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4.b) Matrix Soils & Systems, Inc.-Uptown Sewer System Proposal � ' RECEiVED F�-�� % `� d��'1 ' CITY OF SCA NDIA � PROPOSAL � UPTOWN WASTEWATER SYSTEM i � MASTER PLAN 1 � � � ;. CITY OF 1 � � � 1 1 , SUBMITTED TO: MS. ANNE HURLBURT, CITY ADMINISTRATOR ' 14727- 209TH STREET NORTH SCANDIA, MINNESOTA 55073 ' February 25th,2011 � � �A�I s��� � Thatcher � � ' � J]�/jA7�� _ _ ;so�cs�z sy.�,� ; ' February 25,2011 ' I�fs. Anne Hurlburt,City Administrator City of Scandia 1=�727-209�Street North Scandia, MN 55073 , Re: Uptown Wastewater System Master Plan Dear Ms. Hurlburt: ' Thank you for the opportunity to submit this proposal for professional services. The attached agreement presents scope of services,schedule,and fee to complete a master plan for the uptown wastewater system. To perform effectively the services described, MATRIX Soils&Systems,Inc., (prime consultant) ' is teaming with Thatcher Engineering,Inc., (suUconsultant). The two professionals who would complete the services are experts: Robert W. Whitmyer of MATRIX � Soils&Systems with 27 years of experience with alternative,soil-based wastewater treatment and dispersal systems, and Steven W.Thatcher of Thatcher Engineering with 35 years of experience with municipal wastewater facilities,including soil-Uased systems,and sewer systems. Resumes of these professionals are to end of the agreement. , The following two broad areas outline our approach to meeting the needs expressed in the request for proposal: ' • System Operational Status Evaluation-through which we would identify,document,and synthesize various aspects of the wastewater system including(past,present,and future)user characterisrics,and existing system component sizing and operation status,i.e. inflow and , infiltration potential(note regular monitoring over a short period of certain system components by the city building official may allow a more accurate estimate of inElow and infiltration), treatment and dispersal capability,etc. ' • System Nlanagement RecommendaHons-which would be derived from existing system observations and consideration of maintenance,modification,and/or replacement strategies to best utilize existing infrastructure and minimize associated costs yet assure long-term service. ' Fee for completion of the project as presented in the agreement is a time-and-materials not-to-exceed amount of$17,200. This fee includes cost for a soil test pit excavator and operator,but does not include regulatory review or permit fees(of which there should be none). Should our proposal be the one selected, please fax or e-mail a signed and initialed copy of the agreement and terms and conditions, , respectively, to the appropriate below indicated address. Thank you! MATRIX Soils&Systems and Thatcher Engineering look forward to being of service. ' Sincerely, � MATRIX,.�oils&Systems,Inc. ' i �..- ��_ R�abert . Whi�myer,CPSS,PSS,Advanced Designer/Inspector,Service Provider ' Presi ent �' Attachments ' AHIt01 MATRIX Soils&Systems,Inc. 3990 Fairview Road,Duluth,MN 55803-2708 ' (218)390-2869,FAX(888)771-5135 e-mail: nvwhitmyer.matrixss@charter.net ' , PROFESSIONAL SERVICES AGREEMENT UPTOWN WASTEWATER SYSTEM MASTER PLAN ' SCANDIA, MINNESOTA ' PROJECT DESCRIPTION � In need of facility plaruling for long-term operation, the Uptown Wastewater System is a septic tank-subsurface wastewater infiltration system, which treats and disperses sewage discharges ' from several commercial buildings within central portion of the City of Scandia, Minnesota. The system consists of several septic tanks that receive sewage via gravity from the buildings, a duplex dosing station that discharges effluent under pressure to two stilling tanks connected in , series, and a soil absorption system of trenches with central drop boxes also connected in series for gravity distribution to the trenches. When installed in late 1995, seven buildings, which housed businesses including a cafe and veterinary clinic,were connected to the system sized for , a design flow of 2,460 gallons per day (gpd). Connection of the town hall in 1999 and plans for connection of a museum building prompted system expansion to accommodate a design flow of 4,060 gpd. In 2003 additional land for wastewater treatment and dispersal was purchased. In ' 2010, a small office building was connected to the existing system. Since start-up, overall annual average water use within buildings connected to the system has been approximately 1,850 gpd with annual average peaks of approximately 2,550 gpd in 1998 and 2007. Actual ' wastewater flow to the system has not been monitored. Other information regarding system operation is limited. Septic tank contents are removed every three months due to grease build- up making longer periods between maintenance unworkable. Recent laboratory analysis of , septic tank effluent strength showed it to be twice that of residential. Trench utilization (ponding) has been observed to range from 80 percent to 100 percent. Catalyzed by addition of the office building in 2010 and concern for continued long-term operation of the system, the ' City of Scandia (CLIENT) desires creation of a master plan, including evaluation of existing system operational status and recommendations for successful system management. ' SCOPE OF SERVICES ' Project Objective Objective of the project is to prepare a master plan for providing long-term treatment and dispersal of wastewater from existing and potential connections. � Tasks ' To achieve the project objective, the following tasks will be completed. Task 1 Resource Review � Review available relevant resource information including but not limited to previous available site evaluation and design reports and/or drawings, CLIENT and permiriing agency records and available mapping, soil surveys, and quadrangle maps. � ' Project Agreement Page 1 of 6 ' Professional Services Agreement , Uptown Wastewater System Master Plan Task 2 Facility Flow Characterization ' Project quantity and quality of wastewater flows. Flow volumes and strength will be determined from present and potential user characteristics; code requirements and/or collected ' water use data; and CLIENT/user-described water use, planned use, or historical uses of similar facilities. Wastewater strength will be projected from results of previously laboratory analyzed samples of septic tank effluent. Project potential impacts from inflow and infiltration. � Task 3 Existing Wastewater System Inspection Observe condition of existing wastewater system through CLIENT-provided and permitting ' agency information, and review of system construction and operational status. System review will include documentation of selected system component locations - via a global positioning system (GPS) unit - and sizes, and potential sources of inflow and infiltration; and current operating status through observation of subsurface infiltration system ponding via observation ' pipes and/or probing, and direct observation of infiltrative surfaces. Task 4 Site Evaluation ' Observe and record soil conditions and site characteristics in vicinity of the wastewater system, and within potential replacement/expansion site. Soil profiles within backhoe excavated test pits will be described using U.S. Department of Agriculture nomenclature by a professional soil , scientist licensed in the State of Minnesota and knowledgeable of onsite wastewater systems. Up to 14 test pits and additional hand auger borings will be completed and described as necessary. Relevant site characteristics including slope, vegetation, surface and ground waters, ' existing property improvements, and proximal neighboring structures will be noted. Test pit locations and any other relevant site features will be located using a GPS unit. A site plan showing located features will be prepared. ' Task 5 Wastewater System Appraisal and Site Capability Determination Appraise operating status of existing wastewater system. Assess capability of inspected system , and site to treat and disperse generated wastewater through determination of acceptable effluent loading rates. Task 6 System Management Concept Development , Develop system management concept through consideration of feasible treatment and dispersal alternatives, observed soil conditions and site characteristics, CLIENT/user needs, and ' regulatory requirements. Alternatives to be considered will include wastewater source control; maintenance activities; existing system modifications, expansion, or replacement with another soil-based system; and effects of recent and likely regulatory requirements on such. Task 7 Project Recommended System Management Concept Costs ' Project monetary costs for recommended system management alternative. Costs will be generated from rule-of-thumb installation and operation cost figures, and limited contractor , and equipment supplier contacts. Develop implementation and appropriate user fee schedules for recommended management concept. Task 8 Prepare Master Plan Report ' Document evaluation results, conclusions, site capability projection(s), recommended management concept, and projected costs in a report to CLIENT. � � Project Agreement Page 2 of 6 ' ' � Professional Services Agreement Uptown Wastewater System Master Plan ' Task 9 Meeting Attendance Attend public meeting with CLIENT. Present project results, conclusions, and , recommendations, and answer questions forwarded by CLIENT and other attendees. RESPONSIBILITIES OF CLIENT AND OTHERS , Signer of this agreement will serve as contact for project information, direction, and decisions. For others to serve in this capacity will require their designation in writing as a project ' representative. CLIENT shall: ' • Provide all pertinent project information to include but not limited to description of building(s) to be served by project facilities (size and water use fixtures), site plan showing property boundaries and improvements, i.e. existing and/or proposed ' buildings, water supply well(s), and onsite wastewater system(s); any changes in planned use of buildings or property; and any regulatory recommendations. ' • Arrange for access to site(s) as required. • Locate public and private underground utilities. • Obtain any necessary regulatory approvals and/or pay required review/permit fees. ' It is hereby agreed that MATRIX Soils &Systems Inc. is not responsible for work completed by others on the project or any other work not specifically indicated in this agreement. ' ADDITIONAL SERVICES ' Any changes in the project or additional work requested by CLIENT in oral or written form sha�l commit CLIENT to payment for additional services. ' TIME SCHEDULE � The above scope of services as described will be completed by June 215t,2011. ' FEE These services will be performed on time and materials basis accorduzg to the attached fee schedule detail with a not-to-exceed amount of$17,200. � AGREEMENT TERMS AND CONDITIONS ' Attached are Agreement Terms and Conditions that will apply to these services and are incorporated into this agreement by reference. � ' Project Agreeinent Page 3 of 6 ' Professional Services Agreement � Uptown Wastewater System Master Plan ACCEPTANCE ' Signature on this agreement and initials on the Agreement Terms and Conditions indicate your acceptance of them and will serve as authorization to proceed. ' Proposed by Consultant: Accepted by Client: ' MATRIX Soi1s-�Systems, Inc. City of Scandia � v ,�''_ /� � Signature ' Robert W�V,�lhitmyer President � � �� Client , �"���'��� Date � Attachments: Fee Schedule Detail ' Agreement Terms and Conditions ' ' ' , ' � ' � , , Project Agreement Page 4 of 6 ' , ' ' FEE SCHEDULE DETAIL• 1 , Robert W.Whitmyer, PSSt Steven W. Thatcher,PE$ TASK HOURS EXPENSES HOURS EXPENSES , 1. Resource Review 4.0 - , 2. Flow Characterization 8.0 16.0 3. Systern Inspection 12.5 320 mi. @ $0.51/mi. 4.0 60 mi. @$0.51/mi. Lodging @$120 ' 2 dys food @$40/dy 4. Site Evaluation 12.5 10 hr. excavator @ ' $172.50/hr. - 5. System Capability 6.0 ' 6. Management Concept 12.0 12.0 7. Concept Costs 8.0 8.0 ' 8. Master Plan Report 16.0 12.0 9. Meeting 7.0 290 mi. @ $0.51/mi. 4.0 60 mi. @$0.51/mi. ' TOTAL 86.0 $2236.10 56.0 $61.20 ' " Hour figures are estimates. t Labor @$95/hr. Labor @$120/hr. � ' , ' ' ' Project Agreement Page 5 of 6 ' li�A��.� I ;SoiCs cZSystents r i AGREEMENT TERMS AND CONDITIONS I Perforntance of Services: MATRIX Soils&Systems,Inc., (Consultant)shall perform the services ' outlined in the professional services agreement(Agreement),"UPTOWN WASTEWATER SYSTEM MASTER PLAN,SCANDIA,MINNESOTA", presented to the City of Scandia(Client),for the stated fee and payment terms. ' Billing and Payment: Client shall pay Consultant project labor and expenses,which will be invoiced monthly and are due within 30 days of receipt. All balances unpaid for greater than 30 days shall accrue ' interest at a rate of 1?/z percent per month. Access to Site: Client shall furnish right-of-entry to the project site for Consultant, and if the site is not owned by Client, warrants that permission has been granted to complete the project as descriUed in the ' Agreement. Consultant will take reasonable precautions to minimize damage to the site from use of equipment, but has not included costs for restoration of any damage that may result and shall not be responsible for such costs. Location of Utilities: Client shall use reasonable means to identify the location of buried utilities in ' any area of subsurface exploration or construction. Consultant shall take reasonable precautions to avoid any damage to the utilities noted. , Indemnification: Client agrees to hold Consultant harmless and to defend and indemnify Consultant from and against any and all claims, demands, losses, or costs (including but not limited to reasonable attorney's fees) arising out of any claims related to Consultant's services. ' Limitation of Liability: Client agrees, to the fullest extent permitted by law, to limit total liability, of Consultant to Client, from all claims, losses, costs, and/or damages of any nature whatsoever to the total fee paid by Client. , Standard of Practice: Consultant shall perform services in a manner consistent with the level of care and skill ordinarily exercised by members of the profession currently practicing in the same locale under , similar conditions. No other representation, expressed or implied, and no warranty or guarantee is included with the Agreement. Ownership of Documents: All documents produced by Consultant under the Agreement are ' instruments of Consultant's professional service and shall remain the property of Consultant. Documents submitted to or on behalf of Client may be used by Client for the project and purpose(s) intended only. Use of documents or portions thereof by Client or others for any other project or purpose without the prior written consent of Consultant is prohibited. , Termination of Services: Through notification in writing, the Agreement may be terminated at any time by either party should the other party fail to perform its obligations as described in the Agreement. , In the event of termination, Client shall pay Consultant for all services rendered and all reimbursable expenses incurred prior to the date of termination, and for reasonable expenses incurred as the result of termination. Severability: Provisions of the Agreement are severable, and if any clause or provision shall be held ' invalid or unenforceable in whole or in part in any jurisdiction, then such invalidity or unenforceability shall affect only such clause or provision, or part thereof, and shall not in any manner affect any other clause or provision in the Agreement. ' The above terms and conditions are -�€ eby accepted and made a part of Consultant's professional services agreement. • �-� � Consultant Client ' �' Project Agreement Page 6 of 6 , ' ' Robert W. Whitmyer, CPSS, PSS, Advanced Designer/Inspector, Service Provider Soil Scientist ' Ex ertise P ' Site and Soil Investigations Innovative and Alternative Wastewater Treatment Facilities ' 0 Site Evaluations 0 Feasibility Assessments and Operation Appraisals 0 Design ' 0 Preparation of Operation and Maintenance Manuals 0 Construction Observation 0 Operation and Maintenance ' Ex erience P ' Mr. Whitmyer is a soil scientist and president of MATRIX Soils &Systems, Inc., formed in 1999. He is also a service provider and secretary of Septic Maintenance Experts, LLC,formed in 2006. His experience and current responsibilities include ' business and project management; soil investigations and dispute resolution assistance;feasibility and water use studies; and site evaluation, design,construction and operation plan development,construction observation,and operation and ' maintenance of residential and commercial alternative wastewater treatment and dispersal systems. His clients include residential and commercial property owners, onsite wastewater system installers, engineering firms, and public organizations. , Relevant representative projects include: Camp Warren,Eveleth,MN,Minneapolis YMCA 2008-11 ' Compliance appraisal,feasibility evaluation,and zaastewater system design for cabins,caretaker's dwelling and program building incorporating existing facilities on site with difficult(shallow unsaturated depth)soils. Silver Cliff Beach Homes,Two Harbors,MN,Silver Cliff Properties 2004-05 Feasibility evaluation and wastewater system design for 13 vacation homes in sensitive area adjacent to Lake ' Superior using septic tank effluent collection,peat filtration,and two modified mound dispersal systems with unique method for effluent transfer between systems. Coffee Cabin,Duluth,MN,Quality Drywall 2003 ' Feasibility evaluation and zaastewater system design for building with cafe and offices using aerobic treatment and modified at-grade dispersal on site with difficult(disturbed)soils. Crow Creek Homes,Two Harbors, MN,Odyssey Development 2002-05 Feasibilify evaluation and wastewater sysfem design for 14 vacation homes using centralized septic tanks and ' sand filtration via drip dispersal in sensitive area adjacenf to Lake Superior. Shingobee Island Cluster System, Walker,MN,Cass County 2002 Operational status appraisal,of wastewater system with multiple residential and commercial connections,for ' assistance with resolution of facility use dispute. Other relevant experience includes. ' Soil Scientist,Ayres Associates, Madison,WI, and Duluth, MN 1990-99 Code Enforcement/Wastewater Operator,Washington Co., MN 1985-90 Soil Scientist, Hakanson Anderson Associates, Anoka, MN 1984, 1985 Soil Physics Research Assistant, University of Minnesota,St. Paul 1980-83 ' JYLA�'I � ' s�c asyn� ' Robert W. Whitmyer,CPSS (Continued) ' Credentials Registered Advanced Designer/Inspector, 2010 , Registered Service Provider, Minnesota,2009 , Certified Maintainer, Wisconsin,2009 Licensed Professional Soil Scientist,Wisconsin, 1999 Licensed Designer of Engineering Systems,Wisconsin, 1999 Licensed Professional Soil Scientist,Minnesota, 1998 ' Certified Soil Tester Morphological Evaluator, Wisconsin,1991 Registered in Who's Who in Engineering and Science, 1991 Certified Professional Soil Scientist, American Registry of Certified Professionals in , Agronomy, Crops and Soils,1989 Certified Individual Sewage Treatment System Site Evaluator, Designer,and Inspector,Minnesota, 1986 Master of Science,Soil Science, University of Minnesota,St. Pau1,1984 , Bachelor of Science cum laude, Natural Resources,Geology and Art Minors,Ball State University, Muncie, Indiana,1980 ' Professional Memberships and Activities Soil Science Society of America, Member ' Minnesota Association of Professional Soil Scientists, Member Wisconsin Society of Professional Soil Scientists,Member , Minnesota Pollution Control Agency SSTS Technical Advisory Panel,Chairman St. Louis County Onsite Sewage Treatment Technical Advisory Committee, Member References ' Available upon request. , Addresses ' MATRIX Soils&Systems, Inc. 3990 Fairview Road ' Duluth, Minnesota 55803-2708 (218)390-2869, (888)771-5135 fax e-mail: rwwhitmyer.matrixss@charter.net , Septic Maintenance Experts, LLC 4915 East Superior Street,Suite 100 , Duluth, MN 55804-2455 (218)525-2803, (218)525-6472 fax , ' J 1'LA��o;ct�z,y� ' ' � Thatcher Engineering,Inc. 3055 Old Highway 8,Suice 103 �I ' Minneapolis,MN 55418 p G 12 781 2188 f G 12 781 2241 www.thatcher-eng.com � Steven W. Thatcher, P.E. . . . __.a... . ' +�' Position: President ,,,�,>,.�i - .: , Civil Engineering Experience Summary: � `"" Over the past 35 plus years Steve has worked as Lead Civil Engineer and Engineer �' of Record for numerous wastewater system master plan projects. His experience ' includes providing these services both as a consulting City Engineer to many cities throughout Minnesota and Wisconsin and as the Director of Public Works and City Engineer for the City of Mounds View, Minnesota (population 11,000). Steve's ' experience includes: • 35 years experience in the preparation of: ' o Wastewater system master plans. o Financial analysis and projections for wastewater systems. o Studies and audits to determine compliance with federal, state and local regulations for , wastewater systems. • 13 wastewater treatment facilities. ' • 80 miles of sanitary sewer with numerous lift-stations. • 60 miles of streets and storm sewer. , • 19 drinking water wells. • 9 drinking water treatment facilities. ' • 8 water towers. ' • 2 above ground drinking water storage tanks. • 20 new buildings (including 2 combined city hall and fire department buildings, 1 city hall, 1 fire department, 1 public works facility, 6 drinking water well houses, and 9 drinking water treatment ' facilities). • Numerous recreational facilities,park shelters,park trails and fencing, shower house/restroom,and ' outdoor lighting. • Providing: (1) preliminary site evaluations and feasibility analysis, (2) preparation of preliminary documents, working drawings, specifications and construction cost estimates, (3)evaluation of site ' drainage, design of storm water management structures, and(4)value engineering. • Forensic engineering and evaluations of water quality problems to confidently identify the root ' cause(s) of the problem and best value solutions.This work also included analyzing deteriorated or damaged pipe to determine extent of deterioration or damage, prepare design to rehabilitate or replace it and oversee the implementation of the solution. ' � ETlgineering and Environmerltal Solutions THATCHER ENGINEERING INC. ' Thatcher Resume 2/25/2011 ' • Ex ert civil en ineerin testimon for attorne s rovidin inde endent civil en ineerin reviews , P g g Y Y P g P g g of reports, designs, buildings, construction sites, plans and specifications. Assisting in providing ' professional opinions used by attorneys to develop or support arguments and assisting in mediation. Qualifications for Civil En�ineering,Proiect Management and Qualitv Assurance: ' Mr. Thatcher is known for applying a practical solution ariented approach to civil engineering challenges and achieving quality results. His primary focus has always been to provide cost effective, viable and ' constructible solutions for his clients' difficult civil engineering challenges. Steve works well with architects, owners, and contractors to achieve successfully built projects. Steve has also been responsible for training and mentoring engineering and field staff, and provided value engineering, quality control, construction administration and supervision and commissioning services. ' Professional En�ineer Licenses: Minnesota,Wisconsin Education: Bachelor of Science Civil Engineering, Lehigh University, 1976 ' Master of Business Administration,University if St.Thomas, 1981 ' ' ' , ' , ' ' , ' Engineering and Environmental Solutions � ' I ' ' ' ' , � , , ' ' i 1 1 1 1 1 1 1