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Home My WebLink About4.D.1. Authorize Extension Agreement with WSB & Associates, Inc. for Design of Lift Station L-16 Sewage Grinder Installation y . �. � CITY OF SHAKOPEE � �� Memorandum TO: Mayor& City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Authorize Extension Agreement with WSB & Associates, Inc. for Lift Station L-16 Sewage Grinder Engineering Services DATE: August 21, 2012 ACTION SOUGHT: To authorize the appropriate City Officials to execute an Extension Agreement with WSB & Associates, Inc. for the Lift Station Sewage Grinder Engineering Services for L-16. INTRODUCTION: Attached to this memo is a proposal for WSB & Associates, Inc. to provide engineering services to design, bid and construct a sewage grinder installation at Lift Station L-16. BACKGROUND: As part of the Emergency Management Study that was done for Lift Station L-16, one of the recommendations was to consider a sewage grinder installation to lift station L-16. The primary reason for this recommendation is to grind up the rags that enter into the sewer system and can plug up the pumps at L-16. Staff has been monitoring the amounts of plugged pumps for a number of months and the removal of pumps due to plugging is 34 for 2012 and 26 back flushes. Staff has also visited the City of Waconia which recently installed a sewage grinder and was quite impressed with the installation and the performance of the grinder. ALTERNATIVES: BUDGET IMPACT: The proposed professional services for the Lift Station L-16 Sewage Grinder Installation is a cost not exceed $15,383.00. This includes the design bidding and construction related engineering services. The costs for this design service proposal and the actual construction cost of the sewage grinder would be out of the sanitary sewer enterprise fund. RECOMMENDATION: Staff would recommend Alternative No. 1. RELATIONSHIP TO VISIONING: This supports Goal E: "Deliver effective and efficient public services by a staff of well-trained, caring, and professional employees". ACTION REQUESTED: Authorize the appropriate City Officials to execute an extension ageement with WSB & Associates, Inc. for a Lift Station L-16 Sewage Grinder Installation. ruce Lone , .E. Public Works Director EtiGR?012PROJECTS�COIJNCIL�'AuthorizeExtensionAgreement L l6SewageGrinderlastallation - YY�7O - Engineering�Planning�Environmental�Construction 701 Xenia Avenue South <� �,,,,<,<u��, �,�,. Suite 300 Minneapolis,MN 55416 Tel: 763-541-4800 Fax: 763-541-1700 August 15, 2012 Mr. Bruce Loney, PE Director of Public Works/City Engineer Public Works Department 400 Gorman Street Shakopee, MN 55379 Re: Proposal for Professional Services for Lift Station L16 Sewage Grinder Installation, City of Shakopee, MN Dear Mr. Loney: WSB &Associates, Inc. (WSB) is pleased to submit this proposal to provide design, bidding, and construction related engineering services for a sewage grinder installation at Lift Station L 16. As prime consultant, WSB will subcontract with Stuart Stephens, PE of Barr Engineering for electrical engineering services. Attached to this letter is Exhibit A—Scope of Work which provides background information, WSB's approach to engineering services for the project, and the work to be completed. Compensation for services to complete the project will be in accordance with the hour estimates outlined in Exhibit B, and according to WSB's agreement for professional services with the City of Shakopee. WSB Proiect Team • Tom Roushar, PE—Project Manager • Barritt Lovelace, PE—Structural Engineer • Stuart Stephens, PE—Electrical Engineer(Barr Engineering) WSB proposes to submit 95% complete drawings, specifications, and quotation documents for review within 60 days. Services related to bidding will be provided in accordance with the City's schedule. Construction related engineering services will be provided in accordance with the successful bidder's schedule. This letter proposal represents our understanding of the project scope. C:��l:�-.r i.hii��klec l>�.fmp/'R()/'-h lon.�i�-ONI±I'-L�L//,.1e��ee Grindrrlrrsrn][mtun/_'l.due Mr. Bruce Loney, PE August 15, 2012 Page 2 The City of Shakopee agrees to reimburse WSB & Associates, Inc. far these services in accordance with Section N of the Agreement for Professional Services. If this agreement meets your approval, please sign below and return one copy to our office. Thank you for your consideration. Sincerely, WSB & Associates, Inc. ��5.._��-o.�_�, ,�. Thomas A. Roushar, PE Senior Project Manager ACCEPTED BY: City Administrator Mayor Date C:i[%.�rr+:.abueFie,v�Desktop'�l'ROP-h lnrery-0815['-L.S'C 16.Y�.eee CirurAer/nn��llnrlon!'J.rl..c EXHIBIT A SCOPE OF WORK BACKGROUND INFORMATION Lift Station L16, constructed in 1998, is a modern, submersible lift station that is in excellent condition despite the fact that it has been in service for 14 years. The lift station houses three, 125 horsepower, 2,200 gpm pumps each started by a VFD with a manual bypass contactor. The three pumps are in good condition and have been periodically pulled and reconditioned. The three VFDs are new, having been recently replaced. The PLC that operates the pumps and transmits alarm conditions to the cell phone-based Omni SCADA system is a Modicon that was installed in 2004. The PLC is still manufactured and supported. Although the lift station is in good condition with all of its major components either � reconditioned, new, or current state-of-the art, the pumps and check valves are subject to chronic plugging with rags. Pulling the pumps and dis-assembling the check valves to clear the rags is costly from a staff time standpoint. Operating partially plugged pumps results in increased electric bills from SPUC. To reduce these costs, a sewage grinder will be installed to correct the plugging problem. There are two potential locations for the sewage grinder, either in the manhole at the toe of the flood protection dike or in the lift station wet well. The manhole is judged to be the better location because cutting an access opening into the wet well can be avoided. Rather, the top slab of the manhole can be removed and replaced with a new top slab with an access hatch cast into it. The other advantage of the diversion structure is lesser depth, approximately five feet. PROJECT APPROACH Preliminary Desi�;n Phase During the preliminary design phase, WSB will obtain and review the record drawings for the manhole which was constructed as part of the old wastewater treatment facility. We will conduct a field meeting with City staff to confirm the dimensions and depth of the structure. The manhole once served as a diversion structure for the old wastewater treatment facility and still contains remnants of sluice gates used to divert untreated wastewater to the Minnesota River. During the field trip, WSB will document all of these remnants to be removed as part of this project. Also, all unused piping penetrations will be documented and specified to be plugged. Conduit and conductors will have to be run from the motor control center in the lift station to the grinder control panel, located near the manhole. During the field meeting, alternative conduit routing will be reviewed with City staff and the preferred routing selected. Currently there is no means of shutting off flow to the lift station to facilitate wet well cleaning. During the field meeting, WSB will also confirm that the diversion structure is suitable for installation of a sluice gate that could be closed during wet well cleaning to shut off flow. Following the field meeting, WSB will select the appropriate size for the grinder and confirm that the manhole has adequate size to house it. Lift Station L16 has a capacity of approximately (':..(-.x��-�h��ek/rvl/)e,u4rop4l'H(J/'-h larii•i�-ON/i/'-L.�l.l/k.��nee l;rin�ler/n�r,�//«i�,.r�I'i.�l,n� Exhibit A— Scope of Work August 15, 2012 Page 2 4.5 mgd. Due the following factors, peak flow pumped by the lift station is currently approximately 2.0 mgd: • Rahr treating process wastewater for direct discharge to the Minnesota River • Replacement of the West and East River Interceptors to reduce I/I. The most prudent thing to do may be to install a grinder to match the lift station capacity even though peak flow is currently only 2.0 mgd. This would provide for reserve capacity, as well as the possibility of Rahr resuming discharge of process wastewater. However, a 4.5 mgd grinder would be larger and mare expensive than a smaller grinder which could handle today's peak tlow of 2.0 mgd, plus required reserve capacity for future growth. During preliminary design, WSB will determine the reserve capacity required for future growth. The required reserve capacity combined with the existing peak flow of 2.0 mgd will define the required capacity of the smaller grinder. WSB will then prepare preliminary cost estimates for both the 4.5 mgd grinder and the smaller grinder for final selection by the City. It is anticipated that the grinder installation cost will be in excess of the $100,000 ceiling amount for procurement by quotation. The preliminary cost estimates for the grinder will also confirm that project procurement must be by competitive bidding. Final Design Phase During final design, drawings, specifications, and bidding documents will be developed for the grinder and sluice gate installations. The 95% complete documents will be submitted far staff review. A review meeting will then be held to gather staff comments and answer questions. Any requested revisions will then be incorporated into the final drawings, specifications, and bidding documents. The Channel Monster, as manufactured by JWC Environmental, is a superior piece of equipment for this application and will be the basis of bid equipment. However, alternate equipment bids will also be allowed for consideration by the City. Bidding the Channel Monster as the sole acceptable piece of equipment without alternates would likely result in higher bids. An opinion of probable construction cost will be prepared during final design to confirm that the project cost is more than $100,000 and competitive bidding is required. Biddintr Phase WSB will administer the bidding process on behalf of the City of Shakopee. Specific tasks to be completed for this phase of the project are outlined below under Scope of Work. Construction Phase WSB will provide construction related engineering services for the ginder installation. Specific tasks that will be completed are outlined below under Scope of Work. ��,�,ti„�,�„��-,..,�,��,�,,,n,�a��,�-h,�,,,�,_�x,��>�.,�,h��.,,�,�...�,;,,�,...,,,,��,,,,,,�,,,.,.,,,�� Exhibit A— Scope of Work August 15, 2012 Page 3 SCOPE OF WORK The following tasks will be completed in conjunction with the grinder installation project. Task 1: Preliminary Desi�n Phase WSB will complete the following tasks during preliminary design: • 1.1 Obtain and review record drawings of existing manhole • 1.2 Conduct field meeting to confirm size and depth of manhole, items to be removed, and pipe penetrations to be plugged • 1.3 Confirm that dimensions of manhole are suitable for grinder installation • 1.4 Confirm conduit and conductor routing • 1.5 Determine size of smaller grinder • 1.6 Obtain cost estimates for both grinder sizes • 1.7 Confirm with City size of grinder to be installed Task 2: Final Desi�n Phase WSB will complete the following tasks during final design: • 2.1 Prepare and submit 95% complete drawings, specifications, and bidding documents • 2.2 Attend review meeting • 2.3 Prepare final drawings, specifications, and bidding documents • 2.4 Prepare final opinion of probable construction cost Task 3: Biddin�Phase WSB will administer the bidding process on behalf of the City by completing the following tasks: • 3.1 Prepare advertisement for bids • 3.2 Distribute drawings, specifications, and bidding documents • 3.3 Arrange for and conduct a field tour of the lift station for prospective bidders • 3.4 Prepare and distribute addenda as required • 3.5 Review bids and make recommendation for award Task 4: Construction Phase WSB will complete the following tasks during construction of the project: � 4.1 Post bidding services, organize and attend the pre-construction meeting • 4.2 Review and process shop drawings and submittals • 4.3 Address contractor questions and respond to RFIs • 4.4 Prepare payment estimates C':'t�.xrs�huckl,.��lh��Ar,.p l'!2<l!'-F/nnrv-ON[�[_'-l..)'L1fi,k•��vee Griri�ler fn..�ul[ari�in(-'J.doc� Exhibit A— Scope of Work August 15, 2012 Page 4 • 4.5 Perform periodic site visits • 4.6 Prepare final completion punchlist • 4.7 Prepare final acceptance letter • 4.8 Prepare record drawings and final close-out paperwork • 4.9 Assemble an operation and maintenance (O&M) manual consisting of manufacturer supplied O&M information. • 4.10 Arrange for operatar training CITY'S TASKS The City's tasks related to this project will include: • Designate a contact person • Provide available pertinent information • Provide input and answer specific project questions • Review 95% complete drawings, specifications, and bidding documents • Attend meetings and operator training ('_'�(;.,,..,��'.,-h��c�kl�-v�D.�a�«��,['[t!Jl'-h lo��.��-Odl�l'-L��/./r,.ti��r�Gr�i�r�l.rG�.�i��ll�rs�or�i'i.d�.� EXHIBIT B FEE ESTIMATE WSB's fee estimate appears on the attached spreadsheet. ('(�.t�r��hr��Al.��/)e,d-rop:PXOp-hlon�uOR[5l.-L,S'Ll6.Se�nrceeG�inderG�nnll��aor�/1/.duc ESTIMATE OF HOURS AND COST - PROFESSIONAL SERVICES TO COMPLETE �SB LIFT STATION L16 SEWAGE GRINDER INSTALLATION � SHAKOPEE �u_�,,,��,�,r<,,i,r:�. Labor Category and Estimated Hours per Task Description Project Structural Electrical Total Total Labor Task Mana er En ineer En ineer CAD Tech Clerical Hours Cost 1 Preliminary Design Phase 8 2 10 $ 1,334.00 2 Final Design Phase 16 3 16 21 12 68 $ 8,197.00 3 Bidding Phase 8 4 4 16 $ 1,932.00 4 Construction Phase 12 10 4 4 30 $ 3,830.00 Total Estimated Hours 44 3 32 25 20 124 Hourly Billin Rate $ 128.00 $ 137.00 $ 155.00 $ 114.00 $ 72.00 Total Cost b Labor Classification $ 5,632.00 $ 411.00 $ 4,960.00 $ 2,850.00 $ 1,440.00 $ 15,293.00 Barr Direct Expenses $ 90.00 Total Estimated Fee $ 15,383.00 C:\Users\sbuckley\Desktop\Copy of Sewage Grinder Installation SpreadsheetFee