HomeMy WebLinkAbout7C, Lift Station Rehabilitation�
EN HILLS
Request for Council Action
Prepared By: Terry Maurer, Council Meeting Date: March 28, 2011
Public Works Director
Lift Station Rehabilitatian
Budgeted Az�r�ouni: Actual Amount: Funding Source:
$385,000 $28,100 Sanitary Sewer Utiliiy Fund
(Engineering & Construction) (Engineering Only)
Recomme�dation:
Authorize engaging S�th Peterson of Boltan and Menk for the design, bidding, and construction
activities associated with rehabilitating Lift Station 13 along with ihe engineering services
needed for the diagn�ses ar�d repair of the operational problems at Lift Stations 5 and 8, at a cost
not to exc�ed $28,1 Q0.
Suqnox�tin� Dacumen#s:
1. Memarandum dated March 28, 2011, from Terry Maurer, Public Works Director.
2. CIP for Reconstruct of Lift Stations 11 and 13
3. Letter dated March 23, 2011, from Seth Peterson, Principal Engineer, addressed to Terry
Maurer.
�
EN HILLS
MEMORANDUM
DATE: Marc� 28, 2010
T4: Honorable Mayor and City Councilmembers
Patrick Klaers, City Ad�ninistra#or �
�
FROM: Terry Maurer, Public Works D�rector�
SUBJECT: Lift Station Rehabilitation
Back�round
The City's sanitary sew�r system has 14 lift statians. Of these, all but four have been
rehabi�ztated. The 2011 Capital Improve�nent Plan (CIP) has $385,000 program_med �or
ihe xeconstruction of Lift Stations 11 and 13 (attach�d is the CIP sheet). Lift Station 11 is
located at 1861 Hwy 96 (adjacent ta Ard�n Manor) and may be af�ected by the
construction of the TH 10/Hwy 96 Interchange. Therefare, it is recozx�zx�ended that
reconstruction of this lift station be delayed until the impact o�the interchar�ge project is
known. Lift Station 13 is located at ll23 Karth Lake Drive {near the iniersection of
Karth Lak� Drrve and Pleasant Drive).
In addition to the reconstr�ction of Lift Station 13, there axe two lift stations that ha�e
been experienci�g operatianal �roblems �or sonne tizne. These are Lift Station 5 located
at 3495 Lake Johanna Road az�d Lift Station 8 Iocaied at 1335 Ingerson Road. Both of
thes� lift stations have been experiencing similar operational problerrFs ihat cause the
pump to move away frorz� the base elbow allowing "blowby" affecting the operation of
ihe �ift station. Also, numerous times the pumps have actually tipped over w�ile away
from the base elbow requiring the Public Works crew to reset the puxz�p on the base
elbow. Staff is r�commending that Lift Staiions 5 and 8 have their operational problems
diagnased and repaired in 20 � 1.
Lift �tation 13 was originally built in 1978. It is a wet well/dry well siyle meaning
sewage flaws into a"wet" struct�re and is purnped out by purx�ps k�oused iz� a separate
"dry" siructure. The lift staiian and equXpme�nt are now 34 years old. Most of the
ec�uipment is obsolete which makes it very di�ficult ta find replacement parts when there
is a problem. The contral pane� cozx�.pletely fazled about six years ago and a te�nporary
replacerr�ent panel was instalIed untit the station could be rebuilt. The original desigr� for
P:IAclminlCauncillAgendas & Packet InforAnation1201113-28-11 RegularlPacket Inforn�ation
Page 1 of 2
tl�e recanstruction was prepared by URS in 2005. The City recer�tly received sorn�
electronic information frotn the original design but it appears to be of limited value. The
d�sign calls for t1�e 1ift station to be rebuilt as a submersible station meaning the pumps
are located in �Iie same siructure the sewage flows into. All of the City's reconstructed
iift stations have been converted to a subrnersible design.
One of the other prablems I have discovered in my tizxae as Public Works Director is we
have several different designs of our lift sta.tians which makes operation and maintenance
issues more d�fficult. Many di£�erent parts need to be stocked and staff n�eds to be
trained on various operational features of the di�ferent designs. We also have several
different makes of pumps. In fact, one af the punnp nnanu�acturers pra�ninent in our
system is out of business making �he acquiring of part� in tke futuxe questio�ab�e. Our
system has six of 14 lift stations with proprietary software which only one szxzall vendor
can service. We have experienced signif�cant problems having ser�ice done in a ti�xaely
fashian. Lift Stations 5 and 8, which are expe�rienczng the operational probl�ms described
abave, have previausly been reconstructed. I would nat be surprised ta learn that these
problems are due to a design oversight or construction in.spection problem.
As much as is possible our lift stations need to be standardized. Siandardization means
less replacement parts ne�d to be stocked and less training for our staff to maintain the
sysiem. This is even more ianportant as some of rnore e�perienced sta�� approach
retirement age and are replaced by less experienced employees.
As Public Works Director I believe stron�ly it is important to have an engineer of choice
when dealing with things that have a significant long-ierm operation and mai.ntenance
impact. Someane r�vho will know our system and be available should a p�oblem arise.
With tI�at in mind, I have asked �e� Peterson of Boiton and Menk, w�o Z believe ta be
one af the best lift station engineers in the area, io prepare an estimate of the engineez�ng
services necessaty to recanstruct Lift Station 13 and diagnose and correct the operaiional
prablems at Lift Stations S and S. Attached is the pro�osal from Bolion and Menk
pxepared by Mr. Peterson.
Council Action Repues�ed
SiafF recammends that th� City Council authorize engaging Se�h Peterson of Bolton and
Mexak �ar �he deszgn, bidding and construction activities a�sociated with rehabilitating
Lift Statian 13 along with the engineering services needed for the diagnoses and repair of
ihe operationa� problems at Lift Stations 5 and 8. The engagement would be on an hourly
basis for a cost noi io exceed $28,100. Fuz�di�g �ar the engineering services and ihe
constructxon wi�l come fram the Sewer Fund. The Director of Finan.ce and
Administarative Se�rvxces k�as verified �liat there are adequate reserve� in the Sewer Fund ta
cover both the engineering and canstruction costs.
P:lAdrninlCouncill.Agendas & Packet Information1201113-28-11 RegularlPacket Information
Page 2 of 2
Capital ImPro�ement P1an
City of A,rden Hi.l1s, Minnesota
�Pro�ect # 1U-Sew-003
Project Name Reconstruct Lif# Statio�s 11 and 13
2011 th�� 2015
T'yp¢ Improveme�t Department Sanitary 5e�ver [3eparttnent
U$e��� ���� ConYact Public Warks Director
Category Utility lmprovcments Priority nla
Descriptioa 3�ots1 Project Cost: 5385,000
Pro�ect to replace lift stations I 1( i 861 fiighway 96) and i 3(! 123 Karth E.a1ce Drive). `Che average iife expectancy for a f ift staiion is 2� years.
New pumps and electricai panels 44�ouid be instatEed. The neSv pumps and panels would be compaEibie with the ather i4 lift stations located
thrnu�hout ihe City.
gngineeringlDesign already completeci, however, a re�iew shouid be comp[eted to ensure no design modifications are needed.
.ift Station # i 1 rr�av be im acted b the t[i f�wa i 4/Count Rd 96
]ustification
fhe iift statians are over d0 years old and in need of ceplacement.
scheduled for 2Q! i_
Expendit�res 201 E 201Z 24l3 2014 2015 Totai
�a,oaa
PlanningJpesign 90,000
375,600
ConstructionllViaintenance ��5,6oa
aas,00a
Total 385,a0o
Funding Sources 20i1 2012 2013 20l4 2415 Toial
385,0(i0
5ani#ary Sewe� Utility Fund 385,000
Tot�l 385,UOU 385,000
Budget ImpactlOther
'ump repair costs should decrease as a result of tl�is project_
Produced Using the Plare-!1 Capiarl Planning Sofiware
Wednesduy. Navemher Ifl, 2Q10
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�or�suEtin� E�gin�ers & Sur��yor�
12224 NicatletA�enue • Burns�i9le, MN b5337
Phone (952) 890-0509 • Fax {952) 890-8�65
www. bo[tan-rrtenk. cam
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March 23, 20 � 1
Ter�y Maurer, P.E.
Public Works Director
City of Arden Hilts
i 245 West Highway 96
�rden HiIls, MN SS l 12-5743
RE: Pz'oposal for Professional Engineering Services
Lift Station Improvements
City of Arden Hills, Minnesota
Dear Mr. Maurer:
I appreciate the opportunity to assist the City of Arden Hills with their Iift station projects,
specifically lift stations 5, 8 and l3. Based on our discussiQns, we understand that Iift stations 5
and S have existing pumps that tip and rxzove away frorka the base elbow creati�g blow by and
affecting the performance of the pump and ultimately the lift station. The pumps in bati� of these
stations were installed by Braun Pump and Control which is a company no tonger in business.
Based on discussions with you and your staff the problems with these pumps started when the
new base elbows were installed in �hese stations. Lift statian I3 is an existing lift stati�n locatec3
at 1123 Karth Lake Drive and was part of the 2006 Sanitary Sewer Rehabilitation Project and
this station was never rehabilitated. The existing station is scheduIed to be removed and replaced
with a new wet weli, valve vault, pumps and accessories, and contro�s.
The City of Arden Hills is requesting the services of Bolton & Menk, Inc. to corr�plete finaI
design and eng�neer�ng for repairs to Iift statio�s 5 and 8 and replacement of iift station 13. The
fallawing detai�s our proposed scope of vvork and fees to cotnpiete this work:
SCOP� QF WORK
Lift Stations 5 and S
In order to determine the best course of action to 3�r�ng these stations into proper aperation we
propose to conduct site visits to both stations_ During the site visits we will want your
operations staff to be present so they can operate the pumps in ha�d and pump the station down
to a low level so we ean observe the pur�ps while operating and visua�ly observe the issues with
the pumps. We will also coordinate this site �isit with one or more p�mp s�pptiers so they ean
also witness the issues with the stations a�d they rnay be able to suggest potential solutions.
Depending on the outcorr�e of the site visit and further i�vestigation after the site visit, the fix for
these stations may require a relatively simp3e and cost effective optian or it may require full
�'eplacement of pvmps, base eIbpws, guide rails, etc. If the �ix for t�e stations is relatively �ninor
in nature and can be dane cast effectively by �irectly hiring a contractor/purnp supp�ier to
tJ�SiGN1NG FOR ,4 B�IT�R TQMOf��DW
Bolton � Menk is an equ�EI opponunity esnp3oyer
BOLTON & M�NK, INC.
complete the wark, Balton & Menk will assist the City in obtaining quotes for the work and
praviding o�erali rnanagerr�ent of the prroject. Should tlae fix require mare substantial work, we
s�ggest that the work be coupled with the rehabilitation of Lift Station 13. Bolton & Menk will
pro�ide design services includi�g plan and specification preparation, bidding services and overali
constr�ction administration for the repairs required ai Lift Stations 5 and 8.
The estirr�ated construction cost range for repairs to Lift Statians S and 8 is estimated at $20,000
to $55,000.
Lift Station 13
We received some electronic files farwarded to the City from LTRS for the replacement of this lift
station. However, we did nat appear ta receive any i�formation regarding lift station 13 and the
data that we did recei�e did not agpear to be in a forrnat that would be useful. Therefore, Bolton
& Men3� will corr�plete a tapographic survey of the existing lift sEation site and the survey wi13
map ail vi5ible naturat and improved ground conditions and wi�l also include utiliEy field
markings receivec� through a Gopher One CaIL The %nal site drawing will serve as a basis f�r
final desig�. We understand t�at soil borings were not condueted as part of the previous plans
a�d we recommend completing a soil boring at this site to indicate not only the soil types but
also the presence of ground water. This Will be helpful for contractors bidding the project. We
have not included any costs for soil bori�tgs in our proposal; however, we will assist the City of
Arden Hills with the coordination of the sail boring with your preferred geotechnical consultant.
Bolton & Menk will prepare final construction pla�s for the lift station replacement and we will
re�se as much of the information and data from the existing p�ans as possible. The drawings will
include a lift station and wet well pian, section, and electrical anci control drawings and will
conforn� to the City of Arden Hills' lift station standards. A site plan will also be corrtpleted that
detaiIs access, finished surface, and landscaping improvements. Technical specifications will be
prepared incorporating the City's lift station standards. We can �tilize the City's front-end
general eonditions and contracts or we can utilize Bolton & Menk, Inc. slandard specifications.
Bolton & Menk will provide construction phase services to the City of Arden Hills. In general,
we anticipate these services will include bidding assistance and contractor eva�Uations;
attendance at a pre-construction meeting; review and approval of pertinent shop drawings and
other contractor submittals; construction staking; preparation an�lar review of pay estimates and
any necessary change orders; periodic site observations and reports; project jneetings; and final
p:roject approval. Boltan & Menk wiIl maintain comm�nicat�ons with the City of Arden Hi1ls
throughout the construction phase of the project and will be readiiy availab3e to assist as
required.
The estimated constrr�ction cost for the replacement of Lift Station l3 is approximately
$200,000.
PROP�SE� FEE
Bolton & Menk proposes ta corr�ptete the scope of work as described abo�e on an
for a cost not to exceed $28,100. Any services req�aested that are beyond the
seope of this proposal woul� be completed at the standard hourly rates %r the ,�
individuals completing the requested work. �
E�ift Statinn lmpro��ments
City of Arden Hifls, Mf� Page 2
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BQLTON & M�NK, INC.
Attached are the Terms of ProposaI. If yo� find this proposal satisfactory, your signat�are of this
proposal will constitute acceptance af the terms outlined and your authority for us to proceed.
We look forward to providing these professional engineering services to the
Cicy of Arden HiIls and appreciate your consideration_
Sincerely,
BOL7�N & MENK, IlVC.
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Seth A. Peterson, P.E.
Principal Engineer
Aecepted by:
Printed Name:
i.ift Station Improverr�ents
Gty of /lyden Hi[is, MN Page 3
Date:
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BO�TON & MENK, INC.
Terms oi Proposal
Botton & Menk, Inc.
The acwmpanying Proposal(hereinafter referret3 to as "Proposal") is subject to the following terms and
cond�tions. These '�'erms of Proposal (hereinafter referred to as "Terms"} are an integral part of the
Proposal as if stated direcily therein. No ehange or de�iation frorn these Terms will be binding wilhout the
wriEten approval oi Bolton & Menk, Inc. S�ch changes may require an adjustment in the proposed fee,
schedule or scope of the Proposa�.
A. Services: Boltan & Menk Inc. proposes to perform the services oudined in t�e Proposal for the sEated fee
arrangement Changes reguired by the Client or other controtling entities (regulatory agencies, contractors, courts,
etc.) from the scope or schedUie of services descEibed in the Proposal shaI] be considered "Additional Services" and
wii] be invoiced on an hourly basis in addition to the sta[ed fee arrangement.
S. lnfor�malion from Client: Unless otherwis� stated, Client agrees to provide Bolton & Menk lnc. with all site
information necessary to complete the proposed services. This information should include current site property
descriptions (frorn abstracE, titie api�ion or title camrnitment); other tegal documents affecting the site; copies of
previous surveys, maps, engineerin� studies and pians; existing ar required soils and geotechnical reports;
governmental, regulatory an.d utility reviews and determinations; and al] other pertinent inforn�ation. Client shall
promptly inform BoIton & Menk inc. of any alleged defects in services provided or the project.
C. Access to Site: Unless otherwise stated, Cliern agrees to provide Bohon & Menk Inc. with access to the site,
including adjoining properties, for activities necessary for the perfarmance of services. It is understood that in the
norrrial course of wor�C, property d�mage Enay occur due to excavations, tree and brush trimming, marking lines, etc.
The cost to correcE resuIting damaQes has not been ine�uded in ihe fee. Bolton & Menk ine. wi1� take precautions to
minimize damage due to these activities anc� the Client agrees to reimburse Bokton & Menk Inc. for any costs
associa[ed with required restoration work.
D. 5tandard of Care: Professiona3 services provided uncier this Agreement will be cond�cted in a rnanner
consistent with that leve] o� care and skill ardinarily excrcised by n�embers of Bolton & Menk Inc's profession
currently practicing under similar conditions. Balton & Menk Inc. makes no expressed or impiied warranty
with respect to its undertakings described herein.
E. Certi�cations: Any certifcation pro�ided by Boiton & Menk Inc. is a professional opinion based upon
knowledge, information and beliefs availabie to Bolton & Menk Inc. at the time of certification. Such certiiications
are not intended as and sha11 not be construed as a guarantee or warranry, Bolton & Menk Inc. shall not be required
to ceetify the existence of conditions whose existence Bolton & Menk Inc, cannot reasonably ascertain.
F Project Approvals: Bue io site lireiitations, code interpretations. regulatory reviews, poIitical considerations and
Client directed design and irrtprovements, Soltan & Menk Inc. makes no representations as to acceptabi]fty or
appravabiliry of the pro}ect; or, zoning reqUests, permit applications, site and development pla�s, plats and similar
�acuments. Payment of fees to Bolton & Menk Inc. is not contin2enr �apon project approval.
G. Opinions or Estimaies of Project Costs: Where included as part of project scopc or otherwise, opinions or
estimates of project cost wi11 generaily be based upan p�ab]ic construction cost information. Sinee Bolton & Menk
Inc. has no control over the casi o#� ]abor, materiais; eompetitive bidd[ng process, weather conditions and other
factors affecting the cost of constructian, a]i cost estimates are opinions for general information of the Client and
Bolton & Menk Inc. does not warrant or guarantee the accuracy of construction cost opinions ar estirr�ates. Project
f nancing should be based upon acwal, contracted construction eosts with appropriate contingencies
H. Constr�etion Phase Serviees: if construction phase en�ineering or staking services are ine]uded in this
Proposa} or subsequently authorized, Client is notified [haE Bo]ton & Menk lnc. is not be responsib]e for means,
methods, techniques or procedures of construction selectcd by any eontractor employed on thP
project �ar for the safety precaations or programs incident to the work of any contractor.
Lift Station Impro�ements
City of Arden f�iils, MN Page 4
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BOLTON & MENK, #NC.
Terms of Proposal
Bolion & Menk, Inc.
(Continued)
1. Ownership and Alteration o�' Doc�rments: All documents, including reports, speci�cations, drawings, f eld
data, notes and documents or e3ectronic media pregared or furr�ished by Bolton & Menk Inc_ under this agreement
shall remain the property of Bo]ton & Menk lnc. The Claent may make and retain capies for its �se in co�nection
with this project. However, sUch documents are not inte�ded for reuse by the ClienE on any other project or
alteration of the projeci by others without the written cansent of Bolton & Menk Inc. Electronic media may be
furnished for convenience of C3ient; however, only signed and certified hard copies of sabmittaEs may be re]ied
upon as documentation of professional services provicied.
J. Billings and Paynnents: lnvoices for $oltan & Menk lnc's services sha13 be snbmitted, at BoEton & Menk Inc's
option, ei€her month]y or upon completion of services. lnvaices are due ant� payable within 3d days after the invoice
date. If the invoice is not paid within 30 days, Solton & Menk Inc_ may, without waiving any claim or rigf�t against
the Client, and wit�ouE ]iability whatsoever to the Client, terrninate the performance of its services.
K. Late Payments: Accounts unpaid 3Q days after the invoice date w31] be subject to a monthEy service c[�arge of
].5% on the unpaid balapce. If any portion or ai] of an account remains �npaid 90 days after bi�ling, the Client shall
pay ail cosls of collection, including reasonable attorney's fces.
L. `1'ermination of Services: `I'his agreement may be terminated, Upon written notice, by the Client or Bolton &
Menk lnc. should the other fail to perform i[s obligations hereunder. In the event of tennination, the Client shal] pay
Bolton & Menk Inc. for services rendered to the date of termination, aIl reirnbursab]e expenses, and reimbursable
termination expenses.
M. Lirr�itatian of Liability: CONStJL1'ANT shaIl indemnity, defend, and hold harmless CLIENT and its officials,
agents and ernp]oyees from any 1oss, claim, Iiability, and expense {including reasonable attorneys' fees and expenses
of litigation) arisin� from, or based in the whole, or in any part, on any negligent act or omission by
CONSULTANT'S employees, agents, or stabconsultants. In no event shall CLIEIVT be ]iable to CONSULTANT
for consequential, incidental, indirect, special, or punitive damages.
CLIENT shaI] indert-inify, defend, and hold harmless CONSULTANT and its empIoyees from any loss. �)aim,
liability, and expens� (including reasonable attorneys' fees anc� expenses of ]itigation) arising from, ar based in khe
whole, or in any part, on any negtigent act or omission by CLIENT'S employees, agents, or consuitants. ln no event
sha11 CONSULTAN`I' be liable to CLI�N'I' for conseq�ential, incidentai, indireet, special, or p�niti�e damages.
N. Dispufe Resolntion: Any cIair�s or disputes made dtaring or after the performance of services between Balton
& Menk Inc. and the Client, witf� the exception of claims by BoIton & Menk Inc. for non-payment of services
rendered, shall be subrr�iteed to mediation and/or arbitration. This Proposal anticipates that Batton & Menk Inc_ and
the Ctient wiil i�etude a simzlar reyuirement in all agreements with contractors, sub-contractors, suppliers,
consu]tants and fabricaEors concerned with this pro�ect.
Q. Withdra�va[ of Proposal: This Proposal constitutes a non-binding offer to perfonn ser�ices and Sollon & Menk
Ir�c. reservcs the right to withdraw ar modify this Proposal, without ]iability to the Clieat. at any time prior [o rcceipc
of written acceptance from the Client and execution of a signed agrecment in acco�-dance wi[h Paraeraph P.
P. Agreement: If the PraposaE is accepted, the Ciient and Bolton & Nlerok Inc. may enter into and execute an
Agrccment incorporati�g the Proposat, these Terms and sucFr additional Eerms and cooditions as may be r�utua]Fy
accepEable to Bolton & Menk ]nc. anti Client. Upon request by the Client, Baltan & Menk lnc. may, at its sole
discretion and for the benefit of the Client, proceed with any proposed services prior to execution of a written
agreement. ln Ihe abse�ce of an executed written agreement, the aceompanying Proposal and these '�'erms of
Proposal shall constitute the whole and complete agreement between $olton & Menk Inc. an� ��
the Client. //1a`,�'!�\
L,ift Station Irnprovernents
City of Arr�en Nills, MN
Page 5
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