Agenda - Public Works Committee - 11/17/2020

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Several qualified consultants had contacted the City to inquire if the City needs assistance with this effort. On October 20, 2020, Staff requested that the Public Works Committee (PWC) recommend City Council approval to submit Requests for Quotes to qualified consultants in an attempt to receive at least three quotes. During the October PWC meeting, the Committee members felt Staff should look into potential cost savings measures such as completing some or all of the work in-house, contacting other cities to see if opportunities might exist to prepare parts of the plans that have information common to some or all of the cities, and to ask our consultant that is preparing the Centralized Water Treatment Plant Feasibility Study to see if they could prepare the plans at a reduced fee since they already have ready access to the City of Ramsey's water supply system data. Staff contacted the cities of Anoka, Andover, Coon Rapids, Fridley, and Saint Francis. All but Saint Francis responded and said they had already hired consultants to prepare their plans so partnering with these cities would not be an option without first restructuring their consultant's contracts. Staff also requested proposals for preparing the RRA and ERP plans from SEH, Inc., the consultant currently completing the City's Water Treatment Plant Feasibility Study, and to do so using hourly rates that could be reduced if City Staff is able to complete portions of the work in-house. Staff is therefore requesting that the Public Works Committee recommend City Council approval to accept the attached proposals from SEH, Inc. to assist the City in preparing the RRA to comply with the AWIA by the required deadline of June 30, 2021, at a total cost not to exceed $11,000, and the ERP by the required deadline of December 30, 2021, at a total cost not to exceed $2,500. This would cap the work at a maximum not -to -exceed fee of $13,500. Staff will also work to complete as much of the RRA and the ERP as possible in-house, and to use SEH, Inc. to complete the remainder of the tasks that Staff is not able to complete by the required deadlines. Per the proposal, the rates will be invoiced hourly so any work Staff can complete will reduce their fees accordingly. Timeframe: Staff estimates approximately 20 minutes will be required for presentation and discussion of this case. Observations/Alternatives: Alternative #1: Motion to recommend City Council approval of the proposal from SEH, Inc. to assist City Staff in complying with America's Water Infrastructure Act of 2018. Alternative #2: Motion of other. Funding Source: All consultant costs are proposed to be paid from the Water funds. Recommendation: Staff recommends alternative #1. Action: Motion to recommend City Council approval of the proposal from SEH, Inc. to assist City Staff in complying with America's Water Infrastructure Act of 2018. Attachments SEH Proposal AWIA RRA SEH Proposal AWIA ERP AWIA Fact Sheet