8.1. SR 08-03-2020Request for Action
To
Item Number
Mayor and Council =8.1
Agenda Section
Meeting Date
Prepared by
General Business
August 3, 2020
Jason Cook, P.E., Project Manager
Item Description
Reviewed by
Windsor Park 3rd Sewer Connection Feasibility Study
Justin Femrite, P.E., Public Works Director
Reviewed by
Cal Portner, City Administrator
Action Requested
Approve, by motion, a resolution receiving of Feasibility Study and calling for Public Hearing
Approve, by motion, a resolution ordering the preparation of plans
Background/Discussion
The Windsor Park 3' Addition Homeowners Association (HOA) has a shared use, low pressure sewer system
with a failing treatment system. The HOA contracted to complete a feasibility study to find the cost and
feasibility of connecting their existing sewer system to the city sanitary sewer system.
This study found the 88 homes in the HOA could connect to the city system by running a new sewer line along
Ranch Road from their existing shared drainage field to the forcemain currently being constructed along the
Great Northern Trail.
The HOA requested the city lead the improvement project and follow the MS 429 special assessment process.
The MS 429 schedule is on page 1 of the feasibility report. The first steps are to pass a resolution calling for a
public hearing on the improvement. To meet requirements for advancing this project through the process as
rapidly as possible, it is also recommended to approve a resolution ordering the preparation of plans.
Financial Impact
The HOA put up a Letter of Credit for $54,900 for all engineering and survey services costs to produce the
plans and specifications and obtain competitive bids. The costs will be rolled into the assessments, but a letter
of credit was obtained as a surety in case the project does not gain final approvals through the process.
Attachments
■ Windsor Park 3T`` Addition — Sewer Connection — Feasibility Report
■ Resolution Receiving Report and Calling for Public Hearing
■ Resolution Ordering Preparation of Plans
■ Engineering Design Fee Proposal
■ HOA Request and Letter of Credit
The Elk River Vision
A welcoming community with revolutionary and spirited resourcefulness, exceptional,` 01 e
service, and community engagement that encourages and inspires pi ospei ly INAMIRE1
OBOLTON
& MENK
Real People. Real Solutions.
Submitted by:
Bolton & Menk, Inc.
7533 Sunwood Drive NW #206
Ramsey, MN 55303
P: 763-433-2851
F: 763-427-0833
Certification
Feasibility Report
For
Windsor Park 3rd Addition — Sewer Connection
City of Elk River
Sherburne County, MN
R16.120038
February 2020
Updated July 2020
I hereby certify that this plan, specification or report was
prepared by me or under my direct supervision, and that I
am a duly Licensed Professional Engineer under the laws of
the State of Minnesota.
By: a.,
LLA=-
Qa sn W. Cook, P.E.
License No. 47541
Date: July 17, 2020
Prepared by: Bolton & Menk, Inc. Certification Page
Windsor Park 3rd Addition - Sewer Connection I R16.120038
Tah1p of Contents
I.
INTRODUCTION.....................................................................................................................................1
II.
BACKGROUND.......................................................................................................................................1
A. SCOPE............................................................................................................................................1
B. MS 429 PROCESS & PROJECT SCHEDULE......................................................................................1
III.
EXISTING CONDITIONS..........................................................................................................................2
A. WINDSOR PARK 3RD ADDITION.....................................................................................................2
B. GREAT NORTHERN TRAIL FORCEMAIN.........................................................................................2
C. SURROUNDING NEIGHBORHOODS...............................................................................................2
IV.
PROPOSED IMPROVEMENTS................................................................................................................2
A. SANITARY SEWER.......................................................................................................................... 2
B. LIFT STATION.................................................................................................................................3
C. STORMWATER MANAGEMENT....................................................................................................3
D. FUTURE SERVICE TO NEARBY NEIGHBORHOODS.........................................................................3
V.
PERMITS/RIGHT-OF-WAY/COORDINATION..........................................................................................4
VI.
PRELIMINARY COST ESTIMATES...........................................................................................................4
VII.
FUNDING AND ASSESSMENTS...........................................................................................................4
VIII.
CONSTRUCTION PHASING.................................................................................................................5
IX.
FEASIBILITY AND RECOMMENDATION.................................................................................................5
Appendix
Appendix A: Sanitary Sewer Route
Appendix B: Windsor Park 3" Addition Existing Drainfield
Appendix C: Opinion of Probable Costs
Appendix D: Assessable Properties Exhibit
Appendix E: Preliminary Assessment Roll
Prepared by: Bolton & Menk, Inc. Table of Contents
Windsor Park 3rd Addition I R16.120038
INTRODUCTION
This Feasibility Report prepared by Bolton & Menk, Inc., as authorized by the Windsor Park 31d
Addition Home Owners Association, provides an initial analysis of the feasibility, cost-
effectiveness and necessity of the proposed infrastructure improvements. The improvement costs
are anticipated to be assessed to benefiting property owners. Public assessments applied to the
properties described in this report are subject to the requirements of Minnesota State Statute,
Chapter 429 (MS 429). This Feasibility Report is required by the MS 429 Statute and is the first
step in the special assessment process.
BACKGROUND
A. SCOPE
This report addresses the feasibility of connecting the Windsor Park 31d Addition low pressure
sewer system to the force main that will be run along the Great Northern Trail (GNT).
Additionally, this report evaluates the feasibility to provide service to the surrounding area and
what improvements would be required to provide the additional service capacity. Included in this
report is a description of the proposed improvements along with estimated project costs. The
specific objectives of this report are to:
• Evaluate the feasibility of the project.
• Determine the necessary infrastructure improvements.
• Prepare cost estimates for the proposed improvements.
• Create a preliminary assessment roll following City assessment policy.
B. MS 429 PROCESS & PROJECT SCHEDULE
As mentioned above, infrastructure improvements financed through the assessment of benefiting
property owners are regulated by Minnesota Statute, Chapter 429 (MS 429). The process
prescribed by MS Chapter 429 along with the proposed project schedule is described below.
The benefited parties must submit a petition for the proposed improvements to the City Council or
the improvement process must be authorized by the City Council without a petition.
After the City Council considers this Feasibility Report, the Council may pass a Resolution
Receiving Report and Calling Hearing on Improvement, as well as a Resolution Ordering
Preparation of Plans to indicate its plan to continue the process. Estimated date: August 3, 2020
A public hearing on the proposed improvements is held. After the improvement hearing the
Council may pass a Resolution Authorizing the Improvement. After the City Council authorizes the
improvement, it may pass a Resolution Approving Plans and Specifications and Ordering an
Advertisement for Bids. Estimated date: September 8, 2020
The advertisement for bids must be published in the official local newspaper and trade publication
such as the "Construction Bulletin" at least three weeks prior to the bid opening date. Estimated
bid opening date: September 30, 2020
If the City Council wishes to continue with the improvements after consideration of bids, the City
Council may pass a Resolution Calling for an Assessment Hearing. 2 weeks notice for this hearing
needs to be published in the local paper and mailed to those assessed. Estimated date: October 5,
2020
Prepared by: Bolton & Menk, Inc.
Windsor Park 3rd Addition — Sewer Connection I R16.120038
Page 1
The public hearing on the proposed assessments is held. After this assessment hearing the Council
may pass a Resolution Adopting the Assessment. If no formal objection to the assessments is
presented to the Mayor or City Clerk prior to the end of the assessment hearing, those assessed
waive their right to challenge the assessment. If the City Council wishes to continue with the
improvements after the assessment hearing, the City Council may pass a Resolution Accepting Bid.
This resolution would award the project to the lowest responsible bidder and construction may
begin. Estimated date: November 2, 2020
Construction start date will depend on weather and contractor's schedule. Estimated date:
November 16, 2020
Estimated date of substantial completion (Dependent on completion of Great Northern Trail
Forcemain): June, 2020
III. EXISTING CONDITIONS
A. WINDSOR PARK 3"D ADDITION
Windsor Park 3,d Addition is located along County Road 33 west of County Road 1. The
development's 88 lots are serviced by a shared low pressure sanitary sewer system. The
system converges to a 3-inch PVC low pressure forcemain that discharges to a drainfield and
recirculating sand filter on the east side of the development. Per city standards, it is estimated
that the 88 existing homes produce approximately 25,000 gallons per day of flow into the
wastewater system.
The existing drainfield is limited in its ability to treat effluent compared to that of a
wastewater treatment plant. Located in the Windsor Park neighborhood, it occupies space that
could be used for other applications. The cost to maintain and efforts required to monitor
private drain fields can be substantial. Should the drainfield system fail, the impacts to those
served can include sewer backups into homes and excessive emergency repair costs.
B. GREAT NORTHERN TRAIL FORCEMAIN
A 6-inch sanitary forcemain that follows the Great Northern Trail is planned to be
constructed in 2020. It begins at the Elk River Landfill and conveys leachate south and ties
into the existing sanitary gravity sewer north of Meadowvale Elementary School.
C. SURROUNDING NEIGHBORHOODS
The neighborhoods between Windsor Park 31d Addition and the Great Northern Trail are not
currently served by any municipal sewer system. The neighborhoods to the south of Windsor
Park 3,d Addition are served by a similar low pressure sanitary sewer forcemain and
drainfield. All of these neighborhoods are outside of the current planned urban service area of
the City.
IV. PROPOSED IMPROVEMENTS
A. SANITARY SEWER
The proposed sewer improvements will connect the existing low pressure sanitary forcemain
on the east side of the Windsor Park 31d Addition to the 6-inch forcemain Great Northern
Trail. The current drainfield and recirculating sand filter should be removed once the new
system is operational. Windsor Park 3,d Addition's 3-inch PVC low pressure sanitary
forcemain will transition to an 8-inch gravity sewer near the current recirculating sand filter.
This location would be the point of ownership transfer. The 8-inch gravity sanitary sewer will
run trenchless along County Road 33 (Ranch Road NW) from the transition point to the
planned lift station location about 3,230ft to the east. Manholes will be installed at standard
spacing.
Prepared by: Bolton & Menk, Inc.
Windsor Park 31d Addition — Sewer Connection I R16.120038
Page 2
Starting at the lift station, a 6-inch sanitary forcemain will run trenchless along County Road
33 (Ranch Road NW) to the Great Northern Trail. To stay within the utility easements and
clear of the trail underpass, the 6-inch sanitary forcemain will be open cut and installed
approximately 200 ft south to tie in to the existing 6-inch sanitary forcemain. A 6-inch check
valve will be required on the upstream side of the connection point for each the Great
Northern Trail forcemain and the Windsor Park forcemain to prevent backflow issues.
B. LIFT STATION
The proposed Windsor Park lift station would be located on the west side of the drainage
ditch between Fresno Street NW & Concord Street NW and the top should be constructed 1
foot above the 100 year flood plain elevation at a minimum. The Windsor Park lift station
will need to be sized similarly to the lift station on the Great Northern Trail forcemain in
order to pump the 2.6 miles to the south discharge point. The pumps will need to be designed
to pump 180 gallons per minute (gpm). The resulting maximum capacity of the new lift
station will need to be 216,000 gallons per day (gpd), which will have an available capacity
of 191,000 gpd for additional flow from the surrounding area. Due to the sizing required to
pump 2.6 miles, the lift station may only have 2 hours of run time per day which could result
in odor issues at the lift station or at the discharge point. The Windsor Park lift station can not
be operated until construction is completed on the Great Northern Trail forcemain.
The Windsor Park lift station cannot be operated simultaneously with the lift station on the
Great Northern Trail forcemain so coordination is necessary. Currently both systems are
designed to have minimal run times, so alternating pumping through the use of a SCADA
system may not be problematic.
As development occurs, and additional flow is added to the system, a master regional lift
station is recommended to be constructed at the connection point of the two 6-inch
forcemains. This will eliminate the scheduling/alternating flow issue, and allow for
additional service to be provided in the region. It is not anticipated that this regional lift
station will be required prior to 2040 given the current plans for develpement in the area. The
costs for this future "Trunk" station will be paid for using Trunk Sewer Fees paid by all
contributors to the area at the time of connection. See costs that have been included in
Section VI.
C. STORMWATER MANAGEMENT
Best Management Practices (BMP's), as required by the Minnesota Pollution Control Agency
(MPCA), will be utilized during construction to minimize erosion and sediment runoff from
the construction site. These BMP's may include silt fence, construction sediment control
entrances and storm water inlet protection.
D. FUTURE SERVICE TO NEARBY NEIGHBORHOODS
This project layout would allow for future gravity sanitary sewer service to extend to the
nearby streets off of County Road 33 (Ranch Road NW). Because County Road 33 (Ranch
Road NW) is at a higher elevation than many of the connecting streets, many of the homes
can not feasibly be served without the use of additional lift stations or individual grinder
pumps.
Due to the existing road grades in the area, it is not recommended to construct the lift station
at any additional depth or size than required for the Windsor Park 3,d Addition plan as the
additional service area would be negligible and the trunk sanitary mains would need to be in
excess of 30' deep.
Prepared by: Bolton & Menk, Inc.
Windsor Park 3rd Addition — Sewer Connection I R16.120038
Page 3
V. PERMITS/RIGHT-OF-WAY/COORDINATION
The need for temporary construction easements will be evaluated during the final design process.
A permenant easement will need to be acquired for the lift station site. Approvals and permits are
required from various public agencies for the construction of this project. They include:
• Minnesota Pollution Control Agency (MPCA) - NPDES Stormwater Permit
• Minnesota Pollution Control Agency(MPCA) - Sewer Extension Permit
VI. PRELIMINARY COST ESTIMATES
The estimated project costs are summarized in the tables below. A detailed Opinion of Probable
Cost Estimate is included in Appendix C. The unit prices for the items of work have been
estimated based on similar types of projects completed in the past. The costs shown in the table
below are estimates that include construction, contingencies, and engineering costs.
The Sewer Access Charge (SAC) to connect to the City sanitary sewer system is currently $5,385
per service. This has been included in the total estimated project costs.
The Trunk Sewer Fee is an additional fee charged by the City to cover oversized trunk mains
throughout the sanitary sewer system. This fee is estimated at $6,000 per buildable acre connected
to the system. This has been included in the total estimated project costs.
Estimated Project Costs
Sanitary Sewer Improvements
Sanitary Sewer Subtotal
$1,081,000
Contingencies
$108,000
Sewer Access Charge
$473,880
Trunk Sewer Fee
$168,120
Easement Acquisition
$10,000
Engineering & Administration
$180,000
TOTAL ESTIMATED COST — UTILITY IMPROVEMENTS
$2,021,000
These cost estimates are based on public construction cost information and include contingencies,
engineering and administrative costs. Since the consultant has no control over the cost of labor,
materials, competitive bidding, weather conditions or other factors affecting the cost of
construction, all cost estimates are opinions for general information and no warranty or guarantee as
to the accuracy of construction cost is made. Financing for the project should be based on actual bid
prices with reasonable contingencies.
VII. FUNDING AND ASSESSMENTS
Funding for the project would come from assessing the benefitting properties within the Windsor
31d Addition. Preliminary Assessments were calculated based on the City's current assessment
policy. A property assessment exhibit can be found in Appendix D.
Prepared by: Bolton & Menk, Inc.
Windsor Park 3rd Addition — Sewer Connection I R16.120038
Page 4
The following are the preliminary proposed assessment rates based on the City's assessment
policy.
• A preliminary assessment roll has been included in Appendix E.
VIII. CONSTRUCTION PHASING
The existing drainfield system will need to remain in service until the lift station is ready to go
online and the supporting infrastructure is in place. The Windsor Park lift station can not be
operated until construction is completed on the Great Northern Trail forcemain.
Construction of the proposed improvements can be completed in one phase. The abandonment or
removal of the existing drain fields is not included in the project costs or assessments. This work
would be contracted seperately by the HOA.
IX. FEASIBILITY AND RECOMMENDATION
Based on the findings presented in this report, the proposed improvements are cost effective,
necessary, and feasible from an engineering perspective. Bolton & Menk, Inc. recommends that, if
these improvements are determined to be financially feasible through the assessment process, the
City Council approve this report, call for a public hearing, and authorize the preparation of final
plans and specifications.
It is not recommened for the City to increase the depth of the proposed lift station or enlarge the lift
station pump capacity beyond what is required to provide service to Windsor Park 31d Addition as
that additional cost would not result in additional benefit to the City.
Prepared by: Bolton & Menk, Inc.
Windsor Park 3rd Addition — Sewer Connection I R16.120038
Page 5
Appendix A: Sanitary Sewer Route
WINDSOR PARK 3RD ADDITION - SEWER CONNECTION
WINDSOR PARK THIRD HOA
APPENDIX A: SANITARY SEWER ROUTE S&MENK
BOLTON
DECEMBER2019
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City of
Elk
River
City of Elk River
City Council
Resolution 20-
A Resolution of the City Council of the City of Elk River Receiving Feasibility
Report, and Calling Hearing on the Windsor Park 3"d Addition Sewer
Extension Project
WHEREAS, a feasibility report has been prepared by Bolton & Menk, Inc. with reference to
the improvement of a sanitary sewer extension from the Great Northern Trail to the Windsor
Park 3rd Addition along Ranch Road. The improvement shall consist of gravity sanitary sewer, a
lift station, and forcemain construction. This report was received by the Council on August 3,
2020, and
WHEREAS, the report provides information regarding whether the proposed improvement
is necessary, cost-effective, and feasible; the estimated cost of the improvement as
recommended; and a description of the methodology used to calculate individual assessments
for affected parcels.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Elk
River, Minnesota, as follows:
The Council will consider the proposed improvement in accordance with the report
and the assessment of benefited property for all or a portion of the cost of the
improvement pursuant to Minnesota Statutes, Chapter 429, at an estimated total cost of
the improvement of $2,021,000 including connection charges.
2. A public hearing shall be held on such proposed improvement at approximately 6:30
p.m. on the 8th day of September, 2020, in the Council Chambers at Elk River City
Hall, 13065 Orono Parkway, Elk River, MN 55330 and the City Clerk shall give mailed
and published notice of such hearing and improvement as required by law.
Passed and adopted this 3rd day of August 2020.
John J. Dietz, Mayor
ATTEST:
Tina Allard, City Clerk
City of
Elk
River
City of Elk River
City Council
Resolution 20-
A Resolution of the City Council of the City of Elk River Authorizing
Preparation of Plans on the Windsor Park 3"d Addition Sewer Extension
Project
WHEREAS, a feasibility report has been prepared by Bolton & Menk, Inc. with reference to
the improvement of a sanitary sewer extension from the Great Northern Trail to the Windsor
Park 3rd Addition along Ranch Road. The improvement shall consist of gravity sanitary sewer, a
lift station, and forcemain construction. This report was received by the Council on August 3,
2020, and
WHEREAS, as recommended in the Feasibility Report, in order to keep the proposed
project on schedule for a September 30, 2020 bid opening, it is recommended that development
of plans and specifications begin in advance of the public hearing, and
WHEREAS, the Consultant Project Manager, Jason Cook, PE with Bolton & Menk, Inc. will
complete the design of this project through the bidding phase at a not to exceed fee of $54,900,
and
WHEREAS, the Windsor Park 3rd Addition Homeowners Association have put up a Letter
of Credit in the amount of $54,900 to cover the engineering fees to produce the plans and
specifications and obtain competitive bids.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Elk
River, Minnesota, as follows:
Bolton & Menk, Inc, is hereby designated as the engineer for this improvement and shall
prepare plans and specifications for the making of such improvement for a not to exceed
fee of $54,900.
Passed and adopted this 3rd day of August 2020.
John J. Dietz, Mayor
ATTEST:
Tina Allard, City Clerk
DBOLTON
& MENK
Real People. Real Solutions.
MEMORANDUM
7533 Sunwood Drive NW
Suite 206
Ramsey, MN 55303-5119
Ph: [7631433-2851
Fax:(7631427-0833
Bolton-Menk.com
Date: July 15, 2020
To: Justin Femrite, P.E., Chief Engineer
City of Elk River
From: Jason W Cook, P.E.
Consultant Project Manager
Subject: Engineering Proposal for the Windsor Park 3' Addition - Sewer Extension — Design Phase
City of Isanti, MN
Bolton & Menk, Inc. is pleased to present this proposal for professional engineering services for the
design phase through bidding of the Windsor Park 3" Addition Sanitary Sewer Extension Project. We
have previously completed the Feasibility Report for this project and have a full understanding of what is
needed to deliver this project.
Our scope of work will include the following:
• Perform topographic survey and define right-of-way on
the south side of Ranch Road for 1.30 miles from the
existing manhole in Joplin St NW to the Great Northern
Trail forcemain connection.
• Design directional drilled sanitary sewer and forcemain
• Design of lift station and electrical supply
• Prepare construction plans and specifications
• Establish a cost estimate for the proposed improvements
• Administer the bidding process and process bids received
• Create assessment roll based on recommended low bidder
Design Phase
$10,400
$14,700
$12,800
$14,000
$1,000
$1,000
$1,000
$54,900
We propose to complete the total described scope of work for an hourly, not to exceed, fee of $54,900.
Should easements or land acquisition be required prior to bidding we would assist the City as needed for
an additional fee.
Thank you for the opportunity to present this proposal. Please contact me at (763) 200-2444 if you have
any questions or need additional information.
h:\elkr\$_city of elk river mn\windsor park plans & specs fee proposal.docx
Bolton & Menk is an equal opportunity employer.
,uiv 30. 2020
Justin Femrite. City of UK KNIF
Peter Beck. Beck Law Firm — City Anorm
Via: Emai
`: ntlemen.
i he Windsor Park Third Addition homeowner's association is making a formal request for the City of Elk
River to move forward with plans and specs for the city septic systern for the develoomem
Currently we have a private community system that is failing. The association in June conducted a
;-'leering or memeers to vote on connecting to the city septic and received an amazing majority of 83%
xf homeowners in favor of this action. Therefore. we would like to proceed in moving forward with the
city in this manner.
Currently, The Bank of Elk River is preparing the Leiter of Credit that has been requested by the City for
$54,900. It is anticipated that this Letter of Credit will be completed in the next day or so, but may not
be available by vour deadline this afternoon.
Please reach out to the Windsor Park Third board you have any questions in this matter. We look
forward to working auith this city to move forward on this project.
Sincerel;;
Windsor Park Third Add
J a s n Bailey, President
Lisa Becker, Vice President
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Jim Sepeda
Signature-
Emaih jlal212l2@aoi.com
Signature:
Email., sepej0l@gmaiLcom
Signature:
— Board of Directors
Email: carolynbammert@outiook.corn
LA
Carolyn Barnmen Reilly, Treas er
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Chuck Bamrnert, Secretary
5rgnatum
>EmaiE: lisabeckerso4@hotmall.com
Signature:
Entail: cbammert59@gmaii.com