4.b) Review Proposals, Uptown Sewer System Master Plan . / r ' �
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SC1a�NDIA
Memo - �
To: Mayor and Council Members
From: Anne Hurlburt,City Administrator
Date: March 1,2011
Re: Consultant Proposals for Uptown Wastewater System Master Plan
With this memo I transmit for your review the 9 responses to the City's Request for Proposals(RFP.)
Also attached is a table listing the consultant proposals, and a copy of RFP. Please bring these
materials to the work session on Tuesday,March 8.
If you have questions for any of the consultants,please let me know and I will contact them for any
needed additional information prior to the meeting.
At the March 8 meeting,we will discuss the proposals and deteimine how to proceed. One option
would be to select a reasonable number of consultants for interviews,which could be scheduled prior
to the March 15 meeting or at some other date.
City of Scandia ' _ _
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Consultant Proposals for Uptown Wastewater System Master Plan '
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25-Feb-11 -_ __ ---
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Consultant i Proposed Cost Proposed Schedule �I Hours Similar Projects/Clients 'Notes/Comments
Matrix Soils&Systems/Thatcher--Contact Robert I $17,200 6/21/2011 142 ',Private projects listed in Whitmyer Site evaluation includes up to 14 test pits
Whitmyer,rwwhitmyer.matrixss@charter.net I ;Resume and additional borings.
- __ - ___i--. _ �_ __ _-- __ � - -- � -- - ____- -' -- --- ---
Bolton&Menk,Inc.--Contact Steve Heth, $14,989 j 6/30/11(assuming i 149 ',North Long Lake(Baxter), i Includes a community meeting.
stevehe@bolton-menk.com ; laward 3/15/11) ! I Wilderness Park(Cross Lake),Big
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' �Sandy Resort(McGregor)
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SEH--Contact Mark Lobermeier, $14,954 16/21/11(assuming � 153 Extensive list of projects does not I Identify funding sources/grants listed as
mlobermeier@sehinc.com award 3/15/11) ', ispecifically mention subsurface 'ioptional task.
Itreatment '
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WSB,with S-P Testing,Inc--Contact Jamie Wallerstedt, $14,802 �6/21/11 assumm 133 I May Township Includes soil borings.
jwallerstedt@wsbeng.com 'award 3/15/11) �
-- -- --- --- ._ _ - --( _--- -I— — - - _ � -- --- - -- —
Bollig,Inc.--Contact Brian Bollig,bbollig@bollig- �i $14,800 I6/21/11(assuming 153 City of Seaforth, i Includes meeting with users.
engineering.com � !award 3/15/11)
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Wenck--Contact Peter Miller,pmiller@wenck.com , $14,683 �6/21/11(assuming i 123 -F�t City Township,City of j Includes topo survey and soil borings.
� !award 3/15/11) �McGrath Who is the"Field Engineer"?
- - -- - --__ -_ _- - - -- ;- _ . - _--- --
--+-- -- -g I_ ___ y w-- _- -- - ---- --
Bonestroo--Contact Paul Hornby, il $14,215 I6/21/11(assumin 114 'Minnesota Cit ,Greenleafton/York IScandia City
P , - __—_I_ ..--_ � -_ _ _ -� _---- Y----- I
Y - - -- -- P, -- _ ----- . __ - -
au. orn @ onestroo.com award 3/15/11) Tws Walters
BDM-Contact Brian Miller,brian.miller@bdmce.com $10,000 10 weeks 124 Ci of Oak Grove,Cit of Arco I Includes public meeting. Option for
_ ___ _ T_ . �- . system record survey,$3,000
_ __ ___ .____ ____ _ _ _--
TKDA- Contact Ted Field,ted.field@tkda.com $8,900 5/17/11(assuming ; 53 'Marine on St.Croix Concem about level of effort/time
award 3/15/11) ! allocated to the project.
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SCi��1V�IA
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 current 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.
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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.
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RFP Document Available on City website January 20,2011 (Thursday)
RFP Response Deadline—Due at Noon February 25,2011 (Friday)
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 21,2011 (Tuesday)
(2) Contact for Questions/Submission Address: Please address all inquiries and submit
proposals to:
Anne Hurlburt,City Administrator
Mailing Address: 14727 209"' 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--Signature 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 Modifications. The City shall not be liable for any errors 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.
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(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. T'he 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
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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.
After selection of the consultant, all other respondents will be notified of the outcome of the RFP
process and that the selected proposal is public and available for review at the City, subject to the
City's information management policies and procedures.
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