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HomeMy WebLinkAbout20070604 - VI-08 VI-8 MEMO To: Honorable Mayor and City Council From: Tom Montgomery Date: May 29, 2007 Re: Accept Engineering Proposals from Bonestroo for Water Emergency and Conservation Plan and Comprehensive Plan Water Supply Component Council is requested to accept the enclosed proposals from Bonestroo to prepare the City's Water Emergency and Conservation Plan and the Water Supply component to the City's Comprehensive Plan. WATER EMERGENCY AND CONSERVATION PLAN This plan is an update of an earlier] 996 plan, and is required to be completed by October 15,2007 and submitted to the DNR and Metropolitan Council. The plan requires collection, presentation and analysis of a large amount of infonnation about our water system and water usage. Included in the plan is an emergency response plan to be triggered in the event of a water system failure resulting in the loss of a large amount of our water supply capacity and the inability to meet normal water demands. The proposed cost of services is not to exceed $12,000. The information collected and analyzed for the Water Emergency and Conservation Plan will be used in the preparation of the water supply component of the Comprehensive Plan. The water supply component will estimate future water needs based on project population and job growth, identify locations for new wells and water storage to meet growth needs, model the existing water system to identify deficiencies and recommend improvements, and determine how to best serve identified growth areas. The proposed cost of services is not to exceed $34,900. The 2007 Water budget included $20,000 for preparation of the Water Emergency and Conservation Plan. and an additional $25,000 for preparation of the water supply component to the City's Comprehensive Plan. The $2,000 shortfall would be covered by the miscellaneous consultant services budget in the Water Fund. CITY Of HASTINGS 2335 Highway 36 W Sl. Paul, MN 55113 Tel 651-636-4600 Fax 651-636-1311 www.boneslroo.com May 29, 2007 :It Bonestroo Mr. Thomas M. Montgomery. P.E. Public Works Director City of Hastings Hastings, MN 55033-1955 Re: Water Emergency and Conservation Plan Dear Tom: This letter has been prepared, pursuant to our General Engineering Services Agreement dated May 2, 2006, to provide Engineering services for your 2007 Emergency and Conservation Plan. We understand that your update must be completed by October 15, 2007 to meet the MnDNR and Met Council requirements. This letter proposal outlines our work plan to complete this project prior to October 2007. Where appropriate, we will utilize your staffs' resources and the efforts underway by your planner to complete this plan as efficiently as possible, and in one continuous effort. Section 1 - Emergency and Conservation Plan Task 1: Proiect Initiation and Data Collection Objective: To collect, consolidate, and summarize Hastings water system data that will be used for the Plan. Description: We will review data and information collected for the 1996 Water Supply Plan and supplement that data with information and data for facilities constructed since then. Required data from the City includes water system map, water use records from 1996 to present (maximum day demand, total water use, water use by customer category, service population, and largest volume users), population projections, and existing water conservation and emergency policies or ordinances. Deliverables: A summary of the data collected. Task 2: Water Supplv Description and Evaluation Objective: Analyze existing water system data. Description: Describe the existing water system, summarize and analyze historic water use records, evaluate the adequacy of the water system to handle current and proposed water demands. Computer modeling of the distribution system is not a part of this study and will be completed as part of your Comprehensive Planning process. Our analysis of the adequacy of the water system will be based on discussions with staff, recommendations from past reports, and our current knowledge of your water system. If appropriate, we will recommend additional studies or engineering reports. A ten-year Capital Improvement Plan will be prepared under the concurrent Comprehensive Planning process and will be included as part of this Report. Deliverables: Water supply system description and assessment included in the project report. Thomos M. Montgomery. P.E, Page 2 Water Emergency and Conservation Plan May 29, 2007 Task 3: Water System Emeraencv ResDonse Plan Objective: Document existing emergency procedures for the water system. Provide recommendations for additional emergency standard operating procedures. Description: Meet with staff to identify existing standard operating procedures. Categorize water users according to the priorities established by the State Legislature and identify "triggers" for implementing portions of the plan. Establish priorities for restoring service in an emergency. Evaluate the need for back-up power or other back-up facilities, Deliverables: Water System Emergency Response Plan incl uded in the project report. Task 4: Water Conservation Plan Objective: Document existing water conservation measures and provide recommendations for additional conservation measures. Prepare an action plan to guide the City in implementing the plan. Description: Meet with staff to identify existing water conservation measures and Ordinances. Identify a goal for reducing water use. Select alternatives tailored to the City goals. Rank the alternatives by cost- effectiveness and prepare an implementation plan to carry out the recommended measures. Deliverables: Water Conservation Plan included in the project report. Task 5: ReDort. Presentation, and Aaency Submission Objective: Present draft and a tinal report City staff. Submit the final adopted Plan to the Department of Natural Resources and the Metropolitan Council. Description: Prepare 5 copies of a draft report for Tasks 2,3, and 4 above. Provide 10 copies of the final plan to the City. Present the final plan to Staff. Submit the plan to the Department at Natural Resources and Metropol itan Council. Deliverables: Five copies of draft reports for Tasks 2, 3, and 4. Ten copies of the final report. Section 3 - Compensation We propose to complete the Emergency and Conservation Plan (Tasks 1 through 5) on an hourly basis, not to exceed $12,000 Section 4 - Schedule The Emergency and Conservation Plan will be completed in parallel with the water element of the City Comprehensive Plan to avoid supplemental or follow-up work resulting from incomplete "planning" information. In the event that the planning process is delayed, the Water Emergency and Conservation Plan will be completed and submitted to the appropriate State agencies in advance of its completion date. ******************************* Thomas M. Montgomery. P.E. Page 3 Water Emergency and Conservation Plan May 29. 2007 Please contact us if you have any questions or suggestions, after you have had a chance to review this information. If not, please return a signed copy of this letter proposal as our notice to proceed. Thank you! Sincerely, BONESTROO City Acceptance and Aulhorization to Proceed: By Thomas M. Montgomery, P.E. Kurt B. Johnson, P.E. Project Manager Date Thomas A. Roushar, PE. Associate Principal 2335 Highway 36 W Sl. Paul, MN55113 Tel 651-636-4600 Fax 651-636-1311 www.bonestroo.com May 29, 2007 ~ Bonestroo Mr. Thomas Montgomery, P.E. Public Works Director City of Hastings 101 4th Street East Hastings, Minnesota 55033 Re: Professional Services Agreement Engineering Services Comprehensive Water Study Dear Mr. Montgomery: Thank you for asking our firm to provide professional services regarding the City's need to update its Water Plan. Our proposal for engineering services associated with this project is summarized in this letter, which has been prepared pursuant to our General Engineering Services Agreement dated May 2, 2006. A work plan outlining the project tasks is included below PROJECT UNDERSTANDING The Project consists of completing a Comprehensive Water System Plan, including items specific to the Water Supply Plan of your 2007 Comprehensive Plan, and updating the current Water System Hydraulic Model. This Plan will evaluate the limitations of the existing system and forecast fufure system infrastructure needs. Based upon the information obtained from the study, a Capital Improvement Plan will be prepared and include the estimated capital cost for each item. Trigger Charts will be developed to graphically depict the limitations of the existing system and predict when an increase in system demand will "trigger" the need for additional supply, storage, and/or treatment facilities. WORK PLAN 1. Data Collection and Evaluation. Review the City's updated Comprehensive plan as it relates to development trends, population growth, and appropriated water Quantities. Estimate current water use patterns and categorize by customer class (i.e., residential, commercial, industrial, institutional, and public). Collect and analyze all available studies, reports, mapping, planning information, and sampling and operating records. 2 Svstem Demands. Determine the existing water system demands, including the per capita, average daily, and maximum daily demands. Based on land use planning and zoning, forecast the water demands (average and maximum day) for design years 2010, 2020, 2030, and, if appropriate, ultimate development of the planning area. Project future consumption of high volume users (if any). Consider the impacts continued water conservation will affect historic consumptive patterns. Thomas M. Montgomery. P.E. Poge 2 Water Emergency and Conservation Plan May 29, 2007 3- Water Qualitv and Treatment. Evaluate available water sampling results for source and treated water, and evaluate the impacts of current and proposed state and federal drinking water regulations. 4. Distribution Svstem Modelina. Update the existing (calibrated) WaterCAD distribution system model utilizing all available information furnished by the City. Field tests may be requested, as necessary, to validate the computer model. Using the model, identify and evaluate current deficiencies in the existing water system with respect to flow, pressure, storage, and other operational considerations. Develop and provide an updated Existing Facilities and Watermain Map and a Master Water Facilities Plan for 2030, along with a copy of the updated WaterCAD model. 5. Supplv and StoraQe Evaluations. Based on forecasts of population and consequent water demands, determine the appropriate supply and storage balance to meet the existing and proposed future demands. Prepare "Trigger Charts" to provide a timeline for implementation. 6. Capital Improvement Proaram. Based upon the information obtained from the prior study items, prepare a Capital Improvement Plan for the water system. The plan will include the estimated capital cost for each item. All costs will be based upon present day values and a time schedule will be provided for each major improvement. 7. Draft Report. Prepare a concise report, complete with tables and figures, that describes the entire investigation in an understandable manner and documents the findings, recommendations, and the estimated CIP budget and implementation schedule. Deliver four copies of the draft report to the City. Present the draft report to the City staff. 8. Updated Draft Report. Amend the draft report as mutually agreed and deliver ten copies of the updated draft to the City. 9. Final Report. Amend the updated draft based on comments received from the City, and deliver ten copies of the final report. The final report will include a disk copy of the distribution system computer model and text, maps, and graphs as requested. 10. Meetinas. At a minimum, five meetings with the City staff have been included during the course of this study a. Kick-off meeting and Special Topics b. Progress meeting I c. Progress meeting II d. Progress meeting III e. Draft Report Review/Presentation Thomas M. Montgomery. P.E. Poge 3 Water Emergency and Conservation Plan May 29, 2007 ADDITIONAL SERVICES If authorized, furnish or obtain from others Additional Services which are not considered as normal or customary services, or are outside the scope of the Work Plan. Additional services shall be billable over and above any budget, maximum, or lump sum amounts set forth in this Authorization. A. Based on our past experience, it is assumed that the City staff will present the findings of the report to the City Council. If requested, we can prepare and make a presentation of the report at a City Council workshop session or meeting. B. This study is focused on assessing the timing and size of future supply, storage, and treatment infrastructure. In consultation with the City, we will provide generalized (preferred) locations for future infrastructure. Detailed site selection can be an arduous process, influenced by land availability and price fluctuations, geological and soil conditions, aesthetics, resistance of neighbors, and other unforeseen circumstances. If requested, we can assist the City with the site selection and acquisition process, including evaluating the benefits and deficiencies of alternative sites. CITY'S RESPONSIBILITIES The City's responsibilities are clarified below: A. Provide all available planning, land use, water consumption, and water system infrastructure information to provide a clear picture of the water system. B. Assist with the planning and land use information and the identification of potential sites for additional supply (wells) and storage facilities should they be recommended. C. Assist in obtaining any necessary field information, including sampling and flow test data. PERIOD OF SERVICE Services shall start promptly upon receipt of an executed Authorization, and scheduled for completion within 120 calendar days thereafter. COMPENSATION Compensation for services provided as described in the Work Plan shall be on an Hourly Rate basis with a budget amount of $34,900 The level of effort required to accomplish these services can be affected by factors which are beyond our control. Therefore, if it appears at any time that charges for services rendered will exceed the above amount, it is agreed that services will not be performed nor costs incurred which will result in billings in excess of such amount until advised that additional funds are available and work can proceed. Thomas M. Montgomery. P.E. Page 4 Water Emergency and Conservation Plan May 29, 2007 Please contact us if you have any questions or suggestions, after you have had a chance to review this information. If not, please return a signed copy of this letter proposal as our notice to proceed. Thank you! Sincerely, BONESTROO City Acceptance and Authorization to Proceed: By Thomas M. Montgomery, P.E. Kurt B. Johnson, P.E. Project Manager Date Thomas A. Roushar, P.E. Associate Principal