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11-06-2013 JWC Agenda PacketAGENDA JOINT WATER COMMISSION November 6, 2013 - 1:30 p.m. Council Conference Room Golden Valley City Hall 1. Call to Order 2. Approval of Minutes — October 2, 2013 3. Amendment to Minneapolis Water Agreement (Scott Harder/Bernie Bullert) 4. Update on Emergency Backup Water Supply Plan (Mathisen) a. Agreement with Bolton & Menk, Inc. b. Status of Development of Cost and Financing Plan 5. Update on Crystal Pump Station Emergency Generator and Costs (Mathisen) 6. Update on Crystal Reservoir Fill from System Project (Mathisen) 7. Discuss and Approve Leak Detection Study of 36 -inch Pipeline (Mathisen) 8. Update on County Road 9 and JWC Pipeline Project (Mathisen) 9. System Evaluation Due to Pending County Road Projects a. Douglas Drive (Medicine Lake Road to Olympia) b. Golden Valley Road (Regent to Theodore Wirth Parkway) 10. December 4, 2013 Tri -City Council Meeting a. Items to be Discussed b. Actions to be Taken 11. Other Business 12. 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. 2 JOINT WATER COMMISSION MINUTES Golden Valley - Crystal - New Hope Meeting of October 2, 2013 The Golden Valley— Crystal — New Hope Joint Water Commission meeting was called to order at 1:32 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 Tom Mathisen, City Engineer, Crystal Randy Kloepper, Utilities Superintendent, Crystal Bob Paschke, Director of Public Works, New Hope Bernie Weber, Utilities Supervisor, New Hope Jeannine Clancy, Director of Public Works, Golden Valley Jeff Oliver, City Engineer, Golden Valley Bert Tracy, Public Works Utility Manager, Golden Valley Kelley Janes, Utilities Supervisor, Golden Valley Pat Schutrop, Administrative Assistant, Golden Valley Minutes of September 4, 2013 Meeting MOVED by McDonald and seconded by Norris to approve the minutes of the September 4, 2013 meeting as presented. Motion carried. Amendment to Minneapolis Water Agreement Scott Harder, EFG, Inc., informed Chair Burt that Minneapolis has made additional changes to the amendment since it was distributed. Burt and Harder will discuss the changes with Bernie Bullert, City of Minneapolis Water Works. Harder provided a supplemental services agreement to conduct a review of the proposed City of Minneapolis water rates and to participate in related discussions and negotiations on behalf of the JWC. The supplementary services agreement will include a letter to the JWC summarizing all the changes made to the amendment for the JWC commissioners to present to city councils. MOVED by Norris and seconded by McDonald to approve the supplemental services agreement with EFG, Inc. to conduct a review of the proposed City of Minneapolis water rates in the amount of $5,600. Motion carried. Consider TAC Recommendation on Design Consultant Selection — JWC Emergency Backup Water Supply Plans and Specs, Award Contract Proposals were received from five consultants. The TAC ranked the proposals and Bolton & Menk ranked the highest. Mathisen recommends approval of the proposal and direct the TAC to negotiate the contract with Bolton & Menk to develop plans and specifications. The TAC would bring a contract to the November 6 JWC meeting for approval. (:\Joint Water Commission\JWC Minutes\2013 JWC Minutes\10-02-13 JWC Minutes.doc Joint Water Commission October 2, 2013 Page 2 of 3 MOVED by McDonald and seconded by Norris to direct staff to negotiate a contract with Bolton & Menk, Inc. in the amount of $128,035 to produce all design drawings, specifications, and bid documents necessary to build the emergency backup water supply. Motion carried. Update on County Road 9, JWC Pipeline Proiect, and Generator for Crystal Reservoir • County Road 9 Update. Mathisen reported another utilities meeting with Hennepin County took place and they discussed how the project will be staged. Mathisen said they are working with Stantec now on the design of some parts (i.e., valves) that may need to be purchased prior to the project start up in late April/early May. • Generator for Crystal Reservoir. Based on the power outage during the June 21-22 thunderstorms and the probability of that occurring again, the JWC directed the TAC to look into specifics for a backup generator for the Crystal reservoir and report back to the JWC. The planned work for the CSAH 9 construction will include modifications to the York Avenue metering vault requiring the supply line out of service for a period of time during peak JWC consumption months. Golden Valley is recommending the purchase of a 1,000 kW generator in the event of a power failure while the modifications are made to the York Avenue value. Golden Valley is also recommending that modifications be made to the supply line piping and meters at the Crystal reservoir to continue to utilize the storage available at that facility. Chair Burt directed the TAC to determine what is needed and the type of generator to purchase. MOVED by McDonald and seconded by Norris to direct the TAC to solicit design services and quotes for a generator and plan of operation for the Crystal Reservoir during construction of the CSAH 9 project and present for approval at the November 6, 2013 JWC meeting. Motion carried. Crystal Reservoir Fencing The following three quotes were received for installation of security fencing at the Crystal reservoir: Midwest Fence $55,633.78 Town and Country Fence $56,850.00 Century Fence $89,904.32 Midwest Fence had the lowest bid and Kloepper recommends approval of the proposal for $55,633.78. The project was planned for and $70,000 was budgeted in the 2013 CIP. The project will start in about three weeks. MOVED by McDonald and seconded by Norris to approve the proposal from Midwest Fence in the amount of $55,633.78 to provide and install a security fence at the Crystal reservoir. Motion carried. I:\Joint Water Commission\JWC Minutes\2013 JWC Minutes\10-02-13 JWC Minutes.doc Joint Water Commission October 2, 2013 Page 3 of 3 Next Meeting The next scheduled meeting is November 6, 2013 at 1:30 pm. Adiournment Chair Burt adjourned the meeting at 1:58 p.m. Thomas D. Burt, Chair ATTEST: Pat Schutrop, Recording Secretary I:\Joint Water Commission\JWC Minutes\2013 JWC Minutes\10-02-13 JWC Minutes.doc K October 1, 2013 Qnneapolls City of I -ekes Department of Public Warks Step Yi A Kake, P.E. P.,VrW. Tom Burt City Manager Chair JWC 7800 Golden Valley Road Golden Valley, MN 55427 3508L, -1h 501 Ste,( - Ro. ,n ".03 hhuierp4;►AA 5=5 RE: Amendment Documents per Cost of Service Study Cft,) Rte 673-3065 Fd> 612 373.M3 Dear Mr. Burt: TTY 81" f13-2157 These prepared amendments have been out for review and discussion for a while and I have made some wording changes per comments from some customers. Basically- all 5 major customers (MAC, Edina, JWC, Hilltop and Columbia heights) have somewhat similar language but dependent on each particular situation. Enclosed is a set of 4 amendments ready for processing and signatures. After your signatures, I will process it through Minneapolis and return a fully signed copy to you. If there are any questions, please call me at 612-673-2418. Sincerely, d /-- Bernie R. Bullert Director Water Treatment & Distribution Services t� JWCamcndmendeWIDO] 13.doex Cly Inft wwoon and Servion www.d.mbneepotis.mn.us Affirna?in Ulan Em kyer AMENDMENT NO.2 MINNEAPOLIS -JOINT WATER COMMISSION WATER AGREEMENT- 2004 AMENDMENT TO CONTRACT NO. C-22438 This agreement is made and entered into as of the __ day of , 2013, by and between the City of Minneapolis, a Minnesota home rule charter city in Hennepin County, Minnesota, and the Joint Water Commission ("JWC"), a joint powers board formed pursuant to Minn. Stat. § 471.54 by the cities of Golden Valley, Crystal and New Hope, Minnesota, all Minnesota cities in Hennepin County, Minnesota, WITNESSETH: RECITALS WHEREAS, the City of Minneapolis operates a municipal water system known as the Minneapolis Water Works ("MWW"); and, WHEREAS, the City of Minneapolis and the JWC have previously entered into an Agreement for the City to supply water to the JWC to be effective as of the 1 st day of January 2004 entitled "Minneapolis- Joint Water Commission Water Agreement- 2004"; and, WHEREAS, the City and JWC deem it to be appropriate to make amendments to that Agreement as specified herein. NOW THEREFORE, it is mutually agreed as follows: 1. That definition "I" on page 3 be replaced with the following language: "Minneapolis Inside City Residential Rate": The published price charged to residential customers living within the Minneapolis city limits is expressed as a fixed charge by meter size and on a dollar per hundred cubic feet (HCF) basis for service volume consumption. The published price may involve a rate structure involving more than a single rate per HCF, based upon season, volume of water consumed or any other variable factor that is reasonable. The JWC rate will be based on the percentage of the Minneapolis Inside Residential Rate as determined by the "Cost of Service Methodology" as described in Section 1 "E" using the Cost of Service analysis of Section 6 (B). Between wholesale costs of service studies, each intervening -year rate charge shall be based on the monthly cost change to a Minneapolis residential customer when the City adopts retail rates in its annual budget process. This cost shall be calculated by the % change year over year for an inside -city residential customer using a 5/8" meter and 7 billing units of water in a month. Therefore, the monthly cost for a residential customer is the sum of the monthly fixed cost for a 5/8" meter and the cost for 7 units of water per month. These rate increases will be based on rounding to the nearest one-hundredth of a per cent. The new rate to JWC will be rounded to the nearest cent. II. That Section 3: "Supply of water" paragraph A. be replaced with the following language: The MWW will deliver up to the maximum amount of 21 million gallons of water per day. Both parties agree to develop and maintain a daily delivery schedule considering the water demand profile of the JWC and its' storage volume available and the JWC agrees to make all reasonable efforts to operate an "off peak" delivery schedule and limit any "on peak" usage. The peak hours shall be as defined in the Northern States Power Company "Minnesota Electric Rate Book" as approved by the Minnesota Public Utilities Commission or by its successor as it exists at the time of usage. If Minneapolis would need to activate its groundwater backup supply in an emergency situation after it is operational by this agreement, Minneapolis may call and ask the Joint Water Commission to not draw any water from Minneapolis but rather use its own emergency water supply during the emergency in Minneapolis. Minneapolis will make every effort to minimize the time period the JWC would need to operate its emergency water supply. Ill, That in Section 3 "Supply of water", paragraph F be added as follows: (a) The parties understand that Minneapolis is planning to drill groundwater wells so that it will have the ability to augment or replace all or a portion of its surface water supply with the water from these groundwater wells. The parties understand that in the future the City of Minneapolis may be using groundwater for one of two purposes: (i) Provide temperature control, hardness control, or supply water to remedy very short-term interruptions that could occur in the supply from the river. In these types of instances the groundwater would be used seamlessly to provide a continuous supply of softened drinking water to all customers, including customers of the Joint Water Commission. This could occur when the groundwater supply reaches a fourth of its ultimate design capacity. (ii) Provide a backup supply of water (emergency source) to supplement or substitute for Minneapolis' own surface water supply. This will occur when the groundwater supply reaches full design capacity. (b) The parties understand that Minneapolis intends to keep its operating expenses, depreciation, and return on capital separate related to water supplied through its surface water supply and to water supplied through its groundwater supply as outlined above in subparagraph (a) (i) and in subparagraph (a) (ii). (c) In the event that Minneapolis should begin using groundwater as described in subparagraph (a) (i) to substitute for surface water on an occasional basis for distribution to customers inside and outside of Minneapolis that are part of the Minneapolis system, then Minneapolis and the Joint Water Commission shall in good faith negotiate the parameters of a new cost of service model based on the prior methodology. These changes in the cost of service study caused by a planned use of groundwater by Minneapolis shall be effective for the three-year study period following Minneapolis' implementation of groundwater as a source of supply pursuant to subparagraph (a) (i). The new cost of service model shall allow Minneapolis to include costs related to its production of surface water including groundwater used as specified in subparagraph (a) (i). (d) The new cost of service model will exclude the costs of Minneapolis groundwater being constructed and maintained for use as a backup source of supply pursuant to subparagraph (a) (ii) from the cost model used to determine JWC rates while permitting the Joint Water Commission to produce its own groundwater. These changes in the cost of service study caused by the planned use of groundwater by Minneapolis as a backup source of supply shall be effective for the three-year study period following Minneapolis' full or partial implementation of groundwater as a backup source of supply pursuant to subparagraph (a) (ii). IV That in Section 6, "water rate", paragraph B, be amended by adding the following: It is hereby agreed to amend the 5 -year interval for cost of Service studies to a 3 -year cycle. The last basis year used was 2012. For the remainder of the contract, the cost of service basis years will be 2015, affecting rates starting in 2017; in 2018, affecting rates starting in 2020; and this last cycle shall run to the end of the contract. For future cost of service studies, the volume used for the base year cost of service calculations shall be an average of the three years, including the base year and two prior years, rather than the single year. For example, the 2015 cost year will be studied in 2016 and the volumes used shall be the average volumes for 2013, 2014, and 2015. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written. WITNESSETH: CITY OF NIINNEAPOLIS SOY' r'i e V� i14j Printed Name of Department Head /1. Signature of Department Head Approved as to Form: City Attorney/Assistant City Attorney Printed Name of Finance Officer/Designee Signature of Finance Officer/Designee Date 1101 13Amendmcnt2J WC.docx .JOINT WATER CONEMSSION Thomas D. Burt, Chair Joint Water commission of Crystal, Golden Valley and New Hope 2 AGREEMENT FOR PROFESSIONAL SERVICES JOINT WATER COMMISSION, MINNESOTA and BOLTON & MENK, INC. (ENGINEERING SERVICES FOR THE DESIGN AND CONSTRUCTION OF EMERGENCY BACKUP WATER SUPPLY - JWC) This Agreement, made this day of , 20 , by and between JOINT WATER COMMISSION, 7800 Golden Valley Road, Golden Valley, MN 55427-4588, hereinafter referred to as JWC, and BOLTON & MENK, INC., 1960 Premier Drive, Mankato Minnesota, hereinafter referred to as CONTRACTOR. SECTION I — CONTRACTOR'S SERVICES A. The CONTRACTOR shall undertake the work described in the attached documents, listed below, which are incorporated herein by reference, and in the indicated Exhibits. 1. Exhibit I — Project Approach 2. Exhibit 11— Fee Proposal (with pre -award correspondence) 3. Exhibit III - Hourly Rates 4. Exhibit IV — JWC Request for Proposal (RFP) 5. Exhibit V — JWC Responses to RFP Questions B. Upon mutual agreement of the parties, Additional Services may be authorized as described in Paragraph IV.B. SECTION 11- THE JWC'S RESPONSIBILITIES A. The JWC shall promptly compensate the CONTRACTOR in accordance with Section III of this Agreement. B. The JWC will give prompt notice to the CONTRACTOR whenever the JWC observes or otherwise becomes aware of any defect in the project. C. The JWC shall designate a liaison person to act as the JWC'S representative with respect to services to be rendered under this Agreement. Said representative shall have the authority to transmit instructions, receive instructions, receive information, interpret and define the JWC'S policies with respect to the project and CONTRACTOR'S services. D. The JWC will obtain any and all regulatory permits required for the proper and legal execution of the project. \lmankato11n1PR0P0SALSUo1nt Waters Commission -New Hope -Golden Valley-CrystaKAgreement FBes\Agreement 110113WWC_BMI_Agreement_Emeergeny Supply.docPage 1 of 11 SECTION III - COMPENSATION FOR SERVICES A. FEES. 1. The JWC will compensate the CONTRACTOR on a LUMP SUM basis as outlined in the attached Proposal and Letter Addendum No. 1, for the percent of work completed to date. 2. Additional services will be billed on an hourly basis at the rates listed in the Exhibits II and III. B. The payment to the CONTRACTOR will be made by the JWC upon billing at intervals not more often than monthly for the percent of work completed and for any additional services at the herein rates. SECTION IV - GENERAL A. STANDARD OF CARE Professional services provided under this Agreement will be conducted in a manner consistent with that level of care and skill ordinarily exercised by members of the CONTRACTOR'S profession currently practicing under similar conditions. No warranty, express or implied, is made. B. CHANGE IN PROJECT SCOPE In the event the JWC changes or is required to change the scope of the project from that described in Section I and/or the applicable addendum, and such changes require Additional Services by the CONTRACTOR, the CONTRACTOR shall be entitled to additional compensation at the applicable hourly rates. The CONTRACTOR shall give notice to the JWC of any Additional Services, prior to furnishing such additional services. The JWC may request an estimate of additional cost from the CONTRACTOR, and upon receipt of the request, the CONTRACTOR shall furnish such, prior to authorization of the changed scope of work. C. LIMITATION OF LIABILITY CONTRACTOR shall indemnify, defend, and hold harmless JWC and its officials, agents and employees from any loss, claim, liability, and expense (including reasonable attorneys' fees and expenses of litigation) arising from, or based in the whole, or in any part, on any negligent act or omission by CONTRACTOR'S employees, agents, or subcontractors. In no event shall JWC be liable to CONTRACTOR for consequential, incidental, indirect, special, or punitive damages. JWC shall indemnify, defend, and hold harmless CONTRACTOR and its employees from any loss, claim, liability, and expense (including reasonable attorneys' fees and expenses of litigation) arising from, or based in the whole, or in any part, on any negligent act or omission by JWC'S employees, agents, or consultants. In no event shall CONTRACTOR be liable to JWC for consequential, incidental, indirect, special, or punitive damages. Nothing contained in this Agreement shall create a contractual relationship with or a cause of action in favor of a third party against either the JWC or the CONTRACTOR. The CONTRACTOR'S services under this Agreement are being performed solely for the JWC'S benefit, and no other entity shall have any claim against the CONTRACTOR because of this Agreement or the performance or nonperformance of services provided \\mankato1\n\PR0P0SALS\Joint Waters Commission -New Hope -Golden Valley-Crystal\Agreement Files\Agreement 110113\JWC_BMI_Agreement_Emeergeny Supply.docPage 2 of 11 hereunder. The JWC agrees to include a provision in all contracts with contractors and other entities involved in this project to carry out the intent of the paragraph. D. INSURANCE The CONTRACTOR agrees to maintain, at the CONTRACTOR'S expense, statutory worker's compensation coverage. The CONTRACTOR also agrees to maintain, at CONTRACTOR'S expense, general liability insurance coverage insuring CONTRACTOR against claims for bodily injury, death or property damage arising out of CONTRACTOR'S general business activities (including automobile use). The liability insurance policy shall provide coverage for each occurrence in the minimum amount of $2,000,000 General Aggregate. During the period of project execution, the CONTRACTOR also agrees to maintain, at CONTRACTOR'S expense, Professional Liability Insurance coverage insuring CONTRACTOR against damages for legal liability arising from an error, omission or negligent act in the performance of professional services required by this agreement. The professional liability insurance policy shall provide coverage for each occurrence in the amount of $2,000,000 and annual aggregate of $2,000,000 on a claims -made basis. CONTRACTOR shall provide JWC with certificates of insurance, showing evidence of required coverages. E. PERIOD OF AGREEMENT This Agreement will remain in effect for the longer of a period of two years or such other explicitly identified completion period, after which time the Agreement may be extended upon mutual agreement of both parties. F. PAYMENTS If JWC fails to make any payment due CONTRACTOR for services and expenses within thirty days after receipt of the CONTRACTOR'S invoice after giving seven days' written notice to JWC, CONTRACTOR may, without waiving any claim or right against the JWC and without incurring liability whatsoever to the JWC, suspend services and withhold project deliverables due under this Agreement until CONTRACTOR has been paid in full all amounts due for services, expenses and charges. G. TERMINATION This Agreement may be terminated by either party for any reason or for convenience by either party upon seven (7) days written notice. In the event of termination, the JWC shall be obligated to the CONTRACTOR for payment of amounts due and owing including payment for services performed or furnished to the date and time of termination, computed in accordance with Section III of this Agreement. The CONTRACTOR shall be obligated to provide all deliverables for work that has been completed and paid for by the JWC up to the time of termination. H. CONTINGENT FEE The CONTRACTOR warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for the CONTRACTOR to solicit or \\mankato1\n\PR0P0SALS\Joint Waters Commission -New Hope -Golden Val ley-Crystal\Ag reem ent Files\Agreement 110111JWC_BMI_Agreement_Emeergeny Supply.docPage 3 of 11 secure this Contract, and that it has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift or any other consideration, contingent upon or resulting from award or making of this Agreement. NON-DISCRIMINATION The provisions of any applicable law or ordinance relating to civil rights and discrimination shall be considered part of this Agreement as if fully set forth herein. The CONTRACTOR is an Equal Opportunity Employer and it is the policy of the CONTRACTOR that all employees, persons seeking employment, subcontractors, subconsultants, and vendors are treated without regard to their race, religion, sex, color, national origin, disability, age, sexual orientation, marital status, public assistance status or any other characteristic protected by federal, state or local law. CONTROLLING LAW This Agreement is to be governed by the law of the State of Minnesota. K. SURVIVAL All obligations, representations and provisions made in or given in Section IV of this Agreement will survive the completion of all services of the CONTRACTOR under this Agreement or the termination of this Agreement for any reason. SEVERABILITY Any provision or part of the Agreement held to be void or unenforceable under any law or regulation shall be deemed stricken, and all remaining provisions shall continue to be valid and binding upon JWC and CONTRACTOR, who agree that the Agreement shall be reformed to replace such stricken provision or part thereof with a valid and enforceable provision that comes as close as possible to expressing the intention of the stricken provision. \\mankato1\n\PR0P0SALS\Joint Waters Commission -New Hope -Golden Val ley-Crystal\Agreement Files\Agreement 110111JWC_BMI_Agreement_Emeergeny Supply.docPage 4 of 11 SECTION V - SIGNATURES THIS INSTRUMENT embodies the whole agreement of the parties, there being no promises, terms, conditions or obligation referring to the subject matter other than contained herein. This Agreement may only be amended, supplemented, modified or canceled by a duly executed written instrument signed by both parties. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed in their behalf. JWC: JOINT WATER COMMISSION Siqnature: Title: Date: Signature: Title: Date: CONTRACTOR: Bolton & Menk. Inc. Siqnature: Title:Vice President, Environmental Division Date: 11/1/2013 \\mankato1\n\PR0P0SALS\Joint Waters Commission -New Hope -Golden Val ley-Crystal\Agreement Files\Agreement 110111JWC_13MI_Agreement_Emeergeny Supply.docPage 5 of 11 EXHIBIT I SCOPE OF SERVICES ENGINEERING SERVICES FOR THE DESIGN AND CONSTRUCTION OF EMERGENCY BACKUP WATER SUPPLY - JWC \\mankato1\n\PR0P0SALS\Joint Waters Commission -New Hope -Golden Valley-Crystal\Agreement Files\Agreement 110113\JWC_BMI_Agreement_Emeergeny Supply.docPage 6 of 11 We have outlined a work plan that will develop and implement the best solution for the Emergency Backup Water Supply. We have developed a two-phase project work plan for this project in accordance with the Request for Proposal and have divided Phase I into two sub -phases. These project phases are as follows: Phase I.A — 80% Design and Cost Estimate Phase Phase I.B — Final Design and Bid Phase Phase 11— Construction Phase The work plan tasks are listed below for each phase, along with the assumed meetings we will facilitate. Bolton & Menk will work to provide these services as cost effectively as possible to provide the most value for our services. For example, insightful and timely control of the Well Contractor's well development efforts can help control the ultimate construction costs for a well. So time spent there can add a lot of value. On the other hand, some construction update meetings can be conducted by phone and achieve equally good results; thereby saving engineering budget for other value adding tasks. We have a good working relationship with the JWC staff and will work with them to guide our specific engineering efforts to maximize the benefit to the JWC. Phase I - Design and Bid Task 1.1 Bolton & Menk will review the feasibility report and facilitate communications with city staff to aide in the determination of the specific location for the three new wells. Respective city staff will take the lead on necessary property owner contacts and obtaining required permanent and temporary easements. Per the above Required Well Location Decisions section, it is assumed that Bolton & Menk's effort to provide descriptions for any easements and meetings with the property owners will be very limited. Bolton & Menk will work with the JWC as required, should the level of effort increase; we are very cost effective for such services. Task 1.2 Bolton & Menk will review available groundwater information and make a recommendation as to whether or not to drill test wells at any or all three locations. Design and Construction of Emergency Backup Water Supply I Joint Water Commission Project Approach Task 1.3 Bolton & Menk will prepare design and bid documents for construction of the three wells. It is assumed that: • The three wells will be built under one contract. • The wells will be submersible pumps with pitless adapters and no surface building. • Each well will have a meter vault to house valves and a meter • Each will be equipped to accommodate portable chemical feed equipment sitting at grade next to the well. o This equipment is not part of the design and build part of the project. Task 1.4 Bolton & Menk will prepare design and bid documents for all equipment and work necessary to get the New Hope Well back on line. It is assumed that: • No work on the well itself is necessary at this time. • Work includes new well head and well house piping, pump, motor, controls, and monitoring equipment, and accommodation for portable chemical feed equipment. • Work also includes evaluating the condition of the underground piping and making any recommendations. Task 1.5 Bolton & Menk will prepare design and bid documents for piping the three new wells to their respective ground storage reservoirs. Task 1.6 Bolton & Menk will prepare and submit all necessary documents including those relating to permits and plan approval to the required agencies. Task 1.7 Bolton & Menk will prepare a final cost estimate. Task 1.8: Bolton & Menk will conduct bidding, bid evaluation, and recommend award of contract for the project construction. Phase I - Meetings Bolton & Menk has assumed that we will facilitate at least the following meetings; it is assumed that we will successfully steer the project spending so as to save budget for additional meetings deemed necessary. • At least four meetings with the JWC Technical Advisory Committee (JWC TAC) to review progress and outstanding issues and action items, • One meeting with the JWC, • One meeting with Tri -City Councils. Design and Construction of Emergency Backup Water Supply I Joint Water Commission 2 Project Approach Phase II - Construction Task 2.1: Shop drawing review and inspection services. It is assumed that: • Full time inspection of well drilling and piping construction will not be done. o Onsite inspection should consist of no more than 6 hours per week of drilling, and related well construction. • Piping construction will include an average of four hours per day of inspection. Task 2.2: Project management tasks including but not limited progress meetings, managing quantities and payment vouchers, and day to day communication. Task 2.3: Final inspection which will include: • Prepare and administer punch list • Conduct startups • Prepare project completion documents for final payment and project closeout. Phase II - Meetings Bolton & Menk has assumed that we will facilitate at least the following meetings; it is assumed that we will successfully steer the project spending so as to save budget for additional meetings deemed necessary. • Monthly progress meetings with JWC TAC o Once construction is underway, a monthly progress report memorandum will accompany the pay voucher request to be reviewed at the monthly construction progress meeting. Two update meetings with the JWC. Design and Construction of Emergency Backup Water Supply I Joint Water Commission EXHIBIT II FEE PROPOSAL ENGINEERING SERVICES FOR THE DESIGN AND CONSTRUCTION OF EMERGENCY BACKUP WATER SUPPLY - JWC OTHER FEE RELATED PRE -AWARD CORRESPONDENCE: • E-mail Regarding Well Inspection (W/Subsequent Correspondence Noted) \\mankato1\n\PR0P0SALS\Joint Waters Commission -New Hope -Golden Valley-Crystal\Agreement FilesWgreement 110113\JWC_BMI_Agreement_Emeergeny Supply.docPage 7 of 11 The attached hourly estimate and fee summary illustrates the following for the work scope outlined in the Request for Proposals and the assumptions listed in our Work Plan. This fee summary is based upon hourly rates in effect for the individuals performing the work. Hourly billing rates can be found at the end of this section. • Phase 1 Design and Bidding Hours and total lump sum fee • Phase 2 Construction Services Hours and hourly not to exceed fee The text which follows discusses some of the cost saving approaches and assumptions on which the proposed hours and fees are based. Innovative Design, Bidding and Bid Evaluation will allow the JWC to Award in the Best Interest of the Overall Project Costs: There are some innovative approaches for the planning, bidding, bid evaluation, and construction observation that can really help to keep the overall project costs and engineering services costs down on this project. The construction observation cost for the wells, in particular, could require a lot more observation time depending on how the project is awarded. So the development of the bid documents and the instructions to bidders will be critical to allow the JWC to make a construction contract award that is in the best interest of the overall project costs. Bolton & Menk has also prepared very detailed breakdown of the assumptions made for the individual items such as up front meetings and construction meetings, as well as the contract award items mentioned above, that we would be happy to review with you, upon request. Our Assumptions Hours and Fees are Open to Discussion: Please recognize that we are open to discussing our approach and estimated hours in order to tailor a project scope that meets the needs of the Joint Water Commission Technical Advisory Committee. Bolton & Menk understands the importance of delivering a project on time and within budget. Design and Construction of Emergency Backup Water Supply I Joint Water Commission mf A V I O 0.O L CL U. N C O O b N p O a ^. M O 00 O -1 Q0 M a N 3 0 0 b N M Lr; U o a o ccc v► a 8 1014 O Ccd W M O � VT i�A y R O O A M O r I 001 y O� 4.n I ti O O w � M O � rn a/f O O I� O O N C iLn q N a Vl? in � O O O O O X O ui r-IC4 N ij*) A in C O N N O rI m abi L. M H L V? i/? ami 4 L O s O' h R b s Q R � C O O V W a 3 z c c J � OC Q O ~ ry O Y v � Q uj Q co c H C � C z N N � � < « } r \ IZk k C } rr / § \ 2[ 0 to \ E _ bbo /{ } kk @ / 41 c c mw - �k rE _ )BCW \ \\\\\ m =0®`a 2 '0 c 'o §�2±2 0 (/ \ §© »\{}} /f )§)ik kj§\) Z ) • $t&§ IN ) �� -k( } m _ {[ )` —[ \tƒ k 2f&\! |§ §- _ 0. \/\ WW�\ j= \\k\ �� (\\)} f \� \}}§/ %�� }\®/f \(k �} §)j}} }©\ ®_w 2a3 E§E e0tte < « } r \ E }�:},{&! )f �f �`>a&��§`a t• �r � �(!i®«)E}§ §� kk >.l-5a;|tln �`!�EE: 75 �- f� $)�®;\¥|a� �} a 4A e2E}/�E%§ �k |k ol+;§--a0� �r ■ �a=�-��!!- ` -� ®_■��'E-f-m kk ()!!§«}/� /\ CL .®-£=;(,a# �2 ; r{ ;•.•,�;X� 99\)kl�kk! 0{ 2 #/k m §� /�§ &\l�at};4§ X22£=]§277 - - f § rL -- 0 �kf) E @ 2-, ■ 03: E-!|! 9$ /§ § {\t E U_,l��,_�-.,, � �al3;!i503: � ( #*! `Et •«§}:±lfik)z:1 E( w!:li;!lf;wQ&M■; EXHIBIT III HOURLY RATES ENGINEERING SERVICES FOR THE DESIGN AND CONSTRUCTION OF EMERGENCY BACKUP WATER SUPPLY - JWC \\mankato1\n\PR0P0SALS\Joint Waters Commission -New Hope -Golden Valley-Crystal\Agreement Files\Agreement 110113\JWC_BMI_Agreement_Emeergeny Supply.docPage 8 of 11 Fee Proposal The following Fee Schedule is based upon competent, responsible professional services and is the minimum, below which adequate professional standards cannot be maintained. It is, therefore, to the advantage of both the Professional and the Client that fees be commensurate with the service rendered. Employee• Sr. Principal Engineer/Surveyor $120-198/Hour Sr. Project Manager - Principal Engineer/Surveyor $100-160 Senior Transportation/Aviation Planner $110-170 Project Manager (Inc. Landscape Architect) $100-150 Project/Design Engineer/Planner/Landscape Architect $60-135 Licensed Surveyor $70-135 Project Surveyor $60-100 Specialist (Nat. Resources; GIS; Traffic; Graphics; Other) $70-120 Senior Technician (Inc. Survey') $70-145 Technician (Inc. Survey') $50-90 Administrative Support & Clerical _ GPS/Rcibbtie CAD/ComputerNO Routine Office SuppliesNO PhotoRoutine .. . .. Supplies/SurveyField Mileage $35-80 NO CHARGE CHARGE CHARGE NO CHARGE NO CHARGE NO CHARGE ' No separate charges will be made for GPS or robotic total stations on Bolton & Menk, Inc. survey assignments; the cost of this equipment is included in the rates for Survey Technicians. Charges are based on hours spent at hourly rates in effect for the individuals performing the work. The hourly rates for Principals and members of the staff vary according to skill and experience. The Fee Schedule shall apply for projects for the period through December 31, 2013. These rates may be adjusted annually thereafter to account for changed labor costs, inflation or changed overhead conditions. These rates include labor, general business and other normal and customary expenses associated with operating a professional business. Unless otherwise agreed, the above rates include vehicle and personal expenses, mileage, telephone, survey stakes and routine expendable supplies; and no separate charges will be made for these activities and materials. Expenses beyond the agreed scope of services and non -routine expenses, such as large quantities of prints, extra report copies, out -sourced graphics and photographic reproductions, document recording fees, outside professional and technical assistance and other items of this general nature, will be invoiced separately. Rates and charges do not include sales tax, if applicable. When it is possible to accurately define the scope of the project and the professional services to be performed, a lump sum may be agreed upon for total compensation. Design and Construction of Emergency Backup Water Supply I Joint Water Commission EXHIBIT IV JWC REQUEST FOR PROPOSAL (RFP) ENGINEERING SERVICES FOR THE DESIGN AND CONSTRUCTION OF EMERGENCY BACKUP WATER SUPPLY - JWC \\mankato1\n\PR0P0SALS\Joint Waters Commission -New Hope -Golden Valley-Crystal\Agreement Files\Agreement 110113\JWC_BMI_Agreement_Emeergeny Supply.docPage 9 of 11 JOINT WATER COMMISSION — CITIES OF CRYSTAL - GOLDEN VALLEY — NEW HOPE REQUEST FOR PROPOSAL FOR ENGINEERING SERVICES FOR THE DESIGN AND CONSTRUCTION OF EMERGENCY BACKUP WATER SUPPLY August 2013 I. OVERVIEW The Cities of Crystal, Golden Valley and New Hope comprise the Joint Water Commission (JWC). Since the early -1960's, via a joint powers agreement the JWC has purchased wholesale water from the City of Minneapolis. This water is delivered through two pipelines from the Minneapolis distribution system to the Crystal and Golden Valley ground storage reservoirs. From there the respective high service pump stations pump the water to the threes cities' interconnected distribution system that includes three elevated storage tanks. The only source of water for the Minneapolis system is the Mississippi River softening plant located on the river in Fridley. For many years, this single source has been a concern to both Minneapolis and the JWC. For the last 50 years many failed attempts have been made to design and build an interconnect system between Minneapolis and St. Paul to provide a backup water supply should either city have a failure with their respective system. In the late 1970's, St. Paul began drilling wells as an additional backup water source. That well supply is now quite robust. For the last ten years the JWC has been evaluating options for developing its own stand alone water supply system, or at a minimum, an emergency backup supply. Concurrent with this, in the last several years the Minneapolis Water Utility embarked on the initial steps to develop a backup groundwater system. In 2012, the city councils of the three JWC cities authorized the JWC to conduct a feasibility study (Barr Engineering - attached) to prepare a preliminary design and cost estimate for the construction of an emergency groundwater supply sufficient to meet the needs of the three cities during typical low flow conditions. This would be comparable to average December through February usage. The study results showed that three new Prairie Du Chien/Jordan wells combined with the existing New Hope well would meet that demand of 5.0 to 6.5 mgd. The JWC obtained special legislation at the state capital a number of years ago allowing the JWC to drill wells for water supply. Two months ago, the three city councils authorized the JWC to proceed with the preparation of design and bid documents along with a detailed final cost estimate. The purpose of this RFP is to initiate the selection process to retain a qualified consulting engineering company to complete this work. II. PROJECT SCOPE and WORK TASKS The JWC is requesting that the services provided amount to a turnkey operation, although there will be considerable involvement from city staff. The consulting engineer will be required to design and manage the project from start to finish. The engineering services proposal must be based on performing the work tasks listed below, including all meetings and relate work items. The project has both a design & bid phase, and a construction phase. It is anticipated that two additional approvals will be required from the three city councils. The first approval is to authorize the advertisement for bids, and the second is to award the contract and build the project. It is understood that both approvals must be obtained prior to starting work on the construction phase. Phase 1— Design and Bid Task 1: Based on the feasibility report and working with city staff, determine the specific location for the three new wells. Respective city staffs will take the lead on necessary property owner contacts and obtaining required permanent and temporary easements. The consultant would provide parcel maps and descriptions for the easements and attend necessary meetings with the property owners. Task 2: Review available groundwater information and make a recommendation as to whether or not to drill test wells at any or all three locations. Task 3: Prepare design and bid documents for construction of the three wells. At this point it can be assumed that the three wells will be built under one contract. It can also be assumed that the wells will be submersible pumps with pitless adapters and no surface building. Each well will have a climate controlled vault to house motor control, piping and metering, and monitoring equipment. Each will be equipped to accommodate portable chemical feed equipment sitting at grade next to the well. This equipment is not part of the design and build part of the project. Task 4: Prepare design and bid documents for all equipment and work necessary to get the New Hope Well back on line. It has been determined that no work on the well itself is necessary at this time. Work includes new well head and well house piping, pump, motor, controls, and monitoring equipment, and accommodation for portable chemical feed equipment. Work also includes evaluating condition of underground piping and making any recommendations. Task 5: Prepare design and bid documents for piping the new three wells to their respective ground storage reservoirs. Task 6: Prepare and submit all necessary documents including those relating to permits and plan approval to the required agencies. Task 7: Prepare a final cost estimate. Task 8: Conduct bidding, evaluation, and award contract for project construction. Phase 2 — Construction Task 1: Perform shop drawing review, and necessary field inspection services for project construction. Full time inspection of well drilling and piping construction will not be done. On site inspection should consist of no more than 6 hours per week of drilling, and related well construction. Piping construction should include and average of four hours per day of inspection. Task 2: Perform project management tasks including but not limited progress meetings, managing quantities and payment vouchers, and day to day communication. Task 3: Conduct final inspection, prepare and administer punch list, and conduct startups. Prepare project completion documents for final payment and project closeout. III. MEETINGS The consultant must attend and/or facilitate at least (but not limited to) the following meetings. These do not include expected design and construction meetings that would be part of that normal process. 1. During Phase 1, at least four meetings with the JWC Technical Advisory Committee (JWC TAC), one meeting with the JWC, one meeting with Tri City Councils. 2. During Phase 2, monthly progress meetings with JWC TAC, and two update meetings with the JWC. 3. Any required agency meetings necessary to get permits, etc. IV. PROPOSED PROJECT SCHEDULE Deadline to submit engineering services proposal September 18, 2013 Consultant interviews by JWC TAC September 23 - 26 Notification of selected consulting firm October 2 80% Plan complete and cost estimate December 9 Tri -City Council Meeting December 18 Complete final design and advertise for bids February 10, 2014 Open bids March 5 Tri -City Council Meeting and Award contract March Complete construction Dec. 31, 2015 V. MATERIALS AND ASSISTANCE AVAILABLE FROM CITIES The three cities have considerable information regarding asbuilt information, property information, and easement records. The cities will have staff available to make this information available to the consultant in a timely manner. This includes access to those with knowledge about the utility systems that will be impacted by the construction. Ongoing project review and consultation will be conducted through the respective members of the JWC TAC. VI. DELIVERABLES The consultant is ultimately expected to produce all design drawings, specifications, and bid documents necessary to build the emergency backup water supply. Regular progress memorandums will be required to be reviewed at progress meetings with the TAC during the design phase. Once construction is underway, a monthly progress report memorandum will accompany the pay voucher request to be reviewed at the monthly construction progress meeting. VII. REQUIRED INFORMATION FOR SUBMITTAL Proposals must include the following information but not necessarily in this order: 1. Statement of project understanding. 2. Project approach. 3. Project timeline. 4. Examples of past experience with similar projects and references. 5. Names and resumes of project manager, day-to-day contact person, persons attending meetings/presentations, other key personnel and subconsultants. 6. Fee proposal — lump sum, or cost -not -to -exceed, or both (cities would choose one or the other). 7. Because well drilling hours are not easy to predict, an accommodation will be made based on number of drilling days beyond what is typical for a well at these locations in the selected formation. 8. Be sure to break out costs by each of the tasks in the two work phases. 9. Include staff hourly rate schedules. 10. Total number of pages is limited to 30. Submit proposals to: Thomas A. Mathisen (763-531-1160) City of Crystal 4141 Douglas Drive N. Crystal, MN 55422 (tom.mathisen(&crystalmn. gov) VIII. SELECTION PROCESS Responses to this request must be received at the City of Crystal by 4:30 p.m. on Wednesday, September 18, 2013. Proposals will be reviewed by the JWC TAC with interviews set up for the following week. A recommendation will be made to the JWC for action at the commission meeting on October 2, 2013. I:/Pubworks/projects/2008/2008-26 JWC Backup Water Supply/EmergWaterSupplyMp2.doc EXHIBIT V JWC RESPONSES TO RFP QUESTIONS ENGINEERING SERVICES FOR THE DESIGN AND CONSTRUCTION OF EMERGENCY BACKUP WATER SUPPLY - JWC \\mankato1\n\PR0P0SALS\Joint Waters Commission -New Hope -Golden Val ley-Crystal\Agreement Files\Agreement 110113\JWC_BMI_Agreement_Emeergeny Supply.docPage 10 of 11 JWC EMERGENCY WATER SUPPLY RPF QUESTIONS AND ANSWERS September 10, 2013 1. How close is the JWC to determining the location of the 3rd well and what is the expected timeframe for that to be completed? All three well options in Crystal are on city owned property so no easements are required for the wells. There are two options for the 3`d well. The most straight forward would be at the south end of Gaulke Pond. Both this well site and associated pipeline corridor are owned by the city. This should be the site in Crystal for the second well the consultant should focus on in preparing their proposal. The first well in Golden Valley is on adjacent Park District property. For the purposes of the December deadline it should be assumed that this will be the first well site and that negotiations are straight forward. There are also two options for the 3`d well in Golden Valley. Both sites require an easement. As soon as the design contract is awarded to the consultant, investigating both sites would be the first priority. It should be possible to select the preferred site rather quickly so negotiations could begin by the end of October. If a preferred site cannot be selected, then initially dual negotiations may be required. The location of the 3`d site will have an impact on the number of pipeline plan sheets, but in the big picture of the entire project, this should not have a major impact on the proposal. For the purposes of the December deadline, even if an easement is not nailed down, a 3`d site will be picked by the first of November to give time to do a layout design for that 3`d pipeline. If that site can't be worked out, then there would be a change in the design to accommodate the final selection after the first of the year. The consultant would be compensated for any additional work. 2. Are there existing surveys of the well sites and the pipeline routes, including the various options for the 3`d well? There are no site specific surveys for any of the well locations or pipeline alignments. But both cities have robust GIS systems, including some existing road asbuilt surveys and topography. Each site will have to be surveyed to develop the detailed site plan and this should be part of the proposal. But this detail is not required by the December deadline. Rough draft base maps should be available from both cities. 3. Define the "80% Plan Complete and Cost Estimate" that is due the first part of December. The well specifications and drawings should be straight forward since they are all being drilled into the same formation, at similar depths, and designed for identical capacities. The same should be true for the pitless adapter vault and above ground control panel. At this time it is not known how the wells will be tied into the JWC SCADA system. For purposes of the proposal, assume the wells are tied in via telemetry or hard wired to a pump station. This cost must be part of the estimate but the final design is not required prior to the December deadline. The pipeline designs and associated cost estimates from the #1 well locations in each city should be completed by the December deadline. Depending on the progress of easement negotiations in Golden Valley for the second well, a selection will be made by November 1 so the pipeline can be 80% designed. Detailed specifications for the project are not part of the December deadline, only to the extent necessary to develop the cost estimate. 80% design means the consultant has produced a plan set showing all the plan sheets with approximately 80% of the detail on them. The New Hope well sits inside an existing empty brick pump house with a well casing and a water main flange sticking out of the floor. It will be necessary to install new electric service to the building, new lighting, and heating, well head, and piping with check valve, flow meter, butterfly valve, air release, etc. etc. All the detail specifics do not have to be determined by the December deadline, but certainly enough to do a cost estimate. 4. Define the "Climate controlled vault" listed in Task 3. The "climate controlled" term was used loosely in the RFP. Most likely it will only include lighting, dehumidification and a sump pump. For purposes of the December deadline, assume the electrical panels will be above ground. S. Are on site generators part of the design? It has not been determined if on site generators will be part of the project. However, most likely both #1 wells can be wired directly to the respective onsite pumps station generators. For the purposes of the December deadline, design each of the three wells with plug in mobile generator capability in the above ground control panel. 6. What interaction will there be with the respective City Planning Commissions and Councils, and any required building permits? Each city will deal with their respective commissions and council issues, and working with the contractor on any required permits. The consultant will take the lead on shepherding the process through the Health Department. 7. How many bid packages are anticipated? There will be two bid And 8. How are front end documents to be handled? Once common "J WC" specification will be developed to be used in both cities. 11. How many proposal packages should be submitted. Six copies of the proposal are required.