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4.12 SR 06-20-2022Request for Action To Item Number Ma Tor and CinT Council 4.12 Agenda Section Meeting Date Prepared by Consent June 20, 2022 Justin Femrite, P.E., Public Works Director Item Description Reviewed by Amendment to Northeast Area Se`ver and Water StudyT Cal Pormer, Cit�- Administrator Reviewed by Action Requested Approve, byT motion, professional services contract amendment with WSB and Associates to add the studyT of the Trunk Urban Services Expansion for the Northwest Area. Background/Discussion During the cit�T Comprehensive Plan studyT and approval in 2021, the expansion of the Urban Service Area for municipal utilities was requested for the northeast area of the cityT. The studyT is progressing to`vard completion. Since that time, we have been approached byT groups looking to develop in the north`vest expanded area and �vho want a better undeYstanding of trunk utilityr costs and needs. As a result, have asked WSB for an amended price to complete a similar studyT of the s�Tstem needs to service the northwest area. The stud�T will on1�T determine what future infrastructure needs for the area and `vill not result in the Yefined design oY installation of any new infrastructure. Those potential next steps would only come after the studyT is complete and subsequent requests made to accommodate private development proposals. Upon approval, the study would begin and is expected to take six weeks to complete. Financial Impact The proposed amendment to complete the Northwest Area studywill be $24,900 and be funded with the Trunk Utility Fund. Mission/Policy/Goal Meet changing needs - Agile Attachments ■ PYoposal to Amend E�sting Contract The Elk River Vision A 2a�elcolning co�nlnunity 2a�ith T evolutiona� y and spizzted T esou� cefulness, exceptional se�vice, and coln�nunity engagelnent that encou�ages and ins�iz•es pTo�pe�zty. rowEREo ar �I'1 ���� Up�iited.• August 2020 VV�� June 6, 2022 Justin Femrite, PE Public Works Director/Chief Engineer City of Elk River 13065 Orono Parkway Elk River, MN 55330 Re: Proposal to Amend the Scope of the Northeast Urban Service Expansion Study with Professional Engineering and Financial Services for the Northwest Service Area Dear Mr. Femrite: WSB & Associates, Inc. (WSB) is pleased to present this proposal to the City of Elk River to amend the scope of the Northeast Urban Service Expansion Study to include engineering and financial analysis of the Northwest Service Area. This additional expansion area consists of approximately 500 acres located west of the current study expansion area. We will team with Ehlers & Associates for completing the financial analysis section of this amended study. The engineering and financial analysis for the Northwest Service Area will be completed based on the following sequence of tasks: Task 1: Proiect Manaqement and Coordination Project management is a key task included in each project undertaken by WSB. This task consists of management, project coordination, and communication with the City of Elk River on the project. Proper completion of this task will help keep all affected parties routinely updated and informed regarding project challenges, as well as keep the project on schedule and within budget. The proposed work plan will include three (3) virtual/remote meetings with City staff. Additional meetings can be added and will be charged on an hourly rate. Kick-off/Data Request Meeting: Meet with City staff to reach consensus on the data available for analysis. Intermediate Meeting: Meet with City staff to discuss progress and additional data needed, if any, to finalize the project. Draft Report Review Meeting: Meet with City staff to review the draft report and results. Task 2: Water & Wastewater Enqineerinq Services The engineering analysis for the Northwest Service Area will be completed based on the following sequence of subtasks: Task 2.1 — Calculation of Existing Flows: Calculate the wastewater flows being conveyed by the forcemains serving the existing Northwest area homes and the landfill using historical pump runtime data provided by City staff. Task 2.2 — Calculation of Future Flows: Estimate wastewater flows and water demands for the new developments within the Northwest study area and the gravel mining area. Northwest Urban Service Expansion Study June 6, 2022 Page 2 Wastewater flows and water demands for the Northwest study area will be projected based on City-provided future land use zoning classifications and growth projections. Wastewater flows and water demands for the gravel mining area will be calculated based on the data available in the Gravel Mining Area Land Use, Transportation, and Utility Plan completed in 2015. Task 2.3 — Assess Sewer Infrastructure Needs: Assess the infrastructure needs for municipal sewer to serve the Northwest study area and the gravel mining area based on the existing wastewater flows (Task 2.1) and the projected wastewater flows (Task 2.2). The sanitary sewer analysis will include a recommendation for sizing and location of future trunk sewers and lift stations. Based on preliminary discussions with City staff, the existing sanitary sewer system cannot accept the additional wastewater generated in the Northwest study area. Therefore, a new regional lift station will be needed. The new regional lift station will be sized accordingly to also pump wastewater generated in the landfill and future redevelopment within the gravel mining area. Wastewater pumped by the regional lift station will be conveyed via forcemain to the one of the existing lift stations that City uses to pump wastewater into the City's wastewater treatment plant. Pump runtime data will be provided by City staff for the wastewater treatment plant's lift station to preliminarily evaluate the need to increase its pumping capacity as the Northwest study area develops. Task 2.4 — Assess Water Infrastructure Needs: Assess the infrastructure needs for water distribution system to serve the Northwest study area based on the existing water demands (Task 2.1) and the projected water demands (Task 2.2). The water distribution system analysis will include a recommendation for future water loop locations, sizing, and supplemental well and/or water storage, and any other associated details. WSB will utilize the City's existing water distribution system model to determine the static water pressures and available fire flows associated with the proposed trunk watermain layout. The need for pressure regulating stations will be evaluated using the water model. Task 2.5 — Conceptual Layouts: Conceptual trunk layouts will be provided for the sanitary sewer and water distribution systems. Trunk infrastructure will be sized appropriately to provide service to the future developments in the gravel mining area but conceptual layouts will only be provided to serve the future developments in the Northwest study area. Service options for the gravel mining area will not be shown in the layouts. Task 3: Financial Services Task 3.1 — Construction Costs: Prepare an Opinion of Probable Construction Costs for the proposed municipal water and sewer improvement alternatives. Task 3.2 — Financial Analysis: Complete a financial impact analysis to provide recommendations for assessments based on land use type for the Northwest study area. This analysis will include attending meetings, data gathering and analysis, reviewing and verifying programmed improvements, and developing potential new assessment amounts for the proposed development. Task 4: Report Preparation Prepare a draft report, including preliminary design layout(s) (GIS map figures) of the proposed water and sanitary sewer improvement alternatives, flow capacity and associated development acreage for each alternative, and conceptual level construction costs for each alternative. If these recommendations include trunk area assessments (or any private property assessments) the report Northwest Urban Service Expansion Study June 6, 2022 Page 3 will be prepared in a way to meet the requirements of Minnesota Statute 429 and be signed by a licensed engineer in the state of Minnesota. Fee WSB will complete the proposed base work plan for an hourly, not-to-exceed fee of $24,900. The proposed fee is based on our 2022 hourly rate schedule attached at the end of this proposal. Additional services requested beyond the scope of this proposal will be charged per the attached 2022 hourly rate schedule. Additional services requested beyond the scope of this proposal provided by Ehlers & Associates will be billed at an hourly rate of $260 per hour. Schedule WSB will complete the Northwest service analysis within six (6) weeks of receipt of a written authorization. This proposal represents our total understanding of the project and the proposed scope of services. If you are in agreement with the scope of services, please sign the bottom of this letter and return a copy to WSB. Our receipt of an executed copy will be WSB's authorization to proceed. Should the City of Elk River request additional services outside of the above scope of services, we will work with you to establish a revised scope and fee. Please contact me at your convenience if you have any questions or concerns related to this proposal as presented. We appreciate the opportunity to assist you and your staff with the completion of this study. Sincerely, WSB w ��� Greg Johnson, PE Director of Water/Wastewater 651-286-8466 -_.__� Ursinio Puga, PE Water/Wastewater Project Engineer 612-499-9018 ACCEPTED BY: City of Elk River Name Title Date �'��,� V ��4�� ��' i��+��� WS� . • PRINCIPAL � ASSOCIATE $162 - $206 SR. PROJECT MANAGER � SR. PROJECT ENGINEER $162 -$206 PROJECT MANAGER $143 - $159 PROJECT ENGINEER � GRADUATE ENGINEER $97 -$158 ENGINEERING TECHNICIAN � ENGINEERING SPECIALIST $62 -$154 LANDSCAPE ARCHITECT � SR. LANDSCAPE ARCHITECT $73 -$154 ENVIRONMENTAL SCIENTIST � SR. ENVIRONMENTAL SCIENTIST $60 -$151 PLANNER � SR. PLANNER $75 - $159 GIS SPECIALIST � SR. GIS SPECIALIST $72 -$159 CONSTRUCTION OBSERVER $98 - $128 SURVEY One-Person Crew $159 Two-Person Crew $207 OFFICE TECHNICIAN $56 - $97 Costs associated with word processing, cell phones, reproduction of common correspondence, and mailing are included in the above hourly rates. Vehicle mileage is included in our billing rates [excluding geotechnical and construction materials testing (CMT) service rates]. Mileage can be charged separately, if specifically outlined by contract. � Reimbursable expenses include costs associated with plan, specification, and report reproduction; permit fees; delivery costs; etc. � Multiple rates illustrate the varying levels of experience within each category. � Rate Schedule is adjusted annually.