02-08-2012 JWC Agenda PacketAGENDA
JOINT WATER COMMISSION
1:30 pm — February 8, 2012
Council Conference Room
Golden Valley City Hall
1. Call to Order
2. Approval of Minutes — December 7, 2011
3. Resolution Designating Depositories for Joint Water Funds (12-1) (Virnig)
4. Resolution Making Annual Elections for the 2012-2013 Insurance Policy
(12-2) (Virnig)
5. 2011 Audit Contract (Virnig)
6. Minneapolis/Golden Valley Water Meter Improvements (Clancy)
7. Water Interaction Study Update (Clancy)
8. Three City Councils Meeting (Norris)
9. Minneapolis Cost of Service Model (Norris)
10. West Metro Fire Rescue District Request (Clancy)
11.Approval of Materials Purchased for 16" and 24" Gate Valve Replacements,
City of Crystal (Kloepper)
12. Other Business
13.Adjournment
100
JOINT WATER COMMISSION MINUTES
Golden Valley - Crystal - New Hope
Meeting of December 7, 2011
The Golden Valley — Crystal — New Hope Joint Water Commission meeting was called
to order at 1:30 pm, in the City of Golden Valley Council Conference Room.
Commissioners Present
Tom Burt, City Manager, Golden Valley
Anne Norris, City Manager, Crystal
Kirk McDonald, City Manager, New Hope
Staff Present
Tom Mathisen, Director of Public Works, Crystal
Randy Kloepper, Water and Sewer Superintendent, Crystal
Paul Coone, Operations Manager, New Hope
Bernie Weber, Utilities Supervisor, New Hope
Sue Virnig, Finance Director, Golden Valley
Jeannine Clancy, Director of Public Works
Dave Lemke, Utilities Supervisor, Golden Valley
Pat Schutrop, Administrative Assistant, Golden Valley
Minutes of November 2, 2011
MOVED by Norris, seconded by Burt, and motion carried unanimously to approve the
minutes of the November 2, 2011 meeting.
County Road 9 Forcemain Replacement (Mathisen)
Stantec/Bonestroo submitted a proposal in the amount of $715,000 for the total
estimated construction cost for the project that includes installation of a 24 -inch pipe.
The TAC recommended approval of the pre -design field work ($7,150) and the
engineering portion ($50,050) for a total of $57,200.
MOVED by McDonald, seconded by Norris, and motion carried unanimously to approve
the Stantec/Bonestroo proposal for pre -design field work and engineering in the amount
of $57,200.
Discussion took place regarding the inspection of the watermain work during
construction. The TAC will discuss the best approach. Stantec included $7,150 in its
proposal for inspections, but that amount is for on-call issues that might arise during the
project construction.
A recommendation from the TAC regarding the inspection will be brought to the JWC.
1AJoint Water CommissionUWC Minutes\2011 JWC Minutes112-07-11 JWC Minutes.doc
Joint Water Commission
December 7, 2011
Page 2 of 3
Water Interaction Study Update (Clancy)
The TAC has not received an update from Barr Engineering Co. Clancy will follow-up
and contact Brian LeMon at Barr.
Air Conditioning Project Update (Lemke)
Currently, there are operational difficulties at the Golden Valley pump house during the
summer due to inadequate cooling systems. Environmental Process, Inc. was retained
to develop options, prepare construction documents for mechanical and building
modifications, and complete construction project management. Two quotes were
received for the project, excluding electrical. The low quote received was from
Metropolitan Mechanical Contractors in the amount of $18,323. An electrical quote was
received from Detail Electric for $8,300. Completion will be done in 2012.
Golden Valley staff is requesting $10,000 to be moved from the Replace Pump, Motor
and Starter (JWC 2011 CIP project #8) to Replace Air Conditioner (JWC 2011 CIP
project #11).
MOVED by Norris, seconded by McDonald, and motion carried unanimously to move
$10,000 from the Capital Project Financing from #8 Replace Pump, Motor and increase
$10,000 Starter to #11 Replace Air Conditioner. CIP #8 will be $37,000 and CIP #11 will
be $40,000.
MOVED by Norris, seconded by McDonald, and motion carried unanimously to approve
the quotes received from Metropolitan Mechanical Contractors in the amount of $18,323
and Detail Electric for $8,300, for a project total of $26,623; and appropriating funds as
proposed.
Other Business
1. Burt indicated that the Minneapolis Park Board may be interested in building trails
near the reservoir in Golden Valley.
2. Cost of services and the Minneapolis contract. This item will be discussed at the
next meeting.
3. The backup water supply well at New Hope has a floor drain that needs to be
addressed.
4. The JWC would like to have a tri -city council meeting in March or April 2012 to
discuss the backup water supply plan.
5. Golden Valley staff met with Bernie Bullert, Minneapolis Water Works, and staff from
Stantec/Bonestroo on Monday, December 5, at the JWC Golden Valley pump house
to discuss meter replacement. Stantec will provide Golden Valley with a proposal
involving digging a new pit and filling in half of the old pit so that Minneapolis can
install its new meter.
Next Meeting
It was the consensus of the JWC to cancel the January 4, 2012 meeting.
I:Uoint Water CommissionUM Minutes\2011 JWC Minutes\12-07-11 JWC Minutes.doc
Joint Water Commission
December 7, 2011
Page 3 of 3
Adjournment
Chair Burt adjourned the meeting 1:50 pm.
Thomas D. Burt, Chair
ATTEST:
Pat Schutrop, Recording Secretary
hkint Water CommissionUM Minutes\2011 JWC Minutes112-07-11 JWC Minutes.doc
Resolution 12-1
�5
February 8, 2011
Commissioner McDonald introduced the following resolution and moved its adoption:
RESOLUTION DESIGNATING DEPOSITORIES FOR JOINT WATER FUNDS
BE IT RESOLVED by the Joint Water Commission of the Cities of Golden Valley,
Crystal, and New Hope that the following are named as depositories for funds on deposit
as provided in the Laws of the State of Minnesota:
Wells Fargo Golden Valley
BE IT FURTHER RESOLVED that the following signatories or alternates are
authorized to sign on checks drawn on funds deposited:
General Checking:
Joint Water Chair
Alternate:
Joint Water Vice Chair
BE IT FURTHER RESOLVED that the following shall be authorized to make
investments of Joint Water Funds and shall be authorized to deposit the principal of said
investments in the above named depositories and beneficial to the Joint Water
Commission: Joint Water Chair, Golden Valley's Finance Director; Golden Valley
Accounting Coordinator.
Thomas D. Burt, Chair
ATTEST:
Anne Norris, Vice Chair
The motion for the adoption of the foregoing resolution was seconded by Commissioner
Norris and upon a vote being taken thereon, the following voted in favor thereof: Burt,
McDonald, and Norris; and the following voted against the same: none, whereupon said
resolution was declared duly passed and adopted, signed by the Chair and his signature
attested by the Vice Chair.
Resolution 12-2
February 8, 2012
Commissioner Norris introduced the following resolution and moved its adoption:
RESOLUTION MAKING ANNUAL ELECTIONS
FOR THE 2012-2013 INSURANCE POLICY
WHEREAS, the Golden Valley -Crystal -New Hope Joint Water Commission must
declare whether or not to waive the statutory limits on tort liability established by Minnesota
Statutes 456.04, and
NOW, THEREFORE, BE IT RESOLVED by the Commissioners of the Golden
Valley -Crystal -New Hope Joint Water Commission that it does not waive the statutory limits
on tort liability established by Minnesota Statutes 466.04 for the 2012-2013 insurance
policy.
Thomas D. Burt, Chair
ATTEST:
Anne Norris, Vice Chair
The motion for the adoption of the foregoing resolution was seconded by Commissioner
McDonald and upon a vote being taken thereon, the following voted in favor thereof: Burt,
McDonald, and Norris; and the following voted against the same: none, whereupon said
resolution was declared duly passed and adopted, signed by the Chair and his signature
attested by the Vice Chair.
MMKR
CERTIFIEn PUBLIC
ACCOUNTANTS
January 3, 2012
Ms. Sue Virnig, Treasurer
Golden Valley — Crystal — New Hope
Joint Water Commission
7800 Golden Valley Road
Golden Valley, MN 55427
Dear Ms. Virnig:
CA
PRINCIPALS
Thomas M. Montague. CAA
Thomas A. Karnowski, CPA
Paul A. kadosevich, CPA
William]. Lauer, CPA
James 11. Eichten, CPA
Aaron J. Nielsen, CPA.
Victoria L. Holinka, CPA
Enclosed . are two copies of an engagement letter which explains and confirms the basic services we
expect to perform in conjunction with your upcoming audit. Also enclosed is a copy of our most recent
peer review report..
Assuming the letter adequately describes those services you desire, please sign both copies, return one
copy to our office, and keep the other copy for your files.
Please do not hesitate to contact me if you believe the letter should be modified or if you have any
questions.
Sincerely,
MALLOY, MONTAGUE, KARNOWSKI, RADOSEVICH & CO., P.A.
4&A t---
William J. Lauer, C IV
Principal
WJL:kch
Enclosures
Malloy, Monrague, Karnowski, Radosevich & Co., P.A.
5353 Wayzata Bot.levard a Suire 410 • Minneapolis, MN 55416 • Telephone: 952.545.0424 • Tdcfax: 952545-0569 1 www,mmkr.com
PRnvcrnAcs
KR Thomas M. Montague, CPA
Thomas A. Karnowski, C:PA
Paul A. ladusnvich, CPA
William J. Lauer, CPA
CERTIFIED PUBLIC
ACCOUNTANTS James H. ritlltCil. CPA
Aaron J. Nielsen, CPA
Victoria L I lolinka, CPA
January 3, 2012
To the Board of Commissioners
Golden Valley — Crystal — New Hope
Joint Water Commission
7800 Golden Valley Road
Golden Valley, MN 55427
Dear Board of Commissioners:
We are pleased to confirm our understanding of the services we are to provide for the Golden Valley —
Crystal — New Hope Joint Water Commission (the Commission) for the year ended December 31, 2011.
We will audit the financial statements of the governmental activities, each major fund, and the aggregate
remaining fund information, which collectively comprise the Commission's basic financial statements as
of and for the year ended December 31, 2011. Accounting standards generally accepted in the United
States of America provide for certain required supplementary information (RSI), such as Management's
Discussion and Analysis (MD&A), to supplement the Commission's basic financial statements. Such
information, although not a part of the basic financial statements, is required by the Governmental
Accounting Standards Board (GASB) who considers it to be an essential part of financial reporting for
placing the basic financial statements in an appropriate operational, economic, or historical context. As
part of our engagement, we will apply certain limited procedures to the Commission's RSI in accordance
with auditing standards generally accepted in the United States of America. These limited procedures
will consist of inquiries of management regarding the methods of preparing the information and
comparing the information for consistency with management's responses to our inquiries, the basic
financial statements, and other knowledge we obtained during our audit of the basic financial statements.
We will not express an opinion or provide any assurance on the information because the limited
procedures do not provide us with sufficient evidence to express an opinion or provide any assurance.
The Management's Discussion and Analysis is required by generally accepted accounting principles and
will be subjected to certain limited procedures, but will not be audited.
We will perform the required State Legal Compliance Audit conducted in accordance with auditing
standards generally accepted in the United States of America and the provisions of the Legal Compliance
Audit Guide, promulgated by the State Auditor pursuant to Minnesota Statute § 6.65, and it will include
such tests of the accounting records and other procedures we consider necessary to enable us to conclude
that, for the items tested, the Commission has complied with the material terms and conditions of
applicable. legal provisions.
Our services will not include an audit in accordance with the Single Audit Act Amendments of 1996 and
the U.S. Office of Management and Budget Circular A-133, which would only be required if the
Commission expended $500,000 or more in federal assistance funds during the year. If the Commission
is required to have a single audit of federal assistance funds, this engagement letter would need to be
modified.
Malloy, Montague, Karnowski, Radosevich & Co., P.A.
5353 Wayzata Boulevard • Suitc 410 • Minneapolis, MN 55416 • Telephone: 952-545-0424 # Teiefax: 952-5454569 • www.mmkr.com
Golden Valley — Crystal — New Hope Joint Water Commission Page 2
January 3, 2012
Audit Objectives
The objective of our audit is the expression of opinions as to whether your basic financial statements are
fairly presented, in all material respects, in conformity with accounting principles generally accepted in
the United States of Amcrica and to report on the fairness of the supplementary information referred to in
the second paragraph when considered in relation to the financial statements as a whole. Our audit will
be conducted in accordance with auditing standards generally accepted in the United States of America,
and will include tests of accounting records of the Commission and other procedures we consider
necessary to enable us to express such opinions. If our opinions on the financial statements are other than
unqualified, we will discuss the reasons with you in advance. If, for any reason, we are unable to
complete the audit or are unable to form, or have not formed opinions, we may decline to express
opinions or to issue a report as a result of this engagement.
Management Responsibilities
Management is responsible for the basic financial statements and all accompanying information as well as
all representations contained therein. You are also responsible for making all management decisions and
performing all management functions; for designating an individual with suitable skill, knowledge, or
experience to oversee our assistance with the preparation of your financial statements and related notes
and any other nonattest services we provide; and for evaluating the adequacy and results of those services
and accepting responsibility for them.
Management is responsible for establishing and maintaining effective internal controls, including
monitoring ongoing activities to help ensure the appropriate goals and objectives are met. You are also
responsible for the selection and application of accounting principles; and for the fair presentation in the
financial statements of the respective financial position of the governmental activities, each major fund,
and the aggregate remaining fund information of the Commission and the respective changes in financial
position in conformity with accounting principles generally accepted in the United States of America.
Management is also responsible for making all financial records and related information available to us
and for the accuracy and completeness of that information. Your responsibilities include adjusting the
financial statements to correct material misstatements and confirming to us in the representation letter that
the effects of any uncorrected misstatements aggregated by us during the current engagement and
pertaining to the latest period presented are immaterial, both individually and in the aggregate, to the
financial statements taken as a whole.
You are responsible for the design and implementation of programs and controls to prevent and detect
fraud, and for informing us about all known or suspected fraud or illegal acts affecting the Commission
involving (1) management, (2) employees who have significant roles in internal control, and (3) others
where the fraud or illegal acts could have a material effect on the financial statements. Your
responsibilities include informing us of your knowledge of any allegations of fraud or suspected fraud.
affecting the Commission received in communications from employees, former employees, regulators, or
others. In addition, you are responsible for identifying and ensuring that the Commission complies with
applicable laws and regulations. You are responsible for the preparation of the supplementary
information in conformity with accounting principles generally accepted in the United States of America.
You agree to include our report on the supplementary information in any document that contains and
indicates that we. have reported on the supplementary information. You also agree to include the audited
financial statement with any presentation of the supplementary information that includes our report
thereon or make the audited financial statements readily available to users of the supplementary
information no later than the date the supplementary information is issued with our report thereon.
Golden Valley — Crystal — New Hope Joint Water Commission Page 3
January 3, 2Q 12
Audit Procedures — General
An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the
financial statements; therefore, our audit will involve judgment about the number of transactions to be
examined and the areas to be tested. We will plan and perform the audit to obtain reasonable, rather than
absolute assurance about whether the financial statements are free of material misstatement, whether from
(1) errors, (2) fraudulent financial reporting, (3) misappropriation of assets, or (4) violations of laws or
governmental regulations that are attributable to the Commission or to acts by management or employees
acting on behalf of the Commission.
Because an audit is designed to provide reasonable, but not absolute assurance and because we will not
perform a detailed examination of all transactions, there is a risk that material misstatements may exist
and not be detected by us. In addition, an audit is not designed to detect immaterial misstatements or
violations of laws or governmental regulations that do not have a direct and material effect on the
financial statements. However, we will inform you of any material errors and any fraudulent financial
reporting or misappropriation of assets that come to our attention. We will also inform you of any
violations of laws or governmental regulations that come to our attention, unless clearly inconsequential.
Our responsibility as auditors is limited to the period covered by our audit and does not extend to any
later periods for which we are not engaged as auditors.
Our procedures will include tests of documentary evidence supporting the transactions recorded in the
accounts, and may include tests of the physical existence of inventories, and direct confirmation of
receivables and certain other assets and liabilities by correspondence with selected individuals, funding
sources, creditors, and financial institutions. We will request written representations from your attorneys
as part of the engagement, and they may bill you for responding to this inquiry. At the conclusion of our
audit, we will require certain written representations from you about the financial statements and related
matters.
Audit Procedures — Internal Control
Our audit will include obtaining an understanding of the Commission and its environment, including
internal control, sufficient to assess the risks of material misstatement of the financial statements and to
design the nature, timing, and extent of ðer audit procedures. An audit is not designed to provide
assurance. on internal control or to identify deficiencies in internal control. However, during the audit, we
will communicate to management and those charged with governance internal control related matters that
are required to be communicated under AICPA professional standards.
Audit Procedures — Compliance
As part of obtaining reasonable assurance about whether the financial statements are free of material
misstatement, we will perform tests of the Commission's compliance with applicable laws and
regulations and the provisions of contracts and agreements, However, the objective of our audit will not
be to provide an opinion on overall compliance and we will not express such an opinion.
Audit Administration, Fees, and Other
The assistance to be supplied by your personnel, including the preparation of schedules and analysis of
accounts, typing all cash or other confirmations we request, and locating any invoices selected by us for
testing, will be discussed and coordinated with you.
Golden Valley — Crystal — New Hope Joint Water Commission Page 4
January 3, 2012
We will provide copies of our reports to the Commission; however, management is responsible for
distribution of the reports and the financial statements. Unless restricted by law or regulation, or
containing privileged and confidential information, copies of our reports are to be made available for
public inspection.
The audit documentation for this engagement is the property of Malloy, Montague, Karnowski,
Radosevich & Co., P.A. (MMYR) and constitutes confidential information. However, pursuant to
authority given by law or regulation, we may be requested to make certain audit documentation available
to a regulatory agency pursuant to authority given to it by law or regulation. We will notify you of any
such request. If requested, access to such audit documentation will be provided under the supervision of
MMKR personnel. Furthermore, upon request, we may provide photocopies of selected audit
documentation to the regulatory agency. These parties may intend, or decide, to distribute the copies or
information contained therein to others, including other governmental agencies.
The audit documentation for this engagement will be retained for a minimum of five years after the report
release date or for any additional period requested by the regulatory agency. If we are aware that a
federal awarding agency, pass-through entity, or auditee is contesting an audit finding, we will contact the
party(ies) contesting the audit funding for guidance prior to destroying the audit documentation.
William J. Lauer, CPA is the engagement partner and is responsible for supervising the engagement and
signing the report or authorizing another individual to sign it. Our fees for these services will be based on
the actual time spent at our standard hourly rates. We will also bill you for travel and other out-of-pocket
costs such as report production, typing, and postage. Our standard hourly rates vary according to the
degree of responsibility involved and the experience level of the personnel assigned to your audit. Our
invoices for these fees will be rendered each month as work progresses and are payable upon
presentation. Unless additional work is requested, or circumstances require additional work, we estimate
the basic audit fees to be $8,425.
The fee is based on anticipated cooperation from your personnel and the assumption that unexpected
circumstances will not be encountered. during the audit. If we find that additional audit procedures are
required, or if additional services are requested by the Commission, those services will be billed at our
standard hourly rates. Additional audit procedures might be required for certain accounting issues or
events such as new contractual agreements, new funds, an indication of misappropriation or misuse of
public funds, or if significant difficulties are encountered due to the lack of accounting records,
incomplete records, or turnover in the Commission's staff.
With regard to the electronic dissemination of audited financial statements, including financial statements
published electronically on your website, you understand that electronic sites are a means to distribute
information and, therefore, we are not required to read the information contained in these sites or to
consider the consistency of other information in the electronic site with the original document.
If you intend to publish or otherwise reproduce the financial statements, and make reference to our firm
name, you agree to provide us with printers' proofs or masters for our review and approval before
printing. You also agree to provide us with a copy of the final reproduced material for our approval
before it is distributed.
We appreciate the opportunity to be of service to the Commission and believe this letter accurately
summarizes the significant terms of our engagement. If you have any questions, please let us know. If
you agree with the terms of our engagement as described in this letter, please sign the enclosed copy and
return it to us.
Golden Valley — Crystal — New Hope Joint Water Commission
January 3, 2012
Sincerely,
MALLOY, MONTAGUE, KARNOWSKI, RADOSEVICH & CO., P.A.
William J. Lauer, PA
Principal
WJL:kch
Response:
Page 5
This letter correctly sets forth the understanding of the Golden Valley — Crystal — New Hope Joint Water
Commission.
By:
Title:
Date:
KERBE , ROSE & ASSOCIATES, S.C.
Certified Public Accountants
4211 N. Lightning Drive, Suite A a Appleton, WI 54913
(920) 993-0105 . Fax (920) 993-0116
(888) 725-5277
System Review Report
To the Principals of Malloy, Montague, Karnowski, Radosevich and Co., P.A.
and the Peer Review Committee of the Minnesota Society of CPAs
We have reviewed the system of quality control for the accounting and auditing practice of Malloy, Montague,
Karnowski, Radosevich and Co., P.A. (the firm) in effect for the year ended May 31, 2010. Our peer review was
conducted in accordance with the Standards for Performing and Reporting on Peer Reviews established by the
Peer Review Board of the American Institute of Certified Public Accountants. The firm is responsible for designing a
system of quality control and complying with it to provide the firm with reasonable assurance of performing and
reporting in conformity with applicable professional standards in all material respects. Our responsibility is to
express an opinion on the design of the system of quality control and the firm's compliance therewith based on
our review. The nature, objectives, scope, limitations of, and the procedures performed in a System Review are
described In the standards at www.aicya.org/prsummary.
As required by the standards, engagements selected for review included engagements performed under
Government Auditing Standards and an audit of an employee benefit pian.
In our opinion, the system of quality control for the accounting and auditing practice of Malloy, Montague,
Kamowski, Radosevich and Co., P.A. in effect for the year ended May 31, 2010, has been suitably designed and
complied with to provide the firm with reasonable assurance of performing and reporting in conformity with
applicable professional standards in all material respects. Firms can receive a rating of pass, pass with
deficiencyl'iesf or foil. Malloy, Montague, Karnowski, Radosevich and Co., P.A. has received a peer review rating of
pass.
KERBER, ROSE & ASSOCIATES, S.C.
September 23, 2010
Members of the American and Wisconsin Institutes of Certified Public Accountants
www.kerberrose.com
Golden ValleIT
y
Date: January 24, 2012
To: Joint Water Commission
Memorandum
Public Works
763.593.8030 / 763.593.3988 (fax)
Through: Jeannine Clancy, Director of Public Works
From: Mitchell Hoeft, EIT, Engineer
Subject: Minneapolis/Golden Valley Water Meter Improvements
The attached proposal for the Minneapolis/Golden Valley Water Meter Improvements
Project which was submitted to the JWC by Stantec has been reviewed by all members
of the Technical Advisory Committee for the cities of Crystal, New Hope, and Golden
Valley, as well as City of Minneapolis' staff. All members of the committee support the
scope of work.
Please review and approve Stantec's proposal to design and construct this new
metering facility at the February 8, 2012 meeting. Timely approval will ensure that we
remain on schedule and complete the project during the 2012 year.
Following approval, our schedule will look like this:
1. Approve Proposal for Engineering Services (February 8, 2012)
2. Review Alternatives/Prepare Preliminary Plan (February 2012)
3. Plans/Specifications for Bidding Complete (April 2012)
4. Bid (May 2012)
5. Award Contract (June 2012)
6. Begin Construction (September 2012)
7. Complete Construction (November 2012)
Lastly, the City of Minneapolis has verbally committed to pay for 50% of the design cost
of this facility. The City of Minneapolis is also currently working on revising an
agreement to turn over the ownership of this facility back to the JWC. Staff will update
the JWC as the amendment moves forward.
Recommended Action
Approve proposal from Stantec for the Minneapolis/Golden Valley Water Meter
Improvements in the amount not to exceed $49,698.
Attachment
G:UWC\Water Meter Improvements (12-10)\Memos\JWC Water Meter Improvements.doc
Minneapolis/Golden Valley
Water Meter Improvements
December 2011
Prose nted to:
Jeannine Clancy
Director of Public Works
City Hall
7800 Golden Valley Road
Golden Valley, Minnesota 55427-4588
By:
Stantec, formerly Bonestroo
2335 Highway 36 West
St. Paul, MN 55113
Phone: 651-636-4600
Fax: 651-636-1311
Website: www.stantec.com
Contact Person:
Mark A. Hanson, PE
Principal -In -Charge
Direct Phone: 651-604-4838
E-mail: mark.hanson@stantec.com
December 19, 2011
Sntc
s�
WStantec Consulting Services Inc.
2335 Highway 36 West
St. Paul MN 55113
Tel: (651) 636-4600
Fax: (651) 636-1311
Stank Bonestroo
December 16 2011
Jeannine Clancy
Director of Public Works
City Hall
7800 Golden Valley Road
Golden Valley, Minnesota 55427-4588
Re: Proposal for Minneapolis/Golden Valley Water Meter Improvements
Dear Jeannine,
We are pleased to submit this proposal to provide design and construction services for the installation
of a new meter pit between Minneapolis and Golden Valley at the reservoir and booster station located
on Skyline Drive. Our relationship with City staff, our knowledge of similar projects as well as our
experience in design and construction services will benefit the City on this important project.
Mark Hanson will act as Principle -in -Charge, and Mark Rolfs will serve as the Project Manager, Mark
Rolfs will also be responsible for providing hydraulic design services and will be responsible for
coordinating with the other design team members.
We look forward to working with staff and you on this very important project. After your review we will
forward a contract including language from the attached proposal. If you have any questions please
feel free to call Mark Hanson (651) 604-4838 or Mark Rolfs at (651) 604-4872.
Sincerely,
STANTEC, formerly BONESTROO
Mark R. Rolfs, PE
Project Manager
Mark A Irsen, PE
Principle -In -Charge
Stantec
tomairy Pnna�Hr-�
Inventory/Analysis/ Maintenance Pian
Pedestrian Improvemer-ii Study
Contents
1
SCOPEOF SERVICES............................................................................................
1
PROJECT UNDERSTANDING..................................................................................
1
SCOPEOF WORK.............................................................................................
2
FIGURE 1 — WATER METER IMPROVEMENTS...........................................................
3
DETAILED SCOPE AND COST OF SERVICES............................................................
4
SCHEDULE...........................................................................................................
4
LABOR HOURS AND COST ESTIMATE....................................................................
5
46 ntec
Minneapolis/Golden Valley
Meter Vault Improvements
SCOPE OF SERVICES
This proposal outlines our project understanding and scope and cost of services.
PROJECT UNDERSTANDING
Based on our meeting last week, we understand that the City of Golden Valley desires to install
a new meter pit between the City of Minneapolis 48 inch supply line and the ground storage
reservoir located just east of Skyline Drive. We understand that the City of Golden Valley will
be our client, but that all design decisions will need to be approved by the City of Minneapolis
as well. We are planning to include Bert Tracy and Bernie Bullert in all correspondence and
meetings.
The existing meter pit consists of a 12 inch and 16 inch meter. The meter is very deep, small
and dangerous to enter. There have been numerous problems with the meter caused by
excess velocities. We plan to install a larger shallow pit with larger meters that will do a better
job of measuring the flows throughout the needed flow ranges and allow for better and safer
access to the meters (see Figure 1). We plan to install a new connection to the existing 48 inch
steel pipe that will require the shut down of the 48 inch Minneapolis water main. For this
reason, we believe that the best time to do the project is next fall. In the fall, the flows will be
lower, and the JWC Service area can be fed from the Crystal pumping station. The project
would then be completed before the County Road 9 Improvement Project by Hennepin County
in Robbinsdale in 2013. In the event the JWC Service area needs to be solely fed from Golden
Valley during that project, we will provide enough meter capacity to make this possible. This
would not be possible with the existing meter pit.
The following items will be considered as part of this design:
■ Preliminary survey to accurately locate all existing features on the site between the 48
inch Minneapolis water main and the ground storage reservoir. A crucial component of
the successful meter pit will be the location to provide good access to the pit.
■ Evaluation of flow rates necessary to fill the reservoir under the demand requirements
and the fill constraints by the City of Minneapolis.
• Hydraulic analysis to determine the layout of the pit and the upstream and downstream
buried piping.
■ Evaluation of alternative meter types.
■ Evaluation of configuration of the tie in to the 48 inch main and the ground storage
reservoir.
■ We will concentrate on a meter pit design that emphasizes ease of access and
maintenance. It is important that the meters be contained in a good working
environment and one that allows for safe entry by City personnel. The key to achieving
this goal will be to keep that pit as shallow as possible.
■ Provide for a well thought out electronics package on the meter head that it will tie into
the existing SCADA system and provide data to both the City of Golden Valley and the
City of Minneapolis.
'Swntec
Minneapolis/Golden Valley
Meter Vault Improvements
SCOPE OF WORK
We have outlined an overall work program that responds to the project objectives of an
accurate metering system that is easily maintained. The proposed work program consists of the
following three phases:
■ Phase One: Preliminary Design
■ Phase Two: Bidding Documents
■ Phase Three: Construction Services
Phase One: Preliminary Design
The purpose of Phase 1 is to make sure that the project gets headed in the right direction. The
first critical element is to develop the site plan background so that we can meet to determine
the most effective physical layout of the approach piping and meter pit.
Phase Two: Bidding Documents
The Phase 2 process will bring the design concepts forward to a fully biddable set of plans and
specifications that will allow a qualified contractor to provide a new meter pit that achieves the
City's goals at a fair cost.
Phase Three: Construction Services
Phase 3 will ensure that the intent of the plans and specifications is carried out in the field. At
the end of the project the city will have an accurate set of As -Built plans and an O&M manual
that helps the City to use and maintain the new meter pit.
z Stantec
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UNDERMCUM RESERVOIR
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PROPOSED 4B" PROPOSED
48' X 24' B.V. 48" X 24"
1 EX6T},IIG .
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METER Prr
24"THRO9TLE
VALVE, (MVP OF 2)
24"9DLEMW OPERATED
VALVE, CM OF 2)
MINNEAPOLIS/GOLDEN VALLEY WATER METER IMPROVEMENTS
GOLDEN VALLEY, MN FIGURE: 1
C:kUSERS\18311DESKrOP\193N9DDOF001.DWG DATE: December 19, 2011 COMM:
Not to Sisk
E)4ST=
48'
24"
21P
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BEND
24"9DLEMW OPERATED
VALVE, CM OF 2)
MINNEAPOLIS/GOLDEN VALLEY WATER METER IMPROVEMENTS
GOLDEN VALLEY, MN FIGURE: 1
C:kUSERS\18311DESKrOP\193N9DDOF001.DWG DATE: December 19, 2011 COMM:
Not to Sisk
Minneapolis/Golden Valley
Meter Vault Improvements
DETAILED SCOPE AND COST OF SERVICES
Our intent is to provide the City of Golden Valley with a complete service project that meets the
needs as stated in the project understanding. To do so, we have outlined the basic services
that we believe are essential to complete this process and have assigned estimated hours and
associated dollars for each task. We propose our services to be charged on an hourly basis in
accordance with our municipal rate schedule and in accordance with the estimates in the Labor
Hours and Cost Estimate Table. Direct expenses relating to the professional services may
include drafting supplies, mileage, postage, delivery charges, photography and reproduction
charges. The cost for these expenses is estimated to be $2,000. The estimated total cost by
Phase is noted below:
Phase One: Preliminary Design $8,788
Phase Two: Bidding Documents $22,204
Phase Three: Construction Services $16,706
Total $47,698
SCHEDULE
Phase One: January 2012
Phase Two February — April 2012
Phase Three May 2012 — Spring 2013
Labor Hours and Costs Estimate
Golden Valley Meter Pit
Proirect
Process
Civil
Electrical
Structural
Survey
Total
Phase
Task
Manager
Engineer
Engineer
Engineer
Engineer
Crew
Drafting
Admin,
Hours
Total Cost
1. Preliminary Design
1. Kickoff Meeting
4
4
2
10
$1,300
2. Preliminary Survey & Data Download
8
8
$1,640
3. Preliminary Design
4
12
6
6
4
8
40
$5,124
4. Prelim Design Review Meeting
4
2
6
$72
Subtotal Estimated Hours
12
16
6
6
4
8
8
4
64
Hourly Billing Rat
$149.00
$144.00
$129.00
$129.00
$129.00
$205.00
$92.00
$64.00
Subtotal Estimated Costs
$1,788
$2,304
$774
$774
$516
$1,640
$736
$256
$8,788
It. Bidding Documents
1. Civil Design
2
8
10
$1,330
2. Process Design
8
24
32
$4,648
3. Structural Design
2
16
18
$2,362
4. Electrical Design
2
24
26
$3,39
5. 50% Review Meeting
4
4
$596
6.90% Review Meeting
q
4
$59
7. Final Review meeting
4
-
4
$596
B. Prepare and Distribute Bid Documents
4
12
4
4
4
40
68
$7,552
9. Bid Opening and Award
2
4
4
10
$1,130
Subtotal Estimated Hours
32
40
12
28
20
40
4
176
Hourly Billing Rat
$149.00
$144.00
$129.00
$129.00
$129.00
$205.00
$92.00
$64.00
Subtotal Estimated Costs
$4,768
$5,760
$1,548
$3,612
$2,580
$3,680
$256
$22,204
III. Construction Services
1. Contracts
2
4
6
$544
2. Pre -con Meeting
4
4
2
$1
3. Inspection
6
6
6
6
6
$4,41
4. Progress Reports
8
8
$1,152
5. Construction Engineering
8
20
12
8
48
$6,652
6. As-Builts and O&M Manual
2
4
4
4
8
22
$2,64
Subtotal Estimated Hours
14
44
10
22
14
6
8
6
84
Hourly Billing Ra
$149.00
$144.00
$129.00
$129.00
$129.00
$205.00
$92.00
$64.00
Subtotal Estimated Costs
$2.086
$6.336
$1.290
$2,838
$1.806
$1a30
736
$384
$16706
Total Estimated Hours
58
100
28
56
38
14
56
14
324
$47,698
Estimated Costs
Project Summary
Hours
Amount
1. Preliminary Design
64
$8,788
2. Bidding Documents
176
$22,204
3. Construction Services
84
$16,706
4. Reimbursable Expenses
$2,000
TOTAL
324
$49,698
10
January 12, 2012
Mr. Jim Adams
President
West Metro Fire Rescue District Firefighter Relief Association
4101 Douglas Drive
Crystal, MN 55422
Dear Mr. Adams:
I am writing to let you know I received your request from the West Metro Fire
Rescue District to utilize the Golden Valley water tower for training in anticipation
of the American Lung Association's Stair Climb Challenge. Unfortunately, neither
the Golden Valley City Manager nor I can authorize use of the tower for this
training. The tower is owned by the Joint Water Commission (JWC) (Crystal, New
Hope and Golden Valley). I will place your request on the February 1, 2012
meeting agenda for the JWC's consideration.
If you have any questions, please contact me at 763.593.8035.
Sincerely,
Znn*a Clancy
Director of Public Works
C: Tom Burt, City Manager
Joint Water Commission
G:WWC\Corres\WestMetroFireRescue Request. docx
Jim Adams
President
West Metro Fire Rescue District Firefighter Relief Association
4101 Douglas Drive
Crystal MN, 55422
1-2-12
Ms. Jeannine Clancy
Director of Public Works
7800 Golden Valley Road
Golden Valley MN 55427
Dear Ms. Clancy
We are the Relief Association for the West Metro Fire Rescue District
One of our activities is to promote firefighter fitness through local
charitable and community activities. We will have approximately eight
firefighters who will be participating in the American Lung Association's
Stair Climb challenge. West Metro Firefighters will be climbing the 30-
floors/660 steps in our FULL TURN OUT GEAR. This task will require
some training, as our average gear weight is about 50 pounds. We are
asking for your support by allowing us to work out in the Golden Valley
Water Tower under the supervision of Matt Rowedder.
Thank you!
Sincerely,
�imAdams
President
West Metro Fire Rescue District Firefighters Relief Association
aceadams(ftmail com
612-805-5101
/I
4141 Douglas Drive North . Crystal, Minnesota 55422-1696
Tel: (763) 531-1000. Fax: (763) 531-1188. www.ci.crystal.mn.us
CITY of
CRYSTAL
February 8, 2012
To: Joint Water Commission
Subject: Materials for 16" and 24" gate valve replacement.
In the 2012 Joint Water Commission CIP money is allocated for the replacement of two 16" and
one 24" gate valves in the City of Crystal. $200,000 was included in the 2012 CIP to perform
this work.
To perform the valve replacements adapters must be purchased to convert from the existing
PCCP water main to ductile iron pipe to allow for the insertion of the butterfly valves that will
be used to replace the current gate valves. There is currently a minimum eight week lead time
on getting the adapters to perform the replacements. I am requesting authorization to
purchase the adapters, butterfly valves and associated fittings at this time so as to be prepared
to start this work early in the construction season after a contractor has been chosen.
In past JWC gate valve replacements within the City of Crystal the gate valves have been
replaced with "M&H" brand AWWA butterfly valves. To maintain consistency we again
specified M&H butterfly valves for the replacements for three gate valves to be replaced in
2012. HD Supply is the sole supplier of M&H valves in the state of Minnesota so were the sole
local supplier to quote on materials requested.
HD Supply in the amount of $ 37,415.54.
Randy Kloepper
City of Crystal, Utilities Superintendent.