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C Water Treatment Plant UpdateCITYOF CHANHASSEN 7700 Markei Boulevard PO Box 147 Ohanhassen !,/1N 553!7 Administration Phone: 952227 1100 ,~a×: 9522271110 Building Inspections P 9ne 952227 1180 Fax: 952 227 1190 Engineering Phc, ne: 952 227 1160 Fax; 9522271170 Finance Phone 952 227 114(1 Fax: 952 227 1110 Park & Recreation Phon,-' 952227 1120 Fax: 952227 1110 231D Coulter Boule,~ard P,hc, r'~ 952 227 1400 Fax 952 2271404 Planning & Natural Resources Phc;ne 9522271130 Fax: 952 2271110 Public Works !591 Park Boad Phone 952 2271300 Fax: 952 227 1310 Senior Center Phone: 952 2271125 Sb~ ~27 11s Web Site s'¢,,w,' ( i challhasser', xsn Lis MEMORANDUM TO: FROM: DATE: Todd Gerhardt, City Manager Paul Oehme, City Engineer/Dir. of Public Works August 3, 2004 SUB J: Water Treatment Plaint Site Selection Update - Project No. 04-08 BACKGROUND On the July 26, 2004 Council work session staff presented updated information on the Preliminary investigation Report for the Water Treatment Plaint (WTP). This information gave a review of cost benefit analysis of the Lotus Lake Wellfield site compared to the Ready Mix site located at the east end of 79th Street. Staff also presented Council with pros and cons for the two available sites. In addition, staff presented Council with two concept drawings for locating the WTP on the Ready Mix site. The Preliminary Investigation Report for the proposed Lotus Lake WTP (dated May 24, 2004) was presented to the City Council at the June 14, 2004 work session. There have been some questions about some of the items stated in that report such as setback requirements, possible treatment plant site constraints, and new well locations. As a brief review of the items addressed in the May 24, 2004 Preliminary Investigation Report, the following are WTP constraints that were investigated: Potential Constraints 1. Distribution System Capacity 2. Feasible Well Locations 3. Treatability of the Well Water 4. Suitability of Available WTP Sites An amendment to the Preliminary Investigation Report will address questions raised about Items 2 and 4, Feasible Well Locations and Suitability of Available WTP Sites. Suitability of Available WTP Sites A critical sheet included in Subsection 4.4, Suitability of Available WTP Sites, of the May 24, 2004 Preliminary Investigation Report, was the sheet showing the Minnesota Department of Health (MDH) setback requirements and separation distances for wells and WTP facilities. That critical sheet identified 50 feet as the The City of Chanhassen · Todd Gerhardt August 3, 2004 Page 2 setback requirement for any WTP structures from the property line. Utilizing a 50-foot setback fei' siting a 6,000 gpm WTP at the Ready Mix site appeared to render that site unusable. It also made the Lotus Lake Wellfield site very tight but workable. As a result, the consultant was lcd to believe that the Ready Mix site was not usable if the 50-foot setbacks had to be maintained. Upon review of the regulations and discussions with the MDH staff, it seemed rcasonable to review these requirements at a meeting on site with representatives from the MDH, the City, and SEH, Inc. On July 1, 2004, representatives from the City, MDH, and SEH, Inc. met and reviewed both potential treatment plant sites. What came out of that meeting was that the 50- foot setback requirement could be reduced to a 20-foot setback, in addition, information must be obtained about potential contaminant threats from potential spills that could occur from the raih'oad tracks. Also, verification of the existing sanitary sewer lines must be shown where they may impact the water treatment plant sites. DISCUSSION Because of this new information, the Ready Mix site now comes back into play as a viable site for the WTP. Using 20 feet as the setback requirement/'or the building, the Ready Mix site becomes workable. Since both sites are now viable, the pros and cons of each site must be reviewed to compare the two sites. Both the Ready Mix site and the Lotus Lake Wellfield site have issues concerning design, construction, security, safety, expandability, etc. that must be considered in selecting a potential site. Also, if the plant were to be located at the Ready Mix site, what would be the best location to maximize future development of the site? The following is a brief comparison of the pros and cons for each site. g:\cng\watcr treatment\background workscssion 080904.doc Todd Gerhardt August3,2004 Page 3 Ready Mix Site - West End Pros: · Site alh)ws more design flexibility · Not close to residential homes · Large clearwell possible · Detached backwash tanks possible · Excavated material may be able to be left on site · Better protection fi'om raih'oad spill then cast end of Ready Mix site · Better use of site for future devek)pment · Opportunity cost fi)r sale of east half of property COILS: · Construction staging somewhat limited · Limited width for building design · Limited access to plant area · Less visible location for security then east end of Ready Mix site · Possible raih'oad spill hazard although not its great a east end of Ready Mix site · Additional raw and distribution watemain necessary. · More costly then building at east end of Ready Mix site Ready Mix Site - East End Pros: · Site allows more design flexibility · Not close to residential homes · Large clearwell possible · Detached backwash tanks possible · Visible location for security · Room to alter plant in the future if necessary · Most of the excavated material could be left on site COILS: · Construction staging somewhat limited · Limited width for building design · Limited access to plant area · Possible raih'oad spill hazard · Additional raw and distribution watemain necessary. · Additional cost to construct access to site PRELIMINARY COST ASSUMPTIONS Lotus Lake Wellfield Site Pros: · Well controls located within WTP (remove existing well houses) · Visible location for security · Redevelopment of entire Ready Mix site Cons: · Construction staging limited · Cost to remove excavation material · Limited size of site reduces design flexibility · Close to residential homes · Limited clearwell capacity · Well isolation distances · Disruption to residents during construction · Shared use of site by public · Elimination of open space at park · Tennis courts required to be replaced · Security concerns if tennis courts are built next to treatment plant · No room to alter plant in the future if necessary A preliminary project cost of $10.5 million for a 6,000 gpm gravity filtration WTP was reported in the May 24, 2004 report for the Lotus Lake Wellfield site. Costs to construct the treatment plant at the east side of the Ready Mix site will not alter significantly the project cost estimate of $10.5 million. The Ready Mix site will need additional raw water and distribution watermain installed and additional work to construct access to the site. However, the Ready Mix site allows for greater staging opportunities over the Lotus Lake Wellfield site which will reduce the construction cost. in addition the Ready Mix site may allow for the excavated material to be left on site unlike the Lotus Lake Wellfield site. If the treatment plant were to be built at the wcst end of the Ready Mix site, additional costs would be incurred over the east end of the Ready Mix site due to the additional amount of excavation, additional waterproofing of the Plant, and removal of the existing cul-de-sac and landscape features. g:\eng\walcr trcanncntXbackground workscssion 080904.doc Todd Gerhardt August 3, 2004 Page 4 Excavated Material Sale of Property Construction Staging Street Construction Tennis Court Reconstruction Site Comparisons Ready Mix Site vs. Lotus Lake Well Field Ready Mix Site West End East End Lotus Lake ($40,000) ($25,000) ($100,000) $705,672 $200,376 $906,048 ($25,000) ($25,000) ($ 00,000) ($ ! 50,000)* ($ ! 50,000)* N/A N/A N/A ($160,000) Net Total: $490,672 $376 $546,048 This analysis shows that the west end of the Ready Mix site would be approximately $55,000 more expensive to build the treatment plant on then the Lotus Lake well field site if future sale of the Ready Mix site is considered into the equation. Note: Construction costs will vary for each site depending on the groundwater table. Also, construction costs will vary depending on the architectural and landscape features included in the project. OPPORTUNITY COST FOR READY MIX SITE The preliminary findings showed a portion of the Ready Mix site could be developed in the future if a treatment plant were sited at this location. The area with the most redevelopment potential appears to be the easterly end of the site. Approximately 1.8 acres could be redeveloped at this location if a WTP were construed at the west end. However, if future wells were to be constructed at this location, development area could be smaller. Due to the topography of the site, development of the west end of the site would be more difficult and less area could be developed. g:\eng\watcr treatment\background xvorkscssion 080904.doc Todd Gerhardt August 3, 2004 Page 5 RECOMMENDATIONS While each of the sites have potential drawbacks and issues to resolve, it now appears that the Ready Mix site is a viable location for a WTP based on the recent information gathered from the MDH, the pros and the cons identified and the opportunity costs associated with each site. It appears siting the treatment plant on the west side of the ready mix site and selling the east end of the ready mix site for future development is the best alternative for thc City long term. If Council agrees with the recommendation of constructing the treatment plant on the west side of the Ready Mix site, the next step would be to entel' into a contract with a consultant for design and construction of the water treatment plant. A Request For Qualifications (RFQ) was distributed in 2001 to a select list of consultants for witter treatment. The RFQ was conceived to take the City fi'om study phase all the way through construction. The RFQ, however, did not address cost for services provided. Staff is recommending a RFP bc solicited for design and construction services. Attached is a draft RFP and Scope of Services (SOS) staff has drafted for council review. If this project is moved forward, the preliminary schedule would be as follows: Execute Engineering Contract Complete Preliminary Design Complete Final Design Award Construction Contract Substantial Completion of Construction October 11, 2004 January 2005 April 2005 May 2005 August 2006 Attachments g:\cng\watcr treatment\background workscssion 080904.doc Attachment B Scope of Services General The proposed East Water Treatment Plant (East Plant) will be built at the end of 79th Street and have a rated capacity of 8.64 million gallons per day (MGD). The East Plant will remove iron, manganese and other contaminates. No softening of the water will be provided. Existing 79th Street should be extended as shown on the concept plan under this project. Currently Wells 2, 5 and 6 will be treated by the East Plant. A new raw watermain will be needed to bring the raw water to the plant from the existing wells. The existing 20" water main on site is anticipated to continue to be used as the trunk distribution watermain. An additional 3 to 4 wells will ultimately be treated by the East Plant. The plant should be equipped for by passing. The site for the treatment plant should be planned for an additional two wells (1 Jordan aquifer and 1 drift well). This project should consider the best location for these future wells and plan for raw water collection pipes. The design of the plant should consider maximizing the unused land for future sale and development. The excavated material from the treatment plant should be placed and regraded on the east end of the site to plan for the development. A preliminary wetland survey of the site has found no wetlands. The scope of work includes: · Design phase services to include preparation of construction documents describing the East Plant construction suitable for obtaining competitive construction bids. · Bid phase services. ° Construction phase services to include contract administration and construction observation. · Assistance during start-up of the East Plant. PROJECT MANAGEMENT The consultant will, at a minimum, provide the following services. Preliminary & Final Design Phase Tasks Kick off meeting with City staff to tour the East Plant site and confirm overall project objectives. Complete a topographic survey of the site to use in preparing construction documents. Complete a geotechnical exploration required for facility design. East Water Treatment Plant City of Chanhassen City Project No. 04-08 Complete one glacial drift test well and pumping test on site to determine potential yield of future well and determine well location. Complete site review by a qualified wetland delineator to confirm that there are no wetlands on-site. The design of the plant must address the following needs: The Consultant firm shall provide an analysis and cost/benefit review of both gravity and pressure type filtration systems. The analysis shall include but not be limited to initial construction costs, long term operational costs, flexibility of each system to treat additional elements as standards change or demand necessitates, the ability of each system to effectively and efficiently remove iron, manganese and other contaminates from the water supply, ease of operation of each system (manpower needed, availability of replacement parts and materials, etc.), the discharge of the waste product, ability of the plant to expand or be modified in the future. This shall be a comprehensive review and recommendation on the "best" plant to meet the current and future needs of the City. Assessment of radium/radon exposure in the plant. Include measures to minimize operators' exposure risk in facilities. Design for the proper size of the clear well and filter backwash tanks. Provisions for water overflow and discharge from filter backwash tanks. Design shall include parallel operation of the treatment process to allow one half of the facilities to be taken out of service for repair or maintenance while maintaining operation of the other half. Architectural features should incorporate of the following items into the facility design: · 1 Office space/control room · 1 Small break room · 1 Meeting area · Access for chemical delivery · Parking for staff and visitors Architectural style and materials is anticipated to match the existing exterior of Chanhassen City Hall. Evaluate and provide for security measures to maximize security of the treatment area. Security system should include consideration of potential future homeland defense security requirements. Evaluation of future regulatory requirements and consideration of contingency space to accommodate additional treatment processes. 2 East Water Treatment Plant City of Chanhassen City Project No. 04-08 9. Analyze and provide a recommendation to the type of chlorination and chemicals to be utilized for the treatment plant. 10. The City's existing SCADA system is currently being upgraded. The new plant will need to be incorporated into the system 11. Sludge disposal conveyance system. 12. As much excavated material from the treatment plant should be placed and regraded on the east end of the site to plan for future development. 13. The Consultant shall provide all additional information necessary for design consideration. Prepare a preliminary design report, suitable for presentation to the Chanhassen City Council, to include: · A description of the new facilities. · Schematic layouts of the plant site improvements. · A preliminary list of drawings and specification sections. · A hydraulic profile of the plant. · An opinion of probable plant construction cost. Review the preliminary design report with City staff and assist with a presentation to the City Council. The Consultant should anticipate preparing documents and presentations at three (3) Council meetings Review the preliminary design report at one (1) Planning Commission meeting and assist with the presentation Coordinate and obtain necessary permits and approvals for the project. The cost of the permits themselves will be paid directly by the City. Review the final design and bidding documents with City staff at two points during final design. Deliverables: Four copies of plans and specifications for review by the City at two points during final design. An updated opinion of probable construction cost at two points during final design, including an opinion of probable construction cost five days prior to the bid date. Two copies of final bidding documents for the City's use. An adequate number of copies of the bidding documents for use in soliciting construction bids. 3 East Water Treatment Plant City of Chanhassen City Project No. 04-08 Bid Phase Tasks Prepare and coordinate publication of an advertisement for bids and distribute bidding documents. Coordinate and attend a pre-bid meeting and site tour. Receive and respond to questions from potential bidders and issue addendum(s), as required. Attend the construction bid opening, review and tabulate bids received, and prepare a recommendation for award. Deliverables Advertisement for bids. Pre-bid meeting and site tour summary as required. Addendum(s), as required. Tabulation of bids. Recommendation for award of the construction contract. Construction Phase Tasks Coordinate, attend, and conduct a preconstruction conference. Administer the construction contract, including: · Review of Contractor submittals. · Review and processing of partial pay estimates submitted by the Contractor. · Assistance with interpretation of the construction documents. Provide construction staking. Provide full-time resident inspection during the course of the construction project. Conduct periodic construction progress meetings and provide meeting minutes. Review and/or prepare Field Orders, as required. Initiate and/or prepare Change Orders, as required. Maintain record documents for the City until project completion, including shop drawings, testing records, construction photos, operation and maintenance manuals, etc. 4 East Water Treatment Plant City of Chanhassen City Project No. 04-08 Provide regular construction progress updates to the City. Coordinate and participate in start-up of plant and coordinate supplier provided training for appropriate systems. Prepare an operations and maintenance manual for use by City staff. Deliverables Meeting minutes from the preconstruction conference and construction progress meetings. Three hard copies plus one electronic copy (Microsoft Word) of an operations and maintenance manual (to be provided no less than three months prior to any scheduled training for appropriate systems or start-up of the Plant). Three hard copies plus one electronic copy (AutoCAD) of Record Drawings (to be provided within one year of project acceptance). One copy of record documents, including shop drawings, testing records and construction photos. 5 Request for Proposals (RFP) Project Overview The City of Chanhassen (City) is soliciting proposals for professional engineering services for the preliminary design, final design, bidding and construction phases of the East Water Treatment Plant (East Plant). The treatment plant is proposed to be built on a 3.15 acre parcel the City currently owns which is in close property to existing wells and future well sites. The land not used for water treatment is anticipated to be sold for future private development. Proiect Backqround In January 2003 the City completed a Water Supply, and Distribution System Master Plan which evaluated the need for treating the City water for Iron, manganese and other contaminates and also looked at options for future plant locations. In December of 2003 a Citizen Advisory Panel (CAP) recommended treating the water at two water treatment facilities. In January, 2004 the City council adjusted water rates and water connection charges to help pay for the construction and operation of the treatment plants. In May, 2004 a Pilot Plant study, Lotus Lake Well Field study and Preliminary Investigation Treatment Plant report was completed for the East Plant. The East Plant is proposed to be constructed at the end of W. 79th Street and have a rated capacity of 8.64 million gallons per day (MGD). A drawing showing the proposed treatment plant site and site concept is included as Attachment A to this RFP. The design of the plant should consider maximizing the unused land for future sale and development. A preliminary wetland survey of the site found no wetlands. Scope of Services A general Scope of Services is included as Attachment B to this RFP. Information about the RFP Questions about the technical aspects of the project and the selection process, or the administration of the project, should be directed to Mr. Paul Oehme, Director of Public Works, at 952-227-1169 or by email at poehme@ci.chanhassen.mn.us. All responses to questions submitted will be submitted to all RFP holders. A copy of the plot plant test is included in the RFP along with a drawing showing existing utilities in the area and a site survey. As-built drawings are available for review at City Hall. Please contact Matt Saam, Assistant City Engineer, at 952-227-1164 to review these drawings. Proposal Content and Format The proposals should include the elements listed below. Page limits are listed in parentheses. General information and a brief history of the consultant's firm. Include similar information on key subconsultants proposed for the project. [2 pages] East Water Treatment Plant City of Chanhassen City Project No. 04-08 2. A summary of the consultant's understanding of the project including the type of plant proposed to be built. [1 page] 3. A detailed description of the consultant's approach to completing all phases of the project. Include a statement about the consultant's approach to quality assurance and document management. [3 pages] 4. Identify the key project team members and describe their specific roles on the project. Include key subconsultant firms, and their specific role. [3 pages] 5. Include one-page resumes for key members of the project team, including field service personnel during construction. [1 page per team member, 1 per subconsultant] 6. Describe relevant experience and provide information on at least three reference projects completed in the last five years. Include specific descriptions of proposed team members' roles on reference projects. Provide a contact name and information for each of the projects. Also provide the engineer's construction cost estimate, the successful bidder's price, and the final construction cost (including all change orders). [5 pages] 7. Include a proposed schedule for the project, including completion of design and construction phases in bar chart form. [1 page] 8. Include a workplan showing a breakdown of tasks and effort for each team member associated with each of the project phases. Show proposed hourly rates for each team member and the total proposed fee for the project. [2 pages] Proposals should follow the Table of Contents listed below. The sections of the proposal should be separated using tabs. I. General Information II. Project Understanding III. Project Approach IV. Proposed Project Team V. Resumes VI. Experience VII. Schedule VIII. Workplan and Fee Submission of Proposals Submit five (5) copies of the proposal. Proposals should be addressed to: Mr. Paul Oehme, P.E. Director of Public Works/City Engineer City of Chanhassen 7700 Market Boulevard P.O. Box 147 Chanhassen, MN 55317-0147 Proposals will be accepted until 4:00 p.m. on Friday, September 3, 2004. 2 East Water Treatment Plant City of Chanhassen City Project No. 04-08 Evaluation Criteria and Selection Process The proposals will be evaluated by a selection panel consisting of members of the City of Chanhassen staff. The City requests that interested consultants refrain from personally contacting any City staff regarding this process or its opportunities in order to ensure that the selections occur on each consultant's merits based on its proposal and interview. From the proposals received, the City will select up to three firms for interviews. A final scope of services and contract will be negotiated with the selected consultant· Proposals will be evaluated on the basis of the following criteria. · Demonstrated understanding of the requirements of the project. · Consultant firm and subconsultant key project staff experience and qualifications with water treatment plant design, construction administration and start-up services. · Record of past performance on similar projects with comments and opinions of references. · Proposed approach and scheduling. · Clarity and consciousness and organization of the proposal. · Proposed fee. The City shall not be liable for any expenses incurred by the consultants including but not limited to expenses associated with the preparation of the proposal, attendance at interviews, or final contract negotiations. The City reserves the right to reject any and all proposals or to request additional information from any or all proposers. Contract Form The City reserves the right to negotiate the final terms and conditions of the contract to be executed. Should the City and a consultant be unable to mutually agree upon the entire contract, the City reserves the right to discontinue negotiations, select another consultant or reject all of the proposals. Upon completion of negotiations agreeable to the City and consultant, an hourly fee plus expenses type of contract shall be executed. Contractinq Ethics No elected official or employee of the City who exercises any responsibilities in the review, approval or implementation of the proposal or contract shall participate in any decision, which affects his or her direct or indirect financial interest. It is a breach of ethical standards for any person to offer, give, or agree to give any City employee or Council person, or for any City employee or Council person to solicit, demand, accept, or agree to accept from another person or firm, a gratuity or an offer of employment whenever a reasonable prudent person would conclude that such consideration was motivated by an individual, group or 3 East Water Treatment Plant City of Chanhassen City Project No. 04-08 corporate desire to obtain special, preferential, or more favorable treatment than is normally accorded to the general public. 3. The consultant shall not assign any interest in this contract and shall not transfer any interest in the same without the prior written consent of the City. 4. This consultant shall not accept any private client or project which, by nature, places it in ethical conflict during its representation of the City. Policy for En.qa.qin.q Professional Consultin,q Services 1. RFP Procedures--All consultants for various services will be selected in accordance with the City's Policy. Project Schedule Tentative completion dates for project milestones are listed below. Proposals Due Notification of Short List/Interviews Interviews Execute Contract Complete Preliminary Design Complete Final Design Award Construction Contract Substantial Completion of Construction 4:00 p.m., September 3, 2004 September 10, 2004 Week of September 20, 2004 October 11,2004 January, 2005 April, 2005 May, 2005 August, 2006 Attachments A - East Treatment Plant Site Concept B - Scope of Services C- Utility/Contour Site Map g:\eng\water treatment\rfp\rfp -draft,72304.doc 4