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JWC Agenda 05-03-2023DocuSign Envelope ID: 24810F0D-B1BC-48C1-96A3-25ACB9041A14 AGENDA JOINT WATER COMMISSION May 3, 2023– 1:30 pm Remote Attendance: Members of the public may attend this meeting via Webex by calling 1-415- 655-0001 and entering access code 2468 657 1021. Questions/Comments: Members of the public who have questions about the commission or any items on the agenda should contact the staff commission liaison – RJ Kakach, Assistant City Engineer, rkakach@goldenvalleymn.gov, 763-593-8043. 1. Call to Order—Roll Call 2. Approval of Minutes – March 1, 2023 3. Approve the Professional Services Agreement with Bolton & Menk for the Crystal and Golden Valley Pump Houses (Ray & Sele) 4. Approve JWC Relocation Costs for Douglas_55 Underpass Project (Kakach) 5. Adjournment Joint Water Commission, March 1, 2023 Page 1 of 2 JOINT WATER COMMISSION MINUTES Golden Valley - Crystal - New Hope Meeting of March 1, 2023 The Golden Valley - Crystal - New Hope Joint Water Commission (JWC) meeting was called to order at 1:31 pm. Roll Call Present Tim Cruikshank, City Manager, Golden Valley Adam Bell, City Manager, Crystal Staff Present Joe Hansen, Utilities Superintendent, Golden Valley Dave Lemke, Operations Manager, New Hope Matt Rowedder, Utilities Maintenance Supervisor, New Hope Patrick Sele, Utilities Supervisor, Crystal Tim Kieffer, Public Works Director, Golden Valley Sue Virnig, Finance Director, Golden Valley Bernie Weber, Public Works Director, New Hope Derek Goddard, Water Distribution Specialist, Golden Valley Mark Ray, Director of Public Works/City Engineer, Crystal Ben Perkey, Crystal R.J. Kakach, Assistant City Engineer, Golden Valley Carrie Nelson, Engineering Assistant, City of Golden Valley Approval of Minutes – February 1, 2023 Moved by Bell and seconded by Cruikshank to approve the minutes of the February 1, 2023 Joint Water Commission (JWC) Meeting. Upon a roll call vote the following voted in favor: Cruikshank and Bell. The following voted against: None. Motion carried. Approve the Professional Services Agreement with Bolton & Menk for the Crystal and Golden Valley Pump Houses This item was tabled until the April meeting due to not having a quorum. Work will be continued under the current agreement. Approve the Agreement with KLM Engineering for the Crystal Reservoir Inspection Moved by Bell and seconded by Cruikshank to approve the agreement with KLM Engineering Inc for the Crystal reservoir inspection with the $10,200 fee coming from the general fund. Upon a roll call vote the following voted in favor: Cruikshank and Bell. The following voted against: None. Motion carried. Joint Water Commission, March 1, 2023 Page 2 of 2 TAC Update Staff provided an update from the March 30, 2023 TAC meeting. Other Business • Next meeting scheduled for April 5, 2023 Adjournment Chair Cruikshank adjourned the meeting at 1:47 pm. ATTEST: ___________________________________ ________________________________ Carrie Nelson, Recording Secretary Chair Tim Cruikshank \\Files\goldval$\Joint Water Commission\JWC Agendas\2023 JWC Agenda\5 - May\3 - CRY and GV Bolton and Menk cover memo 2.13.23.docx Memorandum DATE: May 3, 2023 TO: Joint Water Commission FROM: Mark Ray, PE, Crystal Director of Public Works Pat Sele, Crystal Utilities Superintendent SUBJECT: Crystal and Golden Valley Pump House professional services In April 2022 the JWC contracted with Bolton and Menk to obtain a professional services proposal to assist in the design and construction of the work at the two pump houses. The Joint Water Commission’s Capital Improvements Plan includes funding for pump replacement work at both the Crystal and Golden Valley pump houses. In the past, the JWC has replaced a single pump at a time as part of a regular maintenance schedule. This approach worked because the replacement parts were readily available, the pump motor controls were very basic (variable frequency drives-VFDs did not exist), and the supporting electrical system was sufficient. However, during the evaluation of the existing system it was determined that the existing electrical system no longer meets code and is insufficient for current pump control technology, replacement parts for some of the control systems are no longer available, and the lead time to get some parts is in excess of a year. In short, the sustained, regular maintenance approach for replacement of the pumps at the pump house no longer works because pump technology has evolved and the infrastructure at the pump house to support the pumps is not adequate. Additionally, some replacement parts are not even available should they be needed, which poses a serious reliability concern. This was discussed at the January 2023 JWC Commissioner meeting. Project Timeline The Golden Valley Pump House will be the first to undergo the system overhaul to improve reliability. It is anticipated this work would occur during the winter 2024-2025. The Crystal Pump House would then have similar work done during the winter 2025-2026. Project cost Bolton & Menk’s professional services cost for a total estimated fee of $237,000. \\Files\goldval$\Joint Water Commission\JWC Agendas\2023 JWC Agenda\5 - May\3 - CRY and GV Bolton and Menk cover memo 2.13.23.docx The reason that the professional services are estimated fee is because the engineer has no direct control over the scheduling or operations of the project contractor, construction phase services described in the proposal are estimated based on similar projects and are proposed to be provided on an hourly basis at the rates noted. Project funding In the near term this project will be funded from available funds in various Capital Improvement Projects. Over the long term, this project will eliminate some of the future pump house projects. In turn, the funding allocated for pump house work can be reduced. Recommended action Motion to approve the professional services agreement with Bolton and Menk. N:\Proposals\Joint Waters Commission-New Hope-Golden Valley-Crystal\HSP motor and pump replacement Crystal and Golden Valley\JWC Pump & Motor Replacement scope and fee letter 2023-02-13.docx February 13, 2023 Patrick Sele Utility Superintendent, City of Crystal 5001 W Broadway Ave Crystal, MN 55429 Re: Joint Water Commission Crystal and Golden Valley Pump and Motor Replacement Dear Mr. Sele, Thank you for providing us this opportunity to assist you with the pump and motor replacement, VFD addition, and associated electrical work for the Crystal and Golden Valley pumps stations. Bolton & Menk, Inc., has the technical expertise, experience, and resources to complete this project for the Joint Water Commission and we appreciate your consideration. While we already have a contract for work at these pump stations, this revision letter addresses a change in scope of the planned project. This change stems from the need to address both sites in a more comprehensive and efficient manner to ensure reliable future operation. It is understood that all work at both pump stations will fall under a single project. However, for informational purposes and because of the differences between the sites, this letter addresses each site separately in terms of scope of work and engineering costs. Golden Valley Pump Station Based on our understanding and previous discussions, the work to take place at the Golden Valley Pump Station will consist of the following: - Pump and Valves: Replace #4 pump (shaft & bowls) and associated 200 HP motor with new. New motor will include anti-rotation. Balancing to be completed once new motor is installed. Also replace the actuated check valve immediately downstream of #4 pump. - Controls and SCADA Work: Replace the existing MCC bank in the station with VFDs to power all five (5) pumps. Install harmonic correction unit, output filters, lighting panel, and other associated electrical components and wiring. Upgrade the PLC panel to accommodate new components. The pump station control panels will be modified as required to interface with the VFDs and other new equipment. The PLC panel will be programmed and the SCADA system software will be modified to handle the new controls and monitoring, including motor alarms. It is understood that the incumbent systems integrator (Total Control Systems) will be sole sourced for this work. Mr. Patrick Sele Date: February 13, 2023 Page: 2 N:\Proposals\Joint Waters Commission-New Hope-Golden Valley-Crystal\HSP motor and pump replacement Crystal and Golden Valley\JWC Pump & Motor Replacement scope and fee letter 2023-02-13.docx - Air Conditioning Systems: The proposed VFDs will reject heat into the main room of the pump station. Bolton & Menk will separately engage a mechanical engineer to evaluate the cooling requirements and provide design for upgrades to the HVAC system. Crystal Pump Station Based on our understanding and previous discussions, the work to take place at the Crystal Pump Station will consist of the following: - Pump and Valves: Replace #3 pump (shaft & bowls) and associated 300 HP motor with new. New motor will include anti-rotation. Balancing to be completed once new motor is installed. - Controls and SCADA Work: Replace the existing MCC bank in the Electrical Room with VFDs to power all five (5) pumps. Install harmonic correction unit, output filters, lighting panel, and other associated electrical components and wiring. Upgrade the PLC panel to accommodate new components. The pump station control panels will be modified as required to interface with the VFDs and other new equipment. The PLC panel will be programmed and the SCADA system software will be modified to handle the new controls and monitoring, including motor alarms. As with the Golden Valley site it is assumed that Total Control Systems performing this work. - Air Conditioning Systems: The proposed VFDs will reject heat into the pump station Electrical Room. Enhanced air conditioning will almost certainly be needed. Bolton & Menk will separately engage a mechanical engineer to evaluate the cooling requirements and provide design for upgrades to the HVAC system. Project Approach We have identified two (2) tasks in order to complete the work as described above. A summary of the tasks is included below: Task 1 – Design Phase • Prepare final plans and specifications • Design review meetings with City staff • Develop construction cost estimates • Advertise and bid project Task 2 – Construction Phase • Construction administration • Shop drawing review • Construction observation • Coordinating start-up services • Record drawings Bolton & Menk is teaming with Sheldon Sorensen from Barr Engineering for the electrical and controls portion of this project and will be teaming with KFI Engineers for the mechanical (HVAC) portion. Mr. Patrick Sele Date: February 13, 2023 Page: 3 N:\Proposals\Joint Waters Commission-New Hope-Golden Valley-Crystal\HSP motor and pump replacement Crystal and Golden Valley\JWC Pump & Motor Replacement scope and fee letter 2023-02-13.docx We understand that the work can be done at any time, however, the plans and specifications will note that the Golden Valley Station, with at least three working pumps, must remain operation during construction on the Crystal Station. Likewise, the Crystal Station will remain fully operational throughout construction at Golden Valley. Assuming that approval for design is received in the immediate future, the following is a proposed schedule including major milestones for the design and construction of the project: • Complete final design & bid project: May 2023 • Award project & complete contracts: June 2023 • Review & approve major shop drawings: July 2023 • Begin construction at first site: January 2024 • Complete construction: December 2025 Equipment lead times have been significant recently due to myriad supply chain issues. The schedule above attempts to be reasonably conservative, but we will review and update it as needed during the design process. It is understood that the Joint Water Commission intends to try and limit delays by initiating procurement of major pieces of equipment themselves as soon as the design phase of the project is complete. Engineering Costs We propose to complete the above design and construction phase services for a total estimated fee of $237,000. The following is a summary of our fees: Final Design Phase Golden Valley Pump Station ………………………………………….$50,000 Crystal Pump Station ......................................................... $64,000 Subtotal Estimated Fee .................................................. $114,000 Construction Phase Golden Valley Pump Station ............................................. $55,000 Crystal Pump Station ......................................................... $68,000 Subtotal Estimated Fee .................................................. $123,000 Total Estimated Fee ........................................................ $237,000 Because the engineer has no direct control over the scheduling or operations of the project contractor, construction phase services described in this letter are estimated based on similar projects and are proposed to be provided on an hourly basis at the rates noted. Mr. Patrick Sele Date: February 13, 2023 Page: 4 N:\Proposals\Joint Waters Commission-New Hope-Golden Valley-Crystal\HSP motor and pump replacement Crystal and Golden Valley\JWC Pump & Motor Replacement scope and fee letter 2023-02-13.docx Thank you for the opportunity to present this scope and fee letter and we look forward to working with you, your staff, and Golden Valley staff on this project. If you need any additional information or have any questions on the above, please do not hesitate to give me a call at (612) 803-5223. Respectfully submitted, Bolton & Menk, Inc. Seth A. Peterson, P.E. Senior Principal Environmental Engineer Joint Water Commission TAC Memo May 3, 2023 Agenda Item #04 Authorize Capital Improvement Amount for Douglas Drive and Highway 55 Pedestrian Underpass Project Prepared by Joint Water Commission Technical Advisory Committee Summary In 2020, the City of Golden Valley submitted for State funding through the State Capital Investment Committee for funding of a pedestrian underpass project at Douglas Drive and Trunk Highway 55. The submission was successful and the bill was signed by the Governor in October of 2020. Working through the funding details, it was determined that the bill needed to be amended to include the proper language, however, once the amendment was approved in the summer of 2021, eligible expenses still did not cover utility relocation, such as watermain or sanitary sewer. The Joint Water Commission owns a 16-inch Prestressed Concrete Cylinder Pipe that runs parallel to Trunk Highway 55 across Douglas Drive. This pipe will need to be lowered as part of the underpass project to create vertical separation between the JWC pipe and the new pedestrian underpass. This funded was appropriated into the 2022 – 2031 JWC CIP in October of 2021 in the amount of $290,000. Bids were opened on April 16th and the estimated bid amount for this work is $303,639.22. The TAC is recommending approving the additional $13,639.22 cost to relocate the JWC pipe as part of the Douglas Drive and Trunk Highway 55 Underpass project. Construction is expected to begin in late May or early June. Recommended Actions Motion to authorize the relocation of the Joint Water Commission pipe on the Douglas Drive and Highway 55 Pedestrian Underpass Project in the amount of $303,639.