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Home My WebLink AboutX-A-02 Authorize Signatures & Order Work to Proceed - Professional Services for Final Design of Gas Chlorination Systems City Council Memorandum To: Mayor Fasbender & City Council Members From: Nick Egger – Public Works Director Date: May 29, 2019 Item: Request for Authorization to Enter into Contract for Professional Services – Final Design of Gas Chlorination Systems COUNCIL ACTION REQUESTED This item is conditioned upon the Council’s final decision as to the question of implementing permanent ongoing disinfection of the water distribution system by way of gas chlorination. If the aforementioned measure is approved, Council is requested to authorize staff to sign the attached agreement with Stantec for professional services in final design engineering work, assistance with public bidding, and subsequently project construction oversight of equipment installations. BACKGROUND INFORMATION In performing the feasibility study of various disinfection methods, Stantec staff did preliminary scoping-level design work and cost estimation for work that would be necessary at each of the City’s five facilities where equipment retrofits will be needed to provide for gas chlorination. Retrofits, and some interior building modifications will be necessary at Wells 4, 6, 7, 8, and at the City’s Water Treatment Plant (which combines water from Well Nos. 3 & 5). Detailed design work and preparation of drawings unique for each site, specifications, and accompanying cost estimates are necessary before the City can advertise for bids for the work. Upon receiving bids and awarding a contract for the construction work, Stantec would also assist the City in providing oversight of construction activities comply with the project’s specifications and applicable regulations. The attached proposal outlines the various anticipated tasks for which Stantec would provide professional services, the personnel involved in those tasks, their corresponding hourly rates, and the estimated number of hours for each task. FINANCIAL IMPACT The proposed scope of work is comprehensive and in discussing extensively with Stantec’s project manager Ryan Capelle, we believe it to be conservative in nature. All told, the value of the work is equal to about $120,000 which has been included in the project’s $440,000 total anticipated capital costs as I reported in my memo recommending project implementation. The value of this contract represents approximately 27% of the overall project costs, which is within the range previously reported during Council workshops and other public outreach presentations. Like the physical construction work itself, costs for the professional services on this project will be funded by City’s Trunk Water Fund (WAC) account. RECOMMENDATION This work is necessary for project delivery, and Stantec has the unique knowledge of the situation and experience in water treatment industry. The costs of the professional services are fair and reasonable considering the very unique characteristics of the project. Staff is requesting authorization to sign the attached agreement with Stantec. ATTACHMENTS Stantec’s proposal has been attached for reference. X-A-02 Stantec Consulting Services Inc. 733 Marquette Avenue Suite 1000, Minneapolis, MN 55402 28 May 2019 File: 193804586 Attention: Nick Egger, City of Hastings City of Hastings Nick Egger 1225 Progressive Drive Hastings, MN 55033 Dear Nick, Reference: Hastings Disinfection Implementation Thank you for this opportunity to further assist the City of Hastings by providing professional services to implement the preferred disinfection alternative at your existing well house facilities and water treatment plant (WTP). 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. Understanding After collaborating with City Staff, MDH, the University of Minnesota and your citizens to prepare an evaluation of disinfection alternatives we understand that the City has decided to provide permanent disinfection systems for the various water supply wells and WTP to protect the City’s water supply and distribution system from microbial attack. The form of disinfection preferred by the City Council and Staff is chlorine gas. Upon ratifying the recommendation to employ a permanent disinfection system, the next step is to implement the appropriate disinfection systems at each water supply well and WTP in accordance with the requirements enforced by MDH. We understand that there is a sense of urgency to conclude the temporary disinfection operations that have been in place since the Fall of 2018 and to bring the overall system into compliance with MDH expectations. We are eager and ready to help the City accomplish this goal. We have identified the following key tasks as the scope for implementation: X-A-02 28 May 2019 Nick Egger, City of Hastings Page 2 of 4 Reference: Hastings Disinfection Implementation Scope of Work: 1. Utilize information gathered during the on-site review of existing conditions prepared during the chlorine disinfection evaluation to prepare new cadd preliminary Drawings for implementation of chlorine gas systems at each of the wellhouse facilities and the WTP. 2. Conduct review meetings with the Minnesota Department of Health (MDH) as needed to ensure the design complies with MDH enforcement of Ten State Standard TSS). 3. Prepare 60% plans and specifications in accordance with MDH enforcement of TSS. 4. Prepare final plans and specifications in accordance with MDH enforcement of TSS. 5. Conduct preliminary bid conference with Contractors and Staff and contractors prior to bidding to explain expectations and provide opportunity for questions and answers. 6. Prepare agenda and conduct a Pre-construction meeting with Owner and awarded Contractor. 7. Prepare preliminary plans and specifications for chlorine system improvements at wellhouses 4, 6 , 7 and 8 and WTP. 8. Prepare updated cost estimates for each site implementation upon completion of preliminary design. 9. Conduct Review meetings with MDH during design and submit Drawings for Plan Review by MDH. 10. Provide professional services to assist Owner with construction services including contract administration and enforcement of plans and specifications and observation. 11. Provide part-time field services including communication as needed with Contractor to promote intended installation of chlorine feed improvements at each location. 12. Prepare Record Drawings reflecting constructed conditions upon completion of Work. 13. Conduct contract close-out with Contractor and provide documentation to Owner. 14. Provide warranty review prior to end of warranty period. 15. Assist with commissioning of each system and coordinate operator training. Please note that a more detailed listing of tasks and budget can be found in the attached document Titled “Hastings Disinfection Evaluation Implementation”. We are pleased to provide this proposed estimate of services on an estimated hourly basis in accordance with our standard terms and conditions. Our estimated fee for the tasks associated with implementing chlorine gas feed systems are summarized below: Summary of Stantec Implementation Phase Design Services Preliminary Design $17,090 Final Design $34,231 Subtotal Budget $51,321 Bidding Services Preparation of Addenda Attend Bid Opening Subtotal Budget $3,980 X-A-02 28 May 2019 Nick Egger, City of Hastings Page 3 of 4 Reference: Hastings Disinfection Implementation Construction Services Contract Administration $7,976 Construction Observation $48,023 Post-Contruction Services $7,789 Subtotal Budget $63,788 Total Estimated Budget Required for Professional $119,089 Services *Please note that the above costs include mileage to and from the sites We look forward to continuing to build on our working relationship by providing technical assistance, design and construction observation/administration services 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 implementation of a long-term solution to meet your disinfection goals upon receiving your authorization. Regards, Stantec Consulting Services Inc. Ryan Capelle PE (MN, ND, WI) Senior Associate Phone: (651) 604-4857 Ryan.Capelle@stantec.com X-A-02 28 May 2019 Nick Egger, City of Hastings Page 4 of 4 Reference: Hastings Disinfection Implementation 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 May, 2019. Per: City of Hastings Enter Name & Title Print Name & Title Signature Attachment: Consultant Effort - Budget breakdown and Team Rates Standard Terms and Conditions c. C.C. X-A-02 1 2 3 4 5 6 7 8 9 10 11 12 13 Consultant Effort Reviewed by: City of Hastings, Minnesota Admin Assistant Personnel :Ryan Capelle Henry Croll Mark Rolfs Brian Bellemare Jeromy Reed Doug Anderson Bruce Paulson Chuck Oehrlein Mike Fitzpatrick Andrew Mcarthy Ryan Mielke Cindy Vance Estimated Hourly Rates:$162 $121 $171 $140 $150 $125 $155 $150 $165 $130 $130 $95 Tasks/ Activities Hours Hours Hours Hours Hours Hours Hours Hours Hours Hours Hours Hours A. Phase One: Preliminary Design Introductions and Kickoff Meeting 8 1 1 1 1 1 1 1 1 16 Define major components of the project and their dependencies: 2 1 1 1 1 6 Prepare a detailed project schedule for design and construction, including specific project elements and phasing.2 2 Review regulatory needs and constraints with regard to the project.5 5 10 Prepare Preliminary Construction Cost Estimate and hold Preliminary Plan Review meeting with Public Works Operations Staff 8 14 4 2 2 5 5 40 Prepare 60% DWG's/ Specifications - All disciplines A, E, M C, P and S 6 2 1 1 1 1 1 1 1 16 16 47 SubTotal Hours 31 22 1 2 3 5 5 5 8 16 22 1 121 Sub Total Cost $5,022 $2,662 $171 $280 $450 $625 $775 $750 $1,320 $2,080 $2,860 $95 $17,090 B. Phase Two: Final Design and Permitting Develop final design documents for each major component of the project and submit for review.20 20 15 10 10 15 10 10 40 150 Develop updated cost estimate based upon design 2 2 4 Provide technical and constructability review of the design documents prior to issuance for bidding 12 6 4 22 Provide services to the City including the development of contract front-end documents, and providing details fort the advertising for bids, and analyzing bid results. The City will insert the standard information into the ad for bids.8 4 12 Provide Final Plans / Specifications and Cost Estimate, Construction Schedule, Permit Approvals, Font End documents,16 10 4 4 4 4 42 Review Final Construction Documents 2 2 Submit Contract Documents to MDH for Plan Review 4 4 Coordinate with Building Official and Staff to clarify all required permits including assisting City with obtaining MDH plan review.4 4 SubTotal Hours 68 40 0 23 14 10 19 14 0 10 42 0 240 Sub Total Cost $11,016 $4,840 $0 $3,220 $2,100 $1,250 $2,945 $2,100 $0 $1,300 $5,460 $0 $34,231 C. Phase Three: Bidding Services 0 Issue Addenda as necessary 4 6 1 11 Attend Bid Opening, Prepare Bid Tabs 2 2 Evaluate Bids Results 1 2 3 Evaluate Substitute Equipment / Materials 2 1 1 4 Review all contractor bids with City and make recommendations for award in compliance with State of Minnesota and City of Hastings purchasing requirements 2 4 6 Prepare Recommendation of Award 1 1 2 Prepare letter for Council Award at City Request 1 1 2 SubTotal Hours 11 13 0 0 0 0 0 1 0 0 0 5 30 Sub Total Cost $1,782 $1,573 $0 $0 $0 $0 $0 $150 $0 $0 $0 $475 $3,980 Building Technician Process Technician Structural Engineer Total Hours or Dollars Client Name: City of Hastings, Minnesota Personnel Role/Responsibility:Project Manager Mechanical Engineer Architect Electrical / Control Eng. Electrical Engineer Project Name: Hastings Chlorine Implementation Improvements Chlorine Implementation Mechanical Technician Project Engineer WTP QA/QC X-A-02 D. Phase Three: Construction Administration Provide construction phase administration including project management, preparation of change orders, and contractor payment estimates, review of warranties and final inspections.12 4 20 20 56 Track Cost estimates against budgets, at a monthly minimum 4 4 SubTotal Hours 16 4 0 0 0 0 0 20 0 0 0 20 60 Sub Total Cost $2,592 $484 $0 $0 $0 $0 $0 $3,000 $0 $0 $0 $1,900 $7,976 D. Phase Four: Construction Services Prepare Conformed Contract Documents 4 4 Conduct Pre-Const. & Progress Meetings, Record Minutes 6 6 12 Conduct Preliminary Bid Conference with Interested Contractors.6 2 8 Review Contractor Submittals for Conformance with Specifications 8 8 3 4 3 2 28 Issue Contract Document Clarification as Required 4 4 Process Contract Change Order Requests 4 4 Conduct Pre-Construction conference with Contractor and Owner 3 3 Review Contractor Progress Schedules 2 2 Process Contractor Pay Requests 8 8 Prepare Punch List and Issue Certificate of Final Completion 4 4 Provide Construction Observation for all sites (8 weeks half time)30 160 8 10 8 16 232 Provide Substantial Completion Punch List, Issue Cert. of Substantial Completion 1 1 2 Assist City with Start-Up Services and commissioning of chlorine feed 12 30 42 Review Final Contractor Documents, Releases, etc.1 1 Process Final Pay Request / Contract Closeout 1 1 SubTotal Hours 79 209 1 11 14 0 11 26 0 4 0 0 355 Sub Total Cost $12,798 $25,289 $171 $1,540 $2,100 $0 $1,705 $3,900 $0 $520 $0 $0 $48,023 E. Phase Five: Post Construction Services 0 Prepare Record Drawings 2 22 24 Review O&M Manuals provided by Contractor for conformance to requirements and submit to Owner 2 2 Assist with Start-Up, commissioning and Staff Training 6 3 4 13 Provide Assistance with Adjustment of Equipment and Systems 4 1 5 Conduct Site Visit to Observe and Assist City with Contractor Remedies to Defects / Warranty Issues 4 1 5 Provide end of Correction Period Warranty Inspection With City Staff - 23 month 4 4 Provide 2-year Warranty service check 2 2 0 0 SubTotal Hours 20 9 0 0 0 0 0 4 0 0 22 0 55 Sub Total Cost $3,240 $1,089 $0 $0 $0 $0 $0 $600 $0 $0 $2,860 $0 $7,789 Expenses Total Hours 225 297 2 36 31 15 35 70 8 30 86 26 .. Total Labor Cost $36,450 $35,937 $342 $5,040 $4,650 $1,875 $5,425 $10,500 $1,320 $3,900 $11,180 $2,470 119089 Percentage of total 30.61%30.18%0.29%4.23%3.90%1.57%4.56%8.82%1.11%3.27%9.39%2.07%100.00% Total Project FEE $119,089 X-A-02