madison metropolitan sewerage district · 2013-09-03 · please take notice that there will be a...

COMMISSIONERS Caryl E. Terrell President Thomas D. Hovel Vice-President Ezra J. Meyer Secretary John E. Hendrick Commissioner Topf wells Commissioner

MADISON METROPOLITAN SEWERAGE DISTRICT 1610 Moorland Road Madison, WI 53713-3398 Telephone (608) 222-1201 Fax (608) 222-2703 D. Michael Mucha, P.E. Chief Engineer & Director

NOTICE OF REGULAR MEETING

PLEASE TAKE NOTICE that there will be a regular meeting of the Commission of the Madison Metropolitan Sewerage District at 8:00 a.m., on Thursday, December 13, 2012 in the Commission Room of the Operations Building at 1610 Moorland Road, Madison, Wisconsin 53713. The Commission will consider and may take action on the matters set forth on the attached Agenda. If any matter on the Agenda is to be considered in closed session of the Commission, please be advised that following the closed session the Commission will reconvene into open session for purposes of concluding its Agenda. Date: December 10, 2012 D. Michael Mucha, P.E. Chief Engineer and Director Any person who has a qualifying disability as defined by the Americans with Disabilities Act that requires the meeting or materials at the meeting to be in an accessible location or format must contact the Director at 608‐222‐1201, 1610 Moorland Road, Madison, Wisconsin, at least twenty‐four hours prior to the commencement of the meeting so that any necessary arrangements can be made to accommodate each request.

1. Opening A. Call to Order B. Welcome guests and visitors C. Announcements‐introducing new employee Marcus Canty

2. Appearances by the Public

3. Consent Calendar Approval of Commission Meeting Minutes from 11‐29‐12 Approval of Cash Statement‐General Account Approval of Cash Statement‐Construction Account Click Here: Monthly Credit Card Listing

4. Approval of Authorized Representative for Clean Water Fund Loans Brochtrup

Click Here: Commission Agenda Report

Click Here: Resolution for Northeast Interceptor–SEI to FEI Relief/Replacement project

Click Here: Resolution for Process Control System Upgrade/Replacement project

Click Here: Resolution for Pumping Station 18 project

5. Review of Bids and Award of Contract: Northeast Interceptor‐SEI to FEI Relief/Replacement

Click Here: Commission Agenda Report Borelli

Click Here: Bid Tabulation

6. Review and Approval of Construction Engineering Services: Northeast Interceptor‐SEI to FEI

Relief/Replacement Borelli


7. Review and Approval of Construction Geotechnical Services: Northeast Interceptor‐SEI to FEI

Relief/Replacement Borelli


8.


9. Phosphorus Management Strategy Taylor


10. Oral Reports and Updates Staff A. Capital Projects Update‐Simon B. CARPC Update

C. Chief Engineer and Director Report‐Mucha Meeting Schedule as of 12/10/12

11. Convene in Closed Session in Accordance with 19.85(1)(c) of the Wisconsin Statutes to Consider Employment, Promotion, Compensation or Performance Evaluation Data of any Public Employee Over Which the Governmental Body has Jurisdiction or Exercise Responsibility.


12. Reconvene in Open Session

13. Discussion and action, if any, related to matters discussed in closed session

14. Future Agenda Topics

15. Other Business Allowed by Law

16. Adjournment

Study Session Stieve

Space Needs and Planning Update

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Meeting of the Commissioners of the Madison Metropolitan Sewerage District Thursday, November 29, 2012 8:00 a.m. MMSD Commission Board Room, 1610 Moorland Road, Madison, WI 53713 Present: Commissioner Caryl Terrell Commissioner Tom Hovel Commissioner John Hendrick Commissioner Topf Wells

Commission Meeting Call to order: Commissioner Terrell called the meeting to order at 8:03 a.m. 1. Opening A. Welcome Guests

1. Mike Dailey, City of Madison 2. Rebecca Harring, Wells Fargo 3. Mary Romolino, Glowac, Harris, Madison, Inc.

B. Announcements The newest member of the Operations Department, Thomas Berg, was introduced and welcomed to the District.

2. Appearances by the Public None. 3. Consent Calendar Discussion: The Commission Meeting Minutes of November, 15, 2012. Action: Commissioner Wells moved, seconded by Commissioner Hovel that the

Commission approve the Consent Calendar. Motion carried unanimously.

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4. Review & Adoption of the 2013 Proposed Interceptor Connection Charge Rates and Treatment Plant Connection Charge Rates

Presenter: Engineering Technician, Curt Sauser Description: Presentation of the proposed 2013 interceptor connection charge rates and treatment plant connection charge rate. Discussion: Mr. Sauser presented the proposed 2013 sewer connection rates to the Commission for approval. Sewer connection rates, determined and recommended by staff, are adjusted annually in accordance with MMSD policy. For 2013, interceptor connection rates will increase 2.7% and treatment plant connection rates will decrease 7.5% from the 2012 rates. The adjusted rates will take effect on January 1, 2013. Action: Commissioner Wells moved, seconded by Commissioner Hovel that the Commission approve and adopt the 2013 sewer connection rates as proposed, effective January 1, 2013.

Motion carried unanimously.

5. Review and Award of Professional Services for Strategic Communications Presenter: Michael Mucha, Chief Engineer and Director

Description: Review and approval of strategic communications Discussion: Michael Mucha, Chief Engineer and Director, reviewed the District’s recruiting efforts to fulfill strategic commutation needs of the District. Mr. Mucha noted the original request was to hire a half-time person in-house but it was found that hiring a firm that had the essential skill-sets to support the breadth of work involved would be more cost-effective. The District received responses to the Request for Proposals from 20 firms. Following the presentations and a review of references, the selection team recommended that the project be awarded to Glowac, Harris, Madison, Inc. of Madison. In 2012, the District budgeted funds to support this contract. The District has modified the Scope of Services for the recommended firm to help develop the District's website platform. Mr. Mucha recommended that the Commission approve the request to allow the Chief Engineer and Director to enter into a contract with Glowac, Harris, Madison, Inc. of Madison. Action: Commissioner Wells moved, seconded by Commissioner Hendrick that the Commission award the Strategic Communications Services contract to Glowac, Harris, Madison, Inc. of Madison for the sum of $83,500 and that the Chief Engineer and Director be authorized to execute a professional services agreement.

Motion carried unanimously.

6. Oral Reports & Updates

Presenter: Paul Nehm, Director of Operations and Maintenance Report/Update: Operations Report Mr. Nehm presented the operations report for October. Treatment quality continued to be excellent. Enough Metrogro has been hauled and applied to provide for storage

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through mid-May or later. Mr. Nehm also reported on the construction and operating permits that had recently been published for public comment. Requirements of these permits include emissions testing, installation of an analyzer to measure gas quality, raising of the exhaust stacks on the engines and some boilers, significant monitoring and recordkeeping, and installation of an oxidation catalyst on one engine. In response to a request from Commissioners at the previous meeting, Mr. Nehm presented data showing the historical use of electricity at the treatment plant. Since the year 2000 the cost of electricity has increased from 4.6 cents per kilowatt-hour to 8.3 cents per kilowatt-hour and the cost of electricity used to treat wastewater at the treatment plant has increased from about $60 per million gallons to $120 per million gallons. Information on the main uses of electricity, work that has been done to reduce energy usage, ways to possibly further reduce usage, and methods of increasing energy production were also discussed. Action: None.

Presenter: Michael Mucha, Chief Engineer and Director Report/Update: Bishops Bay Golf Course: Staff had a meeting with the City of Middleton and Town of Westport to discuss connection charges for the Bishops Bay Golf Course. Questions were raised about the District’s charging methodology. Mr. Mucha indicated that MMSD staff will hold a workshop with CARPC staff on January 16th to discuss the long-range regional planning goals of both organizations, highlighting areas of agreement to help promote cooperation and success in those areas. The discussion will also help form recommendations on approaches for sewer connection charges related to golf courses and parkland. Clean Lakes Alliance: The Clean Lakes Alliance submitted the Draft Strand Report to the District this week. It will be distributed to Commissioners and be presented on at a future Commission meeting by the Clean Lakes Alliance and Strand Associates. Study Sessions: Mr. Mucha reminded the Commission that study sessions are carved out of the Commission meeting agenda once a month to provide more time for the presentation of policy issues and to receive Commission feedback and direction before making a decision. There will be several major study sessions planned for 2013, including energy independence, staffing, space needs and financial policies.

7. Future Agendas Note: Commissioner Hovel will preside over the December 13, 2012 Commission

meeting in Commissioner Terrell’s absence. Action: None.

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8. Annual Review Preparation for the Chief Engineer and Director Presenter: Commission

Description: Discussion of procedures and possible modification of the Annual Performance Review of the Chief Engineer and Director. Discussion: Commissioner Terrell presented a brief description of the current process and the Commission discussed potential process changes and how they might be incorporated. Commissioner Terrell then appointed Commissioners Wells and Hovel to work with the Human Resources Manager to investigate the existing process and possible alternatives, and to bring back any recommended process changes to the Commission for review and approval. Action: None.

9. Other Business Allowed by Law

Note: Commissioner Terrell requested staff to include the credit card statement with the cash statements presented to the Commissioners at the first meeting of each month.

10. Adjournment

Action: Commissioner Wells moved, seconded by Commissioner Hendrick that the Commission meeting be adjourned.

Motion carried unanimously. Regular Meeting of the Commissioners November 29, 2012 ______________________________________ Ezra J. Meyer, Secretary Future Meetings: Thursday, December 13, 2012, 8:00 a.m. – Regular Commission Meeting & Study Session Thursday, January 17, 2013 8:00 a.m. –Regular Commission Meeting Thursday, January 31, 2013, 8:00 a.m. –Regular Commission Meeting & Study Session

ANCHOR BANK CREDIT CARD CHARGESBilling dates 10/16/2012‐11/14/2012

DATE PO # VENDOR DESCRIPTION REQUESTOR AMOUNT ACCOUNT NUMBERS

10/24/2012 United Airlines Refund for flight cancelled re Urban Water Sustainability conf. Todd Gebert (92.44) 410‐10‐01 D00024

10/26/2012 Microsoft Technet Refund ‐Microsoft Technet Standard ‐ sales tax charged Brent Davies (157.20) 410‐30‐00 A00126

11/6/2012 1201031 Verizon Wireless IS Department test program cell phones monthly charges 165.06 410‐30‐00 A00564

10/15/2012 1201555 Art's Electric & Heating Furnace motor replacem for barn office. Estorf Upper Yahara prop Joe Lynch 338.02 420‐33‐00 B04252

10/16/2012 1201639 Wal‐Mart Laundry detergent 179.70 420‐00‐00 B00751

10/17/2012 1201661 Dura‐Bar Metal Services Aluminum bronze pump sleeves 1,024.00 430‐16‐00 M00052 and 105‐00‐00 M00052

10/18/2012 1201672 RadioShack Foldable headphones and adapter Dick Hockett 35.32 420‐00‐00 M01351

10/19/2012 1201682 Delta Scientific Photron lead lamp Rhonda Riedner 435.54 420‐56‐00 L00051

11/7/2012 1201701 E‐Ride Industries 8 volt batteries Art Errthum 1,242.65 420‐65‐00 E00052

10/16/2012 1201705 Galco Industrial Electronics Flanged inlet Art Errthum 29.03 420‐65‐00 E00052

10/25/2012 1201712 Art's Electric & Heating Thermostat replacem for barn office. Estorf Upper Yahara prop Joe Lynch 271.87 420‐33‐00 B04252

10/25/2012 1201713 Microsoft Technet Microsoft Technet Standard ‐ sales tax charged Brent Davies 157.20 410‐30‐00 A00126

10/26/2012 1201713 Microsoft Technet Microsoft Technet Standard ‐ re‐charged w/o sales tax Brent Davies 149.00 410‐30‐00 A00126

10/17/2012 1201713 PayPal Registration fee for Spiceworks conference ‐ Madison Laurie Dunn 295.02 410‐30‐01 A00525

10/23/2012 1201713 Beyond Fiber optic cable patch Nathan Toth 100.00 440‐00‐00 D00087

10/23/2012 1201713 Wal‐Mart General office supplies for meetings Debi Iglesias 68.76 410‐30‐00 A04551

10/26/2012 1201713 NewEgg.com Kingston 2 GB and 16GB memory Laurie Dunn 377.96 410‐35‐00 A08653

10/26/2012 1201713 NewEgg.com HP Compaq 8 GB memory Laurie Dunn 64.49 410‐35‐00 A08653

10/27/2012 1201713 Clean Water America Alliance Registration fee Urban Water Sustainability conf ‐ Cincinnati Todd Gebert 345.00 410‐10‐01 D00025

10/18/2012 1201713 Bonfyre Grill Recruitment lunch Jenni Peters 29.47 410‐30‐00 A00099

11/6/2012 1201713 Quill Magnetic file drawer label holders Joyce Williams 18.25 410‐30‐00 A03751

10/22/2012 1201713 Institute for Sustainability Membership fee Michael Mucha 150.00 410‐30‐00 A00725

10/19/2012 1201713 Dorn True Value Cable ties for use in work done at Badfish & Badger Mill Creeks Dave Taylor 7.36 420‐31‐00 N00051

10/19/2012 1201713 Cousins Subs 2 @ Lunch while performing work at Badfish & Badger Mill Creeks Dave Taylor 15.39 420‐31‐00 N00024

11/7/2012 1201713 Great Dane Pub Janelle Werner and Debi Iglesias working lunch Janelle Werner 43.82 410‐30‐00 A04551

11/13/2012 1201713 Milio's Sandwiches 2 @ lunch following downtown meeting with Dane County Dave Taylor 13.80 410‐30‐01 A05824

11/7/2012 1201713 Monona Terrace Parking fee re attendance at CARPC conference Dave Taylor 7.50 410‐30‐01 A05824



10/31/2012 1201713 City of Madison Parking fee re attendance at downtown DNR/County meeting Dave Taylor 3.75 410‐30‐01 A05824


11/12/2012 1201713 Amazon.com Dual weight stack cable crossover machine functional training center Laurie Dunn 1,950.00 420‐00‐00 N31099

11/13/2012 1201713 Amazon.com Body Solid Home Gym 50 LB extra weight stack Laurie Dunn 70.36 420‐00‐00 N31099

11/13/2012 1201713 Amazon.com Body Solid Home Gym 50 LB extra weight stack Laurie Dunn 70.36 420‐00‐00 N31099

11/13/2012 1201713 Amazon.com Fitness equipment ‐ Revolving curl bar w/rubber grips Laurie Dunn 37.27 420‐00‐00 N31099

11/7/2012 1201713 Amazon.com Microsoft SQL Service 2012 components Laurie Dunn 245.69 410‐30‐00 A00126

11/7/2012 1201713 Amazon.com Microsoft SQL Service 2012 components Laurie Dunn 54.99 410‐30‐00 A00126

10/19/2012 1201720 Lice Treatment Center Helmet spray Purchasing 120.23 420‐90‐00 N30551

11/2/2012 1201730 Amazon.com Mini DV cam tapes and screen cleaning wipes Art Errthum 50.52 420‐42‐00 E00052

10/31/2012 1201768 Global Stores Group Riveter repair kit Jeff Mike 30.93 420‐00‐00 M01351

10/31/2012 1201771 Ebay.com Circuit breaker 33.60 430‐14‐00 E00052

10/31/2012 1201774 Farm and Fleet Handwarmers, drywall screws, windshield washer fluid 45.89 420‐00‐00 N00051

10/31/2012 1201775 Staples General office supplies 58.04 420 00 51

11/5/2012 1201789 AM Equipment Vehicle replacement washer bottle Jon Martinson 55.22 430‐00‐10 M00052

11/9/2012 1201818 Amazon.com Epson projector 497.21 420‐00‐00 N00052


11/6/2012 1201886 Core BTS Registration fee for Amy Bublitz to attend Crystal Reports training Shirley Fox 550.00 410‐30‐01 A06225

10/24/2012 1201886 Marigold Kitchen Lunch meeting with Rob Phillips. City of Madison Engineering. Michael Mucha 27.16 410‐30‐01 A05824

9,241.29$

COMMISSIONERS Caryl E. Terrell President Thomas D. Hovel Vice-President Ezra J. Meyer Secretary John E. Hendrick Commissioner Topf Wells Commissioner


Commission Agenda Report Meeting of December 13, 2012

Approval of Authorized Representative for Clean Water Fund Loans

Lead Staff: Jeff Brochtrup, Director of Administration Requested Action: Approval of the Chief Engineer and Director as the authorized representative for Clean Water Fund (CWF) loans for the Northeast Interceptor–SEI to FEI Relief/Replacement, the Process Control System Upgrade/Replacement, and the Pumping Station No. 18 Construction projects. Attachments: - Authorized Representative Resolution for Northeast Interceptor–SEI to FEI Relief/Replacement project. - Authorized Representative Resolution for Process Control System Upgrade/Replacement project. - Authorized Representative Resolution for Pumping Station No. 18 Construction project.

Financial Impact: There is no direct cost associated with this action.

Background: An authorized representative is required to file various documents and act in connection with the application process for a CWF loan. The purpose of these approvals is to designate the Chief Engineer and Director as the authorized representative for the District’s CWF loan applications for these projects. The District capital plan anticipates that we fund these projects with CWF loans.

Analysis and Options Option 1: Adopt the authorized representative resolutions so that the District can proceed with submitting loan applications for the projects. This is the recommended option.

Option 2: Postpone approval of the resolutions or choose not to approve them jeopardizing the District’s financing plan for the projects and requiring additional staff work to manage the project finances and to investigate other financing options.

Next Steps If the Commission approves the authorized representative resolutions we will continue work to submit CWF loan applications for these projects.

RESOLUTION

AUTHORIZED REPRESENTATIVE RESOLUTION NORTHEAST INTERCEPTOR–SEI TO FEI RELIEF/REPLACEMENT PROJECT

WHEREAS, the Madison Metropolitan Sewerage District intends to apply for financial assistance from the Wisconsin Clean Water Fund program (NR 162) for the facilities planning, design, and construction of the Northeast Interceptor–SEI to FEI Relief/Replacement project; THEREFORE, BE IT RESOLVED, that the Chief Engineer and Director of the Madison Metropolitan Sewerage District, is authorized to file the necessary applications, to act in connection with the applications, and to provide such additional information as may be required to complete the Wisconsin Clean Water Fund Financial Assistance Application for the planning, design, and construction of the Northeast Interceptor–SEI to FEI Relief/Replacement project.

The above resolution was adopted by the Commissioners of the Madison Metropolitan

Sewerage District at their meeting held in the District office on December 13, 2012.

RESOLUTION

AUTHORIZED REPRESENTATIVE RESOLUTION PROCESS CONTROL SYSTEM UPGRADE/REPLACEMENT

WHEREAS, the Madison Metropolitan Sewerage District intends to apply for financial assistance from the Wisconsin Clean Water Fund program (NR 162) for the facilities planning, design, and construction of the Process Control System Upgrade/Replacement project; THEREFORE, BE IT RESOLVED, that the Chief Engineer and Director of the Madison Metropolitan Sewerage District, is authorized to file the necessary applications, to act in connection with the applications, and to provide such additional information as may be required to complete the Wisconsin Clean Water Fund Financial Assistance Application for the planning, design, and construction of the Process Control System Upgrade/Replacement project.



RESOLUTION

AUTHORIZED REPRESENTATIVE RESOLUTION PUMPING STATION 18 PROJECT

WHEREAS, the Madison Metropolitan Sewerage District intends to apply for financial assistance from the Wisconsin Clean Water Fund program (NR 162) for the facilities planning, design, and construction of the Pumping Station 18 project; THEREFORE, BE IT RESOLVED, that the Chief Engineer and Director of the Madison Metropolitan Sewerage District, is authorized to file the necessary applications, to act in connection with the applications, and to provide such additional information as may be required to complete the Wisconsin Clean Water Fund Financial Assistance Application for the planning, design, and construction of the Pumping Station 18 project.






Review of Bids and Award of Contract:

Northeast Interceptor-SEI to FEI Relief/Replacement Lead Staff: Bruce Borelli, Director of Engineering Requested Action: Move to accept bids and award the contract for the Northeast Interceptor-SEI to FEI Relief/Replacement to the low bidder, Merryman Excavation, Inc. Attachments: Attachment 1: Bid Tabulation. Financial Impact: The low bid of $7,298,198.30 is 2.8% above the engineering estimate of $7,100,000. MMSD's portion of the total, $7,127,887.00, is within the overall project budget estimate of $8.15M, which included approximately $6,950,000 for construction. Background: Project highlights include the following: Installation of approximately 6,155 feet of gravity interceptor: 5,550 feet of open-cut relief/replacement 2,300 feet of 60-inch replacement 680 feet of 54-inch relief 2,570 feet of 48-inch relief

605 feet of tunneling 185 feet across the Beltline 230 feet across USH 51 190 feet across East Broadway

Installation of 440 feet of the forcemain from future PS18 Dewatering, clearing and grubbing, site restoration, etc.

Replacement of western half of Copps Avenue and westbound lanes of Broadway Avenue The project also includes several items that will be reimbursed by the City of Monona. These include:. Replacement of the eastern half of Copps Avenue Replacement of approximately 320 feet of water main in Broadway Avenue

An intergovernmental agreement is in place for these. The project was advertised in early November. Approximately 60 companies obtained plans for the project, with nine companies pre-qualified to bid as a prime contractor and eight companies pre-qualified for tunnel subcontract work. On Tuesday, December 4, 2012, the District opened bids for the project. The District received bids from six contractors (see Attachment 1: Bid Tabulation). Overall, the bids were very competitive, and no major bid informalities were noted. Analysis and Options:

1) Option 1: Award the Contract to the low bidder, Merryman Excavation, Inc, of Woodstock, IL, at their low bid price of $7,298,198.30. This is the preferred option. Merryman Excavation:

• Is qualified to perform the work. They have completed numerous large interceptor projects in the region.

• Is well-respected, financially stable, and has an acceptable track-record. • Submitted the lowest-cost competitive bid. • Included the necessary documentation with their bid (bid bond, DBE solicitation, addenda

acknowledgement, etc.).

2) Option 2: Award the Contract to a higher bidder. This is not recommended. Selecting the second lowest bid price of $7,349,716.95 (Speedway Sand & Gravel), would result in a 0.7% ($51,500) increase to the project cost. Selecting the third lowest bid price of $7,740,791.70 (Super Excavators), would result in a 6.1% ($440,000) increase to the project cost.

3) Option 3: Delay the project and do not award the contract at this time. This is not recommended by staff. The bids received were responsive, competitive, and met the requirements of the District. Staff did not observe any major bid abnormalities. Delaying the project will result in increased risk of future sanitary sewer overflows and would incur additional administrative and bidding costs.

Next Steps: Staff recommends award of the contract at this time. Following award of the contract, the contractor will finalize the bonding and insurance requirements, and the District and contractor will execute the contract. Staff anticipates that construction will begin in early 2013 and continue throughout the year.

Bid Tabulation

Northeast Interceptor-SEI to FEI Relief/Replacement

Bid Opening: Tuesday, December 4, 2012, at 2:00 p.m.

Bidder Total Amount MMSD Amount Monona Amount Merryman Excavation $7,298,198.30 $7,127,887.00 $170,311.30 Speedway Sand and Gravel $7,349,716.95 $7,195,603.55 $154,113.40 Super Excavators $7,740,791.70 $7,563,753.50 $177,038.20 S.J. Louis Construction $8,153,000.00 $7,938,446.00 $214,554.00 R.G. Huston $8,158,869.36 $8,004,504.21 $154,365.15 Capitol Underground $8,307,319.85 $8,162,286.43 $145,033.42




Review & Approval of Construction Engineering Services:

Northeast Interceptor-SEI to FEI Relief/Replacement Lead Staff: Bruce Borelli; Director of Engineering Requested Action: Move approval to award Northeast Interceptor-SEI to FEI Relief/Replacement construction-phase engineering services to AECOM, Inc., and that the Chief Engineer and Director be authorized to execute an agreement and/or purchase order with AECOM, Inc., at a cost not to exceed $73,290. Attachments: None. Financial Impact: The anticipated cost for construction-related engineering services for the Northeast Interceptor-SEI to FEI Relief/Replacement Project is $73,290. This is a budgeted expense that is included in the overall capital budget for the project. The costs will be funded as part of Clean Water Fund Loan the District anticipates to receive for this project.

Background: This is a continuation of the work AECOM has done for the Northeast Interceptor-SEI to FEI project. Their previous work included planning and design, which began in early 2011 and was completed when the project was recently bid. Total AECOM planning and design costs associated with the interceptor were approximately $350,000. The current proposal is for engineering services related to construction of the project. The scope of work includes, but is not limited to, the following:

• Review and track shop drawings/submittals • Attend meetings (public meetings, job progress meetings, etc.) • Visit site as required during construction

• Provide contract clarifications and engineering associated with change orders • Assist with preparation of record drawings • Provide surveying & staking for interceptor construction • Provide surveying & staking for clearing/grubbing and easement limits • Provide surveying & staking for pavement & curb/gutter removal/replacement • Document as-built survey information

The total cost for this work is estimated at $73,290 and includes approximately 650 hours of labor over a period of nearly one year. MMSD personnel will perform overall contract administration, including issuing change orders, processing pay requests, and performing day-to-day inspection and on-site resident engineering. Analysis and Options: Option 1: Award the work to AECOM. This is the recommended option. The proposed cost (1.05% of the estimated construction cost) is reasonable and compares well with past experience (Northeast Interceptor-PS10 to Lien Road construction engineering services were 1.1% of the construction cost). AECOM is the engineer of record for this project and formally approved the plans/specifications during design. They know the details associated with the work and are best-suited to perform the engineering services required. They have performed well during planning and design, and District staff recommends that they continue to provide engineering-related services during construction. Option 2: Award the work to a different consultant. This is not recommended. Hiring a new consultant at this time is not practical. A new consultant would need to become familiar with the work and approve construction of work designed by a different firm, which is not preferred. This would cost more and could lead to additional risks during construction. Option 3: Do not award the services and perform the work in-house. This is not recommended. The District does not have the required staff resources or expertise to perform the work required.

Next Steps If approved, the construction-phase engineering services agreement will be executed and AECOM will begin work immediately, with completion estimated at the end of 2013.




Review & Approval of Construction Geotechnical Services:

Northeast Interceptor-SEI to FEI Relief/Replacement Lead Staff: Bruce Borelli; Director of Engineering Requested Action: Move approval to award Northeast Interceptor-SEI to FEI Relief/Replacement construction-phase geotechnical services to CGC, Inc., and that the Chief Engineer and Director be authorized to execute an agreement and/or purchase order with CGC at a cost not to exceed $32,016. Attachments: None. Financial Impact: The anticipated cost for construction-related geotechnical services for the Northeast Interceptor-SEI to FEI Relief/Replacement is $32,016. This is a budgeted expense that is included in the overall capital budget item for the Northeast Interceptor-SEI to FEI project. The costs will be funded as part of Clean Water Fund Loan the District anticipates to receive for this project.

Background: This is a continuation of the work CGC has done for the Northeast Interceptor-SEI to FEI project. During design, they performed initial geotechnical services as a sub-consultant to AECOM. This included soil borings, pipe support recommendations, and dewatering requirements. The approximate cost for this work was $15,000, and was included in AECOM overall design fee. The current request is for geotechnical services related to construction of the project. The scope of work includes the following:

• Backfill and basecourse compaction testing • Soil density determination • Asphalt gradation analysis and compaction testing

• Concrete testing and strength determination • Pipe subgrade stability observations and recommendations • General geotechnical advice and engineering

The total cost for this work is estimated at $32,016 and includes approximately 130 site visits over a period of one year. Analysis and Options: Option 1: Award the work to CGC. This is the recommended option. The proposed cost (0.46% of the estimated construction cost) is reasonable and compares well with past experience (NEI-PS10 to Lien Road construction geotechnical services were 0.50% of the construction cost). CGC is the geotechnical engineer-of-record for this project and is best-suited to perform the services required. They have performed well for the District in the past and staff recommends that they continue to provide geotechnical-related services during construction. Option 2: Award the work to a different consultant. This is not recommended. Hiring a new soils consultant at this time is not practical. A new consultant would need to become familiar with the work, which would cost more and could lead to additional risks during construction. Option 3: Do not award the services and perform the work in-house. This is not recommended. The District does not have the required equipment or expertise to perform the work required.

Next Steps: If approved, the construction-phase geotechnical services agreement will be executed and CGC will begin their work at the start of construction, with completion estimated by the end of 2013.




Study Session: Space Needs and Planning Update

Lead Staff: Bruce Borelli; Director of Engineering Tim Stieve; Project Engineer Bray Architects Requested Action: None. This is a study session, and is for information only. No action is required. Attachments: None. Financial Impact: The cost of the space needs study is $41,500. Future costs include planning, design and construction of approved spaces.

Background: In August, Bray Architects were retained to provide professional services associated with evaluating "non-process" space needs at the Nine Springs Treatment Plant. Work began in September, and to date, has focused on evaluating existing areas. This includes their uses, existing building sizes and conditions, adjacencies and interactions between Departments, and additional needs of the Departments. Work will also be coordinated with the on-going staffing study, which will start in mid-December. This study session is intended to update the Commission on progress to date, discuss findings, answer questions the Commission may have, and to obtain input from the Commission on what they believe are critical space need items on the treatment plant campus. Analysis and Options: Not applicable.

Next Steps Bray Architects will finalize their findings, document critical needs, and identify major challenges. Once this is complete, they will begin to investigate solutions and potential alternatives. These are tentatively scheduled for presentation to the Commission on January 31, 2013.



Commission Agenda Report

December 13, 2012 Meeting

Phosphorus Management Strategy Lead Staff: Dave Taylor-Director of Special Projects

Requested Action: No action is required-receive for information.

Attachments: None.

Financial Impact: No short term impact. The pilot project will have an annual cost to MMSD of approximately $127,000 per year for a three year period starting in 2013.

Background: The commission receives monthly updates on key issues related to selecting a phosphorus management strategy.

Analysis and Options Brief updates will be provided on the adaptive management work plan and related discussions with the Yahara Pride Farm Workgroup, District participation in the Mississippi River Dialogues Planning Workshop (November 28-30), the December 4th meeting with DNR staff to discuss adaptive management and water quality monitoring, the December 17th meeting of the Yahara WINs Strategic Planning Workgroup and Executive Committee, and other relevant topics.

Next Steps 1. Planning for the third meeting of Yahara WINs strategic planning workgroup and executive committee 2. Continued fine tuning of work plan for engaging farm producers 3. Developing first annual report for the Yahara WINs project

COMMISSIONERS

Caryl E. Terrell President

Thomas D. Hovel Vice-President Ezra J. Meyer

Secretary John E. Hendrick

Commissioner Topf Wells

Commissioner


Commission Meeting Date

Meeting Finalized

Meeting/Event Potential Agenda Items

12/13/2012 Thursday

X Commission Meeting

• Cash Statements • Review and Approval of Sewer Extension Plans-Sauser

• Approval of Authorized Representative for Clean Water Fund Loans-Brochtrup

• Review of Bids and Award of Contract: Northeast Interceptor-SEI to FEI Relief/Replacement-Borelli

• Review & Approval of Construction Engineering Services: Northeast Interceptor-SEI to FEI Relief/Replacement-Borelli

• Review & Approval of Construction Geotechnical Services: Northeast Interceptor-SEI to FEI Relief/Replacement-Borelli

• Phosphorus Management Strategy-Taylor

Note: Commissioner Terrell will be joining the group via teleconference call.

12/13/2012 X Study Session Topic: Space Needs and Planning Update-Stieve 1/17/2013 X Commission

Meeting


• Approval of 4th Quarter 2012 Sewer Service Bills-Gebert

• Review of Bids and Award of Contract: Process Control System Upgrade/Replacement-Allen

• Review and Approval of Construction Phase Services for Process Control System Upgrade/Replacement-Allen

• Review & Approval of Services for Energy Study-Grooms • Clean Lakes Alliance Strand Report Presentation-Taylor • Phosphorus Management Strategy-Taylor

1/31/2013 X Commission Meeting & Study Session

• Review and Approval of Sewer Extension Plans-Sauser

• Tentative: Space Needs and Planning Update-Borelli

1/31/2013 STUDY SESSION Topic: Discussion on Manure Digester-Taylor 2/14/2013 X Commission

Meeting



Note: All dates are tentative and subject to change Upcoming Agenda Items (Note: routine business is shown in smaller font)

Subject: Calendar Date: December 7, 2012

– 2 –

2/14/2013 STUDY SESSION Topic: Financial Planning-Brochtrup 2/28/2013 X Commission

Meeting & Study Session


3/14/2013 X Commission Meeting


• Tentative: Review of Bids & Award of Contract for New Vehicles 2013-Lynch




• Tentative: Review of Bids and Award of Contract for Final Clarifier Coating Project-Lynch

• Tentative: Review of Bids and Award of Contract for Asphalt Resurfacing Project-Lynch

• Tentative: CliftonLarsonAllen LLP Discussion of 2012 Audited Financial Statements-Fox

3/28/2013 STUDY SESSION Topic: Phosphorus Management Strategy-Taylor 4/11/2013 X Commission

Meeting


• Approval of 1st Quarter 2013 Sewer Service Bills-Gebert

• Tentative: Space Needs and Planning Study-Final Recommendations-Borelli




• Tentative: Approval of Final MMSD Annual Report-Fox Note: Commissioner Hovel is excused.

4/25/2013 STUDY SESSION 5/16/2013 X Commission

Meeting

• Cash Statements including sinking funds • Review and Approval of Sewer Extension Plans-Sauser

• Phosphorus Management Strategy-Taylor 5/30/2013 X Commission




Meeting


• Phosphorus Management Strategy-Taylor 6/27/2013 X Commission



• Tentative: Review and Approval of CMAR-Allen • Tentative: Capital Improvement Plan-Review &

Approval-Simon 6/27/2013 STUDY SESSION 7/11/2013 X Commission

Meeting


• Approval of 2nd Quarter 2013 Sewer Service Bills-Gebert

• Phosphorus Management Strategy-Taylor 7/25/2013 X Commission • Review and Approval of Sewer Extension Plans-Sauser


– 3 –


• Tentative: 2014 Budget Preparation

7/25/2013 STUDY SESSION

8/15/2013 X Commission Meeting






Meeting


• Preliminary Budget Presentation-Mucha • Phosphorus Management Strategy-Taylor



• Public Hearing and Budget Discussion-Mucha


Meeting • Cash Statements • Review and Approval of Sewer Extension Plans-Sauser

• Approval of 3rd Quarter 2013 Sewer Service Bills-Gebert

• Follow up Discussion on the Preliminary Budget-Mucha • Phosphorus Management Strategy-Taylor



• Review and Adoption of the Updated 2014 Preliminary Budget-Mucha

• Review and Adoption of the 2014 Proposed Sewer Service Charge Rates and Septage Disposal Rates-Brochtrup

• Review and Adoption of the 2014 Proposed Application Fees for Wastewater Generated Outside the District-Taylor


Meeting

• Cash Statements including sinking funds • Review and Approval of Sewer Extension Plans-Sauser

• Review and Adoption of the 2014 Proposed Interceptor Connection Charge Rates and Treatment Plant Connection Charge Rates-Sauser

• Review and Adoption of the Proposed 2014 Annexation Hearing Charges and Plan Review Fees-Borelli


WEDNESDAY 11/27/2013

X Commission Meeting & Study Session




• Cash Statements • Review and Approval of Sewer Extension Plans-Sauser • Phosphorus Management Strategy-Taylor


– 4 –

1st Meeting of the month • Cash statement (sinking fund information

included in May and November)

• Capital Budget Update (possibly no report in November)

All Meetings • Sewer extensions and voids as necessary

• Annexation Hearings as required

• Policy Issue Discussions as necessary

• Interim Financial Resolutions (as needed and typically in January)

2nd Meeting of the month

• Operations Reports

Miscellaneous Topics: • CWF Bonds (as needed)-Municipal Obligation &

Financial Assistance Agreement-part of CWF Bond

• Annexations as needed • Sewer Use Ordinance (as needed) • Award Contracts & Project Closeouts (as needed) • Automatic Annexations-please check with Curt

Sauser Future Agenda Topic

• Future Discussion on Policy Regarding Delinquent Sewer Extension Charges

• Treatment Plant Connection Charges-Excess Capacity Charges-Commission Request

Commission & Staff Discussion

12/12/2013 STUDY SESSION

COMMISSIONERS

Caryl E. Terrell President

Thomas D. Hovel Vice-President Ezra J. Meyer

Secretary John E. Hendrick

Commissioner Topf Wells

Commissioner


Commission Agenda Report December 13, 2012

Performance Evaluation Process for the Chief Engineer and Director Lead Staff: Jenni Peters, Human Resources Manager

Requested Action: Discuss and vote on a proposed process for the Chief Engineer and Director’s performance evaluation.

Attachments: Attachments will be handed out at the meeting.

Financial Impact: The Commission will determine if the Chief Engineer and Director is eligible for a salary increase and the amount of the increase. Background: The Commission asked Jenni Peters to work with the Commission to define and implement a performance evaluation process for the Chief Engineer and Director. President Terrell appointed Commissioner Hovel and Commissioner Wells to lead this task with the assistance of Jenni Peters. They met on December 7, 2012 to develop a proposed process and that is what is being presented today.

Analysis and Options 1. To obtain internal and external feedback on performance and finalize the performance evaluation at

the January 31st meeting. 2. To obtain internal and external feedback on performance and finalize the performance evaluation at

the February 14th meeting. 3. To obtain internal feedback only and finalize the evaluation at the January 31st meeting. 4. To obtain internal feedback only and finalize the evaluation at the February 14thmeeting.

Next Steps If the proposal is accepted, a survey will go out to internal and external parties to gather feedback on the Chief Engineer and Director’s performance. The Chief Engineer and Director will complete a self-evaluation. This will be reviewed by the Commission on January 17th and the evaluation will be discussed and finalized on January 31st.

madison metropolitan sewerage district · 2013-09-03 · please take notice that there will be a...

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