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Home My WebLink About9C - Resolution Accepting Bids for Well No. 10 MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 CITY COUNCIL AGENDA REPORT AUGUST 21, 2006 9C STEVE ALBRECHT, DIRECTOR OF PUBLIC WORKS CONSIDER APPROVAL OF A RESOLUTION ACCEPTING BIDS AND AWARDING THE CITY'S STANDARDIZED CONTRACT FOR WELL NO. 10 PUMP TEST MONITORING WELLS Introduction The purpose of this agenda item is for the City Council to accept the bids and award a contract for construction of monitoring wells needed for the Well No. 10 Pump Test. 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 No. 8 and 9. Wells No. 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. The DNR and Barr are recommending that the City construct five monitoring wells for use in the test and for future monitoring of the groundwater on the west side of Prior Lake. www.cityofpriorlake.com Phone 952.447.4230 / Fax 952.447.4245 Current Circumstances The City Council authorized advertisement for bids for the Well NO.1 0 Pump Test on July 17, 2006. On August 11, 2006, the City received the following bids: Contractor Traut Wells Bid Amount $163,270.00 The other plan holders for the project were Thein Well and Boart. Both of these companies have their monitoring well equipment tied up through the end of the year. There are only three or four companies that complete this type of work in the Twin Cities. City staff has reviewed the bid price received with our consultant Barr Engineering and they feel that re-bidding will not result in more bids or better prices unless we delay the pumping test for a year. That would most likely result in more bids, but because of material costs, specifically steel, they can not guarantee any cost savings. The bid includes eight test wells. A minimum of five are needed for the pump test. The additional three wells will only be needed if the required aquifer is not present at the first five locations. This means that the costs for the City could be as low as $111,000.00 if only the five wells are needed. Based on the bids received, staff is recommending award of the City's Standardized Contract in an amount not to exceed $163,270.00 to the lowest responsible bidder. City staff will be completing the clearing and grubbing and construction of the temporary driveway access to the site. Staff estimates that it will cost $3,500.00 for materials needed to complete this work. ISSUES: These monitoring wells should be constructed prior to the construction of Well No. 10 which is needed by February of 2007 for the pump test. 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. The wells are expected to be permanent. To date the City Council has approved contracts for Well NO.1 0 totaling $151,000.00. The monitoring well contract will bring that total to $317,500.00 which is well within the projected CIP budget for Well NO.1 O. 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 any 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 accepting bids and awarding the City's Standardized Contract for construction of the Well No. 10 Pump Test Monitoring Wells. 2. Table this agenda item for a specific reason. 3. Deny this agenda item for a specific reason and provide staff with direction. RECOMMENDED MOTION: Staff recommends alternative number 1. UI Reviewed by: FVI , City Manager ?,/).~:s~'<: ~;e,~,c;.(~~'\L".ig.2 '; ~ r. ~,,. ./,:~<s ~' _ ~PRJ~ co~ 16200 Eagle Creek Avenue S.E. t:l ~ Prior Lake, MN 55372-1714 \ ~ rr ) RESOLUTION 06-xx ~NNES~ CONSIDER APPROVAL OF A RESOLUTION ACCEPTING BIDS AND AWARDING THE CITY'S STANDARDIZED CONTRACT FOR WELL NO. 10 PUMP TEST MONITORING WELLS Motion By: Second By: WHEREAS, The City Council approved the pump test for Well No. 10 on January 17, 2006; and WHEREAS, The City Council approved preparation of plans and specifications for Well No. 10 on June 26, 2006; and WHERAS, The City Council approved advertisement for bids for the monitoring wells on July 17, 2006; and WHEREAS, The monitoring wells are necessary for construction of Well No. 10 and completion of the pump test; and WHEREAS, The City received bids on August 11, 2006. The results are as follows: I Contractor I Traut Wells Bid Amount $163,270.00 Based on the bids received City staff recommends award of the City's Standardized Contract to Traut Wells Inc., the lowest responsible bidder in the amount of $163,270.00. WHEREAS, Funding for this project is available in the trunk reserve fund. 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 City's Standardized Contract for Construction of the Well No. 10 Pump Test Monitoring Wells in the amount not to exceed $163,270.00 with Traut Wells, Inc. 3. City Staff is authorized to expend up to $3,500.00 for materials associated with clearing and grubbing and construction of the temporary driveway access to the well site. 4. Funding for this project shall come from the Trunk Reserve Fund. PASSED AND ADOPTED THIS 21st DAY OF AUGUST, 2006. YES NO Haugen Dornbush I Erickson I LeMair I Millar Haugen Dornbush Erickson LeMair Millar Frank Boyles, City Manager //",~5sjt;ypf0'~lake.com Phone 952.447.4230 / Fax 952.447.4245