HomeMy WebLinkAbout08/05/2013 Work Session Mayor
L
UITY OF COLUMBIA HEIGHTS Gary Peterson
Counei cilmembers
Robert A. With'ams
59040 1b Avenue NE,Columbia Heights,MN 55421-3878 (763)706-3600 TDD(763)706-3692 Bruce Vawrocki
Visit our website at:www.ci.coluntbia-heights.mrr.us Tannnera Diehm
Donna Schmitt
City Manager
Walter R.Fchst
ADMINISTRATION
NOTICE OF CITY COUNCIL MEETING
to be held in the
CITY OF COLUMBIA HEIGHTS
as follows:
Meeting of. COLUMBIA HEIGHTS CITY COUNCIL
Date of Meeting: MONDAY, AUGUST 5,2013
Time of Meeting: 7:00 P.M.
Location of Meeting: CONFERENCE ROOM 1
Purpose of Meeting: WORK SESSION
AGENDA
1. Presentation on Feasibility Study for Shared or Cooperative Fire and Emergency
Services
2. Change Order No. 1 for the Commercial Water Meter Replacement Program
3. Commercial Water Meter Program: Status (verbal)
4. City Stormwater Grant Program
The City of Columbia Heights does not discriminate on the basis of disability in the admission or access to,or treatment or
employment in, its services,programs, or activities. Upon request, accommodation will be provided to allow individuals with
disabilities to participate in all City of Columbia Heights'services,programs,and activities. Auxiliary aids for handcapped
persons are available upon request when the request is made at least 96 hours in advance. Please call the City Council Secr(tary at
706-3611,to make arrangements. (TDD/706-3692 for deaf or hearing impaired only)
CITY COUNCIL LETTER
Meeting of: August 5th, 2013
AGENDA SECTION: WORK SESSION ORIGINATING DEPARTMENT: CITY
NO: PUBLIC WORKS/FINANCE MANAGER
ITEM: ACCEPTING BIDS AND AWARDING A BY: K. Hansen, J. Kloiber BY:
CONTRACT FOR THE COMMERCIAL WATER DATE: 7/30/13 DATE:
METER REPLACEMENT PROGRAM
Background:
In February of 1999 the City Council authorized the replacement of all residential water meters with new meters
operating on a radio-read type system. The firm of U.S. Filter was awarded the contract and completed the change out
of over 5,500 meters that year. Sensus meters were installed with a reading system that operates on a radio
communication frequency where each meter has its own battery.
In 2011 all of the batteries for the residential water meter radios were successfully replaced.
Issues:
Commercial Meter Replacements:
The Council approved a contract with Ferguson Waterworks in the amount of$214,237 for the replacement of
commercial water meters at their May 28,2013 regular meeting. Separately,the Council approved the purchase of 350
Sensus MXU's from HD Supply in the amount of$39,276.56. The original contract bidding documents provided for
the meter replacements with the City supplying the MXU's (radios)to run on the existing drive by reading system. The
MXU's are `wired' to the register head of the meter and placed within the property structure. This system reads
register data only, providing water usage from the last meter reading.
At the pre-construction meeting held with Ferguson at the beginning of July, they proposed a value added alternative
to the Sensus MXU's. Ferguson is proposing to utilize a `smart' register and radio a single unit that would be installed
on the meter. This setup would run on Neptune software that would function identical to our Sensus system as we
collect meter data in our drive-by readings.The Ferguson value added proposal included the Neptune software, a
handheld and installation to run on the City system. This will allow the meter reading process to continue as normal
with the Neptune meters providing meter data in a much more comprehensive and customer friendly manner—
including:
1. Leak Detection (Continuous or Intermittent)
2. Reverse Flow
3. No Flow condition
4. Tampering
5. Solid State Meter head
6. 8-digit resolution
The Finance Director conducted an analysis of their proposal and both the Public Works and Finance staff are
recommending accepting the value added alternative proposal from Ferguson.The cost of their proposal is actually
slightly less than the cost of the Sensus MXU's, and provides the ability to collect additional data which may assist the
City and the customer in instances of leaks, no flow and specific dates of occurrence.
Recommended Motion: Move to rescind the purchase order for 350 Sensus MXU's from HD Supply in the amount
of$39,276.56.
Recommended Motion: Move to approve Change Order 1 for the 2013 Commercial Water Meter Replacement
Program,City Project No. 1309,to Ferguson Waterworks of Blaine MN in the amount of$38,500 with funds to be
appropriated from Fund 651-51309-5185; and, furthermore,to authorize the Mayor and City Manager to enter into a
contract for the same.
Attachment: Ferguson Proposal —7/15/13
FERGUSON."
Wat"I. vorks,
July 15, 2013
City of Columbia Heights
590 40th Avenue N.E.
Columbia Heights, MN 55421
Subject: Neptune integrated Radio Meter's
Dear Kevin:
It was good to meet with you and your staff on Wednesday July 10,2013. We are looking forward to
working with you to install the Neptune Water Meter in the City of Columbia Heights.
We introduced an option for you to consider using the Neptune R900i register on the large meter's that
we will plan to replace underthis project. There would be a slight increase in cost but less than the
combination of the Sensus MXU and the Neptune meter with the ProRead register that we submitted in
the proposal.
Our offer to use the R906i in lieu of the Sensus radio offers the City many additional advanced features.
L Leak Detection (Con5nuous or Intermittent)
2. Reverse Flow(Minor or Major)
1 No Flow conditions
4. Tampering
S. Solid State Metrology
6. 8-digit resolution
Our offer to upgrade to the R90 0i can be implemented with the existing reading technology easily and
very little added work and will give the Utility great latitude moving forward if the R900i technology is
round to add customer service features that enhance the City's ability to service their customers.
In order to be most efficient in implementing the two radio technologies we would propose the following.
L Newly installed Commercial Meters would be installed into a new reading route to differentiate
them from the current radio technology.
2. The new route would be extracted separately and sent to the Neptune software installed on
a different PC or the same PC. The Neptune software would bad the route onto a USB drive
for loading onto a laptop that receives the radio transmissions from the R900i if contained
register/radios.
3. The MRX is a 72 channel receiver that can co-exist in the same vehicle as the Sensus VXU.
4. The meter reading process will continue as normal. There is no requirement to view the Neptune
RF data being collected unless you want to have Visual verification that the radio has read. The
Neptune method of transmitting RF is to send a radio transmission every 14 seconds. Your
receiver will hear the transmission multiple times before you leave the range of the radio.
ZFERGUSONO
�Vatemvorks
5. Once the reading process is complete the reading staff will return the USB device and it will
unload to the loading PC and the reads will be processed through the Neptune software and send
the readings back to ACS.
In order to address the cost of the components we would propose to offer the following.
Neptune ARB N_SIGHT AMP,Software N/C
Installation and Training N/C
MRX 72 Channel receiver N/C
CE Handheld Complete N/C
Laptop(supplied by Columbia Heights) NIC
Register Upgrade $ 110.00 ea
This upgrade is less than combination of providing a Sensus MXU to be installed with our ProRead
register and it will return more information and will perform better. The amount of information that
you can retrieve from the register to enhance the customer service ability is very impressive.
This option will all the City of Columbia Heights to replace any non-functional Sensus MXUs with
the Neptune R9001 meters in the future if that is a direction that you want to take. In the interim the
meters will provide much more information to your Finance Department to maybe resolve or respond
to a customer inquisition.
If you have any additional questions concerning the equipment or our solution of integrating the
R900i into you existing RF system please contact us,
Sincerely,
Mr. Kim Foster
Meter Division Manager
Cc Todd Phillips, FWW
Brian Rollins, FWW
CITY COUNCIL LETTER
Meeting of: August 5, 2013
AGENDA SECTION: WORK SESSION ORIGINATING DEPARTMENT: CITY
PUBLIC WORKS MANAGER
ITEM: STORM WATER GRANT PROGRAM BY: K. Hansen; A. Hogg BY:
DATE: 7/31/2013 DATE:
Background
From time to time, staff comes across residential properties in the City of Columbia Heights that receive
significant amounts of storm water runoff from other properties. This is primarily due to how property was
originally developed, and may change over time due to additions, landscaping, gardens, etc. In some
locations, the storm water does not have an outlet to the street.
Where a problem is known, the City will assist by extending storm sewer to the property line—if storm
sewer is available. Residents then have a discharge point for the surface water from their property, but
private property solutions can be expensive. Due to private property access, ongoing maintenance costs, as
well as easement issues, it is not in the City's best interest to install public storm sewers to serve these areas.
Currently, the City does not have a program to aid in resolving this issue.
Analysis
Engineering Department staff is proposing a storm water grant program to provide assistance for localized or
backyard flooding scenarios. The grant would provide partial funding to help private property owners
improve the drainage from their yards to the street/alley. The grant is intended to aid residents when
potential damage to main structures (house and/or garage) is involved. Sheds would not be considered a
main structure. The contributing area would need to be at least '/z acre. This would equate to about 6
average backyards.
As proposed,the grant would fund up to 50% of contractor costs up to $3,000 per improvement area. The
grant would also fund 100% of material costs up to $3,000 if an owner does the labor themselves. The
specific program details are attached.
The grant is not intended for small water quality projects such as rain gardens as the RCWD and MWMO
have programs intended to support these.
Funding for the program would be provided by the City's Stormwater Utility.
Recommended Motion: Consider initiation of a Storm Water Grant Program.
Attachment: Storm Water Grant Program details
COUNCIL ACTION:
Refuse/Recycling
Central Garage
CITY OF COLUMBIA HEIGHTS Sewer/Water
Engineering
Public Works Department Streets
Parks
637 38"'Avenue N.E. Columbia Heights, MN 55421-3806 Office (763) 706-3700 TDD(763) 706-3692 Fax(763) 706-3701
The Columbia Heights Storm Water Grant Program is designed for the permanent improvement
of stormwater drainage issues on single family and duplex owner-occupied residential property.
Important Note: Do not purchase any project materials or let your contractor begin working
until you have signed a grant agreement in our office. All document forms and permits need to
be reviewed and signed before the grant can be awarded
Grants: Up to $15,000 dollars will be available annually, with a maximum grant of$3000 per
applicant/improvement area. For contractor work, the grant will pay 50% of the lowest bid, up to
$3,000. For Do-it yourself projects, the grant will pay 100% for materials, up to $3,000.
Eligible Properties: Single and duplex owner-occupied residential properties with potential for
water damage to structures located at the lowest elevation. Drainage issues must be due to
topographical issues of the property and the surrounding properties, and include a drainage area
of roughly d/2 acre. Additional consideration will be given to BMP features that improve water
quality or reduce runoff volumes, partnerships with multiple home owners, or a property with a
history of drainage issues. The City of Columbia Heights Engineering Department will make all
decisions on the approval of the grants, however, the city holds the option not to fund any grants
during the calendar year. Applications received by April 1 will have first priority, with the
awarding of grants on or about May 15, of the same calendar year. Grants request submitted after
April 1St will be reviewed on a first-come, first-served basis. The City shall have 60 days to
review these applications
Eligible Improvements: Materials and labor performed by contracted work in compliance with
the applicant's plan. Materials for do-it-yourself projects will be eligible, not including the rental
of tools and equipment or in kind labor.
Application Process and Procedures
1) Return the following forms to the City of Columbia Heights
Completed Application with additional information as needed
Project plans
2 project Bids
2) Documents will be reviewed for compliance with the established program guide. If documents are
missing, incomplete, or not approved; the home owner will be notified.
3) Permits must be obtained when required. Failure to comply with this regulation will disqualify
the applicant from receiving program funds. Permitted items require approval by the City
Inspector.
4) Participation Agreement: To be considered a participant of this program, a signed grant
participation form is required before the proposed work may begin.
5) Work Completion: plan improvements must be completed by the end of the calendar year.
6) No maintenance agreement is required to be signed by the grant applicant, but property owners
will maintain the improvements for the entire lifespan of the improvements.
Grant Payment and Disbursement Process
1) The following items must be received before funds can be approved for release.
a. Final Invoice from contractors showing all amount paid.
b. Material Receipts
SERVICE IS OUR BUSINESS wwiy.ci.columhia-hei ZQ 21S.nzn EQUAL OPPORTUNITY EMPLOYER
THE CITY OF COLUMBIA HEIGHTS DOES NOT DISCRIMINATE ON THE BASIS OF DISABILITY IN EMPLOYMENT OR THE PROVISION OF SERVICES
2) Final inspection by public works staff will be performed once the above items have been
submitted.
3) All Permits closed by City Departments, as required
4) Payment to the homeowner will be made only after final inspection and approval of the work by
the Public Works Staff.
5) Checks may take up to 15 business days after the above items are received to process. Payment is
only made for completed and approved projects.
SERVICE IS OUR BUSINESS WWW.Ci.co1umbia-he&1ifs.mn.us EQUAL OPPORTUNITY EMPLOYER
THE CITY OF COLUMBIA HEIGHTS DOES NOT DISCRIMINATE ON THE BASIS OF DISABILITY IN EMPLOYMENT OR THE PROVISION OF SERVICES