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08-07-2013 JWC Agenda PacketAGENDA JOINT WATER COMMISSION August 7, 2013 - 1:30 p.m. Council Conference Room Golden Valley City Hall 1. Call to Order 2. Approval of Minutes—July 3, 2013 3. Inspection Proposal for Golden Valley Reservoir (Clancy) 4. Emergency Water Supply System Design Request for Proposals (Clancy) 5. 36 -Inch Watermain Break Update (Kloepper) 6. Update —County Road 9 Trunk Watermain Project (Mathisen) 7. Other Business 8. Adjournment This document is available in alternate formats upon a 72 -hour request. Please call 763-593-8006 (TTY: 763-593-3968) to make a request. Examples of alternate formats may include large print, electronic, Braille, audiocassette, etc. K JOINT WATER COMMISSION MINUTES Golden Valley - Crystal - New Hope Meeting of July 3, 2013 The Golden Valley — Crystal — New Hope Joint Water Commission meeting was called to order at 1:41 p.m. in the City of Golden Valley Council Conference Room. Commissioners Present Tom Burt, City Manager, Golden Valley Kirk McDonald, City Manager, New Hope Anne Norris, City Manager, Crystal Staff Present Randy Kloepper, Utilities Superintendent, Crystal Guy Johnson, Director of Public Works, New Hope Jeannine Clancy, Director of Public Works, Golden Valley Dave Lemke, Utilities Supervisor, Golden Valley Sue Virnig, Finance Director, Golden Valley Pat Schutrop, Administrative Assistant, Golden Valley Others Present Scott Harder, Environmental Financial Group, Inc. Minutes of June 5, 2013 Meeting MOVED by McDonald, seconded by Norris to approve the minutes of the May 1, 2013 meeting as presented. Motion carried. Minutes of the May 23, 2013 Tri -City Council Meeting MOVED by Norris, seconded by McDonald to approve the minutes of the May 23, 2013 Tri -City Council meeting. Motion carried. Minneapolis Negotiations Scott Harder has been working with the City of Minneapolis regarding the Cost of Service Study on behalf of the JWC. He discussed a letter received from the City of Minneapolis describing what the JWC and the City of Minneapolis verbally agreed upon regarding the study. To accommodate all rate structures, Minneapolis is basing rates on 7 hundred cubic feet units of water used. The rate model shows a change of 2.84% for an average family monthly bill. Using the model, the rate for JWC customers will be at $1.97 in 2014, up from $1.92 in 2013. Minneapolis also proposed calculating the consumption and peaking rate on a 3 -year cycle versus the current 5 -year cycle. There was customer consensus and the JWC contract will be amended to indicate that understanding. Also negotiated was if Minneapolis starts drilling wells for its emergency backup supply, the JWC will not be allocated any cost for the emergency wells. The City of Columbia Heights has not agreed to Minneapolis' proposal and does not expect its city council to take action until August. Columbia Heights does not agree with the 3 -year and the 7 -unit benchmark. Minneapolis wanted to achieve customer consensus by July 1, 2013. The commissioners asked how the City of Bloomington's water usage will affect the model. Minneapolis assessed that Bloomington was a certain type of customer and based on that type, (:\Joint Water Commission\JWC Minutes\2013 JWC Minutes\07-03-131WC Minutes.doc Joint Water Commission July 3, 2013 Page 2 of 3 Bloomington and Minneapolis will enter into a new agreement. Bloomington is a big enough customer to move the rates up by a few cents (up to 5 cents). One of Bloomington's main concerns is that it does not want to pay for water it does not use. Currently, it pays for 2 mgd of water for nine months and charged the actual amount of water used for the three summer months. Bloomington has hired Harder to help with its negotiations with the City of Minneapolis. Harder is hearing that Minneapolis may be adding some lending language in the amendments regarding its proposal to build wells for its emergency backup water supply. He recommends the JWC not issue any bonds or build wells until the JWC has seen this language in the amendment. Minneapolis is also considering blending groundwater into the river water. If Minneapolis does blend groundwater with river water, it could not be considered a true backup water supply system. Burt stated that he will not approach Golden Valley City Council until an agreement is reached stating the JWC will not pay for groundwater and if Minneapolis uses groundwater on an ongoing basis and it is not for emergency purposes, the JWC will receive a credit. Harder will continue to keep the JWC informed on the progress of the finalized amendment and its submittal. He thought the amendment would be ready in about two weeks. Norris noted the final obligation under the scope of services in the current contract with EFG, Inc., is for Harder to prepare a financial management letter. Recent Storms and Communications The Commissioners discussed communication protocol during heavy thunderstorm events, specifically during the recent June 20-21 storm events. They talked about ways to coordinate each city's Communications teams to better convey technical information to the public in a uniform manner. The JWC comprehensive plan does contain an emergency response plan. The first individuals to contact are the public works directors from each of the three cities; Jeannine Clancy, Guy Johnson, and Tom Mathisen. A PR kit should be developed for the Communications teams to use in getting the word out to all three cities. The three city managers will forward updated contact information to the City of Golden Valley staff. 2014-2018 CIP Prolects Virnig distributed the revised 2014-2018 CIP projects list. Due to the large amount of power outages during the recent June 20-21 storm events and the need to restrict water supply usage, the JWC discussed the need for a backup generator for the Crystal. Virnig will add the Crystal Generator Program to the list of CIP projects. The TAC will review purchasing the generator and report back to the JWC with a cost recommendation. County Road 9 Trunk Watermain Project Update Progress is ongoing. (:\Joint Water Commission\lWC Mlnutes=3 JWC Minutes107-03-13 JWC Minutes.doc Joint Water Commission July 3, 2013 Page 3 of 3 Other Business • Meter Vault Project —The contractor is finishing up the project. The meters are operational; however, they have not yet been calibrated. There are some outstanding change orders amounting to about $9,000 for Magney Construction. Approximately $7,000 of that amount is for work Minneapolis asked Magney to perform on its behalf. Stantec also requested an increase in budget in the amount of about $5,000 to cover costs to coordinate unanticipated construction meetings with Minneapolis and Magney. The JWC directed staff to pay $5,000 more than the approved $80,341 to Stantec. 36 -inch Watermain Break — After the June 21 storm event, a JWC watermain ruptured on 42nd Avenue (County Road 9) between County Road 81(Bottineau Boulevard) and West Broadway in Robbinsdale. Degradation in the concrete and wire encasement most likely led to the bottom of the 36 -inch pipe to corrode which weakened the steel pipe and caused the pipe to rupture. When Tom Mathisen is back in the office, Randy Kloepper will have him review the findings and issue a memorandum. Next Meetine The next scheduled meeting is August 7, 2013 at 1:30 pm. Adiournment Chair Burt adjourned the meeting at 1:33 pm. Thomas D. Burt, Chair ATTEST: Pat Schutrop, Recording Secretary I:uoint Water CommisslonVWC Minutes12013 JWC Minutesl07-03-13 JWC Minutes.doc 3 city of gol01i�V. .I Ar 1 Y Date: August 7, 2013 Public Works Department 763-593-8030 / 763-593-3988 (fax) To: Joint Water Commission From: Jeannine Clancy, Director of Public Worty (Vft4 Subject: Approval of Proposal from KLM for Inspection of Golden Valley Reservoir The construction of the water meter vault at the Golden Valley reservoir provided the JWC with the opportunity to inspect the two in -ground reservoirs while they were dry. Staff previously advised the JWC of this opportunity and proceeded to retain the services of KLM to inspect the reservoirs for a fee of $7,200. Staff recommends that the Chair be authorized to sign the agreement. Attachment G;VWC\Memos\Author)ze KLM Reservoir Inspection Proposel.doa '" KLM ENGINE�'RIN� INC. P.O. Box 897 • 3394 Lake Elmo Ave. N. • Lake Elmo, MN 55042 (651) 773-5111 • Fax (651) 773-5222 July 24, 2013 By Email Only Mr. Bert Tracy Public Works Maintenance Manager City of Golden Valley 7800 Golden Valley Road Golden Valley, Minnesota 55427 RE: Proposal for Inspection of the Two 4,500,000 Gallon Underground Concrete Storage Reservoirs Located in the City of Golden Valley, MN. Dear Mr. Tracy: KLM is pleased to submit this proposal to inspect the two 4,500,000 gallon water storage reservoirs in Golden Valley, Minnesota. KLM proposes to perform a detailed inspection of the existing conditions of these underground storage reservoirs in conformance with AWWA Manual M42 Appendix C Inspecting and Repairing Steel Water Tanks and Elevated Tanks for Water Storage and American Concrete Institute (ACI) 201.1R-95 Guide for Making a Condition Survey of Concrete in Service. This type of inspection is not just a verbal report on existing conditions. The report submitted after the inspection will break down in detail the interior and exterior coating and structural conditions. Color photographs substantiate the details of this report. The KLM report will also indicate any unsafe OSHA conditions observed. The report closes with an Engineer's Cost Estimate of the recommended structural and coating repairs or replacements, which is essential for adequate budgeting. By choosing KLM Engineering, Inc. the City of Golden Valley is investing in the knowledge and expertise of a consultant who can perform an accurate and unbiased inspection of your water tank. KLM's knowledge and experience in the field of water tower structural examination and coating evaluation can be confirmed by checking our enclosed references. Our inspection(s) will clearly identify all of the maintenance requirements of the tower. This 5 -year anniversary inspection will establish a baseline of the current conditions of the reservoir (s). The report will define the next time the tower should be inspected and, if necessary, any maintenance. The experience of KLM's staff in water tower inspections has been enhanced by our training as National Association of Corrosion Engineers (NACE) Certified Coatings Inspectors and American Welding Society (AWS) Certified Welding Inspectors. This training, plus the years of experience in abrasive blasting (surface preparation) painting, rigging, welding, and inspecting has given this company a competitive edge for performing this type of work in a safe and professional manner. City of Golden Valley, MN The following excerpt from AWWA MANUAL OF WATER SUPPLY PRACTICES M42 Steel Water Storage Tanks defines organizations or individuals deemed properly qualified to perform the type of inspection proposed by KLM Engineering, Inc. AWWA Manual M42 Appendix C Inspecting and Repairing Steel Water Tanks and Elevated Tanks for Water Storage (formerly AWWA Standard D101) Section A-1: General. Sec. A-1.2 Inspection Services Under the terms of this recommended practice document, only organizations or individuals who are properly qualified to do such work shall provide inspection services. Those so qualified are: (1) An engineering organization whose principals are registered professional engineers, specializing in inspection services and having at least five year's experience in the inspection of steel structures. (2) Independent engineers, licensed in the state in which the structure is located, whose practice has included substantial or major attention to steel construction. (3) Inspection or safety agencies of the state in which the structure is located, if such agencies are empowered to render inspection services and, further, if such inspection services involve the employment of personnel experienced in steel construction and maintenance. In all of the above classes of qualified inspection agencies, the inspector(s) assigned to the work in the field shall have been properly trained by the organization so qualified and shall have no interest, other than that of a competent inspector, in the performance of any work under consideration at the time the inspection is made. The inspection and inspection reports will be performed in accordance with AWWA M 42 Inspecting and Repairing Steel Water Tanks, Standpipes, Reservoirs, and Elevated Tanks, for Water Storage and American Concrete Institute (ACI) 201.1R-95 Guide for Making a Condition Survey of Concrete in Service. 2 City of Golden Valley, MN Benefits KLM will provide to the Owner two (2) copies of the inspection report, which will provide the following benefits: 1. Clearly stating the actual condition of the coatings and structural integrity. 2. Identify the amount of sediment and estimate the next time it needs cleaning. 3. Provide a schedule for performing recommended maintenance work. 4. Provide an Engineer's Cost Estimate for all recommended repair work. 5. Color photographs substantiate details of the report. 6. Copies of the report justify maintenance recommendations to decision -makers. 7. The inspection report can be included in the specification document to provide accurate information on existing conditions for bidders. 8. Recommendation of future inspections. 9. KLM will also provide drawings in the report for future maintenance. KLM Work Plan Inspection Evaluation for Steel Water Storage Reservoirs Dry Tank Inspection The dry tank inspection is the method recommended by AWWA M 42 D101-53 (R1986) Part A. However, this method of inspection is limited to areas accessible from a ladder or areas that can be reached from the floor. KLM will inspect the floor, the reservoir walls, and any interior structure accessible by ladders. All accessible exterior surfaces, including the roof, will also be inspected. KLM will measure and photograph all areas that need to be included in the inspection report. KLM will provide a ladder. The Owner would be responsible for draining and cleaning the tank prior to inspection. The exterior inspector's primary responsibilities are to be the safety -hole watch for the interior inspector and to inspect the exterior. 3 City of Golden Valley, MN 4 Exterior and Interior Inspection The exterior inspection is critical for evaluating the coating conditions to determine whether the coating is a candidate for over coating or complete reconditioning. KLM inspectors will also check for structural deficiencies and OSHA compliance. For each inspection, KLM will provide a NACE Certified Coatings Inspector that is properly trained and qualified to perform this type of inspection. The exterior will be inspected from all areas accessible without rigging unless otherwise written into this agreement. Coating conditions of both the interior and exterior will be examined using a number of different testing equipment. KLM's inspection will include using ultrasonic thickness readings UT, dry film thickness DFr, and standard ASTM tests. If KLM were requested to take coating samples from the tanks to check for lead and chromium this would be an additional fee. Interior and Exterior: • Roof structure (size and style) • Vents (size and style) • Roof manways (size and style) • Ventilation manways (size and style) • Overflow weir and pipe (size and style) • Support column (size and style) • Capacity level and head range • Inlet/outlet pipe • Mud ring • Drains • Floor condition (oil canning) • Cathodic protection • Fitting • Girders and sail plates • Ladders, cages, platforms, and handrails • Painters rigging • Reinforcement pads • Balcony or stiffening girder • Anchor bolts and cotter pins • Base pad condition including flexcel and grout • Screens on vents and overflows • Overflow air breaks, splash pads, and drainage • Safety devices • Lighting • Site dimensions • Safety considerations The exterior inspector's primary responsibilities are to be the safety -hole watch for the interior inspector and to inspect the exterior. City of Golden Valley, MN Owner's Responsibilities 5 KLM will require the assistance of the Owner to back-flush and disinfect the reservoir of the tank. The Owner would need to provide a supply of water to perform this disinfection. A typical clean-out consists of washing down most of the heavy sediment while the water is draining. The Owner's personnel shall also be responsible for: • Manning the shut off valve at all times • Opening and closing the inlet/outlet pipe • Verifying that clean out and disinfection have been performed to Owner's satisfaction • Disposing of sediment and debris • Taking and testing water samples • Providing a ladder to reach the fixed ladder • Providing copies of background information on tank, including maintenance records, construction drawings, previous inspection reports, and previous painting or reconditioning specifications. It is especially helpful if this information is collected prior to KLM's personnel beginning its inspection. Inspection Fees Dry Tank Inspection The dry tank inspection will be performed in accordance to this proposal for a fee of $7,200.00 Proiect Team KLM Engineering, Inc. Team Members • Engineering Manager: Matt Erickson, PE • Inspection Report and Specification Writer: Jack R. Kollmer • Marketing Manager: Shawn A. Mulhern • Marketing Assistant: Kaitlin S. Larson • Office Manager: Laurie Sylte • Project Field Supervisor: Scott Kriese • Project Field Supervisor Assistant: Michelle Nelson • Telecomm Supervisor: Rodney J. Ellis • Field Inspectors: Curtis Parison David Montgomery Dewey Prinzing Cody Gaede Brian McCarthy Additional Information Additional information can be found at KLM's website at: www.klmengineerinp,.com City of Golden Valley, MN Time Frame This proposal is valid for sixty (60) days from July 24, 2013. If the City of Golden Valley finds this proposal acceptable, please sign and return. When KLM receives the signed proposal, we will call the Owner to coordinate an inspection time. When the City of Golden Valley receives the inspection report, KLM will bill the Owner according to this agreement. If you have any questions regarding this proposal, please call me at 651-773-5111 or fax this proposal back at 651-773-5222. This agreement, between the City of Golden Valley and KLM Engineering, Inc. of Lake Elmo, Minnesota is accepted by: City of Golden Valley, (Name) (Title) Minnesota (Date) (Name) (ime) July 24, 2013 (Date) We look forward to working with you. Sincerely, KLM ENGINEERING, INC. Shawn A. Mulhern Marketing Manager Samba (shared) Proposal 20131 MSTRINSP2013/ City of Golden Valley, MN Engineering, Inc. L Ke Elmo, Minnesota G