HomeMy WebLinkAbout5.C.4. Approval of Extension Agreement with SEH, Inc. for sanitary sewer service rehabilitation project Consent Business 5. C. 4.
SHAKOPEE
TO: Mayor and City Council
Mark McNeill, City Administrator
FROM: Bruce Loney, Public Works Director
DATE: 12/16/2014
SUBJECT: Approval of Extension Agreement with SEH, Inc. for Sanitary Sewer Service
Rehabilitation Project (E)
Action Sought
Authorize the appropriate city officials to execute an extension agreement with SEH, Inc. for
design services with a sanitary sewer service rehabilitation project.
Background
At the April 29, 2014 workshop, staff presented Council with a program of lining existing sanitary
sewer services within the City's right of way. It was proposed to do this rehabilitation work on
services where the sewermain has been lined already.
The City has been installing a new liner on sewermains that past few years and mainly on
Vitrified Clay Pipes(VCP). By lining VCP sewers, the life of the pipe can be extended by 50
years. By rehabilitating the sewermain, the reconstruction of the street pavement is not necessary
which is a major cost item. The sanitary sewer services are 30-45 years old and by lining these
pipes, the dig and replace method can be avoided.
Attached is a proposal from SEH, Inc. on the design and property owner coordination for a
sanitary sewer service rehabilitation project. The first project area proposed is shown on Exhibit
B which is approximately 142 services.
Recommendation
Staff recommends approving a motion authorizing the extension agreement with SEH, Inc. The
project engineer for SEH has extensive experience in a sewer service lining or rehabilitation
project and consultant expertise is needed for this initial project.
Budget Impact
The project will be funded 100% of the Sanitary Sewer Enterprise fund
Relationship to Vision
This supports Goal E: Deliver effective and efficient public services by a staff of well-trained,
caring, and professional employees.
Requested Action
Authorize the appropriate city officials to execute an extension agreement with SEH, Inc. for
design services with a sanitary sewer service rehabilitation project.
Attachments: Extension Agreement with Attachments
Service Rehabilitation CIP
SEH
Building a Better World
for All of Us'
December 5,2014 RE: City of Shakopee
Sanitary Sewer Service Pipe
Rehabilitation
SEH No. SHAKO 128073 14.00
Bruce Loney, PE
Public Works Director
City of Shakopee
129 Holmes St.S.
Shakopee, MN 55379
Dear Bruce:
During the past year it has been our pleasure to add to the City's knowledge of sanitary sewer service
pipe rehabilitation.Thank you for asking us to assist the City with its first year of what may become an
annual rehabilitation program. In accordance with the Master Agreement for Professional Services
between the City and SEH, effective July 13,2011,this Supplemental Letter Agreement dated November
19,2014 authorizes and describes the scope, schedule,and fee for our work on this project. For your
convenience,the Supplemental Letter Agreement is divided into sections titled Scope, Schedule, and
Fee.
SCOPE
The City needs assistance with bidding document preparation phase services to rehabilitate the segment
of the sanitary sewer pipe circled in Exhibit A(pipe)at each of the properties shown in Exhibit B.The
property owner owns both pipe segments C and D shown in Exhibit A on the street and house side of the
right-of-way line respectively. Furthermore, the City needs assistance educating property owners in the
project area about what to expect during rehabilitation.
The City will likely need a right-of-entry from each property owner to complete its rehabilitation work.The
City will likely request right-of-entry in exchange for City payment of the rehabilitation cost.The City will
pay for the rehabilitation using its sanitary sewer fund.
Due to the fact that both the sanitary sewer trunk pipe and street pavement in front of each property are in
good condition,dig-and-replace method is not feasible to rehabilitate this pipe.Therefore rehabilitation
will occur using trenchless method structural cured-in-place pipe lining. If a property owner chooses to
rehabilitate the rest of their pipe at a future date using their own plumber and dig-and-replace rather than
trenchless method, rehabilitating the pipe to about 5' beyond the back of the concrete curb and gutter will
protect the concrete curb and gutter from damage.
Engineers I Architects I Planners I Scientists
Short Elliott Hendrickson Inc.,10901 Red Circle Drive,Suite 300,Minnetonka.MN 55343-9302
SEH is 100%employee-owned I sehinc.com I 952.912.2600 I 800.734.6757 I 888.908.8166 fax
•
Bruce Loney, PE
December 5, 2014
Page 2
The City needs assistance encouraging the property owners in the project area to rehabilitate the rest of
their pipe using their own plumber after the City's contractor completes their rehabilitation work.The
encouragement effort will likely include the following items.
1. Host an Information Meeting for the property owners to educate them about all aspects of this project.
Private plumbers will attend the meeting to answer property owner questions about rehabilitating the
rest of their pipe after the City's rehabilitation contractor completes their work.
2. Record the Information Meeting and post it on the City's YouTube page for on-demand viewing by
property owners unable to attend the meeting.
3. Establish a project web page, updated throughout the project, containing important information about
this project.
4. Verify, and if necessary adjust,the City's Permit Application and Inspection Process for property
owner use should they choose to rehabilitate the rest of their pipe using their own plumber and a
trenchless method.
5. Record and post on the City's YouTube page for on-demand viewing a video describing the Permit
Application and Inspection Process.
6. Use the City's eNotification tool to:
a. notify property owners to review important documents and videos posted on the project's web
page, and
b. if needed, remind property owners to submit their executed right-of-entry before its due date.
SCHEDULE
The schedule below explains the timing of key milestones in both the first two years of the City's pipe
rehabilitation program.We anticipate that the program in and beyond 2017 would occur following the
2016 schedule.
I�� 2015 !7A�w �7�w 2016
Ke Milestone �72�jAprZ�y®M -•"■�►L�Im � LL �®®M
Send Invitation to Information Meeting •••in•••mi•••••
Information Meeting •••••••1111`
Send Project eNotification Update No.1 lilt ;� IUUU•I•IUUI
Bidding Documents/Advertise/Open 1111.111111h11...1111.1111.......11
Bids/Award
Verify Permit Application and Inspection..11.111.11...11.........11..
Process
Meet with Private Plumbers ■�■■■■-■..-..■■■■■■...■■
Post YouTube video describing Permit .` .11...1111... ...........
•lication and Ins�- lion Process
Send Project eNotification Update No.2..... .+'`......... 11111111
Send eNotification Updates During Pipe.11111.11. ! ......a I I 1111...
Rehabilitation
City Contractor Rehabilitates Service ..1111.. 1 i ........; I 1111.1
Pi.
Private Plumbers Maybe Rehabilitate •.•11.•11 hull i .
Rest of Service Pi.- 11
Bruce Loney, PE
December 5,2014
Page 3
FEE
The enclosed task hour budget describes in detail our approach to complete this project's scope and
calculates our fee.Our fee is hourly and estimated to be$88,608.00 including expenses. Based on bid
tabulations for recent similar projects around the upper Midwest, a schematic level construction cost for
this project is$850,000.Our fee to provide property owner education and bidding documents is
approximately 10%of the schematic level construction cost.
However,after the City opens its bids for this project,and we develop our scope of work to provide
construction phase services,experience indicates our total engineering fee will be about 20%of the
schematic level construction cost.
We understand the City is considering having an inspector from its Engineering Department join our
inspector in the field to monitor the City contractor's rehabilitation work.The City's inspector would learn
how to inspect the trenchless rehabilitation tool used in the project area for possible City use during future
program years.Teaching might impact our construction phase services fee.Therefore we will wait to
calculate in detail our construction phase services fee until after this project's bid opening.At that time the
City will know whether or not they will assign an inspector to this project as a student.
Please contact me with questions and comments at 952.912.2611 or ppasko @sehinc.com.
Sincerely,
SHORT ELLIOTT HENDRICKSON INC.
et944/0 22*—
Paul J. Pasko III, PE
Project Manager
pjp3
Enclosures
c: John Rodeberg, SEH(with Enclosures)
Curt Wimpee, SEH (with Enclosures)
p:\ptls\shako 1 28073\1-genR10-setupcontract103-proposal\final112 05 14 prpsl Itr.docx
City of Shakopee,Minnesota
City of Shakopee Authorized Representative Date
City of Shakopee Mayor Date
City of Shakopee City Administrator Date
S E H Task Hour Budget
City of Shakopee
Sanitary Sewer Service Pipe (Pipe)Rehabilitation (2)(43)
December 5, 2014
ESTIMATED HOURS ESTIMATED
COST
PROJECT PROJECT STAFF GIS pDMIN TECH
PROJECT TASKS MANAGER ENGINEER ENGINEER
Property Owner Education
1.0 February Information Meeting(1) 1
1.1 Develop Meeting Agenda(3)(4) 16
1.2 Invite up to 4 private plumbers to attend the meeting 2
(6)(25)
1.3 Arrange for City's Government Access Television to 2
digitally record this meeting(11)
1.3.1 Arrange for the recorded meeting to appear on the 1
City's YouTube page(20)
1.4 Arrange for the establishment of an eNotification 1
category named Utilities'(9)(10) 2
1.5 Establish project web page(18) 1
1.5.1 Provide content for project on the City's web page(19) 7 2 1
Prepare Invitation to the Meeting(13) 1 3
1.6
1.6.1 Invitation is a Paper Memo(14)(15) 1
2.0 Project eNotification Update No.1
2.1 Prepare Update(17)(42) 4 2
2.2 Update content of project web page(22) 4 1 1
3.0 Project eNotification Update No 2 2
3.1 Prepare Update(16)(23) 2
3.2 Update content of project web page(24) 2 1 1
Page 1 of 6
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PROJECT PROJECT STAFF ESTIMATED
MANAGER ENGINEER ENGINEER GIS ADMQC TECH COST
PROJECT COST SUMMARY
Property Owner Education
Subtotal Hours 44 8 3 6 61
Subtotal Labor Cost $8,680.10 $871.00 $395.66 $594.36 $10,541.12
Subtotal Expenses $400.00
Subtotal $10,941.12
Design Phase Services
Subtotal Hours 104.0 90.0 310.0 36.0 30.0 570
Subtotal Labor Cost $20,516.60 $15,052.05 $33,751.25 $4,747.86 $2,971.80 $77,039.56
Subtotal SEH Expenses $627.32
Subtotal $77,666.88
Construction Phase Services(12)
Subtotal Hours
Subtotal Labor Cost
Subtotal Expenses
Subtotal
TOTAL COST ASSOCIATED WITH THIS PROPOSAL: $88,608.00
P:%PM Shako1 128073\1-gen010-setup contract 103-proposalVina0[120514 THB.xlsx]Hours-Costs
NOTES
(1)Meeting occurs during January 2015.The City will reserve a room large enough to accommodate the neighborhood and support a PPTX presentation and a question and
answer period.The City will also provide folding tables for up to 4 private plumbers to setout marketing materials needed to answer property owner questions about
rehabilitating pipe on private property.
(2)City Council directed staff to proceed with the rehabiltation program during their April 29,2014 meeting.We assume the City Attorney also approves of the program.If
necessary,City staff will complete all work needed to answer the City Attorney's questions and concerns about this project trespassing onto the private property that is
the pipe.
(3)Agenda based on similar meetings we have successfully conducted in other Cities.
Page 3 of 6
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(20)City Engineering Department staff will work with City Communications staff to arrange the posting of the recorded meeting to appear on
this page.
(21)Includes 1.preparing ad for bid 2.posting bidding documents on QuestCDN 3.answering bidders questions 4.If necessary,preparing addenda 5.attending the bid
opening 6.preparing a letter of recommendation to the City Council
(22)Update elaborates on information contained in the eNotification update.City staff probably adds a thumbnail image to the sidebar of the web page that is a link to the
YouTube video describing the permitting process
(23) Update will include 1.contact information for City's contractor 2.contact information for City/SEH inspector 3.description of what to expect next 4.project schedule
5.date after which a property owner's private plumber can begin rehabilitating the rest of their pipe 6.reminder to view the YouTube video linked to the project web
page describing the permit application and inspection process necessary to complete rehabilitation of the rest of their pipe 7.reminder to sign up to receive future project
information via City communication tool'eNotifications'8.reminder of the address for,and brief discussion about the contents of,the project web page 8.Reminder to
print,sign,and return to the Engineering Department their right-of-entry 9.The due date by which they need to return their signed right-of-entry to the Engineering
Department.
(24)Update elaborates on information contained in the eNotification update.
(25)Ask private plumbers to sign up to receive eNotifcations for this project too
(26)Update will include I.contact information for City's contractor 2.contact information for City/SEH inspector 3.update the date after which a property owner's private
plumber can begin rehabilitating the balance of their pipe 4.link to the YouTube video on the project web page describing the permit application and inspection process
necessary to complete rehabilitation of the rest of their pipe 6.a brief discussion of what is on the project web page that week.
(27)Web page will feature a graphic based project schedule.The schedule will be a color GIS level plot of the project area.We will color code parcels on the plot indicating
work complete vs.underway vs.upcoming.
(28)Video is similar in length and content to City video titled'Winter Parking in Shakopee.'This video is located at'https://www.youtube.com/watch?v=pr6-7ksF9Nk'
(29)Assist with the preparation of this video after the City Building Inspections and Engineering Departments agree to inspection guidelines.If they want to rehabilitate the
rest of their pipe,property owners can view this YouTube video that describes the permit application and inspection process and thresholds of acceptance for methods of
acceptable sewer service repair.
(30)While the video itself is created and posted by City staff,we will suggest script language,graphics,and text bullet points.City staff will appear on camera and provide
narraration.
(31)Prepare minutes for this meeting.The meeting must occur before the February Information Meeting.
(32)The meeting will I.arrive at an understanding of what the City needs the plumbers to accomplish with property owners at the February Information
Meeting 2.decide the layout of the room for the Information Meeting;specifically,how much space the plumbers will have to set out their information
and samples 3.review with,and collect input from,the plumbers about the preliminary permit application and inspection process the City will use to
guide their work.
(33) We will use the City's front end for the project manual.'Front end'documents inlcude,but may not be limited to,the 1.instructions to bidders 2.bid form 3.agreement 4.
special conditions to the agreement.
(34) We will prepare technical special provisions to the City's General Specifications and Standard Detail Plates for Street and Utility Construction dated May 2010 to
include work on the pipes.
Page 5 of 6
(35)Sheets will be included in an Appendix to the project manual.Sheets will likely be 1.a GIS level plot of the project area with a color code on parcels indicating
properties with specific needs like'service closer than 10'to outside edge of manhole',service requiring a clean out due to length issues(in reverse curve between 10th
and 11th Avenue West),presence of organgeburg pipe etc.2.If it exists,a tabulation of the services with their estimated size and distance from the downstream
manhole.3.A standard plate dealing with what expectations are for restoration in the event a dig-and-replace rehabilitation becomes necessary somewhere along the
length of the service pipe.4.A tabulation of the number of services that exist upstream of the project area for potential use during contractor designed bypass pumping.
5.a standard elate dealine with the installation of a clean out over the pine.
(36) While we will try to use the City Design Criteria revised 9/2/2008 in our bidding documents,this work is unique enough to the City that our plan look may cause
revisions to the City's Criteria.
(37)Opinion will be a XLSX file containing a 15%contingency factor
(38)Because this is a sewer service pipe rehabilitation project,no permit submittals are necessary.
(39) Submit 2 paper copies of the bidding documents and opinion of probable cost
(40)If possible,model the document off of documents the City might already use(i.e.for the reconstruction of driveway ends disturbed by neighborhood street
(41) Post document on the project web page with a deadline for property owners to print it,sign it,and return it to the engineering department.
(42) Send Update after the Feburary Neighborhood Information Meeting
(43)Method of rehabilitation is structural cured-in-place pipe lining.The project's intent is to install a product that at least meets the intent of ASTM 2561,if not meeting
ASTM 2561 entirely.Together we will decide whether or not the product must fully meets ASTM 2561.
(44)Process could include 1.facilitating a mandatory prebid meeting at City Hall 2.reviewing bidder submittals 3.reviewing product submittals 4.publishing a list of
qualified bidders and products soon enough to not interfere with the bid opening date.
•
Page 6 of 6
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