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HomeMy WebLinkAbout#07 - Water Treatment Plant Engineering STAFF REPORT DATE: August 6, 2025 CONSENT TO: City Council FROM: Jack Griffin, Sr. Project Manager AGENDA ITEM: Authorize Engineering Services for the North Water Treatment Plant Site Study REVIEWED BY: Nicole Miller, City Administrator Clarissa Hadler, Finance Director Marty Powers, Public Works Director Nate Stanley, City Engineer CORE STRATEGIES: ☐ Vibrant, inclusive, connected community ☐ Efficient, reliable, innovative services ☐ Responsive, transparent, adaptive governance ☐ Balanced Finances now and future ☒ Managed Growth ☒ Resilient Infrastructure BACKGROUND: The City is seeking to conduct a preliminary design and site acquisition plan for a water treatment plant to treat PFAS at Wells 4 and 5. The planning efforts are consistent with the revised Water System Supply Plan adopted by Lake Elmo in April 2024, to construct and operate a systemwide water supply delivery system with North Wells (Wells 4, 5, and 2) and South Water Treatment Plant for Wells 6, 7, and 8. The revised plan is detailed in a Technical Memorandum dated April 2, 2024 as Option A1 that has been previously submitted and reviewed by the MPCA. ISSUE BEFORE COUNCIL: Should the City Council approve the preliminary layout and site acquisition engineering services for the North Water Treatment Plant Site Study? PROPOSAL DETAILS/ANALYSIS: Wells 4 and 5 are key wells for the City’s water production and distribution system, are relatively new infrastructure investments having been constructed in 2014 and 2021 and are planned to remain in service as part of the long-term comprehensive water infrastructure system. Due to the migration of the groundwater PFAS plume in the vicinity of Wells 4 and 5, the City is commencing planning efforts to determine the optimal location for a future water treatment plant (the North WTP) to serve these Wells. The intent of the site acquisition study is to identify a preferred site for the future North WTP that can treat water from both wells and serve as a combined entry point from the wells to the water distribution system, along with the necessary easements for the utility piping corridors to support the facility, including raw watermains for each well, distribution watermains and sanitary sewer mains. FISCAL IMPACT: The total estimated engineering fees of $48,000 will be funded through a new MPCA Grant Agreement. RECOMMENDATION: Staff is recommending the City Council approve the SEH, Inc. Task Order #28 in the not-to-exceed amount of $28,200 and the BMI Fee Estimate in the not-to-exceed amount of $18,800 for the North Water Treatment Plant Site Study. The Recommended motion is as follows: Motion to approve the SEH, Inc. Task Order #28 in the not-to-exceed amount of $28,200 and the BMI Fee Estimate in the not-to-exceed amount of $18,800 for the North Water Treatment Plant Site Study, contingent upon the MPCA Grant Agreement for the work being fully executed. ATTACHMENTS: 1. Well 4 & 5 Location Map 2. SEH Task Order #28, -North WTP Site Evaluation 3. BMI Fee Estimate BEEHIVE vs. CAD Utility Data Maxar | Esri Community Maps Contributors, Metropolitan Council, MetroGIS, © OpenStreetMap, Microsoft, Esri, TomTom, Garmin, SafeGraph, GeoTechnologies, Inc, METI/NASA, USGS, EPA, NPS, US Census Bureau, USDA, USFWS Powered by Esri TASK ORDER NO. 28 – NORTH WATER TREATMENT PLANT (WTP) SITE STUDY Page 1 of 5 TASK ORDER No. 28 CITY OF LAKE ELMO, MINNESOTA – SHORT ELLIOTT HENDRICKSON, INC. PROFESSIONAL CONSULTING SERVICES AGREEMENT In accordance with ARTICLE 1 of the Master AGREEMENT between the City of Lake Elmo (“CITY”) and Short Elliott Hendrickson, Inc. (SEH) (“CONSULTANT”), dated August 13, 2014 (“AGREEMENT”), the CONSULTANT agrees to provide Professional Consulting Support Services as follows: NORTH WATER TREATMENT PLANT (WTP) SITE STUDY PROJECT OVERVIEW: The purpose of this Study is to perform preliminary Water Treatment Plant siting evaluations to identify the optimal location for the North Water Treatment Plant for the treatment of PFAS from existing Wells 4 and 5. Wells 4 and 5 are key wells for the City’s water production and distribution system, are relatively new infrastructure investments having been constructed in 2014 and 2021 and are planned to remain in service as part of the long-term comprehensive water infrastructure system. Due to the migration of the groundwater PFAS plume in the vicinity of Wells 4 and 5, the City is commencing planning for a potential future water treatment plant (WTP) to serve these Wells. The intent is to locate a WTP that can treat water from both wells and serve as a combined entry point from the wells to the water distribution system. The Project intent is to identify a preferred site for the future North WTP. This is anticipated to be an iterative process in which potential sites are identified based on technical evaluation and merit, and the City engages local landowners about their willingness to sell land to the City as necessary to construct the WTP and associated utility piping easements. SERVICES TO BE PROVIDED BY CONSULTANT: SEH, Inc. will provide the following Professional Consulting Services: Task 1 - Project Management Provide 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. Deliverables: 1. Weekly progress memo and job to date budget form. 2. Monthly Invoices. TASK ORDER NO. 28 – NORTH WATER TREATMENT PLANT (WTP) SITE STUDY Page 2 of 5 Task 2 – Conceptual WTP Sizing/Layout Provide professional services necessary to develop a conceptual sizing/layout for a water treatment plant (WTP) to define the land requirements necessary for acquisition. Specific tasks include: 1. One (1) virtual (Microsoft Teams) Project Kick-off meeting with City staff. 2. Preparation of a Draft WTP Basis of Design memorandum including the following: a. Assumed design parameters (e.g., design flows, treatment processes, etc.) for a future WTP b. Conceptual process flow diagram and conceptual sizing of proposed treatment processes c. Conceptual WTP layout and building dimension requirements d. Conceptual site access and site civil requirements e. A conceptual site layout to be used in determining overall land requirements 3. One (1) virtual (Microsoft Teams) meeting with City staff to review the Draft WTP Basis of Design memorandum and obtain City comments 4. Preparation of a Final WTP Basis of Design memorandum, incorporating City comments Deliverables: 1. Kick-off meeting Agenda and Meeting Minutes 2. Draft WTP Basis of Design memorandum 3. Final WTP Basis of Design memorandum Task 3 – Potential Site Identification and Evaluations Provide professional services necessary to identify potential sites and preliminary site evaluations of suitability of each site for the future WTP. Specific tasks include: 1. “Desktop” study to identify property parcels with sufficient space for a WTP, possible wetlands and floodplains at each site, stormwater management considerations, site access considerations, and water main routing considerations. a. Initial coordination with Valley Branch Watershed District regarding site requirements. b. Initial coordination with Washington County and/or other local entities regarding pipe corridor or access considerations. c. Preparation of a Draft Potential WTP Sites memorandum including the following: d. Identification of multiple potential sites for a WTP e. Figure showing all identified potential sites TASK ORDER NO. 28 – NORTH WATER TREATMENT PLANT (WTP) SITE STUDY Page 3 of 5 f. Enlarged site plan figures showing each potential site and associated property parcels g. Brief pros/cons and considerations list for each site 2. One (1) virtual (Microsoft Teams) meeting with City staff to review the Draft Potential WTP Sites memorandum and obtain City feedback. 3. Based on City feedback and input based on City discussions with landowners, update the Draft Potential WTP Sites memorandum with additional information on feasibility of each site for a WTP. This is anticipated to be an iterative process, with goal of identifying a preferred site for the City to proceed with future evaluations of siting a WTP. Deliverables: 1. Draft Potential WTP Sites memorandum 2. Final Potential WTP Sites memorandum (identifying City’s preferred site) Task 4 – Conceptual Detailed Site Layout Provide professional services for the preparation of a conceptual detailed layout for the City’s preferred site as selected through previous tasks. Specific tasks include: 1. Preparation of a Draft conceptual detailed layout including the following: a. Approximate boundaries of parcel needed for WTP. b. Approximate easement locations for finished water main and raw water main piping to and from the WTP. c. Proposed WTP site layout, including: i. Proposed WTP building ii. Proposed site access, drives and parking iii. Proposed stormwater management facilities as necessary 2. One (1) virtual (Microsoft Teams) meeting with City staff to review the conceptual detailed layout and obtain City comments 3. Preparation of a Final conceptual detailed layout, incorporating City comments Deliverables: 1. Draft conceptual detailed layout 2. Final conceptual detailed layout TASK ORDER NO. 28 – NORTH WATER TREATMENT PLANT (WTP) SITE STUDY Page 4 of 5 Assumptions. Tasks not included in this Project include the following: 1. Attendance at public meetings. 2. Presentations to the City Council. 3. Design services of the WTP beyond the conceptual sizing/layout described in this scope of services. 4. Topographical or ALTA survey services. 5. Permitting. CITIES RESPONSIBILITIES: The City (or its consultants) will provide the following: • Provide Record Plans for adjacent developments and City Infrastructure. • Timely review of submittals. • Coordination with the public and landowners. • Presentation(s) to the City Council. • Property/easement negotiations. TIMES FOR RENDERING SERVICES: CONSULTANT shall initiate and perform its services upon receiving notice to proceed (NTP) by the City. A NTP will be issued once the City has successfully executed a Grant Agreement with the MPCA for reimbursement of the Study. Once the Study is initiated, CONSULTANT will work diligently through completion with the understanding that the final deliverables will be provided within 26 weeks. 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., Municipal Sr. Project Manager |Principal City of Lake Elmo 3800 Laverne Avenue North Lake Elmo, MN 55042 612.544.1352 Email: Jack.griffin@bolton-menk.com COMPENSATION: Compensation to CONSULTANT for the North Water Treatment Plant (WTP) Site Study shall be on an hourly rate basis in a not to exceed amount of $29,200. Invoices shall be submitted once each month and should be sent to the attention of the City Engineer. TASK ORDER NO. 28 – NORTH WATER TREATMENT PLANT (WTP) SITE STUDY Page 5 of 5 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 detailed work task and hour breakdown dated July 24, 2025. 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 _________________________, 2025. SHORT ELLIOTT HENDRICKSON, INC. CITY OF LAKE ELMO, MINNESOTA By _________________________________ By _________________________________ (Authorized Principal of the Firm) City Administrator DisciplineWaterWaterWaterWaterCivilCivilAccountingAdministrativeEmployeeRichard Parr Simon McCormack Kurt Karns Jeff Ledin Scott Haupt Adam Bona Justin Oelschlager Julie BrinkmanHourly Rate$245.00 $188.00 $184.38 $245.00 $245.00 $162.95 $157.92 $135.98RolePMProject Engineer (Water) CAD Tech (Water) Sr Review, QA/QCSenior Engineer (Civil) CAD Tech (Civil) Accountant Admin AssistantHours LaborExpenses / OCD's / Sub-Consult$Task 1Project Management1 2 3 561$ 0$ 561$ 4 2 6 1,296$ 0$ 1,296$ 0 -$ -$ -$ 0 -$ -$ -$ 0-$ -$ -$ Subtotal 5 0 0 0 0 0 4 0 9 1,857$ 0$ 1,857$ Task 2Conceptual WTP Sizing/Layout1 1 1 3 678$ 0$ 678$ 1 4 3 1 2 1 12 2,257$ 0$ 2,257$ 1 1 2 433$ 0$ 433$ 1 1 1 1 4 671$ 0$ 671$ 0-$ -$ -$ Subtotal 3 7 4 1 1 3 0 2 21 4,039$ 0$ 4,039$ Task 3Potential Site Identification and Evlauations1 10 6 17 3,103$ 0$ 3,103$ Coordination with VBWD, Washington County, Others 1 67 1,373$ -$ 1,373$ 1 8 1 6 1 17 3,108$ 0$ 3,108$ 1 1 2 433$ 0$ 433$ 2 12 1 8 2 25 4,567$ 0$ 4,567$ 0-$ -$ -$ Subtotal 6 37 0 0 2 20 0 3 68 12,583$ 0$ 12,583$ Task 4Conceptual Detailed Site Layout2 10 10 1 8 31 5,762$ 0$ 5,762$ Coordination with VBWD, Washington County, Others 2 810 1,994$ -$ 1,994$ 1 1 1 3 678$ 0$ 678$ 6 4 2 12 2,191$ 95$ 2,286$ 0 -$ -$ -$ 0-$ -$ -$ Subtotal 5 25 14 0 2 10 0 0 56 10,626$ 95$ 10,721$ TOTAL 19 69 18 1 5 33 4 5 154 29,105$ 95$ 29,200$ Draft Conceptual Detailed Layout Final WTP Basis of Design MemorandumVirtual Conceptual Detailed Layout Review MeetingFinal Conceptual Detailed Layout Virtual Potential WTP Sites Memorandum Review MeetingIterative Update of Potential WTP Sites Memorandum Desktop Study of Potential Property Parcels for WTPInitial Draft Potential WTP Sites Memorandum Project Setup and CloseoutWeekly Progress Reporting and Monthy InvoicingTotalLabor HoursDraft WTP Basis of Design MemorandumVirtual Basis of Design Memorandum Review MeetingVirtual Kick-Off Meeting7/24/2025 1 of 1 Lake Elmo North WTP Siting Study Fee Estimate.xlsx NORTH TREATMENT PLANT -SITING STUDY CITY OF LAKE ELMO ENGINEERING DEPARTMENT (BMI, INC.) Hourly Rate Hourly Rate Hourly Rate Hrs $225.00 Hrs $188.00 Hrs $225.00 Hrs FEES 1 Project Management 10.0 $2,250.00 5.0 $940.00 15.0 $3,190.00 2 Kickoff Meeting 1.0 $225.00 1.0 $188.00 2.0 $413.00 3 Coordinate and run progress meetings 20.0 $4,500.00 8.0 $1,504.00 28.0 $6,004.00 4 Existing condition information to SEH 0.5 $112.50 2.0 $376.00 2.5 $488.50 5 Site Condition Field/Mapping Review - 3 sites 1.5 $337.50 4.0 $752.00 5.5 $1,089.50 6 Review Conceptual WTP Sizing/Layout & Tech Memo 2.0 $450.00 2.0 $376.00 4.0 $826.00 7 Review Conceptual Utility Layout 4.0 $900.00 4.0 $752.00 8.0 $1,652.00 8 Outline conclusions/recommendations 2.5 $562.50 1.0 $188.00 3.5 $750.50 9 Review conclusions/alterntatives with city staff 4.0 $900.00 1.0 $188.00 5.0 $1,088.00 10 Intitial Meetings w/Property Owners of Potential Sites 10.0 $2,250.00 $0.00 10.0 $2,250.00 11 Prepare staff reports to City Council 3.0 $675.00 $0.00 3.0 $675.00 12 Present Report/recommendations to City Council 1.5 $337.50 $0.00 1.5 $337.50 TOTALS: 60.0 $13,500.00 28.0 $5,264.00 0.0 $0.00 88.0 $18,800.00 Totals CITY OF LAKE ELMO WORK PLAN - FEE ESTIMATE Task No.Task Description Municipal Senior Project Manager/Principal (Jack Griffin) City Engineer (Nathan Stanley) Municipal Senior Project Manager (Chad Isakson) 7/25/2025 PAGE 1 OF 1