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City Council Regular
Meeting Date: 02/07/2018  
Subject:    Consider Proposal and Letter of Engagement for Engineering Services - 2018 Well Rehabilitation Program (Project 18-9)
Submitted For: Tim Himmer From: Sarah Greene, Administrative Assistant II

The City began a comprehensive well rehabilitation program following completion of a Water System Master Plan in 2001. The initial phase of the well rehabilitation program included rehabilitation of the City's 25 municipal wells, along with booster pumping systems at both treatment plants. A rehabilitation program focusing primarily on the wells was completed between 2011-2016. In September 2016, staff established a more deliberate and regimented 8-year rotation program whereby 3 wells and 1 booster pump will be rehabilitated each year. Council is requested to accept the proposal from Short Elliot Hendrickson (SEH) and authorize execution of the engineering services letter of engagement to continue the well and pump rehabilitation program in 2018.
For the past several years, the City has contracted with SEH on numerous projects. SEH was one of three firms in the City's consultant pool that received a Request for Proposal (RFP) in 2016; they were selected based upon their project team, experience in the water distribution field, and overall cost. The scope of services for the 2018 well rehab program was developed by City staff, and continues our proactive approach to infrastructure maintenance. Staff would like to continue working with SEH on the 2018 program.

Attached is the SEH proposal, combined with the City's letter of engagement form taken directly from our Master Consulting Agreement. Continuing a regular rotation of rehabilitation of the City’s 24 wells and nine booster pumps, 2018 will focus on Well Nos. 4, 5 and 6, and Booster Pump No. 1 located at the East Water Treatment Plant. The scope of SEH's proposal includes professional engineering design, bidding and construction administration, and inspections services.

The proposed project schedule is as follows:
February 12, 2018 Start Design Phase Services
April 11, 2018 Submit bidding documents for approval to bid
April 17, 2018 Approval to Advertise for Bids
May 8, 2018 Receive Bids
May 10, 2018 Submit Documents for Award of Bids
May 15, 2018 Council Award of Bids
Early June 2018 Start Construction
Mid-September 2018 End Construction (all wells on-line)
It is recommended that the City Council accept the proposal for engineering services for the 2018 Well Rehabilitation Program from Short Elliott Hendrickson, Inc. and authorize execution of the letter of engagement in accordance with their proposal dated January 22, 2018.

The proposal contains a lump sum fee for engineering services in the amount of $27,600, which is broken down into design phase ($16,800), bidding phase ($2,800) and construction phase ($8,000).

Total estimated construction costs for the 2018 program will be determined during preparation of the plans and specifications, and brought forward to a future Council meeting for authorization to bid. The Water Fund (601) contains $385,000 for the 2018 well rehab program, and these funds are anticipated to cover all associated costs.
Letter of Engagement

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