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Home My WebLink About9A - Contract Services Well #10 MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 CITY COUNCIL AGENDA REPORT JUNE 26, 2006 9A STEVE ALBRECHT, DIRECTOR OF PUBLIC WORKS CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE CITY'S STANDARD PROFESSIONAL SERVICES AGREEMENT WITH BOLTON & MENK FOR WEll NO.1 0 Introduction The purpose of this agenda item is for the City Council to authorize execution of a standard professional services agreement with Bolton & Menk for design and construction services associated with Well NO.1 O. Historv The City of Prior Lake currently operates five municipal wells to provide water to the community. In the fall of 2005 the City began construction of Wells 8 and 9. Wells 1 and 2 have been abandoned and are no longer used by the City. The City pumped approximately 705,000,000 gallons of water in 2005. In order to continue to meet community demands, Well No. 10 is needed to provide adequate water supply for on-going development within the City. The costs for this project are paid by the Trunk Reserve Funds and not through taxes. The City of Prior Lake pumps the majority of our water from the Jordan Aquifer. In northern Scott County the Jordan Aquifer is linked to the Savage Fen. The Savage Fen is a Calcareous Fen or wetland that has very unique plant species as it is fed by ground water from the Jordan Aquifer. For this reason the Department of Natural Resources (DNR) has implemented strict policies regarding withdrawal of water from this aquifer in northern Scott County. The City of Prior Lake is regulated by these rules and must complete a detailed ground water modeling to demonstrate that proposed future wells will not impact the fen negatively. In the fall of 2005 City Staff met with DNR staff regarding future wells in Prior Lake. It was determined that prior to construction of Well No. 10 or any future wells by the City that the City will need to provide detailed groundwater modeling and pumping test information to the DNR. In January of 2006 the City Council authorized Barr Engineering to proceed with developing a pump test as described above. Current Circumstances While developing the scope of the pumping test with the DNR it was determined that another large capacity well would be needed to conduct an accurate pumping test. The DNR has agreed to allow the City of Prior Lake to construct Well No. 10 as part of the pumping test in order to create the conditions necessary to study the influence on the Savage Fen. Previously the DNR had indicated the City could not proceed with additional wells until the pumping test was completed. This allows the City to construct Well No.1 0 as planned in the CIP regardless of the results of the pumping test. Wells NO.1 0 and No. 11 identified in the CIP are needed to meet the City's water demands through 2014. In addition to Well NO.1 0 the City will be constructing 5 small diameter monitoring wells as part of the pumping test. R\Agenda Reports\June 26 2006\WELL 10 CONTRAC~~Eom Phone 952.447.4230 / Fax 952.447.4245 These wells are needed for the pumping test scheduled for March 2007. Design needs to begin immediately In order to ensure the wells are ready for the pumping test. Upon completion of the pumping test a well house will be constructed and the well will be connected to the City's system giving the City its first annexation area well. Well No. 10 and the associated well house are planned for construction in the vicinity of Spring Lake Estates. The design services will determine the exact location of the well. The well house will be constructed in the 5 acre Howard Lake Park located in Spring Lake Estates. City Staff solicited professional services proposals from consultants for the Well No. 10 design and construction services. The City received the following proposed service costs: Consultant Proposed Cost Bolton & Menk $86,000.00 AE2S $114,990.00 Barr Encineerinc $123,800.00 Bolton & Menk has successfully completed numerous wells in the State of Minnesota. Based on the above proposed cost City staff recommends award of the City's standardized contract for design and construction services associated with Well No. 10 to Bolton & Menk for $86,000.00. ISSUES: Due to the timing of the pump test in March of 2007 it its critical that the City begin design of the well as soon as possible. In an effort to reduce costs of design and construction City Staff is proposing to re- use the well house plans previously designed for Wells No.8 and 9. This will standardize City well house design and reduce costs. However, because this is the first time the City has reused the plan it is anticipated that there will need to be some additional oversight and modifications by the Architect, Structural and Electrical Engineers for the project. For this reason staff is also requesting an allocation of up to $20,000.00 to cover these additional anticipated costs. FINANCIAL IMPACT: The City has allocated a total of $1 ,735,000 in the 2006 and 2007 CIP's for Well No. 10. The well and well house are expected to cost $1,400,000. The balance of the funding is needed for the test wells, engineering services and pump test required for this well. The proposed pumping tests should not need to be repeated in the future as it is anticipated that a long term well agreement will be reached with the DNR based on the Well No. 10 tests. Because this well and the required studies are needed for future development this project is funded from the Trunk Reserve Fund. The City currently collects $5,500.00/acre from developers for construction of water system improvements needed due to development. The cost of Well No. 10 will be funded solely by the money collected from new developments and will not receive and funding from the general fund. The funding for Well No. 10 is currently available in the Trunk Reserve Fund. ALTERNATIVES: The alternatives are as follows: 1. Approve a resolution authorizing the Mayor and City Manager to execute the City of Prior Lake's Standard Professional Services Agreement Well No. 10 in the R\Agenda Reports\June 26 2006\WELL 10 CONTRACT AGENDA REPORT.doc amount of $86,000.00 with Bolton & Menk, Inc. 2. Table this agenda item for a specific reason. 3. Deny this agenda item for a specific reason and provide staff with direction. RECOMMENDED Staff recommends alternative number 1. MOTION: R\Agenda Reports\June 26 2006\WELL 10 CONTRACT AGENDA REPORT.doc 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 RESOLUTION 06-xx Motion By: Second By: WHEREAS, Well No. 10 is needed to provide water for new development; and WHEREAS, The City collects trunk water acreage charges from developments as part of the subdivision platting process. Because Well No. 10 is necessitated by new development it will be funded from the Trunk Water Acreage Charges. WHEREAS, The DNR has agreed to allow the City to construct Well No. 10 as part of the proposed pumping test; and WHEREAS, It is in the City's best interest to work with the DNR to reach a long term water supply agreement thereby providing a viable water source into the future; and WHEREAS, The City solicited proposals for professional services for design and construction services associated with Well No. 10 and received the following proposed fees: Consultant Fee Bolton & Menk $86,000.00 AE2S $114,990.00 Barr Engineering $123,800.00 WHEREAS, Bolton & Menk is a qualified consultant and has provided a proposal to provide the necessary services to complete design and construction services for Well No. 10 for a cost of $86,000.00. 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. The Mayor and City Manager are authorized to execute the Standard Professional Services Agreement with Bolton & Menk, Inc. for Well No. 10. 3. Staff is authorized to expend up to $20,000.00 for Architectural, Electrical and Structural Engineering services associated with reuse of the City's Standardized Well House plans. 4. The costs associated with Well No. 10 shall be paid for from the Trunk Reserve Fund. PASSED AND ADOPTED THIS 26th DAY OF JUNE, 2006. YES NO Haugen Hauaen Dornbush Dornbush Erickson Erickson LeMair LeMair Millar Millar Frank Boyles, City Manager R.\Agenda Reports\June 26 2006\We1110 Contract Res~:BRifofpriorlake.com Phone 952.447.4230 / Fax 952.447.4245