~f(fb:iOJ'tl.wkapMinnesota 55372 / Ph. (952) 440-9675 / Fax (952) 440-9678 AN EQUAL OPPORTUNITY EMPLOYER These lift stations all require major rehabilitation including replacement of pumps, guide rails, electrical panels, other electrical components and panels, wet well covers and hatches. A more detailed list is found in the WSB proposal. Generally the concrete wet wells are in good condition and do not require replacement. The Sycamore station is proposed to be totally rebuilt in a different location. It currently is very close to a house and the piping to it needs to be relocated. The Franklin station is one of our larger stations serving a large area north of CSAH 21 including the Cardinal Ridge and Brooksville Hills neighborhoods. The Lakers station is another one of our larger lift stations and has two other lift stations pumping to it. The Lime station is another large lift station which is fed by two other lift stations. Three of the lift stations, Franklin, Lakers, and Lime, are proposed to be connected to the City Supervisory Control and Data Acquisition (SCADA) system. This computerized system will enable staff to respond to failures faster, and know a little more about what the failure is. Lime and Franklin are proposed to have permanent stand-by electrical generators constructed with the rehabilitation of the lift stations. Our estimate of the cost to perform this work is $550,000 plus the engineering fees. WSB's proposal is to prepare the plans and specification and perform the construction engineering inspection for a cost not to exceed of $115,000. WSB will be using Kaeding and Associates to perform the electrical engineering work and this is included in the proposal. System Control Services performs our SCADA system maintenance and additions to the system. If authorized to move forward, WSB and staff will complete the plans and specifications and request City Council approval on May 19, have the bid opening and award the project in June, and complete the project by late fall, 2003. 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 and actual repairsto be approximately $665,000. ALTERNATIVES: There are two alternatives for the City Council to consider: I. Approve a resolution which authorizes the City to enter into its standard professional services contract with WSB & Associates to provide engineering services for City Project Number 03-05 for a fee not to exceed $115,000.00. 2. Deny this item for a specific reason and provide staff with direction. RECOMMENDED MOTION: Staff recommends adoption of Alternative No. I. 2 X:\Osmundson\Sanitary Sewer SystemlAgenda award 03 LS to WSB.DOC ----,----.-----..-... ! ACTION REQUIRED: A motion and a seco d to adopt the Resolution stated above. REVIEWED BY: 3 X:\Osmundson\Sanitary Sewer SystemlAgenda award 03 LS to WSB.DOC RESOLUTION 03-XX A RESOLUTION APPROVING WSB & ASSOCIATES TO PROVIDE ENGINEERING SERVICES FOR THE 2003 LIFT STATION REHABILITATION PROJECT CITY PROJECT NO. 03-05 MOTION BY: SECOND BY: WHEREAS, City staff has identified six lift stations requiring major rehabilitation this year, including the Franklin Trail, Sycamore, Lakers, Condons, 150th Street, and Lime lift stations and; The adopted Capital Improvement Plan for 2003-2007 has identified these rehabilitation projects as a priority for the City, and; Engineering services including final design, bidding, construction, and post- construction 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 2003 Lift Station Rehabilitation Project, City Project No. 03-05 for a total fee not to exceed $115,000. 3. The funding for the contract is to be drawn from the Sanitary Sewer Operating Fund. Passed and adopted this 7th day of April, 2003. YES NO Blomberg Blomberg Haugen Haugen LeMair LeMair Petersen Petersen Zieska Zieska {Seal} City Manager Maintapance Center x:\Os~~~mftM~~Iii..,~ioJLlJa~Mmnesota 55372/ Ph. (952) 440-9675 / Fax (952) 440-9678 AN EQUAL OPPORTUNIlY EMPLOYER Minneapolis. St. Cloud. Equal OpportunitY Hi1pl&y€!r/!'c""",,,, f" . WSB & Aasociates, Inc. March 14,2003 Mr. Bud Osmundson, P .E. Public Works Director City of Prior Lake 17073 Adelmann Street SE Prior Lake, MN 55372-1714 Re: 2003 Lift Stations Proposal Dear Bud, WSB & Associates is pleased to submit this proposal for the preparation of final plans and specifications for the 2003 Lift Stations Project. Attached is the proposed scope of services, cost estimate, and schedule for this project. The project manager for this project will be Jason Benson. Jason will be responsih;e for completing the project and coordinating all activities of the WSB Project Team. During project development and completion, you may contact Jason directly at (763) 287-8314. Costa Dimitracopoulos will provide quality control during the project. Costa is familiar with your lift station standardization program. Thank you for your consideration of WSB for your professional engineering services. We look forward to working with you and your staff on this project and any other projects III the future. If you have any questions or comments, or require any additional information, please do not hesitate to contact me at (763) 287-7195. Sincerely, Enclosures sb Scope of Work Proposal to Provide Professional Engineering Services for 2003 Lift Stations City of Prior Lake, MN WSB proposes to provide the following services to the City of Prior Lake for the rehabilitation of Lift Station Nos. 3, 5, 7, 8, 17, and 24 per a specific request by the City for preparation of final construction plans and specifications, along with providing bidding, and construction and post- construction services for this project. The specific tasks are outlined below: Work Tasks 1. Design Phase Engineering Services We will prepare final plans and specifications, for a single project, ready for bidding for the rehabilitation of Lift Station Nos. 3, 5, 7,8, 17, and 24. Plans and specifications shall be prepared in accordance with the "Prior Lake Submersible Sanitary Lift Station Basis of Design" document. The specific criteria that were given to us by the City for this project consists of the following points: Lift Station No.3 (Franklin Trail) . Internal existing structure as-built drawing confirmation (inverts and depth with respect to top of casting). Type Three Lift Station reconstruction. Raise existing wet well cover per City instruction. New wet well cover and hatch. New pumps, guide rails, and wet well discharge piping. New electrical systems. New instrumentation and control systems. New site specific SCADA. New permanent engine generator. . . . . . . . . Lift Station No.5 (Sycamore) . Site survey, prepare legal descriptions for up to two easements on surveyed property, internal existing structure as-built drawing confirmation (inverts and depth with respect to top of structures). Type Two Lift Station construction. All new relocated lift station wet well and valve manhole. Abandon existing lift station in-place. Relocated gravity sewer and lift station forcemain. New pumps, guide rails, and discharge piping. New electrical systems. New instrumentation and control systems. New site specific dialer or Hexagram communication system. New landscaping adjacent to new construction and reconstruction of demolition area. Construction staking (one time). . . . . . . . . . . P:\LETTER PROPOSAL~lPn.or LukeI03/003-bo-2003 Lift Stalions.doc Proposal to Provide Professional Engineering Services for 2003 Lift Stations City of Prior Lake, MN Page 2 Lift Station No.7 (Lakers) . Internal existing structure as-built drawing confirmation (inverts and depth with respect to top of casting). Determine difference in elevation between current water surface and top of casting. Type Three Lift Station reconstruction. Raise existing wet well cover per City instruction. New wet well cover and hatch. New guide rails, and wet well discharge piping. New valve manhole. New electrical systems. New instrumentation and control systems. New site specific SCADA. . . . . . . . . . Lift Station No.8 (Condons) . Internal existing structure as-built drawing confirmation (inverts and depth with respect to top of casting). Type One Lift Station reconstruction. Replace top cone of wet well. New wet well cover and hatch. New pumps, guide rails, and wet well discharge piping. New electrical systems. New instrumentation and control systems. New landscaping adjacent to lift station. . . . . . . . Lift Station No. 17 o 50th) · Internal existing structure as-built drawing confirmation (inverts and depth with respect to top of casting). · Type One Lift Station reconstruction. · Replace top cone of wet well. · New wet well cover and hatch. · New pumps, guide rails, and wet well discharge piping. · New electrical systems. · New instrumentation and control systems. · New landscaping adjacent to lift station. Lift Station No. 24 (Lime) · Site survey, base map preparation, and existing structure as-built drawing confirmation (inverts and depth with respect to top of casting). · Type Three Lift Station reconstruction. P:\LETTER PROPOSALSlPriorLakel031003-bo-2003 Lift Stations. doc Proposal to Provide Professional Engineering Services for 2003 Lift Stations City of Prior Lake, MN Page 3 · New wet well cover and hatch. · New pumps, guide rails, and wet well discharge piping. · New drain between lift station and valve manhole, if possible, with existing construction. · New electrical systems. · New instrumentation and control systems. · New site specific SCADA. · New permanent engine generator. · New landscaping adj acent to lift station. We will prepare the final construction plans and specifications for the project. We will also provide an engineer's opinion of probable construction cost at the time the plans are completed. 2. Bidding Phase Engineering Services WSB will provide and make bid documents available to contractors. During the bidding of the project, WSB will provide for engineering services to respond to questions regarding the lift station designs. The City will conduct the bid opening meeting. Following receipt ofthe bids, WSB will make a recommendation as to the price associated with the lift station work and whether the prices are competitive and warrant awarding the project. It is not anticipated that WSB would have to attend any council meetings for award, but if the City desires us to attend, we can do so at our normal hourly rates. 3. Construction Phase Engineering During construction ofthe project, WSB will provide construction related services including, but not limited to the following items: · Organize, coordinate, lead, and attend preconstruction conference and regular progress meetings during construction. Provide and distribute brief meeting minutes. · Review Contractor submittals (shop drawings) for products and equipment. · Issue contract document clarifications as required. · Process contract change order requests. · Review contractor-submitted construction progress schedules. · Process contractor pay requests. · Provide periodic construction observation during the construction period (not more than 240 hours total). · Provide a single substantial completion punch list for contractor and issue certificate of substantial completion when appropriate. · Review final submittal from Contractor with respect to conformance with the contract documents. · Attend one start-up meeting for each lift station. · Process final pay request and project close-outs. P:\LElTER PROPOSALSiPrior LakeI03/003-bo-2003 Lift Station.s,doc Proposal to Provide Professional Engineering Services for 2003 Lift Stations City of Prior Lake, MN Page 4 4. Post Construction Phase Engineering Services WSB shall provide the following services during the Post Construction Phase. · Provide record drawings. 5. 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. Conduct bid opening meeting. Attend construction progress meetings when requested. Procure necessary equipment and furnish to Contractor. Procure necessary testing services as defined in the Contract Documents. Provide necessary easements and easement information. Provide communication with residents and home owners. Provide electronic base maps for the following lift stations: . . . . . . . . · Lift Station No.5 · Lift Station No.7 · Lift Station No. 8 · Lift Station No. 17 Base maps shall include all structures, plantings, utility information, and easement information. · Provide a hard-copy base map for Lift Station No.3. Base map shall include all structures, plantings, utility information, and easement information. · Provide ventilation, gas detector, tripod and harness, and adequate personnel for confined space entry into each structure for measurements and photographs. 6. Proposal Assumptions WSB tasks and estimated fees are based on the following assumptions: · Property line irons exist and are in place. · Contract documents for all six lift stations shall be provided as a single project. · An operation and maintenance manual, beyond the information contained in contractor- supplied shop drawings, is not included in the project. · WSB will charge contractors for sets of bidding documents. WSB will retain this fee. · Construction staking will only be provided at one lift station (Sycamore). P:\LETTER PROPOSALSlPrior Lake\03JOO3-bo-2003 Lift Stations. doc - -~. .......---.-'-_.__.._._'~--_._-......~------_.__._._,_._.__.- Proposal to Provide Professional Engineering Services for 2003 Lift Stations City of Prior Lake, MN Page 5 7. Subconsultant WSB & Associates proposes to use Kaeding & Associates to provide the electrical design and construction services for this project. Kaeding & Associates is aware of Ron Smith's (System Controls) knowledge of the SCADA system. Subconsultant billings pass through WSB without mark-up. 8. Time Table WSB will have the completed plans and specifications available for the City by May 19,2003, assuming authorization on or before April 1, 2003. 9. Fee Our fee for design, bidding, construction and post-construction services, as defined herein, is estimated to cost $115,000. We would propose an hourly "not-to-exceed" figure and only the actual hours charged to the project would be utilized up to this maximum amount. Attached is our 2003 Fee Schedule, which establishes the hourly rates for this project. I hereby authorize WSB & Associates, Inc. to proceed with the services as outlined above. Bud Osmundson, P .E. Public Works Director Date P:\LETTER PROPOSALSlPrior Lake\03/003-bo-2003 Lift Statiom'_doc .""---'---"'~'-'-"'-'"----""'-""-'__'"_~~""__"_~'_"_'e._~_'____'~_'~_____"_ _ ..",......_......._..._.,,_....."'._"_. ... WSB 2003 Rate Schedule & Associates, Inc. Billillg Rate/Hour Principal Associate Sr. Project Manager Project Manager/Engineering Specialist III Registered Engineer/Engineering Specialist II Project Engineer/Engineering Specialist USr. Construction Observer Graduate Engineer Construction Observer Engineering Technician IV/Scientist III Engineering Technician III/Scientist II Engineering Technician IUScientist I Engineering Technician I Office Technician II Office Technician I Registered Land Surveyor Survey (Two-Person Crew) Survey (Three-Person Crew) GPS Equipment $113.00 $106.00 $98.00 $89.00 $80.00 $72.00 $63.00 $65.00 $59.00 $54.00 $48.00 $42.00 $52.00 $29.00 $100.00 $119.00 $141.00 $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. Rate Schedule is adjusted annually.