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Home My WebLink About5.D.2. Approve Proposal from WSB for Lift Station L-16 Variable Frequency Drive Replacement and Installation of a Back-up Control System and Authorize Obtaining Quotes � � � �" � CITY OF SHAKOPEE Memorandum � �'* R '� T- � , L- `•� � � �; ,LL , i TO: Mayor & City Counci] � J Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Approval of Proposal from WSB & Associates, Inc. for Lift Station L16 Variable Frequency Drive (VFD) Replacement and Installation of a Back-up Control System and Authorize Obtaining Quotes DATE: November 15, 2011 INTRODUCTION: Attached to this memo is a proposal from WSB & Associates, Inc. to replace many of the electronic components that help operate Lifr Station No. 16 in the City of Shakopee. Also, staff will be looking for obtaining quotes for replacement of these electrical components. BACKGROUND: Staff recently presented a Lift Station L16 emergency operating plan on August 1, 20ll and included in this report was a recommendation to consider replacing the PLC and to include a back-up control system for continued operation. RecenUy, staff has had a failure of the VFD for one of the pumps and has difficulty in obtaining parts for these particular models, which were installed in 1997. Due to the age of the VFD's and the diffculty in obtaining paRs, it is being recommended that the VFD should be replaced at this time as well. Further investigation of the PLC has uncovered that parts will be available for at least 10 years, thus replacing the PLC can be delayed at this time. By combining the replacement of the VFD's and installing the back-up control system, the electronic integration by one contractor and supplier would result in the best operation and future maintenance of this facility. Thus, staff and the consultant is recommending that quotes be � obtained for this work and to be done by one contractor. The proposal from WSB & Associates, Inc. does contain tasks to do a preliminary design to best i determine what is the best operation for the back-up control, as well as the VFD's, and then to prepare final design drawings to be used for bidding and oversee construction and final acceptance of the facilities being replaced. The estimated cost of this proposal to do these tasks is a cost not-to-exceed $17,492.00. The proposal does have the tasks outlined for Council review and consideration. If the Council accepts the proposal to be executed, staff would also I recommend that quotes be obtained and brought back to Council for approval at a later date. I ALTERNATIVES: 1. Authorize the appropriate City officials to execute an extension agreement between WSB & Associates, Inc. and the City of Shakopee for the Lift Station L-16 VFD's replacement and installation of a back-up control system. 2. Do not approve an extension agreement at this time. 3. Authorize staff Yo obtain quotes for the replacement of the VFD's and installation of a back-up control system to be brought back to City Council at a later date. 4. Table for additional information. RECOMMENDATION: Staff recommends Alternative No. 1 and No. 3, to approve this proposal in order to have drawings prepared for the proposed work in order to obtain quotes. Funding for this proposal and work to be from the Sanitary Sewer Fund. ACTION REOUESTED: 1. Authorize the appropriate City officials to execute an extension agreement between WSB & Associates, Inc. and the City of Shakopee for the Lift Station L-16 VFD's replacement and installation of a back-up control system. 2. Authorize staff to obtain quotes for the replacement of the VFD's and installation of a back-up control system to be brought back to City Council at a later date. � J i ✓�� Public Works Director ENGR/2014PROIECTS-201I-COUVCllJLl6-WSB-PftOPOSAl I � wSB ,e .- Engineering � Planning . Environmental . Constmction 701 Xenia Avenue South Suite 300 Minneapolls, MN 55416 Tel: 763-541-4800 I Fax: 763-541-1700 November 9, 2011 Mr. Bruce Loney, PE Director of Public Works/City Engineer Public Works Department 400 Gorman Street Shakopee, MN 55379 Re: Proposal for Lift Station L16 VFD Replacement and Back-up Control System Installation � � City of Shakopee, MN Dear Mr. Loney: WSB & Associates, lna (WSB) is pleased to submit this proposal to provide design, quotation, and construction-related engineering services for replacement of the three VFDs in Lift Station L16 and installation ofa back-up control system. As prime consultant, WSB will subcontract with Paul Kaeding, PE, of Barr Engineering for electrical engineering services. Attached to this letter is Exhibit A— Scope of Work which provides background information, W SB's approach to providing engineering seroices for the project, and the work scope 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 � • Paul Kaeding, PE — Electrical Engineer (Barr Engineering) W SB proposes to submit 95% complete drawings, specifications, and quotation documents for review within 30 days. Services related to obtaining quotes 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 IetCer proposal represents our understanding of the project scope. F:�L£"lT£RPftOP059LSSFdoyee1S16 LFpFeplo¢.A'ov10//LTRPFOPftI50.Alorp..1/O➢II-LS6/61FONepimcdao I I Mr. Bruce Loney, PE November 9, 201 I Page 2 The Ciry of Shakopee agrees to reimburse WSB & Associates, Inc. for these services in accordance with Section IV 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. ��. Thomas A. Roushar, PE Senior Project Manager Attachments ACCEPTED BY: ' City Administrator City Clerk Ma or Y Date � P:GfITERYROPOSALS.Sh�apeeLSlf IFDflrplxe>'oo]0/IGTRPAOPRIS0.Dlarr�J1001L(SLl61TORrplaredoo EXHIBIT A SCOPE OF WORK BACKGROUND INFORMATION Lift Station L16, constructed in 1998, is a modem, submersible lift station that is in �ood condition despite the fact that it has been in service for 13 years. The 1 ift station houses three, 125 horsepower, 2,200 gpm pumps each started by a Square D VFD with a manual bypass contactor. Recently, one of the VFDs began malfunctioning. The VFD motherboard was replaced at a cost of approximately $4,000 which didn't correct the problem. Additio�al parts replacement may correct the problem, but the cost could approach the cost of a new VFD. The replacement motherboard was one of only six available in the entire United States. When the remaining flve are purchased, that part will no longer be available and the VFDs will be functionally obsolete. Due to the age of the VFDs and the future difficulty of obtaining replacement parts, the VFDs should be replaced with new ones. Lift Station L16 includes a single Modicon Momentum PLC that controls the station function and provides alarm indication. Should it fail, City staff would have to manually start and stop pumps. A back-up control system should also be installed to provide automatic pump control should the PLC ever malfunction. PROJECT APPROACH Prelimina ,r�en Phase During the preliminary design phase, WSB will obtain and review the shop drawings for the existing VFDs and PLC. We will review how the system was intended to operate with the MCES and obtain the operating program for the PLC from them. We will conduct a field meeting with City staff to confirm system operation. During the field trip, we will determine whether staff is comfortable with the system operation or whether they would like revisions or enhancements to it. WSB will evaluate whether variable speed control of the pumps is truly important for lift station operation. If the condusion of this evaluation is that there is not a compelling need for variable speed operation, WSB will evaluate electronic soft starters as less expeusive replacements for the VFDs. If it is concluded that the VFDs should not be replaced with electronic soft starters, WSB will evaluate alternative VFDs. Currently there are three good VFDs on the market—Eaton/Cutler- Hammer, ABB and Allen Bradley. During the field trip, the features of these VFDs will be discussed with staff to determine if staff has a preference for one of the makes. I The choice of wet well level detection method for the back-up control system will be reviewed with City staf£ The choices include a bubbler system, a pressure transducer, an ultrasonic level detector, and floats. The use of floats is the most common level detection system for this application. Finally, the lifr station was not furnished with either a pressure transducer or pressure gauge to monitor discharge pressure. The capability to monitor discharge pressure is desirable as an early indication of forcemain plugging. A pressure transducer with digital read-out on the operator P:LfTT£RPflOP084LSShdoqelSiLIFOAepIrce�Yav}0//LTRPHOYRI}pelmieyJlO➢(1�(SLl61TOReO��doo i - Exhibit A- Scope of Work November 9, 20ll Page 2 interface would be more convenientforthe operating staffthan a pressure gauge mounted on the discharge header in the valve vault. WSB will evaluate the addition of a pressure transducer and estimate installation cost. If the pressure transducer can conveniently be added at a reasonable cost compared to the cost of installing of a pressure gauge, drawings and specifications for a pressure transducer will be prepared. If the pressure transducer is found to be significantly more expensive than a pressure gauge, drawings and specifications for a pressure gauge installation will be prepared. I Final Desian Phase i During final design, drawings, specifications, and documents for obtaining quotes will be developed for the VFD replacement and back-up control system installation project. The 95% complete documents will be submitted for staff review. A review meeting will then be held to gather staff comments and answer questio�s. Any requested revisions will then be incorporated into the final drawings, specifications and quotation documents. The specifications will require that the successful bidder provide training to familiarize staff with operating and making adjustments of the VFDs, PLC and back-up control system. An opinion of probable construction cost will be prepared during final design to confirm that the project cost is less than $100,000 and quotations can be requested. Because of the nature of the equipment that will be furnished, service will be required in the future. Requesting quotations , would allow only those firms with good reputations for providing follow-up service to quote. Ouotation Phase WSB will administer the request for quotations process on behalf of the City of Shakopee. Specific tasks to be completed for this phase of the project are outlined below. Construction Phase WSB will provide construction-related engineering services for the VFD replacement and control system installation project. Specific tasks that will be completed are outlined below. A goal for this phase of the project is thorough training of City staff with operating and making field adjustments of the VFDs, PLC and back-up control system. SCOPE OF WORK The following tasks will be completed i� conjunction with the VFD replacement and installation � of a back-up control system project. Task 1: Preliminary Desi�n WSB will complete the following tasks during preliminary design: • 1.1 Obtain and review shop drawings of existing VFDs and PLC • 1.2 Review system operation with MCES • 1.3 Obtain PLC operating program from MCES • 1.4 Conduct field trip to confirm system operation P'1£]]'k'RI•FOfTJS1LS5hMO4eetS1EIFOReplaoed'ovl0/l1TAPftOPflIS0.hlo�q`1109/I.f540IPpHePlscdao I Exhibit A— Scope of Work November 9, 2011 Page 3 • 1.5 Evaluate the need for variable speed control/electronic soft stareers • 1.6 Familiarize City staff with VFD features and determine their preference • 1.7 Evaluate alternative level detection choices for back-up control system • 1.8 Evaluate pressure transducer or pressure gauge installation Task 2: Final Desi¢n WSB will complete the following tasks during final design: ' • 2.1 Prepare and submit 95% complete drawings, specifications, and quotation documents • 2.2 Attend review meeting • 23 Prepare final drawings, specifications, and quotation documents • 2.4 Prepare final opinion of probable constructicn cost Task 3: Ouotation Process WSB will administer the quotation process on behalf of the City by completing the following tasks: • 3.1 Determine which firms should receive requests for quotation • 3.2 Distribute drawings, specifications, and quotation documents • 3.3 Arrange for and conduct a field tour of the lifi station for those firms invited to quote • 3.4 Prepare and distribute addenda as required • 3.5 Review quotations and make recommendation for award Task 4: Construction WSB will complete the following tasks during construction of the project: • 4.1 Post quotation 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 i • 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 operator training I P'f£TT£R PAOPOSi(SAmtopn9S16 LFO ftep/ard'ovl�ll LIAPROPFVSO E lamp//09/1-LSLIQ LFDfteplrce✓x Exhibit A— Scope of Work November 9, 2011 � Page 4 CITY'S TASKS The City's tasks retated to this project wi11 include: � • Designate a contact person • Provide available pertinent information • Provide input and answer specific project questions • Review 95% complete drawings, specifications and quotation documents ' • Attend meetin�s and operator training I I I I I I I I I I I I I P: /£REF PROPOSILSANapn/Slb tTURePI�•�'a�SO/1 LIAPFOP ftVSD.E la�'I lO➢1/.fS( l6 ['FDfleOl�e.doe� I EXffiBIT B FEE ESTIMATE WSB's fee estimate appears on the attached spreadsheet. I I I I I I ' I I I I I I I I I I I I I P:llTIE4➢flOPOSA/S9iMnM</SILIppF�ylxed'ov:0/ILTRPROfRIS�-0larq'-f,'�41/LSLI6fry'DReplmedoa I _ , � - ESTIMATE OF HOURS AND COST PROFESSIONAL SERVICES TO COMPLETE �SB LIFT STATION L16 VFD REPLACEMENT AND BACK-UP CONTROL SYSTEM I � SHAKOPEE �r,i..:,,,��«„�•.,�. a��. Labor Category and Estimated Hours per Task Description Project Electrical CAD Tech Clerical Total Total Labor Task Mana er En ineer Hours Cost 1 Preliminar Desi n 8 12 4 24 $ 3,416.00 2 Final Design 8 24 16 4 52 $ 7,256.00 3 Quotation Process 2 4 4 10 $ 1,220.00 4 Construction 8 20 4 6 38 $ 5,400.00 Total Estimated Hours 26 60 20 18 124 Hourl Billin Rate $ 126.00 $ 180,00 $ 105.00 $ 62.00 Total Cost b Labor Classification $ 3,276.00 $ 10,800.00 $ 2,100.00 $ 1,116.00 $ 17,292.00 Barr Direct Expenses $ 200.00 Total Estimated Fee $ 17,492.00 P1�ETTER PROPOSALS\S�akopee1LS16 VFD Replace-NOV2011\Final VFD Replacemen� SpreadsheelFee