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HomeMy WebLinkAbout05(D) - Resolution Approving a Work Order for a Joint Water Study with the Shakopee Mdewakanton Sioux Community Report ITEM: 5D CITY COUNCIL AGENDA REPORT MEETING DATE: August 12, 2026 PREPARED BY: Christine Watson, Public Works Supervisor – Administration PRESENTED BY: Nick Monserud, Public Works Director/City Engineer AGENDA ITEM: Resolution Approving a Work Order for a Joint Water Study with the Shakopee Mdewakanton Sioux Community RECOMMENDED ACTION: Adopt a resolution approving a work order for a joint water study with the Shakopee Mdewakanton Sioux Community. BACKGROUND: Bolton & Menk, Inc. (BMI), a member of the City’s consultant pool, has submitted a proposal to complete a joint water study for the City of Prior Lake and the Shakopee Mdewakanton Sioux Community (SMSC). BMI has previously completed analysis of both the SMSC water system and the Prior Lake water system independently, and completed a joint water system report for both communities. The plan for this study is to update the previous joint water study and plan for continued service with the SMSC supplying treated water to Prior Lake and future SMSC developments. BMI also runs the existing steady-state water models for both SMSC and Prior Lake and they will utilize these models to determine future watermains and looping of each system, and run the models to confirm any potential issues between both communities. A key part of the study will be to determine options for additional ground water sources for the SMSC south water treatment plant (WTP). Additional ground water sources are needed to maximize the output of the SMSC south WTP. Moreover, with significant growth planned in SMSC’s southwest growth area and Prior Lake’s northwest growth area, well-planned coordination between the communities will result in efficient water system planning and sharing of water resources where possible, including the review of water supply wells, water production, water distribution mains and interconnections, and water storage needs. This portion of the study will highlight the individual needs of each community and summarize the benefits of a joint system including shared looped distribution mains and water storage infrastructure. The purpose of this Joint Water System Study is to forecast and plan for the next 20 years of major water system needs to be coordinated between the communities, including a summary capital improvement plan for implementing projects to coincide with continued growth and increasing water demands. The BMI proposal in the amount of $57,000 includes the following deliverables by the end of this calendar year: • Data collection and analysis • Water modeling • Water system study draft report • Final report and presentation City of Prior Lake | 4646 Dakota Street SE | Prior Lake MN 55372 Item 5D Page | 2 FINANCIAL IMPACT: The City of Prior Lake and the SMSC will share the cost of this water system study ($28,500 from the SMSC and $28,500 from the city). There is sufficient funding in the Water Utility Fund (604- 49400.00-53100.20) to cover the City’s cost of this work order. ALTERNATIVES: 1. Motion and second as part of the consent agenda to adopt a resolution approving a work order for a joint water study with the Shakopee Mdewakanton Sioux Community. 2. Motion and second to remove this item from the consent agenda for further discussion. ATTACHMENTS: 1. Resolution 2. Work Order with Proposal 4646 Dakota Street SE Prior Lake, MN 55372 RESOLUTION 26- A RESOLUTION APPROVING A WORK ORDER FOR A JOINT WATER STUDY WITH THE SHAKOPEE MDEWAKANTON SIOUX COMMUNITY Motion By: Second By: WHEREAS, the City of Prior Lake shares a water system with the Shakopee Mdewakanton Sioux Community (SMSC) that provides treated water to both communities; and WHEREAS, Bolton & Menk, Inc. (BMI), a member of the City’s consultant pool, has submitted a proposal in the amount of $57,000 to complete a joint water study for the City of Prior Lake and the SMSC; and WHEREAS, the study will update the previous joint water study completed by BMI and plan for continued service with the SMSC providing treated water to Prior Lake and future SMSC developments; and WHEREAS, the study will forecast and plan for the next 20 years of major water system needs to be coordinated between the communities, including a summary capital improvement plan for implementing projects to coincide with continued growth and increasing water demands; and WHEREAS, the City and the SMSC will share the cost of this study ($28,500 coming from each agency), and sufficient funding exists in the Water Utility Fund to cover the City’s portion of the cost. 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 with Bolton & Menk, Inc. in the amount of $28,500 to complete the joint water study for the City of Prior Lake and the Shakopee Mdewakanton Sioux Community. 3. The cost of this work order will be paid from the Water Utility Fund (604-49400.00- 53100.20). th Passed and adopted by the Prior Lake City Council this 12 day of August 2026. VOTE Briggs Braid Churchill Lake Hellier Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ ______________________________ Jason Wedel, City Manager Page 1 of 2 Public Works Consultant Pool Work Order Joint Water Study with the Shakopee Mdewakanton Sioux Community BOLTON & MENK This work order (“Work Order”) is issued on this 12th day of August, 2026 by the City of Prior Lake (“City”) pursuant to the Public Works Consultant Pool – Master Agreement dated April 20, 2020 and as amended February 25, 2025 (“Contract”) between the City and Bolton & Menk (“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 by December 31, 2026. 3.Compensation for Work Order. City agrees to pay the Consultant an amount not to exceed $28,500 as full and complete payment for the Work requested by this Work Order. 4.Consultant Representative. Consultant has designated Aaron Schmidt, 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 BOLTON & MENK, INC. _____________________________________ Signature ____________________________________ Title Page 2 of 2 Exhibit 1 – Scope of Work Order H:\SMSC\25X139051000\0_Utility Extension & Infrastructure Planning Project\A_Project Management\SMSC PL Joint Water Study\2026-07-16_SMSC Prior Lake Joint Water System Study Letter REV 1.docx 12224 Nicollet Avenue Burnsville, MN 55337 Phone: (952) 890-0509 Bolton-Menk.com VIA EMAIL July 16, 2026 RE: Mr. Steve Albrecht, P.E., SMSC Operations Administrator Mr. Nick Monserud, P.E., Prior Lake City Engineer Joint Water System Study SMSC and Prior Lake, Minnesota Dear Mr. Albrecht and Mr. Monserud, Bolton & Menk, Inc. is pleased to submit this scope of work letter for professional engineering services to complete a Joint Water System Study for the SMSC and the City of Prior Lake. This letter outlines our understanding of the project and the proposed scope of services for completing the work and is based on our joint coordination meeting discussion on April 20, 2026 hosted by the City of Prior Lake. I. Project Understanding Bolton & Menk, Inc. previously completed analysis of both the SMSC water system and the Prior Lake Water System independently and completed a joint water system report for both communities. The plan for this study is to update the previous joint water study and plan for continued service of SMSC sending iron and manganese treated water to Prior Lake and to future SMSC developments. Bolton & Menk also runs the existing steady-state water models for both SMSC and Prior Lake, and we will utilize these models to determine future watermains and looping of each system and run the models to confirm any potential issues between both communities. A key part of the study will be to determine options for additional water sources for the SMSC South WTP. Additional water sources are needed to maximize the output of the SMSC South WTP. Moreover, with significant growth planned in SMSC’s Southwest growth area and Prior Lake’s Northwest growth area, well planned coordination between the communities will result in efficient water system planning and sharing of water resources where possible including the review of water supply wells, water production, water distribution mains and interconnects, and water storage needs. This portion of the study will highlight the individual needs of each community and summarize the benefits of a joint system including shared looped distribution mains and water storage infrastructure. The purpose of this Joint Water System Study is to forecast and plan for the next 20 years of major water system needs to be coordinated between the communities, including a summary capital improvements plan (CIP) for implementing projects to coincide with continued growth and increasing water demands. EXHBIT 1 Joint Water System Study July 16, 2026 Page 2 H:\SMSC\25X139051000\0_Utility Extension & Infrastructure Planning Project\A_Project Management\SMSC PL Joint Water Study\2026-07-16_SMSC Prior Lake Joint Water System Study Letter REV 1.docx II. Scope of Services The scope for this study includes professional engineering services for completing the Joint Water System Study as described herein. It is anticipated this study will take approximately four (4) months to complete. The proposed scope of services includes the following major tasks: Task 1 – Data Collection and Analysis A kick-off meeting will be held with key members of our project team and SMSC and Prior Lake City staff. This meeting provides an opportunity for the project team members to review scoping items, discuss scheduling and milestones, and collect data on the existing system. From past work, Bolton & Menk has retained extensive data and information on SMSC’s and the City of Prior Lake’s water system infrastructure. However, additional information needed may include (but not limited to): Recent pumping and well drawdown records, DNR water appropriation reports, and water sales records broken down by user classification and connections. Recent hydrant testing results and water billing records for updating and calibrating the water distribution modeling software. Recent water quality testing data of the raw and finished water. Historical and projected population trends and number of households or equivalent residential units (ERU’s) and associated existing and future land use plans. Maintenance/service records and operating logs of the existing wells, treatment plants, and water storage tanks. Annual budget information for the water system (past three years), including operation and maintenance expenses, personnel expenses, chemical usage, existing debt service expenses, and all other budgeted items related to the water system. Task 2 – Water Modeling Bolton & Menk holds the water distribution models for both SMSC and Prior Lake. The existing model is considered a “static” steady-state model, as it provides a snapshot of the water system using fixed inputs to determine steady outputs. This is useful in evaluating preliminary siting locations for infrastructure but is limited in its ability to capture the full extent of system dynamics and behavior under variable conditions for the pre- and post-project improvements. The existing static water model will be updated to incorporate water system changes and associated GIS mapping updates. Once the existing conditions are established, the model will be calibrated using recent hydrant testing results provided by SMSC/Prior Lake. The calibrated model can then be Joint Water System Study July 16, 2026 Page 3 H:\SMSC\25X139051000\0_Utility Extension & Infrastructure Planning Project\A_Project Management\SMSC PL Joint Water Study\2026-07-16_SMSC Prior Lake Joint Water System Study Letter REV 1.docx used to evaluate preliminary siting for the proposed infrastructure improvements and watermain extensions. The scope does not include upgrading to a “dynamic” model that can perform extended period simulation (EPS) of the water system. A dynamic model is more robust in comparison to the existing static steady-state model. This type of model allows for extended simulations of the system to evaluate operational and control setpoints, water age and quality, impacts of diurnal demand, transient water hammer analysis, and other system vulnerabilities. This requires rebuilding the model to input operational inventory and setpoints, dynamic pump curves, detailed customer usage data, and other pertinent data. We would also recommend deploying hydrant pressure recorders (HPR) to get continuous pressure data at various points in the distribution system, which allows for a more detailed calibration of the existing system. Upon request from either SMSC or Prior Lake, Bolton & Menk can provide an additional scope and fee for performing this additional modeling work to create a dynamic model. Task 3 – Water System Study Draft Report Bolton & Menk will complete and provide a draft report of the Joint Water System Study for initial review by SMSC and Prior Lake staff. The findings of Tasks 1 and 2 will be utilized and incorporated into the report. The report will include the following major components: Executive Summary Section 1 – Introduction Section 2 – Land Use and Population Projections Section 3 – Water Demand Projections Section 4 – Existing System and Facilities Evaluation Section 6 – Proposed Water System Improvements and Cost Evaluation Section 7 – Capital Improvements Plan (CIP) and Implementation Section 8 – Conclusions Task 4 – Final Report and Presentation Following initial review by SMSC and Prior Lake staff, the Joint Water System Study draft report will be updated. Upon additional review and comments by SMSC and the City, the report will be finalized and distributed to both SMSC and Prior Lake. The report will be provided in both electronic (PDF) and hard copies, as requested. III. Estimated Fees Bolton & Menk has calculated the time and effort required to complete the Water System Study and proposes the following estimated hourly total fee of $57,000. The fees represent approximately 310 total hours of engineering and technical time for performing the scope of services. Joint Water System Study July 16, 2026 Page 4 H:\SMSC\25X139051000\0_Utility Extension & Infrastructure Planning Project\A_Project Management\SMSC PL Joint Water Study\2026-07-16_SMSC Prior Lake Joint Water System Study Letter REV 1.docx IV. Schedule The following table summarizes the tentative schedule for completing the proposed scope of services. DESCRIPTION SCHEDULE (APPROX.) Task 1 to 4 – Joint Water System Study & Modeling Updates August – December 2026 Thank you for the opportunity to support this important joint water system study for your communities. We look forward to starting the work upon authorization. Please contact me if you have any questions about this study. Respectfully Submitted, Bolton & Menk, Inc. Aaron J. Schmidt, P.E. Municipal Project Manager | Principal Cc: Seth Peterson, P.E., Bolton & Menk Water/Wastewater Senior Project Manager | Senior Principal