D-8. 2017 Well Rehabilitation Project 17-03: Accept Quotes and Award Contract -
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CITY OF ClIANIIASSEN
S Chanhassen isa Community for Life-Providing forToday and Planning for Tomorrow
MEMORANDUM
TO: Paul Oehme, Director Public Works/City Engineer ``rr''
FROM: Stephanie Smith, Project Engineer
DA'S'
DATE: March 13, 2017
SUBJ: Well Maintenance Project No. 17-03: Approve Quote
PROPOSED MOTION
"The City Council approves a quote and awards the base bid amount of$76,870.00 to Keys
Well Drilling for Well Maintenance Project 2017, City Project No. 17-03."
City Council approval requires a simple majority vote of the City Council present.
BACKGROUND
To increase the longevity and reliability of the pumps and motors,the city's well equipment must
be maintained on a consistent schedule. This regular maintenance will also reduce city costs over
time by decreasing the likelihood of expensive emergency repairs and prevent water supply
interruptions.
The city regularly inspects and performs routine maintenance on city wells. Industry standards
recommend well equipment undergo rehabilitation by a well contractor every seven to eight
years. This project includes inspecting and repairing the pump and motor, if needed, as well as
replacing items that are nearing the end of their expected life. The schedule in the 2017 CIP
identified Wells # 3 and#13 for rehabilitation this year, however, due to the lower usage levels
of Well #3, Well #3 maintenance will be on hold and Wells #8 will be given priority for
rehabilitation due to its higher usage. The Well Maintenance Project 2017 will include Wells#8
and #13 for maintenance this year.
Well #8 is located east of Highway 41 between Lake Lucy Road and Longacres Drive. This well
was last repaired in 2009, eight years ago. The well has not had any known problems since its
last inspection. Staff recommends that the system receive standard rehabilitation as part of this
project.
PH 952.227.1100• www.ci.chanhassen.mn.us• FX 952.227.1110
7700 MARKET BOULEVARD • PO BOX 147 • CHANHASSEN • MINNESOTA 55317
Paul Oehme
Well Maintenance Project: Approve Quote
March 13,2017
Page 2
Well #13 is located on Lake Drive East, east of Dakota Avenue inside Chanhassen Estates Mini-Park.
This well was constructed in 2008,nine years ago. The well has not had any known problems since its
last inspection. Staff recommends that the system receive standard rehabilitation as part of this project.
QUOTES
Four alternates were included in the solicitation. Alternates 1 and 2 include items for cleaning Well#8
and#13,respectively. Alternate 3 includes items for the replacement of the pump bowl of Well#8.
Alternate 4 includes items for replacement of the pump bowl, cable and installation of a monitoring
system for Well#13.
As the performance of Wells#8 and #13 have not indicated the need for repairs listed in Alternates 1 thru
4, staff cannot determine whether they will need the alternate work until the contractor pulls the pump
and motor for inspection. As a result,the low quote was determined by the Base Bids for Well #8 and
#13.
The quotes received are summarized as follows:
Base Quote Base Quote Sum of
Well#8 Well#13 Base Quotes
Bergerson Caswell $50,200.00 $49,405.00 $99,605.00
E.H. Renner& Sons $40,465.00 $45,730.00 $86,195.00
Keys Well Drilling* $38,385.00 $38,485.00 $76,870.00
Mark J Traut Wells $53,765.00 $53,690.00 $107,455.00
*Indicates low quote
Keys Well Drilling has not completed a well project for the City of Chanhassen within the past 10 years.
City staff has communicated with the cities of Maple Grove, Richfield and LeSueur who gave positive
references for Keys Well Drilling on recently completed projects.
The total recommended contract includes the Base Bid for Wells#8 and#13 in the amount of
$76,870.00. If Alternates 1 through 4 are necessary after the wells are inspected,this work may be added
to the contract via a change order.
Work on Well #8 is scheduled to be completed by May 15, 2017, and Well #13 is scheduled to be
complete by November 1,2017. Both wells shall be operational during the peak times of May 15 to
September 1.
The 2017 CIP W-032 budgeted $70,000 of funding for well rehabilitation. The additional cost will be
funded by the annual budget for water utility under the"Repair&Maintain Equipment" line item.
Attachments: Resolution
CIP Page
c: Kevin Crooks, Utility Superintendent
Nick Keys,Keys Well Drilling
g:\eng\public\_2017 projects\17-03 well nos 8 and 13 maintenance project\communication\170313_cc_accept quote well#8
.doc
CITY OF CHANHASSEN
CARVER AND HENNEPIN COUNTIES,MINNESOTA
DATE: March 13,2017 RESOLUTION NO: 2017-XX
MOTION BY: SECONDED BY:
A RESOLUTION ACCEPTING QUOTES AND AWARDING A CONTRACT
FOR THE 2017 WELL REHABILITATION PROJECT NO. 17-03
WHEREAS,quotes were received for the Well#8 and#13 maintenance Project No.
17-03, and
AND WHEREAS,it appears the quote from Keys Well Drilling in the amount of
$76,870.00 is the lowest responsible quote.
NOW THEREFORE,BE IT RESOLVED by the Chanhassen City Council:
1. The mayor and clerk are hereby authorized and directed to enter into a contract with Keys
Well Drilling in the name of the City of Chanhassen for the 2017 Well Rehabilitation
Project No. 17-03, according to the plans and specifications therefore approved by the City
Council and on file in the office of the city clerk.
Passed and adopted by the Chanhassen City Council this 13th day of March, 2017.
ATTEST:
Todd Gerhardt, City Manager Denny Laufenburger,Mayor
YES NO ABSENT
Capital Improvement Program 2017 rhru 2021 Department Water System Improvements
City of Chanhassen, IvfN Contact Paul Oehme
Project# W-032 'type Improvement
Useful Life Unassigned
Project Nan►c Well Rehabilitation Program Category Utilities
Account NI 700-7025-4530 Account#3 Priority n/a
Account N2 Account#4
Description 'total Project Cost: 5695,000
This program annually inspects and performs regular maintenance of the City's wells. Well pumps are recommended to be serviced every 8 years.
It is recommended that the following pumps and motors be pulled and inspected for wear:
2017-Well#3 and#1 3
2018-Well#7 and#8
2019-Well#14
2020-Well#9
2021 -Well#4
Justification
Performing regular maintenance will extend the life of well components,reduce emergency calls and have a more reliable water supply system.
Prior Expenditures 2017 2018 2019 2020 2021 Total
405,000 Maintenance 70,000 70,000 50.000 50,000 50,000 290,000
Total Total 70,000 70,000 50,000 50,000 50,000 290,000
Prior Funding Sources 2017 2018 2019 2020 2021 Total
405,000 Water Utility Fund 70,000 70,000 50,000 50,000 50,000 290,000
Total Total 70,000 70,000 50,000 50,000 50,000 290,000
Budget Impact/Other
112
I
1111
2017 Enterprise Funds
III700 Water Utility Expenditures
2016 to
2014 2015 2016 2017 2017 2018
Account Description Actual Actual Budget Budget %Inc/(Dec) Estimate
4010 Salaries&Wages-Reg 377,275 379,561 390,000 497,000 27.4% 499,000
4011 Overtime-Reg 29,936 20,375 25,000 25,000 0.0% 25,000
4012 Stand-By Pay 6,832 6,982 7,000 7,000 0.0% 7,000
4020 Salaries&Wages-Temp 22,258 30,848 24,000 24,000 0.0% 24,000
4021 Overtime-Temp 1,041 760 1,000 1,000 0.0% 1,000
4030 Contributions-Retirement 61,364 69,140 64,000 78,000 21.9% 81,000
4040 Contributions-Insurance 63,831 64,371 75,000 94,400 25.9% 107,100
4050 Workers Compensation 13,902 15,814 15,000 18,000 20.0% 20,000
4060 Unemployment 655 - - - 0.0% -
* Total Personal Services 577,095 587,851 601,000 744,400 23.9% 764,100
4120 Supplies-Equipment 7,148 10,056 7,200 9,000 25.0% 9,000
III
4130 Supplies-Program 354 0.0%
4140 Supplies-Vehicles 2,532 3,460 3,500 3,500 0.0% 3,500
4150 Maintenance Materials 12,000 12,027 16,000 14,000 (12.5%) 15,000
Il 4160 Chemicals 3,812 11,257 4,000 8,000 100.0% 8,000
4170 Motor Fuels&Lubricants 14,728 12,725 18,000 16,000 (11.1%) 16,000
4240 Uniforms&Clothing 1,847 2,083 2,000 2,400 20.0% 2,400
4250 Merchandise for Resale 92,046 129,055 110,000 110,000 0.0% 110,000
111 4260 Small Tools&Equipment 3,971 2,773 3,000 3,000 0.0% 3,000
* Total Materials&Supplies 138,438 183,436 163,700 165,900 1.3% 166,900
4300 Fees,Services 63,463 51,345 60,000 60,000 0.0% 60,000
II 4301 Auditing 6,000 6,555 7,200 7,200 0.0% 7,200
4310 Telephone 7,826 7,713 8,000 8,000 0.0% 8,000
4320 Utilities 134,672 131,826 189,000 140,000 (25.9%) 140,000
4330 Postage 8,348 7,784 8,000 8,000 0.0% 8,000
4340 Printing&Publishing 1,576 1,677 2,000 2,000 0.0% 2,000
II 4350 Cleaning&Waste Removal 560 673 600 800 33.3% 800
4360 Subscriptions&Memberships 974 831 600 1,000 66.7% 1,000
4370 Travel&Training - 3,224 1,973 4,000 4,000 0.0% 4,000
4410 Rental-Equipment 3,581 4,998 4,000 5,000 25.0% 5,000
4440 License&Registration 128 - - - 0.0% -
4483 Insurance-General Liability 14,435 13,000 20,000 20,000 0.0% 20,000
Ill
4509 Remit to Other Agencies 51,375 51,927 52,000 52,000 0.0% 52,000
4510 Repair&Maintenance-Building 1,144 3,972 4,000 4,000 0.0% 4,000
II 4520 Repair&Maintenance-Vehicles 259
26, 2,701 1,500 1,500 0.0% 1,500
64p 4530 Repair&Maintenance-Equip 953 48,368 35,000 40,000 14.3% 40,000
4550 Repair&Maintenance-Water 104,715 114,651 120,000 120,000 0.0% 120,000
4552 Emergency Repairs-Water 43,959 91,926 75,000 75,000 0.0% 75,000
4807 Property Tax Expense 556 - - - 0.0% -
4933 Sales Tax 1 - - - 0.0% -
* Total Contractual Services 473,749 541,920 590,900 548,500 (7.2%) 548,500
4707 Software 117 - - - 0.0% -
* Total Capital Outlay 117 - - - 0.0% -
** Total Expenditures 1,189,398 1,313,206 1,355,600 1,458,800 7.6% 1,479,500
i_.--
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2017
4010 Salaries&Wages-Reg West Water Treatment Plant Operator added for construction phase beginning in 2017.
20111
81