HomeMy WebLinkAbout05(D) - Resolution Approving Work Order for Engineering Services for the 2026 Lift Station Rehabilitation Report
ITEM: 5D
CITY COUNCIL AGENDA REPORT
MEETING DATE: November 25, 2025
PREPARED BY: Christine Watson, Public Works Supervisor-Administration
PRESENTED BY: Nick Monserud, Public Works Director/City Engineer
AGENDA ITEM: Resolution Approving Work Order for Engineering Services for the
2026 Lift Station Rehabilitation Project (2026-09)
RECOMMENDED ACTION:
Adopt a resolution approving a work order with AE2S for engineering services for the 2026 Lift
Station Rehabilitation Project (2026-09).
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 Spring Lake and Raymond lift stations are scheduled for rehabilitation in 2026. Both lift
stations were last rehabilitated in 2004. The pumps at both sites have exceeded their expected
replacement interval, and the control panels are outdated and need to be upgraded in order to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.
AE2S, a member of the City’s consultant pool, has provided a proposal for engineering services
for this project. The engineering services include the following items:
• Design services ($44,460)
• Bidding services ($10,700)
• Construction services ($46,415)
• Surveying ($16,665)
• Materials testing ($6,000)
• Total work order amount: $124,240
Staff have reviewed the proposal from AE2S and believe it is reasonable and necessary for the
successful completion of the lift station rehabilitation project. Therefore, staff recommend
approving the work order with AE2S in the amount of $124,240 for the engineering services for
this project.
FINANCIAL IMPACT:
The 2026 CIP includes $720,000 for lift station rehabilitation, which includes the engineering
services described in this work order. The work order amount is 18% of the estimated total project
cost.
Both lift stations are located within Spring Lake Township. Under the orderly annexation
agreement with the Township, the properties within Areas 24.1 and 24.2 were permitted to remain
City of Prior Lake | 4646 Dakota Street SE | Prior Lake MN 55372
Item 5D
Page | 2
in Spring Lake Township in perpetuity, despite being connected to municipal sanitary sewer and
water services. The City continues to bill these properties for sanitary sewer and water services
at rates that include a 20% surcharge above the City’s fee schedule. The revenue collected is
deposited into the City’s enterprise funds and will be used to support this project.
ALTERNATIVES:
1. Motion and second as part of the consent agenda to adopt a resolution approving a work
order with AE2S for engineering services for the 2026 Lift Station Rehabilitation (2026-
09).
2. Motion and second to remove this item from the consent agenda for additional
discussion.
ATTACHMENTS:
1. Resolution
2. Work Order
4646 Dakota Street SE
Prior Lake, MN 55372
RESOLUTION 24-
A RESOLUTION APPROVING A WORK ORDER FOR ENGINEERING SERVICES FOR THE
2026 LIFT STATION REHABILITATION PROJECT (2026-09)
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 Spring Lake and Raymond lift stations were both last rehabilitated in 2004
and are scheduled for rehabilitation in 2026 and; and
WHEREAS, a significant amount of work is needed to upgrade the pumps and components
in order to continue providing the level of service that is necessary in our
system; and
WHEREAS, AE2S, a member of the City’s consultant pool, has provided a proposal in the
amount of $124,240 for engineering services for this project; and
WHEREAS, the 2026 CIP includes $720,000 for lift station rehabilitation, which includes
the engineering services covered by this work order.
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 AE2S in the amount of $124,240 for the
engineering services for the 2026 Lift Station Rehabilitation Project (2026-09).
3. The 2026 CIP includes sufficient funding for this project.
Passed and adopted by the Prior Lake City Council this day of November 25, 2025.
VOTE Briggs Braid Churchill Lake Hellier
Aye
☐ ☐ ☐ ☐ ☐
Nay
☐ ☐ ☐ ☐ ☐
Abstain
☐ ☐ ☐ ☐ ☐
Absent
☐ ☐ ☐ ☐ ☐
______________________________
Jason Wedel, City Manager
Public Works Consultant Pool Work Order
2026 Lift Station Rehabilitation Project (2026-09)
AE2S
This work order (“Work Order”) is issued on this 25th day of November, 2025 by the City of Prior
Lake (“City”) pursuant to the Public Works Consultant Pool – Master Agreement dated May 8,
2020 (“Contract”) between the City and AE2S Advanced Engineering & Environmental Services
(“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 a fixed sum of $124,240
as full and complete payment for the Work requested by this Work Order.
4. Consultant Representative. Consultant has designated Ursinio Puga, 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 AE2S
_____________________________________
Signature
____________________________________
Title
Exhibit 1 – Scope of Work
November 3, 2025
Mr. Nick Monserud, PE
Public Works Director / City Engineer
City of Prior Lake
17073 Adelmann St. SE
Prior Lake, MN 55372
Re: 2026 Sanitary Sewer Lift Station Rehabilitation Proposal
City of Prior Lake, MN
Dear Mr. Monserud:
Thank you for the opportunity to submit this proposal to provide professional engineering
services related to the rehabilitation of the Spring Lake and Raymond sanitary sewer lift stations.
We are recommending proceeding the following general scope of services and associated fee
proposal based upon the information provided to the AE2S project team during a site visit
completed on October 14, 2025.
Project Understanding
The City of Prior Lake (City) owns and operates forty-one (41) sanitary sewer lift stations that
manage the wastewater conveyance into the Metropolitan Council Environmental Services (MCES)
system. The Spring Lake and Raymond lift stations were constructed in 2004 and have not been
rehabilitated. Considering that sanitary sewer equipment has a typical life-span of 20 to 25 years,
the City’s Capital Improvement Plan identified these two (2) lift stations for rehabilitation in 2026.
Three (3) representatives of the AE2S project team met on site with City staff on October 14, 2025,
to understand the City’s desired rehabilitation scope. It is understood that the City will fund this
project using the City’s CIP budget. As such, no special funding requirement such as prevailing
wage, American Iron and Steel (AIS) requirements, Build America, Buy America (BABA)
requirements, etc. will apply.
Data Request Items
A preliminary data request was submitted to Phil Ryan, Public Works Supervisor with the City, on
October 14, 2025, and responses were provided on October 20, 2025. At this time, we believe the
information provided is sufficient to proceed with the next phase of the project. However, the
contents of the data request may need to be refined as the engineering analysis begins. It is
assumed that City staff will provide available data in a timely manner to meet the project’s
timeline.
EXHIBIT 1
City of Prior Lake
2026 Sanitary Sewer Lift Station Rehabilitation Proposal
Page 2 of 8
Project Approach – Spring Lake Lift Station
The existing lift station is a dual pump submersible with a circular pre-cast wet well and valve
vault. City staff has indicated that the capacity of the existing pumps is adequate and thus upsizing
is not needed as part of the rehabilitation project. The following scope of work was identified for
this lift station:
- Replacement of all internal wet well and valve vault components including pumps, base
elbows, pipes, valves, guide rails, etc. Bid documents will be prepared such that the new
submersible pumps will be pre-procured by the City and installed by the Contractor.
Pumps shall be operated in a lead-lag fashion and will be controlled with level transducers
with one high level backup float.
- Install a new emergency bypass connection in the valve vault with camlock cap.
- Replacement of external piping used to convey wastewater from the wet well to the valve
vault. All new piping shall be DIP and match the existing diameters. New link seals will be
used to seal the annular space between the pipe and the existing wet well and valve vault
openings.
- Replacement of drain line and valve from the valve vault to the wet well. A duck bill check
valve will be installed at the end of the drain line in the wet well. The existing lift station
has a gate valve that can be used to isolate this line. This gate valve will be removed from
the drain line, and a new one will not be installed.
- Study options to address infiltration/inflow (I/I) on the wet well. Present options to the
City and aid City staff in making a decision. I/I on the valve vault does not appear to be a
concern.
- Replacement of the top slab for the wet well and valve vault. New hatches shall be
specified with orange safety grating and recessed padlock.
- Bid documents will include a bid alternate to coat the existing wet well and valve vault to
aid in corrosion protection.
- The existing pole will stay on site. AE2S will investigate the cost of adding an LED light for
discussion with City staff. If an LED light is added, the light will be operated using an on/off
switch that will be located inside of the control panel.
- AE2S assumes that the City standard panel will be designed and provided by City’s
integrator which shall require minimum coordination with AE2S electrical staff.
- Repaint existing bollards safety yellow.
- Replacement of concrete pad around the lift station.
City of Prior Lake
2026 Sanitary Sewer Lift Station Rehabilitation Proposal
Page 3 of 8
- Bid documents shall be prepared such that the Contractor will include in their bid a full
restoration of the roads’ width. Upon assessing potential damage caused by the
Contractor during construction, a decision will be made by City staff to replace all of
portions of the road in conjunction with Spring Lake Township.
- Bid documents shall be prepared such that the Contractor will restore the site with grass
and/or hydroseeding. City will plant screening land scaping as needed.
- Replacement of the existing control panel with a new one. Bid documents shall be
prepared such that the new control panel will be pre-procured by the City through their
existing integrator (Total Control Systems). AE2S’ scope does not include budget to design
the new control panel. It is understood that the City’s integrator will design the control
panel, and coordinate with the Contractor and the City for proper start-up and integration
services.
Project Approach – Raymond Lift Station
The existing lift station is a dual pump submersible with a circular pre-cast wet well and valve
vault. City staff has indicated that the capacity of the existing pumps is adequate and thus upsizing
is not needed as part of the rehabilitation project. The following scope of work was identified for
this lift station:
- Replacement of all internal wet well and valve vault components including pumps, base
elbows, pipes, valves, guide rails, etc. Bid documents will be prepared such that the new
submersible pumps will be pre-procured by the City and installed by the Contractor.
Pumps shall be operated in a lead-lag fashion and will be controlled with level transducers
with one high level backup float.
- Install a new emergency bypass connection in the valve vault with camlock cap.
- Replacement of external piping used to convey wastewater from the wet well to the valve
vault. All new piping shall be DIP and match the existing diameters. New link seals will be
used to seal the annular space between the pipe and the existing wet well and valve vault
openings.
- Replacement of drain line and valve from the valve vault to the wet well. A duck bill check
valve will be installed at the end of the drain line in the wet well. The existing lift station
has a gate valve that can be used to isolate this line. This gate valve will be removed from
the drain line, and a new one will not be installed.
- Study options to address I/I on the valve vault. Present options to the City and aid City
staff in making a decision. I/I on the wet well does not appear to be a concern.
City of Prior Lake
2026 Sanitary Sewer Lift Station Rehabilitation Proposal
Page 4 of 8
- Replacement of the top slab for the wet well and valve vault. New hatches shall be
specified with orange safety grating and recessed padlock.
- Bid documents will include a bid alternate to coat the existing wet well and valve vault to
aid in corrosion protection.
- Bid document shall be prepared to include a bid alternate to furnish and install a new pole
with LED light. Similar to the Spring Lake pole and LED light, the light will be operated
using an on/off switch that will be located inside of the control panel.
- AE2S assumes that the City standard panel will be designed and provided by City’s
integrator which shall require minimum coordination with AE2S electrical staff.
- Repaint existing bollards safety yellow.
- Replacement of concrete pad around the lift station.
- Bid documents shall be prepared such that the Contractor will include in their bid a full
restoration of the roads’ width. Upon assessing potential damage caused by the
Contractor during construction, a decision will be made by City staff to replace all o f
portions of the road in conjunction with Spring Lake Township.
- Bid documents shall be prepared such that the Contractor will restore the site with grass
and/or hydroseeding. City will plant screening landscaping as needed.
- Replacement of the existing control panel with a new one. Bid documents shall be
prepared such that the new control panel will be pre-procured by the City through their
existing integrator (Total Control Systems). AE2S’ scope does not include budget to design
the new control panel. It is understood that the City’s integrator will design the control
panel, and coordinate with the Contractor and the City for proper start-up and integration
services.
Scope of Work
- Design Phase Services:
o Project Meetings:
▪ Kick-off Meeting: Coordinate, prepare for, and lead one (1) 1-hr long
project kick-off meeting attended by the City and the project team. Kick-
off meeting will be in-person. Meeting materials will include developing a
meeting agenda, preparing meeting minutes summarizing the discussion
items, and distributing minutes with meeting attendees.
▪ Preliminary Design Deliverable Review Meeting: Coordinate, prepare for,
and lead one (1) 1-hr long preliminary design deliverable review meeting
attended by the City and the project team. Design deliverable review
City of Prior Lake
2026 Sanitary Sewer Lift Station Rehabilitation Proposal
Page 5 of 8
meetings will be virtual only. Meeting materials will include developing a
meeting agenda, preparing meeting minutes summarizing the discussion
and decisions, and distributing minutes with meeting attendees.
▪ Final Design Deliverable Review Meeting: Coordinate, prepare for, and lead
one (1) 1-hr long final design deliverable review meeting attended by the
City and the project team. Design deliverable review meetings will be virtual
only. Meeting materials will include developing a meeting agenda,
preparing meeting minutes summarizing the discussion and decisions, and
distributing minutes with meeting attendees.
o Project Management:
▪ Provide project management for Engineer and subconsultants.
▪ Coordinate meetings with City and other stakeholders.
▪ Lead internal and external quality assurance (QA) and quality control (QC)
efforts.
▪ Maintain internal Earned Value Management (EVM) system and provide
updates to City regarding project budget and tracking.
▪ Develop a project organization chart, BIM/CAD standards, and other
relevant project documents.
▪ Coordinate development of plans and specifications with all project
disciplines.
▪ Coordinate topographic surveys to gather data required for design.
▪ Review and submit monthly invoices to the City.
o Design:
▪ Complete preliminary engineering and final engineering design and
preparation of preliminary and final construction documents associated
with the rehabilitation improvements identified in this proposal.
o Surveying:
▪ Provide surveying services to complete one (1) property boundary and
topographic survey for each lift station site. Assumes one (1) trip to the
site.
o Deliverables:
▪ Meeting minutes.
▪ Preliminary Design Engineering:
• Preliminary Drawings.
• Preliminary Specifications Table of Contents. City staff approved
the use of AE2S front end documents for the specification
preparation.
• Preliminary Cost Estimate.
▪ Final Design Engineering:
City of Prior Lake
2026 Sanitary Sewer Lift Station Rehabilitation Proposal
Page 6 of 8
• Final Set of Drawings.
• Final Specifications. City staff approved the use of AE2S front end
documents for the specification preparation.
• Final Cost Estimate.
- Bidding Phase Services:
o Prepare one (1) bid package for both lift stations.
o Prepare and publish advertisement for bids in accordance with applicable State
laws pertaining to competitive bids on QuestCDN. City to publish advertisement
for bids on local newspaper(s). Newspaper publishing fees not included in AE2S’
fee and assumed to be paid for by the City.
o Administer advertisements for bids on QuestCDN.
o Receive and respond to questions from plan holders.
o Determine the acceptability of “or equals” and substitute materials and equipment
proposed by bidders.
o Issue bid addenda to clarify, correct, or change the issued documents.
o Coordinate, prepare for, and host a virtual bid opening.
o Check bids for errors and omissions.
o Tabulate all bids and provide tabulation to City.
o Consult with City as to the qualifications of bidders.
o Provide a letter of recommendation for awarding the bid.
o Assemble Construction Contract Documents for the Work for execution by City and
Contractor.
o Prepare and issue Notice of Award.
o Prepare and issue Notice to Proceed.
o Deliverables:
▪ Meeting minutes.
▪ Conformed to bid plans and specifications with addenda incorporated.
▪ Bid tabulation.
▪ Letter of recommendation for awarding the bid.
▪ Construction Contract Documents.
- Construction Phase Services:
o Project Meetings:
▪ Pre-Construction Meeting: Coordinate, prepare for, and lead one (1) 1-hr
long project kick-off meeting attended by the City, Contractor, and the
project team. Pre-construction meeting will be in-person. Meeting
materials will include developing a meeting agenda, preparing meeting
City of Prior Lake
2026 Sanitary Sewer Lift Station Rehabilitation Proposal
Page 7 of 8
minutes summarizing the discussion items, and distributing minutes with
meeting attendees.
▪ Coordinate progress meetings as needed based on the Contractor’s
progress.
o Provide construction administration to support the project.
o Review shop drawings and other submittals and communicate required revisions
in writing in a timely manner.
o Provide initial construction phase surveying limited to construction staking of the
project’s control points. Limit to one (1) site visit per lift station.
o Revise plans as needed during construction.
o Solicit proposals from third party agencies, on behalf of the City, for conducting
special inspections and material testing in accordance with local building codes
and project specifications. An estimated budget is included in AE2S’ fee to
complete this task by a third party.
o Provide clarifications to construction documents for contractors and respond in
writing to RFIs.
o Provide part-time on-site construction observation for key construction events
when construction is occurring at the site; except for times agreed to by City when
activities at the site are minimal and deemed not to necessitate on-site
management.
o Prepare change orders and other written directives as required.
o Maintain construction records (reports and photos) throughout construction.
o Assist City staff with processing partial and final payment applications.
o Perform substantial and final inspection and develop/manage punch list for
required corrective work.
o Collect O&M Manuals.
o Prepare and submit record drawings in an approved electronic format within two
(2) months of construction completion.
Schedule
The schedule shown below assumes AE2S receives the City’s authorization to proceed by
November 14, 2025.
- City Authorizes Proposal: November 2025
- Surveying: November 2025
- Preliminary Design Phase Deliverable: January 2025
- Final Design Phase Deliverable: February 2025
- City Authorizes Advertisement for Bid: February/March 2025
- Bid Opening: March/April 2025
City of Prior Lake
2026 Sanitary Sewer Lift Station Rehabilitation Proposal
Page 8 of 8
- City Authorizes Contract Award: April/May 2025
- Construction: July – October 2025
Fee Proposal Estimate
AE2S will complete the proposed scope of services outlined above for an hourly, not-to-exceed,
fee of $124,240. This fee is summarized in the table below.
Task No. Task Name Estimated Fee
1 Design $44,460
2 Bidding $10,700
3 Construction $46,415
4 Surveying $16,665
5 Materials Testing $6,000(1)
Total Estimated Fee $124,240
(1) Assumed based on prior recent projects. Cost adjustment may be
required pending receiving official quotes from Third-Party
agencies to complete construction materials testing.
We appreciate the opportunity to assist the City of Prior Lake with this work and look forward to
collaborating with you on this effort. If you have any questions or comments regarding our
proposed services or if you need additional information, please do not hesitate to contact me at
(763)-204-5303.
Sincerely,
AE2S
Ursinio Puga, PE (MN)
Project Manager