3. Reject bids, utility telemetry system, authorize prep of revised specs 1 CITYOF
ANAEN1 ,..,
-,, _ .-,, tiF j
1 - , c 690 COULTER DRIVE • P.O. BOX 147• CHANHASSEN, MINNESOTA 55317
' '-` w. (612) 937-1900 • FAX (612) 937-5739
I Ac.on by City Administreto?
Endorsed IV ItiCt-
I MEMORANDUM Moth;icd
Re?rcted
TO: Don Ashworth, City Manager S� 1
Date Submitted to Commission
II FROM: Gary Warren, City Engineer
Date Se5m.t2d to CoicJI
il0
DATE: May 30, 1990 ` 4t.-gi ?
IISUBJ: Reject Bids, Utility Telemetry System, Authorize
Preparation of Revised Specifications, Improvement
IIProject 90-3
On April 27, 1990, bids were received and opened for the City's
I sewer and water automatic monitoring and alarm telemetry system.
A total of two bids were received on the project as follows:
I Bentec Engineering $98,900.00
Waldor Pump and Equipment Co. $96,650.00
The technical specification for this bid was prepared by Bentec
II Engineering for the City. Two addendums were issued in an attempt
to open the bidding to encourage competitive bids. Although I
believe the bids received are competitive, confusion does exist
IIaround the restrictiveness of the specifications.
As noted in the attached May 21, 1990 letter from OSM, who has been
II asked to review the submittals, the Waldor Pump proposal includes
equipment and software substitutions which were not submitted for
approval prior to the bid opening as required by Section 3.5 of the
specifications. Further, OSM has raised some points which relate
I to the long term annual system operating "expenses which they
believe the City should consider addressing. This could result in
significant operation cost savings down the road. This includes
I utilizing a radio telemetry signal for the remote stations instead
of a dial-up telephone line and also consideration for load control
management to help with energy ticmservation and power consumption
IIduring off-peak times of the day.
In order to evaluate the feasibility of radio transmissions from
our 29 monitoring points, it is necessary to conduct a radio wave
II propagation study. Two proposals have been submitted in this
regard, one from Mr. W.M. Montgomery ($90/hour) and the other from
Mr. John R. DuBois ($50/hour) , who has previously worked with the
II
I
Mr. Don Ashworth
May 30, 1990
Page 2
' City in evaluating the public safety radio configuration. Mr.
DuBois has recently completed a propagation/licensing study for the
City of Burnsville and I believe will do an excellent job.
I have also solicited a proposal from Orr-Shelen-Mayeron, which is
also attached, for compiling the results of this study and revising
' the City's specifications to incorporate the radio transmission
equipment necessary for this approach. It is our desire to conduct
this evaluation and revise the specifications in a timely fashion
as soon as possible. It is our goal to have a revised
' specification in front of the Council for authorization for bids at
the June 25, 1990 City Council meeting. There will be an increase
in the up front capital expense of the system if we go with radio
' telemetry, but the long term life cycle cost is expected to be
lower. Present worth analysis which OSM has conducted on other
similar systems indicate that over a ten year life span, the radio
' system operation and maintenance costs run approximately 25%
cheaper than a telephone line system. Similarly, the reliability
of the radio system during periods of inclement weather and their
lack of vulnerability to construction related outages also is a
considerable benefit with the radio system.
It is therefore recommended that the City Council reject the April
' 27, 1990 bids received for the sewer and water automatic monitoring
and alarm system and that Mr. John DuBois be authorized to commence
with evaluation of the radio communications aspects to support the
radio telemetry system as quoted in his May 23, 1990 proposal. It
is further recommended that the firm of OSM be authorized to
proceed with the preparation of the revised bidding documents for
this project in accordance with their May 24, 1990 proposal.
Attachments:
1. Bentec Bid
2. Waldor Bid
3. May 21, 1990 Letter from OSM
4. April 27, 1990 Letter from The Prest Co.
5. Letter Proposal from John R. DuBois dated May 23, 1990.
6. Letter Proposal from W.M. Montgomery dated May 21, 1990.
7. May 24, 1990 Letter Proposal from OSM
cc: Dean Sharpe, OSM
I
I
11
PROPOSAL FORM I/
SEWER AND WATER AUTOMATIC_ MONITORING AND ALARM SYSTEM
CITY OF CHANHASSEN PROJECT 90-3
Bids due on or before 11 : 00 AM local time, Friday, April 20, 1990
BIDS TO BE SUBMITTED IN DUPLICATE
City of Chanhassen
690 Coulter Drive
Chanhassen, MN 55317
Dear Sir:
Having inspected the site, drawings, and specifications as
prepared for the project by the City, we, the undersigned, hereby
propose and agree to furnish all labor, tools , materials and
supplies to completely construct the project in strict accordance
with the plans and specifications, including addenda number 1 ,
2 , , issued thereto, receipt of which is hereby
acknowledged for the following lump sum amount of money:
1. A. BASE BID: Furnish all labor, materials, services and
equipment necessary for completion of the work described
in the specifications.
Ninety-Eight thousand,nine Hundred Dollars ($ 98,900.00 ) ,
Included in the BASE BID is the total cost for equipping
twenty-two ( 22 ) lift stations of which the cost is:
ninety-nine
Sixty-seven thousand,two hundred / Dollars ($ 67,299.00 )
Included in the BASE BID is the total cost for equipping
wells and storage tanks in the water distribution system
of which the cost is: I
Three thousand, nine hundred ninety Dollars ($ 3,990.00 )
Included in the BASE BID is the total cost for equipping '
the base system hardware and software of which the cost
is:
Twenty-seven thousand,six hundred eieverOollars ($ 27,611 .00 ) r
r
P-1
I
I
PROPOSAL FORM
11 SEWER AND WATER AUTOMATIC MONITORING AND ALARM SYSTEM
CITY OF CHANHASSEN PROJECT 90-3
IBids due on or before 11:00 AM local time, Friday, April 20, 1990
BIDS TO BE SUBMITTED IN DUPLICATE
City of Chanhassen
690 Coulter Drive
IChanhassen, MN 55317
Dear Sir:
IHaving inspected the site, drawings, and specifications as
prepared for the project by the City, we , the undersigned, hereby
' propose and agree to furnish all labor, tools, materials and
supplies to completely construct the project in strict accordance
with the plans and specifications, including addenda number 1 ,
1 , 2 , , issued thereto, receipt of which is hereby
' acknowledged for the following lump sum amount of money:
' 1. A. BASE BID: Furnish all labor, materials, services and
equipment necessary for completion of the work described
in the specifications.
— Dollars ($ 96 , 650. 00 )
Included in the BASE BID is the total cost for equipping
twenty-two ( 22 ) lift stations of which the cost is:
Dollars ($ 59. 260 )
Included in the BASE BID is the total cost for equipping
wells and storage tanks in the water distribution system
' of which the cost is: °\Z-
Dollars ($ 7 ,650.00 )
' Included in the BASE BID is the total cost for equipping
the base system hardware and software of which the cost
Iis:
Dollars ($ 25,700 )
I
i
13-1
Orr
Schelen
Mayeron&
Associates,Inc.
2021 East Hennepin Avenue
Minneapolis,MN 55413
May 21, 1990 612-331-8660
FAX 331-3806
Engineers
Surveyors
Planners
Mr. Gary Warren, P.E.
City of Chanhassen
690 Coulter Drive
P.Q. Box 147
Chanhassen, MN 55317 ,
RE: Chanhassen Improvement Project No. 90-3
Telemetry Submittal Review
OSM Commission No. 1776.25
Dear Gary: '
As requested, we have reviewed Waldor Pump's bid submittal for this project. The
basis of our review is the Consolidated Electric (Waldor's equipment manufacturer)
letter of May 8, 1990 to you. This letter identifies the proposed method and
equipment to be used to meet the specifications for this project.
In general , the Waldor Pump proposal substitutes equipment and software for the
equipment and software specified. The specifications, Section 3.05, permit
equipment substitutions only if submitted for approval seven (7) days prior to the
bid opening. The Consolidated Electric equipment and Reukert-Mielke software
substitutes were not submitted for approval in accordance with the specifications.
Therefore, the Waldor Pump proposal is non-responsive to the specifications.
After review of the specifications, we believe there are control and telemetry 1
options available which would result in annual system operating expense savings.
These options include radio telemetry and load control management.
We recommend that these options be investigated and, if beneficial to the City, be
included in the specifications for this project.
If you have any questions on the above, please contact us. '
Sincerely,
ORR-SCHELEN-MAYERON
& ASSOCIATES, INC.
9
Paul Blomberg, P.E. CITY OF CHANHASSEN
Associ ate
PB:jah ,� �,
5/90:A t�!AYN , 1990
cc: JPB ENGINEERING DEPT.
HCO
DRS
I THE PREST COMPANY
I 4904 Lincoln Drive • Edina, Minnesota 55436 • Telephone 936-0650
April 27 , 1990
CITY OF CHANHASSEN
[MEM
City of Chanhassen APR 27 1990
' 690 Coulter Drive
Chanhassen, Minnesota 55317 ENGINEERING DEPT.
' Attention: Mr . Gary Warren - City Engineer
Subject: Improvement Project 90-3
' Automatic Monitoring and Alarm System
Dear Mr . Warren:
I am returning the Plans and Specifications for the above
referenced project, including Addendums No. 1 and No. 2 .
' It is my belief that the City 's best interests are not
served by these specifications for the following reasons :
' First, it is our understanding that the consultant who wrote
the technical specifications is also the only nationally
recognized supplier of the Mohave SCADA System specified .
Furthermore , it is our understanding that this particular
SCADA System is not a widely recognized product and that it
is manufactured by a very small group in California.
' Secondly, while the addendum has listed alternative
suppliers, it has not relieved the burden on those suppliers
to meet the very specific intent of the specification, which
' is clearly written in our opinion in a proprietary fashion.
Again, I must state that it is our belief that the City ' s
best interest is not served in this matter and that we
' believe we could have provided a better system or an equal
system at an equal or lower cost.
' Respectfully,
THE PREST COMPANY
John M. Prest
JMP/emb
CC: City Clerk , Attn: City Council
City Attorney
James T. Prest, Ltd .
Wilson Electric
Aquatrol Corporation
JOHN R. DuBOIS
REGISTERED PROFESSIONAL COMMUNICATIONS
CONSULTING ENGINEER
7005 HEATHERTON TRAIL TELEPHONE(612)922-2047
MINNEAPOLIS,MINNESOTA 55435
May 23, 1990
CITY OF CHAMMNRRH��ASSEN
Mr. Gary Warren P.E. ta) �j�ili►1ISLi '
City Engineer/Director of Public Works
City of Chanhassen MAY 2 91990
City Hall
690 Coulter
Chanhassen, MNive ENGINEERING DEPT.
Dear Mr. Warren: ,
This letter and attachments are my formal proposal to assist you and the City '
of Chanhassen with the radio communications engineering aspects of your waste
water and fresh water system instrumentation upgrading through the
implementation of a 952/928 MHz radio control SCADA (Supervisory Control and
Data Acquisition) network. The specific tasks that I will do for the City
are:
1. Perform a technical evaluation of the critical radio path profiles that '
will be used to interconnect the 22 waste water stations, 3 water tanks
and 5 wells with SCADA system control at Well House #2 plus additional
growth capacity.
2. Do a radio frequency analysis, perform radio frequency coordination by
completing the necessary applications for the Utilities
Telecommunications Council (UTC) and applying to, and obtaining from, the
Federal Communications Commission (FCC), a radio system license utilizing
the 952/928 MHz telemetry band for the Chanhassen SCADA radio system.
This task will also include a digital computer analysis of
intermodulation (IM) interference at the Master Radio Site.
I will perform the first tasks exactly as I did for the City of Burnsville, MN
as shown in the attached Final Project Report dated March 1989 " A Technical
Evaluation of a 952 MHz Radio Telemetry Supervisory Control and Data
Acquisition (SCADA) system for use by the Water Control and Monitoring
Network". This work was done in complete cooperation and concert with Mr.
Craig Sharpe PE of the Engineering Company of Orr—Schelen—Mayeron & Associates
(OSM) and the Burnsville City Engineer, Mr. Craig Ebeling, P.E. and Burnsville
Director of Public Works, Mr. Charles Siggerud P.E. As the enclosed
professional resume indicates, I have done similar projects and studies for
the City of Minneapolis Water Department (Publication #165) the Harpeth Valley
Utility District, Tennessee (Publication #181 ); Harford County, Maryland
(Publication #182) and the City of Fargo, North Dakota (in progress). The
Burnsville Project is covered by Publication #169. As the Burnsville Report
indicates, I have the entire United States Geological Survey (USGS) ground '
I
John R. DuBois
II 2
I elevation maps (including Chanhassen) plotted on a digital computer data base
so I am able to provide extremely accurate radio path profile data in a very
short period of time. Please contact Mr. Ebeling, Mr. Siggerud or Mr. Sharpe
Iregarding my technical and professional capabilities.
After the first task is completed to your total satisfaction, I will do the
frequency coordination with the UTC and obtain a system radio license from the
I FCC. In this manner, when the Chanhassen SCADA system is implemented, it will
operated successfully from the very start up time. The IM study will insure
that no local radio stations will interfere with the Chanhassen SCADA system.
II will perform these tasks on a time—and—materials contract as shown in the
attached suggested Consulting Engineer Agreement. The not—to—exceed amount
Ifor my services and expenses is:
Path Profile engineering studies/report $3,000.00
System FCC licensing, IM Study and Frequency
ICoordination application $2,300.00
Total $5,300.00
II I will charge h
g the City $50.00 per hour for my professional services, plus the
II actual cost of my expenses including the path profile work and digital
computer analysis plus local mileage, as needed, at $.23/mile basis.
I look forward to serving the City of Chanhassen in this important project.
II Please call me at 922-2047 if you have any questions about my approach to this
interesting matter.
II Yours sincerely,
i , r
x. ,\NNE 04
II
i 3OHN 172:111;)John R. DuBoi s Ph.D. DUBOIRegistered Professional Communications Engineer 'O MINNEAP4�
Minnesota Registration #7350 l��F� N�' /
I _s14NAt E-
JRD/jmk
IIcc: Mr. Dean Sharpe P.E.
Mr. Craig Ebeling P.E.
Mr. Charles Siggerud P.E.
II
II
II
II
•
CONSULTING ENGINEER AGREEMENT
THIS AGREEMENT, by and between the City of Chanhassen, Minnesota, ,
hereinafter referred to as "City", and JOHN R. DUBOIS, 7005 Heatherton Trail,
Minneapolis, Minnesota, hereinafter referred to as "Engineer", WITNESSETH:
WHEREAS, the City desires to have communications engineering associated
with the implementation of a radio supervisory control and data acquisition '
(SCADA) system and such assistance requires certain professional electrical
engineering services; and
WHEREAS, Engineer is an experienced and qualified Registered Professional
Electrical Engineer capable of analyzing, licensing and designing modern SCADA
communications systems as herein provided; and
WHEREAS, the Engineer has made a proposal to the City, dated May 23,
1990, attached hereto and incorporated herein by reference,
NOW, THEREFORE, it is mutually agreed between the City and Engineer as
follows:
A. SCOPE OF SERVICES
1. The City hereby engages the Engineer to provide communications
engineering services for the City and the Engineer agrees to
provide the services therefore according to the terms and
conditions of this agreement. ,
2. The engineer will perform the specific services described in
the enclosed proposal to the City, dated May 23, 1990, prepared
by the Engineer.
3. The Engineer will start work on receipt of a copy of this
agreement signed by the City and will continue such work until
the services described in the attached proposal are completed.
B. COMPENSATION ,
1. The City agrees to pay to the Engineer and the Engineer agrees
to accept as full payment for such services, a total payment
not to exceed $5,300.00 for all work and services performed.
The work shall be performed on a time and materials basis by
the Engineer and the Engineer shall bill the City periodically,
and payments shall be made within thirty (30) days upon receipt
of the bill.
2. If additional tasks are added to the project or greater '
emphasis is placed on any of the phases, the Engineer shall be
compensated at the rate of $50.00 per hour for professional
time required to accomplish the tasks, plus the actual expenses '
I .
I2
associated with doing the tasks. Said expenses shall be at the
' rate as set forth in the Engineer's proposal dated May 23,
1990.
C. TERMS AND CONDITIONS
1. Liability for Claims
' The Engineer is deemed as independent contractor for the
purpose of this agreement and for the purposes of the Workmen's
Compensation Act of Minnesota, and any and all claims made by a
third party as a consequence of any act or omission on the part
of Engineer while so engaged in any work or services under this
agreement shall be the sole obligation and responsibility of
the Engineer.
2. Indemnification
' The Engineer indemnifies, saves and holds harmless, the City
and all of its agents, employees, of and from any and all
claims, demands, actions or causes of action of whatsoever
' nature or character arising out of or by reason of the
execution or performance of the work or services provided for
herein and further agrees to defend at his sole expense any
action or proceeding commenced for the purpose of asserting any
claim of whatsoever character which arises hereunder.
3. Termination of Contract
' The City reserves the right to cancel this agreement at any
time it deems to be in the best interest of the City upon
giving fifteen (15) days written notice of such cancellation to
' the Engineer. If this agreement is cancelled under this
provision, the City shall pay the Engineer for the time spent
and expenses incurred under this agreement to the date of such
' notification.
4. Ordinances
The Engineer shall in execution of services, ensure in and
conform to all applicable Federal, State and Local laws, codes,
ordinances and regulations except those which may be obtained
by official documented waivers of the appropriate jurisdiction
in the execution of this agreement.
' 5. Fairness in Employment
The Engineer is not an employee of the City, but a contractor
' who may contract with individuals and/or corporations for
specific services. It is agreed that the Engineer shall, to
the best of his knowledge, contract only with parties that:
(a) withhold taxes as provided by law, and
i
(b) do not discriminate against any employee or applicant I
because of race, sex, color, religion, age or national
origin.
6. Covenant Against Contingent Fees II
The Engineer warrants that he has not employed any person to II solicit or secure this agreement for a commission, percentage,
brokerage or contingent fee. Breach of this warranty shall
give the City the right to terminate this agreement
immediately. I
7. Extra Services
No claim for compensation for extra services beyond the scope I
and compensation maximum of this agreement, without written
submittal and approval of an amendment to this agreement by the II City. The Engineer shall not incur costs in excess of such
estimated maximum costs, unless a revised higher amount shall
have been approved by the City.
8. Records II
The Engineer shall maintain complete and accurate records of
II
time and expenses involved in the performance of services
included in "Extra Services" to be provided by this Agreement,
and shall subscribe, if necessary, to a Certified Public
IAccounting Audit, thereof.
9. Covenant Against Vendor Interest
The Engineer warrants that he is not employed by, nor solicited II
from, any potential source of radio—telecommunications
equipment for which this study is intended, a commission,
II
percentage brokerage or contingent fee. Breach of this
warranty shall give the City the right to terminate this
agreement immediately.
Dated this day of 1990 II
CITY OF CHANHASSEN I
By: .
•
I
\ 0 '
(
J
II
ohn R. DuBois, E, -1-
/4 Ili
i EEO i I
IONN R.
PuBOIS
-A, MINNEAPOLIS I��/ II
I
•
I I I`►��` MAY 2 31993
W. M. Montgomery
& Associates L.l V LA- CHANHASSEN
18321 Ridgewood Road • Minnetonka, MN 55345 • Telephone (612) 470-1099
' May 21 , 1990
Mr. Gary Warren,
,
City Engineer CITY Of CHANHASSEN
' City of Chanhassen WORM P.O. Box 147
Chanhassen, Minnesota 55317 MAY 2 31990
Dear Mr. Warren: ENGINEERING DEPT.
Thank you for your invitation to quote certain professional
engineering services for the City of Chanhassen proposed SCADA
system. I understand this work is to assist you with review of
' radio choices relating to operating frequency, system trade-offs,
propagation, and application for radio license including frequen-
cy coordination. Our engineering time will be invoiced on actual
' time invested at $90 per hour . Costs shown below are our best
estimate for a job involving about 30 remote sites .
Frequency Licensing - all relevant work
1 . Prepare FCC license application, including all exhibits .
Price does not include FCC license and/or frequency
coordination fee.
10 Hours $900 .
' Note: Cost of frequency coordination and FCC license fees , if
any, are not included in the above price. These costs are
' dependent upon radio choices made by you and will range from
several hundred dollars to several thousand dollars. These
costs are paid by you directly to the appropriate bodies or we
will handle this for you and invoice their costs to you.
' Quoted price includes client conference to review FCC
licensing procedures , available radio system architectures ,
and system trade-offs relating to equipment choice and FCC
' license.
Observe and Verify Critical Radio Paths
1 . Prepare earth profiles for critical paths from USC&GS
topographic 7 .5 minute maps; includes on-site inspection of
potentially troublesome paths . Estimate 8 hours $720 .
Communications Systems - Planning & Engineering
1111
Mr. Gary Warren
May 21, 1990
Page 2
1
2. Establish exact antenna height and define antenna system
mechanics for each site. Work includes inspection of each
proposed antenna site. Includes development of mechanical
details for antenna mounts in cooperation with client.
24 hours $2,160 . '
Estimated cost $3 ,780.
If the work extends beyond the end of the month in which it is
started, an invoice will be rendered at that time and, if appro-
priate, at subsequent month ends . Invoices are payable upon
receipt. This quotation is firm for 60 days from date.
You may wish to speak with others in the area for whom we have
worked. Included are:
Brooklyn Center Department of Public Works
Mr. S. Knapp, Director
6301 Shingle Creek Parkway
Brooklyn Center, Minnesota 55430
561-5440
All radio engineering work for police, fire, and public works
since 1980.
City of Minneapolis Department of Public Works '
Mr. Martin Kroening, Director
General Services
203 City Hall
Minneapolis, Minnesota 55415
673-2402
All radio engineering services for police, fire, and public works
since 1985.
City of Golden Valley
Mr. Merlin Thorn, Superintendent '
Utilities
7800 Golden Valley Road
Golden Valley, Minnesota 55427
593-8075
900 mHz multi-point SCADA radio system
II J i
I
Mr. Gary Warren
May 21, 1990
Page 3
Carver County Sheriff
eriff
Chaska, Minnesota
448-2111
Work includes upgrade of radio system to current configuration;
addition of radio siren control system.
' Eden Prairie Police
Chief K. Wall
' 7900 Mitchell Road
Eden Prairie, Minnesota 55344
937-2700
Upgrade of radio system to current configuration.
' Mr. Steven Sandwick
City of Minnetonka
' 14600 Minnetonka Boulevard
Minnetonka, Minnesota 55345
939-8200
Upgrade to current police radio system; new dispatch center.
Very truly yours,
I
/02,,,c1-44007
W.M. Mont g omer
1
•
OSIIiinc
le
r &
2021 East Hennepin Avenue
Minneapolis,MN 55413
612-331-8660
May 24, 1990 FAX 331-3806 Engineers
Surveyors
Planners
1
Mr. Gary Warren, P.E.
P.O. Box 147 CITY OF CHANHASSEN
690 Coulter Drive
ERNE
Chanhassen, MN 55317 lr
MAY 2 5 1990 '
RE: Chanhassen Water/Wastewater SCADA System
OSM Proposal No. 014290 ENGINEERING DEPT.
Dear Mr. Warren:
We are pleased to present this proposal for our services to prepare bidding
documents for this project.
The proposal procedure to accomplish this is as follows:
1. Arrange visits with you and your staff to area communities with comparable '
systems. The purpose of this is to establish familiarity with the types of
control and telemetry options available. '
2. Consult with you and your staff to develop the control and monitoring points
and schemes desired to be included in the SCADA System. '
3. Visit each site to review existing conditions. This step provides the design
basis for the addition of new equipment.
4. Prepare plans and specifications for bidding purposes. . '
5. Assist with the advertising for bids, review proposals for prequalification,
review bids and provide recommendation of award. '
This work would be done on an hourly basis in accordance with our existing
Engineering Services Contract with the City of Chanhassen. We estimate the cost of
the work outlined above will be approximately $10,500. The actual cost will be
dependent upon the level of service necessary to carry out the above tasks and any
additional tasks that may be required or requested. Construction phase services
will be provided on an hourly basis as required.
Mr. Gary Warren, P.E.
1 May 24, 1990
Page 2
1
We are prepared to begin work on this project upon your acceptance of this proposal .
If you have any questions, please contact us.
Thank you for this opportunity to continue our working relationship.
Sincerely,
ORR-SCHELEN-MAYERON
II & ASSOCIATES, INC.
"04-4-■
//fA- t-14;L
Dean R. Sharpe John P. Badalich, P.E.
Vice President
1 DRS:jah
5/90:A
cc: EEF
HCO
1 PB
SH
1
1
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