3.7. SR 03-07-2011REQUEST FOR ACTION
TO ITEM NUMBER
Ma or and Ci Council 3.7.
AGENDA SECTION MEETING DATE PREPARED BY
Consent March 7, 2011 ustin Femrite, P.E.
ITEM DESCRIPTION REVIEWED By
Selection of Engineering Expert to Assist in the Completion of Lori ohnson, Ci Administrator
the Beneficial Reuse of Wastewater Effluent Project REVIEWED BY
ACTION REQUESTED
Approval of $13,000 for professional services associated with Task 1 and 2 of the proposal submitted by
BDM Consulting Engineers and Surveyors for the Beneficial Reuse of Wastewater Effluent project.
BACKGROUND/DISCUSSION
In late January we were notified by the Minnesota Pollution Control Agency (MPCA) that the City of Elk
River was awarded a grant in the amount of $285,740 towards our Beneficial Reuse of Wastewater
Effluent project. This project involves taking effluent water leaving our Wastewater Treatment Facility
and pumping it to Great River Energy for reuse through a number of their plant processes. The first task
in completing this project involves detailing a project scope and budget with the MPCA to formalize a
contract. The second task involves completing the facility plan in order to layout the required
improvements, associated costs, and project benefits. Beyond the initial tasks, if the improvements are
determined to be beneficial, cost effective, and feasible the project would come back to the Council for
approval to move forward. In order to finalize a contract with the MPCA we need to hire an engineering
specialist in effluent reuse to detail the full financial impact and scope of the project.
Understanding this is a specialized project that involves the need for an expert to study the effects of
effluent reuse, we solicited proposals from four firms with demonstrated success in previously completing
effluent reuse projects. Three of the firms returned detailed proposals for our consideration. We asked
the proposers to itemize their proposals into separate tasks. This allowed us to consider the upfront costs
in determining if the project is feasible, while having an understanding of the total engineering costs to
full design and construct the project. Tasks 1 and 2 consist of getting the project through the facility plan
stage. The proposals were detailed with not to exceed costs as follows:
Task 1+2 Cost Full Project Cost
BDM Consulting Engineers and Surveyors $13,000 $66,000
Foth Infrastructure and Environment $14,830 $75,000
Bolton & Menk, Inc. $18,450 $115,220
A committee consisting of Lori Johnson, Matt Stevens, Gary Leirmoe, Eric Silvola from Great River
Energy, and myself reviewed the proposals and interviewed the three firms. Through the process all
three firms demonstrated substantial knowledge on the subject of effluent reuse. After good discussions
with all firms we recommend moving forward on this project with BDM Consulting Engineers and
Surveyors. While we are only asking for authorization for Tasks 1 and 2 this request, we request
N:\Public Bodies\Ciry Council\Council RCA\Agenda Packet\03-07-2011\RFA WWTP COnsultant.docx
authorization to retain the same consultant through design and construction of this project if it proceeds
to that stage. We feel this is important for consistency in information, communication, and relationships
built with Great River Energy and the MPCA through the entire project.
FINANCIAL IMPACT
'This action will have a total financial impact of $13,000. Upon finalizing our contract with the MPCA the
grant will reimburse 50% of this amount. The City committed expenditures will come from the Sanitary
Sewer Fund.
ATTACHMENTS
• BDM Proposal
Action Motion by Second by Vote
Follow Up
N:\Public Bodies\City Council\Counal RCA\Agenda Packet\03-07-2011\RFA WWTP COnsultant.docx
BDM
CONSULTING ENGINEERS AND SURVEYORS, PLC
February 10, 2011
Mr. Justin Femrite, P.E.
City Engineer
City of Elk River
13065 Orono Parkway
Elk River, MN 55330
Re: Proposal for Engineering Services
Beneficial Use of Wastewater
Dear Justin:
BDM Consulting Engineers and Surveyors, PLC is pleased to submit this engineering service proposal
for your consideration.
BDM Brings Continuity to the Project
The concept of using treated wastewater for various beneficial uses at the Great River Energy (GRE)
was first introduced by BDM to the City of Elk River and GRE a few years ago. Last December, BDM
assisted the City of Elk River in securing the $285,000 grant from the Minnesota Pollution Control
Agency for the Beneficial Use of Wastewater. With our 20 years of experience in Elk River wastewater
treatment plant, we have the knowledge required to develop a cost effective plan for both the City and
the GRE, and provide continuity to the team in building synergy between parties.
BDM OuaIification
BDM recently completed a beneficial effluent reuse program at the Brainerd Wastewater Treatment
plant where the treated effluent is used to operate heat pumps which heat the Service Center Building for
the Brainerd Public Utilities. BDM is also assisting Brainerd in the development of additional effluent
reuse programs for irrigation. BDM is currently assisting the City of Wadena in beneficial effluent reuse
on multiple water uses, such as seal water and irrigation. The construction is scheduled to begin this
summer and will be completed in 2012. BDM's water/wastewater team consists of four senior
professional engineers with an average of 30 years of experience, three professional engineers with an
average of 10 years of experience and one engineer in training. Three of them have advanced
engineering degrees.
Scone of Services
Per your request on your 2/7/11 email, BDM proposes to provide the following scope of services:
1. Project work plan and budget preparation for the completion of the contract with the MPCA
• Assist the City in completing the project work plan and budget in accordance with the
MPCA's requirements.
DRAKE BUILDlNO, 60 PLATO BOULEVARD EAST, SU1TF. 140, ST. PAUL, MN SS l07
2. Preparation of Facility Plan
• Site Investigation
• Project meetings, agency discussions, vendor discussions
• Evaluate existing needs and opportunities
• Develop options and probable costs
• Develop environmental review
• Complete the Facility Plan
3. Design of Improvements (to be reviewed after the Facility Plan is prepared to assure they are in
accordance with the initial application)
• Site survey
• Assist the City in ordering a soil investigation
• Project meetings
• Plans and specifications
• Permit application
• Develop engineer's opinion of probably construction costs
• Assist in agency review and preparing responses to review comments
4. Advertising, Bidding, Construction Management and Inspection Services
• Advertising and bidding services
• Construction staking
• Construction observation
• Construction administration
Not-to-exceed En~ineerins Fees
Tasks Descri tions Not-to-Ezceed Fees
1. Project work lan and bud et re aration $1,000
2. Pre aration of Facili Plan $12,000
3. Desi of Im rovements $29,000
4. Advertisin , Biddin ,Construction Mana ement and Ins ection $24,000
We look forward to working with you on this project. If you have any questions, please feel free to
contact us. Thank you very much.
Sincerely,
BDM Consultin Engineers and~eyors, PLC
ill Chang, P.E.
Project Manager