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Home My WebLink About#14 - Well 2 PFAS Treatment Task Order STAFF REPORT DATE: August 20, 2024 CONSENT AGENDA ITEM: Approve Task Order Amendment #1 for Well#2 PFAS Treatment Project SUBMITTED BY: Jack Griffin, City Engineer REVIEWED BY: Nicole Miller, City Administrator Clarissa Hadler, Finance Director Marty Powers, Public Works Director Chad Isakson, Assistant City Engineer ISSUE BEFORE COUNCIL: Should the City Council approve Amendment #1 to the Stantec Task Order for the Well 2 PFAS Treatment Project, to continue the design and construction phase services? BACKGROUND: On February 20, 2024 the City Council approved the preliminary findings and recommendations to proceed with design phase engineering for an Anion Exchange (IX) Treatment facility for Well 2 using paired 8‐ft diameter and 15‐ft tall steel pressure vessels. More recently the MPCA approved Amendment #1 to the Grant Amendment for this Project to allow for the design and construction phase services to proceed while the full project grant application is reviewed and evaluated for MPCA grant approval. PROPOSAL DETAILS/ANALYSIS: Amendment #1 to the Stantec Task Order for the Well 2 PFAS Treatment Plant Project has been prepared for council authorization to increase the authorized engineering services budget in an amount not to exceed $45,000. The authorized amount has been established to coincide with the increased Grant Amounts. FISCAL IMPACT: None. All services authorized for this Project remain within the MPCA Grant Fund Amount and subsequent amendments, in the not to exceed amount of $108,000. The Grant is set to expire on June 30, 2025. RECOMMENDATION: Staff is recommending that the City Council approve, as part of the Consent Agenda, an engineering budget increase for Stantec to continue the design and construction services for the Well 2 PFAS Treatment Plant Project, by approving Amendment #1 to Stantec Task Order No. 4 to increase the budget in an amount not to exceed $45,000. If removed from the consent agenda, The recommended motion is as follows: “Move to approve Amendment #1 to Stantec Task Order No. 4 to increase the engineering services budget in the not to exceed amount of $45,000, for the Well 2 PFAS Treatment Project.” ATTACHMENTS: 1. Stantec Task Order No. 4, Amendment #1 for Well 2 PFAS Treatment. TASK ORDER No. 4 – Well #2 PFAS Treatment – Amendment #1 Page 1 of 2 TASK ORDER No. 4 – A1 CITY OF LAKE ELMO, MINNESOTA ‐ STANTEC CONSULTING SERVICES INC. PROFESSIONAL ENGINEERING SERVICES AGREEMENT In accordance with ARTICLE 1 of the Master AGREEMENT between the City of Lake Elmo (“CITY”) and Stantec Consulting Services Inc. (“ENGINEER”), dated May 1, 2012 (“AGREEMENT”), the ENGINEER agrees to provide Professional Engineering Support Services as follows: WELL 2 PFAS TREATMENT – AMENDMENT #1 PROJECT OVERVIEW/PROFESSIONAL ENGINEERING SERVICES: Task Order No. 4: The Well 2 PFAS Treatment Task Order 4 was authorized for Professional Engineering Services to evaluate the status and potential uses for Well 2, due to the new EPA standards for PFAS and the current PFAS levels found in the well. The Professional Services were retained to evaluate the feasibility for providing PFAS treatment, for temporary and/or permanent use by the CITY, in order to continue the full production use of Well 2 until a permanent replacement source is online. Amendment #1: Task Order No. 4 Amendment #1 provides a partial engineering services budget increase to proceed with design and construction phase services to initiate the Well 2 PFAS Treatment Plant Project in accordance with the Engineering Technical Memorandum approved by the City Council and dated March 15, 2024. The budget increase is limited by the MPCA Grant Authorization amounts. CITY RESPONSIBILITIES: The CITY (or its consultants) will provide the following: 1. Meet with ENGINEER on a periodic basis to discuss the work in progress. 2. Assist with property access for field survey and site review. 3. Provide information on the existing water infrastructure as needed, including water demands and water quality testing. TIMES FOR RENDERING SERVICES: The work to be completed under this Task Order is considered urgent due to the CITY’s need to increase its firm water supply capacity and restore Well 2 to full capacity operation. All work shall be completed in accordance with the attached milestone schedule and the Well 2 PFAS water treatment plant substantial completion shall be May 30, 2025, contingent upon equipment availability and MPCA fully funding the Project by October 15, 2024. CITY’S REPRESENTATIVE AND CONTRACT ADMINISTRATION: The CITY’s representative with respect to services rendered by ENGINEER 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 TASK ORDER No. 4 – Well #2 PFAS Treatment – Amendment #1 Page 2 of 2 COMPENSATION: ENGINEER proposes to complete the Services as outlined in this letter on an hourly rate basis together with reimbursable expenses in a not to exceed amounts as follows: TASK ORDER NO. 4 Original TO#4 (Feasibility/Evaluation Services) $13,300 Amendment #1 (Initiate Design and Construction Services) $45,000 TOTAL SERVICES AUTHORIZED $58,300 Payment for Services shall be in accordance with ARTICLE 3.2 of the Master AGREEMENT. Invoices should be sent once per month to the attention of the City Engineer. ATTACHMENTS: Well 2 Project Delivery Work Plan and Critical Path Schedule. 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. ENGINEER 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 August 20, 2024. STANTEC CONSULTING SERVICES INC. CITY OF LAKE ELMO, MINNESOTA By _________________________________ By _______________________________ __ (Authorized Principal of the Firm) Nicole Miller, City Administrator CITY OF LAKE ELMO UPDATED 8/9/2024 WELL 2 PFAS TREATMENT PROJECT PROJECT NO. 2023.115 PROJECT DELIVERY WORK PLAN/ CRITICAL PATH SCHEDULE ENTITY DELIVERY DATE DURATION WELL 2 WATER QUALITY TESTING 39 Obtain testing quotes, send to City for approval Stantec 8/9/2024 3 City signs and executes Testing Proposal Council 8/20/2024 Schedule, obtain, and deliver samples Stantec, City 8/27/2024 7 Water Quality Testing Laboratory 9/17/2024 21 REQUEST FOR WELL 2 INFORMATION 22 Prepare RFI Stantec 8/6/2024 1 Compile answers to RFI City 8/27/2024 21 RFI Response City 8/28/2024 1 WELL 2 REHABILITATION 457 Approve Well 2 Task Order Amendment (Engineering Budget Increase)Council 8/20/2024 1 Collection of well pumping information (see RFI above)City 8/27/2024 7 Water model review to determine new head loss City 9/10/2024 14 Bidding package for pump, motor, VFD, & large elect comp. (materials)Stantec 10/4/2024 24 Bidding package for ex. pump removal and well rehab Stantec 10/4/2024 24 Bidding package for generator (materials)Stantec 10/4/2024 24 Bidding package to City for Council packet Stantec 10/8/2024 1 Approve Well 2 Rehabilitation Plans and Specifciations; and Ad for Bids Council 10/15/2024 1 Bid Opening Stantec 11/7/2024 23 Award Contract for Well 2 Rehabilitation Council 11/19/2024 1 Contracts Contractor 11/20/2024 1 Well 2 pump removal and rehab complete Contractor 3/7/2025 107 Well pump, motor, VFD, and elect. components delivered Supplier 4/8/2025 140 Well components installed (part of overall building project)Contractor 5/30/2025 Generator delivered and installed Contractor/Supplier 11/20/2025 365 EQUIPMENT PROCUREMENT 253 Approve Well 2 Task Order Amendment (Engineering Budget Increase)Council 8/20/2024 1 Bidding package for PFAS vessels, IX media, and cartridge filter Stantec 9/6/2024 17 Bidding package to City for Council packet Stantec 9/10/2024 1 Approve Water Treatment plan Equipment P&S; and Ad for Bids Council 9/17/2024 1 Bid Opening Stantec 10/3/2024 16 Approve Well 2 PFAS Treatment Plant MPCA Grant Agreement - Full Project Council 10/15/2024 1 Award Contract for Water Treatment Plan Equipment Council 10/15/2024 1 Contracts Contractor 10/16/2024 1 Equipment delivered - Reviewed and Verified by Stantec Contractor/Stantec 4/30/2025 196 GENERAL CONSTRUCTION CONTRACT (BUILDING AND EQUIPMENT)283 Approve Well 2 Task Order Amendment (Engineering Budget Increase)Council 8/20/2024 1 Bidding package for build. mods and PFAS/well equip. installation Stantec 10/25/2024 66 Bidding package to City for Council packet Stantec 10/29/2024 1 Approve WTP General Construction Contract P&S; and Ad for Bids Council 11/5/2024 1 Bid Opening Stantec 12/6/2024 31 Award Contract for WTP General Construction Contract City 12/17/2024 1 Contracts Contractor 12/18/2024 1 Work commences Contractor 1/13/2025 1 PFAS equipment installed Contractor 4/30/2025 107 Substantial completion - WTP start-up Contractor 5/30/2025 30 Generator installed Contractor 11/20/2025 Task Stantec City Council Action Contractor/Supplier Deliverable