HomeMy WebLinkAbout5.A.4. Approve Contract for Preparation of an Update to the City Sanitary Sewer Plan
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CITY OF SHAKOPEE CONSENT
Memorandum
TO: Mayor and City Council
Mark McNeill, City Administrator
FROM: R. Michael Leek, Community Development Director
SUBJECT: Authorization to Enter into a Contract for Preparation of an Update
to the City's Sanitary Sewer Plan
MEETING DATE: April 18,2006
INTRODUCTION:
In February ofthis year, the City sought proposals for updating the sanitary sewer plan
from both Bonestroo, Rosene, AnderIik & and Associates (Bonestroo) and WSB &
Associates, Inc (WSB). Both firms submitted proposals, and staff interviewed the teams
from both firms. After considering the criteria for evaluating proposals that were
embodied in the request for proposal (RFP), staff is recommending to the Council that the
City enter into a contract with WSB to prepare the update to the City's sanitary sewer
plan.
DISCUSSION:
Staff believes that the City was fortunate to receive responsible proposals from two
qualified firms, both of which appear to be capable of completing the work. In deciding
between the proposals staff referred back to the criteria that were spelled out in the
request for proposal. The City does have experience working with both firms. The
criteria were as follows;
I Project Management, Operations, and Administration (30%)
A. Proposed organizational and operational structure for this project,
including any subcontractors
B. Description of staff responsibilities for the proj ect.
C. Demonstrated understanding of the required work and services.
D. Commitment to meet service quality and productivity standards
designated for the service.
E. Established and effective record keeping and accounting practices.
V. Qualifications (40%)
A. Experience and qualifications of key personnel
B. List of contracts, and scope of contracts held.
C. References from communities/entities served by the proposer(s).
D. Defaults on previous contracts.
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VI Cost of Performing the Required Work (30%)
A. Whether the proposal is cost effective in relation to quantity and quality
of the service provided.
B. Whether the cost elements are realistic relative to completion of the plan
amendment and adoption process.
The attached table provides greater detail as to the analysis that led to staff s
recommendation ofWSB over Bonestroo. In summary, while Bonestroo's base cost was
about $5,000 less, staff concluded that the WSB proposal would serve the City better for
the following reasons;
0 WSBproposed to complete the project in a shorter timeframe. This, in turn, will
facilitate revision of the City's MUSA staging plan and 2008 Comprehensive Plan
update. To accomplish that timeframe, WSB has assembled a larger team with
greater depth.
0 WSB's cost estimate is capped, while there is the potential for additional costs
under Bonestroo' s proposal.
0 WSB's project approach includes more meetings and greater record-keeping of
the process, which is very desirable, especially as it relates to the Metropolitan
Council Environmental Services staff.
ALTERNATIVES:
1. Offer and pass a motion to authorize the appropriate City officials to execute a
contract with WSB & Associates, Inc. for the preparation of an update to the City's
sanitary sewer plan in accordance with the March 17th proposal submitted by WSB
(not including the optional task of preparing a computer model), and at a cost not to
exceed $29,819
2. Do not approve entering into a contract with WSB for preparation of an update of the
City's sanitary sewer plan.
3. Table the matter for additional information.
STAFF RECOMMENDATION:
Staff recommends alternative number 1.
VISIONING RELATIONSHIP:
The process of developing an update to the City's sanitary sewer plan is a central element
of updating the City's Comprehensive Plan and MUSA staging plan. These are important
tools for guiding the future development of the community, and thus relates to Goal.
Vibrant, Resilient and stable.
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ACTION REQUESTED:
Offer and pass a motion to authorize the appropriate City officials to execute a contract
with WSB & Associates, Inc. for the preparation of an update to the City's sanitary sewer
plan in accordance with the March 17th proposal submitted by WSB (not including the
optional task of preparing a computer model), and at a cost not to exceed $29,819.
Funding for the sanitary sewer plan update would come 50% from the trunk sanitary
sewer fund and 50% from the Community Development budget.
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R. Michael Leek
Community Development Director
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