Award Sanitary Sewer Asset Management Consultant [CI P#558/1500026] Copyrighted
May 1, 2023
City of Dubuque Consent Items # 03.
City Council Meeting
ITEM TITLE: Award Sanitary SewerAsset Management Consultant [CIP#
5581500026]
SUM MARY: City Manager recommending City Council authorization to negotiate and
enter into a contract with HDR Engineering to provide engineering
services forthe Sanitary SewerAsset Management Plan.
SUGGESTED Suggested Disposition: Receive and File;Approve
DISPOSITION:
ATTACHMENTS:
Description Type
MVM Memo City Manager Memo
Staff Memo Staff Memo
Dubuque
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Sanitary Sewer Asset Management Plan
Consulting Engineering Services [CIP# 5581500026]
DATE: April 27, 2023
City Engineer Gus Psihoyos is recommending City Council authorization to negotiate
and enter into a contract with HDR Engineering to provide engineering services for the
Sanitary Sewer Asset Management Plan.
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.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Mic ael C. Van Milligen
MCVM:sv
Attachment
cc: Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Gus Psihoyos, City Engineer
Dubuque
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TO: Michael C. Van Milligen, City Manager
FROM: Gus Psihoyos, City Engineer
DATE: April 26, 2023
SUBJECT: Sanitary Sewer Asset Management Plan
Consulting Engineering Services [CIP# 5581500026]
INTRODUCTION
The purpose of this memo is to seek authorization to negotiate and enter into a contract
with HDR Engineering to provide engineering services for the Sanitary Sewer Asset
Management Plan.
BACKGROUND
The Fiscal Year 2023 Sewer Utility Asset Management Plan budget includes
$446,400.00 for the Asset Management [CIP# 5581500026], with revenue from an SRF
loan.
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 Sewer Utility 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.
DISCUSSION
The City received five RFQ responses by the April 6, 2023 deadline. The respondents
to the RFQ consisted of: Fehr Graham (Manchester, IA), Strand Associates (Madison,
WI), HDR Engineering (Cedar Rapids, IA), RJN Group (Downers Grove, IL), and MSA
Professionals (Dubuque, IA).
The qualifications review committee consisted of the following staff inembers:
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
The average committee scoring of the submitted qualifications are as follows:
• Fehr Graham Engineering 48.66%
• HDR Engineering 78.05%
• MSA Professionals 58.29%
• RJN Group 62.85%
• Strand Associates 83.40%
Strand Associates and HDR Engineering were identified as the 2 highest scoring firms.
Shortlist interviews were held on April 25, 2023 with each firm. The consensus of the
Committee was that HDR Engineering demonstrated:
• Thorough knowledge and understanding of the project scope.
• Experience of the team working on similar projects with lowa municipalities.
• Highest level of interest in the project along with creativity and problem-solving
ability.
• Thorough understanding of the City's overall objectives, for the project, and the
sanitary sewer system.
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RECOMMENDATION
The qualifications review committee recommends that the City enter into a contract with
HDR Engineering for engineering services for the Sanitary Sewer Asset Management
Plan Project. The specific scope of services will be negotiated.
BUDGET IMPACT
The study will be funded by a Fiscal Year 2023 appropriation in the amount of
$446,400.00 for the Asset Management [CIP# 5581500026], with revenue from an SRF
loan.
ACTION TO BE TAKEN
I respectfully request authorization to negotiate and execute a contract with HDR
Engineering for engineering services for the City's Sanitary Sewer Asset Management
Project.
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
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