Roosevelt Street Water Tower Project (Pressure Zone 2) Design Firm Selection_IIW, PC Copyrighted
January 16, 2018
City of Dubuque Consent Items # 17.
ITEM TITLE: Roosevelt Street Water Tower Project(Pressure Zone 2)
Planning and Design Engineering Firm Selection
SUMMARY: City Manager recommending approval to enter into final
contract negotiations with I IW, P.C. to provide the
professional engineering services to develop the
preliminary engineering report, intended use plan
application, archeological and environmental assessments,
and the self-assessment lowa Water System Viability
documents in support of obtaining the necessary funding
for the Roosevelt Street Water Tower Project.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
Roose�lt Street W ater Tower Project-NNM Memo City Manager Memo
Staff Memo Staff Memo
THE CITY OF Dubuque
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Masterpiece on the Mississippi Z°°'�w'2
7A13 2017
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Roosevelt Street Water Tower Project (Pressure Zone 2)
Planning and Design Engineering Firm Selection
DATE: January 9, 2018
Nine proposal were received in response to a Request for Proposals for professional
engineering firms to assist the City in development of the preliminary engineering report,
intended use plan application, archeological and environmental assessments, and the
self-assessment lowa Water System Viability documents in support of obtaining the
necessary funding for the Roosevelt Street Water Tower Project.
The RFP selection committee reviewed the proposals and selected four firms to
interview.
Water Department Manager Denise Ihrig and the RFP selection committee recommend
City Council approval to enter into final contract negotiations with IIW, P.C.to provide
the professional engineering services to develop the preliminary engineering report,
intended use plan application, archeological and environmental assessments, and the
self-assessment lowa Water System Viability documents in support of obtaining the
necessary funding for the Roosevelt Street Water Tower Project. IIW, P.C. will also be
responsible for completion of the necessary work to finalize construction plans and
specifications for bidding the Roosevelt Street Water Tower Project and associated
improvements through award, as approved by the City and the State of lowa Revolving
Fund of the lowa Department of Natural Resources.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
�L;� 1��, ����.�
Mic ael C. Van Milligen �� �
MCVM:jh
Attachment
cc: Crenna Brumwell, City Attorney
Teri Goodmann, Assistant City Manager
Cori Burbach, Assistant City Manager
Denise Ihrig, Water Department Manager
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THE CITY OF Dubuque
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uFInelleoClry
DUB E '�I}I�A`
Masterpiece on the Mississippi �°' Z°'Z
2013 2017
TO: Michael C. Van Milligen, City Manager
FROM: Denise Ihrig,Water Department Manager
SUBJECT: Roosevelt Street Water Tower Project (Pressure Zone 2)
Planning and Design Engineering Firm Selection
DATE: 7 January 2018
PURPOSE
The purpose of this memorandum is to request authorization to enter into final contract
negotiations with IIW, P.C. of Dubuque, lowa to develop the preliminary engineering report,
intended use plan application, archeological and environmental assessment, and the self-
assessment lowa Water System Viability documents in support of obtaining the necessary
funding for the Roosevelt Street Water Tower project. The firm will also be responsible for
completion of the necessary work to finalize construction plans and specifications for bidding the
Roosevelt Street Water Tower Project and associated improvements through award, as
approved bythe City.
The Roosevelt Street Water Tower project was identified as a solution to low operating water
pressures in Zone 2 of the distribution system. Zone 2 encompasses the area in and around
Roosevelt Street and Peru Road including the Sky Blue Estates subdivision currently under
development and the existing Alpine Park development and Eagle Valley Subdivision.
BACKGROUND
The City of Dubuque is responsible for providing a safe and reliable water supply meeting the
requirements established by state and federal government agencies. The City of Dubuque
treats and distributes an average of 7.2 million gallons per day to over 23,500 customers
through more than 320 miles of water main piping.
Standards
The U.S. Environmental Protection Agency establishes the treatment or water quality
parameters, which in the State of lowa are administered through the lowa Department of
Natural Resources and managed through the City's water supply operating permit. The design,
permitting and operation, including pressure and flow characteristics of the distribution system,
are also administered by the lowa Department of Natural Resources based upon the
Recommended Standards for Water Works, commonly known as the Ten States Standards.
According to the Ten State Standards, "Water distribution systems shall be designed to maintain
treated water quality. Special consideration should be given to distribution main sizing, providing
for design of multidirectional flow, adequate valving for distribution system control, and
provisions for adequate flushing. Systems should be designed to maximize turnover and to
minimize residence times while delivering acceptable pressures and flows."
The City of Dubuque's water distribution system covers several square miles of varying
elevations. In areas without pumping stations, elevated towers, or distribution system valving,
the resulting water pressures can range from below 35 pounds per square inch (psi) to over 100
psi. Therefore, it is necessary to either boost the water to increase the pressure or to reduce the
pressure to prevent damage to pipelines.
In accordance with the Ten State Standards, "The system shall be designed to maintain a
minimum pressure of 20 psi (140 kPa) at ground level at all points in the distribution system
under all conditions of flow. The normal working pressure in the distribution system shall be at
least 35 psi (240 kPa) and should be approximately 60 to 80 psi (410 - 550 kPa) and not less
than 35 psi." Lower pressures may be experienced in some areas due to the challenges
associated with the natural topography, pressure losses associated with water main lengths, or
economic feasibility.
Water Pressure Zones
The water pressure areas or zones identified as either being boosted or reduced, typically follow
the natural topography within the City. There are currently six water pressure zones, they are
known as Zones 1 through 6. A seventh and eighth pressure zone will result from the
connection of the City's water supply to Barrington Lakes and former Vernon water systems.
The City continues to look at methods to evaluate the pressures and flows within the distribution
system identifying areas where water pressures and flows need to be improved.
Zone 2 Issues
During an evaluation of the City's distribution system in 1992 by Clapsaddle-Garber Associates
of Ames, lowa, several issues were identified in Zone 2 as needing attention including low
pressure and flows.
In addition to working with Clapsaddle —Garber Associates, the City has also been assisted by
Strand Associates, Inc. of Madison, Wisconsin and IIW, P.C. of Dubuque, lowa and has
progressed toward finding efficient and economic solutions to manage the low-pressure issues
experienced in Zone 2, along with a need to provide improved flows during fire flow conditions.
Over a twenty-year period, the area has experienced residential development growth, and
during this time, IIW has performed several distribution system analyses to assist the City with
direction on how to better serve new development and existing property owners.
DISCUSSION
Zone 2 pressures are currently provided by the Eagle Point Park elevated water tower. It has a
volume of 500,000 gallons with an overflow elevation of 935 feet above mean sea level. Water
is pumped into the second pressure zone from two locations; the water treatment plant and the
Stafford Street booster station.
Zone 2 Reports and Analysis
An engineering report prepared by IIW in 2002 titled 'Intermediate Pressure Zone: Replacement
Water Tower Site Evaluation' evaluates the second pressure zone and specifically identifies
where and how the pressures can be improved. The report identifies the elevation of the
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overflow at the Eagle Point Park tower as limiting the available water pressure in the zone; most
notably the pressure at the highest point along Roosevelt Road is recorded between 20 and
25psi. This is problematic when looking to achieve system pressures of 60 to 80 psi with a
minimum working pressure of 35psi to serve current, new, and future developments.
Following the siting evaluation, the City was presented with an opportunity to purchase land
along Roosevelt Street. In 2010, the City purchased an approximate 1.3-acre parcel located at
3301 Roosevelt Street for the proposed construction of a water tower.
A 2008 report also by IIW, evaluates all of the pressure zones including Zone 2 and looks at the
water storage and pressure availability City-wide. Again, the 2008 report identifies the pressure
issues in Zone 2. More importantly, the 2008 study demonstrates the pressure relationship and
connection between the zones and that each zone does not function independently.
Zone 2 and Zone 3 Analysis
Reviewing the analysis of Zone 2, the relationship with pressure Zone 3, which encompasses
the majority of the area on the bluff to the west and to the south, is highlighted and should be
taken into consideration when developing the strategy and solutions for Zone 2 pressures and
flows.
The most recent analyses completed by IIW, includes reports dated 2013 and 2014 which
demonstrate two options that can assist with improving water pressures in Zone 2. The 2013
report provides for an elevated water storage tower and the 2014 reports targets a stand-alone
booster pump station, with an elevated water storage tower to be installed at a later date.
The 2013 IIW report titled Roosevelt Street Water Tower, Implementation Planning Report,
provides a systematic review of the City of Dubuque's pressures zones. The report also
references the previous studies including the 2002 water tower site evaluation and the 2008
study.
The 2013 report goes further and describes not only present solutions to address low pressure
and fire suppression in Zone 2, but also provides a preliminary examination of Zone 3 currently
served by the College Street elevated tower, Asbury standpipe and Pennsylvania Standpipe. In
all three reports, the solution presented to addressing low pressure, fire suppression,
preparation for growth, and enhancing Zone 3, is the installation of an elevated water tower.
Zone 2 and Zone 3 Benefits
The distribution system analysis in each of the reports, focuses on site selection, tower sizing,
overflow elevation, and fire suppression needs. The Roosevelt Street location in Zone 2 was
selected due its proximity to two 12-inch diameter mains, land and site access availability, the
overall site elevation, and its proximity to drainage facilities in the event of an overflow and
drainage associated with tank maintenance. Sizing of the tower has varied between 750,000
gallons and 1.25 million gallons, and will be subject to distribution modelling verification.
Using a sizing estimation of 1.25 million gallons (the final capacity and overflow and operational
range elevations vary and are subject to final engineering and distribution network analysis or
modelling) would replace the functionally obsolete 0.5 million-gallon Eagle Point Park Elevated
Tower and the Stafford Street booster pump station and provide maximum fire flows and normal
usage during a major fire and accommodation of service area expansion.
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In addition, Zone 2 could potentially be connected to Olympic Heights subdivision (Zone 5) and
the Olympic Heights booster pump station could be taken out of service reducing energy,
operation and maintenance costs and a pressure zone. The Olympic Heights pump station is
required to run 24 hours per day to provide daily usage.
Zone 2 combined with flows from Zone 1 can both provide water supply and pressure to Zone 3,
an analysis of how these zones can work together will enable to the City to make effective and
economical water storage improvements in the future. Such storage improvements would
include water storage tank coating maintenance and eliminating water storage deficiencies
present in Zone 3. The DNR regulations require water storage must be equal to the average
daily use and/or the recommended fire protection volume. While excess storage is discouraged
due to water quality issues that may arise, insufficient storage is equally as important.
In 2013, the City was prepared to move forward with the installation of an elevated water tower
on Roosevelt Street located on the site purchased in 2010, however following further
consideration of the budget and user rates, the tower project was delayed. The City approached
IIW to assist in the development of an interim solution. The January 2014 IIW report titled
Intermediate Water Service Zone, Interim Pressure Modifications Options was prepared. The
interim solution of a booster pump station, would provide increased pressure to the existing
development and areas currently in the development phase adjacent to the booster pump
station site. The booster pump station would not provide for increased pressures elsewhere in
Zone 2 and would not improve the storage deficiencies identified in Zone 3.
During a 2017 water department review of the booster pump station and acknowledgment of the
limited benefits of the project to the pressure zone and the surrounding areas, the current
recommendation is to place the booster pump station project on hold to pursue the Roosevelt
Street Elevated Water Tower project in two phases. Phase 1 will address the increase in
pressures throughout Zone 2, and Phase 2 which will connect Zone 2 to Zone 3, thereby
eliminating the storage deficiencies in Zone 3 and removing the need to operate and maintain a
pumping station in the Olympic Heights subdivision known as pressure Zone 5.
Planning and Design Engineering
In each of the earlier studies, the focus on Zone 2 illustrated the need to address low pressure
and flow conditions. As each report was developed, the solution to the pressure and flow issues
pointed to the replacement of the Eagle Point Water Tower. The replacement structure would be
larger in size and located on Roosevelt Street. Following the recommendations presented in
each of the studies, the City moved forward with obtaining a Planning and Design Loan from the
State of lowa Revolving Fund, and was granted the loan in September 2017 in the amount of
$475,000. The loan may be used for preliminary and final design engineering of a project.
In November 2017, the City solicited for engineering proposals to complete engineering
planning and design of the Roosevelt Street Tower Project along with completion of all
necessary documents including the preliminary engineering report, intended use plan
application, archeological and environmental assessment, and the self-assessment lowa Water
System Viability documents. The level of engineering effort would be in support of obtaining the
necessary funding for construction of the Roosevelt Street Water Tower project. The request for
proposal was separated into two phases. Phase one will include the development of the lowa
SRF Preliminary Engineering Report (PER), Intended Use Plan (IUP), Archeological/
Environmental Assessment (Arch/EA) and Self-Assessment lowa Water System Viability, and
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Phase two, should the City wish to pursue construction of the Roosevelt Water Tower using
State of lowa SRF funding, will include Final Design, Specifications, Bid and Award meeting
lowa SRF Requirements. Unlike previous studies, the request included the development of a
hydraulic model of the focus area, Zone 2 to finalize, support, or recommend possible cost-
saving alternatives to solving the pressure and flow issues. To ensure each firm that expressed
an interest in submitting a proposal was familiar with the datasets available for calibration of a
hydraulic model, mandatory meetings were held with key Water Department staff inembers from
GIS, Operations, and Distribution to view and discuss the available information.
Engineering Firm Review and Short List Process
The City received nine engineering proposals on November 20, 2017 at the City Clerk's office.
Each proposal was reviewed and scored by an approved committee. Proposals were submitted
by: Bolton & Menk of Cedar Rapids, lowa; Fehr—Graham of Manchester, lowa; the team of
HDRMIHKS of Des Moines lowa and East Dubuque, Illinois; HR Green of Cedar Rapids, lowa;
IIW, P.C. of Dubuque, lowa; Snyder & Associates of Cedar Rapids, lowa; the team of Stanley
Consultants/MSA of Muscatine, lowa and Dubuque, lowa; Strand Associates of Madison,
Wisconsin, and Veenstra & Kimm of Dubuque, lowa.
The selection committee comprised of staff from the Water, Engineering, Budget, and Planning
departments reviewed each proposal to ensure that the minimum requirements of the proposal
format were met. They were tasked with reviewing each proposal using a scoring system to
place qualifying proposals on a consultant short-list for interview. The following criteria was
used to initially evaluate the submitted proposals:
1. The firm must have a high level of professional competence and a proven track record in
the preparation of similar projects:
a. Qualifications and experience of the Consultant and any subconsultants.
b. Demonstration of the project team's professional expertise and technical abilities.
c. If a joint venture with subconsultants, the track records of the Firms experience
working together.
d. Experience of the Consultant working on municipal projects.
e. Experience of the Consultant working on municipal projects in lowa.
2. Review of the quality and completeness of the written proposal. The proposal should
clearly demonstrate understanding of the City's overall objectives for the project.
3. Review of the design approach/methodology in completing scope of services such as:
a. Grasp of project requirements and level of interest in the project.
b. Creativity and problem-solving ability.
c. Ability of Consultant team to demonstrate initiative, motivation and knowledge as
an indication of their desire to work with the City of Dubuque.
4. Confirm inclusion of a proposed schedule required to complete the project.
The selection committee created a short-list of four recommended consultants for an in-person
interview. The firms selected for interview were HDRMIHKS team, HR Green, IIW, and Strand
Associates. The interviews were held and consisted of a maximum 10-minute introduction and
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scope of services recap from the written proposal, a 20-minute presentation of the ConsultanYs
choice i.e. PowerPoint, and a 10-minute conclusion followed by open discussion and Q&A from
the City's selection committee. Both the original submitted proposal and the consultant
interviews were used to select the recommended firm for the project.
Engineering Firm Selection and Recommendation
In addition to the written proposal and interview, the four firms short listed for interview were
also evaluated on the level of effort necessary to perform the requested scope of services. The
selection committee evaluated the total numbers of hours to complete each task, the average
hourly rate, the qualifications and experience of the individuals identified, the innovation and
initiative each firm would bring to solving the problem, i.e. their ability and knowledge to
challenge the current solution prescribed in previous studies and the ability to recognize other
solutions that may result in cost savings, and the overall cost.
Each firm presented a cost and solution process slightly different from each other while still
meeting the requested scope of services. During the interviews, the firms were able to present
or highlight why their firm should be selected and clearly demonstrated a keen interest in
working with the City of Dubuque to resolve the pressure and flow issues in Zone 2. Several of
the firms went further than Zone 2 and recommended a City-wide hydraulic model be completed
at this time, along with master plan development. Based on the fee structures presented, a fully
calibrated hydraulic model of the City's water distribution system versus a skeletal model with
only full calibration in Zone 2, is more affordable than in the past and is an eligible lowa SRF
Planning and Design Loan expense. A complete City water distribution model would improve
the City's ability to evaluate water aging, water quality, water distribution pumping, and water
storage to determine energy cost savings. A master plan would be subject to negotiation, but
again is affordable and presents opportunities to model and evaluate the distribution system and
the water treatment plant based on projected growth such as the area along the SW Arterial
corridor.
The selection committee therefore was challenged to make an 'apples-to-apples' comparison as
each firm proposed a variation on the original scope. The assist the decision-making process,
the final four firms were approached and requested to provide a cost proposal following a
modified original scope. The modification being a full hydraulic model of the City's distribution
system versus a skeletal model. With the revised cost proposal, each firm was to provide
responses to a second round of interview questions based on questions arising from the
interviews. The responses from each firm enabled the committee to focus on reviewing each
firm side by side with supplemental information as to how each firm would bring their unique
design process to the Zone 2 pressure issues.
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The following is a cost summary of each firm following clarification of the cost proposals. Each
of the proposals presented below reflect the modified original scope:
HDR/WHKS* HR Green* IIW, P.C.' Strand
Associates'
lowa SRF Preliminary Engineering and
Intended Use Plan submittals including full $236,83828 $92,042.00 $177,279.50 $134,840.00
hydraulic model: Phase 1 Cost Est.
Final Design Plans, Specifications, Bid and $159,28627 $303,676.00 $240,886.00 $202,915.00
Award: Phase 2 Cost Est.
Estimated Total Project Cost $396,124.55 $395,718.00 $418,165.50 $337,755.00
Estimated Total Hours 2717 213325 3289 2,347
Average CosUHour $145.79/hr. $185.50/hr $127.14/hr $143.91/hr.
* Does not include soil borings on the tower site.
The selection committee upon review of the information provided from each firm including an
evaluation of the costs associated with the full scope of services recommends the City enter
negotiations with IIW, P.C. of Dubuque, lowa.
The selection committee was able to narrow the field to two highly qualified design firms. Each
firm presenting a similar approach to resolving the Zone 2 pressure and flow issue, but with a
unique perspective on each of the respective teams. Following discussion of the second round
of interview question responses, the team from IIW, P.C. demonstrated their understanding of
the project and addressed the selection committee's concerns of possible design tunnel-vision;
as IIW, P.C. completed the previous studies. The firm clearly reflected on the need to bring
together a team of both seasoned and fresh staff inember perspectives and embrace new
possibilities that were not feasible in the earlier studies without a hydraulic system wide model.
The hours they present to address the concerns in Zone 2 reflect how a changing scope based
on the hydraulic model may require several scenarios be run leading to possible design
changes, as such the cost proposal is higher, but would be set at a not to exceed figure.
IIW, P.C. has worked extensively with the City of Dubuque's Water Department on several
projects including the 2017 Westside Water System Improvements project which was completed
on schedule with minimal change orders, ensuring the City's compliance with the lowa
Department of Natural Resources completion schedule. The committee recommends the City
enter contract negotiations with IIW, P.C. to determine a final cost estimate based on a final
scope to solve the pressure and flow concerns in pressure Zone 2. Should the final scope and
terms be not agreeable, the committee will return with an alternative recommendation.
BUDGET
In June 2017, the City sought favorable financing for Planning and Design funds from the State
Revolving Fund (SR�, through the lowa Finance Authority. Per the SRF program, Planning &
Design Loans cover costs incurred in the planning and design phase of a water infrastructure
project. These loans have 0 (zero) percent interest for up to three years and require no initiation
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or servicing fees. In addition, there is no minimum or maximum loan amount and no principle
payments are due for three years or until the construction project commences, whichever
comes first. Eligible costs include engineering fees, archaeological surveys, environmental or
geological studies, and costs related to project plan preparation. The loans may be rolled into a
State Revolving Fund (SRF) construction loan or can be repaid when permanent financing is
committed.
On September 22, 2017, the City was successful in obtaining an SRF Planning and Design
Loan in the amount of$475,000.00. The cost estimate to prepare preliminary planning and
design documents was estimated at $150,000.00. The final design, plan and specification
preparation was estimated to be $325,000. The total estimate for preliminary and final design
engineering for the proposed tower and associated improvements is $475,000.00.
The estimated total project costs as proposed by IIW, P.C. are $418,165.50, belowthe
approved loan amount. The final estimate of total costs will be presented following negotiation, if
approved.
TENTATIVE SCHEDULE
Planning and Design Loan Request to the State of Completed
lowa Revolving Loan Fund program and Obtained
Preliminary Engineering and Intended Use Plan Submittal June 1, 2018
Final Engineering Design, Bid and Award September 2018
Loan Application Submittal and Award September 2018
Construction Start October 2018
Construction Completion June 2020
REQUESTED ACTION
Having successfully obtained the requested $475,000.00 SRF Planning and Design Loan, I
respectfully request permission to enter into final contract negotiations with IIW, P.0 of
Dubuque, lowa, to develop the preliminary engineering report, intended use plan application,
archeological and environmental assessment, and the self-assessment lowa Water System
Viability documents in support of obtaining the necessary funding for the Roosevelt Street Water
Tower project. IIW, P.0 will also be responsible for completion of the necessary work to finalize
construction plans and specifications for bidding the Roosevelt Street Water Tower Project and
associated improvements through award, as approved by the City and the State of lowa
Revolving Fund of the lowa Department of Natural Resources.
Cc: Gus Psihoyos, City Engineer
Jenny Larson, Budget Director
Jean Nachtman, Finance Director
Tami Lansing, Assistant Finance Director
Alexis Steger, Senior Budget Analyst
Brant Schueller, Water Distribution Supervisor
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