HomeMy WebLinkAboutA026 - Council Action Form dated September 9, 2008 li
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ITEM # AA( i®vlol
DATE September 9, 2008
COUNCIL ACTION FORM
SUBJECT: RAW WELL WATER TRANSMISSION PIPELINE — EASEMENTS AND
PRELIMINARY APPROVAL OF PLANS AND SPECIFICATIONS AND
NOTICE TO BIDDERS
BACKGROUND:
In the 2007-2012 Capital Improvements Plan, a raw well water transmission pipeline
was scheduled to be started in FY 2007-08. Currently, a single 24-inch water line
delivers water from 10 wells in the Southeast Well Field and the Hunziker Youth Sports
Complex Well Field. With the expansion of wells in those areas over the last two
decades, that line is no longer able to adequately carry the full capacity of these wells.
This is particularly important during summer months when all available water is needed.
The City's water supply is also vulnerable to disruption with only one line to the water
treatment plant from these wells. Developing redundancy in delivering this water to the
plant is very important since these 10 wells represent 65 percent of the City's current
water supply capacity.
Development of a new planned well field proposed in 2010 will add an estimated six
million gallons per day (mgd) of raw water that needs to be delivered through this line.
This existing line was designed in the early 1980s before the full amount of future well
capacity was known and is now undersized for current full production capabilities. A
new line will actually increase the productivity of the Southeast and Hunziker Youth
Sports Complex Well Fields by approximately one million gallons per day under peak
demand simply by reducing pipeline restrictions.
The 2008-2013 Capital Improvement Plan includes $4,000,000 for engineering,
easements, permits, and construction of this project. The City has has entered into
engineering services agreements with FOX Engineering, Inc. for both Phase I
(preliminary study) and Phase II (final design, bidding, construction, and inspection
services). Plans and specifications are now complete and ready for bidding.
In accordance with state law, Council confirmed its intent to proceed with the project
and acquire the necessary easements on March 25, 2008. Staff proceeded to hire an
appraiser to conduct appraisals on the parcels in which easements were needed. The
appraisals were prepared in compliance with the Uniform Relocation Assistance and
Real Property Acquisition Policies of 1970 as amended, in accordance with Part 24 of
Title 49 of the Code of Federal Regulations. Staff used those appraisals as the basis
for initial offers to the property owners for obtaining easements. Agreements have now
been reached with all affected property owners for a total of seven permanent and
temporary construction easements.
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Easements were obtained for the following:
PROPERTY OWNER PERMANENATCEASEMENT TEMPORARAYCEASEMENT TOTAL COMPENSATION
Walid Hawana 0.83 0.40 $ 5,414.50
Pyle Land, LLC 0.75 0.66 $ 0.00
$29,000 donation
Hickory Park, Inc. 1.19 3.30 $13,275.00
Mildred Lane 1.29 3.28 $17,380.00
Story Construction Co. 0.54 1.04 $11,500.00
Iowa State Ready Mix 0.21 0.48 $ 2,200.00
Concrete
Mark & Elizabeth 0.02 0.05 $ 1,700.50
Estes
Total Compensation for Permanent and Temporary Easements: $ 51,470.00
The compensation amount was adjusted on Hickory Park to reflect the additional
compensation amount for access to the easement and is reflected correctly in the
purchase agreement signed by the property owner.
Two easements that were obtained varied from the appraisal value. Representatives of
the Lange parcel felt that the appraisal did not fairly account for the developable ground
within their parcel that was affected. Staff was ultimately able to negotiate an acceptable
compensation price.
Prior to the March 25 public hearing, one property owner had contacted a number of
council members with concerns about the project. Staff worked with Pyle Land, LLC to
come up with a solution that would satisfy both parties. Staff proposed to make a minor
modification to the alignment if Pyle Land, LLC would donate the easement and expand
the easement to 30 feet wide. This proposal was accepted by the property owner. The
pipe will be deep in this location, and the additional footage will give more room to a
contractor in the event a repair is necessary. The modification to the alignment comes
with an additional estimated cost of $42,000 to the City. The donation of the easement
valued at $29,000 helps offset this cost.
Plans and specifications are completed for this project and ready to be bid. The
proposal form has been specifically structured to allow the City flexibility in balancing
the project cost versus the inconvenience to area residents. There are two options for
the installation of the 30-inch raw water main on East 6th Street; namely, trenching
(open-cut) or boring (directional drilling). Trenching would close the south half of East
6th Street from Crawford Avenue to the east end. Trenching will cause more disruption
for local residents, such as limiting access to their driveways for short periods of time,
yard repair, temporary shutoffs to utilities, and construction site safety for children.
Boring the pipeline is also an option. There will still be a need for a 100 to150-ft. trench
at East 6th and Crawford on the south side of the street to receive the pipeline and tie
into an existing 30-inch raw water line on Crawford Avenue. Boring is less disruptive to
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residents but will be significantly higher in cost. Boring a 30-inch pipeline is very
specialized work and is not always problem-free. For example, obstacles, such as other
utilities and boulders, cannot be seen as is possible with the trenching option. This may
result in ultimately needing to dig additional trenches to make repairs or clear the path
for the pipeline.
Staff is currently requesting that contractors submit two separate bid item prices for
trenching versus boring. When the City Council awards the whole contract, staff will
weigh the inconvenience to citizens versus the cost differential and make a final
recommendation on trenching versus boring East 6th Street. A project newsletter was
sent to property owners on East 6th Street to inform residents on the status of the
project and to contact the Water Plant if they had questions. In addition, staff members
have gone door to door answering any questions residents may have regarding the
project in an extra effort to provide excellent customer service during this phase of the
project.
Project costs to date are as follows:
Engineering $ 249,500
Easements/Permits 70,673
Construction (estimated) 3,122,943
Contingency (-10%) 312,989
Total Estimated Project Cost $ 3,755,475
ALTERNATIVES:
1. (a)Approve payment to seven property owners in the stated amounts listed above for
permanent and temporary easements related to the Raw Well Water Transmission
Pipeline Project; and
(b) Grant preliminary approval of plans and specifications and issue a Notice to
Bidders, setting October 9, 2008 as the bid due date and October 14, 2008 as the
date for public hearing and award.
2. Do not approve payments for easements at this time and direct staff to renegotiate
the compensation amounts. Do not approve plans and specifications at this time.
MANAGER'S RECOMMENDED ACTION:
The Raw Well Water Transmission Pipeline Project is an important component of the
water utility's source water development plan. The pipeline will serve all customers of
the water utility by providing increased reliability and redundancy for the raw water
delivery system and will actually increase the available raw water capacity. Staff has
worked closely with the consultant to prepare a route that balances the important goals
of minimizing the cost to all customers, while minimizing the impacts to individual
property owners.
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Therefore, it is the recommendation of the City Manager that the. City Council adopt
Alternative No. 1 above. This should allow appropriate portions of the project to be
constructed over the winter construction season.
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