The URL can be used to link to this page

Home My WebLink About[07a] Water Supply Plan Council Agenda Item 7a MEETING DATE: September 18, 2017 AGENDA ITEM: Water Supply Plan SUBMITTED BY: Terry Thene, Public Works Director Randy Sabart, City Engineer BOARD/COMMISSION/COMMITTEE RECOMMENDATION: PREVIOUS COUNCIL ACTION: None BACKGROUND INFORMATION: Every 10 years, as required by law, public water suppliers serving populations over 1,000 people are required to update their Water Supply Plan (WSP) and submit it to the Minnesota Department of Natural Resources for approval. The City was notified by the DNR that its plan will require updating October. The goals of the WSP are to help water suppliers:  Prepare for droughts and water emergencies.  Create eligibility for funding requests to the Minnesota Department of Health (MDH) for the Drinking Water Revolving Fund.  Allow water suppliers to submit requests for new wells or expanded capacity of existing wells.  Simplify the development of county comprehensive water plans and watershed plans.  Fulfill the contingency plan provisions required in the MDH wellhead protection and surface water protection plans.  Fulfill the demand reduction requirements of Minnesota Statutes, section 103G.291 subd 3 and 4.  Upon implementation, contribute to maintaining aquifer levels, reducing potential well interference and water use conflicts, and reducing the need to drill new wells or expand system capacity.  Enable DNR to compile and analyze water use and conservation data to help guide decisions.  Conserve Minnesota’s water resources BUDGET/FISCAL IMPACT: $13,350.00 ATTACHMENTS: Agreement for Professional Services REQUESTED COUNCIL ACTION: Execute Agreement for Professional Services This page intentionally left blank 1 September 7, 2017RE:St. Joseph, Minnesota 2017 DNR Water Supply Plan SEH No. P-STJOE 14290110.03 Honorable Mayor and City Council c/o Ms. Judy Weyrens, Administrator City of St. Joseph PO Box 668 St. Joseph, MN 56374-0668 Dear Mayor and Members of the Council: This letter supplements the Agreement for Professional Services between City of St. Joseph, Minnesota, ) dated July 1, 2006, and addresses providing Report Owner, and Short Elliott Hendrickson Inc.(SEH Phase services for the 2017 DNR Water Supply Plan (hereinafter called the “Project”). Our Report Phase services will consist of completing the Minnesota Department of Natural Resources (DNR) Water Supply Plan, due October 15, 2017. The DNR requires all public water suppliers in Minnesota serving more than 1,000 people to have an approved Water Supply Planthat must be updated every 10years. Our Report Phaseservices will consist of five tasks for the Projectas set forth in this letter, Attachment 1,and the Agreement forProfessional Services between SEH and City of St. Joseph, Minnesota,dated July 1, 2006. The level of effort to complete the Project is broken down in Attachment 1 as tasks and sub-tasks that identify the work to be completed and data to be provided by the City and incorporated into the Water Supply Plan by SEH. We will also furnish such Additional Services as you may request or as required. You will pay us a lump sum fee for our services. Report Phase services arecurrently estimated to be $13,350, inaccordance with Attachment 1, Level of Effort Estimate. We will start our services promptly after receipt of your authorization. The majority of our services will be completed within one monthin order to submit the Water Supply Plan to the DNR for review by October 15, 2017. If the DNR review of the plan requires changes, we will make the changes and resubmit the plan as part of this letter agreement. This letter and the Agreement for Professional Services dated July 1, 2006, along with Attachment 1 represent the entire understanding between you and us in respect of the Project and may only be modified in writing signed by both of us. If it satisfactorily sets forth your understanding of our agreement, please sign the enclosed copy of this letter in the space provided below and return it to us. Engineers|Architects|Planners|Scientists Short Elliott Hendrickson Inc., 1200 25th Avenue South, P.O. Box 1717, St. Cloud, MN 56302-1717 SEH is 100% employee-owned|sehinc.com|320.229.4300|800.572.0617|888.908.8166 fax Honorable Mayor and City Council September 7, 2017 Page 2 Sincerely, SHORT ELLIOTT HENDRICKSON INC. Randy Sabart, PE Principal kby p:\\pt\\s\\stjoe\\142901\\1-genl\\10-setup-cont\\03-proposal\\l city supplemental ltr agreement water supply plan 090717.docx Accepted by: City of St. Joseph, Minnesota By: Date: Authorized Client Signature Attachment 1 - Level of Effort Estimate ResponsibilitiesHours Work to be Completed Task 1 - Water Supply System Description and Evaluation 1.AAnalysis of Water Demand 1.A.1Table 2. Historic Water Demand & discussion block on pg 9Information (population, connections, water use by customer category, metered, unmetered water, average day and peak flow day)provided by the City/Table completed by SEH 1.A.2Table 3. Large Volume UsersData Provided by the City/Completed by SEH 1.BTreatment and Storage Capacity 1.B.1Table 4. Water Treatment capacity and treatment processesInformation (residual/disposal/etc.( provided by City. Table completed by SEH 1.B.2Table 5. Storage capadity, as of the end of the last calendar yearCompleted by SEH 1.B.3Treatment and Storage Capacity Versus Demand discussion blockCompleted by SEH 1.CWater Sources 1.C.1Table 6. Water sources and statuesCompleted by SEH 1.C.2Limits on Emergency Interconnections discussion block Completed by SEH 15.5 1.DFuture Demand Projections - Key Metropolitan Council Benchmark 1.D.1Water Use Trends discussion blockCompleted by SEH 1.D.2Table 7. Projected Annual Water DemandData provided by the City/Completed by SEH 1.D.3Projection Method discussion blockCompleted by SEH 1.EResource Sustainability 1.E.1Table 8. Information about source water quality monitoringCompleted by the City & SEH 1.E.2Table 9. Water Level DataData provided by the City/Completed by SEH 1.E.3Table 10. Natural Resource ImpactsCompleted by SEH 1.E.4Table 11. Status of Wellhead Protection and Source Water Protection PlansCompleted by SEH 1.FCapital Improvement Plan (CIP) 1.F.1Table 12. Adequacy of Water Supply SystemCity has up to date CIP/Completed by SEH 1.F.2Table 13. Proposed Future installation/sourcesStay with GW/Completed by SEH 1.F.3Table 14. Alternative Water SourcesSEH provides recommendations Task 2 - Emergency Preparedness Procedures 2.AFederal Emergency Response Plan 2.A.1Federal Emergency Response PlanCity to verify 2004 response plan is up to date. SEH to reference existing plan 2.A.2Table 15. Emergency Preparedness Plan contact informationProvided by the City/Completed by SEH 2.BOperational Contingency Plan 2.B.1Operational Contingency PlanCompleted by the City 2.CEmergency Response Procedures 2.C.1Emergency Telephone ListCompleted by the City 2.C.2Current Water Sources and Service AreaCompleted by the City 11.5 2.C.3Table 16. Interconnections with other water supply systems to supply water in an Data provided by the City/Completed by SEH emergency 2.C.4Table 17. Utilizing surface water as an alternative source & discussion block on pg 24Provided by the City/Completed by SEH (assume no surface water use) 2.C.5Table 18. Water use prioritiesSEH provides recommendations 2.C.6Table 19. Emergency demand reduction conditions, triggers and actionsSEH provides recommendations 2.C.7Table 20. Plan to inform customers regarding conservation requests, water use SEH provides recommendations restrictions, and suspensions 2.C.8EnforcementCompleted by the City Task 3 - Water Conservation Plan 3.0.1Progress since 2006; Table 21. & two discussion blocks pg 29Completed by the City 3.ATriggers for Allocation and Demand Reduction Actions 3.A.1Table 22. Short and long-term demand reduction conditions, triggers and actionsSEH provides recommendations 3.BConservation Objectives and Strategies - Key benchmark for DNR 3.B.110-year average unaccounted water use question pg 30Completed by SEH 3.B.2Leak detection monitoring schedule discussion block pg 30-31Completed by the City (Add to leak detection data collected for Demand Reduction Measures) 3.B.3Water Audits & Water Audits discussion block pg 31Completed by the City 3.B.4Table 23. Information about customer metersProvided by the City/Completed by SEH 3.B.5Unmetered system discussion block pg 32Completed by the City 3.B.6Table 24. Water Source MetersProvided by the City/Completed by SEH 3.B.7Objective 2: Achieve Less than 75 residential GPCD & discussion block pg 32Completed by SEH 3.B.8Table 25. Strategies and timeframe to reduce residential per capita demandSEH provides recommendations Attachment 1 - Level of Effort Estimate ResponsibilitiesHours Work to be Completed 3.B.9Table 26. Strategies and timeframe to reduce institutional, commercial industrial, and SEH provides recommendations agricultural and non-revenue use demand 17 3.B.10Objective 4: Achieve a Decreasing Trend in Total Per Capita Demand discussion blockSEH provides recommendations 3.B.11Objective 5: Reduce Peak Day Demand so that the Ratio of Average Maximum day to Completed by SEH the Average Day is less than 2.6 3.B.12Current Water RatesCompleted by SEH 3.B.13Table 27. Rate structures for each customer category and discussion block pg 37-38Completed by SEH 3.B.14Table 28. Additional Strategies to Reduce Water Use & Support Wellhead ProtectionCompleted by the City 3.B.15Objective 8: Tracking Success discussion blockSEH provides recommendations 3.CRegulation 3.C.1Table 29. Regulations for short-term reductions in demand and long-term improvements Completed by the City in water efficiencies 3.DRetrofitting Programs 3.D.1Table 30. Retrofitting programs & discussion block pg 40Completed by the City 3.EEducation and Information Programs 3.E.1Table 31. Current and Proposed Education ProgramsCity provide current/SEH provide proposed 3.E.2Future education and information actives discussion block pg 42SEH provides recommendations Task 4 - Appendices to Be Submitted by the Water Supplier 4.AAppendix 1: Well records and maintenance summariesCompleted by SEH 4.BAppendix 2: Water level monitoring planCompleted by the City & SEH 4.CAppendix 3: Water level graphs for each water supply wellCompleted by SEH 4.DAppendix 4: Capital Improvement PlanCompleted by the City 4.EAppendix 5: Emergency Telephone ListCompleted by the City 4.FAppendix 6: Cooperative Agreements for Emergency Service Completed by the City & SEH (assmumes no formal agreement for interconnection) 21 4.GAppendix 7: Municipal Critical Water Deficiency OrdinanceCompleted by the City & SEH 4.HAppendix 8: Graph showing annual per capita water demand for each customer category Completed by SEH during the last ten-years 4.IAppendix 9: Water Rate StructureCompleted by SEH 4.JAppendix 10: Adopted or proposed regulations to reduce demand or improve water Completed by the City & SEH 4.KAppendix 11: Implementation ChecklistCompleted by SEH 4.LAppendix 12: Sources for Table 10Completed by SEH Task 5 - Data Requests - Meetings - Misc. 5.ARequest for Information - LetterSEH 5.BKick-Off - Conference Call SEH 5.CConference Call - 90% review prior to completion/incorporate modifications from CitySEH 39.5 5.DRespond to DNR review commentsSEH 5.EAdministrationSEH 5.FQA QCSEH 5.GReimbursale ExpensesSEH