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HomeMy WebLinkAboutVI-11 - Approve Agreement with Stantec for Feasibility Study City Council Memorandum To: Mayor Hicks & City Council Members From: Nick Egger – Public Works Director Date: November 1, 2018 Item: Request for Authorization to Enter into Contract for Professional Services COUNCIL ACTION REQUESTED Council is requested to authorize staff to sign the attached agreement with Stantec to perform work on a feasibility study of various permanent disinfection methods for the City’s water supply system. BACKGROUND INFORMATION Stantec has been the City’s primary consultant on water system issues for quite some time, and recently performed the City’s Water Supply System Comprehensive Plan updates and water system modeling update work earlier this year. They have the expertise necessary to conduct the disinfection feasibility study, and we are confident in their abilities to deliver a report to the City in December of this year for the Council’s consideration of what the City should ultimately implement for minimizing biological contamination risks to the public water supply. The proposal content lays out steps to review various disinfection methods that are available and determine ranges of costs for retrofitting City water system facilities to incorporate those methods. The City would like to consider the alternatives as soon as possible so that an informed decision can be made for how the City wishes to address disinfection in the early part of 2019. FINANCIAL IMPACT The proposed scope of work entailed would have a cost of approximately $33,000, and would be funded by water system funds. RECOMMENDATION Although this work was not anticipated or requested in the 2018 budget, but is time sensitive and warrants Council’s authorization to keep the process going. ATTACHMENTS Stantec’s proposal has been attached for reference. VI-11 Stantec Consulting Services Inc. 2335 Highway 36 West, St. Paul MN 55113-3819 12 October 2018 File: 19380 Attention: Nick Egger, City of Hastings City of Hastings Nick Egger P.O. Box Hastings MN Dear Nick, Reference: DRAFT -Hastings Disinfection Evaluation We thank you for this opportunity to assist the City of Hastings by providing professional services related to the evaluation of disinfection alternatives for your existing well house facilities and water treatment plant (WTP). As requested, we have prepared this proposal of services based on the scope of work described in our recent conversation on Monday October 8, 2018. Understanding The understanding we gathered is that the City’s goal is to evaluate and the feasibility and effectiveness of the available approaches/methods to disinfection. The ultimate goal is to protect the City’s water supply from microbial attack. The City would like to consider the alternatives as soon as possible so that an informed decision can be made for how the City wishes to address disinfection in the early part of 2019. The general scope for the disinfection evaluation includes the following proposed tasks: Scope of Work: 1. Conduct on-site Review of existing conditions and physical space constraints at each of the wellhouse facilities and the WTP. 2. Review Ten State Standard (TSS) requirements that will be enforced by Minnesota Department of Health (MDH) and conduct preliminary, intermediate and final review meetings with MDH. 3. Participate in workshop setting with Staff to adjust scope and gather direction. 4. Evaluate the effectiveness, required facilities and alternatives for disinfection including : a. Chlorine gas systems b. Sodium hypochlorite feed systems c. Ultraviolet and Ozone disinfection d. Combination of ultraviolet, ozone and chlorine e. Shock Chlorination on periodic basis 5. Evaluate necessary safety provisions for each alternative identified for evaluation. 6. Prepare preliminary layout for proposed improvements at WTP and for a prototype wellhouse for purpose of review. 7. Prepare cost estimates for each alternative identified. VI-11 12 October 2018 Nick Egger, City of Hastings Page 2 of 3 Reference: DRAFT -Hastings Disinfection Evaluation 8. Participate in workshop setting to discuss findings and provide information to assist Staff and Council with making an informed decision on selecting an alternative. 9. Prepare letter report summarizing alternatives and associated cost estimates. The tasks identified above were prepared to assist the City with defining the scope needed to deliver the project described through conversation with Public Works. We are amenable to adjusting the proposed scope or as you see fit at any time during the process of conducting the work. Stantec is familiar with disinfection systems that have been implemented throughout the state of Minnesota and has assisted many communities with projects involving disinfection equipment. We are familiar with the requirements that the MDH enforces and will leverage our relationships with the MDH and various members of the water industry to work to the benefit of the City of Hastings. We are pleased to provide our proposal of services on an estimated hourly basis in accordance with our standard terms and conditions. Our estimated fee for the tasks associated with the Evaluation Phase is summarized below: Description of Fee Evaluation Phase $32,966 Conduct on site investigation and verification of existing conditions. Review alternatives and prepare cost estimates for selected alternatives. Budget is based upon review of alternatives identified above. Review of safety mechanisms including automatic shut off system, chlorine containment and liquid containment. Participation in two workshops with Staff, the first to define scope and the second to summarize conclusions. Participation in additional meetings, as requested on an hourly basis. Total Estimated Fee $32,966 We look forward to this opportunity to continue to build on our working relationship by providing this urgent service to the City of Hastings. Please take a moment to review this proposal and contact us with any questions you may have. We are prepared to move forward with the next steps in beginning evaluation, design and implementation upon receiving your authorization. VI-11 12 October 2018 Nick Egger, City of Hastings Page 3 of 3 Reference: DRAFT -Hastings Disinfection Evaluation Regards, Stantec Consulting Services Inc. Ryan Capelle PE (MN, ND, WI) Associate Phone: (651) 604-4857 Ryan.Capelle@stantec.com By signing this proposal, the City of Hastings authorizes Stantec to proceed with the services herein described and the Client acknowledges that it has read and agrees to be bound by the attached Professional Services Terms and Conditions. This proposal is accepted and agreed on the 15 day of October, 2018. Per: City of Hastings Enter Name & Title Print Name & Title Signature Attachment: Standard Terms and Conditions c. C.C. VI-11