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9.j) Issuance of Request for Proposals, Uptown Sewer System Master Plan . • Meeting Date: 01/18/2011 Agenda Item: .� �� � City Council Agenda Report City of Scandia 14727 209`h St. North Scandia, MN 55073 (651) 433-2274 Action Requested: Approve the issuance of a Request for Proposals (RFP) from professional engineering firms to prepare a Master Plan for the City's "Uptown" wastewater treatment system. Deadline/ Timeline: The proposed timeline for issuing the RFP and evaluating responses and completing the project is: Issue RFP January 20,2011 (Thursday) Response Deadline February 25,2011 (Noon,Friday) Selection of Finalists March 1,2011 (Tuesday) Respondent Presentations March 8, 2011 (Tuesday) Contract Award March 15, 20l 1 (Tuesday) Completion(Present to Council) June 21, 2011 (Tuesday) Background: • The 2011 budget includes $15,000 for preparation of a Master Plan for the "Uptown" sewer system. The cost will be paid 25% by the City and the remainder allocated to users of the system. • More background on the need for the study and on the sewer system is included in the draft RFP, attached. • Depending upon how many responses are received, and whether the Council wishes to interview consultants before making a selection, it may be necessary to select a"short list." That has been built into the proposed process, and could be done by staff or a Council committee. Recommendation: Staff recommends that the Council approve issuance of the RFP. The Council may first wish to discuss the schedule and whether or not you wish to interview the respondents as part of the evaluation process, or would prefer to delegate parts of this to a committee or to staff. Attachments/ • Draft RFP Materials provided: Contact(s): Prepared by: Anne Hurlburt, Administrator (Uptown Sewer RFP) Page 1 of 1 O1/13/11 �\ �'� `� i ' �:_.( ` � � ' 1 � _,�► \ �__a.,�, �'�, . `� l -� r � �'��� 1'`� � ��� t. , �� �., S►�JE��l�T��A Request for Proposals (RFP) for Uptown Wastewater System Master Plan A. SUMMARY The City of Scandia is seeking proposals from professional consulting engineering firms to prepare a Master Plan for the City's"Uptown"wastewater treatment system. The purpose of the Wastewater Master Plan will be to evaluate the cunent system and to recommend a course of action to maintain the current system's condition,capacity, and performance,while planning for the future repair,replacement and possible expansion of the system. B. PROJECT BACKGROUND The majority of homes and businesses in the City of Scandia are served by individual on-site septic systems. However, the City owns and operates a centralized wastewater system that serves a key area of the Village Center which is known as the"Uptown" sewer system. The"Uptown"sewer system was built in 1995/1996, it initially served the following buildings in the village area of Scandia: Elim Church and the adjacent home(former parsonage);the building containing the Store and Deli, Cafe and veterinary office; R& B Auto,the Schmitt"mall"and the building containing the yoga studio. Gammelgarden Museum was connected in 2003. The Community Center and warming house were connected to the system at about the same time, although the Community Center still has an operational on-site drainfield that is occasionally used to meet its sewage disposal needs. In 2010, a new connection was made for the Edward Jones office building. The capacity of the system is approximately 2,000 gallons per day,with a total design flow of about 4,060 gallons per day. The system consists of a series of septic tanks from which effluent is pumped to a community in-ground drain field. A schematic of the system components is attached. No detailed plans or as-built drawings are available. The construction cost of the system was paid almost entirely by the initial users($60,200), with the Township(now City) furnishing the land for the community drainfield($25,000.) Ordinance No. 55, adopted in 1996,provided a system for billing users for the cost of operations and maintenance. Users are billed annually for the city's out-of-pocket costs for operations and maintenance costs allocated based on water meter readings. (Actual practice differs from the ordinance,which is in need of update.)Expenses and revenues are accounted for within the City's general fund(not an "enterprise"fund, as is the city's other community drainfield system that serves homes around Big Marine Lake.) There are no reserve funds designated for the Uptown sewer system. In 2003, additional land was purchased($180,000) for future replacement of the drainfield, and additional costs have been incurred to clear the property. None of those costs were passed on to the users. 1 In 2009/2010, while the city was considering the request to connect the Edward Jones building(a very small office use), a staff evaluation found that the system is probably close to or at its maximum capacity. Maintenance records are poor or non-existent. Pump alarms were occurring on a regular basis. Land has been acquired,but there has been no planning for the physical or financial impacts of replacing the drainfield or other system components. Other possible new connections have been suggested. After a meeting with system users held in July of 2010, the Council included preparation of a Master Plan in the 2011 budget to evaluate the current status and to prepare for the future replacement(and possible expansion) of the system. C. PROJECT SCOPE The Master Plan shall: Assess the current condition,performance, and capacity of the system, including: • Identify current users of the system,their wastewater characteristics, impact on the system, and potential for expansion or upgrade among current users • Estimate the impact of inflow and infiltration(UI) on the system • Make recommendations for operation and maintenance to improve and preserve the system's condition and to extend the life of the current system • Review the wastewater budget and make recommendations regarding the development of a wastewater enterprise fund and appropriate user rates Forecast future costs of maintenance and repairs to properly manage the system, including: • Make recommendations for controlling or prohibiting undesirable discharges to the system and recommend implementation strategies including ordinance language • Prepare a description,cost estimate, and time table for future replacement of the system, including evaluation of the City-owned drainfield expansion site • Estimate the potential for growth and new service connections, including evaluating the feasibility of expanding system capacity • Assess the impact of likely regulatory changes on the system,with cost impacts. The scope of the project does not include developing detailed project plans or the design or construction of any improvement projects. The Master Plan is intended to identify immediate system needs as well as to serve as a guide for future decision-making and improvements. D. ADDITIONAL INFORMATION AVAILABLE FOR REVIEW Respondents are encouraged to review additional information about Scandia's"Uptown" sewer system that has been posted on the city's website. Materials available include staff reports providing additional detail on the history of the system, issues that have been identified and other data that has been presented to the Council and system users. The selected consultant will also be provided with all available system records,principally monthly water meter reading data that has been used to generate billings for user charges. E. INSTRUCTIONS TO RESPONDENTS (1) Schedule. The City's intended schedule for consultant selection and project completion is set forth below; however,the City reserves the right to modify this schedule by issuing an addendum to this RFP. 2 . . RFP Document Available on City website January 20, 2011 (Thursday) RFP Response Deadline—Due at Noon February 25,2011 (Friday) Evaluation& Selection of Short-listed Finalists (if required) March 1, 2011 (Tuesday) Respondent Presentations(if required) March 8, 2011 (Tuesday) Anticipated Contract Award(City Council Meeting) March 15, 2011 (Tuesday) Desired Completion Date(Presentation to City Council) June 21,20ll (Tuesday) (2) Contact for Questions/Submission Address: Please address all inquiries and submit proposals to: Anne Hurlburt, City Administrator Mailing Address: 14727 209`h St.N. Scandia,MN 55073 Phone: (651)433-2274 Fax: (651)433-5112 E-mail: a.hurlburt@ ci.scandia.mn.us (3) Proposal Submission: (A) Number and Description of Original/Copies: Mail or deliver one(1)original,twelve (12)copies, and one electronic copy(PDF format) of proposal sets to the City. All documents should be 8-1/2"x 11". Do not bind the original. The copies should be bound in a manner that facilitates easy handling and reading by the evaluators. The original and the copies must be exactly the same. (B) Late Submission: Proposals received by the City after the response deadline will not be considered. The respondent assumes the risk of the method of dispatch chosen. Proposals will not be accepted via transmittal by telephone, facsimile or electronic communication equipment. The City assumes no responsibility for delays caused by the U.S. Postal Services,package delivery systems,mail delivery systems or weather. Postmarking by the due date shall not substitute for actual proposal receipt. (C) Consultant's Offer--Si�nature and Certification Form: The proposal shall include a cover letter signed by an authorized representative of the consultant. Include the signed document with the original proposal and a copy of it with each copy of the proposal. (4) Release of Claims,Liability and Preparation Expenses. Under no circumstances shall the City be responsible for any proposal preparation expenses, submission costs,or any other expenses, costs or damages, of whatever nature incurred as a result of the respondent's response to this RFP. Respondent understands and agrees that it submits its proposal at its own risk and expense and releases the City from any claim for damages or other liability arising out of the RFP and award process. (5) Duration of Respondent's Offer. The proposal constitutes an offer by the respondent that shall remain open and irrevocable for a period of 6 months from the proposal due date. (6) Errors or Modificallons. The City shall not be liable for any enors in the respondent's proposal. Except during negotiations initiated by the City, no modifications to the proposal shall be accepted from the respondent after the Submittal Date. Respondents are liable for all errors or omissions contained in their proposals. 3 (7) Reponses Subject to Public Disclosure. The City considers all information, documentation, and other materials submitted in response to this solicitation to be of a non-confidential and/or non-proprietary nature and therefore shall be subject to public disclosure under the Minnesota Government Data practices Act(Minnesota Statute Chapter 13)after a contract is awarded. By submitting a proposal, the respondent agrees to release the City from any liability resulting from the City's disclosure of such information. F. SPECIFIC PROPOSAL CONTENTS The proposal shall be limited to not more than 20 pages, not including the cover letter, resumes, examples of work, and graphic materials. The proposal should contain the following items: (1) Cover letter signed by an authorized representative of the respondent. (2) Description of the respondent's approach to the project and work plan based on the Project Scope. The work plan should include a proposed project schedule and any proposed additional or optional tasks. (3) Description of the deliverables to be provided by the consultant. (4) A description of the respondent's background and experience with similar projects. Provide at least three specific examples and references, including documenting the staff that worked on those example experiences. (5) The qualifications of the project manager and all staff proposed to work on the project. Any changes in key personnel assigned to the project will need written permission of the City Administrator. Unless explicitly provided for by the proposal, the selected Consultant shall not subcontract work on this project. The selected consultant shall be responsible for the performance of any subcontractors or sub-consultants, and shall ensure that they abide by all terms and conditions of the contract. (6) Provide a detailed cost estimate including the tasks to be performed with a breakout of the hours for each employee category(e.g.,project manager, senior engineer,technician, etc.)per work task identified, and a list of any direct expenses. List any assumptions made(e.g., number of ineetings, number of drafts, etc.) and include this information with the cost proposal. The total, "not to exceed"cost for the project should be included. Any optional work tasks suggested by the consultant should be indicated as such and should include the information identified above. G. EVALUATION AND SELECTION CRITERIA The City will evaluate all responses received by the deadline. An interview/presentation may be part of the evaluation process. The City will evaluate the submitted RFP's in four areas: project understanding, qualifications/experience of personnel and the team working on the project; proposed work plan; and proposed schedule and cost. The City will select a consultant that best understands the project, has qualified and experienced personnel that have demonstrated expertise and success in completing similar projects in recent years, and can deliver a project that fully addresses the issues in a timely manner. Issuance of this RFP does not compel the City to award this project. The City reserves the right to 4 reject any or all proposals,wholly or in part; and to waive any technicalities, informalities or irregularities in any proposal at its sole option and discretion. The City reserves the right to award a contract in whole or in part,to re-solicit for proposals, or to temporarily or permanently abandon the procurement. Selection of the consultant will be conditioned upon entering into a contract consistent with the terms, conditions, specifications and requirements of this RFP and its attachments,any addenda issued by the City pursuant to this RFP, all representations (including but not limited to,representations as to price, specifications,performance and financial terms)made by the consultant in its proposal and during any presentations at the City, and any mutually agreed upon written modifications to the terms, conditions,specifications, and requirements to this RFP or to the proposal. 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