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Item No: 8D Meeting Date: March 25, 2019 Type of Business: Council Business Administrator Review: ____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Don Peterson, Director of Public Works Item Title/Subject: Resolution 9091 Authorizing AE2S Inc. (Advanced Engineering and Environmental Services, Inc.) to perform a water study and continue preparing a water management program for the water infrastructure Background/Discussion: The Public Works Department has many responsibilities including efficiently operating the water distribution system. The system includes (6) wells, an elevated water tower, a ground reservoir, a booster station and (3) water treatment plants. The water treatment systems have been in operation for over 25 years with no major upgrades or repairs to the system. Routine maintenance has been performed on the well motors and pumps and the operating systems and controls have had only minor repairs. Public Works has discovered that many of the components are obsolete and no longer are available to make repairs. The City Council approved a water production study be completed and a management program be prepared by AE2S. After the study was completed the results along with a time line for upgrades and improvements to the plants were presented at the October, 3, 2016 City Council Work session. At this meeting staff recommended that Engineering and bidding to begin for these needed improvements starting in 2019 with construction to take place in 2020 and 2021. Staff received a cost proposal from AE2S to complete the design and bidding phase of this project. AE2S has also provided an Agreement for Professional Services. This Agreement has been reviewed by the City Attorney. The proposal cost from AE2S to perform these services is $477,500.00. The 2019 budget in the Water Department account of 700-4823-7050 contains $400,000.00 for Water Treatment Plant Engineering and design. The cost is $77,500.00 over the budgeted amount and a budget adjustment in the 2019 budget will be needed. The increased costs are partially due in requesting a water quality study be completed by AE2S prior to any design work beginning. Staff and the City Council should understand the characteristics of the water being pumped and the best management methods of treating the water. Strategic Plan Strategy/Goal: Maintain and Plan for Infrastructure Improvements. Ensure Clean Water and Maintenance. Financial Impact: 2019 Water Fund budgeted estimate of $400,000 for Water Treatment Plant and Engineering Design. A budget adjustment will be required to the 2019 Water fund, account 700-4823-7050 in the amount of $77,500. Recommendation: Staff recommends the City Council approve the attached Resolution, entering into an agreement with AE2S Inc. To perform a water study and continue in preparing a water facility management program. The total fee proposal is $477,500. The 2019 Water Department Budget, account 700-4823-7050 has $400,000 for Water Treatment Plan and Engineering Design. Staff recommends a budget adjustment of $77,500. Be made to the account to cover the additional engineering and water testing needs. Respectfully submitted, Don Peterson, Director of Public Works