Aberdeen City Council

AGENDA FOR THE CITY COUNCIL MEETING CITY OF ABERDEEN, SOUTH DAKOTA MONDAY, APRIL 1, 2019 AT 5:30 P.M. CITY COUNCIL CHAMBERS, CITY HALL, 123 S. LINCOLN ST. 1. ROLL CALL 2. PLEDGE OF ALLEGIANCE 3. MINUTES, CITY COUNCIL MEETING OF MARCH 25, 2019 4. PROCLAMATION – “WORLD AUTISM MONTH – APRIL, 2019” “WORLD AUTISM AWARENESS DAY – APRIL 2, 2019” OPEN FORUM 5:30 TO 5:40 P.M. – 1. SEE FORMAT GUIDELINES AT END OF AGENDA A. AARON SCHULTZ TO PRESENT AN UPDATE ON 211 USAGE NUMBERS FOR 2018. 5. OLD BUSINESS A. ORDINANCE NO. 19-03-02 TO REZONE LOT 2, LUST SECOND ADDITION FROM (I-2) DISTRICT AND (C-2) DISTRICT TO (C-2) DISTRICT (1514 – 6TH AVENUE, SW) POSSIBLE SECOND READING AND FINAL ADOPTION OF ORDINANCE NO. 19-03-02 6. CONSENT CALENDAR – POSSIBLE APPROVAL A. NOMINATING PETITIONS – RECEIVE AND PLACE ON FILE: 1. MIKE LEVSEN FOR MAYOR OF THE CITY OF ABERDEEN, SD FOR A 5-YEAR TERM 2. TRAVIS SCHAUNAMAN FOR MAYOR OF THE CITY OF ABERDEEN, SD FOR A 5-YEAR TERM 3. JOSH RIFE FOR CITY COUNCIL MEMBER-NW DISTRICT FOR A 5-YEAR TERM 4. JENNIFER SLAIGHT-HANSEN FOR CITY COUNCIL MEMBER-NW DISTRICT FOR A 5-YEAR TERM B. LICENSES: 1. EXCAVATOR – ANDY KLINNERT DBA ARVIG ENTERPRISES INC. 2. PRIVATE SECURITY – MICHAEL ESSER C. REQUEST FOR PROPOSALS FOR WATER TREATMENT PLANT FACILITY PLAN UNTIL APRIL 23, 2019 AT 2:00 P.M. D. SET HEARING DATE OF APRIL 15, 2019 AT 5:30 P.M. FOR THE FOLLOWING: 1. SPECIAL TWO-DAY RETAIL ON-SALE LIQUOR LICENSE ON APRIL 26 – 27, 2019 ACT2, INC. DBA ABERDEEN COMMUNITY THEATRE, 415 SOUTH MAIN STREET 2. TRANSFERS OF RETAIL ON-OFF SALE MALT BEVERAGE & SD FARM WINE LICENSES WITH VIDEO LOTTERY FROM DOUBLE-UP INC. DBA WILD CARD CASINO, 206 SOUTH DAKOTA STREET TO VEINTE INC. DBA BLACK DIAMOND CASINO SUITE 1, 102 – 6TH AVENUE, SW FROM DOUBLE-UP INC. DBA DAKOTA PRAIRIE CASINO, 524 SOUTH 1ST STREET TO VEINTE INC. DBA BLACK DIAMOND CASINO SUITE 2, 102 – 6TH AVENUE, SW E. LOTTERY NOTICES – RECEIVE AND PLACE ON FILE: 1. ABERDEEN CAMP DREAMMAKERS 2. CHILD PROTECTION TEAM 3. HUB AREA HABITAT FOR HUMANITY 7. NEW BUSINESS A. RESOLUTION NO. 19-04-01R TO DECLARE FIREARMS AS SURPLUS PROPERTY AND PROVIDES FOR TRADE IN ON NEW ITEMS POSSIBLE APPROVAL OF RESOLUTION NO. 19-04-01R B. REQUEST TO PURCHASE TWO NEW PATROL VEHICLES AT STATE BID PRICES FROM BECK MOTORS FOR THE POLICE DEPARTMENT POSSIBLE APPROVAL TO PURCHASE TWO CHEVROLET TAHOES FROM BECK MOTORS OF PIERRE, SD IN THE TOTAL AMOUNT OF $71,640.00 FOR THE POLICE DEPARTMENT Page 1 of 53 03/28/2019  C. REQUEST TO PURCHASE UNITRENDS 8024S RECOVERY APPLIANCE UNIT FOR COMPUTER SERVICES POSSIBLE APPROVAL TO PURCHASE THE UNITRENDS 8024S RECOVERY APPLIANCE UNIT FROM APPLIED ENGINEERING TECHNOLOGY IN THE AMOUNT OF $25,823.00 D. PURCHASE OF 2019-2020 FUEL FOR PUBLIC WORKS DEPARTMENT POSSIBLE APPROVAL TO PURCHASE 2019-2020 FUEL OFF OF STATE CONTRACTS FOR THIS AREA E. BILLS: F. APPROVAL OF PAYROLL FOR THE PERIOD FROM MARCH 17, 2019 THROUGH MARCH 30, 2019 AND CITY SHARE OF SOCIAL SECURITY, OLD AGE & SURVIVOR’S INSURANCE, RETIREMENT, HEALTH AND LIFE INSURANCE G. CITY MANAGER’S REPORT 8. ADJOURN 1. OPEN FORUM PROVIDES AN OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE CITY COUNCIL WITH QUESTIONS, CONCERNS OR COMMENTS ON ITEMS, WHICH ARE NOT ON THE AGENDA. CITIZENS ARE ASKED TO SIGN UP TO SPEAK PRIOR TO THE OPEN FORUM PORTION OF THE MEETING. OPEN FORUM WILL BE LIMITED TO 10 MINUTES (IF NO ONE IS IN ATTENDANCE FOR THE OPEN FORUM, THE REGULAR MEETING MAY BEGIN) UNLESS A MAJORITY OF THE CITY COUNCIL AGREES TO EXTEND THE TIME PERIOD. THE OPEN FORUM MAY NOT BE USED TO MAKE PERSONAL ATTACKS, TO AIR PERSONALITY GRIEVANCES, TO MAKE POLITICAL ENDORSEMENTS, OR FOR POLITICAL CAMPAIGN PURPOSES. OPEN FORUM WILL NOT BE USED AS A TIME FOR PROBLEM SOLVING OR REACTING TO THE COMMENTS MADE, BUT, RATHER FOR HEARING THE CITIZEN FOR INFORMATIONAL PURPOSES. THE CITY COUNCIL MAY RESPOND WITH REQUEST FOR CITY MANAGEMENT TO FOLLOW UP AND REPORT BACK ON ANY ISSUE RAISED DURING THE PUBLIC ADDRESS TIME. A PRESENTATION MAY NOT EXCEED TWO MINUTES IN DURATION. 2. ADA COMPLIANCE: THE CITY OF ABERDEEN FULLY SUBSCRIBES TO THE PROVISIONS OF THE AMERICAN’S WITH DISABILITIES ACT. IF YOU DESIRE TO ATTEND THIS PUBLIC MEETING AND ARE IN NEED OF SPECIAL ACCOMMODATIONS, PLEASE NOTIFY THE CITY FINANCE OFFICE AT LEAST 8 HOURS PRIOR TO THE MEETING SO APPROPRIATE AUXILIARY AIDS AND SERVICES CAN BE MADE AVAILABLE. THE CITY COUNCIL MEETS WEEKLY ON MONDAYS AT 5:30 P.M. EXCEPT WHEN A HOLIDAY FALLS ON MONDAY, IN WHICH CASE THE MEETING IS HELD AT 5:30 P.M. ON THE NEXT BUSINESS DAY. 3. A COPY OF THE SUBJECT MATTER ON THE CITY COUNCIL MEETING AGENDA IS AVAILABLE FOR PUBLIC DISTRIBUTION AT THE CITY FINANCE OFFICE AND AVAILABLE ON THE CITY’S WEBSITE www.aberdeen.sd.us. Page 2 of 53 03/28/2019  17373 CITY COUNCIL PROCEEDINGS City Council Chambers, 123 South Lincoln Street, Municipal Building, Aberdeen, South Dakota, March 25, 2019 at 5:30 p.m., regular meeting of the Board of City Council Members, Mayor Mike Levsen presiding. Present at roll call were City Council Members David Bunsness, Alan Johnson, Dave Lunzman, Dennis “Mike” Olson, Rob Ronayne by teleconference call, Clint Rux by teleconference call, and Jennifer Slaight-Hansen. City Council Member Mark Remily was absent. City Staff present were Lynn Lander, Ron Wager, Robin Bobzien, Brett Bill, Karl Alberts, Dave McNeil, Randy Meister, J R Huebner, Aaron Kiesz, and Doug Johnson. Mayor Levsen led the Pledge of Allegiance. MINUTES Motion by Bunsness, second by Olson to approve the minutes of the City Council Meeting of March 18, 2019, as circulated. Upon roll call, all present voting aye, motion carried. OPEN FORUM Robin Bobzien, City Engineer, and Scott Meints, Brown County Emergency Manager, addressed the possibility of flooding in Brown County and discussed the steps taken to date and the status of the nearby watersheds. Lisa Anderson, Director of Public Relations for the Aberdeen Area Chamber of Commerce, gave their marketing update. OLD BUSINESS ORDINANCE NO. 19-03-01 Motion by Slaight-Hansen, second by Lunzman to approve second reading of Ordinance No. 19-03-01 declaring the Emerald Ash Borer (EAB) a public nuisance, establishing a licensing requirement for tree removal and maintenance, and delaying enforcement of such amendments by city officials until EAB is confirmed in Brown County. City Attorney Ron Wager explained the administration’s proposed changes to the Ordinance: first change would be to replace the word “Lab” with the word “Laboratory” and the second change would be language dealing with license requirements in Sec. 56-252 (7) changing “Proof of excise tax number. An applicant for a license under this chapter shall be required to supply his or her excise tax number to the city.” to read “Proof of state tax number. An applicant for a license under this chapter shall be required to supply his or her state sales use or excise tax number to the city.” Motion by Slaight- Hansen, second by Bunsness to approve the change of the word “Lab” to “Laboratory” in the Ordinance as recommended by the City Attorney. Upon roll call, all present voting aye, motion carried. Motion by Olson, second by Johnson to approve the change in Sec. 56-252 (7) from “Proof of excise tax number” to read “Proof of state tax number” as recommended by the City Attorney. Upon roll call, all present voting aye, motion carried. Keith Miller, local tree service owner, proposed changed to the ordinance. Dr. John Ball, SDSU Professor and Arborist, provided information on Emerald Ash Borer. Aaron Keisz, City Forester, discussed the proposed changes to the ordinance. Ray Bauer, local tree service owner, discussed the proposed Page 3 of 53 03/28/2019  17374 license. Motion by Bunsness, second by Johnson to postpone the second reading of Ordinance No. 19-03-01 for two weeks. Upon roll call, all present voting aye, motion carried. CONSENT CALENDAR Motion by Lunzman, second by Slaight-Hansen to approve the following items on the consent calendar: LICENSE – Advertising/Sign Hanging – T. Eric Farrar dba Rosenbaum’s Signs & Outdoor Advertising Inc. PLAT – Lust Second Addition to the City of Aberdeen in the SW ¼ of Section 14, T123N, R64W of the 5th P.M., Brown County, SD (1514 – 6th Avenue, SW) REQUEST PERMISSION – to serve and permit consumption of alcoholic beverages at Wylie Park Pavilion on July 5, 2019 for a Marzahn Wedding Reception. LOTTERY NOTICES – Boys & Girls Club of Aberdeen; Presentation College Booster Club – receive and place on file. DEPARTMENTS’ BOARD REPORTS AND MINUTES – Aberdeen Airport Board Meeting Minutes; Aberdeen City Planning Commission Meeting Minutes; Brown County/Aberdeen City Planning Commission Meeting Minutes; Board of Zoning Adjustment Meeting Minutes; K.O. Lee Aberdeen Public Library Board of Trustees Meeting Minutes. Upon roll call, all present voting aye, motion carried. NEW BUSINESS ORDINANCE NO. 19-03-02 City Planning/Zoning Director Brett Bill presented Ordinance No. 19-03-02 to rezone Lot 2, Lust Second Addition to the City of Aberdeen in the SW ¼ of Section 14, T123N, R64W of the 5th P.M., Brown County, SD (1514 – 6th Avenue, SW) from (I-2) Unrestricted Industrial District and (C-2) Highway Commercial District to (C-2) Highway Commercial District for first reading. Motion by Johnson, second by Bunsness to approve first reading of Ordinance No. 19- 03-02. Upon roll call, all present voting aye, motion carried. HEARING ON TRANSFER OF MALT BEVERAGE LICENSE Mayor Levsen opened a hearing on an application for a transfer of a Retail On-Off Sale Malt Beverage & SD Farm Wine License with Video Lottery from James D. Frericks at Golden Aces Casino, 614 – 6th Avenue, SW to Treinta Inc. at C-Express Suite #3, 2303 – 6th Avenue, SE Suite #3. No one was present to testify in opposition of the request for the transfer of the malt beverage license. Mayor Levsen closed the hearing. Motion by Olson, second by Bunsness to approve the transfer of the Malt Beverage & SD Farm Wine License with Video Lottery from James D. Frericks at 614 – 6th Avenue, SW to Treinta Inc. at 2303 – 6th Avenue, SE Suite #3. Upon roll call, all present voting aye, motion carried. HEARING ON SPECIAL ONE-DAY LIQUOR LICENSE Mayor Levsen opened a hearing on an application for a Special One-Day Liquor License on April 13, 2019 for the Boys & Girls Club’s Winefest Renaissance at 1121 – First Avenue, SE. Page 4 of 53 03/28/2019  17375 No one was present to testify in opposition of the request for the special liquor license. Mayor Levsen closed the hearing. Motion by Olson, second by Lunzman to approve the special One- Day Liquor License on April 13th for the Boys & Girls Club at 1121 – First Avenue, SE. Upon roll call, all present voting aye, motion carried. BILLS Motion by Johnson, second by Bunsness to approve payment of the bills listed for March 25, 2019, and any additions thereto, such bills having been audited by the Finance Officer and fully itemized and authorize the Mayor or City Manager to sign, and the Finance Officer to countersign, all warrants for payment of the following approved bills: APWA 1,345.00; MARCO Technologies LLC 230.78; Aberdeen Lawn Care 440.00; Dan Waldman 32.00; Olson’s Pest Technicians 1,200.00; Joe Fitz 32.00; Holiday Inn Express 121.99; AFFINIS 1,593.01; AE2S 780.24; Lynn Lander 126.00; SD Ready Mixed Concrete Assoc. 495.00; Stuart Nelson 32.00; Aberdeen Chrysler Center 65.00; Northwestern Energy 21,841.58; Business Improvement Dist. 2,568.46; Nationwide Employee Benefits 602.87; United Parcel Service 227.88; Clubhouse Hotel & Suites 1,116.00; George Freeman 82.16; Harry Preston 26.14; BAB Management, LLC 25.81; HAPI 15.85; Property Management & Con. 77.88; Wayne Fischer 41.30; Corey Vosika 26.16; Rob Mattern 35.55; Dave Johnson 27.81. Upon roll call, all present voting aye, motion carried. CITY MANAGER’S REPORT City Manager Lynn Lander had City Attorney Ron Wager talk about the cable franchise ordinance and agreements. There being no further business, motion by Bunsness, second by Olson to adjourn the meeting. All present voting aye, motion carried. Prepared by Mary Campton for the Finance Office. /s/ Karl Alberts, Finance Officer. Page 5 of 53 03/28/2019 Page 6 of 53 03/28/2019  XXXXXXXXX 5A April 1, 2019 xxx Page 7 of 53 03/28/2019 Page 8 of 53 03/28/2019 Page 9 of 53 03/28/2019 Page 10 of 53 03/28/2019 Page 11 of 53 03/28/2019  City of Aberdeen - Request for Council Action April 1, 2019 Agenda Section – Consent Calendar - This request for Council Action lists all the items which have been included in the consent agenda for this meeting. The City Council can approve all of the items with a single motion to approve. The Mayor will allow the Council Members an opportunity to state whether there are any of these items which you wish to have removed from the Consent Agenda approval and to have discussed and acted upon separately by the City Council. Items: A. NOMINATING PETITIONS – RECEIVE AND PLACE ON FILE: 1. MIKE LEVSEN FOR MAYOR OF THE CITY OF ABERDEEN, SD FOR A 5-YEAR TERM 2. TRAVIS SCHAUNAMAN FOR MAYOR OF THE CITY OF ABERDEEN, SD FOR A 5-YEAR TERM 3. JOSH RIFE FOR CITY COUNCIL MEMBER-NW DISTRICT FOR A 5-YEAR TERM 4. JENNIFER SLAIGHT-HANSEN FOR CITY COUNCIL MEMBER-NW DISTRICT FOR A 5-YEAR TERM B. LICENSES: 1. EXCAVATOR – ANDY KLINNERT DBA ARVIG ENTERPRISES INC. 2. PRIVATE SECURITY – MICHAEL ESSER C. REQUEST FOR PROPOSALS FOR WATER TREATMENT PLANT FACILITY PLAN UNTIL APRIL 23, 2019 AT 2:00 P.M. D. SET HEARING DATE OF APRIL 15, 2019 AT 5:30 P.M. FOR THE FOLLOWING: 1. SPECIAL TWO-DAY RETAIL ON-SALE LIQUOR LICENSE ON APRIL 26 – 27, 2019 ACT2, INC. DBA ABERDEEN COMMUNITY THEATRE, 415 SOUTH MAIN STREET 2. TRANSFERS OF RETAIL ON-OFF SALE MALT BEVERAGE & SD FARM WINE LICENSES WITH VIDEO LOTTERY FROM DOUBLE-UP INC. DBA WILD CARD CASINO, 206 SOUTH DAKOTA STREET TO VEINTE INC. DBA BLACK DIAMOND CASINO SUITE 1, 102 – 6TH AVENUE, SW FROM DOUBLE-UP INC. DBA DAKOTA PRAIRIE CASINO, 524 SOUTH 1ST STREET TO VEINTE INC. DBA BLACK DIAMOND CASINO SUITE 2, 102 – 6TH AVENUE, SW E. LOTTERY NOTICES – RECEIVE AND PLACE ON FILE: 1. ABERDEEN CAMP DREAMMAKERS 2. CHILD PROTECTION TEAM 3. HUB AREA HABITAT FOR HUMANITY C:\Users\mary.c\Desktop\FORMS\Request for Cl Action - Consent Calendar.doc Page 12 of 53 03/28/2019 Page 13 of 53 03/28/2019 Page 14 of 53 03/28/2019 Page 15 of 53 03/28/2019 Page 16 of 53 03/28/2019 Page 17 of 53 03/28/2019 Page 18 of 53 03/28/2019 REQUEST FOR PROPOSAL (RFP) For Water Treatment Plant Facility Plan City of Aberdeen Water Treatment Plant Publish Date: 04/02/2019 RFP Due Date: 04/23/2019 Page 19 of 53 03/28/2019 The City of Aberdeen is requesting submittals for Water Treatment Plant Facility Planning. Your firm is invited to submit a proposal for engineering services for a Water Treatment Plant (WTP) Facility Plan. Attached is a list of information that should be included in your proposal. It is our intention to review the Proposals and directly select a firm for the work. Three (3) copies of your Proposal should be received no later than 2:00 p.m., Tuesday, April 23, 2019. Statements received after this deadline will not be considered. SUMMARY OF SPECIFICATIONS: The intent is to conduct a holistic Facility Plan for the City of Aberdeen Water Treatment plant that identifies deficiencies and improvements required by the Facility to address regulatory compliance, safety, technology improvements, process innovations, and aging infrastructure and anticipated future water demands. In particular, The City is seeking an Engineer with demonstrated expertise and competence in conventional water treatment process evaluation, design and construction. PROPOSAL TERMS AND REQUIREMENTS Proposals should be prepared simply and economically providing a straightforward, concise description of the Respondent’s ability to meet the requirements of the RFP. The proposal shall be no more than 30 pages total in length (15 sheets double-sided). Fee proposals must be submitted in a separate sealed envelope at the same time. All envelopes for technical proposal and separate fee proposals must be clearly marked “RFP 2019 City of Aberdeen Water Treatment”. Sealed Proposals will be received at the office of the City Finance Officer, Auditor Division, 123 S. Lincoln Street, Aberdeen, SD 57401-4215 until 2:00 o’clock p.m. local time on Tuesday, the 23th day of April, 2019 at which time proposals will be publicly opened, read and referred to the City Council of Aberdeen. The City reserves the right to reject any and all proposals, to waive or not waive informalities or irregularities in the response procedures, and to accept or further negotiate cost, terms, or conditions of any proposal determined by the City to be in the best interest of the City. All agreements resulting from negotiations that differ from what is represented within the RFP or in the Respondent’s response shall be documented and included as part of the final contract. SELECTION CRITERIA Responses to this RFP will be evaluated using a point system, described in Section 3. The evaluation will be completed by a Selection Committee composed of staff members from various units of the City. At the initial evaluation, the fee proposals will not be reviewed. The initial evaluation is to determine which, if any, Respondents are to be interviewed. Respondent fee proposals will only be opened for Respondents selected for interview, if the City elects to conduct interviews. If the City elects to interview Respondents, during interviews, selected Respondent(s) will have the opportunity to discuss in more detail their qualifications, experience, proposed work plan, and fee proposal during the interview process. The City of Aberdeen further reserves the right to interview the key personnel anticipated to be assigned if the firm is selected. To decide the most qualified, capable and cost-effective Respondent, the Selection Committee will evaluate the proposal(s) and interview(s) using the point system described in Section 3 of this RFP. INTERVIEW The City has the right to request interviews with selected Respondents when necessary. The selected Respondents will be given the opportunity to discuss in more detail their qualifications, past experience, proposed work plan and fee proposal. The interview must include the project team members expected to complete a majority of work on the project, but no more than 4 members total. The interview shall consist of a presentation by the Respondent, including the person who will be the project manager on Page 20 of 53 03/28/2019 this Contract, followed by questions and answers. Audiovisual aids may be used during the oral interviews. The oral interviews may be recorded on tape by the Evaluation Team. If the City chooses to interview any respondents, the interviews will be held between April 24 and April 30th. Respondents selected for interview will be expected to be available that week. SECTION II BACKGROUND AND SCOPE OF WORK A. BACKGROUND The City of Aberdeen Water Treatment Plant (Plant) is a 12 MGD surface water treatment plant that employs lime soda ash softening, chloramines, and Dual media filters, A rapid settling process for pretreatment to improve organics removal, Phosphate is added to stabilize the water subsequent to the softening process. Adjustment of pH in the treatment process is made through addition of CO2. Residual solids from the treatment process are sent to a storage lagoon. Construction of the first water treatment facility was begun in 1933. Since then the process plant has undergone a number of upgrades and changes. The plant finished in 1934 was capable of treating 4.0 million gallons a day of water taken from the Elm River. A series of small dams were constructed to impound water but it was necessary to build two larger dams to insure adequate supply. WPA assisted with the construction of the Elm Lake and Willow Creek dams in the 1930s. In 1959 the plant was expanded to a nominal capacity of 8 million gallons per day and in 1981 another expansion was undertaken to increase the nominal capacity to 12 million gallons a day. In 2004-2005 the construction of our new treatment building and administration area, modification to some of the old process and integrating that with the new process. This included the existing filters, pretreatment basin, conversion of the old softening basin into a water reclaim basin and one of the old secondary settling basins into a new clearwell, converting the old clearwell in to a transfer well into which we continue to feed chlorine, ammonia (to form chloramines) and fluoride. B. PROJECT NEED Increasing peak summer demands and significant industrial growth in the community has prompted a need to assess the Water Treatment Plant capacity. Facility planning for the future water system is also needed due to the age and condition of certain areas of the Water Treatment Plant and the need to review regulatory trends. With the existing plant utilizing various treatment basins and equipment with a wide range of design life remaining, a holistic evaluation of the plant is needed to evaluate the condition and capacity of the plant and identify areas that lack reliability and redundancy. The overall water treatment plant facility shall also be evaluated with recommendations made to improve operation and maintenance and overall efficiency. C. SCOPE OF WORK The project shall result in a complete Facility Plan submitted to and approved by the DENR; the Facility Plan shall also be submitted to the State Revolving Loan Fund along with the appropriate supporting paperwork. The scope of services for the Facility Plan shall include, but not be limited to, the following: Contract Management All contract management activities necessary to complete this project, including: Page 21 of 53 03/28/2019  1. Conduct an on-site kick-off meeting with City staff to obtain the project data, discuss project schedule, project goals, and establish design parameters and review development and areas of potential concern. 2. Provide a biweekly status review of the summary of work completed on each task, estimated completion of each task, discussion of project issues, and a summary of the work status compared to the project schedule and budget. 3. Collect historic operations data, plant drawings, and previous reports and correspondence. 4. Generate Meeting Agenda and Minutes for the kick-off meeting. 5. Provide general project management activities, schedule and budget monitoring, and communication with City. Attend minimum 3 project meetings between the City and the Consultant. Water Treatment Facilities 1. Assist City in preparing environmental contact letters and identification of environmental impacts. Letters to various agencies include but are not limited to the following: 1) Game, Fish, and Parks, 2) US Corps of Engineers, 3) Natural Resource Conservation Service, 4) Fish and Wildlife Service, 5) State Historical Preservation Office. Assist City in conducting one public hearing and prepare meeting minutes and other information to include in the DENR SRF application packet. 2. Evaluate and recommend any safety improvement to the existing facilities 3. Evaluation of existing and future conditions: a. Existing water demand. b. Evaluation of treatment systems. c. Conduct regulatory review for current and future requirement of drinking water standards, water quality standards and regulatory issues of the SD DENR. d. Collect available data or reports on population projections, commercial and industrial projections, land use planning, and comprehensive planning. Demographics will be consistent with the existing Comprehensive Plan. e. Develop population and water demand projections with the City’s input, and determine the future design capacity for water supply source and treatment facilities. f. Meet with City staff to discuss and agree to the projected demands and to identify City’s desire to plan for growth including additional “reserve capacity” to facilitate other unspecified future growth. 4. Conduct on-site meetings to gather additional information and review how the plant is currently operated and make recommendations on how to improve efficiency with either operational changes and renovations or with new improvements. This work would include but not be limited to pump operations, chemical feed systems, solids handling, filter backwashing, and reclaim water. 5. Evaluate finished water high service pumps and piping/valving systems for age, condition, maintainability, capacity, flexibility and energy efficiency. 6. Evaluate the capacity and efficiency of the current sludge handling process and facilities and recommend improvements for long-term sustainability. 7. Evaluate process redundancy and evaluate the effectiveness and anticipated remaining life of the existing equipment. 8. Evaluate long-term improvements that would increase the capacity and performance of the existing facilities. 9. Evaluate options for how and where the system could cost effectively be expanded to meet future needs. 10. Review overall system condition and identify and prioritize the most critical areas. 11. Conduct a site visit at water plant by a structural engineer to perform a visual inspection of the existing structures and related components. Page 22 of 53 03/28/2019  12. Conduct a site visit at water plant by an electrical engineer to identify deficiencies or redundancies of critical equipment and power supply. This work would also include a review of the instrumentation and control system and the means in which this information is communicated throughout the plant site and to other remote sites. 13. Evaluation of alternatives, associated capital (construction) costs, and operation and maintenance costs. 14. Perform a present worth or annual equivalent cost analysis of capital and O&M costs for alternatives. 15. Develop a preliminary site plan layout of the existing and proposed facilities depicting the final recommended improvements. 16. Present Alternative Evaluation to WTP staff, City personnel, and public as required. 17. Selection of a recommended alternative. 18. Evaluation of user rate impacts. 19. Development of implementation schedule. 20. Recommend options for phasing and financing suggested alternatives. 21. Prepare a draft report and submit up to eight (8) copies to the Client for review and comment. The report will include a recommended alternative with justification. 22. Attend a meeting with Client to review the draft report and comments. 23. Submittal to SD DENR for review and approval. Provide responses to DENR review comments and questions as needed. 24. Develop a one-page project fact sheet. 25. All reports and data shall be provided to the city in digital form in addition to print copies. 26. Prepare a presentation for use at City Council meetings. The consultant shall have someone in attendance at each meeting prepared to discuss any components of the study The Facility Plan will establish the scope and budget for work identified for subsequent design and construction. City Responsibilities The City shall provide: Access to facilities and records. Relevant background documentation, including land use, population projections, applicable previous studies, surveys, plats and existing Water Treatment Plant plans and operating data. Project Schedule The proposed project schedule is as follows: Issuance of RFP April 2, 2019 Proposals Submitted April 23, 2019 Interviews (if necessary) April 24-30, 2019 Consultant Selection May 3, 2019 Kick-off meeting with City staff May 15, 2019 Submit draft facility plan to City for review October 16, 2019 Review meeting with City staff October 23, 2019 Submit the final facility plan to the City November 6, 2019 The services to be performed by the Consultant under this agreement shall encompass and include all the detail work, services, materials, equipment and supplies necessary to provide engineering services for the project. The work shall be completed in accordance with generally accepted standards of practice and shall include the services to complete the tasks outlined in this RFP. Page 23 of 53 03/28/2019 C. REQUIREMENTS As requested by the City's RFP, the following components shall be carried through all elements of the work as identified in this scope of work. Regulatory Compliance: All proposed alternatives for treatment and sludge handling should allow the plant to maintain compliance with all current state/federal regulations and consider anticipated future regulations. Customer Satisfaction: All alternatives considered shall include the potential impact on customer satisfaction both in terms of safety and aesthetics of drinking water produced. SECTION 3: MINIMUM INFORMATION REQUIRED EVALUATION CRITERIA Respondents should organize Proposals into the following Sections: A. Professional Qualifications B. Past Involvement with Similar Projects C. Proposed Work Plan D. Fee Proposal (include in a separate sealed envelope) E. Authorized Negotiator F. Attachments The following Section describes the elements that should be included in each of these proposal sections and the weighted point system that will be used for evaluation of the proposals. A. Professional Qualifications – 20 points 1. State the full name and address of your organization and, if applicable, the branch office or other subordinates that will perform, or assist in performing, the work hereunder. Indicate whether it operates as an individual, partnership, or corporation. If as a corporation, include the state in which it is incorporated. If appropriate, indicate whether it is licensed to operate in the State of South Dakota 2. Include the number of executive and professional personnel by skill and qualification that will be employed in the work. Show where these personnel will be physically located during the time they are engaged in the work. Indicate which of these individuals you consider key to the successful completion of the project. Identify only individuals who will do the work on this project by name and title. Resumes or qualifications are required for proposed project personnel who will be assigned to the project. Qualifications and capabilities of any sub- consultants must also be included. 3. Include the number of executive and professional personnel by skill and qualification that will be employed in the work. Show where these personnel will be physically located during the time they are engaged in the work. Indicate which of these individuals you consider key to the successful completion of the project. Identify only individuals who will do the work on this project by name and title. Resumes or qualifications are required for proposed project personnel who will be assigned to the project. Qualifications and capabilities of any sub- consultants must also be included. 4. State history of the firm, in terms of length of existence, types of services provided, etc. Identify the technical details which make the firm qualified for this work B. Past involvement with Similar Projects - 30 points Page 24 of 53 03/28/2019 The written proposal must include a list of specific experience in the project area and indicate proven ability in developing detailed designs and implementing similar projects for the firm and the individuals to be involved in the project. Experience with softening plants is required. The proposal must also indicate proven ability to have projects completed within the budgeted amounts. A complete list of client references must be provided for similar projects recently completed. The list shall include firm/agency’s name, contact name, project title, owner name, address, and phone number. The proposal must include examples of water treatment plant projects designed by staff proposed to work on this project. Examples should include water treatment projects that improved the overall operation, efficiency and reliability of the water treatment process. A summary of related projects with the original deadline and cost estimate versus the actual design completion date and final cost of the design shall be included. A list of three (3) client references must be provided for similar projects recently completed. It shall include the firm/agency name, address, telephone number, project title, and contact person. C. Scope of Work Outline - 30 points A detailed work plan is to be presented which lists all tasks determined to be necessary to accomplish the work of this project. The work plan shall define resources needed for each task (title and individual person-hours) and the firm’s staff person completing the project task. 1. The work plan shall be sufficiently detailed and clear to identify the progress milestones (i.e., when project elements, measures, and deliverables are to be completed) and the extent and timing of the City personnel involvement. Additional project elements suggested by the Proposer are to be included in the work plan and identified as Proposer suggested elements. 2. The work plan must identify information the Proposer will need from City staff in order to complete the project. Include estimated time and resource commitment from City staff 3. The work plan shall include any other information that the Proposer believes to be pertinent but not specifically asked for elsewhere. 4. Also include in the work plan, proposed steps, if any, to expedite completion of the project. This will be given due consideration during evaluation of proposals. In the scoring for this section, consultants shall be evaluated on the clarity, thoroughness, and content of their responses to the above items. D. Fee Proposal - 20 points Fee proposals shall be submitted in a single separate sealed envelope with the proposal. Any proposal not complying with this requirement may be subject to disqualification. Fee proposals are to include the names, title, hourly rates, overhead factors, and any other details by which the overall and project element costs have been derived. Rates shall include travel time to and from the site as needed. Additional travel expenses will not be honored as part of this contract without written approval from the City, and only for extenuating circumstances under the sole discretion of the City’s Contract Administrator. The total fee proposal may be adjusted after negotiations with the City and prior to signing a formal contract, if justified. E. Authorized Negotiator Include the name and phone number of persons(s) in your organization authorized to negotiate the Scope of Work with the City. Proposal Evaluation 1. The Selection Committee will evaluate each proposal by the above described criteria and point system (A through C) to select a short list of firms for further consideration. A proposal with all Page 25 of 53 03/28/2019  the requested information does not guarantee the proposing firm to be a candidate for an interview. The Committee may contact references to verify material submitted by the Respondents. The City will determine whether the final scope of the project to be negotiated will be entirely as described in this RFP, a portion of the scope, or a revised scope. 2. If needed, the Committee then will schedule the interviews with the selected firms. The selected firms will be given the opportunity to discuss in more detail their qualifications, past experience, proposed work plan and fee proposal. The interview must include the project team members expected to complete a majority of work on the project, but no more than 4 members total. The interview shall consist of a presentation of approximately thirty (30) minutes by the Respondent, including the person who will be the project manager on this Contract, followed by approximately thirty (30) minutes of questions and answers. Audiovisual aids may be used during the oral interviews. The oral interviews may be recorded on tape by the Evaluation Team. 3. The firms interviewed will then be re-evaluated by the described criteria (A through D) and adjustments to scoring will be made as appropriate. After evaluation of the proposals. 4. After evaluation of the proposals, further negotiation with the selected firm may be pursued leading to the award of a contract by City Council, if suitable proposals are received. The City reserves the right to not consider any proposal which is determined to be unresponsive and deficient in any of the information requested for evaluation. The City also reserves the right to waive the interview process and evaluate the consultants based on their proposals and fee schedules alone. The City will determine whether the final scope of the project to be negotiated will be entirely as described in this Request for Proposal, a portion of the scope, or a revised scope. Licensing and Insurance The Engineer shall be licensed in the appropriate fields that would apply to this contract. The Engineer shall maintain Professional Liability, Comprehensive General Liability, Automotive Liability and Workers Compensation Insurance at levels required by State Statute. Page 26 of 53 03/28/2019 Page 27 of 53 03/28/2019 Page 28 of 53 03/28/2019 Page 29 of 53 03/28/2019 Page 30 of 53 03/28/2019 Page 31 of 53 03/28/2019 Page 32 of 53 03/28/2019 Page 33 of 53 03/28/2019 Page 34 of 53 03/28/2019 Page 35 of 53 03/28/2019 Page 36 of 53 03/28/2019 Page 37 of 53 03/28/2019 Page 38 of 53 03/28/2019 Page 39 of 53 03/28/2019 Page 40 of 53 03/28/2019  City of Aberdeen Request for Council Action Agenda Item No. Meeting Date: April 1, 2019 Agenda Section 7A New Business Originating City Attorney Dept: Police Department Resolution 19-04-01R Ordinance Prepared by: City Attorney No. of Attachments 1 Presented by: City Attorney Item: This resolution declares firearms as surplus property and provides for trade in on new items. City Manager’s Proposed Action: Motion by _______________, second by ______________ to declare property surplus and approve Resolution 19-04-01R. Overview: This is a routine declaration of surplus property. Since these items are firearms, they will be traded in to a firearms dealer for credit rather than sold at auction. Primary/Issues/Alternatives to Consider: The Council could order the weapons destroyed or sold. It is recommended, however, that the City not sell these firearms to the general public. Budgetary/Fiscal Issues: The amount of credit received on trade in for these items is minimal, but will help offset police expenditures on equipment and supplies. Attachments: Resolution 19-04-01R. Rev 7/09 Page 41 of 53 03/28/2019  RESOLUTION NO. 19-04-01R RESOLUTION DECLARING SURPLUS PROPERTY BE IT HEREBY RESOLVED by the Aberdeen City Council that the following described property is declared surplus property and may be disposed of in accordance with SDCL § 23A-37-13, said property is described as follows: Description Tag No. Incident No. 30-60 18AP0593 18AP05015 Serial #338255 Rugar 9mm 17AP1755 17AP16391 Serial #32709767 Taurus Judge 17AP1640 17AP15279 Serial #ER417816 Taurus 9mm 17AP2680 17AP25185 Serial #TIX39358 .22 Marlin 16AP0216 15AP23484 Serial #96475027 .38 Jinenez 15AP2264 15AP19198 Serial #267161 Perfecta 9mm 15AP2410 15AP20846 Serial #63 12 gauge Mossberg 14AP0006 14AP00079 Serial #P729896 .22 Rugar 10AP4506 10002272 Serial #354-37117 .22 Stevens 11AP3181 11001879 Serial #Unknown .22 Marlin 11AP3182 11001879 Serial #95002446 12 guage 11AP3183 11001879 Serial #L648017 12 gauge Browning 11AP3186 11001879 Serial #39130PN152 12 gauge Savage 11AP3187 11001879 Serial # Unknown .22 Stevens 09AP1696 9000909 Serial #Unknown Taurus 9mm 18AP2345 18AP21697 Serial #TLP42485 .22 Marlin 30889 95-02575 Serial #23-98137 .38 Interarms 15AP2888 15AP25472 Serial #AA314156 Page 1 of 2 Page 42 of 53 03/28/2019 .22 Rugar 16AP0266 16AP02256 Serial #11859404 .4 Glock 19AP0378 19AP02038 Serial #WDY339 .4 Springfield 18AP0400 18AP03641 Serial #MG188179 12 gauge 17AP1157 17AP10346 Serial #CO84533A S&M 9mm 15AP0651 15AP03960 Serial #HVA8034 Benelli Nova 15AP2724 15AP24178 Serial #V257593 Hi-Point .4 14AP0772 14AP10074 Serial #X7184785 12 guage Stoeger 17AP2872 17AP26397 Serial #1486466 .45 Rugar 17AP2606 17AP24821 Serial #672-321-35 .22 Rugar 09AP0974 9000584 Serial #114-08338 Sarsilmaz 9mm 16AP2321 16AP20765 Serial #T110216G02987 .22 Rugar 75589 88-17252 Serial #14-86728 BE IT FURTHER RESOLVED that the Chief of Police may trade this surplus property to any licensed firearms dealer as allowed by law. The foregoing Resolution was adopted at a regular meeting of the Aberdeen City Council on the day of April, 2019. Number of AYES: Number of NAYS: Mike Levsen, Mayor ATTEST: Finance Officer Page 2 of 2 Page 43 of 53 03/28/2019 7B Page 44 of 53 03/28/2019 Page 45 of 53 03/28/2019 Page 46 of 53 03/28/2019 Page 47 of 53 03/28/2019  City of Aberdeen Request for Council Action Agenda Item No. Meeting April 1st , 2019 Agenda Section 7C Date: Originating Dept: New Business Computer Services Resolution N/A Ordinance Prepared by: N/A Austin Vaughn No. of Attachments Presented 1 by: Karl Alberts Item: Department Purchase City Manager’s Proposed Action: Request Council approval to purchase Unitrends 8024S Recovery Appliance Unit. Overview: We are requesting to purchase the following a Unitrends 8024S Recovery Appliance Unit. For a total price of $25823.00 from Applied Engineering Technology. Primary/Issues/Alternatives to Consider: This unit will replace our current Unitrends Appliance that is now out of warranty. The device will be used to backup our servers. Budgetary/Fiscal Issues: This equipment is in the Computer Services budget for 2019 Attachments: Quotations. Page 48 of 53 03/28/2019  Pricing Seller Details: Proposal Number: Q00002421-2 Remit Applied Engineering Sold David Elliott Date Created: 03-26-2019 To: 3300 Fiechtner Dr. By: Applied Engineering Date Expires: 03-29-2019 Fargo, ND 58103 3300 Fiechtner Drive S Payment Terms: Net Due Phone: (701) 281-1884 Fargo, ND 58103 Fax: (701) 281-1322 701-540-4982 delliott@go-applied.com Customer Details: Contact Info: Austin Vaughn Bill City of Aberdeen Ship City of Aberdeen (605) 626-7044 To: 123 S Lincoln To: 123 S Lincoln austin.vaughn@aber Aberdeen, SD 57401-4215 Aberdeen, SD 57401-4215 deen.sd.us Qty Description Unit Price Ext. Price 36 Months of Platinum Support for Model 8024S Recovery 1 Appliance Unit $ 22,770.00 $ 22,770.00 4TB 7200 RPM disk drive with necessary carrier 6 $ 409.00 $ 2,454.00 SAS to eSATA Adapter 1 $ 599.00 $ 599.00 Q4 2018 Promotional Pricing for Existing Customers - Trade-in your existing appliance and receive a R8024S Appliance with Enterprise 1 Plus (MSRP: $39599) at no charge. Requires at least a 3 year $ 0.00 $ 0.00 support term. No support credit for trade- in appliance. Tax: Shipping: Grand Total: $ 25,823.00 Is a Purchase Order (PO) required for the purchase and payment of the products/services on this quote? Yes  PO Number: _____________ No  My organization does not require a PO for this purchase, Please attach a copy of your and I certify that this purchase is fully authorized and affirm my purchase order organization's commitment to pay for this purchase Page 49 of 53 03/28/2019 Q00002421-2 Page 5 of 9 7D Page 50 of 53 03/28/2019 Page 51 of 53 03/28/2019 Page 52 of 53 03/28/2019 7E Page 53 of 53 03/28/2019