4-27-15 SAW Award Recommendation

Their experience, project team, and project approach will result in a thorough and usable Stormwater Asset Management Plan for the City of Walker.. PROFESSIONAL AND TECHNICAL ENGINEERING

City of Walker Engineering Department

MEMORANDUM

TO: Darrel Schmazel, City Manager

FROM: Scott Conners, P.E., City Engineer

Rachell Nagorsen, Engineering Programs Coordinator DATE: April 21, 2015

We have completed our staff review of the consultant proposals in response to our SAW Grant RFP for Engineering Services Both Prien & Newhof and Moore & Bruggink submitted a proposal for the services Fishbeck, Thompson, Carr and Huber did not propose on this effort The proposals were reviewed by the Manager’s office, DPW, and Engineering departments The reviewers looked at

• Similar Experience

• Project Team

• Project Approach & Implementation

Both firms addressed the requested information and provided an acceptable framework to perform the engineering services After City staff were unable to reach consensus on which firm would be the best fit to accomplish grant requirements, both consultants were asked to participate in a brief interview to allow for further questions and answers

After the interviews, Prien & Newhof was the clear choice for the recommendation Their experience, project team, and project approach will result in a thorough and usable Stormwater Asset Management Plan for the City of Walker Prien & Newhof’s total proposed cost is estimated at $85,000 and within the project budget The grant requires a match of approximately $10,000 which has been included in our list of 2015/2016 budget requests We will also be actively supporting the effort with staff time from both

Engineering and Public Works

Prien & Newhof have completed Stormwater Asset Management Plans for a variety of communities in West Michigan and have also met with the State of Michigan to clarify and establish grant requirements We are confident that Prien & Newhof’s expertise will help the City of Walker obtain a full understanding of our stormwater system as well as assisting the city in setting asset management goals that will help to sustain it

If the City Commission consents with our staff recommendation we will return with an individual project contract at the next available City Commission meeting

We have attached a copy of the Request For Proposals (RFP) along with the Prein and Newhof proposal We will plan on attending the Commission meeting on Monday, April 27th to answer any questions on this recommendation

cc: Mark Koning, DPW Director

Jason Washler, P.E., Prein & Newhof

PROFESSIONAL AND TECHNICAL ENGINEERING SERVICES

FOR VARIOUS PROJECTS

PROJECT TITLE:

S TORM W ATER A SSET M ANAGEMENT P LAN

OTHER ENTITIES INVOLVED:

MICHIGAN DEPARTMENT OF ENVIRONMENTAL QUALITY (MDEQ),CITY OF WALKER, REGISSTAFF

CONTACT: Rachell Nagorsen, Engineering Programs Coordinator

791-6327 rnagorsen@ci.walker.mi.us

OBJECTIVE AND PURPOSE:

Engineering services are being sought to conduct Professional Engineering Services for a Stormwater Asset Management plan for the City of Walker This will include identifying missing inventory of the City’s storm facilities, entering gathered information into an ArcGIS database, evaluating the criticality of each asset, prioritizing needed improvements and maintenance to the system, recommending projects for the City’s Capital Improvement Plan, and compiling

data into an Asset Management Plan report

BACKGROUND:

The City of Walker (“the City”) provides stormwater management throughout its community The stormwater drainage system consists of approximately 100 miles of storm sewer mains, over 2,800 catch basins and stormwater inlets, hundreds of culverts, and miles of open drainage ditches The City’s Department

of Public Works performs various functions to maintain these facilities, such as regular street sweeping, catch basin cleanout, and clearing debris from drainage ditches to ensure a well-functioning stormwater sewer system

Kent County and MDOT are other entities that own a portion of stormwater utilities within Walker city limits While the City of Walker may respond to emergencies concerning these utilities, preventative and general repairs are the responsibility of these entities The facilities largely consist of detention ponds on easements and highway stormwater drainage utilities

The City of Walker maintains a Stormwater Atlas, a Stormwater Master Plan, and regularly updated ArcGIS Geo database files that all contribute to the overall knowledge and maintenance of the local stormwater system However, there are several regions where existing stormwater utilities are unknown or not at an acceptable level of service Therefore, the City applied for a Stormwater, Asset Management, and Wastewater (SAW) grant from the State of Michigan to fill in data gaps, evaluate current stormwater utility conditions, and compile an Asset Management Plan to achieve long-term stormwater facility strength and

operation

DESCRIPTION:

The City has received the Stormwater, Asset Management, and Wastewater (SAW) Grant for the completion of a Stormwater Asset Management Plan by October 2017 Work will start in the winter of 2015 and the majority of work will

be completed by summer 2016 to allow for complete REGIS updates and compilation of final deliverables Based on our grant and available local funds, proposals should be within the range of $80,000.00 to $85,000.00 to remain within the grant budget

Implementation of this project will involve coordination with various City of Walker employees and consultant-chosen subcontractors

SCOPE OF WORK: DESIGN & IMPLEMENTATION

Determine Prioritized Regions

Gather information from City of Walker employees and review the existing Stormwater Master Plan from 2004 to determine critical areas in the City that will need priority throughout this project This will include flood-prone areas, environmentally sensitive regions, and areas where storm mains and drainage patterns are unknown

Obtain Missing Inventory

Collect and inventory stormwater facility data from the field and obtain pre-existing as-builts not currently on file with the City where necessary

Collect Data from Field

Record material, size, inlet and outlet elevations, and geometry of stormwater utilities found in the field, including correcting existing data where necessary City of Walker staff will be available throughout this process

Add to Inventory

Enter new and corrected data into an ArcGIS Geo Database file

This file contains all current municipal storm sewer data along with known sewer features: size, material, date installed, as-built, etc

The City of Walker and REGIS staff will be responsible for assembling and uploading the new data into the City’s current ArcGIS maps

Evaluate Existing and Desired Level of Service

Define failure parameters of the City’s current storm sewer system, ranging from capacity and level of service to efficiency and mortality Determine these factors’ influence on current system costs as well as estimated costs of potential system improvements

Identify Critical Assets

Rate storm sewer assets on risk and failure consequences and review criticality of assets Minimum level of televising storm sewers with a GPS coordinated televising system

Identify Projects for the City’s Capital Improvement Plan

Estimate the cost of each project and project schedules recommended for the CIP

Compile an Asset Management Plan

Create an Asset Management Plan that is concise and can be used with

confidence by a range of audiences, including City employees and the general public The data should be arranged in an accessible, meaningful way At a minimum, the plan should include an executive summary, a prioritized list of suggested maintenance and improvement projects, as well

as anticipated costs and supporting data

Report must be submitted in PDF format for public availability

Progress meetings will be held monthly or as needed

O THER I NFORMATION :

The contractor and any subcontractor may be subject to a financial audit and must comply with generally accepted accounting principles (GAAP) and generally accepted government auditing standards (GAGAS)

TIMEFRAME:

Proposals Due: Friday, February 6, 2015: 3:30 PM EST Consultant Selection: Friday, February 20, 2015

Contract Award – Commission Monday, March 9, 7:00 PM, 2015 Project Completion October 2016 to allow time for review

DELIVERABLES:

1 Inventory public stormwater utilities including material, diameter, age, condition, level

of service, and recommended improvements

2 New data updated into ArcGIS Geo Database file, submitted throughout project on a regular basis to allow for REGIS updates

a Material, size, geometry, inlet/outlet elevations, assigned rating/level of service

b If as-built is applicable, include date installed, owner, and PDF file

3 Maintenance schedule to maintain or improve current level of service, subject to City

of Walker comments and revisions

4 Video files containing sewer televising content, organized by storm sewer Facility ID

5 Detailed inspection and progress meeting reports

6 Compile a digital Stormwater Asset Management Plan that is able to be updated and integrated into REGIS system

7 Other items as required by the Engineering Programs Coordinator

SELECTION CRITERIA:

 Project Team 25 points

 Project Approach and Implementation 50 points

E-Mail your PDF response to Rachell Nagorsen (rnagorsen@ci.walker.mi.us) by 3:30 PM EST

Friday, February 6, 2015

RFP Deliverables: Proposal identifying key project team members and experience, project

approach including a detailed schedule with dates to meet 2017 SAW grant guidelines Estimated Fee for all services proposed

A VAILABLE I NFORMATION :

THE CITY CAN PROVIDE ADDITIONAL INFORMATION ON REQUEST INCLUDING:

 SAWGRANT APPLICATION

 SAWGRANT

 2004WALKER/KENT COUNTY DRAIN COMMISSION STORM WATER MASTER

PLAN

 EXISTING STORMWATER ATLAS

 OTHER BACKGROUND INFORMATION, AS APPLICABLE

Prein & Newhof

Storm Water Asset Management Plan

Proposal for Engineering Services

City of Walker

February 25, 2015

1

Contents

Background 2

Project Team 2

Project Approach and Implementation 3

Cost 5

Team Chart and Resumes 6

Prein & Newhof

2 Project Overview

Background

The City of Walker received an $89,947 grant from MDEQ’s SAW program to develop a $99,941 storm water system Asset Management Plan (AMP) You seek a consultant who can help Walker get the most from an approximately $80,000 to $85,000 AMP consultant budget

Project Team

P&N proposes Jason Washler, as your Project Manager and primary contact There are several key team members that will assist Jason in completing this project

Brian Vilmont, PE is P&N’s SAW Program Manager where

he helps Project Managers follow consistent work plans and standards as their clients’ SAW projects move forward Brian has extensive asset management plan training and experience Dan Sorek, PE will be the primary engineer working on the project and will assist Jason in managing staff assignments Dan was the Superintendent of Water/Wastewater Services at the Holland Board of Public Works prior to coming to P&N Dan managed their asset management programming along with his other duties and has been an effective member of other P&N SAW project teams

Dan Cruickshank schedules and manages all P&N field crews during data acquisition and manages all collected data

Ed Dempsey, GISP, develops all SAW-related GIS mapping and

is familiar with REGIS’ system and mapping protocols

We understand you have an intern who will be available part-time this summer We intend to use the City’s intern approximately 20 hours per week to perform inventory and condition assessment tasks as a member our team The other members of the team will be P&N employees These tasks may include the following: locating missing manholes; scanning documents; helping develop the consequence of failure areas; opening manholes for zoom-cam inspection; and GPS-locating non-pipe or manhole stormwater assets

Project Overview 3

Project Approach and

Implementation

Our goal is to invest your budget wisely to produce your AMP

Developing an AMP involves these steps:

a) Asset inventory

b) Condition assessment

c) Level of service goals

d) Asset criticality determination

e) Written AMP

We believe the following priorities and activities are the wisest

use of your SAW grant:

a) Asset inventory

We will locate every storm sewer manhole, catch basin and

pipe not currently on your system map, and add it to

your map

We will scan every as-built plan sheet not currently linked

in your stormwater GIS and link it to its corresponding

asset(s)

The deliverable is an updated GIS map layer and its

corresponding data set

b) Condition assessment

We will divide your stormwater system into mini

‘watersheds.’ In each of them, we will use existing

data and staff input to determine a reasonable number

of manhole inspection locations for pipe and manhole

condition assessments At each of these locations, we

will use our zoom camera to see into the pipes We can

use the condition ratings gleaned from this inspection,

coupled with age information and staff input, to apply

condition ratings over your entire system

The deliverable is a GIS map layer and its corresponding

data set

c) Level of service goals

We advise setting your desired level of service as no

localized flooding in excess of one time per year, and

zero property damage We will engage your staff to

identify areas where such issues exist, and map them as

deficient We will recommend improvements to these

areas in your capital improvement plan

Prein & Newhof

4 Project Overview

The deliverable is a GIS map layer and its corresponding data set

d) Asset criticality determination

We will rate each asset on a 1 to 5 scale for both risk of failure and consequence of failure, with 1 being the best ranking Criticality

is the mathematical product of risk and consequence of failure

Criticality rankings range from 1 to 25, with 25 being the worst (most critical)

For the risk of failure, we will consider a combination of an asset’s condition rating, material and age relative to its expected service life

For the consequence of failure, we will consider the extent of a failure’s collateral physical damage or incidental economic impact

to other assets We use a combination of zoning maps, other utility maps, aerial photos, location of water bodies and other factors to rank each asset

We will produce 3 map layers showing risk, consequence and criticality

The deliverable is a GIS map layer and its corresponding data set

e) Written AMP

The final product of the above exercises is your Capital Improvement Plan with cost estimates It will be included in a report describing the above methodologies

The deliverable is a written report

Our goal is to leave you with a GIS system architecture that you can use

to populate desired data fields in the future using staff or summer interns

We intend to create easy-to-use data entry templates so users do not require extensive training in GIS to use the system This is a cost-effective way

to increase the sophistication and power of your GIS system at a low cost

GVSU has a very nice geography degree program for GIS students Using GVSU students (or local engineering students) will not only benefit the City, but will also provide real world experience to these students