HomeMy WebLinkAbout05(J) - Resolution Approving Work Order for the 2023 Lift Station Rehabilitation Project Report
ITEM: 5J
CITY COUNCIL AGENDA REPORT
MEETING DATE: May 15, 2023
PREPARED BY: Nick Monserud, Assistant Public Works Director
PRESENTED BY: Nick Monserud
AGENDA ITEM: Resolution Approving Work Order for the 2023 Lift Station
Rehabilitation Project
RECOMMENDED ACTION:
Adopt a resolution approving a work order with WSB for the 2023 lift station rehabilitation project.
BACKGROUND:
The city operates 41 sanitary lift stations that manage the wastewater conveyance into the Met
Council system for treatment at the Shakopee wastewater treatment plant. These lift stations are
inspected weekly, cleaned at least twice annually, and inspected annually by a contracted
professional in an effort to maximize the useful life of the components. The pumps and other
control components are recommended for rehabilitation every 15-20 years.
The Estate, Lords and 150th Street lifts stations are scheduled for rehabilitation in 2023. The
Estate lift station is 50 years old and was last rehabilitated in 2002. The Lords lift station is 47
years old and was last rehabilitated in 2003. The 150th Street lift station is 50 years old and was
last rehabilitated in 2003. The pumps have all exceeded their expected useful life, and the control
panels are outdated and need to be upgraded in order to continue providing the level of service
that is necessary for our system.
The following work is proposed at each site:
Estate
- Replacement of all lift station internals with the exception of pumps. Pumps to be
provided by City
- Replacement of concrete pads
- Replace control cabinet with new and continue use of existing generator, as
recommended by City’s integrator
- Assess if generator plug can accommodate future generator
- Integrate into city’s existing SCADA system
Lords
- Replacement of all lift station internals, including submersible pumps
- Replacement of all valves
- Site improvements required, including additional bollards
- Refurbish control panel interior control equipment, as recommended by City’s integrator
150th Street
- Full rehabilitation of all internals including submersible pump and VFD
- Replacement of concrete slabs with retaining wall
City of Prior Lake | 4646 Dakota Street SE | Prior Lake MN 55372
Item 5J
Page | 2
- Replace control cabinet with new, as recommended by City’s integrator
- Restoration of adjacent property required
- Investigate feasibility of directionally drilling new forcemain between adjacent properties
- Assumed that bypass pumping is needed
WSB (a member of the City’s consultant pool) has provided a scope and estimate for the design
and construction administration for the work described above. The scope of the work order
includes the following items:
• Design Services ($58,791)
• Bidding Services ($3,812)
• Construction Services ($50,720)
• Material Testing ($1,625)
• Total work order amount: $113,323
Staff has reviewed the proposal from WSB and believes it is reasonable and necessary for the
successful completion of the lift station updates. Therefore, staff recommends approving the work
order with WSB for the design and construction administration for this project.
FINANCIAL IMPACT:
Funding in the Sewer Utility Fund was budgeted in 2023 for the design and construction of the lift
station rehabilitation project.
ALTERNATIVES:
1. Motion and second to adopt a resolution approving a work order with WSB for the 2023
lift station rehabilitation project.
2. Motion and second to remove this item from the consent agenda for additional
discussion.
ATTACHMENTS:
1. Resolution - Approve Work Order for the 2023 Lift Station Rehabilitation Project
2. 20230515 LS Rehab - Estate, Lords, 150th - WO WSB
4646 Dakota Street SE
Prior Lake, MN 55372
RESOLUTION 23-
APPROVAL OF WORK ORDER FOR THE 2023 LIFT STATION REHABILITATION PROJECT
Motion By: Second By:
WHEREAS, the City operates 41 sanitary sewer lift stations which are generally
recommended for rehabilitation every 15-20 years; and
WHEREAS, the Estate lift station is 50 years old and was last rehabilitated in 2002; and
WHEREAS, the Lords lift station is 47 years old and was last rehabilitated in 2003; and
WHEREAS, the 150th Street lift station is 50 years old and was last rehabilitated in 2003;
and
WHEREAS, a significant amount of work is needed at these sites to upgrade the pumps
and components in order to continue providing the level of service that is
necessary in our system; and
WHEREAS, WSB (a member of the City’s consultant pool) has provided a scope and
estimate for the design and construction administration for the 2023 lift station
rehabilitation project; and
WHEREAS, funding has been budgeted in the Sewer Utility Fund to cover the anticipated
expenditure of this project.
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 WSB in an amount not to exceed $113,323 for
the design and construction administration of the 2023 lift station rehabilitation project.
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
Proposal for Professional Engineering for Design, Bidding, and Construction Services
Lift Stations Estate Avenue, Lords Street, and 150th Street Improvements
WSB & ASSOCIATES, INCORPORATED, dba WSB
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 20, 2020
(“Contract”) between the City and WSB & Associates, Incorporated, dba WSB (“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 sum with total
payment not to exceed $113,323 as full and complete payment for the Work requested by
this Work Order.
4. Consultant Representative. Consultant has designated Ray Theiler, 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 WSB &
ASSOCIATES, INC.
_____________________________________
Signature
____________________________________
Title
Page 2 of 2
Exhibit 1 – Scope of Work Order
1
7
8
E
9
T
H
S
T
R
E
E
T
|
S
U
I
T
E
2
0
0
|
S
A
I
N
T
P
A
U
L
,
M
N
|
5
5
1
0
1
|
6
5
1
.
2
8
6
.
8
4
5
0
|
W
S
B
E
N
G
.
C
O
M
April 24, 2023
Mr. Nick Monserud, PE
Assistant Public Works Director
City of Prior Lake
4646 Dakota Street SE
Prior Lake, MN 55372
Re: Proposal for Professional Engineering for
Design, Bidding, and Construction Services
Lift Stations Estate Avenue, Lords Street, and 150th Street Improvements
Dear Mr. Monserud,
We appreciate the opportunity to present this proposal to provide professional engineering
design, bidding, and construction services related to the proposed improvements of the Estate
Avenue, Lords Street, and 150th Street Lift Stations. The proposed scope of services presented
herein is based on a review of the sites and information received from the City.
The electrical engineering design services for the Estate Avenue, Lords Street, and 150th Street
Lift Stations improvements will be subcontracted to Design Tree. The proposed fees from Design
Tree design, bidding, and construction services are included with this proposal.
PROJECT UNDERSTANDING
Existing Estate Avenue Lift Station: The existing lift station is a submersible with precast
structure and two submersible pumps. The lift station was originally constructed in 2004 and is
one of the City’s critical lift stations that will require bypass pumping during the rehabilitation
project. The capacity of the existing lift station and pumping characteristics is assumed adequate
for future use. Flow records will be analyzed to verify that the existing pump capacity is adequate.
The following will need to be completed as a part of the rehabilitation of the Estate Avenue lift
station:
- Replacement of all lift station internals with the exception of pumps. Pumps to be
provided by City
- Replacement of concrete pads
- Replace control cabinet with new and continue use of existing generator, as
recommended by City’s integrator
- Assess if generator plug can accommodate future generator
- Integrate into city’s existing SCADA system
Existing Lord’s Street Lift Station: The existing lift station is a submersible with precast wet
well and valve vault structures. The lift station was originally constructed in 1977. Bypass
pumping plan will be required. The capacity of the existing lift station and pumping characteristics
is assumed adequate for future use. Flow records will be analyzed to verify that the existing pump
capacity is adequate. The following will be completed as a part of the rehabilitation of the Lord’s
Street lift station:
- Replacement of all lift station internals, including submersible pumps
- Replacement of all valves
Mr. Nick Monserud, PE
April 24, 2023
Page 2
- Site improvements required, including additional bollards
- Refurbish control panel interior control equipment, as recommended by City’s integrator
Existing 150th Street Lift Station: The existing lift station is a submersible simplex station
consisting of a wet well structure. The lift station was originally constructed in 1974 and serves a
small number of adjacent residential properties. The lift station is a backyard station, so
restoration is required. Bypass pumping plan will be required and additional coordination may be
required due to location. The capacity of the existing lift station and pumping characteristics is
assumed adequate for future use. Flow records will be analyzed to verify that the existing pump
capacity is adequate. The following will need to be completed as a part of the rehabilitation of the
150th Street lift station:
- Full rehabilitation of all internals including submersible pump and VFD
- Replacement of concrete slabs with retaining wall
- Replace control cabinet with new, as recommended by City’s integrator
- Restoration of adjacent property required
- Investigate feasibility of directionally drilling new forcemain between adjacent properties
- Assumed that bypass pumping is needed
Soil Analysis: Soil borings and geotechnical analysis may be required if new forcemain is
directionally drilled for the 150th Street lift station. If required WSB will coordinate with a
geotechnical consultant
Permitting and Approvals: We will work with the City to obtain necessary permits for project
construction. Permitting agencies are assumed to be limited to Metropolitan Council
Environmental Services (MCES), the Minnesota Pollution Control Agency (MPCA). However, we
do not expect that any permits will be requested by any of these agencies for the lift stations, as
the work at these lift stations is rehabilitation type work and should not require a permit.
SCOPE OF WORK
The project scope and proposed work plan is based on our understanding of the project,
discussions with City Staff, and experience on similar projects. We are proposing in coordination
of Design Tree for the electrical design of the project. The key components are discussed for
clarification in the following paragraphs.
Task 1.0 - Design Services
1.1 Field/Boundary Survey
WSB will perform a property boundary survey and field control survey and develop control
points to perform topographic survey of the project boundaries. The boundary survey will be
needed to determine the limits of the existing easements.
1.2 Plans
Using topographic and survey information, prepare base plans showing:
• Locations and elevations of all physical features.
• Existing right of way/easements and property lines.
• Prepare preliminary and one final design plans in a format required for regulatory
agency review, including the following:
o Removal plan
o Existing utilities (electric, gas, telephone, etc)
o Existing City systems (forcemain, sanitary sewer, water main, storm sewer)
Mr. Nick Monserud, PE
April 24, 2023
Page 3
o Civil engineering plan
o Process plan
o Electrical plan
o Instrumentation and control plan
o Erosion control plan
o Restoration/landscape plan, as needed
1.3 Specifications and Contract Documents
• Prepare contract documents and specifications.
• Prepare engineer’s estimate of construction costs
• Assumes the preparation of one project specification
Task 2.0 – Bidding Services
2.1 Bidding Administration
• Prepare advertisement for bids and submit to required publications.
• Answer bidder’s questions related to the lift station and issue addenda, if required.
• Attend bid opening, tabulate results.
• Prepare letter of recommendation to the City.
• Prepare notice of award and contract agreement and forward to contractor.
• Assumes all three lift station rehabilitations will be bid together, as one project.
Task 3.0 – Construction Services
3.1 Construction Administration
• Attend preconstruction conference.
• Coordinate progress meetings, as needed
• Prepare periodic payment request forms.
• Prepare change orders and other written directives as required.
• Review shop drawings, material list reports and all information on material to be used for
construction in accordance with the plans and specifications.
3.2 Construction Observation and Staking
• Perform construction observation and keep periodic records of the construction activities
of the contractor and utility companies.
• Prepare and file copies of reports on the construction activities.
• Provide daily construction administration.
• Provide construction staking.
• Upon substantial completion, prepare “punch list.”
• Prepare as-built drawings.
• Conduct warranty inspection.
• Material testing can be included
3.3 As-Built Drawings
• Obtain record information from field representatives.
• Prepare record drawings.
• Submit record drawings to City including electronic and hard copies.
4.0 Additional Services:
• Material testing
Mr. Nick Monserud, PE
April 24, 2023
Page 4
SCHEDULE
We are prepared to start immediately upon the City’s authorization and the project will be
completed within the following timeframe:
City Authorizes Proposal: May 2023
Surveying and Geotechnical Analysis: May - June 2023
Design and Construction Documents: June - July 2023
City Authorizes Advertising for Bidding: August 2023
Bid Opening: August 2023
City Council Authorizes Contract Award: September 2023
Construction: Fall 2023 – Summer 2024
ESTIMATED FEES
WSB’s proposed fees for the work summarized within this proposal have been detailed in the
table below. This proposal includes part-time construction observation based on the scope of the
construction work. WSB can provide additional construction observation hours for an additional
fee, if requested by the City during construction. The fees will be billed based on an hourly, not-
to-exceed basis.
Task Estimated Fees
1.0 Design Services $58,791
2.0 Bidding Services $3,812
3.0 Construction Services $50,720
4.0 Material Testing $1,625
Total Estimated Fees $113,323
This letter represents our entire understanding of the project scope. If you are in agreement,
please sign on the space provided and return one original signed copy to us for our records. We
will start immediately upon receipt of the signed agreement.
If you have any questions concerning the work plan or fee as discussed herein, please feel free to
contact me at 612-360-3163. We look forward to working with you and greatly appreciate the
opportunity to assist you and your staff in the completion of this project.
Sincerely,
WSB & Associates, Inc.
Ray Theiler, PE
Project Manager
Mr. Nick Monserud, PE
April 24, 2023
Page 5
ACCEPTED BY:
City of Prior Lake, Minnesota
By
Its
Date
cc: Monica Heil, PE
Steve Nelson, PE
dte-ls.com Toll Free: 888-216-1916 CIVIL MECHANICAL STRUCTURAL ELECTRICAL LAND SURVEYING
March 14, 2023
Ray Theiler
WSB
RE: Prior Lake 2023 Lift Station Improvements – DTE Proposal
Dear Mr. Theiler,
Thank you for the invitation to propose our Professional Engineering services for this lift stations improvement
project in Prior Lake, MN. We have reviewed the documentation and emails you had sent over regarding
this project. It is our understanding this project will consist of improvements to three separate lift stations,
Estate Avenue, Lords Street Lift Station and 150th Street Lift Station.
Estate Avenue:
· Replace control cabinet with new.
· Integrate into City’s existing SCADA system.
· Use existing generator.
Lords Street Lift Station
· Refurbish the control panel interior control equipment.
150th Street Lift Station
· Replace control cabinet with new.
Fees for Proposed Services
Design Tree Engineering will provide engineering services as listed below for the lump sum fee:
Professional Engineering Services
Electrical Fee: $17,000
Proposed Scope of Engineering Services
Design Services:
1. Attendance at virtual design meetings.
2. Site visit to review the existing sites and document existing systems conditions and locations.
3. Provide progress submittals for Owner review and project team coordination as requested.
4. Provide signed Construction Documents (drawings and specifications) for the use of permitting and
construction.
5. Responding to the reviewing authorities’ comments to receive the necessary approvals from governing
agencies.
6. Power Distribution Design Services to include:
a) Coordinate the electrical feed points for the project areas.
b) Coordinate with the electric utility as required via telephone or email contact.
c) Coordinate space needs of the new equipment.
d) Electrical load calculations.
e) Design of standby (generator) power system and/or connections.
f) Coordinate connections and circuits to tie into the prepackaged building system and their
controls.
7. SCADA Control Design Services to include:
a) Review Owner’s standards for control systems with the Owner and Owner’s preferred control
system integrator.
DTE PROPOSAL
Prior Lake 2023 Lift Station Improvements – DTE Proposal
Page 2 of 3
b) Review of Owner’s existing SCADA master and PC HMI screens for the lift station and metering
stations.
c) Design of control panel and details.
d) Control description for the control panels describing required programming.
e) Telemetry system to communicate with Owner’s existing system.
f) Identify modifications needed at Owner’s master control panel, telemetry equipment, PC software
and other equipment needed to integrate new equipment into existing SCADA system.
Bidding Administration:
1. Respond to Contractor questions via email or telephone.
2. Prepare and assist with Addenda, if required, during the bidding period.
Assumptions
1. Owner will provide cutsheets and photos of the existing Daybreak Food flow metering station and
equipment.
2. Existing SCADA equipment will be reused. SCADA equipment will not be modified under this project,
except for the sites where programming modifications would be required to integrate the new sites into
the SCADA system.
3. New utility services will be established at each facility. Coordinating tie-ins at existing buildings to feed
these sites will not be required. Nor will having to feed existing buildings from the new services.
4. Fiber optic cabling or other technology services to the building will be coordinated by Owner.
5. Site lighting, site signage and site pedestals are not part of this project.
Supplemental Services
For the purposes of this proposal, Supplemental Services is defined as any service authorized by the Client
and is to be performed by the Consultant which is not included in the above scope. The Client will be
billed the additional design fee as agreed upon when the additional service is approved. Such
supplemental services include, but not limited to:
1. Technology systems, other than the scope mentioned above.
2. Changes to the luminaire selections which require revisions to layouts and/or photometric model.
3. Equipment life cycle cost comparisons.
4. Arc Flash Hazard Study for the electrical distribution equipment.
5. Design of or incorporating emergency power systems such as a generator or UPS system.
6. Design services to feed the new buildings from an existing service.
7. Attendance at technology system discussion meetings.
8. Design of or incorporating renewable energy sources, such as wind or solar power systems.
9. Making revisions in Drawings, Specifications, or other documents when such revisions are:
a) Inconsistent with approvals or instructions previously given, including revisions made necessary by
adjustments in the Client’s program or Project budget.
b) Required by the enactment or revisions of codes, laws or regulations after the preparation of such
documents.
c) Due to changes because of Client or Owner failure to render decisions or deliver information in a
timely manner.
10. Significant revisions to the project after 50% design has been completed.
11. Restarting work on project after direction has been issued to pause or cease work for a period of
30days or more.
12. Incorporation of alternates which require additional design or redesign.
13. Engineer’s opinions of probable construction costs or construction cost estimates.
14. Attendance at meetings in excess to what is identified in the above scope.
DTE PROPOSAL
Prior Lake 2023 Lift Station Improvements – DTE Proposal
Page 3 of 3
15. Revisions to drawings due to value engineering after the signed documents have been issued.
16. Review of submittals which Contractor was required to resubmit more than once.
17. Payment of permits, City, County or other fees needed for governing authority reviews and/or the
construction of the proposed project.
18. Modification to systems or other additional work required to identify and resolve conflicts due to
incorrect installation or use of materials by others.
19. Services after bids have been received.
Reimbursable Expenses
Costs which are incurred while performing the services of the project, such as mileage or traveling
expenses, are included in the proposed fee(s).
Thank you for giving us the opportunity to work with you on this project. If you have any questions or see a
need for modifying the above services, please feel free to contact our office. When you find this proposal
is acceptable, please sign and date the space below and return to our office.
Sincerely,
DESIGN TREE ENGINEERING & LAND SURVEYING
Aaron R. Mueller
Principal / Electrical Team Leader
Phone: 763-270-6313
Email: arm@DTE-LS.com
Acceptance of Proposal:
The total proposed fee amount of $17,000 is accepted and I hereby authorize Design Tree Engineering to
proceed with the proposed work contained in this proposal.
Signature
Title Date
WSB Project #