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09.d PW September Staff Report Staff Report Date of Meeting: 9/21/2021 To: Mayor, City Council From: Charles Fischer, Director of Public Works Re: Public Works Roads and ROW: Public Works Staff have continued ditch mowing across the City. City street light repair is underway from the damage caused by the County Road 3/Olinda Trail project. If not done by this meeting will be done shortly. Total bill will be sent to The City of Scandia and previously agreed upon proportional reimbursement will be sent by Washington County and Valley Paving. Paving projects on 191st Ave and 220th/Kirk are completed. Public Works staff followed up the paving project with the shouldering and restoration work. Public Works received milling material from the project to use when needed in our roadway maintenance. Public Works staff have been busy removing fallen trees in the ROW’s and those that have fallen across roadways during our storm or high wind events in the last month. Three of these events have each caused complete roadway blockages that staff have responded to. The Southern gravel roads scheduled for final grading and Calcium Chloride application on 9/20/2021. Sewer and Water: Public Works staff Class D operator license renewal payment was not made in 2019 which has caused the City to source a licensed Class D contractor to continue compliancy with the MPCA for the Bliss system. The attached letter to this report is the temporary contract with Bolton and Menk to continue compliancy until a Public Works staff member completes the approved operator retesting process. The retesting process begins September 28th. Public Works has also searched for other contractor sources for this work and found one entity that can administer as an operator as well at competitive pricing to Bolton and Menk. Public works will be accessing this avenue if needed by the end of this month of September. Public Works inspected noise coming from a lift pump on the property of 18919 Layton Ave N. Scandia Electric installed a new low level start float which was causing chattering or buzzing noise coming from the control panel. Parks: Public Works completed the restoration work of the new sidewalk outside of the Warming House. Public Works staff have installed/poured the new footings for the Lilleskogen park sign. Contractors will complete the sign posts and sign installation. Public Works staff installed new signage at the Log House Landing: Walter Mondale sign, No Wake sign and reinstalled other existing signs on new treated lumber posts. Public Works staff install a donation bench from the O’Neill family located at the Warming House. Buildings: Public Works staff completed lamp replacements at the annex, installed new blinds in the Heritage Room and continue room set up for events and meetings. Equipment: The Public Works Tractor Flail Mower continues to be operated at half capacity until new parts arrive for repair. Public Works has not yet reached 100% of roadways mowed this season. Additional areas requiring return requests are difficult at this time. Quotes from vendors have been received for the 2022 scheduled replacement and working to finalize a recommended replacement upon approval of the 2022 budget. N:\Proposals\Scandia\Wastewater Operations\2021-09-02 Scandia Ltr WWTF Operations.docx VIA EMAIL September 2, 2021 Charles Fischer, Public Works Director City of Scandia 14727 209th Street N, Scandia, MN 55073 c.fischer@ci.scandia.mn.us RE: Bliss Wastewater Treatment Facility Operations Assistance Sherburn, Minnesota Dear Mr. Fischer, Based on our discussions, we understand that the City of Scandia requires wastewater operations assistance at your wastewater treatment facility starting in September 2021. Bolton & Menk, Inc. can provide the city with Class D operations of your wastewater treatment facility. This letter serves as our proposal agreement and understanding of our services. Per Minnesota Pollution Control Agency (MPCA) regulations, Bolton & Menk will be required onsite a minimum of one, two (2) hour visit every two (2) weeks. To accomplish this requirement, Bolton & Menk will be using Jordan Yahnke as the primary operator. We have other licensed operators that can assist if needed. Mr. Yahnke has visited the site with you and is familiar with the facility. Following are the duties of the certified operator include the following: ▪ Provide supervision of plant operations in accordance with MPCA guidelines and work with city staff on proper operations. ▪ Perform and provide technical training to the city staff in monitoring, sampling, analyzing, and reporting as required by the Minnesota Pollution Control Agency (MPCA) with respect to the NPDES permit for wastewater treatment. The staff would also be instructed so that proper tests are performed to maintain the daily operation of the wastewater treatment plant. ▪ Oversee city staff on the daily operations of the wastewater treatment facilities. ▪ Provide a liaison between the City of Scandia and the MPCA in matters relating to compliance with water quality and discharge requirements, and other liaison activities, as required. ▪ Certify the monthly wastewater monitoring and operation reports to the MPCA. ▪ Answer and provide wastewater operations assistance via the telephone on an as-needed basis to the city staff during on-call periods. ▪ Maintain worker’s compensation insurance for Bolton & Menk, Inc. employees who are involved in the operation of the wastewater treatment facilities. The city would provide and pay for all of the utilities, supplies, chemicals, testing, maintenance staff and regular operations staff, and other items necessary to operate the wastewater treatment facilities. Charles Fischer, Public Works Director City of Scandia September 2, 2021 Page 2 N:\Proposals\Scandia\Wastewater Operations\2021-09-02 Scandia Ltr WWTF Operations.docx The city will provide staff members to perform the following duties: ▪ Perform operational duties of the wastewater treatment facilities. ▪ Maintenance and repair of wastewater treatment equipment. ▪ Perform all on-call duties for the wastewater treatment facilities. ▪ Receive training on the operations and maintenance of the wastewater treatment facilities. ▪ Perform general maintenance and cleaning of the wastewater treatment buildings and grounds, including mowing the grass and plowing snow. The contract will start in September 2021and continue on a monthly basis until the city hires or obtains a person with a Class D license. The contract will be re-evaluated at the end of December 2021, and the end of each subsequent year. The agreement may be renewable on a yearly basis if agreeable by both parties. The city or Bolton & Menk may terminate the operational assistance arrangement as long as a 30-day notice is provided to either party. The MPCA must be notified 30 days in advance of termination if the contract is terminated prior to the expiration date. Bolton & Menk will invoice the City of Scandia $460/visit for the onsite operations assistance as detailed in this proposal. This amount includes all calls and project management and/or engineering support for the regular operation of the Scandia Wastewater Treatment Facility. Please contact me at seth.peterson@bolton-menk.com or on my mobile at 612-803-5223 if you have any questions. Sincerely, Bolton & Menk, Inc. Seth A. Peterson, P.E. (MN, WI) Principal Engineer cc: Ryan Goodman, P.E., Bolton & Menk, Inc. Jordan Yahnke, Bolton & Menk, Inc.