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1k. School Well Improvements: Approve Consultant Contract CITY OF CHANHASSEN 7700 Market Boulevard PO Box 147 Chanhassen, MN 55317 Administration Phone: 952.227.1100 Fax: 952.227.1110 Building Inspections Phone: 952.227.11 BO Fax: 952.227.1190 Engineering Phone: 952.227.1160 Fax: 952.227.1170 Finance Phone: 952.227.1140 Fax: 952.227.1110 Park & Recreation Phone: 952.227.1120 Fax: 952.227.1110 Recreation Center 2310 Coulter Boulevard Phone: 952.227.1400 Fax: 952.227.1404 Planning & Natural Resources Phone: 952.227.1130 Fax: 952.227.1110 Public Works 1591 Park Road Phone: 952.227.1300 Fax: 952.227.1310 Senior Center Phone: 952.227.1125 Fax: 952.227.1110 Web Site www.ci.chanhassen.mn.us 1~ " MEMORANDUM TO: Todd Gerhardt, City Manager FROM: Paul Oehme, Dir. of Public Works/City Engineer ~~- 0'\1 y. DATE: December 10, 2007 SUBJ: Award a Consultant Contract to Barr Engineering Company for Design Services for School Well Improvements (New Well 14) Project No. 08-08 REQUESTED ACTION A ward a consultant contract to Barr Engineering School Well Improvements in the amount of for design services for This contract will allow the City to solicit bids for a municipal production well. the School well into BACKGROUND As you are aware, City recently lost the during heavy irrigation pumping in new supply to its system toreplace the lost summer 2008 irrigation pumping season. undertake two projects. The first, which is designing, and drilling two new wells (nos. 12 near the recently completed east water treatment second is to convert a well formerly used School for use as a municipal supply well. the school district but was turned over to the currentl y can only pump 250 gpm and treatments available to pump into the the well this fall and the well has been production. Also, along with the test west well field to identify any well The following work will be designed as part of this project: . Existing downhole equipment will be removed and replaced with a new pump and motor sized to deliver water to either the high or low system depending on VFD . The school well will be redeveloped to ensure that the cavern is stable and yield is reasonably sand free as defined by A WW A. The City of Chanhassen · A growing community with clean lakes, quality schools, a charming downtown, thriving businesses, winding trails, and beautitul parks. A great place to live, work, and play. Todd Gerhardt School Well Improvements December 10, 2007 Page 2 · Following redevelopment, the well will be test pumped to confirm design points and capacity. . New well equipment will include a submersible motor and vertical turbine pump designed for approximately 800 gpm. . Existing pitless adapter will be removed and replaced with a new pitless adapter. . The site immediately around the well will be regraded to meet state well code. · Well appurtenances will be added to the site including a meter in a meter manhole and an air/vacuum and shut off valve in another manhole. . The existing well control equipment in the school will be abandoned and removed to meet school district requirements. . A new well panel housing a motor control center and SCADA panel will be located south of the school on property owned by the City. If the distance is too great, a location closer to the well will be identified and used. Access to the panel will be limited to a small gravel road or reinforced turf. · Modify the City's existing SCADA system to include this new well. . The wiring and VFD in this panel will be sized for a 1,200-gpm well to accommodate potential future production. . A directionally drilled raw watermain will carry flow from the well down to Wellhouse No.7. This pipe will be sized to accommodate potential future well production in the area. · Flow from the school well will have chemical treatment at Well No.7. This will either be via a skid mounted treatment system or by modifying the chemical treatment facilities currently associated with Well No.7 to also treat the flow from the school well. · Well No.7 will also be rehabilitated as part of this work. This will include removal of all downhole equipment, redevelopment of the open hole, test pumping of the well, refurbishing, or replacing the existing downhole equipment depending upon its condition. · The new raw watermain installed with the Lake Harrison Development will be temporarily used as a distribution main. This pipe will be connected into the low system at Galpin Boulevard in a way that will be relatively easily used when the new treatment plant is constructed. The flow from the school well will be set up to be directed either into the high or low system. Preliminary Planning and Neighborhood Meeting Barr will work with the City to layout a concept of the modified well site, the control panel, and raw water main. Staff is looking at using some of the control equipment from Well 5 for this project to save cost. Concept layouts will be prepared on aerial photos similar to what was done for the work currently underway for Wells 12 and 13. Site layout will take into account well code clearances and site access issues. Staff has discussed this project with the DNR G:\ENGIPUBLIC'-2008 Projectsl08-08 School well No. 141bkgd 120507 award consultant contract.doc Todd Gerhardt School Well Improvements December 10, 2007 Page 3 and Minnesota Department of Health and both regular agencies have not seen any flaws to date in staffs' preliminary design. The design portion of this work will include a review of the existing and proposed water use in the high and low zones to make sure that the appropriate flow is directed to each. A neighborhood meeting will be held to inform residents about the project. Barr will help set up and publicize the meeting and will also prepare graphics needed to depict the proposed project to those attending. The City and Barr will work with Minnetonka School District to coordinate this project with them and to generally inform them about what to expect before, during, and after construction of the proposed improvements. Staff has met with the School District recently to discuss the project and they have generally accepted the project concept. An easement over the watermain will need to be dedicated to the City by the School District. Final Design, Preparation of Contract Documents, and Bidding Barr will perform calculations to determine pumping rate, pump and motor size, drop pipe size and surface finishing. Calculations and layout for site piping will also be completed by Barr that will include a valve manhole and a meter manhole. Barr will perform preliminary calculations related to volume of water that will normally be routed to the high and low systems during an average day and a peak day to make sure that the system will function properly. Barr will perform layout and design of surface restoration features for the well site at the school, the electric panel on City-owned property and for the area disturbed near Well 7. Finally, a landscape plan will be completed to help screen the panel site. Barr will perform electrical calculations and layout needed related to supplying power to the well and for SCADA and controls. Barr will perform layout and design of the raw water main to connect the well to the Well 7 site and then to the existing distribution system. It is assumed that the pipe will be installed by directional drilling methods. No interaction with the Minnesota Department of Transportation (MnDOT) is expected on this project. Barr will assist the City in applying for permits related to refurbishing of the school well and the installation of the connecting raw water main. No production permits are anticipated since the well is still only replacing permitted existing appropriations. Staff will work with the Minnesota Department of Health on any variances or regulation interpretation related to converting the school well to a municipal well. Barr will complete a field survey for design for the well and proposed raw water mains. Surveys will include contacting Gopher State One Call for design verification. Barr will prepare contract documents including plans and specifications for use in obtaining bids and which will include rehabilitation of Well 7 and construct the G:\ENGIPUBLIC'-2008 ProjeclSl08-08 School well No. 141bkgd 120507 award consultant contract.doc Todd Gerhardt School Well Improvements December 10,2007 Page 4 estimate based on design quantities and will bid the project. Barr will maintain bidder's lists, respond to contractor's questions, prepare and distribute addendum if needed, attend bid openings, review bids, and prepare a recommendations of award. Due to the nature and scope of the work, the project will be on a tight timeline in order to have the wells in operation prior to the beginning of 2008 peak irrigation season. Barr is currently working on the Wells 12 and 13 projects. This consultant contract was competitively bid. Staff is requesting that Barr work on the school well project for continuity and because of time constraints. Staff has reviewed Barr's proposal and finds their costs acceptable for the scope of services provided. Funding for this project has been budgeted for in the 2008 Capital Improvements Plan. The consultant work will be contracted on a time and materials bases with a not- to-exceed amount. As with all City engineering contracts, the consultant must submit periodic invoices that staff will review before processing. The consultant will be required to submit timesheets verifying the hours worked on the project and expense sheets. Staff will review the invoices and expense sheets for accuracy and conformance to the contract. The anticipated schedule of the project is as follows: Neighborhood Meeting Bid Opening Award Contract Start Construction Substantial Completion January 2008 February, 2008 March, 2008 March, 2008 End of May, 2008 RECOMMENDATION Staff recommends the Council approve a consultant contract with Barr Engineering Company in the amount of $47,500 for engineering services for School Well (Well #14) improvements. Attachments G:\ENGIPUBLIC^,-2008 Projects\08-08 School well No. l4\bkgd 120507 award consultant contract.doc ::., "';. . ~:"! -~. -: ., "., .....-...':":,...., .,.~.-...;.'" ''''~.'~ "M~; :~.~.,~:::':::;':~~;"~;'(~.-~'"i';.~!': i~. ~~:.c\ :"~:.'" '. ,:."..:..~.:,.:.". ,:;..~..::r:;>.:.:'J~-~ .~/.~: ~."~'" ':~~ -~,"" :- - .. :.' .~'- '",:.- ._" ::';-:::~. :=:':~'::'?;:i.J:_~.:'~ -:~~~':'. -:--~~~(-~. "',.;', Capital Improvement Program City of Chanhassen, MN 2008 thru 2012 Contact Department Water System Improvements Account # 1 Account # 3 Account #2 Type Unassigned Useful Life Category Utilities Priority nla Pl'o,ject # W"-045 Project Nllme West Junior High School Well Total Project Cost $715,000 Description I This improvement will convert the school well from a stand by well into a regular producing municipal well. Currently, the well can only produce 250 gpm. It is anticipated the well could produce as much as 800 gpm. The project consists of a new submersible pump and using some electrical components from well #5 that are anticipated to be decommissioned. A new water main is necessary to be extended to well #7 well house for chemical treatment. Valve improvements are also anticipated to have the ability to bleed this water out of the high zone pressure area. Justification I To meet the current water demand of the city. Expenditures Construction 2008 715,000 715,000 2009 2010 2011 2012 Total 715,000 715,000 Total Funding Sources Water Utility Fund 2008 715,000 715,000 2009 2010 2011 2012 Total 715,000 715,000 Total Operational Impact/Other. I _ __._._c!