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Sanitary Sewer Asset Management Plan Consulting Engineering Services
City of Dubuque City Council Meeting Action Items # 08. Copyrighted February 20, 2023 ITEM TITLE: Sanitary Sewer Asset Management Plan Consulting Engineering Services SUMMARY: City Manager recommending City Council approval to release a request for qualifications (RFQ) to hire a consultant to assist with the development of the City's Sanitary Sewer Asset Management Plan. City staff will make a presentation. SUGGESTED Receive and File; Approve; Presentation Suggested Disposition: DISPOSITION: ATTACHMENTS: Description Type MVM Memo City Manager Memo Staff Memo Staff Memo Supporting Documentation Supporting Documentation THE C DUjIBQTE Masterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Sanitary Sewer Asset Management Plan Consulting Engineering Services DATE: February 14, 2023 Dubuque WAWca 914 ii 2007-2012.2013 2017*2019 City Engineer Gus Psihoyos is recommending City Council approval to release a request for qualifications (RFQ) to hire a consultant to assist with the development of the City's Sanitary Sewer Asset Management Plan. City Staff will now give a presentation. I concur with the recommendation and respectfully request Mayor and City Council approval. Mic ael C. Van Milligen MCVM:sv Attachment cc: Crenna Brumwell, City Attorney Cori Burbach, Assistant City Manager Gus Psihoyos, City Engineer Maxwell O'Brien, Civil Engineer THE CITY OF DUB E Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Gus Psihoyos, City Engineer DATE: February 13, 2023 SUBJECT: Sanitary Sewer Asset Management Plan Consulting Engineering Services Dubuque All•Merin City 2007-2012.2013 2017*2019 INTRODUCTION The purpose of this memo is to request authorization to release a request for qualifications (RFQ) for the Sanitary Sewer Asset Management Plan. BACKGROUND The Fiscal Year 2023 Sanitary Sewer Asset Management Plan budget includes $446,400.00 for the Asset Management [CIP# 5581500026], with revenue from an SRF loan. DISCUSSION Management of the City's sanitary sewer collection system requires an understanding of how its aging infrastructure is performing in old areas of the City and how potential, rapid expansion related to growth from the completion of the Southwest Arterial and newly annexed areas might impact the system. To maximize the return on investment as to how all sewer utility dollars are spent in combination with constrained capital and operating budgets, an asset management plan that identifies and helps prioritize the sewer improvements necessary in the short-, mid-, and long-term to ensure the system continues to meet the needs of the community. The Sanitary Sewer Asset Management Plan (Plan) will be divided into five primary studies in accordance with EPA's Asset Management: A Best Practices Guide (Document EPA 816-F-08-014); the current state of assets, level of service of assets, critical assets, cost analysis, and long-term improvements plan. For each of these studies, the selected Consultant shall consider the sanitary sewer components for each of the sanitary collection gravity systems, conveyance pressurized systems, and the Water & Resource Recovery Center. The Plan will document current and emerging challenges, recommend short-, mid-, and long-term solutions, and provide planning level budgets for all recommendations. The consultant will assist City staff in establishing a strategic and proactive plan for the management of the system that shall: • Develop repeatable and dynamic processes that enable staff to quickly evaluate asset data to assess condition, level of service, and criticality. • Rank sanitary sewer capital improvement projects based on risk analysis and system performance. • Identify sanitary sewer utility staffing and resource needs. • Optimize existing operations and maintenance procedures. The RFQ has been prepared with the input of various city staff members. The following staff members will review the qualifications of those firms that respond and formulate a recommendation: 1. Maxwell O'Brien, Civil Engineer 2. Todd Irwin, Engineering Technician 3. Deron Muehring, Civil Engineer 4. Steve Sampson Brown, Project Manager 5. William O'brien, Water & Resource Recovery Center Manager 6. John Klostermann, Public Works Director 7. Wally Wernimont, Planning Services Manager 8. Christopher Lester, Water Department Manager 9. Nikki Rosemeyer, GIS Coordinator/Analyst 10. Temwa Phiri, Community Engagement Coordinator The proposed schedule for the study is as follows: RFQ Issued: Proposals Due: Committee Review & Shortlist: Shortlist Interviews: Recommendation to City Manager: City Council Approval: Study Initiation: Study Milestones and Completion: RECOMMENDATION February 22, 2023 April 6, 2023 April 7, 2023 thru April 14, 2023 April 24, 2023 thru April 25, 2023 April 27, 2023 May 1, 2023 June 1, 2023 To be Determined I recommend releasing an RFQ for the implementation of the Sanitary Sewer Asset Management Plan. BUDGETIMPACT The study will be funded by a Fiscal Year 2023 appropriation in the amount of $446,400.00 for the Sanitary Sewer Asset Management Plan [CIP# 5581500026], with revenue from an SRF loan. ACTION TO BE TAKEN I respectfully request approval to release an RFQ to hire a consultant to assist with the development of the City's Sanitary Sewer Asset Management Plan. Prepared by Maxwell O'Brien, Civil Engineer cc: Jenny Larson, Chief Financial Officer Maxwell O'Brien, Civil Engineer Todd Irwin, Engineering Technician Deron Muehring, Civil Engineer Steve Sampson Brown, Project Manager William O'brien, Water & Resource Recovery Center Manager John Klostermann, Public Works Director Wally Wernimont, Planning Services Manager Christopher Lester, Water Department Manager Nikki Rosemeyer, GIS Coordinator/Analyst Temwa Phiri, Community Engagement Coordinator Paul Davis, Public Works Field Supervisor 3 0 Sanitary Sewer Utility Asset Management Plan 2023 Request for Qualifications THE CITY OF DU�TBQTE Masterpiece on the Mississippi Asset Management: A Best Practices Guide EPA's Guidance Document EPA 816-F-08-014 Study 1: Current State of Assets Study 2: Level of Service Study 3: Critical Assets Study 4: Cost Analysis Study 5: Long-term Improvements Plan All studies will evaluate gravity collections systems, pressurized conveyance systems, and the WRRC treatment facility Current State of &,sets Long-term Funding Plan Asset Management 4 NEnirnum Life Cycle Cost critical As, s,etg Level of Service 2 Study 1: Current State of Assets To establish the current status of the City's sanitary sewer system at the time of the Study. To develop dynamic and repeatable procedures to update City's records as data becomes available. Asset inventory %,onanion Assessment ",,�,-I►oxa�,4s so MR "--I o - sci FRv,cE CO P� 3 Study 2: Level of Service To identify deficiencies where the system does not currently meet required levels of service. To provide recommendations to bring the sewer system to the desired level of service. System Capacity �ii operations/Maintenance *Prevention of Sanitary Sewer Overflows (SSO's)* El A All Sewer Capacity Active Sewer System Trunk Sewer: 30" to 54" Diameter Trunk Sewer: 18" to 27" Diameter Collection Sewer: 12" to 16" Diameter Collection Sewer: 8" to 10" Diameter Collection Sewer: 4" to 6" Diameter Collection Sewer: Missing Diameter Data City Limits Approximate Limits of Previous Catfish Creek Sewer Shed Capacity Study 5 CI 1 2 Miles Expected Useful Life (EUL) Design lifespan of sewer per asset age and material based on industry standards. Exceeds by 50 years or more Exceeds by 25 to 50 years Exceeds by 0 to 25 years No age data available — assumed to exceed Will exceed within 10 years (by 2033) Will exceed between 10 to 25 years (2033 to 2058) Will exceed between 25 to 50 years (2058 to 2073) Will exceed after 50 years (beyond 2073) City Limits A*i S-W-w_w 0 lwl---- r-- ] AT, �, fl , .t, 1 Ak 0 1 2 Miles City n1 [I..I,i. Sewer Maintenance Calls Recorded sewer maintenance work order locations and frequency. ' Backup at Property © Odor Problem Other Issues Sinkhole/Undermine Slow Drain Overflow Event Backup Event City Limits N a o 0o 0 1 2 Miles City n1 D..1.—:. Study 3: Critical Assets To identify and prioritize critical assets required to sustain the sanitary sewer system's performance via a risk -based analysis. • Likelihood of Failure = LoF m • Consequence of Failure = CoF m cam► oc • Risk = Lo F x Co F IMPACT N Study 4: Cost Analysis To identify the minimum life cycle costs of sanitary sewer assets that consider system capacity, operations and maintenance activities, and capital costs incurred over asset lifespan. To promote proactive improvements instead of reactive maintenance. `-Q ' ate- 1 VC*- s o �r a YL =:_ 0 1 2 Miles City n1 C1..I1-:. Study 5: Long Term Improvements Plan To develop both short-term and long-term strategies that will address sanitary sewer system capacity, condition, and maintenance concerns identified in the existing system and to facilitate future growth within the City. 10 NWJ I��THE D r "3 sk •