CR 09-106 Approve Engineering Agreement•
December 1, 2009 N 0 P K I N S Council Report 2009 -106
Approve Engineering Agreement
Lift Station No. 1 Bypass
City Project No. 04 -08
Proposed Action
Staff recommends adoption of the following motion: Approve Resolution 2009 -065
Approving En Agreement for Lift Station No. 4.
Overview
The 2008 Comprehensive Utility Plan identifies the abandonment of Lift Station No 1 on
21 Avenue as a necessary improvement needed within the next few years. On April 7,
2009, the Council approved the facility plan for this project.
The facility plan recommended the abandonment of this lift station to be replaced with an
8" gravity sewer that connects to a City of Minnetonka sewer trunk in Shady Oak Road.
In addition to removing an out of date and failing lift station, the project will reduce
inflow into the sanitary sewer system when Shady Oak Pond overflows into the lift
station. The estimated projects costs are $300,000. Engineering services for this plan
were completed by Bolten and Menk, Inc. The attached engineering services agreement
for design and construction observation is for the sum of $36,289. This represents
approximately 12% of the total project cost and is in the generally accepted range for
projects of this type. Staff recommends approving the attached agreement.
Originally, it was intended to construct this project in conjunction with the Shady Oak
Road Reconstruction. With the delays to that project, the condition of the lift station has
made it necessary to move forward with this project before the Shady Oak Road project.
Staff had applied for stimulus funding for this project last spring, but was unsuccessful in
securing any grant dollars.
Primary Issues to Consider.
Scope of improvements
Costs and funding
Schedule
Supporting Information
• Current and Revised CIP sheets
• Engineering Proposal
• Resolution 2009 -017
o R. Bradford, P. E.
ity Engineer
Financial Impact: 36,289 Budgeted: Y/N N/A Source: Utility Funds Related Documents (CIP,
ERP, etc.): 2008 Comp Utility Plan, CIP Notes:
Scope of Improvements
This project includes the abandonment of Lift Station No. 1, located at the intersection of
21 Avenue North and 2 nd Street North. This lift station was originally constructed in
1956 has been considered for replacement since 2004. Since that time, the condition of
the lift station has degraded and is now in need of replacement in 2010.
A new 8" gravity sewer will be constructed along 2 nd Street North to the 54" diameter
sanitary sewer located on the west side of Shady Oak Road. Our intention is to bore the
sewer pipe under Shady Oak Road to minimize traffic disruptions.
Reconstruction of 2 nd Street North will be limited to an 8 to 10 foot trench width because
this street will be relocated during the future Shady Oak Road project.
Costs and Funding
The total project cost is approximately $300,000. Because street reconstruction will be
limited to the trench width, no street assessments are warranted on this project.
The project will be funded entirely through the Sanitary Sewer Fund. The proposed Lifts
Station No. 4 rehabilitation project slated for 2010 is being postponed until 2012. This
reduces expenditures in this fund by $80,000 and will make up for most of the funding
that was originally anticipated to come from the federal stimulus package. The remaining
funds are in place through the revenue bonds recently sold by the City.
Schedule
The following anticipated schedule applies to this project.
Approve Engineering Agreement December 1, 2009
Approve Final Plans, Authorize Bid Letting February 16, 2010
Open Bids March 24, 2010
Award Bid April 6, 2010
Complete Construction May 2010
CAPITAL HSAPROVEWNT PLAN 2010 thru 2014 Department Public Works: Utilities
City of Hopkins, MN Contact Public Works Director
Project # 04- CIP -UO07 Type Improvement
Project Name Upgrade of Sanitary Sewer Lift Station 91 Useful Life Unassigned
Category Utilities: Municipal Sanitary S
Future
Priority n/a
Description Total Project Cost: $220,000
Replace a confined space lift station that was installed in 1957 with a new submersible lift station and rerouting of the
discharge line, or elimate lift station and install new gravity sanitary sewer pipe to Minnetonka trunk sewer pipe in
Shady Oak Road.
Justification
The station has given the city a long life and now needs to be replaced.
Expenditures 2010 2011 2012 2 013 2014 Total
Construction /Maintenance 220,000 220,000
Total 220,000 220,000
Funding Sources 2010 2011 2012 2013 2014 Total
GU - Other Governmental Unit 110,000 110,000
SF - Sanitary Sewer Fund 110,000 110,000
Total 220,000 220,000
Budget Impact/Other
77 Tuesday, July 28, 2009
G v IL12G✓�T
CAPITAL IlVIPROVEMENT PLAN 2010 thru 2014
City of Hopkins, MN
Project # 08- CIP -UOO1
Project Name Lift Station # 4
Future
ilitate LS No. 4
Department Public Works: Utilities
Contact Public Works Director
Type Improvement
Useful Life
Category Utilities: Municipal Sanitary S
Priority n/a
Total Project Cost: $160,000
Justification
Lift station No. 4 was identified for rehab in the 2007 comprehensive utility plan
Regular major maintenance identified in the 2007 comprehensive utility plan.
Expenditures 2010 2011 2012 2013 2014 Total
Construction /Maintenance 160,000 160,000
Total 160,000 160,000
Funding Sources 2010 2011 2012 2013 2014 Total
GU - Other Governmental Unit 80,000 80,000
SF - Sanitary Sewer Fund 80,000 80,000
Total 160,000 160,000
Budget Impact/Other
74 Tuesday, July 28, 2009
CAPITAL HvIPROVEM ENT PLAN 2010 rhru 2014
Department Public Works: Utilities
City of Hopkins, MN Contact Public Works Director
Project # 04- CIP -UO07 Type Improvement
Useful Life Unassigned
Project Name Upgrade of Sanitary Sewer Lift Station #1 Category Utilities: Municipal Sanitary S
Future Priority n/a
Description Total Project Cost: $300,000
Replace a confined space lift station that was installed in 1957 with a new submersible lift station and rerouting of the
discharge line, or elimate lift station and install new gravity sanitary sewer pipe to Minnetonka trunk sewer pipe in
Shady Oak Road.
Justification
The station has given the city a long life and now needs to be replaced.
Expenditures 2010 2011 2012 2013 2014 Total
Construction /Maintenance 300,000 300,000
Total 300,000 300,000
Funding Sources 2010 2011 2012 2013 2014 Total
SF - Sanitary Sewer Fund 300,000 300,000
Total 300,000 300,000
Budget Impact/Other
Wednesday, November 25, 2009
2010 thru 2014
Department Public Works: Utilities
Contact Public Works Director
CAPITAL IMPROVEMENT PLAN
City of Hopkins, MN
F oject # 08- CIP -UO01
oject name Lift Station # 4
Future
Rehabilitate LS No. 4
Type Improvement
Useful Life
Category Utilities: Municipal Sanitary S
Priority n/a
Total Project Cost: $160,000
Justification
Lift station No. 4 was identified for rehab in the 2007 comprehensive utility plan
Regular major maintenance identified in the 2007 comprehensive utility plan.
Budget Impact/Other
Wednesday, November 25, 2009
Expenditures 2010
2011 2012 2013
2014 Total
Construction /Maintenance
160,000
160,000
Total
Funding Sources 2010
160,000
2011 2012 2013
160,000
2014 Total
SF - Sanitary Sewer Fund
160,000
160,000
Total
160,000
160,000
Budget Impact/Other
Wednesday, November 25, 2009
m �
��eers & Ste"
October 22, 2009
BO L- r--.J 8:-L M E N K
Consulting Engineers & Surveyors
12224 Nicollet Avenue • Burnsville, MN 55337
Phone (952) 890 -0509 • Fax (952) 890 -8065
www.bolton - menk.com
Mr. John Bradford, P.E., City Engineer
City of Hopkins
1010 1" Street South
Hopkins, MN 55343
RE: Proposal for Professional Engineering and Surveying Services
Lift Station No. 1 Bypass Improvements
City of Hopkins, Minnesota
Dear Mr. Bradford,
1 NC®
Bolton & Menk is pleased to present this proposal to you for professional engineering and surveying
services for the Lift Station No. 1 Bypass Improvements project in the City of Hopkins. Included in this
proposal is our expressed understanding of the project, our proposed project approach, and our proposed
fees.
PROJECT UNDERSTANDING
The City of Hopkins is interested in eliminating Lift Station No. 1, located at the intersection of 2 "d Street
North and 21 Avenue North on the north side of Shady Oak Pond. This lift station serves a relatively
small number of properties along Shady Oak Road, West Park Road, and 21S Avenue North. The existing
sanitary sewer along 2 nd Street North flows from west to east and is collected at Lift Station No. 1. The
City would like to eliminate the need for Lift Station No. 1 by reconstructing the sanitary sewer line along
2 nd Street North, to flow from east to west and connect into the City of Minnetonka's trunk sewer line in
Shady Oak Road. The City of Hopkins would like to minimize impacts to the local streets as much as
possible.
PROJECT APPROACH
Bolton & Menk will complete a topographic survey of 2 "d Street North from the south curbline to the City
right -of -way on the north side of the road. A topographic survey from the south curbline to Shady Oak
Pond was completed as a part of the Preliminary Engineering Report completed for this project in 2005.
That survey will also be utilized, but with the City's desire to minimize impact to the adjacent streets,
survey data is needed for the remainder of the corridor. The survey will map all visible natural and
improved ground conditions and will also include utility field markings received through a Gopher One
Call. The survey will also include locations of adjacent houses, streets, and will illustrate the site property
lines based on found field monumentation and available plat information. The final site drawing will
serve as a basis for final design.
Bolton & Menk will prepare construction plans in CAD that will include plan and profile views of the
improvements. Required construction details and tabulations will be completed. The geotechnical
evaluation that was completed in conjunction with the 2005 Preliminary Engineering Report will be
utilized for this project. Additional geotechnical services are not included in this proposal.
DESIGNING FOR A BETTER TOMORROW
Bolton & Menk is an equal opportunity employer
BOLTON & MENK, INC.
Upon completion of the final construction plans, construction specifications and a construction cost
estimate will also be prepared. Final plans will be submitted for review and comment by private utility
owners. Permit applications will be completed as necessary. Permit fees would be paid for directly by the
City. The project will be advertised, bids will be taken and recommendation will be made to accept or
reject bids.
Meetings included during the design include two (2) City Staff meetings for design review and one (1)
City Council meeting for final plan presentation.
Construction staking indicating cuts to the line and grade of the proposed utilities will be performed at
intervals of no more than 100 feet. Curb stakes will be set along the reconstructed roadways at intervals of
no more than 50 feet.
This project is proposed to be constructed during the 2010 construction season. Full -time construction
observation is proposed for this project. Duties of the Construction Observer will include attendance at
the pre - construction meeting and all necessary construction meetings, service as a liaison between the
City and the contractor, review of the completed work to determine if the project is in general
conformance with the plans and specifications, review of all materials testing, maintenance of
construction documentation, and communication with affected property owners, as necessary, to address
their construction - related concerns and issues. Administration duties include pre - construction meeting
attendance, weekly project meetings and preparation of pay estimates. Observation and administration
services will be completed on an hourly basis. The projected fee estimate is based upon a 4 -week
construction schedule. Estimated weekly time spent for observation and administration is 45 hrs /wk and
4hrs /wk, respectively.
Record drawings detailing the completed improvements as recorded by the construction observer and the
City of Hopkins' contractor will be completed and furnished to the City in hard copy and electronic
format.
PROPOSED FEES
The attached tables detail the estimated time necessary to complete the scope of work as described above.
The costs for the individual project tasks are estimates. Bolton & Menk proposes to complete the scope
of work on an hourly basis with a cost not to exceed $36,289. Any additional services requested which
are beyond the described scope of work will be charged at the hourly rates in effect for the individuals
performing the work.
Attached are the Terms of Proposal. If you find this proposal satisfactory, your signature of this proposal
will constitute acceptance of the terms outlined and your authority for us to proceed. Please contact us if
you wish to discuss this proposal. We look forward to providing these professional engineering services
to the City of Hopkins and appreciate your continued consideration of Bolton & Menk, Inc.
Sincerely,
BOLTON & MENK, INC.
Marcus A. Thomas, P.E.
Associate Engineer
Attachment
Lift Station No. 1 Bypass Improvements
City of Hopkins, Minnesota Page 2
BOLTON & MENK, INC.
Accepted By:
Printed Name:
Date:
Lift Station No. 1 Bypass Improvements
City of Hopkins, Minnesota Page 3
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Version 11 -30 -98
Terms of Proposal
Bolton & Menk, Inc.
The accompanying Proposal (hereinafter referred to as "Proposal') is subject to the following terms and
conditions. These Terms of Proposal (hereinafter referred to as "Terms ") are an integral part of the Proposal as
if stated directly therein. No change or deviation from these Terms will be binding without the written approval
of Bolton & Menk, Inc. Such changes may require an adjustment in the proposed fee, schedule or scope of the
Proposal.
A. Services: Bolton & Menk Inc. proposes to perform the services outlined in the Proposal for the stated fee
arrangement. Changes required by the Client or other controlling entities (regulatory agencies, contractors, courts, etc.)
from the scope or schedule of services described in the Proposal shall be considered "Additional Services" and will be
invoiced on an hourly basis in addition to the stated fee arrangement.
B. Information from Client: Unless otherwise stated, Client agrees to provide Bolton & Menk Inc. with all site
information necessary to complete the proposed services. This information should include current site property
descriptions (from abstract, title opinion or title commitment); other legal documents affecting the site; copies of
previous surveys, maps, engineering studies and plans; existing or required soils and geotechnical reports;
governmental, regulatory and utility reviews and determinations; and all other pertinent information. Client shall
promptly inform Bolton & Menk Inc. of any alleged defects in services provided or the project.
C. Access to Site: Unless otherwise stated, Client agrees to provide Bolton & Menk Inc. with access to the site,
including adjoining properties, for activities necessary for the performance of services. It is understood that in the
normal course of work, property damage may occur due to excavations, tree and brush trimming, marking lines, etc.
The cost to correct resulting damages has not been included in the fee. Bolton & Menk Inc. will take precautions to
minimize damage due to these activities and the Client agrees to reimburse Bolton & Menk Inc. for any costs associated
with required restoration work.
D. Standard of Care: Professional services provided under this Agreement will be conducted in a manner consistent
with that level of care and skill ordinarily exercised by members of Bolton & Menk Inc's profession currently
practicing under similar conditions. Bolton & Menk Inc. makes no expressed or implied warranty with respect to
its undertakings described herein.
E. Certifications: Any certification provided by Bolton & Menk Inc. is a professional opinion based upon knowledge,
information and beliefs available to Bolton & Menk Inc. at the time of certification. Such certifications are not
intended as and shall not be construed as a guarantee or warranty. Bolton & Menk Inc. shall not be required to certify
the existence of conditions whose existence Bolton & Menk Inc. cannot reasonably ascertain.
F Project Approvals: Due to site limitations, code interpretations, regulatory reviews, political considerations and
Client directed design and improvements, Bolton & Menk Inc. makes no representations as to acceptability or
approvability of the project; or, zoning requests, permit applications, site and development plans, plats and similar
documents. Payment of fees to Bolton & Menk Inc. is not contingent upon project approval.
G. Opinions or Estimates of Project Costs: Where included as part of project scope or otherwise, opinions or
estimates of project cost will generally be based upon public construction cost information. Since Bolton & Menk Inc.
has no control over the cost of labor, materials, competitive bidding process, weather conditions and other factors
affecting the cost of construction, all cost estimates are opinions for general information of the Client and Bolton &
Menk Inc. does not warrant or guarantee the accuracy of construction cost opinions or estimates. Project financing
should be based upon actual, contracted construction costs with appropriate contingencies
Page 1 of 2 - Terms of Proposal
Version 11 -30 -98
Terms of Proposal
Bolton & Menk, Inc.
(Continued)
H. Construction Phase Services: If construction phase engineering or staking services are included in this Proposal or
subsequently authorized, Client is notified that Bolton & Menk Inc. is not be responsible for means, methods,
techniques or procedures of construction selected by any contractor employed on the project nor for the safety
precautions or programs incident to the work of any contractor.
I. Ownership and Alteration of Documents: All documents, including reports, specifications, drawings, field data,
notes and documents or electronic media prepared or furnished by Bolton & Menk Inc. under this agreement shall
remain the property of Bolton & Menk Inc. The Client may make and retain copies for its use in connection with this
project. However, such documents are not intended for reuse by the Client on any other project or alteration of the
project by others without the written consent of Bolton & Menk Inc. Electronic media may be furnished for
convenience of Client; however, only signed and certified hard copies of submittals may be relied upon as
documentation of professional services provided.
J. Billings and Payments: Invoices for Bolton & Menk Inc's services shall be submitted, at Bolton & Menk Inc's
option, either monthly or upon completion of services. Invoices are due and payable within 30 days after the invoice
date. If the invoice is not paid within 30 days, Bolton & Menk Inc. may, without waiving any claim or right against the
Client, and without liability whatsoever to the Client, terminate the performance of its services.
K. Late Payments: Accounts unpaid 30 days after the invoice date will be subject to a monthly service charge of
1.5% on the unpaid balance. If any portion or all of an account remains unpaid 90 days after billing, the Client shall
pay all costs of collection, including reasonable attorney's fees.
L. Termination of Services: This agreement may be terminated, upon written notice, by the Client or Bolton & Menk
Inc. should the other fail to perform its obligations hereunder. In the event of termination, the Client shall pay Bolton
& Menk Inc. for services rendered to the date of termination, all reimbursable expenses, and reimbursable termination
expenses.
M. Limitation of Liability: In recognition of the relative risks, rewards and benefits of the project to both the
Client and Bolton & Menk Inc., the risks have been allocated such that the Client agrees that, to the fullest
extent permitted by law, Bolton & Menk Inc's total liability to the Client for any and all injuries, claims, losses,
expenses, damages or claimed expenses arising out of the performance of this agreement from any cause or
causes, shall not exceed $36,289. Such claims include, but are not limited to, Bolton & Menk Inc's negligence,
errors, omissions, strict liability, breach of contract, or breach of warranty, if any.
N. Dispute Resolution: Any claims or disputes made during or after the performance of services between Bolton &
Menk Inc. and the Client, with the exception of claims by Bolton & Menk Inc. for non - payment of services rendered,
shall be submitted to mediation and /or arbitration. This Proposal anticipates that Bolton & Menk Inc. and the Client
will include a similar requirement in all agreements with contractors, sub - contractors, suppliers, consultants and
fabricators concerned with this project.
O. Withdrawal of Proposal : This Proposal constitutes a non - binding offer to perform services and Bolton & Menk
Inc. reserves the right to withdraw or modify this Proposal, without liability to the Client, at any time prior to receipt of
written acceptance from the Client and execution of a signed agreement in accordance with Paragraph P.
P. Agreement: If the Proposal is accepted, the Client and Bolton & Menk Inc. may enter into and execute an
Agreement incorporating the Proposal, these Terms and such additional terms and conditions as may be mutually
acceptable to Bolton & Menk Inc. and Client. Upon request by the Client, Bolton & Menk Inc. may, at its sole
discretion and for the benefit of the Client, proceed with any proposed services prior to execution of a written
agreement. In the absence of an executed written agreement, the accompanying Proposal and these Terms of Proposal
shall constitute the whole and complete agreement between Bolton & Menk Inc. and the Client.
Page 2 of 2 - Terms of Proposal
CITY OF HOPKINS
Hennepin County, Minnesota
RESOLUTION NO. 2009 -065
RESOLUTION APPROVING ENGINEERING AGREEMENT
LIFT STATION NO 1 BYPASS PROJECT, PROJECT NO. 04 -08
WHEREAS, a resolution of the City Council adopted the 7th day of April, 2009
approving the facility plan for the abandonment of Lift Station No 1, and
WHEREAS, the City Council deems it appropriate and expedient to make such
improvements, and
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Hopkins,
Minnesota:
1. Such improvement is necessary, cost - effective, and feasible as detailed in the
facility plan.
2. Bolton and Menk, Inc. is hereby designated as the engineer for this improvement.
The engineer shall prepare plans and specifications for the making of such
improvement. `'
Adopted by the City Council of the City of Hopkins this 1 st day of December, 2009.
Eugene J. Maxwell, Mayor
ATTEST:
Terry Obermaier, City Clerk