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3. Consultant Interviews, Uptown Wastewater Treatment System / � �� \�\ 1 �� � r�, ,�---�� �. // � �� �� � ,,,r��� l� E,! Memo SC.�►1`�TDIA To: Mayor and Council Members From: Anne Hurlburt,City Administrator Date: March 16,2011 Re: March 22 Consultant Interviews,Uptown Wastewater System Master Plan Interviews with four consulting firms have been scheduled for your March 22 special meeting. The first 15 minutes of the meeting have been reserved for Council preparation and review of interview questions. A few sample questions have been drafted for your consideration(see page 2.) You may want to identify specific questions for certain consultants based on the content of their proposal. Thirty minutes have been allocated for each interview. Each consultant has been asked to start with a brief introductory presentation(5 to 10 minutes)and then be prepared to answer questions. After the interviews,the Council may proceed with selecting a consultant. In that case we would work with them to prepare a contract,which would be scheduled for approval at the next regular Council meeting(April 19.) Representatives of properties served by the Uptown system have been invited to attend. A couple extra copies of the proposals will be available at the meeting;however,please bring your copies of the Bolton&Menk,Wenck,WSB and TKDA proposals that were previously provided. Please let me know if there is any other information you would find helpful. Attachments: • Sample Questions • RFP 3/16/2011 Page 2 of 2 Sample Questions March 22,2011 Consultant Interviews Uptown Sewer System Master Plan RFP 1. Please give us an overview of the qualifications of your firm for this project. 2. Which of your team members will be the most involved in our project? What experience do they have with similar projects? 3. What is the biggest challenge you see with completing our project?How will you address it? 4. What role(s) do the businesses served by the sewer system have to play in this project? How will they be involved? 5. Is there new technology that Scandia should be considering for the future? What's your experience with it? 6. Tell us about your experience advising clients about financing improvements to small systems such as ours. Possible Firm-Specific Questions: Bolton&Menk—Their proposal indicates that 2/3 of the staffing would come from the Project Engineer, Brian Malm. It would be important to be comfortable with his qualifications and ability to work with the city if that firm is chosen. Wenck—Their proposal did not mention how they would involve system users, so you may want to ask about that. It is also not clear who would be the primary engineer on the project. W SB—Their proposal seems to emphasize investigating e.xpansion and/or replacement. You might want to ask them how they would address our request for recommendations on how to extend the life of the current system. TKDA—Their proposal was the least expensive but also had a much lower level of e,f,rort(53 hours compared to 149, 123 and 133 for the other 3 firms.) The work plan included less detail. This is a concern so you may want to find out why theirs differed so much from the other proposals. ,� �-� ��` .: . � I '°.�. �;=-. ,` ,���� ��� g � v��� �.w�. ��' ��) ���.E��T��$ 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.T'he 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 occumng 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 improvernent 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) 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(l)original,twelve (12) copies, and one electronic copy(PDF format)of proposal sets to the City. All documents should be 8-1/2"x 1 I". 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) ConsultanYs 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. T'he 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 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 inforniation, 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 staffproposed 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 al]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. T'he 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. 5 �y�'� �l�'�,�r �rna�s�n Wastewater Treatment Questions 1. Without getting into this particular scope of work, is there anything you see in projects like this that seems to apply to most projects of this nature that falls into immediate system needs category? 2. What methods or unique ways of doing your evaluations and recommendations will your firm use to keep the burden of cost down to your clients? 3. Will you stay within your proposal budget and the proposed timeline? 4. What percentage of the work would you say; your firm does that is directly involved in wastewater treatment systems like the one we are dealing with in Scandia? 5. Will you be bringing in any outside people or companies to aid you in the making of a master plan for our wastewater treatment needs? 6. In regards to the new MPCA rule changes; how do you think these changes will affect the impact on your work for our city? 7. Will your firm seek any outside sources for financial aid or grants that may be available for a wastewater system like ours? 8. What typical solutions or steps would you recommend in the short term to prevent us from coming to the crossroad we are at today? 9. What type of operational / maintenance plan will you provide that will outline, pump schedules, electrical component checks, test schedules that will provide us enough warning for something coming or failing? 10.What would you foresee as a recommendation? a. Continue to use current system with modifications b. Shutdown old system with full replacement c. Or something other 11.What ideas do you have to extend the life or our current system? 12.What innovative ideas have you put in place with other similar locations that could be used in Scandia? 13.What do you consider to be cost effective ideas when making your recommendations? 14.What ideas have you used in the past for other projects such as this that has provided the biggest bang for the buck? 15.When pushing or dosing your septic tanks to their limits, how much should the tanks be receiving for effective settling to take place? 16.Are there any final thoughts you wish to convey to the council?