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8.1 SR 11-18-2024The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity Request for Action To City Council Item Number 8.1 Meeting Date November 18, 2024 Prepared By Justin Femrite, Public Works Director/Chief Engineer Item Description Northeast Sewer and Water Sub-Area Study Reviewed by Justin Femrite Cal Portner Tina Allard Action Requested Approve, by motion, execution of the attached proposal for $89,800 for professional services to complete a sub-study in the extended Northeast sewer and water services area. Background/Discussion As directed from the September 3, 2024, meeting, staff has further reviewed and gathered some costs for additional study into the existing sewer and water systems capacity to support a revised/smaller Northeastern service area. The attached proposal details work tasks and costs associated with the necessary modeling and system review required to help guide the determination of our existing system's ability to handle new service areas. Financial Impact The costs for this study would come from the Trunk Utility Fund. Mission/Policy/Goal Meet changing needs - agile Attachments 1. Elk River Northeast Development Area Optimization AE2S Proposal 11.01.24 Page 99 of 204 November 1, 2024 Mr. Justin Femrite, PE Public Works Director / Chief Engineer City of Elk River 13065 Orono Parkway Elk River, MN 55330 Re: Northeast Development Area Optimization Proposal City of Elk River, MN Dear Mr. Femrite: Thank you for the opportunity to submit this proposal to complete a serviceability analysis to provide sewer and water service to future growth areas within the City of Elk River (City). Based upon the information provided to the AE2S project team during a meeting held on September 30, 2024, we are confident that the following general scope of services and associated fee proposal will meet the City’s needs. Project Understanding The City of Elk River completed a serviceability analysis of the proposed Northeast and Northwest Urban Expansion Areas in 2023 in response to the projected growth. The northeast and northwest study areas span approximately 2,200 acres and 2,800 acres, respectively; and both areas are projected to be annexed to the City’s utility systems over the next 20 years per the City’s 2040 Comprehensive Plan. After accounting for the removal of wetlands and other non-developable areas, the net developable acreage in the northeast area is reduced to approximately 1,300 acres, while the northwest area decreases to around 1,900 acres. The majority of the developable acreage includes traditional single family residential land use, followed by mixed residential, and commercial. Annexing both study areas would increase the City’s municipal service area significantly considering the City’s existing service area spans approximately 8,000 acres. The City is now in the process of re-evaluating infrastructure needs to serve the northeast area as the ultimate boundary for this urban expansion area will potentially be modified/optimized. Therefore, the City is seeking services from a qualified consultant to assist with this optimization effort. Page 100 of 204 City of Elk River Northeast Development Area Optimization Proposal Page 2 of 8 Data Request Items The following data is requested from the City to complete the analysis: 1. 2024 Flow data for the sanitary sewer lift stations identified to be located downstream of the proposed development(s). Influent flow data at the WWTF will also be beneficial. 2. Pump drawdown test data for the sanitary sewer lift stations located downstream of the proposed development(s). A drawdown test form will be provided for City staff to utilize. 3. Updated water distribution system model reflecting existing development conditions for the water distribution system. To be provided by Elk River Municipal Utilities (ERMU). 4. ERMU will provide 1-year of water meter billing data, including the service address. Meter billing data can be joined to georeferenced meter locations (or a GIS layer) by meter ID, account number, or physical address. 5. ERMU will provide a list of capital improvements (new wells, treatment plants, storage tanks, etc.), if any are already planned for the next 20-years. 6. GIS data for the following: o Existing sanitary sewer system (including pipe diameters and inverts). Sanitary sewer as-built data may be needed should trunk invert data not be available via GIS. o Sewershed boundaries. o Existing water distribution system layout (including pipe diameters). o Land use data for the areas served by the existing system (water and sewer service areas) and the projected land use designations for the proposed areas to be served. Additional data may be required upon initial review of the data provided by the City. Project Approach Planning level sanitary sewer and watermain extension alternatives will be developed to provide the City with recommendations of future utility extensions based upon the existing conditions and anticipated development growth. The proposed scope of services includes the following: 1. Project Communication: a. Provide project management and coordination with City staff. Page 101 of 204 City of Elk River Northeast Development Area Optimization Proposal Page 3 of 8 b. Attend one (1) in-person kick-off meeting to discuss project goals, data request needs, project timeline, etc. c. Attend two (2) virtual check-in meetings with City staff to discuss proposed utility extensions, findings, and recommendations. d. Attend one (1) virtual project summary meeting with City staff to discuss the draft report. e. Prepare and deliver one (1) in-person presentation on the final report and recommendations to the City Council. 2. Sanitary Sewer System Analysis: a. Assessment of Baseline Flows: i. Evaluate previous studies completed by the City. ii. Evaluate sanitary sewer flow pumped by lift stations located downstream of the proposed development(s). 1. City staff to provide historical flow data at each lift station in the form of pump runtime data. 2. City staff to provide historical influent flow data at the system’s wastewater treatment facility (WWTF). 3. City staff to complete pump drawdown tests, with guidance from AE2S staff, to identify each lift station’s existing firm pumping capacity. 4. Calculate residual pumping capacity at each lift station by calculating existing average and peak hourly flows pumped and comparing them to each lift station’s firm pumping capacity. 5. Calculate residual flow capacity for each lift station’s forcemain based on industry-standard recommended headloss and velocity design points. b. Sanitary Sewer Model Development: i. Develop a sanitary sewer system model for the sanitary sewersheds located downstream of the proposed development(s). Model to include lift stations, forcemains, and gravity pipe 8-inch in diameter and larger. ii. Develop two (2) flow scenarios (steady state average daily flow and steady state peak hourly flow). c. Sanitary Sewer Flow Projections: i. Project the existing, 2045, and ultimate average daily and peak hourly sanitary sewer flows for the areas to be served based upon the planned growth and future zoning classifications. If City-specific peak hourly peaking factors cannot be used due to a lack of available historical data, Metropolitan Council Environmental Services Flow Variation Factors for Page 102 of 204 City of Elk River Northeast Development Area Optimization Proposal Page 4 of 8 Sewer Design and/or Ten States Standards shall be used for planning purposes to calculate sanitary sewer peak hourly flows. d. Sewer Infrastructure Needs Assessment: i. Utilize the newly created sanitary sewer model to estimate residual capacity of the relevant portion of the City’s existing sewer trunk system. Residual capacity will be identified for each trunk section. Provide recommendations for upsizing existing trunk gravity sewer lines and/or existing sanitary sewer lift stations, if needed, to accommodate projected flow. ii. Provide preliminary trunk sanitary sewer sizing recommendations for the growth areas based on the peak hourly flow estimates of the Elk River flow. Diameter recommendations will be based on the proposed trunks flowing 85-percent full at the Ten States Standards’ recommended minimum slopes for ultimate growth and peak hourly flow conditions. iii. Determine if existing trunk sanitary sewer can be extended to serve the growth areas by gravity. Gravity service will be given priority over pressurized flow. Gravity service will be extended such that a minimum cover depth of 10-feet and a maximum bury depth of 30-feet are maintained. Bury depths beyond 30-feet will be studied on a case-by-case basis if a greater bury depth can help avoid the need for a lift station. iv. Recommendations will be provided for areas that cannot be served by gravity in the form of sanitary sewer lift stations. If lift stations are needed, provide recommendations for initial design firm pumping capacity, ultimate design firm pumping capacity, recommended pump quantity (initial and ultimate), recommended layout (wet well & valve vault, dry pit/wet pit, etc.), forcemain diameter, quantity (single or dual forcemains), forcemain material, and standby power recommendations. Forcemain sizing recommendations will balance maintaining adequate velocities and head losses per Ten States Standards’ recommendations. v. A maximum of two (2) sanitary sewer alternatives/alignments will be evaluated to serve the growth areas. One iteration per alternative is anticipated upon initial City review. vi. Develop one exhibit for each alternative showing proposed sewer alignment to serve the planning areas and any recommended improvements to the existing system. Alignments will be prepared using ArcGIS Pro Software and will identify the following: recommended trunk diameters, recommended sanitary sewer inverts for select inverts along the trunk alignment, and recommended lift station locations with associated forcemain alignment (if needed). 3. Water Distribution System Analysis: Page 103 of 204 City of Elk River Northeast Development Area Optimization Proposal Page 5 of 8 a. Assessment of Baseline Demand: i. Evaluate previous studies completed by the City. ii. Assess the City’s existing water demands for current development conditions. b. Water Demand Projections: i. Project the existing, 2045, ultimate average and maximum day demands for the areas to be served based on the planned growth and future zoning classifications. The boundary of the service area to be studied for the water system study will match the service areas identified as part of the sewer study. c. Water Infrastructure Needs Assessment: i. Utilize the City’s water distribution system model in conjunction with the projected demand to plan for infrastructure needs. ii. Provide preliminary transmission watermain sizing recommendations for the development areas based on the maximum day demand. iii. Determine if additional infrastructure beyond transmission watermains (booster stations, pressure reducing stations, water towers, treatment, etc.) will be needed. iv. Develop a planning level transmission watermain alignment to serve the planning areas. A single alignment will be prepared using ArcGIS Pro Software and will identify the following: recommended transmission diameters and other recommended infrastructure. One iteration per alignment is anticipated upon initial City review. 4. Opinion of Probable Project Cost Development: a. Prepare planning-level Opinion of Probable Project Cost for the proposed sanitary sewer and water system improvement options. Normalize the cost to a “per unit” basis considering the anticipated number of residential equivalent units to be served by the revised service area boundary. 5. Feasibility Study Amendment Report: a. Prepare a draft report summarizing the findings and recommendations of the study. The report is intended to be an update to the previous service area expansion report. Review the draft report with City staff. b. Prepare a final report based upon the City’s review comments. c. The following GIS figures have been identified to be included in the report: i. Existing sanitary sewer system highlighting City-Owned infrastructure (interceptors, meters, and lift stations), sewersheds, and the development areas to be studied. Page 104 of 204 City of Elk River Northeast Development Area Optimization Proposal Page 6 of 8 ii. Existing water distribution system highlighted infrastructure (wells, treatment plants, storage facilities, booster stations, PRV stations, etc.), pressure zones, and the development areas to be studied. iii. Figure showing the limits of the planned developments and the proposed land use for the development areas that will be used to estimate sanitary sewer flows and water demands. iv. Figure of the existing sanitary sewer trunk system showing residual capacity in percentage and flow for ultimate development conditions. v. Three (3) figures, one for each proposed utility alignment (two (2) sanitary alignments and one (1) for the water system) to serve the development areas. Assumptions The proposed scope of services includes the following assumptions: 1. City staff will provide the data request items in a timely manner. 2. A review of recent studies is limited to the City’s most recent Comprehensive Plan adopted in 2021 and the Northeast & Northwest Urban Service Area Expansion Study completed in 2023. 3. City staff will perform draw down test(s) with guidance from AE2S staff. A drawdown test form will be provided for City staff to utilize. 4. Metropolitan Council Environmental Services Flow Variation Factors for Sewer Design and/or Ten States Standards shall be used for planning purposes to calculate sanitary sewer peak hourly flows. 5. A capacity analysis of the WWTF is not included in this scope. 6. Most of the data needed for the development of the sanitary sewer system model including pipe diameters, invert elevations, trunk alignments, etc. is available in GIS format. A detailed review of sanitary sewer as-builts to identify pipe diameters, invert elevations, etc. is not included in this scope and fee. However, it is anticipated that as- builts may be needed to verify some of the GIS data. 7. Completing sanitary sewer flow monitoring is not included in this scope and fee as it is anticipated that lift station flow data will be sufficient for the study. If needed, flow monitoring could be completed for an additional fee. If needed, it would be recommended to complete sanitary sewer flow monitoring in the spring of 2025 to evaluate the impact of infiltration/inflow (I/I) in the existing sanitary sewer infrastructure. 8. Sanitary sewer model will be developed using AquaTwin Sewer software. Page 105 of 204 City of Elk River Northeast Development Area Optimization Proposal Page 7 of 8 9. ERMU will provide historical water demand data (up to 5 years) for the existing water distribution system for each pressure zone. 10. Water distribution system model will be updated using WaterGems. Modeling scenarios will be limited to steady-state only. 11. The scope and fee does not include identifying permit requirements for stormwater, erosion control, DNR, MPCA, MDH, etc. Schedule We anticipate that full project delivery will be completed within the schedule depicted in the table below. The virtual check-in meetings are to be scheduled during the model setup and alternative development period. The project summary meeting is anticipated to be held upon delivery of the cost estimate and draft engineering report. The final in-person presentation of the findings and recommendations to the City Council will be scheduled upon delivery of the final report. Task Description Duration(1) Model Setup and Alternative Development 4 months Cost Estimate & Draft Report 1 month Final Report 1 month (1) Most of the data requested within this proposal is required to develop the new sanitary sewer model, which is the first task of this project. Therefore, task durations may be impacted should data not be readily available at the beginning of the study. Fee Proposal Estimate AE2S will complete the proposed scope of services outlined above for an hourly, not-to-exceed, fee of $89,800. The table below depicts the anticipated fee estimate to complete each task based on our 2024 hourly rate schedule. A detailed fee table is provided as an attachment to this proposal. Professional fees and expenses are based on the understanding presented within this letter. Task Number Task Description Fee Estimate 1 Project Management & Communication $12,985 2 Sanitary Sewer System Analysis $38,719 3 Water Distribution System Analysis $13,715 4 Opinion of Probable Project Cost $6,558 5 Feasibility Study Report Preparation $17,823 Total Hourly Not-to-Exceed Fee $89,800 Page 106 of 204 City of Elk River Northeast Development Area Optimization Proposal Page 8 of 8 We appreciate the opportunity to assist the City of Elk River with this work and look forward to collaborating with you on this effort. If you have any questions or comments regarding our proposed services or if you need additional information, please do not hesitate to contact me at (763)-204-5303. Sincerely, AE2S Ursinio Puga, PE Project Manager Page 107 of 204 Date: November 1, 2024 Puga, PE Schaefer, PE Puffe, PE Calhoon Landrus, PE Amundson Staff PM QAQC Modeling Lead Modeling Support Civil Lead Engineer EIT Admin 2024 Billing Rate 197$ 282$ 197$ 168$ 197$ 140$ 166$ 2025 Billing Rate (assumed rate 4% increase)213$ 293$ 205$ 175$ 205$ 146$ 173$ Task 1 - Project Management and Communication 33 9 17 0 0 0 0 59 $12,693 $292 $12,985 Project Management and Coordination 8 8 $1,576 $1,576 In-Person Kickoff Meeting (1 Hr) and Meeting Prep.6 4 3 13 $2,901 $202 $3,103 Virtual Check-In Meeting No. 1 (1 Hr) and Meeting Prep.3 1 3 7 $1,464 $1,464 Virtual Check-In Meeting No. 2 (1 Hr) and Meeting Prep.3 1 3 7 $1,464 $1,464 Virtual Project Summary Meeting (1 Hr) and Meeting Prep.4 3 4 11 $2,551 $2,551 In-Person City Council Presentation (1 Hr) and Prep.9 4 13 $2,737 $90 $2,827 Task 2 - Sanitary Sewer System Analysis 22 2 72 54 15 50 0 215 $38,669 $50 $38,719 Review Previous Sanitary Sewer Planning Studies 1 5 8 14 $2,302 $2,302 Existing Lift Station Flow Assessment 1 5 6 $897 $897 Sanitary Sewer Model Development (existing / 2045 / ultimate scenarios)10 40 54 104 $18,922 $50 $18,972 Sanitary Sewer Flow Projections (average day & peak hour)1 6 2 9 $1,659 $1,659 Estimate Existing Residual Capacity 2 10 12 $2,364 $2,364 Develop Optimization Alternatives (2 alternatives)8 2 10 15 35 70 $12,525 $12,525 Task 3 - Water Distribution System Analysis 7 2 34 0 8 23 0 74 $13,715 $0 $13,715 Review Previous Water Distribution System Planning Studies 4 5 9 $1,488 $1,488 Determine Historical (5-year) and Existing Water Demands 4 8 12 $1,908 $1,908 Water Demand Projections (average day & max day)1 6 2 9 $1,659 $1,659 Assess Other Infrastructure Needs (towers, wells, etc.)2 10 12 $2,364 $2,364 Develop Optimization Alternative (1 alternative)4 2 10 8 8 32 $6,296 $6,296 Task 4 - Opinion of Probable Cost Development 8 2 2 0 6 18 0 36 $6,558 $0 $6,558 Opinion of Probable Cost for Alternatives (3 alternatives)6 1 2 6 15 30 $5,401 $5,401 Cost Normalization and Comparison to Initial Northeast Study 2 1 3 6 $1,157 $1,157 Task 5 - Feasibility Study Report 16 3 36 0 0 36 5 96 $17,788 $35 $17,823 Development of Final Exhibits (GIS Figures) for the Draft Report 2 25 5 32 $6,281 $6,281 Draft Report Preparation 10 3 6 25 5 49 $8,754 $8,754 Final Report and Exhibit Preparation 4 5 6 15 $2,753 $35 $2,788 Estimated Subtotal Hours for AE2S Staff - 2024 37 6 95 54 0 30 0 222 Estimated Subtotal Hours for AE2S Staff - 2025 49 12 66 0 29 97 5 258 Estimated Labor and Expenses for AE2S Staff 17,726$ 5,208$ 32,245$ 9,072$ 5,945$ 18,362$ 865$ $89,423 $377 Puga, PE Schaefer, PE Puffe, PE Calhoon Landrus, PE Amundson Staff $89,800Total AE2S Not-to-Exceed Fee Expenses Total Northeast Development Area Optimization Fee Estimate Subtotal Hours Labor Page 108 of 204