HomeMy WebLinkAbout05(I) - Resolution Approving Work Order for Sewer Lining Project (CP 2021-14) Report
ITEM: 5I
CITY COUNCIL AGENDA REPORT
MEETING DATE: May 15, 2023
PREPARED BY: Nick Monserud, Assistant Public Works Director
PRESENTED BY: Nick Monserud
AGENDA ITEM: Resoluion Approving Work Order for Sewer Lining Project (CP
2021-14)
RECOMMENDED ACTION:
Adopt a resolution approving a work order with Short Elliot Hendrickson, Inc. (SEH) for the
lakeside sewer lining project (CP 2021-14).
BACKGROUND:
The City is facing an increased need to address aging sanitary sewer infrastructure to reduce the
risk of potential failure of the system and evaluate and address I/I (Inflow and Infiltration) issues.
The City’s more than 130 miles of sanitary sewer pipe includes approximately 30 miles of vitrified
clay pipe (VCP) that is 40 years or older. Approximately 12% of this pipe (3.5 miles) is in lakeside
backyards and only accessible via easements, so traditional pipe replacement is not practical or
feasible. Given the age, material, and location of this lakeside sanitary sewer pipe and the
increased risk for significant environmental and property impact with a failure of the pipe, staff has
completed an evaluation of the backyard sewer system and has determined that lining of these
pipes is necessary.
Staff is recommending a Work Order be established with SEH, a member of our consultant pool.
SEH is one of the industry leading consultants for pipe evaluation and lining technologies and
have completed several projects with the city of Shakopee. SEH has provided a proposal in the
amount up to $250,400.
The proposed work includes:
• Task 1 – Project Management and Data Collection
• Task 2 – Preparation of Bid Documents
• Task 3 – Bidding Administration
• Task 4 – Construction Contract Administration Services
• Task 5 – Right-of-entry documents
• Task 6 – Public Engagement
If the work order is approved, SEH will begin the work immediately.
FINANCIAL IMPACT:
The anticipated $250,400 for this project will be paid from the Sewer Utility Fund 604 which has
$1,500,000 budgeted for this project in 2024.
City of Prior Lake | 4646 Dakota Street SE | Prior Lake MN 55372
Item 5I
Page | 2
ALTERNATIVES:
1. Motion and second to adopt a resolution approving a work order with SEH for the sewer
lining project (CP 2021-14).
2. Motion and second to remove this item from the consent agenda for additional
discussion.
ATTACHMENTS:
1. Resolution - Approve Work Order for Sewer Lining Project (CP 2021-14)
2. 20230515 Lakeside Sewer Lining Program - WO SEH
4646 Dakota Street SE
Prior Lake, MN 55372
RESOLUTION 23-
A RESOLUTION APPROVING A WORK ORDER WITH SHORT ELLIOT HENDRICKSON,
INC. (SEH) FOR THE SEWER LINING PROJECT(CP 2021-14)
Motion By: Second By:
WHEREAS, the City is facing an increased need to address aging sanitary sewer
infrastructure in order to avoid a potential failure of the system; and
WHEREAS, the City has 3.5 miles of 40+ year old pipe in lakeside backyards where
traditional pipe replacement is not practical or feasible; and
WHEREAS, lining these pipes is less invasive than replacing and produces a result similar
to a new pipe with a 50+ year expected life; and
WHEREAS, Short Elliot Hendrickson, Inc. (SEH), a member of the City’s consultant pool,
has provided a proposal to prepare construction documents, bid administration,
construction administration and public engagement; and
WHEREAS, funding is available in the Sewer Utility Fund to cover the anticipated
expenditure of this proposal.
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 City Council approves a work order with SEH in an amount not to exceed $250,400 for
the sewer lining project (CP 2021-14).
3. The Sewer Utility Fund includes funding for this project.
Passed and adopted by the Prior Lake City Council this day of May 15, 2023.
VOTE Briggs Braid Burkart Churchill Lake
Aye
☐ ☐ ☐ ☐ ☐
Nay
☐ ☐ ☐ ☐ ☐
Abstain
☐ ☐ ☐ ☐ ☐
Absent
☐ ☐ ☐ ☐ ☐
______________________________
Jason Wedel, City Manager
Page 1 of 2
Public Works Consultant Pool Work Order
Lakeside Sewer Lining Project
SEH ENGINEERING
This work order (“Work Order”) is issued on this 15th day of May, 2023 by the City of Prior Lake
(“City”) pursuant to the Public Works Consultant Pool – Master Agreement dated April 6, 2020
(“Contract”) between the City and SEH Engineering (“Consultant”).
Based on the mutual promises and covenants set forth herein, the sufficiency of which are
hereby acknowledged, the City and Consultant agree as follows:
1. Scope of Work Order. Consultant agrees to provide, perform and complete all the services
requested by the City in this Work Order and attached Exhibit 1 (“Work”), which Work shall
be subject to the terms and conditions of this Work Order and the Contract.
2. Term of Work Order. All Work requested by this Work Order shall be completed in
accordance with the project schedule established by the City Engineer.
3. Compensation for Work Order. City agrees to pay the Consultant an hourly, not to exceed
sum of $250,400 as full and complete payment for the Work requested by this Work Order.
4. Consultant Representative. Consultant has designated David Hutton, PE, to manage the
Work Order subject to the supervision of Consultant’s representative.
ISSUED BY CITY OF PRIOR LAKE
___________________________________
Mayor
___________________________________
City Manager
RECEIVED AND ACCEPTED BY SEH
ENGINEERING
_____________________________________
Signature
____________________________________
Title
Page 2 of 2
Exhibit 1 – Scope of Work Order
Engineers | Architects | Planners | Scientists
Short Elliott Hendrickson Inc., 10650 Red Circle Drive, Suite 500, Minnetonka, MN 55343-9229
952.912.2600 | 800.734.6757 | 888.908.8166 fax | sehinc.com
SEH is 100% employee-owned | Affirmative Action–Equal Opportunity Employer
March 27, 2023 RE: City of Prior Lake, MN
Trunk Sanitary Sewer CIPP
Rehabilitation Project
SEH No. PRIOR 170895 10.03
Nick Monserud, PE
Assistant City Engineer
City of Prior Lake
4646 Dakota St. SE
Prior Lake, MN 55372-1714
Dear Nick:
Short Elliott Hendrickson Inc. (SEH®) appreciates the opportunity to submit this proposal for professional
engineering services to assist the City of Prior Lake in completing the final design and preparation of bid
documents and construction oversight for the Trunk Sanitary Sewer CIPP Rehabilitation project. This
project’s background, scope of work, fee, and schedule are outlined below.
BACKGROUND
In addition to preserving the integrity of its sanitary infrastructure, inflow and infiltration (I/I) reduction is a
priority to the City of Prior Lake (City). Reduction of I/I is necessary to relieve capacity restrictions and
excess spending within the City’s wastewater conveyance system. With these goals in mind, the City
retained SEH to complete a pipe condition assessment of various sizes and segments of sanitary sewer
pipe totaling 20,200 LF in 13 separate areas around Spring Lake, Upper Prior Lake, and Lower Prior
Lake. The assessment was completed in 2021 and a final Technical Memorandum was delivered to the
City on October 27, 2021. Based on the results of this assessment, the City has decided to move ahead
with a sanitary sewer rehabilitation project.
Due to the proximity to the lakes, the location of these sanitary sewer segments provides unique
challenges for rehabilitation, including high groundwater and easement access. As such, a trenchless
technology is an ideal method of rehabilitation, offering completely structural solutions, with minimal
disturbance to surrounding areas. The most likely solution for any pipe deficiencies would be Ultraviolet
(UV) Cured-in-Place-Pipe (CIPP) due to its small equipment footprint, ease of transportation to easement
areas, and overall environmental benefits for the lakes and adjacent homeowners.
SCOPE OF WORK
Our scope of services has been developed to ensure timely completion of this project. A detailed
breakdown of activities included in the following tasks can be found in the attached Task Hour Budget.
The following tasks and activities have been identified as follows:
Task #1 Project Management and Data Collection
We have included routine project management tasks with Prior Lake and SEH team members along with
phone calls or meetings as needed. We have assumed six formal meetings including an initial kickoff
meeting, milestone review meetings, a public involvement meeting, and an easement meeting. We are
Nick Monserud, PE
March 27, 2023
Page 2
assuming half of them are in person and the other half are virtual to minimize travel time. This task also
includes data collection, field visits and review of the CCTV footage collected in 2021.
Assumptions
1 year project duration – 6 months design and 6 months construction.
Two (2) days of field visits for PM and Grad Engineer to walk the alignment and take photos, plus
data summary. Includes mileage expenses.
Task #2 Preparation of Bid Documents
This task includes the following sub tasks.
a. Preparation of base maps and location drawings
b. Pipe and manhole data tabulations
c. Quantity calculations
d. Temporary conveyance plans
e. Final opinion of probable costs
f. Final plans including adequate review time with preliminary plans at approximately 90% and
again at final plans.
g. Preparation of technical specifications and project manual. We will be incorporating UV Cure
CIPP technical specifications into the project manual. It is assumed that the standard City of Prior
Lake front end documents will be used.
h. Final bid documents ready to be uploaded to QwestCDN for online bidding.
Assumptions
Plans will be prepared in GIS format.
No traffic control design included in the project. Traffic control will be the responsibility of the
Contractor.
No MPCA permit or other permits will be required.
Task 3 – Bidding Administration
This task includes putting the Ad for Bid in the local paper and Qwest, responding to bidder questions,
issuing any addenda, running the bid opening, preparing a bid tabulation, and supplying a bid
recommendation letter to the City. We propose online bidding using our SEH account for QwestCDN.
Because of the nature of the project, UV Cure, which is not yet widely used in Minnesota, we will perform
a thorough investigation of the qualifications and reference checks of the low bidder as part of our due
diligence and final recommendation. We do not anticipate attending the City Council meeting for award.
Task 4 – Construction Contract Administration Services
The construction phase consists of the following components:
a. Contract Administration – processing pay applications, change orders and close out documents.
b. Prepare agenda, attend, and run the in-person preconstruction meeting. Minutes will be
generated to all.
Nick Monserud, PE
March 27, 2023
Page 3
c. Reviewing all project submittals and confirming the meet the requirements of the UV Lining
specifications, including post lining test samples.
d. Ensure proper traffic control elements are used and maintained. Also ensure that all temporary
bypass systems are planned and installed properly and maintained during the life of the project.
e. Review pre- and post- CCTV footage. Pre-Lining CCTV review is needed to determine the lines
are cleaned and ready for lining. Post-lining CCTV review is needed to ensure the liner was
installed properly and that all service lines are re-instated properly.
f. Schedule and attend weekly construction meetings.
g. Final approvals and recommendation to close out the project.
Assumptions
For this task, we are assuming half time or 20 hours per week inspection time for our field representative,
which is standard on CIPP projects. Full time inspection is generally not needed. We are assuming 20
weeks of construction with four site visits per week by the field representative.
We have assumed submittals and shop drawing review will consist of 14 shop drawings at 3.5 hrs./shop
drawing.
We are also proposing 2 hours per property owner for one-on-one public engagement during the project
for our field representative to interact with property owners. Because there are approximately 200
properties adjacent to the 13 various project areas, we have included another 400 hours for the field
representative for this task and assumed the project manager would be involved in a portion of the
property owner discussions.
Task 5 – Right of Entry Documents
Based on our discussions with staff during the preparation of this proposal, it was determined that the City
would use their existing blanket Right of Entry form to gain access to the manholes, rather than generate
specific temporary easement documents. The contractor will need to use the side yards to bring their
equipment and materials to each manhole so all property owners adjacent to manholes will need to sign a
Right of Entry form.
There are approximately 62 Right of Entries needed. We are assuming 3 hours per parcel for meeting
individual property owners, and getting their signatures, along with travel expenses (i.e., mileage). We
will try and get as many signatures as possible at the neighborhood meeting in Task 6. We will use the
Scott County data base to develop a list of names and address to obtain easements. City staff may be
able to assist by providing additional information such as phone numbers or email addresses.
Assumptions
Utilize City Right of Entry Form.
City will obtain any permanent easements required to complete the Work.
City easement of 10 ft on both sides of sanitary sewer can be used for over-land temporary
conveyance piping.
Expenses include four (4) parcels completed per trip and 62 hard copies of ROE forms.
Task 6 – Public Engagement Plan
The following public engagement steps are proposed:
Nick Monserud, PE
March 27, 2023
Page 4
a. Send out 1 Homeowner Newsletter via mail during design alerting the public of the project and
inviting them to the first Neighborhood Meeting (during design).
b. Neighborhood Meeting during design – 1 open house for all properties to explain the project
goals, UV lining process, what to expect, FAQ, etc. It would be advantageous to have right of
entry forms available to obtain as many signatures as possible at this event.
c. Neighborhood Meeting during construction -1 open house for all properties intended to inform
homeowners of the construction project. Task includes meeting preparation and follow up. PM,
CSM, Grad Engineer attend.
d. Homeowner Newsletter during construction - 2 electronic newsletters prepared and sent to
homeowners via email with project construction schedule and updates.
e. Develop a project web site, hosted by SEH with a link on the City’s project page. SEH will
generate regular updates as the project progresses for the web site. Website to include project
schedule, project location map, relevant project updates, and PowerPoint presentation and voice
over describing project for those residents that were unable to attend the neighborhood meeting.
PROJECT TEAM
The team will be led by our Client Service Manager Dave Hutton, PE, Senior Project Engineer in our
Civil/Trenchless division. Dave is a hands-on Client Service Manager and will be providing quality
assurance and quality management during the project. The Project Manager is Amy Prok, PE, and she
will be your primary contact during the project. Technical support and detailed pipe evaluation services
will be provided by William Lueck, PE, Senior Project Engineer. Ryan Kibler is the design engineer and
field representative.
SCHEDULE
We are ready to begin work on the project immediately upon receiving a signed contract and notice to
proceed. We understand the City desires this work be constructed in 2024, therefore design should be
completed in 2023. In talking to industry contractors, it does appear industry wide a lot of work has been
contracted already for 2023 so it is good that the City is planning ahead one year. The City does want
time to provide adequate public engagement during design.
Our tentative schedule for this project is shown below:
April 2023 – City Council Authorization of SEH proposal and issues notice to proceed.
May – September 2023 – design period
July or August 2023 – Conduct public engagement meeting/open house.
October 2023 – Final plan edits based on City comments.
November 2023 – ready for bidding at City authorization.
This schedule can be modified and become more developed and specific as the project progresses.
COMPENSATION
Compensation is proposed to be the hourly cost of personnel plus reimbursable expenses including
equipment, reproductions, and mileage. Additional services beyond the tasks and estimated hours as
described can be negotiated or provided as extra work on an hourly basis.
Attached is a detailed Task Hour Budget itemizing our specific scope, tasks, and sub tasks along with
hours assigned to each respective team member. We propose an hourly not-to-exceed contract such that
you are only billed for those hours used. This is an estimate and the tasks associated with the Right of
Nick Monserud, PE
March 27, 2023
Page 5
Entry Documents and Public Engagement are quite large, so if these two tasks do not take as much
effort, the hours will not be used.
The total not-to-exceed fee is $250,400 which can be broken down as follows:
Task 1 Project Management and Data Collection $19,600
Task 2 Preparation of Bid Documents 34,000
Task 3 Bidding Administration 5,300
Task 4 Construction Contract Administrative Services 145,400
Task 5 Right of Entry Documents 30,500
Task 6 Public Engagement Plan __15,600
Total $250,400
We would not exceed this fee without prior authorization and if any out-of-scope activities arise, we will
notify you immediately to determine the proper course of action. You will receive monthly invoices
outlining the amount of fee expend per employee classification per task and the remaining budget.
We look forward to completing this project with the City. Please contact me with questions or comments
at 952.797.2329 or dhutton@sehinc.com.
Sincerely,
SHORT ELLIOTT HENDRICKSON INC.
David E. Hutton, PE (Lic. MN, ND, WI) Amy Prok, PE (Lic. MN)
Client Service Manager Project Manager
Enclosure: Task Hour Budget
\\sehinc.com\panzura\pzprojects\pt\p\prior\170895\1-genl\10-setup-cont\03-proposal\design proposal\attachment 1 proposal letter.docx
Prepared by: AEP
Reviewed by: WL
PM CSM Grad Eng.
Accounting
Rep
Ad min
Tech Expenses Total
1.1 12 4 6 22
1.2 4 4
1.3 16 16
1.4 16 20 36
1.5 8 8
1.6 12 8 12 32
2.1 10 4 100 114
2.2 28 10
2.3 26 8
2.4 620 26
2.5 4 8 12
2.6 63010 46
2.7 6412 4 26
3.1 2 1 1 4
3.2 3 1 8 12
3.3 1 1 2
3.4 2 1 3 6
3.5 22 4
Tabulation of Quantities
Attend Virtual Bid Opening
Recommendation letter and award
Date: March 27, 2023
Billing Title
Task #1 - Project Management and Data Collection
Field Visits
CCTV Review
Project Management
Prepare base plan views and location drawings
Task #2 - Preparation of Bid Documents
QA/QC review
Data Collection
Client Meetings
Project Name: 2023 Sanitary Sewer Lining Project
Client: City of Prior Lake
SEH Project No.
Detail Sheet Design
Opinion of Probable Cost
manual
Submit 90% draft plans to City for review and make
final edits.
Task #3 - Bidding Administration
Prepare Ad for Bid
Investigate the qualifications and references for low
bidder
Respond to bidder questions
Temporary Conveyance Design
Page 1 of 4
PM CSM Grad Eng.
Accounting
Rep
Ad min
Tech Expenses TotalBilling Title
4.1 10 2 12 24
4.2 42 6 12
4.3 850 58
4.4 430 34
4.5 80 400 480
4.6 10 400 410
4.7 430 34
5.1 30 2 186 218
30 2 186 N/A 218
$5,065.63 $548.96 $24,453.43 $417.88 $30,485.90
6.1 28 4 14
6.2 8410 6 28
6.3 8410 6 28
6.4 48 6 18
6.5 6416 26
26 12 44 18 N/A 100
$4,390.21 $3,293.74 $5,784.68 $1,962.58 $134.80 $15,566.01
40 16 56 6 N/A 118
$6,754.18 $4,391.65 $7,362.32 $708.22 $364.00 $19,580.38
36 8 184 14 N/A 242
$6,078.76 $2,195.83 $24,190.49 $1,526.45 $33,991.53
Pre-construction CCTV review
On Site Public Engagement
Task #4 - Construction Contract Administration Services
Contract Administration
Preconstruction Conference
Part time Construction Observation
Submittals, shop drawing review and approval
Task #5 - Right of Entry Documents
Prepare Right of Entry Documents
Task #1 - Project Management and Data Collection
Post-lining CCTV review
Task Hours Summary
Task Fee Summary
Task #6 - Public Engagement Plan
Neighborhood Meeting in Design
Task Hours Summary
Task Fee Summary
Task Hours Summary
Homeowner Engagement
Homeowner Newsletter during Construction
Neighborhood Meeting in Construction
Homeowner Newsletter during Design
Task Fee Summary
Task #2 - Preparation of Bid Documents
Task Fee Summary
Task Hours Summary
Page 2 of 4
PM CSM Grad Eng.
Accounting
Rep
Ad min
Tech Expenses TotalBilling Title
10 6 8 4 N/A 28
$1,688.54 $1,646.87 $1,051.76 $436.13 $500.00 $5,323.30
120 4 916 12 N/A 1,052
$20,262.53 $1,097.91 $120,426.59 $1,308.38 $2,314.00 $145,409.42
30 2 186 N/A 218
$5,065.63 $548.96 $24,453.43 $417.88 $30,485.90
26 12 44 18 N/A 100
$4,390.21 $3,293.74 $5,784.68 $1,962.58 $134.80 $15,566.01
262 48 1,394 6 48 N/A 1,758
$44,240 $13,175 $183,269 $708 $5,234 $3,731 $250,357
1.1
1.3
1.4
1.6
• Kickoff (virtual)
• 30% Review (virtual)
• 90% Review (virtual)
• Final Review (in person)
• Public involvement (in person)
• Easements (in person)
Task Fee Summary
Task #4 - Construction Contract Administration Services
Six (6) Meetings. Three (3) virtual and three (3) in person as follows. CSM attends kickoff, final review, public involvement, and easements.
Task Fee Summary
Task #6 - Public Engagement Plan
Task Hours Summary
Task Fee Summary
Project Summary
1 year project duration – 6 months design and 6 months construction. Conduct day-to-day Project Management of team, administration, coordination with
client, monthly scheduling, invoicing and general correspondence.
Record plans, GIS base mapping, City standards specifications, etc.
Two (2) days of field visits for PM and Grad Engineer to walk the alignment and take photos, plus data summary. Includes mileage expenses.
Project Hours Summary
Project Fee Summary
Assumptions
Task #5 - Right of Entry Documents
Task Hours Summary
Task Hours Summary
Task Fee Summary
Task #3 - Bidding Administration
Task Hours Summary
Page 3 of 4
2.1
3.1 Assumed $500 for ad for bid
3.1 Virtual bid opening
4.1 20 weeks of CA.
4.2 In person preconstruction meeting. PM, CSM, Grad Engineer attend. Includes preparation and meeting summary.
4.3 14 submittals, 3.5 hours per submittal, PM review time 30 mins/submittal
4.4 15 min/segment for 120 segments, PM review.
4.5 20 hrs/week for 20 weeks of construction. 4 site visits/week. 2 hrs/week PM
4.6 2 hrs/parcel for 200 parcels. PM involvement in 5% of parcels
4.7 15 min/segment for 120 segments, PM review
5.1
6.1
6.2
6.3
6.4
6.5
No traffic control design included in the project. Traffic control will be the responsibility of the Contractor
62 parcels with manholes for lining access. 3 hrs/parcel to prepare ROE document and coordinate with homeowner. Assumes use of City's Right of Entry
Form. Assumes City will obtain any permanent easements required to complete the Work. Assumes City easement of 10 ft on both sides of sanitary sewer
can be used for over-land temporary conveyance piping. Expenses include four (4) parcels completed per trip and 62 hard copies of ROE forms.
One (1) newsletter prepared and sent to homeowners via mail with invitation to Neighborhood Meeting. Includes time for gathering contact information via
county website.
One (1) in person neighborhood meeting intended to inform homeowners about project, including preparation and follow up. SEH to prepare form for
homeowners to provide contact information, including emails. PM, CSM, Grad Engineer attend.
One (1) in person meeting neighborhood meeting intended to inform homeowners of the construction project, including preparation and follow up. PM,
CSM, Grad Engineer attend.
Two (2) electronic newsletters prepared and sent to homeowners via email with project construction schedule and updates.
Website development and maintenance (link from City website to SEH project site). Website to include project schedule, project location map, relevant
project updates, and PowerPoint presentation and voice over describing project. Website development hours included under CSM.
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