4.b) Bonestroo-Uptown Sewer System Proposal 2335 Highway 36 W
St.Paul,MN 55113
RE C E I V�D Tel 651-636-4600
Fax 651-636-1311
February 24, 2011 ,� y �j,� www.bonestroo.com
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Anne Hurlburt, Administrator CITY OF SCANDlA �Bonestroo
City of Scandia
14727 209th St. N.
Scandia, MN 55037
Re: Proposal to prepare Master Plan for Uptown Wastewater System
Dear Ms. Hurlburt:
The Uptown Wastewater System Master Plan is an important step in proactively maintaining your
current system and planning for future needs. Thank you for the opportunity to present the
attached proposal to prepare a master plan for the Uptown Wastewater Treatment and Disposal
system for the City of Scandia. Our comprehensive team of licensed designers, engineers, and
specialists has the qualifications and experience to guide you through the entire plan process.
Bonestroo brings experience with community sewer collection systems, onsite sewage treatment
systems, utility rate and charge systems, operation and maintenance, and community involvement
to meet your project requirements. Bonestroo's Minnesota firm SSTS inspector advanced designer
license number is 3032. Individual members of the firm have individual license numbers.
We understand the project schedule as outlined in the RFP and have the necessary resources to
meet that schedule. We agree that preparation of the master plan is an important step for the City
to take prior to making any further decisions regarding the system.
Please contact Paul Hornby at 651-967-4625 if you have any questions or would like to discuss
our proposal in greater detail.
Sincerely,
BONESTROO
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Paul T. Hornby, PE Phil Gravel, PE Clinton D. Jordahl, PG
Principal Principal SSTS Inspector and
Scandia City Engineer Project Manager/Engineer Advanced Designer
(#7298)
Scandia,Minnesota Page 2
Uptown Wastewater System Master Plan Proposal February 24,Z011
PRO7ECT UNDERSTANDING
The City of Scandia is taking a proactive step by preparing a master plan for the City's Uptown
Wastewater System. The master plan will be a guide for the City's current and future system
management.
The Uptown Wastewater System was constructed in the village center in 1995/1996. The initial
users included: Elim Lutheran Church, Parsonage, Mercantile Building (aka Superette, aka Scandia
Cafe/Store/vet office), Messenger Building (aka old Post Office, aka Yoga building), and PN
Products Building (aka R&B Auto). In 2003, the Gammelgarden Museum, City Warming House,
and Community Center were added to the system. In 2010, the Edward Jones building connected
to the system.
The system consists of a collection element and a treatment element. The collection element
includes septic tanks, gravity sewer, pumps, and a 2-inch diameter forcemain. The treatment
element includes an in-ground drainfield on City-owned property. Two additional lines were added
to the drainfield in 1999. The treatment system had an original design flow of 2,460 gallons per
day (gpd) based on permit documents. Additional users in 1999 and 2001 have increased the
permitted design flow to 4,060 gpd based on permit data. Washington County recommends a
sustained flow capacity more on the order of 2,000 gallons per day. The drainfield has been
operating at close to capacity based on annual flow calculations and has likely exceeded design
conditions on occasion.
The City has purchased additional property adjacent to the existing treatment system for possible
future expansion. The City is aware of the possible re-use of nearby buildings and other possible
requests for connection to the Uptown Wastewater System.
The City is interested in reviewing the financing and user charges for the system. In the past, the
system operating costs have been allocated to users based on usage. Costs for items such as
depreciation, maintenance, expansion, labor, etc. have not generally been included in the user
charges.
Recently, the City has been more active in efforts to address current operations and future options
for the system. Bonestroo has reviewed the information the City posted to its website and has a
good understanding of your needs.
SCOPE OF SERVICES
Our proposed scope of work to complete the project is based on the assumptions above. We have
organized our proposed tasks into the three project phases: preliminary system review, evolution
of alternatives, and report preparation.
PHASE 1—PRELIMINARY SYSTEM REVIEW
TASK 1.0: GATHER AVAILABLE INFORMATION AND KICKOFF MEETING
• We will hold a project kick-off meeting with City staff to discuss the project and gather
available information. Information to be obtained includes existing City information on the
system including system sketch, pump information, past flow information (including water
meter reading data and pump operating information), tank pumping and maintenance
records, lift station alarm records, information on previous drainfiled inspections, 2005
study, system budget information, ordinances, agreements and other pertinent
information. The kick-off meeting will also be an opportunity for Bonestroo and the City to
discuss the project and establish clear lines of communication for the study.
Scandia,Minnesota Page 3
Uptown Wastewater System Master Plan Proposal Feb�uary Z4,Z011
TASK 1.1: SYSTEM SITE VISIT
• A site visit will be conducted to physically walk the collection system route and to field
verify the treatment system site conditions. It is anticipated the City Building Official will
be present during this task. We will also invite a representative from the Washington
County Department of Public Health to participate in this task.
• Review current operations and maintenance practices and records management.
TASK 1.2: FLOW ANAlY5I5
• We will review past flow information and available new information to prepare a summary
of existing system flow conditions. The existing flow summary will identify system users
and include information on the general wastewater characteristics. The existing flow
summary will discuss the impact of infiltration and inflow on the existing system.
• Update past flow spreadsheet prepared in December 2009 for City staff memo to include
current data.
TASK 1.3: DRAFT SYSTEM CURRENT CONDITIONS CHAPTER
• Information obtained from Tasks 1.0-1.2 will be used to prepare a draft current conditions
chapter for the master plan. The Current Conditions chapter will include some basic
operation and system recommendations to improve the operation of the existing system
and extend its operational life. The draft chapter will be shared with City staff for review
and comments.
PHASE 2—EVOLUTION OF ALTERNATIVES
TASK 2.0: MEETING WITH ADMINISTRATOR TO DISCUSS CHARGES AND ORDINANCES
• We will meet with the city administrator to review existing ordinance language and
system billing information for the Uptown System.
• At this meeting, we will also discuss how the City bills for other sewer systems in the City
and discuss the ordinances for the other systems.
TASK 2.1: EVALUATE POTENTIAL FOR NEW TREATMENT SYSTEM
• Use available information to evaluate the potential for replacing the existing treatment
system.
• Prepare a description of a potential new treatment system.
• Prepare a cost estimate for a potential new system.
• Develop a process and timetable for proceeding with a new treatment system.
• Solicit comments on the potential new system from Washington County Department of
Public Health.
TASK 2.2: PREPARE DRAFT INFORMATION BUDGET� USER RATE�AND ORDINANCE INFORMATION
• Prepare draft budget information based available existing cost/operations information and
estimates of future costs (including cost estimate from Task 2.1).
• Prepare draft user charge options for review by city.
• Prepare draft ordinance for the system, including undesirable discharges into the system.
• Prepare a draft summary of potential future funding sources.
TASK 2.3: PREPARE DRAFT OPERATION AND MAINTENANCE INFORMATION
• Prepare draft operation and maintenance information including maintenance schedule
recommendations, record keeping recommendations, and operator training possibilities.
Scandia,Minnesota Page 4
Uptown Wastewater System Master Plan Proposa/ February 14,2011
PHASE 3—REPORT PREPARATION
TASK 3.0: REVIEW DRAFT INFORMATION
• We will provide draft copies of report sections prepared as previous tasks for initial City
comments.
TASK 3.1: FUTURE ESTIMATES
• We will estimate potential for growth and new service connections.
• We will provide an assessment of the impact of likely regulatory changes on the existing
system.
• We will also assess the likely regulatory impacts and compliance impacts if the system is
expanded to accommodate additional users.
TASK 3.2: DRAFT MASTER PLAN REPORT
• Based on the information gathered from previous phases, we will draft a master plan
report. The Master Plan will include the following sections:
o Executive Summary
o Current Conditions
o Flows (past, present, and future)
o New Treatment System Options
o Cost Information, Cost Allocation Options, and Funding Sources
o Suggested Ordinance Information
o Summary and Recommendations
TASK 3.3: MEETING TO REVIEW DRAFT MASTER PLAN
• We will meet with the city administrator and building official to review a draft version of
the master plan.
TASK 3.4: PREPARE FINAL MASTER PLAN
• The final master plan document will be prepared.
TASK 3.5: PRESENTATION
• We will assist the city administrator in presenting the final master plan information to the
City Council and the public at a public meeting.
PROJECT SCHEDULE
The Request for Proposals includes an intended project schedule. The scope of services above is
designed to meet the June 21, 2011 desired completion date from the RFP.
PROJECT DELIVERABLES
Bonestroo will provide the following project deliverables:
• 15 printed copies of the final master plan document
• An electronic (PDF) copy of the final master plan document.
SCandia,Minnesota Page 5
Uptown Wastewater System Master Plan Proposal February 24,Z011
COST PROPOSAL
Our estimated costs broken down by phases are as follows:
Phase 1 — Preliminary System Review $ 3,900
Phase 2— Evolution of Alternatives 5,420
Phase 3 — Report Preparation 4,895
Project Total $14,215
A detailed estimate of hours by phase is below. Our proposal is to complete the work on an hourly
basis, not-to-exceed the total project cost listed above. P/ease note; we are proposing to
offer the servicers of City Engineer Pau/Hornby at no charge for this p�oject.
DETAILED ESTIMATE OF HOURS
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° 's c�i � d y �n R �o �o Total
Ma�or Tasks a a uf c� F- n � a a � Hours Total Cost
Labor Rates 120 87.5 87.5 0 60
Phase 1 -PreliminarySystem 20 12 0 4 4 40 �»,690
Analysis
Phase 2-Evolution of 22 20 4 8 4 58 s4,��n
Alternatives
Phase 3-Report Preparation 25 7 4 13 7 56 ,
Di�ect Project Expenses
(printing and mileage)
Total Hours 67 39 8 25 15 114
T�t�s# Q�itar>r ;i7,040 $3,�13 y700 $0 $900 si3,053 Q13,353
ESTIMATED PR0.7ECT COST �13,353
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PROJECT TEAM
Phil Gravel, PE—Project Manager
Phil will serve as the project manager and lead the public involvement efforts. His 25 years of
engineering experience includes completing sewer rate studies and creating charge systems for
several communities. As the appointed city engineer for a number of communities, he also has
experience in assisting communities with ordinance preparation.
Phil has a working knowledge and understanding of the design and operation of subsurface
sewage treatment systems. While previously employed with the Minnesota Pollution Control
Agency, he was an instructor in the onsite sewage treatment training program conducted jointly
with the U of M Extension Office. At Bonestroo, he has completed sewer system evaluation studies
Scandia,Minnesota Page 6
Uptown Wastewater System Master Plan Proposal February 29,1011
for communities with onsite sewage treatment systems and designed several community onsite
systems with greater than 5,000 gallons per day of capacity.
Clint 7ordahl, PG—SSTS Inspector Advanced Designer(Certification #7298)
Clint Jordahl is a certified SSTS Inspector Advanced Designer(#7298). He will be involved
throughout the project and will specifically be responsible for tasks dealing with the treatment
portion of this project. He has personally designed or inspected numerous SSTSs serving small
communities, single family homes, and small businesses in eight counties throughout central
Minnesota. A licensed professional geologist, he has more than 20 years experience observing and
classifying soils. His work as a certified wetland delineator has provided additional soils experience
throughout the State. He is a Minnesota Department of Health (MDH) monitoring well contractor
and an expert in matters related to evaluating and protecting groundwater quality.
Paul Hornby, PE—City Engineer/Client Service Manager
Paul will be responsible for overall project management and communication. As Scandia's ciry
engineer, Paul will provide insight from the City's perspective and will make sure the City's
objectives are being met. Paul will be responsible for communicating with the city administrator
and the City Council. He will also provide review and final quality control for the final report.
REFERENCES
Please contact the references be%w to learn about ClintJordahl's and Phil Gravel's experience
evaluating onsite sewage treatment systems and in evaluating user charge systems.
MINNESOTA CITY, MN
Lori Donehower, Clerk.................................................................................... 507-689-2997
This small southeaste�n Minnesota community of 220 relies on p�ivate wells for drinking water and
individual septic systems fo�wastewate�disposal. Clint Jordahl conducted a pa�ce%by-pa�cel
evaluation to determine the feasibi/ity of upg�ading or�eplacing non-compliant and failed systems
with new individual systems or cluster systems with the intent of providing a viable, economical,
long-term solution fo�the community's wastewater needs.
GREENLEAFTON/YORK TOWNSHIP, MN
Fred Scheevel, Clerk....................................................................................... 507-937-3389
Clint recently completed a parce%by-parce/evaluation and assessment of community col%tion
and treatment system alternatives for the unincorporated, unsewered community of Green/eafton,
Yo�k Township, Fillmore County. Service needs induded 36 homes and two businesses.
WALTERS, MN
Kathleen Meyer, Clerk.................................................................................... 507-294-3768
Ask Kathleen about Bonestroo's work studying and designing a treatment sytsem for
approximate/y 45 homes served by individual septic tanks and discha�ging through a common line
to a drainage ditch. Bonestroo deve%ped a plan that abandoned individual septic tanks,
constructed a gravity sewer co/%tion system to col%ct�aw wastewater, and installed a two-cell
stabilization pond system. To meet this MPCA �equirements, Bonestroo also included nit�ogen
removal process.. The p�oject was eligible for grant funding th�ough Rural Deve%pment(RD).
With an RD g�ant of$1.8 mil/ion,project costs will be reduced to a level at which debt and
operating costs of the system can be met with sewer service cha�ges less than.$'S0 per month.
Scandia,Minnesota Page 7
Uptown Wastewater System Master Plan Proposal february 14,2011
MILACA, MN
Greg Lerud, City Manager................................................................................320-983-3141
Phil Gravel is the City Enginee�fo�Milaca. Ask G�eg about Phil's wo�k with sewer and water�ates
and user charges. In the 17 years that Phil has been with Milaca, the City has completed three
major water supply/treatment improvement projects and hvo major wastewater system projects
a/l of which�equi�ed evaluation of the user charge systems.
MAPLE LAKE, MN
Linda Hruby, City Clerk....................................................................................320-963-3611
Ask Linda about Phil's assistance with Infiltration/Inflow removal, sewer ordinance preparation,
and use�cha�ge systems. Phil�ecently worked with Maple Lake to acqui�e a$1.58 million USDA
Rura/Deve%pment grant/loan package for sanitary sewer system improvements.