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6 Water Treatmnt Plant Contract CITY OF CHANHASSEN 7700 Markel BOlle'lalG PO Boy 147 MN55317 Administration Phcr:e 952227 í 100 952 227.1110 BUilding Inspections Pholle 952 227.1180 Fay 9522271 ! 90 Engineering priOlY 952227 1160 Fay. 952 227 1 Î 70 Finance PIClI8. 952 22711,10 Fay 952227 Î 110 Park & Recrea!lon P11]llP 9522271120 Fay 952227 1110 Celìter 2310 Boulevaru PI·ûlli: 952227 1400 952227.1404 Planning & Natural Resources 952 2271130 Fax 952 22ì.l11O Public Works 1591 Road 952 227.1300 952227 1310 Senior Center Pllone 952.227.1125 Fay 952227 1110 Web Site The City of Chanhassen · A [. MEMORANDUM TO: Todd Gerhardt, City Manager Paul Oehme, City Engineer/Dir. of Public Works _ "~ OP )' October 14, 2004 FROM: DATE: SUBJ: Approve Contract for Design and Construction Administration Services with SEH, Inc. for Water Treatment Plant - Project No. 04-08 BACKGROUND At the October 11, 2004 City Council Worksession, staff updated Council on the status of selecting a consultant for design and construction administration of the Water Treatment Plant. Staff reviewed with the Council the process used to short list consultants for interviews and the scoring criteria used. Staff sent out requests for proposals (RFP) to seven local design firms. On September 17,2004, the City received five proposals. The proposals were reviewed in detail and scored by staff. The scoring of the proposals was weighted heavily towards the firm's experience with design and construction of water treatment plants, experience of personnel proposed, understanding of the project and services required, and fee amount. Staff weighted the scoring of the proposals heavily towards experience of the firm and qualification of personnel proposed. The scoring was set up this way because the design will have significant grading, utility, mechanical, and electrical challenges. After the proposals were scored, three firms were selected for interviews. The firms, SEH, Inc., Bolten & Menk, and Bonestroo & Associates, interviewed the week of September 27, 2004. The firms were then scored again based on the interview information. Again, the scoring was weighted towards the experience of the personnel proposed and firm's experience plus the understanding of the services required. Fees were also ranked. Based on the interviews and scoring, the following ranking was determined: Personnel proposed for this project (individual resumes and experience): 1. SEH, Inc. 2. Bolten & Menk, Inc. 3. Bonestroo & Associates comrllullliy WIPl clearllakes Todd Gerhardt October 14,2004 Page 2 Firm experience (quantity and quality of work): 1. SEH, Inc. 2. Bonestroo & Associates 3. Bolten & Menk, Inc. Understanding of Services Required: 1. SEH, Inc. 2. Bonestroo & Associates 3. Bolten & Menk Inc. Interview and Proposal: 1. Bonestroo & Associates 2. SEH, Inc. 3. Bolten & Menk, Inc. RFP fee proposed: 1. Bonestroo & Associtate 2. Bolten & Menk, Inc. 3. SEH,Inc.* *fee amount revised based on Council comments. SEH, Inc. had proposed a base bid number consistent with the RFP staff sent out to all consultants. This fee ranked SEH, Inc. third at an amount of $698,500. However, SEH, Inc. included the design and construction administration services of future Well Nos. 10 and 11. This item was not consistent with the RFP. SEH, Inc. has reviewed their fee to reflect the RFP solicitation. The new fee, $638,500, reflects the RFP solicitation and is $60,000 lower then the previous bid reflecting the removal of the Well Nos. 10 and 11 design and construction administration. Staff over estimated the cost for the Well Nos. 10 and 11 fees in the background of the October 11, 2004 worksession. SEH, Inc. thought it was important to include this work in the contract because well work is an important component to the water treatment plant site and SEH Inc.'s knowledge that the City will need additional potable well capacity in the near future. DISCUSSION Staff is recommending the City enter into a contract for design and construction administration services with SEH, Inc. for the Water Treatment Plant. The review process for this work emphasized personnel that would work on the plant, firm experience, and reference checks. The emphasis was placed mainly on these areas because the design will have significant grading, utility, mechanical, and electrical challenges. The complexity of designing and constructing a treatment plant should not just be fee based. The City needs to contract with the best personnel available on design and construction because it becomes extremely Todd Gerhardt October 14,2004 Page 3 expensive to fix problems later if the design was not correct the first time. The chosen site will make the design challenging and will not allow for many changes because of the small footprint of land. The SEH, Inc. team ranked first for personnel because of their key personnel's years of experience in design and construction administration on water treatment plants. Jim Norton, Project Manager, has 38 years of experience designing and managing water treatment plants. Jay Whitaker, Senior Project Engineer, has 35 years of water and wastewater plant design experience. Randal Leppala, Project Design Leader, has 30 years of engineering experience. John Thom, Operations and Maintenance Specialist, has 34 years of experience managing water utilities, pilot plant studies, plant operations training and start-up, writing water treatment plant operations procedures manuals, and diagnosing problems with plant operations. Michael Bebault, resident project representative, has over 20 years of construction experience as a field superintendent and project manager. No other firm had personnel with this amount of experience. The firm experience of SEH, Inc. was ranked first because of the type, size and characteristics of the treatment plants they have recently built. The RFP requested to submit at least three relevant projects completed in the last five years. In the last five years, SEH, Inc. designed and constructed plants for the City's of Eagan, Sauk Rapids, and Hudson, WI. They are currently constructing water treatment plants in Plymouth and Minnetonka. The total construction cost of all the plants at time the bids were received was over $52,200,000. Bonestroo & Associates, the next highest ranked experienced firm, identified plants built or under construction in the last 5 years in the City's of Cokato, Spring Lake Park, Chaska, Hinkley, Sartell, and Virginia. The total construction cost at time of bids received was about $29,700,000. Bolten & Menk's identified plants built in the last five years in the City's of Andover, Buffalo, Windom, Litchfield, LeSueur, and Alexandria. Most of these plants were small plants (2-3 MGD) except for the Andover and Buffalo plants (6-7 MGD). Some of SEH, Inc.'s projects are similar in scope to the City of Chanhassen's plant and had some of the same design challenges we will face. Also, SEH, Inc. has shown the most experience with designing a treatment plant on small and confined site. Staff has called all of SEH, Inc.'s references. The City of Sauk Rapids, however, has not returned repeated voice mail messages. All references checked had positive things to say about the firm and would hire their service again for water plant design and construction services if needed. The City of Eagan did have an issue at the end of the construction project with communication with sub disciples. This, however, can be attributed to management staff at SEH, Inc. tUI11 over during the end of the construction period. SEH, Inc. has indicated they were working on the issue. Todd Gerhardt October 14, 2004 Page 4 Staff also checked with several of Bonestroo & Associates' references and they too had positive things to say about the firm and would hire their services again for water plant design and construction services if needed. The City of Chaska commented their water treatment plant was behind schedule and were having difficulty with start up due to contractor problems. They also have areas of defective workmanship. Staff has also checked with Bolten & Menk's references. They too had positive things to say about the firm and would hire their services again for water plant design and construction services if needed. However, the project manager that is proposed for the City of Chanhassen plant was not a project manager on any of the referenced projects. The City of Chanhassen has used SEH, Inc.'s services for the recent plant site selection study, Lotus Lake well field study and the pilot plant study. This firm has the most understanding of the issues with siting the plant at the ready mix site and water quality issues. Staff feels that design would proceed best using the same firm. Bonestroo & Associates showed very good understanding of the project and what would be needed to build the plant. Bolten & Menk's preliminary design approach to the Chanhassen Plant runs contrary to the pilot study. Most of the Bolten & Menk plants are designed with detention tanks which provide a more conservative approach to treating the water. The detention tank will cost more to design and construct. The pilot plant study indicated that a detention tank is not necessary for treatment. Also, it is not clear from staff's perspecti ve where the detention tank could be located due to the site constraints. Based on the information that staff has gathered it is our recommendation to enter into a contract with SEH, Inc. for design and construction administration services of the Water Treatment Plant. The City Attorney has review the contract and finds it in order. Attachment g:\eng\water treatment\background 102504 era.doe RFP Fee Proposals 521 403 924 428 278 o 445 2.666 227 2,080 96 5,514 Ex ---¡132,958 $396,984 $529,942 00 $10,446 2,005 $186,734 44 $5,536 7,689 $732,658 $85,792 $195,911 $281,703 $29,352 $244,332 $13,680 $569,067 2,406 340 2,852 120 6,687 e $128,700 $228,100 $356,800 $43,300 $220,049 $18,351 $638,500 2,422 355 1,934 150 5,838 Plant Expens $38,130 $324,350 $362,480 $16,850 $256,845 $16,790 $652,965 Water Treatment 3,460 164 2,879 190 7,086 n Bid( Construction Phase Start Up Contract Amount Total $26,720.00 $5,000.00 Solicited quotes2 ncluded ~xpenses ??? I $9,000.00 $10,000.00 Solicited quotes 1 $16,300.00 $5,000.00 Solicited quotes n expenses $5,000.00 Solicited quotes ncluded Estimated Misc. Expenses 3 Soil Borings Well Pump Test Solicited quotes $601,910 $732,658 expenses related to the project $588,067 pump test telephone and other $659,800 Bonestroo proposed the well pump test for $9,000 HR Green received a quote of $35,090 for a wel Miscellaneous expense include mileage $657,965 2. 3. Note Total Cost SEH October 25, 2004 RE: City of Chanhassen East Water Treatment Plant City Project No. 04-08 SEH No. P-CHANH0502.00 Mr. Paul Oehme, PE Director of Public Works/City Engineer City of Chanhassen 7700 Market Boulevard P.O. Box 147 Chanhassen, MN 55317 Dear Paul: This letter supplements the Master Agreement for Professional Engineering Services between the City of Chanhassen, Owner, and SEH dated July 14, 2004 and addresses providing services in connection with the East Water Treatment Plant, City Project No. 04-08 (hereinafter called the "Project"). The scope of said services is detailed in the attached Exhibit E. Our services will consist of conducting studies and investigations, preparing a report containing the findings of the studies and investigations along with our recommendations for the Project, preparing a preliminary design based on the approved studies and report, preparing final design documents based on the approved preliminary design, providing assistance with receiving bids for the work and negotiating a construction contract with the successful bidder, providing construction services including resident project representative services during construction, and assistance during the start-up, all as set forth in this letter, Exhibit E, and the Master Agreement for Professional Engineering Services between SEH and City of Chanhassen dated July 14,2004. The fee for our services, which you agree to pay for, will be billed hourly with a not to exceed maximum fee of $638,500 including reimbursables, except as otherwise addressed in this Supplemental Letter Agreement and the Master Agreement for Professional Engineering Services. We will also furnish such Additional Services as you may request. Payment for additional services shall be based on the time required to perform the services and the billable rates for the principals and employees engaged directly on the project, plus charges for expenses and equipment, as described in the Master Agreement. We will start our services promptly after receipt of your authorization. Our services will be completed after 24 months. If there are delays in the Project that are beyond our control, you agree to grant additional time and compensation to complete the services. Any changes by the Owner in the site plan, landscaping, building layout, room arrangements, or elevations after the 30 percent plan review will be considered additional work and paid for as described in the Master Agreement. During the construction services phase any construction work desired by the Short Elliott Hendrickson Inc., 3535 Vadnais Center Drive, St. Paul, MN 55110-5196 SEH is an equal opportunity employer I www.sehinc.com I 651.490.2000 I 800.3252055 I 651.490.2150 fax Owner beyond the hours shown in Exhibit E will also be considered additional work and paid for as described in the Master Agreement. This letter and the Master Agreement for Professional Engineering Services dated July 14, 2004 along with Exhibit E represent the entire understanding between you and us in respect of the Project and may only be modified in writing signed by both of us. If it satisfactorily sets forth your understanding of our agreement, please sign the enclosed copy of this letter in the space provided below and return it to us. Sincerely, SHORT ELLIOTT HENDRICKSON INC. ð-f 1~ James P. Norton, PE Sr. Principal/Director, Water Services x:\ae\¡,;klllh\050200\] -gt:ll\ 12-suh\supplettt'[(K10her 19.Jt\c Accepted by: City of Chanhassen By: Date: Authorized Client Signature ~~ OJ 1\1 u; õ - 0 III eo G).!!~ CD.. 'i: C _ II ~ 5! ¿ g ~w G) caW... :2 !]~ co I- II )c "2 Qifw 1\1 _::I .s:: 1\1 0 (J :¡::I: Õ êÞ ~ ~~~ õ ~ ~~~ .... b§ 1~ >-'-' I: E 1¡:!tj E ~ 0 :;0° w;o ~:i >-w" JOS~Jd PJOM I~JµQt3 p..IlI! r.I!Uell~ UE!:J!UII:1iIl.U6!SõI(J 1~~3 UQSUaJOg uopt'HIS ~u!6u3 þõI!(Ud rr.-tJµQEI IP!WII:JS ø,w¡g u..atutpal u6!$õJQIII!:>!U~'3aft ZUlaM WO.1 J98U!6U3 I~OJd I'I'3!UlI'qoan ¡JellU!aJS ~µe" JOssa::KUd p,J0M. H3S IInRQaa r.J)J!n· a^!tl1Jua~J(I<;IU pafoJd 'UQP!~H wotfl Ullor - JS!I'IiI'!:JQdS ~ueUQIU!ew pu\!' 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