ITEM 3.7 Lift Station #70tsTeF(r/'/�7o
MINNESOTA ! p
DEPARTMENT INFORMATION
Request for
City Council Action
ORIGINATING DEPARTMENT
REQUESTOR:
MEETING DATE:
Utilities
Utility Manager Neidermeier
August 26, 2019
PRESENTER(s)
REVIEWED BY:
ITEM #:
Consent
City Administrator/Finance Director Flaherty
3.7
STRATEGIC VISION
MEETS:
THE CITY OF OTSEGO:
Lift Station No. 7.
Is a strong organization that is committed to leading the community through innovative
communication.
X
Has proactively expanded infrastructure to responsibly provide core services.
No
Is committed to delivery of quality emergency service responsive to community needs and
expectations in a cost-effective manner.
The contract for the construction of Lift Station No. 7 was approved at the July 22, 2019, City Council
Is a social community with diverse housing, service options, and employment opportunities.
development.
Is a distinctive, connected community known for its beauty and natural surroundings.
AGENDA ITEM DETAILS
RECOMMENDATION:
Staff recommends approval of quote from Design Electric, Inc. and acceptance of contract from AE2S for
Lift Station No. 7.
ARE YOU SEEKING APPROVAL OF A CONTRACT?
IS A PUBLIC HEARING REQUIRED?
Yes
No
BACKGROUND/J USTI FICATION:
The contract for the construction of Lift Station No. 7 was approved at the July 22, 2019, City Council
meeting to support wastewater conveyance of Magnolia Landing, Otsego Preserve and future neighboring
development.
Quotes were received on August 6, 2019, which included electrical work, control panel build and
installation. Three electrical contractors supplied quotes ranging from $56,417.00 to $64,910.00; near the
Engineer's estimate of $64,000.00. Staff has reviewed the quotes with recommendation of low quote from
Design Electric, Inc. at $56,417.00.
An instrumentation contract was provided by AE2S, the City's instrumentation integrator to complete
integration of the site to the City's SCADA system for $18,700.00. The contract is within Engineers estimate
of $25,000.00. The contract has been reviewed by staff and agreeable to commence.
The Public Works Subcommittee was presented this information at the August 21, 2019 meeting, where
additional clarification was requested regarding the comparison to the budget. The following table outlines
the currently quoted costs compared to the budget:
Construction
Engi neeri ng
El ectri ca I & SCADA
Total i
Over / (Under
It should be noted that the budget figure is an estimate prior to actual design being completed.
SUPPORTING DOCUMENTS ATTACHED:
• Bid Tabulation
• Quote - Design Electric, Inc.
• Contract - AE2S
POSSIBLE MOTION
PLEASE WORD MOTION AS YOU WOULD LIKE ITTO APPEAR IN THE MINUTES:
Motion to approve the quote from Design Electric, Inc. in the amount of $56,417.00 and the contract from
AE2S in the amount of $18,700.00 for Lift Station No. 7.
��iIhilI& 7ITilevi9Cs]ki1
FUNDING:
Engineer
Fund 602 — Sanitary Sewer Utility
Budget
Estimate
{ Current
209,933.00
187,006.00
264,396.00 i
32,036.00
28,050.90
39,659.40
25,000.00
89,000.00
75,117.00
266,969.00
1 304,056.90
379,172.40
j
37,087.90
112,203.40.
It should be noted that the budget figure is an estimate prior to actual design being completed.
SUPPORTING DOCUMENTS ATTACHED:
• Bid Tabulation
• Quote - Design Electric, Inc.
• Contract - AE2S
POSSIBLE MOTION
PLEASE WORD MOTION AS YOU WOULD LIKE ITTO APPEAR IN THE MINUTES:
Motion to approve the quote from Design Electric, Inc. in the amount of $56,417.00 and the contract from
AE2S in the amount of $18,700.00 for Lift Station No. 7.
��iIhilI& 7ITilevi9Cs]ki1
FUNDING:
BUDGETED:
Fund 602 — Sanitary Sewer Utility
Yes
602-49450-302
602-49450-530
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DOCUMENT 00300
BID FORM
Contractor's Name DESIGN ELECTRIC, INC
PROJECT IDENTIFICATION: Hackanson Anderson Otsego Lift Station No. 7
Otsego, Minnesota
AE2S No, P12515-2019-001
THIS BID IS SUBMITTED TO: AE2S
6901 East Fish Lake Rd, Ste 184
Maple Grove, MN 55369
BASE BID LUMP SUM PRICE BID
Item
by the End of 2019
Unit of
Unit
No.
Item Description
Measure
Price
Lump Sum Bid Price
1
Otsego Lift Station No. 7 Electrical
Construction complying with drawings
LUMP
N/A
E1 -E10 and div. 26 and 40
SUM
$56,417.00
Specifications
_Const Est Start Date/ Estimated % Complete
Selected Systems Integrator for LS Panel
Construction
by the End of 2019
10/15/2019
100%
INTEGRATED PROCESS CONTROLS
BIDDER acknowledges that quantities are not guaranteed, and final payment will be based on actual
quantities determined as provided in the Contract Documents.
Bid Form
Otsego — Lift Station No. 7 1
DATE SUBMITTED: $/6/2019
If BIDDER is:
An Individual
By_
(Individual's Name)
Doing Business As
Business Addi
Phone & FAX:
A Partnership
By_
(Firm Name)
(General Partner's Name & Signature)
Business Address
Phone & FAX:
A Corporation
DESIGN ELECTRIC INC
(Corporation Name)
M
(Corporate Seal)
Attest
MINNESOTA
3tWof Incorporation)
Name & Signature of Person Authorized to Sign)
(Secretary)
Business Address PO BOX 1252 ST CLOUD MN 56302
Phone & FAX: 320-252-1.658/ 320-252-4276
END OF SECTION
Bid Form
Otsego — Lift Station No, 7 2
41ill n
www.ae2s.com
August 13, 2019
Kurt Neidermeier
Utility Manager
13400 90`h Street NE
Otsego, MN 55330
RE: Letter Agreement between City of Otsego and AE2S
City of Otsego, MN — New Lift Station #7 Programming Services
Dear Mr. Neidermeier:
Advanced Engineering and Environmental Services, Inc. (AE2S) proposes to render professional services for
programmable logic controller (PLC) and Supervisory Control and Data Acquisition (SCADA) programming
services associated with the new Lift Station #7 to the City of Otsego (CLIENT).
This Agreement, including Exhibit A, sets forth the terms and conditions under which the CLIENT and AE2S shall
be governed regarding the Assignment.
Scope of Basic Services
ENGINEER will perform the following professional services as authorized by OWNER.
1. Project coordination with Contractor.
2. Perform PLC programming for Lift Station #7 PLC as more fully described by the Sequence of Operation.
3. Perform operator interface terminal (OIT) programming within Lift Station #7 operator interface.
4. Perform PLC programming within master polling Tower 2, East Wastewater Treatment Facility (WWTF),
and West WWTF.
5. Perform SCADA programming within East WWTF and West WWTF.
6. Configure, test, and commission new lift station telemetry radio.
7. Add associated lift station alarms to existing WIN -911 alarming software.
8. Startup and cornnissioning.
9. Operator training.
Sequence of Operation
1. New Lift Station #7
a. SCADA Monitoring
i. Monitoring shall include pump running signals, pump runtimes, daily pump start cycles,
wetwell level, VFD speed feedback, VFD motor current feedback, pump control setpoints,
alarm setpoints, and all alarms associated with the lift station.
1. All associated alarning will be configured within the alarm paging system (Win911
software).
i. Alarms will include the following:
a. Communication Fail, Utility Power Fail, UPS Fail, TVSS
Fail, Pump 1 Overload, Pump 1 Overtemp, Pump 1 Seal
Fail, Pump 1 Call to Run Fail, Pump 1 High/Low Current,
E-100 03/2016
Advanced Engineering and Environmental Services, Inc,
6901 East Fish Lake Road, Suite 184 - Water Tower Place Business Center • Maple Grove, MN 55369 • 763-463-5036
RE: Letter Agreement for City of Otsego
City of Otsego, MN — New Lift Station #7 Programming Services
August 13, 2019
Page 2 of 4
Pump 2 Overload, Pump 2 Overtemp, Pump 2 Seal Fail,
Pump 2 Call to Run Fail, Pump 2 High/Low Current,
Wetwell High Level, and Wetwell Low Level.
b. Control
i. The operation of the lift station is to be based upon a two (2) pump Lead/Lag system with an
alternation control scheme.
ii. The operator will have the ability of selecting automatic or manual Lead/Lag alternation.
iii. In the event of Lead pump failure in automatic alternation mode, the pump in Lag status will
be designated as the Lead pump.
iv. Pump control and alarm setpoints may be modified both locally (OIT) and
remotely (SCADA).
Additional Services
Services resulting from significant changes in the general scope, extent, or character of the Assignment are not
included as a part of the Scope of Basic Services. If authorized in writing by the CLIENT, AE2S will provide
services beyond the scope of this Agreement on an hourly basis.
CLIENT's Responsibilities
CLIENT shall do the following in a timely manner, so as not to delay the services of AE2S:
1. Designate a person to act as CLIENT's representative with respect to the set -vices to be rendered under
this Agreement. Such person shall have authority to transmit instructions, receive information, and
interpret and define CLIENT's policies and decisions with respect to services for the Assignment.
2. Provide access to the relevant sites sufficient for AE2S to perform its services under this Agreement.
3. CLIENT shall, so long as AE2S is not in default, promptly pay AE2S for such set vices as have been
performed satisfactorily hereunder in accordance with the fee terms set forth herein.
4. Procure and install the New Lift Station #7 control panel, including Allen-Bradley CompactLogix
PLC, Allen-Bradley Panelview Plus 7 series 6" operator interface, Ethernet switch, MDS Orbit radio,
yagi antenna, antenna surge arrestor, antenna cable, and uninterruptible power supply with relay
bypass circuitry.
CLIENT shall bear all costs incident to compliance with its responsibilities pursuant to this section.
Fees
AE2S shall render services under this Agreement on an hourly basis not to exceed $18,700 without written
authorization from CLIENT, including reimbursement for all project related expenses.
Task
Professional Fees
Project Coordination — 6 hours
$1,050
PLC Programming Setyices LitStation—14hours
$2,450
Operator Interface Pro rarrnrrin Services —10 hours
$1,750
PLC Programming Services est Tower Master—8hours
$1,400
RE: Letter Agreement for City of Otsego
City of Otsego, MN — New Lift Station #7 Programming Services
August 13, 2019
Page 3 of 4
PLC Programming Services est WYVTF — 8 hours
$1,400
PLC Programming Set-Wces East WWTF — 8 hours
$1,400
SCADA Pro ranunin Services est WWTF —12 hours
$2,100
SCADA Programming Services EastWWTF —12 hours
$2,100
Radio S �stenu Configuration and Commissioning— 4 hours
$700
WIN -911 Configuration — 2 hours
$350
System Testing and Commissioning —16 hours
$2,800
Operator Training — 4 hours
$700
Total Professional Services
$18,200
Reimbursables Fees
Mileage, Etc. $500
Total Reimbursables $500
Anticipated Proiect Schedule
Completion date of the Scope of Services outlined in this Letter Proposal is dependent upon receiving Notice to
Proceed and new Lift Station #7 construction timeline.
RE: Letter Agreement for City of Otsego
City of Otsego, MN — New Lift Station #7 Programming Services
August 13, 2019
Page 4 of 4
Contract Documents
This Agreement includes the following documents, incorporated herein by reference:
1. Exhibit A - Terms and Conditions;
2. All other attached Exhibits referenced in this Agreement;
3. Any drawings or specifications provided by the CLIENT in writing; and
4. Any duly executed written amendments.
There are no contract documents other than this Agreement and those documents listed above.
If this Agreement sets forth your understanding of our agreement, including the scope of work desired, fees, terms,
and conditions, please sign in the space provided and return a copy to AE2S. Thank you for the opportunity to
assist in this project and we look forward to working with you.
Sincerely,
AE2S
Allen Dostall
Instrumentation and Controls Specialist
Aaron Vollmer, P.E.
Operation Manager
CLIENT
Accepted this day of
2019
By:
Name (Print):
Title:
Standard Terms and Conditions
The agreement is supplemented to include the following Agreement of
the parties:
Standard of Care
a. The standard of care for all professional services performed or
furnished by AE2S under this Agreement will be the care and skill
ordinarily used by members of AMS's profession practicing under
similar circumstances at the same time and in the same locality. AE2S
makes no warranties, express or implied, under this Agreement or
otherwise, in connection with AE2S's services.
b. CLIENT shall be responsible for, and AE2S may rely upon, the
accuracy and completeness of all requirements, programs, instructions,
reports, data, and other information furnished by CLIENT to AE2S
pursuant to this Agreement. AE2S may use such requirements, reports,
data, and information in performing or furnishing services under this
Agreement.
2. Independent Contractor
All duties and responsibilities undertaken pursuant to this Agreement
will be for the sole and exclusive benefit of CLIENT and AE2S and not
for the benefit of any other party. Nothing contained in this Agreement
shall create a contractual relationship with or a cause of action in favor
ofa third party against either CLIENT or AE2S. AE2S's services under
this Agreement are being performed solely for CLIENT's benefit, and
no other entity shall have any claim against AE2S because of this
Agreement or the performance or nonperformance of services
hereunder.
3. Payments to AE2S
Invoices will be prepared in accordance with AE2S's standard
invoicing practices and will be submitted to CLIENT by AE2S
monthly, unless otherwise agreed. Invoices are due and payable within
30 days of receipt. If CLIENT fails to make any payment due AMS
for set -vices and expenses within 30 days after receipt of AE2S's
invoice therefore, the amounts due AE2S will be increased at the rate
of 1.0% per month (or the maximum rate of interest permitted by law,
if less) from said thirtieth day. In addition, AE2S may, after giving
seven days written notice to CLIENT, suspend services under this
Agreement until AE2S has been paid in full all amounts due for
services, expenses, and other related charges.
4. Insurance
AE2S will maintain insurance coverage for Workers' Compensation,
General Liability, and Automobile Liability and will provide
certificates of insurance to CLIENT.
Indemnification and Allocation of Risk
a. To the fullest extent permitted by law, AE2S shall indemnify and
hold harnnless CLIENT, CLIENT's officers, directors, partners, and
employees from and against costs, losses, and damages (including but
not limited to reasonable fees and charges of engineers, architects,
attorneys, and other professionals, and reasonable court or arbitration
or other dispute resolution costs) caused solely by the negligent acts or
omissions of AE2S or AE2S's officers, directors, partners, employees,
and consultants in the performance of AE2S's services under this
Agreement.
It. To the fullest extent permitted by law, CLIENT shall indemnify and
hold harmless AMS, AE2S's officers, directors, partners, employees,
and consultants from and against costs, losses, and damages (including
This is EXHIBIT A, consisting of 2 pages, referred to in and part of
the Agreement between CLIENT and AE2S dated August 13, 2019.
but not limited to reasonable fees and charges of engineers, architects,
attorneys, and other professionals, and reasonable court or arbitration
or other dispute resolution costs) caused solely by the negligent acts or
omissions of CLIENT or CLIENT's officers, directors, partners,
employees, and consultants with respect to this Agreement.
c. In addition to the indemnity provided under paragraph 5.b. of this
Exhibit, and to the fullest extent permitted by law, CLIENT shall
indemnify and hold harmless AE2S and AE2S's officers, directors,
partners, employees, and consultants from and against injuries, losses,
damages and expenses (including but not limited to all fees and charges
of engineers, architects, attorneys, and other professionals, and all court
or arbitration or other disputes resolution costs) caused by, arising out
of, or resulting from Hazardous Environmental Condition, provided
that (i) any such injuries, losses, damages and expenses are attributable
to bodily injury, sickness, disease, or death, or to injury to or destruction
of tangible property, including the loss of use resulting therefrom, and
(ii) nothing in this paragraph 5.c. shall obligate CLIENT to indemnify
any individual or entity to the extent of that individual or entity's own
negligence or willful misconduct.
d. To the fullest extent permitted by law, notwithstanding any other
provision of this Agreement, the total liability, in the aggregate, of
Engineer and Engineer's officers, directors, partners, employees,
agents, and Engineer's Consultants, and any of them, to Owner and
anyone claiming by, through, or under Owner for any and all claims,
losses, costs, or damages whatsoever arising out of, resulting from or
in any way related to a Specific Project or Task Order, or this
Agreement, from any cause or causes, including but not limited to the
negligence, professional errors or omissions, strict liability, or breach
of contract or warranty, express or implied, of Engineer or Engineer's
officers, directors, partners, employees, agents, or Engineer's
Consultants, or any of them (hereafter "Owner's Claims"), shall not
exceed the total insurance proceeds paid on behalf of or to Engineer by
Engineer's insurers in settlement or satisfaction of Owner's Claims
under the terms and conditions of Engineer's insurance policies
applicable thereto (excluding fees, costs and expenses of investigation,
claims adjustment, defense, and appeal).
6. Termination of Contract
Either patty may at any time, upon seven days prior written notice to
the other patty, terminate this Agreement. Upon such termination,
CLIENT shall pay to AE2S all amounts owing to AE2S under this
Agreement, for all work performed up to the effective date of
termination, plus reasonable termination costs.
7. Access
CLIENT shall arrange for safe access to and make all provisions for
AE2S and AE2S's Consultants to enter upon public and private
property as required for AE2S to perform services under this
Agreement.
8. Hazardous Environmental Conditions
It is acknowledged by both parties that AE2S's scope of services does
not include any services related to a "Hazardous Environmental
Condition," i.e. the presence at the site of asbestos, PCBs, petroleum,
hazardous waste, or radioactive materials in such quantities or
circumstances that may present a substantial danger to persons or
property exposed thereto in connection with the Assignment. In the
event AMS or any other patty encounters a Hazardous Environmental
Condition, AE2S may, at its option and without liability for
consequential or any other damages, suspend performance of set -vices
on the portion of the Assignment affected thereby until CLIENT: (i)
retains appropriate specialist consultant(s) or contractor(s) to identify
and, as appropriate, abate, remediate, or remove the Hazardous
Exhibit A - Standard Terms and Conditions
Page 1 of 2
Environmental Condition; and (ii) warrants that the site is in full
compliance with applicable laws and regulations. CLIENT
acknowledges that AE2S is performing professional services for
CLIENT and that AE2S is not and shall not be required to become an
"arranger," "operator," "generator," or "transporter" of hazardous
substances, as defined in the Comprehensive Environmental Response,
Compensation, and Liability Act of 1990 (CERCLA), which are or may
be encountered at or near the site in connection with AE2S's activities
under this Agreement.
9. Patents
AE2S shall not conduct patent searches in connection with its services
under this Agreement and assumes no responsibility for any patent or
copyright infringement arising therefrom. Nothing in this Agreement
shall be construed as a warranty or representation that anything made,
used, or sold arising out ofthe services performed under this Agreement
will be free from infiingement of patents or copyrights.
10. Ownership and Reuse of Documents
All documents prepared or furnished by AE2S pursuant to this
Agreement are the property of die CLIENT. Reuse of any such
documents by CLIENT shall be at CLIENT's sole risk; and CLIENT
agrees to indemnify, and hold AE2S harmless from all claims,
damages, and expenses including attorney's fees arising out of such
reuse of documents by CLIENT or by others acting through CLIENT.
11. Use of Electronic Media
a. Copies of Documents that may be relied upon by CLIENT are
limited to the printed copies (also known as hard copies) that are
signed or sealed by the AE2S. Files in electronic media format
of text, data, graphics, or of other types that are furnished by
AE2S to CLIENT are only for convenience of CLIENT. Any
conclusion or information obtained or derived fiom such
electronic files will be at the user's sole risk.
b. When transferring documents in electronic media format, AE2S
makes no representations as to long-term compatibility, usability,
or readability of documents resulting from the use of software
application packages, operating systems, or computer hardware
differing from those used by AE2S at the beginning of this
Assignment.
C. If there is a discrepancy between the electronic files and the hard
copies, the hard copies govern.
d. Because data stored in electronic media format can deteriorate or
be modified inadvertently or otherwise without authorization of
the data's creator, the party receiving electronic files agrees that
it will perform acceptance tests or procedures within 60 days,
after which the receiving party shall be deemed to have accepted
the data thus transferred. Any errors detected within the 60 -day
acceptance period will be corrected by the party delivering the
electronic files. AE2S shall not be responsible to maintain
documents stored in electronic media format after acceptance by
CLIENT.
12. Force Majeure
AE2S shall not be liable for any loss or damage due to failure or delay
in rendering any service called for under this Agreement resulting from
any cause beyond AE2S's reasonable control.
13. Assignment
Neither party shall assign its rights, interests or obligations under this
Agreement without the express written consent of the other party.
14. Binding Effect
T1is Agreement shall bind, and the benefits thereof shall inure to the
respective parties hereto, their legal representatives, executors,
administrators, successors, and assigns.
15. Severability and Waiver of Provisions
Any provision or part of the Agreement held to be void or
unenforceable corder any laws or regulations shall be deemed stricken,
and all remaining provisions shall continue to be valid and binding
upon CLIENT and AE2S, who agree that the Agreement shall be
reformed to replace such stricken provision or part thereof with a valid
and enforceable provision that comes as close as possible to expressing
the intention of the stricken provision. Non -enforcement of any
provision by either party shall not constitute a waiver of that provision,
nor shall it affect the enforceability of that provision or of the remainder
of this Agreement.
16. Survival
All express representations, indemnifications, or limitations of liability
included in this Agreement wilt survive its completion or termination
for any reason.
17. Headings
The headings used in this Agreement are for general reference only and
do not have special significance.
18. Controlling Law
This Agreement is to be governed by the law of the State of Minnesota.
19, Notices
Any notice required under this Agreement will be in writing, addressed
to the appropriate party at its address on the signature page and given
personally, or by registered or certified mail postage prepaid, or by a
commercial courier service. All notices shall be effective upon the date
of receipt.
Exhibit A - Standard Terms and Conditions
Page 2 of 2