HomeMy WebLinkAbout#23 - Well #6 Preliminary Design STAFF REPORT
DATE: September 20, 2022
CONSENT
AGENDA ITEM: Authorize Topographic and Boundary Survey, and Preliminary Design for Production Well No. 6 SUBMITTED BY: Jack Griffin, City Engineer REVIEWED BY: Kristina Handt, City Administrator Marty Powers, Public Works Director Chad Isakson, Assistant City Engineer
ISSUE BEFORE COUNCIL: Should the City Council authorize a topographic and boundary survey, and preliminary design for site acquisition for Production Well No. 6? BACKGROUND: The City’s Capital Improvement Plan identifies the site acquisition for Production Well No. 6 to be completed in 2023, with the Production Well being constructed in 2024, and the Pumphouse/Connecting Watermain being constructed and available for use in 2025. The City of Lake Elmo has been working with the MN-DNR and MPCA to identify acceptable well site(s) for the City’s future water supply wells. PROPOSAL DETAILS/ANALYSIS: To initiate the improvements, the City Engineer has developed a scope of work for the preliminary design for Production Well No. 6, which includes site investigation and evaluation for two potential well sites located at 5825 Kelvin Avenue and at 5435 Keats Avenue. The work specifically includes a topographic survey, boundary survey and floodplain determination for both sites, followed by the preparation of a preliminary site plan for the proposed well. Hydraulic Water System
Modeling will be performed to analyze distribution system main sizing required to convey water from the new well location, and impacts to the existing distribution system piping with the addition of the new well.
City staff will continue negotiations for acquisition with each property owner and a preferred site will be selected by staff based on site availability and feasibility. Plans and Specifications will be prepared for the construction of a test well for the preferred site. The Test Well shall be constructed for the purpose of testing
and confirming the adequate production capacity and drinking water quality for the proposed production well location. The scope of work shall also include services to identify requirements related to the location of a monitoring well that the DNR is requiring from the City together with Production Well No. 6, and identification of site options for the monitoring well. FISCAL IMPACT: $43,500. If authorized, SEH, Inc. will initiate the topographic survey and preliminary design services in a not to exceed amount of $43,500. All costs will be paid through the Water Enterprise Fund as a Capital Water
System Improvement Project. RECOMMENDATION: Staff is recommending that the City Council authorize SEH, Inc. to complete
the topographic and boundary survey, and preliminary design services for Production Well No. 6. The recommended motion for this action is as follows:
“Move to authorize SEH, Inc. to complete the Topographic and Boundary Survey, and Preliminary
Design for Production Well No. 6 as outlined in the attached Task Order No. 21.”
ATTACHMENTS: 1. SEH, Inc. Task Order No. 21. Production Well No. 6 Preliminary Design.
TASK ORDER NO. 21 – PRODUCTION WELL NO. 6 – PRELIMINARY DESIGN Page 1 of 5
TASK ORDER No. 21
CITY OF LAKE ELMO, MINNESOTA – SHORT ELLIOT HENDRICKSON, INC.
PROFESSIONAL CONSULTING SERVICES AGREEMENT
In accordance with ARTICLE 1 of the Master AGREEMENT between the City of Lake Elmo (“CITY”) and
Short Elliot Hendrickson, Inc. (SEH) (“CONSULTANT”), dated August 13, 2014 (“AGREEMENT”), the
CONSULTANT agrees to provide Professional Consulting Support Services as follows:
PRODUCTION WELL NO. 6 PRELIMINARY DESIGN
PROJECT OVERVIEW: The Project includes Preliminary Design Engineering Services for Production
Well No. 6. Professional services will include a topographic survey, boundary survey and preliminary
site plan design for the purpose of establishing the well site and working with state agencies to
approve the well location. A sketch and description of the necessary property to own and operate a
municipal well will be prepared for purposes of acquiring the property. Site planning work will include
wetland delineation and floodplain determination in the area of the proposed well, as necessary.
Hydraulic water system modeling will be completed to analyze the distribution system main sizing
required to convey water from the new well, and impacts to the existing distribution system piping
with the addition of the new well.
The city has identified two properties for further site evaluation and potential acquisition. One is
located at 5825 Kelvin Avenue and the other at 5435 Keats Avenue. The scope of services shall
include site investigations for both properties. Test Well plans and specifications shall be prepared to
allow the City to obtain quotes and award a contract to a licensed well contractor for a preferred site
to be selected by the City. The Test Well shall be constructed for the purpose of testing and
confirming the adequate production capacity and drinking water quality for the proposed production
well location.
The scope of work shall also include services to identify requirements and potential locations for a
DNR required monitoring well that will need to be constructed concurrently with Well No. 6,
including a site plan/sketch and description of the proposed well site that may be used for the
purpose of site acquisition.
PROJECT OBJECTIVES:
1. Determine suitability of the proposed well site for construction of a new production well at
two potential sites.
2. Determine adequacy and impacts to the distribution system by the introduction of the new
high capacity well(s), and potential required distribution system improvements.
3. Determine production capacity and water quality of a potential well at the City preferred site.
4. Identify monitoring well requirements and potential site locations to satisfy the DNR
appropriations permit.
5. Provide a sketch and description of the future well site(s) for the city to use in acquiring the
property.
TASK ORDER NO. 21 – PRODUCTION WELL NO. 6 – PRELIMINARY DESIGN Page 2 of 5
SERVICES TO BE PROVIDED BY CONSULTANT: SEH, Inc. will provide the following Professional
Consulting Services:
1. Project Management throughout the course of the work including general project
coordination, monitoring of project status, communication with City staff, and monthly
invoicing. SEH’s Project Manager will manage staffing, project schedule and budget, and
communicate project status regularly with the City. Project Management will include the
submittal of a weekly progress memo and job to date budget form.
2. Site Evaluation:
a. Project Kick‐off meeting with City staff (virtual).
b. Site visit to each site to verify and review existing conditions.
c. Topographic Survey of existing conditions within project limits for the purposes of
preparing site plan for two potential sites.
d. Boundary survey of two potential well sites.
e. Conduct private utility locate request for each of the two potential sites, and identify
location of the utilities on the plans.
f. Review of survey and private utility data to verify each site is adequate for placing a
municipal well.
g. Identify availability of required electrical power and gas service to each of the two
potential sites.
h. Identify monitoring well requirements and potential site locations.
i. Site plan preparation for each of the two potential sites.
j. Work with City Staff to develop a preliminary estimated project budget for the test
well, monitoring well, and future production well and pumphouse facility.
3. Hydraulic Water System Modeling:
a. Perform hydraulic modeling to analyze distribution system main sizing required to
convey water from the new well, and impacts to the existing distribution system piping
with the addition of the new well.
b. Prepare and submit a Hydraulic Modeling Memorandum summarizing key findings and
recommendations of the hydraulic modeling effort.
4. Design phase services, including preparation of Plans, Specifications, and Contract Documents
to obtain quotes from licensed well contractors:
a. Prepare plans and specifications for a test well to obtain contractor quotes or bids.
b. Provide 90% plans and specifications for City review.
c. Revise and prepare final plans and specifications based on City comments.
d. Prepare Opinion of Probable Cost based on the plans.
TASK ORDER NO. 21 – PRODUCTION WELL NO. 6 – PRELIMINARY DESIGN Page 3 of 5
e. Identify permits required to complete the proposed work. Design shall incorporate
measures to meet compliance requirements for all permits necessary.
f. Prepare and submit any necessary permit applications for approval.
g. Prepare a sketch and description for the future well site for the city to use in acquiring
the property.
DELIVERABLES:
Boundary and topographic survey of the property with review to verify site is adequate
for placing a municipal well. Sketch and description of each site.
Preliminary proposed site plan for a municipal well at each of the two potential sites.
Hydraulic Modeling Memorandum.
90% Plans and Specifications in Electronic (PDF) and Hard Copy formats for City review.
Final Plans in Electronic (PDF) and Hard Copy formats (2 half size).
Specifications in electronic and hard copy formats (1 copy for the City and the
appropriate number for contracts and required permits).
Engineer’s opinion of probable cost.
Identification of anticipated conflicts with private utilities and utility extension needs
to operate a future facility on the site.
Identification of monitoring well requirements and potential sites.
5. Bidding Phase Services (or quoting process) for the test well
a. Submit “Advertisement for Bids” to Stillwater Gazette and Quest CDN, or prepare
Request for Quotes for issuance to Contractors.
b. Distribute plans and specifications as requested by bidders.
c. Maintain planholder list.
a. Respond to bidders’ questions and issue addenda as necessary.
b. Tabulate bid in electronic format.
c. Prepare contract award recommendation letter.
6. Construction Phase Services.
a. Prepare agenda and lead preconstruction meeting.
b. Construction Administration.
c. Periodic Construction Observation.
d. Coordinate and provide construction staking.
e. Provide review of shop drawings and make recommendations regarding acceptability
of submittals.
f. Respond to requests for information sent by Contractor.
g. Issue Change Orders if needed.
TASK ORDER NO. 21 – PRODUCTION WELL NO. 6 – PRELIMINARY DESIGN Page 4 of 5
h. Provide final inspection of the work and make recommendations regarding both
substantial completion and final completion.
i. Warranty inspections.
j. Prepare and submit record drawings in electronic format based upon staking
information and information provided by the contractor and city.
DELIVERABLES:
Preconstruction meeting Agenda and Meeting Minutes.
Construction observation daily logs/notes.
Shop Drawing review comments and approvals.
Responses to RFI’s.
Change Order review and issuance if needed.
Substantial Completion inspection and certification, and Punchlist preparation.
Final Completion inspection and certification.
Record Drawings in electronic format (AutoCAD, GIS Shape File(s), and PDF) and hard
copy format (1 full size and three half‐size).
Report summarizing the monitoring results and suitability of site for construction and
operation of Production Well No. 6.
CITIES RESPONSIBILITIES: The City (or its consultants) will provide the following:
Coordination with the public and conduct public meetings.
Presentation(s) to the City Council.
Property/easement negotiations and acquisition.
Pay all permit and plan review fees for agencies as required for review and approval of Project
components.
Review of 90% plans and specifications.
TIMES FOR RENDERING SERVICES: CONSULTANT shall perform its services and provide deliverables
in accordance with the following schedule:
1. September 20, 2022 Council approves selection of Engineering Firm.
2. September 27, 2022 Project kick‐off meeting.
3. October 18, 2022 Preliminary Site Plan for Each Site.
4. November 8, 2022 Approve Plans and Specifications for Test Well.
5. December 6, 2022 Award Contract for Test Well
TASK ORDER NO. 21 – PRODUCTION WELL NO. 6 – PRELIMINARY DESIGN Page 5 of 5
CITY’S REPRESENTATIVE AND CONTRACT ADMINISTRATION: The CITY’s representative with respect
to services rendered by CONSULTANT under this TASK ORDER shall be the City Engineer. Project
correspondence must be addressed to:
Jack Griffin, P.E., City Engineer
City of Lake Elmo
3800 Laverne Avenue North
Lake Elmo, MN 55042
651.300.4264
Email: Jack.griffin@focusengineeringinc.com
COMPENSATION: Compensation to CONSULTANT for Project Management and preliminary design
work for the Old Village Phase 7: Street and Utility Improvements shall be on an hourly rate basis in a
not to exceed amount of $43,500. Invoices shall be submitted once each month and should be sent to
the attention of the City Engineer.
Payment for Services shall be in accordance with ARTICLE 3.2 of the Master AGREEMENT.
ADDITIONAL SERVICES: If authorized by the City, CONSULTANT shall furnish or obtain from others
Additional Services which are not considered under this Task Order. Such services shall be
compensated for on an Hourly Rate basis in an amount approved by the City prior to any services
being started or as otherwise mutually agreed. The City is not obligated to compensate CONSULTANT
for services completed outside the approved scope of work which are completed prior to
CONSULTANT submitting a written request to the City, and receiving written approval of the City.
ATTACHMENTS: The following documents are attached for reference:
1. CONSULTANT’S Proposal to the CITY dated September 15, 2022.
APPROVAL AND ACCEPTANCE: Approval and Acceptance of this Task Order, including the
attachment(s) listed above, shall incorporate this document as part of the AGREEMENT.
CONSULTANT is authorized to begin performance of services upon receipt of a copy of this Task Order
signed by CITY.
The Effective Date of this Task Order is September 20, 2022.
SHORT ELLIOT HENDRICKSON, INC. CITY OF LAKE ELMO, MINNESOTA
By _________________________________ By _________________________________
(Authorized Principal of the Firm) City Administrator
City of Lake Elmo - Proposal for Production Well No. 6 Preliminary Design
SHORT ELLIOTT HENDRICKSON: PROJECT WORK PLAN PROJECT NAME: Production Well No. 6 Preliminary Design SEH PROJECT NUMBER: LAKMO P-169396 CLIENT: CITY OF LAKE ELMO CLIENT CONTACT: Jack Griffin
PROJECT MANAGER: Richard Parr
TOTAL HOURS 312 44 3 77 42 30 8 7 11 7 20 12 15 15 21
Task DESCRIPTION OF TASK Richard Parr Chad Katzenberger Simon McCormick Ryan Hanson Kurt Karnes Melanie Niday Scott Haupt Adam Bona Jeff Ledin Jeff Thene Theo Brown Greg Tvedt Two Person Survey Crew Anjie Hanson
Project Mgr.Sr Engineer Project Engineer Staff Engineer Lead Tech Sr Scientist Sr Engineer Lead Tech QA/QC RPR RLS Survey Crew Chief Assistant Admin.
1 PROJECT MANAGEMENT $5,346.00 $5,300
Weekly progress memo and JTD budget form (16 wk)$1,600.00 $1,600.00 8 4
Internal Design Coordination Meetings (1/2hr, 2x/month)$2,121.00 $2,121.00 4 4 4 1 2
Monthly Invoicing $800.00 $800.00 4 2
QA/QC $825.00 $825.00 5
2 DESIGN PHASE SERVICES $24,260.00 $1,328.00 $25,600
Project Kick-off meeting $1,190.00 $1,190.00 1 2 2 1 2
Site visits to review existing conditions $514.00 $62.00 $576.00 2 2
Topographic and Boundary Surveys $4,716.00 $966.00 $5,682.00 4 12 12 12
Private utilities locate/coordination $556.00 $556.00 1 3
Electric and Gas service evaluations $556.00 $556.00 1 3
Monitoring well requirements and locations $792.00 $792.00 2 2 2
Site plan preparation $3,238.00 $3,238.00 2 2 12 2 4
Hydraulic Modeling of Distribution System $2,638.00 $2,638.00 2 20
Preliminary estimated budget $957.00 $957.00 1 4 2
90% Plans & Specs $4,985.00 $100.00 $5,085.00 2 1 12 8 10 2 2
Final Plans & Specs $1,468.00 $200.00 $1,668.00 1 4 2 2 1 1
Opinion of Probable Cost $886.00 $886.00 2 4
Permit requirements and applications $1,027.00 $1,027.00 1 4 2 1
Sketch and site description for property acquisition $737.00 $737.00 1 2 2
3 BIDDING PHASE SERVICES $2,845.00 $250.00 $3,100
Advertisement for Bids $444.00 $444.00 1 1 2
Distribute Plans & Specs $418.00 $250.00 $668.00 2 2
Maintain Planholder List $140.00 $140.00 2
Respond to Bidder questions/Issue Addenda $1,165.00 $1,165.00 2 4 1 2
Bid Tab and Recommendation Letter $678.00 $678.00 2 2 1
3 CONSTRUCTION PHASE SERVICES $9,299.00 $192.00 $9,500
Preconstruction Meeting $737.00 $31.00 $768.00 1 2 2
Periodic construction observation $2,352.00 $2,352.00 16
Construction staking $609.00 $99.00 $708.00 3 3
Shop Drawing review $678.00 $678.00 2 2 1
RFI review and response $956.00 $956.00 2 4 1
Change Order review and issuance $886.00 $886.00 2 4
Substantial Completion inspection and Punchlist $721.00 $31.00 $752.00 1 4
Final Completion inspection and certification.$443.00 $31.00 $474.00 1 2
Record Drawings $1,031.00 $1,031.00 1 2 4
Test Well Reporting $886.00 $886.00 2 2 2
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Total:$43,500
Expenses TotalLabor Total Task Total
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