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3.8 SCADA Improvements at Lift Station 9 Request for City Council Action DEPARTMENT INFORMATION ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE: Utilities Utility Manager Neidermeier October 11, 2021 PRESENTER(s) REVIEWED BY: ITEM #: Consent City Administrator/Finance Director Flaherty 3.8 – GMH Lift Station STRATEGIC VISION MEETS: THE CITY OF OTSEGO: Is a strong organization that is committed to leading the community through innovative communication. X Has proactively expanded infrastructure to responsibly provide core services. Is committed to delivery of quality emergency service responsive to community needs and expectations in a cost-effective manner. Is a social community with diverse housing, service options, and employment opportunities. Is a distinctive, connected community known for its beauty and natural surroundings. AGENDA ITEM DETAILS RECOMMENDATION: City staff is recommending the City Council approve SCADA improvements at Lift Station #9. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? Yes No BACKGROUND/JUSTIFICATION: Lift Station #9 was constructed in 2007 to rectify failing septic systems for the Grenins Mississippi Hills area serving 6 residential homes. The site is visited daily by operations staff to ensure functionality as it does not maintain remote monitoring capability. Staff is proposing the addition of SCADA to continuously monitor this site and its equipment, which brings the site to the City standard specification of remote monitoring technology minimizing risk of equipment failure and backups through continuous monitoring. The neighbor of the site has had issues with the onsite alarm which the instrumentation will help mitigate, though has concerns with the addition of the antenna mast. The site is vulnerable to plugging as demonstrated by 16 separate pump pulls between January and February 2021. The decommissioning of temporary lift station #7 provided a panel suitable for this upgrade. Electrical quotes were sought to install the panel with minor modifications, with low quote from Killmer Electric of $14,000. Instrumentation programming would finally connect the site to the SCADA system for $14,900 as outlined in the AE2S proposal. Benefits of the project include reduced staff site visits to once per week, continuous remote monitoring and alarm response for equipment fails and sewage levels. The 2021 budget included $29,000 the project. SUPPORTING DOCUMENTS ATTACHED: • AE2S – Professional Services Proposal • Killmer Electric Co., Inc. - Proposal POSSIBLE MOTION PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES: Motion to accept proposals from AE2S and Killmer Electric Co., Inc. and to approve SCADA Improvements at Lift Station #9 in the total amount of $28,900.00. BUDGET INFORMATION FUNDING: BUDGETED: Fund 602 – Sanitary Sewer Utility Yes September 3, 2021 Kurt Neidermeier Utility Manager 13400 90th Street NE Otsego, MN 55330 RE: Grenin’s Mississippi Hills Lift Station SCADA Integration Professional Services Proposal City of Otsego, MN Dear Mr. Neidermeier, Thank you for the opportunity to provide this professional services proposal. Advanced Engineering and Environmental Services, LLC. (AE2S) proposes to render professional Engineering services for the Grenin’s Mississippi Hills Lift Station SCADA Integration (Assignment) to the City of Otsego, Minnesota (Owner). The following Letter Proposal provides a general overview of our understanding and the proposed scope of services, anticipated timeline, and detail of associated professional fees. Project Understanding The City of Otsego will be repurposing the control panel from old Lift Station 7 for use within Grenin’s Mississippi Hills Lift Station (GMH LS). The GMH LS shall be monitored by the City of Otsego’s Supervisory Control and Data Acquisition (SCADA) system via Ethernet protocol over Ethernet radio. Proposed Scope of Services Our Project understanding is based on discussions with the City of Otsego staff. This Assignment consists of providing radio antenna equipment and professional programming services for programmable logic controller (PLC) and SCADA software. Based on the understanding of the Project and this Assignment, AE2S will perform the following professional services: 1. Project Coordination. 2. Radio Antenna Connection. 3. Radios Configuration. 4. PLC Programming Services. 5. SCADA Software Programming Services. 6. Win-911 Alarm Notification Software Programming Services. 7. Testing and Commissioning. Project Coordination The Project Coordination consists of professional services associated with project coordination items related to the Project, including: RE: Grenin’s Mississippi Hills Lift Station SCADA Integration Professional Services Proposal City of Otsego, MN September 3, 2021 Page 2 of 6 · Control panel installation and wiring (Control panel and installation provided by Owner). · Antenna pole installation (Antenna pole and installation provided by Owner). · Antenna cable installation (Antenna cable installation provided by Owner). Radio Antenna Connection The Radio Antenna Connection consists of professional services associated with radio antenna connection related to the Project, including: · Procure and install the following equipment: o 80 feet of LMR-600 antenna cable o Antenna cable connectors o Antenna cable surge arrestor o Radio jumper cable Radios Configuration The Radios Configuration consists of professional services for radios configuration related to the Project, including: · Reconfigure Ethernet radios within the following sites to allow for SCADA communications with the GMH LS: o GMH LS o Water Tower 2 o West WWTF o East WWTF PLC Programming Services The PLC Programming Services consists of professional services for PLC programming related to the Project, including: · Modify PLC logic within existing lift station control panel PLC for use within GMH LS. o Include enhanced setpoints logic · Create PLC logic within the following sites necessary for SCADA monitoring and controls. o Water Tower 2 o West WWTF o East WWTF SCADA Software Programming Services The SCADA Software Programming Services consists of professional services for SCADA software programming related to the Project, including: · Modify the existing SCADA applications at the West and East WWTF’s to include the following from the GMH LS: o Pump running signals o Pump alarms o Pump runtimes o Pump start counts o Power fail alarm o Wetwell level RE: Grenin’s Mississippi Hills Lift Station SCADA Integration Professional Services Proposal City of Otsego, MN September 3, 2021 Page 3 of 6 o Wetwell level high/low alarms o Alarm enable/disable control o Pump control setpoints o Trending o Communication status Win-911 Alarm Notification Software Programming Services The Win-911 Alarm Notification Software Programming Services consists of professional services for Win- 911 software programming related to the Project, including: · Configure all GMH LS alarms within alarm notification software. Testing and Commissioning The Testing and Commissioning consists of professional services for testing and commissioning related to the Project, including: · GMH LS controls testing and commissioning. · Radio communications testing. · SCADA controls testing and commissioning. Owner’s Responsibilities Owner will be responsible for the following: · Designate a contact person to act as Owner’s representative with respect to the professional services to be rendered with complete authority to transmit instructions, receive information, and interpret and define the Owner’s policies and decisions with respect to professional engineering services. · Provide requested data and information as needed to complete the scope of the Project. · Provide GMH LS control panel. · Provide antenna pole. · Provide access to system infrastructure as necessary to complete the scope of the Project. Anticipated Project Schedule AE2S proposes completion of the Scope of Services outlined in this Letter Proposal in accordance with the following proposed schedule: Phase/Task Est. Completion Date Grenin’s Mississippi Hills Lift Station SCADA Integration Professional Services December 31stt, 2021 Proposed Fees AE2S proposes to provide the professional services and equipment consistent with the Scope of Services outlined in this Letter Proposal on an hourly and not to exceed basis (including expenses) in the amount of fourteen thousand nine hundred dollars ($14,900). Additional services, as required, to be coordinated with Owner in advance of performing work outside of the defined Scope of Services as defined in this Letter Proposal. RE: Grenin’s Mississippi Hills Lift Station SCADA Integration Professional Services Proposal City of Otsego, MN September 3, 2021 Page 4 of 6 Professional Services Grenin’s Mississippi Hills Lift Station Professional Services Fees GMH LS – Project Coordination – Control Panel Items – 6 hours $1,110 GMH LS – Project Coordination – Antenna Pole Items – 2 hours $370 GMH LS – Radio Configuration – 2 hours $370 GMH LS – PLC Programming – 6 hours $1,110 GMH LS – Testing and Commissioning – 4 hours $740 GMH LS – Mileage, Supplies $250 Grenin’s Mississippi Hills Lift Station Professional Services Total $3,950 Water Tower 2 Professional Services Fees Water Tower 2 – Radio Configuration – 2 hours $370 Water Tower 2 – PLC Programming – 8 hours $1,480 Water Tower 2 – Testing and Commissioning – 2 hours $370 Water Tower 2 – Mileage, Supplies $250 Water Tower 2 Professional Services Total $2,470 West WWTF Professional Services Fees West WWTF – Radio Configuration – 2 hours $370 West WWTF – PLC Programming – 4 hours $740 West WWTF – SCADA Programming – 10 hours $1,850 West WWTF – Testing and Commissioning – 2 hours $370 West WWTF – Mileage, Supplies $250 West WWTF Professional Services Total $3,580 East WWTF Professional Services Fees East WWTF – Radio Configuration – 2 hours $370 East WWTF – PLC Programming – 4 hours $740 East WWTF – SCADA Programming – 10 hours $1,850 East WWTF – Win-911 Configuration – 2 hours $370 East WWTF – Testing and Commissioning – 2 hours $370 East WWTF – Mileage, Supplies $250 East WWTF Professional Services Total $3,950 Professional Services Totals Per Site Fees Grenin’s Mississippi Hills Lift Station $3,950 Water Tower 2 $2,470 West WWTF $3,580 East WWTF $3,950 Total Professional Services $13,950 RE: Grenin’s Mississippi Hills Lift Station SCADA Integration Professional Services Proposal City of Otsego, MN September 3, 2021 Page 5 of 6 Costs for Equipment Provided by AE2S Grenin’s Mississippi Hills Lift Station Costs Antenna Cable $400 Antenna Connectors $250 Antenna Surge Arrestor $150 Radio Jumper Cable $150 Grenin’s Mississippi Hills Lift Station Total Equipment Cost $950 Equipment Costs Per Site Costs Grenin’s Mississippi Hills Lift Station Total Equipment $950 Total Cost for Equipment Provided by AE2S $950 Project Totals Professional Services and Equipment Totals Costs Total Professional Services $13,950 Total Equipment Provided by AE2S $950 Total Project Cost $14,900 RE: Grenin’s Mississippi Hills Lift Station SCADA Integration Professional Services Proposal City of Otsego, MN September 3, 2021 Page 6 of 6 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 CLIENT Accepted this _____ day of __________________________, 2021 Allen Dostall Instrumentation and Controls Specialist By: ______________________________ Name (Print):_______________________ Abbie Browen, P.E. Operations Manager Title: _____________________________ Exhibit A - Standard Terms and Conditions Page 1 of 2 This is EXHIBIT A, consisting of 2 pages, referred to in and part of the Agreement between CLIENT and AE2S dated September 3, 2021. Standard Terms and Conditions The Agreement is supplemented to include the following terms and conditions: 1. 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 AE2S’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. 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. If CLIENT fails to make any payment due AE2S for services and expenses within 30 days, the amounts due AE2S will be increased at the rate of 1.75% 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. All payments shall be made in United States Dollars. 3. Insurance AE2S will maintain insurance coverage for Workers' Compensation, Professional Liability, General Liability, and Automobile Liability and will provide certificates of insurance to CLIENT upon request. 4. Indemnification and Allocation of Risk a. To the fullest extent permitted by law, AE2S shall indemnify and hold harmless CLIENT and CLIENT’s officers, directors, members, and employees from any and all costs, losses, and damages (including but not limited to all reasonable fees and charges of engineers, architects, attorneys, and other professionals, and all court, arbitration, or other dispute resolution costs) arising out of or relating to the Project, provided that any such cost, loss, or damage is attributable to bodily injury, sickness, disease, or death, or to injury to or destruction of tangible property (other than the Work itself), including the loss of use resulting therefrom, but only to the extent caused by any negligent act or omission of AE2S or AE2S’s officers, directors, members, partners, employees, or Consultants. The parties expressly agree that AE2S or AE2S’s officers, directors, members, partners, or employees have no duty to defend CLIENT and CLIENT’s officers, directors, members, and employees against any claims, causes of action, demands, lawsuits, or proceedings of any kind. b. To the fullest extent permitted by law, CLIENT shall indemnify and hold harmless AE2S, AE2S’s officers, directors, partners, employees, and consultants 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) to the extent caused 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 4.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 reasonable 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 4.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, AE2S’s total liability to CLIENT and anyone claiming by, through, or under CLIENT for any injuries, losses, damages and expenses caused in part by the negligence of AE2S and in part by the negligence of CLIENT or any other negligent entity or individual, shall not exceed the percentage share that AE2S’s negligence bears to the total negligence of CLIENT, AE2S, and all other negligent entities and individuals. 5. Exclusion of Special, Incidental, Indirect, and Consequential Damages To the fullest extent permitted by law, and notwithstanding any other provision in the Agreement, AE2S and AE2S’s officers, directors, partners, employees, agents, and Consultants, or any of them, shall not be liable to CLIENT or anyone claiming by, through, or under CLIENT for any special, incidental, indirect, or consequential damages whatsoever arising out of, resulting from, or in any way related to the Assignment or this Agreement, from any cause or causes, including but not limited to any such damages caused by the negligence, professional errors or omissions, strict liability, breach of contract or warranties, express or implied, of AE2S or AE2S’s officers, directors, partners, employees, agents, or AE2S's Consultants, or any of them. 6. Limit of Liability To the fullest extent permitted by law, notwithstanding any other provision of this Agreement, the total liability, in the aggregate, of AE2S and AE2S’s officers, directors, partners, employees, agents, and AE2S’s Consultants, and any of them, to CLIENT and anyone claiming by, through, or under CLIENT for any and all claims, losses, costs, or damages whatsoever arising out of, resulting from or in any way related to the Project or the 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 AE2S or AE2S’s officers, directors, partners, employees, agents, or AE2S’s Consultants, or any of them, shall not exceed total compensation received by AE2S as part of this agreement. 7. Termination of Contract Either party may at any time, upon seven days prior written notice to the other party, 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. 8. 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. 9. 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 AE2S or any other party encounters a Hazardous Environmental Condition, AE2S may, at its option Exhibit A - Standard Terms and Conditions Page 2 of 2 and without liability for consequential or any other damages, suspend performance of services 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 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. 10. 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 of the services performed under this Agreement will be free from infringement of patents or copyrights. 11. Ownership and Reuse of Documents All documents prepared or furnished by AE2S pursuant to this Agreement are instruments of service, and AE2S shall retain an ownership and property interest therein. 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. 12. 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 from 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. 13. Contractors AE2S shall not at any time supervise, direct, control, or have authority over any contractor's work, nor shall AE2S have authority over or be responsible for the means, methods, techniques, sequences, or procedures of construction selected or used by any contractor, or the safety precautions and programs incident thereto, for security or safety at a project site, nor for any failure of a contractor to comply with laws and regulations applicable to such contractor's furnishing and performing of its work. AE2S neither guarantees the performance of any contractor nor assumes responsibility for any contractor’s failure to furnish and perform its work in accordance with the contract between CLIENT and such contractor. AE2S shall not be responsible for the acts or omissions of any contractor, subcontractor, or supplier, or of any of their agents or employees or of any other persons (except AE2S’s own employees) at a project site or otherwise furnishing or performing any construction work; or for any decision made regarding the construction contract requirements, or any application, interpretation, or clarification of the construction contract other than those made by AE2S. 14. 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. 15. No Third Party Beneficiaries 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 of a 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. 16. Assignment Neither party shall assign its rights, interests or obligations under this Agreement without the express written consent of the other party. 17. Binding Effect This Agreement shall bind, and the benefits thereof shall inure to the respective parties hereto, their legal representatives, executors, administrators, successors, and assigns. 18. Severability and Waiver of Provisions Any provision or part of the Agreement held to be void or unenforceable under 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. 19. Survival All express representations, indemnifications, or limitations of liability included in this Agreement will survive its completion or termination for any reason. 20. Headings The headings used in this Agreement are for general reference only and do not have special significance. 21. Controlling Law This Agreement is to be governed by the law of the State of Minnesota without regard to its conflicts of laws principles. 22. 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. 23. Executed in Counterparts This Agreement may be executed in counterparts, each of which together will constitute one and the same instrument. Delivery of an executed counterpart of this Agreement shall constitute effective delivery of this Agreement. Each party agrees that the delivery of the Agreement by facsimile or electronic mail shall have the same force and effect as delivery of original signature and that each Party may use such facsimile or electronic mail signatures as evidence of the execution and delivery of the Agreement by the parties to the same extent that an original signature could be used. An Equal Opportunity Employer September 13, 2021 Mr. Seth Wilkes City of Otsego - Utilities 13400 90th Street NE Otsego, MN 55330 Re: Lift Station No 9 – Panel Replacement Dear Seth, Killmer Electric Company proposes to provide electrical construction services for the subject project. This proposal in prepared in accordance with Site Pictures of Old and Panel to be reused.. Misc Scope Items. • KEC will provide temporary relocation of existing panel as needed to complete ground work. • KEC will provide new concrete equipment pad for control panel, core drill side of wet well and have conduit sleeves sweep up under new Control panel. • Provide minor wiring modification as needed to relocate over-temp/seal-fail relays/modules from old panel to replacement panel. Also modification to relocate pump start and run capacitors to replacement panel. • Assist in start-up of city supplied Control panel. • New 20ft AGL fiberglass direct bury pole for antenna. • New float switches. Excluded • Replacement Control Panel, Assume existing Panel is in working order. • Any SCADA programming Changes. • Antenna and COAX cable. By city. • Repairs if needed to control panel if found defective during start-up. Option #1 Cost: $14,000.00 Please call with any questions or comments. Regards, Matthew Pettit Project Manager