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Date: February 4, 2019 Item No.
APPROVE PLANS AND SPECIFICATIONS AND SET A BID DATE AND
APPROVE AMENDED JOINT POWERS AGREEMENT WITH VERMILLION RIVER
WATERSHED JOINT POWERS ORGANIZATION AND ACCEPT WENCK PROPOSAL
FOR PROFESSIONAL SERVICES FOR SOUTH CREEK HYDRODYNAMIC SEPARATOR
Proposed Action
Staff recommends adoption of the following motion: Move to approve a resolution approving
plans and specifications and setting a bid date, a First Amendment to the Joint Powers Agreement
with Vermillion River Watershed Joint Powers Organization, and accept Wenck Associates’
professional services proposal for the South Creek Hydrodynamic Separator, City Project 17-06.
Overview
The City and Vermillion River Watershed Joint Powers Organization (VRWJPO) are partnering
to construct a stormwater management device (hydrodynamic separator) approximately ¼ mile
southeast of the Holyoke Avenue/210th Street intersection. The hydrodynamic separator is
designed to remove sediment and pollutants from stormwater before entering South Creek.
City Project 17-06 was initially bid in 2017. All bid proposals were rejected as bid amounts
exceeded the Engineer’s Estimate. City staff, VRWJPO staff and Wenck Associates (Wenck)
revised project plans, specifications and budgets after evaluating alternatives. Project plans and
specifications were prepared by Wenck and are available for review in the Engineering Division.
Attached is Wenck’s proposal to provide professional engineering services. The proposal identifies
the scope of work and estimates associated engineering costs.
Primary Issues to Consider
The City is the lead agency; therefore, the total estimated project cost (both City and
VRWJPO share) is reflected in this memo. The VRWJPO will reimburse the City
approximately $222,000 of the project costs, consistent with the project’s Joint Powers
Agreement. The City’s estimated net project cost is $134,000.
Supporting Information
Resolution, First Amendment to Joint Powers Agreement (Contract No. C0028876-1) and
Wenck Associates proposal dated January 7, 2019
Financial Impact: $356,000 Budgeted: Y☒ N☐ Source: Storm Sewer Fund
Related Documents: Lakeville 5-year Capital Improvement Plan (2019-2023)
Envision Lakeville Community Values: Good Value for Public Services
Report Completed by: Zach Johnson, City Engineer
CITY OF LAKEVILLE
RESOLUTION NO. 19-
RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND SETTING A BID DATE FOR
SOUTH CREEK HYDRODYNAMIC SEPARATOR
WHEREAS, Wenck Associates prepared plans and specifications for the South Creek
Hydrodynamic Separator (City Project 17-06).
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Lakeville, Minnesota:
That the plans and specifications for City Project 17-06 are hereby approved by the City Council
of the City of Lakeville, Minnesota;
BE IT FURTHER RESOLVED, that bids will be advertised as required and opened at 11:00 a.m.
on Wednesday, February 27, 2019 at City Hall, 20195 Holyoke Avenue, Lakeville, Minnesota.
ADOPTED by the Lakeville City Council this 4th day of February 2019.
______________________________
Douglas P. Anderson, Mayor
_________________________________
Charlene Friedges, City Clerk
Wenck | Colorado | Georgia | Minnesota | North Dakota | Wyoming
Toll Free 800-472-2232 Web wenck.com
January 7, 2019
Mac Cafferty
Environmental Resources Manager City
of Lakeville
20195 Holyoke, Ave
Lakeville, MN 55044
RE: Engineering and Field Services for Hydrodynamic Separator Project
Dear Mr. Cafferty:
As requested, Wenck Associates, Inc. (Wenck) submits this proposal to assist the City of
Lakeville (City) with continued engineering support as well as field and construction
management services for the Hydrodynamic Separator (HDS) Project. The HDS Project was
originally designed and bid in 2017. The bid quotes returned for the project exceeded the
available grant funds for the project. The City worked in partnership with the Vermillion River
Watershed Joint Powers Organization (VRWJPO) to reallocate grant funds from other projects
and dedicate these funds to the HDS project. Wenck conducted research on options for
improving the HDS design that could result in decreased project costs compared to the
original bids. Wenck has updated the engineering plan set for the HDS Project. The City has
requested additional support from Wenck to assist with the bidding, construction staking,
construction field oversight, and final as-built drawings for the HDS Project.
Wenck will complete the following tasks to continue to support the City during the HDS
Project:
• Bidding Assistance: Wenck will make the final updates to the Bid Package including
the final plan set, project specifications, and notice to bidders. Wenck will post the
Bid Package to the Quest system. Wenck will also attend the pre-bid field meeting
with the potential bidders and attend the bid opening with the City. Wenck will
answer questions from the contractors during the bid period as needed. Wenck will
compile the Bid tabulation and provide it to the City along with a recommendation
regarding options to proceed based on the bids received. Task Estimate: $2,750
• Construction Staking: Wenck will provide field staking, including known utilities to
facilitate the construction. Wenck will also stake the access area along City property
and clearly mark the adjacent wetland areas as “No Access” to the contractor. After
the initial staking the contractor will be responsible for maintaining/replacing
damaged or lost stakes. Task Estimate: $1,150
• Contractor Oversight and Contract Management: Wenck will partner with the City to
coordinate the field schedule with the project contractor. Wenck will also review the
contract items submitted for payment and provide confirmation to the City on the
completed items to authorize payment. Task Estimate: $2,600.
• Field Construction Oversight: Wenck has worked directly with City staff to conduct
construction inspections site visits for similar projects. Project construction is expected
to take two to three weeks to complete. Wenck will complete up to eight site visits in
Mac Cafferty City of Lakeville January 7, 2019
2
\\wenck.local\wenckspace\Vol1\5895 Lakeville\0000 - Client Management\Hydrodynamic Separator_Construction Field Services Jan 2019.docx
coordination with City staff to ensure HDS project components are properly installed
and connected to existing City infrastructure. Wenck will coordinate directly with City
staff during construction and provide verbal field updates to City each day Wenck field
staff are onsite at the project. Task Estimate: $6,950.
• As-built surveys: Wenck will collect survey information on the installed elevation of
various project features during construction of the HDS projects. This will include
elevations of items such as structure bottoms, pipe inverts, the weir wall within the
junction manhole, and structure rim elevations. Wenck will use the survey data
collected during construction to create a final as-built plan sheet that will be provided
to the City in PDF and GIS format (shapefiles or geodatabases) for inclusion within
their GIS database. Task Estimate: $950.
Wenck proposes to complete the tasks outlined above following the terms and conditions of the
current Master Services Agreement. The total cost to complete the above described tasks is
$14,400. We propose to complete the tasks outlined within this proposal under our time and
materials rates. We would not exceed this budget amount without prior authorization from the
City. If additional services are requested or out-of-scope tasks are identified, Wenck would
provide the City with a scope and budget for authorization before proceeding.
On behalf of the 280+ employee-owners of Wenck, thank you for this opportunity to work with
the City of Lakeville. Should you have questions or need clarification of information presented in
this proposal please do not hesitate to contact me at 763-479-4263 or via email at
jmadejczyk@wenck.com.
Sincerely, ACCEPTED BY:
Wenck Associates, Inc. City of Lakeville
Jeff Madejczyk By
Principal
Its
Date
VRWJPO Contract C0028876.1
FIRST AMENDMENT TO JOINT POWERS AGREEMENT BETWEEN
THE VERMILLION RIVER WATERSHED JOINT POWERS ORGANIZATION
AND
THE CITY OF LAKEVILLE
FOR THE SOUTH CREEK HYDRODYNAMIC SEPARATOR PROJECT
CITY PROJECT 17-06
WHEREAS, effective March 28, 2017, the Vermillion River Watershed Joint Powers Organization
(VRWJPO) and the City of Lakeville (City) entered into a Joint Powers Agreement (Agreement) for the South
Creek Hydrodynamic Separator project (Project); and
WHEREAS, the initial Project bid proposals greatly exceeded the original estimated Project cost; and
WHEREAS, the Project Plans and Specifications were revised to better reflect existing field conditions
and construction scheduling; and
WHEREAS, the revised estimated Project cost is $356,000; and
WHEREAS, as a result of lower construction costs on a different Clean Water Fund (CWF) grant
project completed in partnership with the City, surplus CWF funds were re-allocated to supplement existing
CWF grant funding for this Project; and
WHEREAS, the parties desire to amend certain terms of the original Agreement as more fully set forth
below; and
WHEREAS, the Agreement provides that any amendments shall be valid only when expressed in
writing and duly signed by the parties.
NOW, THEREFORE, in consideration of the mutual covenants contained herein, the parties agree as
follows:
1.Article 6 shall be deleted in its entirety and replaced with the following paragraph:
The City is the lead agency for design and construction administration of this Project, effective upon
execution of this Agreement by both parties. The VRWJPO and the City have approved the plan
and specifications (Project Plans) which are attached and incorporated as Exhibit 1.
2.Paragraphs 7.2 and 7.3 of ARTICLE 7, PAYMENT, shall be deleted in its entirety and replaced with
the following paragraphs:
7.2 The CWF grant will reimburse the following Project-related activities up to the amount
listed: up to $1,000 for administration and coordination of the project (VRWJPO eligible only);
$11,000 for technical and engineering assistance (City eligible); and $132,000 for work related
to the installation of the hydrodynamic separator (City eligible). The City's maximum eligible
reimbursement amount is $222,000 (Agreement Maximum).
VRWJPO Contract #C0028876.1
Joint Powers Agreement Amendment
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VRWJPO Contract COO28876-1
City Project 17-06
7.3 The CWF grant has a match requirement to the amount of CWF monies received. The
match shall be in the amount of fifty percent (50%) by the VRWJPO and fifty percent (50%) by
the City up to a total maximum grant match amount of $158,000 and paid prior to release of
CWF monies.
3.Article 3 TERM is amended as follows:
This Agreement shall remain in effect until December 31, 2019, or until completion by the Parties of
their respective obligations under this Agreement, whichever occurs first, unless earlier terminated
by law or according to the provisions of this Agreement.
4.This Amendment is effective December 31, 2018, and commences retroactively from the dates this
Amendment is signed by the parties.
5.All other terms of the Agreement between the VRWJPO and City shall remain in full force and effect
unless otherwise amended or terminated in accordance with law or the terms of the Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this Amendment on the date(s) indicated below.
CITY OF LAKEVILLE
By ___________________________
Douglas P. Anderson or successor, Mayor
Date of Signature ________________
By ___________________________
Char Friedges, City Clerk
Date of Signature ________________
VERMILLION RIVER WATERSHED
JOINT POWERS ORGANIZATION
APPROVED AS TO FORM: By ___________________________
/s/Helen R. Brosnahan 1/30/19 Title __________________________
Date of Signature ________________
Assistant County Attorney Date
County Attorney File No. KS-18-592
VRW Resolution No. 19-01
VRWJPO Contract #C0028876.1
Joint Powers Agreement Amendment
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