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1b.2. Residential Sump Pump Project Contractual Agreement.MEMORANDUM ' TO: FROM: DATE: SUBJ: 1 I Ll CITY OF I 6 � CHANHASSEN 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 (612) 937 -1900 • FAX (612) 937 -5739 Don Ashworth, City Manager Charles Folch, Director of Public Works q/ November 20, 1996 Action by City Administrator Endorse modified Rejected Date Il- Date Submitted to Commission Date, j to Council Approve Contractual Service Agreement with Buchen Environmental Services, Inc. for Residential Sump Pump Inspection Program - Project No. 96 -21 The City Council has previously selected Buchen Environmental Services, Inc. as the preferred consultant and proposal from the Sump Pump Inspection Program consultant selection process. The cost proposal which was previously approved is included in this document as Attachment A. This contractual service agreement basically puts into writing the mutual understanding between the City and the consultant for the services to be provided and responsibilities of both parties. Staff recommends approval of the contractual service agreement dated November 26, 1996 between Buchen Environmental Services, Inc. and the City of Chanhassen for the Residential Sump Pump Inspection Program Project No. 96 -21 Attachment: Contract c: Anita Benson, Project Engineer Craig Anderson, Buchen Environmental Services, Inc. \ \vo12'en&har1ekc\sump pump agreementdoc AGREEMENT FOR SERVICES THIS AGREEMENT is made and entered into on this 26th day of November, 1996, by and between the City of Chanhassen, hereinafter referred to as the "CLIENT and BUCHEN ENVIRONMENTAL SERVICES, INC., a Corporation, hereinafter referred to as the "CONTRACTOR ". RECITALS 0 WHEREAS, the CLIENT has need for specialized collection system services, hereinafter referred to as the "SEWERAGE SYSTEM "; and WHEREAS, CLIENT desires to employ the services of the CONTRACTOR in the development and completion of a Private Property Sump Pump Inspection Program of the SEWERAGE SYSTEM and the CONTRACTOR desires to perform such services for the compensation set forth hereinafter. NOW THEREFORE, for the mutual consideration set forth hereinafter, the parties hereto agree as follows: EMPLOYMENT CLIENT hires CONTRACTOR to furnish the services hereinafter mentioned at and for the compensation herein provided, and CONTRACTOR accepts said hiring upon said terms and conditions set forth herein. t COMPENSATION _i The CLIENT shall pay CONTRACTOR as compensation for the services to be performed, the sum of (See Attachment A - Fee Schedule), payable in monthly installments based upon the work completed. A late payment charge of 1.5 % of the outstanding balance will be accessed on all balances not received by the CONTRACTOR within 30 days of the invoice date. SCOPE OF SERVICES CONTRACTOR represents to CLIENT, by the execution of this Agreement, that it is qualified in all respects to perform the services that it herein agrees to perform. CONTRACTOR will perform the following services: See Attachment B - Scope of Services. In addition, the CONTRACTOR will assist the CLIENT in the execution of the requirements specified in the contract between the Metropolitan Council and the City of Chanhassen. CLIENTS RESPONSIBILITIES The CLIENT will provide at no cost to the CONTRACTOR assistance in the performance of these services including: See Attachment D - Request for Proposals and Attachment B - Scope of Services for details of Client Responsibilities. CHANGES IN SERVICES Any change in the SCOPE OF SERVICES made by either party must be mutually agreed to by both parties to determine the increase or decrease in the COMPENSATION. INSURANCE A Certificate of Insurance is provided as Attachment E of this contract by the CONTRACTOR naming the CLIENT as the insured. IN WITNESS WHEREOF, both parties agree to the services as stated. CLIENT: CONTRACTOR: BUCHEN ENVIRONMENTAL SERVICES. INC. BY: BY: TITLE: TITLE: I z 0 , " Lz� DATE: DATE: ATTEST: ATTESTg' y J, ATTACHMENT A 0 Buchen Environmental Services, Inc. proposes the following costs for the completion of the proposed Sump Pump Inspection Program for the City of Chanhassen. A. Information/Education (Lump Sum) $7,500.00 B. Inspections (5,000 inspections @ $24.00 each) $120,000.00 (Re- inspection of Repairs @ $24.00 each) C. Record/Keeping (Lump Sum) $3.500.00 Total $131,000.00 ATTACHMENT B Based upon the scope of work as outlined in the Request for Proposals, Buchen Environmental Services, Inc. proposes the following project approach for the private property inspections for sump pump connections to the sanitary sewer system in the City of Chanhassen. A. INFORMATION/EDUCATION 1. Conduct two informational meetings with the general public to discuss the program and answer questions. 2. Attend City Council meetings as necessary. 3. Conduct meeting with local plumbers and hardware store owners to describe program and educate on compliance requirements. 4. Develop informational packets and newsletters for distribution to all property owners served by the city sanitary sewer (printing and distribution to be paid by the City). 5. Assist the City in newspaper advertising and also cable television information programming if implemented (advertising paid by City). Buchen will conduct two public informational meetings for the general public to discuss the details of the sump pump inspection program and answer questions regarding the project. These informational meetings will be attended by the project manager and field supervisor. Mr. Craig Anderson, project manager, will conduct each of these meetings to inform all interested property owners. Mr. Anderson will attend council meetings at the request of the City to answer questions and appraise the Council of the projects progress. Local plumbers and hardware store owners who may be called upon to answer questions from property owners will be trained by the Buchen Staff in order to assure all questions are answered uniformly. Our experience in completing thousands of inspections is to provide as much information to the property owner as possible and to be ready to respond to any potential problems and concerns. Service is the key to our program and the cooperation of the property owners. An information packet will be designed including: a letter from the mayor introducing the project: an explanation of the program including the problem with inflow and infiltration; the purpose of the program; the solutions to the problem and the details of the inspection procedures will be prepared for printing and distribution by the City. In order for the program to be successful, the property owners must feel confident the project will be completed in a professional manner and that everyone will be treated equally. The informational packet prepared by Buchen Environmental Services, Inc. will meet these goals. A sample packet is included in the appendix of this proposal. u I L Ll Buchen will assist the City of Chanhassen in the development of a media advertising ' campaign. The media campaign will include the development of newspaper advertising, newsletters and, if requested, assist in the development of cable TV informational programming. We will work closely with the local newspaper and city staff to provide all property owners with information on the inspection project. If requested, Buchen will provide its expertise to the City of Chanhassen in updating the City Ordinance No. 19-44 to include the latest language for continued compliance of private property connections to the sanitary sewer system. ' B. INSPECTIONS A. Inspect and reinspect (if necessary ) all properties in the City of Chanhassen ' that have municipal sanitary sewer service (approximately 5,000 properties) B. Fill out inspection forms on each property, place notices in each basement, and seal baskets without a sump pump (cost of forms, mailings and notices to be ' paid by the City). C. Overall administration of the program including but not limited to scheduling appointments, responding to all phone calls, and providing technical advice as ' needed. D. Homeowners found to be in violation of the City's Sump Pump Ordinance Section 19 -44 or otherwise out of compliance shall be scheduled for ' reinspection at a later date. Trained Buchen Inspectors will complete approximately 5,000 physical inspections of 1 properties for sump pumps or other potential illegal connections of clear water to the sanitary sewer system. Inspections will be scheduled from 11:00 AM to 8:00 PM Tuesday through Friday and from 9:00 AM to 5:00 PM on Saturdays. After completing thousands of inspections in communities, we have found these hours to be the most favorable to the property owners. We will make every attempt to complete the inspection at the convenience ' of the property owner. Initially, all properties will be canvassed door to door. If no one is home or no responsible adult is present, a brightly colored door hanger will be left by the inspector with a telephone number for the property owner to call for an appointment. A Buchen employee will take all appointments to insure that all properties will be inspected. We recommend the Mayor, and each Council Member's home be inspected on the first day of ' inspections. We have used this idea to reinforce the idea to all property owners that everyone will be treated equally. As part of the Buchen philosophy, each inspector will be in uniform and display a picture identification badge. Shoes or boots will be removed before entering any property unless the property owner allows entry with footwear. During the inspection of a property, each inspector will explain the program in detail to the property owner, if necessary. This is very important since the inspection will identify properties with sumps only or sumps with pumps and the discharge point of the piping. Should the pump discharge be in compliance with the City Ordinance, a certificate of compliance will be filled out by the Inspector. A copy of the inspection form and a copy of the certificate of compliance, if warranted, will be provided to the property owner with the original going to the City. Each sump with water will also be identified by the inspector. Properties with a sump but no pump will have a sticker seal affixed to the cover explaining the program and penalties for connecting a sump pump to the sanitary sewer. If the sump pump connection is found to be in violation of the City Ordinance, the property owner will be informed of the violation and requested to make repairs. All properties found to be in violation of the City Ordinance Section 19-44 will be re- inspected by Buchen inspectors after notification by the property owner that the corrections have been accomplished. The property owner will be provided with a telephone number to call when corrective actions have been taken and an appointment for the inspections will be made at the convenience of the property owner. A certificate of compliance will be issued at the time of re- inspection. Buchen will provide technical assistance to the City of Chanhassen on an as needed basis. This includes providing assistance to the City in responding to all requirements of the loan/grant from MCES and the certification of the project results as required in the MCES loan program. C. RECORDKEEPING 1. Buchen Environmental will maintain a database compatible to City software of all homes inspected, the dates of inspection, and follow -up inspections if necessary. 2. Buchen Environmental will supply the City with a list of addresses and a map showing which properties have a sump pump, basket only or no basket, and indications of water in the basket. A certification of compliance shall be signed and issued to all properties with a copy sent to the City. The completion of an accurate report and documentation of the inspections is essential to the success of the program. That is, the City as part of the loan /grant agreement with the Metropolitan Council must provide certification of the removal of these sources of III over the next five years following the completion of the program. In addition, the City should continue this certification program as part of an annual maintenance program to insure that all sump pumps remain disconnected from the sanitary sewer system. Buchen will provide its experlise in the development of this maintenance program. Buchen will provide the data from the inspection program in a format compatible with the City's software at the completion of the project. We have contacted Mr. David Hartley to discuss the requirements of the database. Buchen will provide the data on a generic data base file to enable the City to use any number of data base software programs for manipulation of the project data. This data will include information on each property, if a sump with no pump exists, whether there is any indication of water in the basket, if a sump pump exists and its 11 discharge to the outside of the building. Bonestroo Rosene Anderlik & Associates, Inc., as a ' subconsultant to Buchen Environmental Services, Inc., will prepare maps showing the location of sump pumps, baskets with no sump pumps and baskets with indications of water. The City will be responsible for providing base maps for the completion of the mapping. Using the ' database, a list of all properties with potential sources of I/I connections will be developed for the City. As property owners comply with the City Ordinance and begin removal of sump pumps from the sanitary sewer system, problems with water being discharged to the outside may occur. These problems may include water running in the street creating algae growth or icing in the winter. Buchen will provide technical assistance to the City of Chanhassen in solving these problems as they occur. n J i 1 w ATTACHMENT C CITY OF CHANHASSEN REQUEST FOR PROPOSAL FOR PRIVATE PROPERTY SUMP PUMP INSPECTION PROGRAM Section I. Information on Proposals The City of Chanhassen is requesting proposals from experienced firms to provide expertise to assist in the development of a program and conduct the inspection of all private property sump pump connections to the City's sanitary sewer system. Three copies of the proposal should be submitted to: Charles D. Folch, P.E. Director of Public Works City of Chanhassen 690 Coulter Drive Chanhassen, MN 55317 Proposals must be received no later than: Tuesday, August 27, 1996, 4:30 p.m. The Public Works Director is scheduled to make a recommendation on the preferred proposal to the City Council on Monday, September 9, 1996. 1 I r i Section II. Minimum Requirements for Submitting a Proposal To be eligible to qualify as a consulting and inspecting firm, the following minimum requirements must be met: A. The firm must have expertise necessary to conduct and complete a highly visible and successful education and public relations campaign regarding the sump pump inspection program. B. The firm must demonstrate that it has the necessary trained personnel to effectively conduct the house -to -house sump pump inspection program. C. The firm must have prior experience conducting sump pump programs in cities within the state of Minnesota. r 1 Section III. Scope 1 A. is . C. Information/Education ' 1. Conduct two informational meetings with the general public to discuss the program and answer questions. ' 2. Attend City Council meetings as necessary. 3. Conduct meeting with local plumbers and hardware store owners to describe the program and educate on compliance requirements. ' 4. Develop informational packets and newsletters for distribution to all property owners served by city sanitary sewer (printing and distribution to be paid by the City). ' 5. Assist the City newspaper a P er advertisin and also cable television information P g programming if implemented (advertising paid by the City). ' Inspection 1. Inspect and reinspect (if necessary) all properties in the city of Chanhassen that have municipal sanitary sewer service (approximately 5,000 homes). 2. Fill out inspection forms on each property, place notices in each basement, and seal all , baskets without a sump pump (cost of forms, mailings, and notices to be paid by City). 3. Overall administration of the program including but not limited to scheduling , appointments, responding to all phone calls, and providing technical advice as needed. ' 4. Homeowners found to be in violation of the City's Sump Pump Ordinance Section 19- 44 or otherwise out of compliance shall be scheduled for reinspection at a later date by the firm. ' Recordkeeping 1. The firm shall maintain a database compatible to City software of all homes inspected, I the dates of inspection, and follow -up inspections if necessary. 2. The firm shall supply the City with a list of addresses and a ma showing which , PP Y Y P g properties have a sump pump, basket only or no basket, and indications of water in the ' basket. When the inspection in completed, a Certificate of Compliance shall be signed and issued to all properties with a copy sent to the City. 1 Section IV. Proposal Submittals A. The cost of each item within the work scope as listed above shall be included in the proposal. The cost can be submitted either on a cost per home basis or on an hourly rate with an estimated number of hours to complete the program. If the hourly rate method is chosen, the firm shall also provide a maximum (not to exceed) dollar amount to complete the program. B. The proposals shall also include detailed narrative information as to the firm's experience on similar projects with client references, the names and qualifications of staff who will be assigned to the project, a brief discussion on how the program will be approached, program timetable and estimated completion date. C. Proposals will be received by the City until 4:30 p.m. on Tuesday, August 27, 1996. Section V. Evaluation of Proposals A. The proposals received will be evaluated to determine which one best meets the objectives of the program and the needs of the City. If necessary, the City may also choose to conduct oral interviews to assist in making the final selection. Key Criteria: 1. Past record of experience and performance 2. Qualifications of staff assigned to the program 3. Approach to the program 4. Cost 5. Time schedule to complete the project 6. References Based upon review and evaluation, the Public Works Director will recommend to the City Council the appointment of the firm judged to be the most responsive and responsible proposal for the services requested. The final decision with respect to the appointment will be made by the City Council. It is anticipated that the recommendation will be submitted to the City Council for consideration on September 9, 1996. The City reserves the right to reject any and all proposals, request additional information from any and all proposers, and phase and /or adjust the size of the project so as to stay within budgetary limitations. Wfs1 \voU cnglcharlcs\sumpp wmp.rfp.doc 0 L7 ATTACHMENT D A00111). CERTIFICATE OF INSURANCE CSR NM DATEIMM /DD/YY) _. BIICHE -3" 09/26/96 RODUCER oss Nesbit Agencies, Inc. 50 Cabriole Center THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR 531 West 78th Street ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Eden Prairie RN 55344 COMPANIES AFFORDING COVERAGE Cott Nimbar 12- 941 -9418 COMPANY A Auto Owners Insurance Co. INSURED COMPANY B COMPANY Buchen Environmentl Svcs, Inc. C 4200 Norex Drive L� Chaska VIN 55318 COMPANY D THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. CR TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE DATE (MM/DD/YY) POLICY EXPIRATION DATE IMM /DDNY) LIMITS GENERAL LIABILITY GENERAL AGGREGATE $1,000,000 X COMMERCIALGENERALUABILITY CLAIMS MADE ❑X OCCUR 08539482 12/15/95 12/15/96 PRODUCTS - COMP /OPAGG $1,000 PERSONAL & ADV INJURY $1,000,000 EACH OCCURRENCE $1,000,000 OWNER'S & CONTRACTOR'S PROT FIRE DAMAGE (Any one fire) $50,000 MED EXP (Any one person) $ 1,000 AUTOMOBILE LIABUM 7L ANY AUTO 08997253 12/15/95 12/15/96 COMBINED SINGLE LIMIT $500,000 ALL OWNED AUTOS SCHEDULED AUTOS BODILY INJURY (Per person) $ BODILY INJURY (Per accident) $ HIRED AUTOS NON-OWNED AUTOS PROPERTY DAMAGE $ AGE LIABILITY AUTO ONLY - EA ACCIDENT $ OTHER THAN AUTO ONLY: ANY AUTO I EACH ACCIDENT AGGREGATE $ EXCESS LIABILITY EACH OCCURRENCE S UMBRELLA FORM AGGREGATE $ OTHER THAN UMBRELLA FORM E WORKERS COMPENSATION AND EMPLOYERS' L MUM STATUTORY LIMITS EACH ACCIDENT $ 100,000 THE PROPRIETOR! INCL PARTNERS/EXECUTIVE 08540232 12/15/95 12/15/96 DISEASE - POLICY LIMIT S 5 500, OOO DISEASE - EACH EMPLOYEE $100,000 OFFICERS ARE: EXCL OTHER DESCRIPTION OF OPERATIONS/LOCATIONSNEHICLES /SPECIAL ITEMS TIFICATE HOLDER _CANCELLATION -- C+HANH -1 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL ENDEAVOR TO MAIL City of Chanhassen 30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, Attn : Charles FOlch BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY PO Box 147 OF ANY KIND UPON THE COMPANY, ITS AGENTS OR REPRESENTATIVES. Chanhassen MN 55317 AUTHORIZED REPRESENTATIVE Scott Nimbar ORD 2b-S i3l931 -< ; ©ACORD CORPORATION 1993