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E-3. Well 15: Approve Consultant Contract with BARRCITY OF CBANHASSEN 7700 Market Boulevard PO Box 147 Chanhassen, MN 55317 Administration Phone: 952.227.1100 Fax: 952.227.1110 Building Inspections Phone: 952.227.1180 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 F-3 MEMORANDUM TO: Todd Gerhardt, City Manager FROM: Paul Oehme, Director of Public Works /City Engineer DATE: April 28, 2014 SUBJ: Well #15: Approve Consultant Contract with BARR Engineering PROPOSED MOTION "The City Council approves consultant contract with BARR Engineering for Well #15 improvements in the amount of $127,695.00." City Council approval requires a simple majority vote of the City Council present. Well #15 is recommended to be constructed to keep pace with water demand of the community. Well #15 would be the l lth well for the City and is proposed to be a Jordan aquifer production well. The last well was constructed in 2009. Staff is proposing drilling a new well for several reasons: 1. The City continues to grow and add additional domestic and irrigation Planning & demand. The addition of residential and commercial developments and Natural Resources existing residents adding irrigation systems is expected to add to the summer Phone: 952227.1130 peak demand. This demand will be exacerbated if summer months see below Fax: 952.227.1110 average rainfall. Public Works 7901 Park Place 2. The Jordan aquifer on which much of the Twin Cities metro relies on is Phone: 952.227.1300 experiencing a downward static level trend. Chanhassen's Well #2 has seen a Fax: 952.227.1310 30 -foot drop in pumping level since 1984. The new Well #13 had a 10 -foot seasonal drop last summer. Well #3 on the west side of the city has seen a Senior Center similar static level drop. Lower static levels mean less water potentially Phone: 952.227.1125 available to pump. With seasonal well capacity diminishing, more wells are Fax: 952.227.1110 needed to keep pace with demand. Well #11 has also seen a significant Web site decrease in the static level of the well. Essentially, the City has about the www.ci.chanhassennn.us same amount of water production capability as it did in 2007. Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow Todd Gerhardt Well #15: Approve Consultant Contract April 28, 2014 Page 2 3. Even with great efforts by staff over the years to educate the community on water conservation, water demand during the summer months is still expected to increase. SCOPE OF WORK The scope of the proposal generally includes: 1. Drafting feasibility report — determine if the preferred site is the best site for this well. 2. Groundwater modeling. 3. Well design includes: a. Open hole exposed to a portion of the Prairie Du Chein and all of the Jordan aquifer. b. Electrical vault for below grade electrical equipment, if permitted. c. Design of submersible pump and motor. d. All electrical components needed to run the well. e. Chemical equipment to meet Department of Health requirements. f. All controls and SCADA upgrades necessary and gear needed to control the well. 4. Coordinate and obtain test boring to verify geology at the preferred site. 5. Site design including civil and landscape plans. The Parks department has asked to include parking stalls to the plan for park visitors. 6. Design of modest well house. 7. Bidding services. 8. Part-time construction observation. City staff will still be needed for some construction observation and administration. 9. The scope also includes working with the DNR and Minnesota Department of Health on securing the appropriate permits. The anticipated location for the well is in Pheasant Hill Park north of Lake Lucy Lane. This location has been identified as a potential new well site in the future well sighting study completed in 2008. The east water treatment plant is at capacity so adding additional water to the east treatment plant at this time during peak demand will not be able to be treated. The west well field is where most of the additional wells are planned to be constructed. The proposed well would not be treated for iron or manganese at this time. The well however could be easily connected to a future water treatment plant. The western wells are typically low in iron and manganese. The new well would service the low zone. PROPOSAL Staff sent out a Request For Proposal for Well #15 improvements. On March 13, 2014, staff received a professional service proposal for the well improvements from two consultants. g: \eng \public \_2014 projects \14 -04 well #15 \bkgd 042814 well #15 appry consultant contract.docx Todd Gerhardt Well #15: Approve Consultant Contract April 28, 2014 Page 3 Barr Engineering was the firm that completed the Well #14 improvements. Their work for the City was acceptable. Staff is requesting to use Barr Engineering for the well improvements because we believe they have the experience and the background of the City's system and water production issue to successfully complete the project and give the best recommendations to the City. Barr Engineering has extensive knowledge in well design and construction experience. They have shown to have extensive knowledge in Minnesota on well projects for both municipal and commercial clients. Barr Engineering is familiar with the Metropolitan Council metro wide groundwater model. Staff has reviewed the design services contracts for the last few City well projects. The Barr Engineering proposal is in line with the engineering fees charged for the other wells. Staff has also reviewed the hourly service charge and they are in line with other firms. The consultant contract 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 City has the ability to stop the project at any time and is not obligated to pay for work not performed to the City's satisfaction. Staff anticipates the following project schedule: Open House Bid Opening Award Construction Contract Substantial Completion Attachments: Location Map CIP c: Brian LeMon, Barr Engineering August, 2014 October, 2014 November, 2014 June, 2015 g: \eng \public \_2014 projects \14 -04 well 415 \bkgd 042814 well # 15 appr consultant contract.docx Barr Engineering SEH, Inc. Submitted prior to the deadline ✓ ✓ Proposal format ✓ ✓ Transmittal letter submitted with required information ✓ ✓ Members of the consultant team identified ✓ ✓ Understanding of project ✓ ✓ Fee $127,695.00 $127,861.60 Barr Engineering was the firm that completed the Well #14 improvements. Their work for the City was acceptable. Staff is requesting to use Barr Engineering for the well improvements because we believe they have the experience and the background of the City's system and water production issue to successfully complete the project and give the best recommendations to the City. Barr Engineering has extensive knowledge in well design and construction experience. They have shown to have extensive knowledge in Minnesota on well projects for both municipal and commercial clients. Barr Engineering is familiar with the Metropolitan Council metro wide groundwater model. Staff has reviewed the design services contracts for the last few City well projects. The Barr Engineering proposal is in line with the engineering fees charged for the other wells. Staff has also reviewed the hourly service charge and they are in line with other firms. The consultant contract 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 City has the ability to stop the project at any time and is not obligated to pay for work not performed to the City's satisfaction. Staff anticipates the following project schedule: Open House Bid Opening Award Construction Contract Substantial Completion Attachments: Location Map CIP c: Brian LeMon, Barr Engineering August, 2014 October, 2014 November, 2014 June, 2015 g: \eng \public \_2014 projects \14 -04 well 415 \bkgd 042814 well # 15 appr consultant contract.docx Capital Improvement Program 2014 thru 2018 City of Chanhassen, MN Project # W -048 Project Name Well #15 Improvements accuunrnl /VV -/V25 -4751 Account #2 well is proposed to meet er levels. Department Water System Improvements Contact Paul Oehme Type Improvement Useful Life Category Utilities Account #3 Priority n/a Account #4 Total Project Cost: $1,400,000 growing community. This project is needed dependent on growth, summer water usage and Justification To meet the growing water needs of the City planned for in the 2008 water comprehensive plan. —I 2014 2015 2016 2017 2018 Total """" 1,400,000 1,400,000 Total 1,400,000 1,400,000 Funding Sources 2014 2015 2016 2017 2018 Total „ny rums 1,400 000 1,400.000 Total 1,400,000 1,400,000 1`122