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4.10 4.10 SERVICES\\Chazen Companies-Montcalm Sewer-Grantwriting Services-5-17-2021 RESOLUTION AUTHORIZING ENGAGEMENT OF THE CHAZEN COMPANIES TO PROVIDE ENGINEERING AND GRANT WRITING SERVICES RESOLUTION NO.: _______________________________________________, 2021 INTRODUCED BY: ________________________________________________ WHO MOVED ITS ADOPTION SECONDED BY: ________________________________________________ WHEREAS, the onsite private septic management system at Montcalm Apartments has experienced numerous problems in recent years that threaten public health, safety and welfare, and WHEREAS, Montcalm Apartments, LLC, the management firm for the Montcalm Apartments, desires to connect to municipal sewer services for the Montcalm Apartments affordable housing development, and WHEREAS, connection to municipal sewer will require a sewer connection feasibility report and grant writing services to fund sewer line construction, and WHEREAS, by Resolution 23, 2021, the Town engaged the services of The Chazen Companies (Chazen) to provide engineering technical services for fiscal year 2021, and WHEREAS, Chazen also has the staff and expertise to assist with Community Development Block Grant (CDBG) writing services for funding public sewer construction, and WHEREAS, Chazen submitted a letter-proposal dated May 12, 2021 for the grant writing services for the proposed municipal sewer line for a proposed fee of Six Thousand Dollars ($6,000.00), 1 and WHEREAS, Chazen submitted a letter-proposal dated May 13, 2021 for development of the engineering report for a proposed fee of Nineteen Thousand Five Hundred Forty Dollars ($19,540), and WHEREAS, the Senior Planner and Director of Wastewater/Water Superintendent recommends that the Town Board engage the services of Chazen for the engineering report and grant writing services for construction of a sewer line to serve the Montcalm Apartments affordable housing development, and WHEREAS, the Town Board wishes to engage the services of Chazen to assist in the CDBG grant writing as delineated in Chazen’s letter-proposal dated May 12, 2021 and presented at this meeting for an amount not to exceed Six Thousand Dollars ($6,000.00), and WHEREAS, the Town Board also wishes to engage the services of Chazen for a sewer connection feasibility report as delineated in Chazen’s letter-proposal dates May 13, 2021 and present at this meeting for an amount not to exceed Nineteen Thousand Five Hundred Forty Dollars ($19,540). NOW, THEREFORE, BE IT RESOLVED, that the Queensbury Town Board hereby authorizes and directs engagement of The Chazen Companies to assist in the services as delineated in Chazen’s letter-proposal dated May 12, 2021 in substantially the form presented at this meeting for the amount not to exceed Six Thousand Dollars ($6,000.00), and BE IT FURTHER, RESOLVED, that the Queensbury Town Board hereby authorizes and directs engagement of The Chanzen Companies for a sewer connection feasibility report as delineated in Chazen’s letter- 2 proposal dates May 13, 2021 and present at this meeting for an amount not to exceed Nineteen Thousand Five Hundred Forty Dollars ($19,540), and BE IT FURTHER, RESOLVED, such services shall be paid for from an Escrow Account funded by Montcalm Apartments, LLC and authorized by previous Town Board Resolution, and BE IT FURTHER, RESOLVED, that the Town Budget Officer shall amend the 2021 Town Budget, make any adjustments, budget amendments, transfers and/or prepare any documentation necessary to effectuate payment, and BE IT FURTHER, RESOLVED, that the project shall be overseen by the Senior Planner and Director of Wastewater/Water Superintendent, and BE IT FURTHER, RESOLVED, that the Town Board further authorizes and directs the Town Supervisor to execute any needed agreements for services with The Chazen Companies in a form acceptable to the Town Supervisor and/or Town Counsel along with any necessary additional documentation, and BE IT FURTHER, RESOLVED, that the Town Board further authorizes and directs the Town Supervisor, Senior Planner, Director of Wastewater/Water Superintendent and/or Town Budget Officer to take all additional actions necessary to effectuate the terms of this Resolution. 3 th Duly adopted this 17 day of May, 2021, by the following vote: AYES: NOES: ABSENT: 4 THE. c;'hazn civil Engineers NORTH I COUNTRY OFFICE Land Surveyors 20 Elm Street,Suite 110 Planners Glens Falls, NY 12801 COMPANIES® Environmental&Safety Professionals Landscape Architects P:518.812.0513 or 888.539.9073 Proud to be Employee Owned Transportation Planners&Engineers www.chazencompanies.com May 12,2021 John Strough, Supervisor Town of Queensbury 742 Bay Road Queensbury, New York 12804 RE: Proposal to prepare a CDBG Infrastructure Grant Application: Sanitary Sewer Connection to the Housing Complex at 220 Burke Drive. Dear Supervisor Strough: Thank you for the opportunity to provide a proposal to prepare a CDBG Infrastructure application in the 2021 CFA funding round.Chazen has participated in preliminary discussions with the Town and CRM Montcalm Apartments LLC, regarding the need to provide sanity sewer service to the 226 unit housing complex at 220 Burke Drive by connecting the complex to the Town's existing sanitary sewer collection system.The preliminary plan is to provide a force main that connects to the Town system at Weeks Road. CDBG infrastructure projects can provide grant funding of 1.0 million dollars.CDBG grant applications have a submission deadline of July 30th, 2021.We believe that this project would be favorably reviewed by the State Office of Community Renewal (OCR). Chazen proposes to prepare and submit the grant application as follows: CDBG 2021 Infrastructure Grant Application Chazen will prepare and submit this application by the July 30th 2021 deadline at a fixed cost of $6,000.00.The application requires a public hearing prior to the submission and Chazen will provide the proper legal notice for the hearing and identify and assist the Town in providing,the additional public participation documentation needed for the application. Chazen will also work with Chris Harrington, Stu Baker and Pat Morris of CRM to obtain more detailed information on existing conditions,system deficiencies and other supporting documentation to ensure a competitive application. We believe that we can continue to be successful in assisting the Town in preparing grant applications that address community needs. We look forward to working with you on both the current and future grant awards. Si erel go Murray Senior Municipal Funding Specialist Chazen;A LaBella Company • Chazen Engineering,Land Surveying,Landscape Architecture&Geology Co.D.P.C.(NY) Chazen Engineering Consultants,LLC(TN/OR) THE NORTH COUNTRY OFFICE c?hazn Civil Engineers Land Surveyors 20 Elm Street,Suite 110— Planners Glens Falls, NY 12801 COMPANIES' Environmental&Safety Professionals P:518.812.0513 or 888.539.9073 Landscape Architects Proud to be Employee Owned Transportation Planners&Engineers www.chazencompanies.com May 13,2021 Stuart Baker Senior Planner Town of Queensbury 742 Bay Road Queensbury, New York 12804 Delivered Via Email Only:StuartB(aqueensbury.net Re: Proposal for Professional Services John Burke Apartments—Sewer Connection Feasibility Study Town of Queensbury, Warren County, New York Proposal#PM210.97 Dear Mr. Baker: The Chazen Companies (Chazen) are pleased to provide this proposal for technical services associated with the development of an Engineering Report for a potential connection to the Town's sewer system for John Burke Apartments. Please find our current project understanding, scope of services and associated fee schedule below. This proposal is outlined to provide professional services outlined herein to the Town of Queensbury("Town"). Project Understanding and Approach • It is noted that John Burke Apartments is currently served by a private WWTP that reportedly is near the end of its useful life.As such,the owners of John Burke Apartments,CRM Rental Management,have asked the Town to study the feasibility of connecting their property to the Town's existing sewer system on Weeks Road. • Additionally, because of the income levels of residents at the apartment complex, CRM Rental Management and the Town believe that if the Town constructs a new sewer connection on behalf of, and at the cost of CRM Rental Management,the Town may qualify for an infrastructure grant from the NYS Office of Community Renewal(OCR)of up to$1M to support the project. • The Town intends, if the sewer connection is feasible, to incorporate the property that contains John Burke Apartments into the Town Consolidated Sewer District. • To help determine the feasibility of connection,the Town has indicated that flow monitoring within the existing sewer system is required at two locations.Those locations are the gravity sewer on Weeks Road, located directly upstream of the Weeks Road Pump Station,the second location is an 8"section of sewer that is laid at minimum slope (per 10 States Standards) located on Quaker Road. The Town has coordinated with a metering contractor (CPE) and CRM will contract with CPE directly for the flow monitoring services.Flow monitoring is expected to occur fora one-month period starting on or around May 18th New York: Hudson Valley• Capital District• North Country• Westchester Tennessee: Nashville • Chattanooga Oregon: Portland Chazen Engineering, Land Surveying&Landscape Architecture Co.DPC(NY) • Chazen Engineering Consultants, LLC(TN/OR) Stuart Baker - May 13,2021 Page 2 of 5 • The Town has indicated that they are not interested in owning a new municipal pump station to support connection of the apartment complex and that a low-pressure sewer system shall be used for the project. • The proposed routing of a sewer connection will require easements/agreement with the Queensbury Union Free School District(QUFSD),as well as a permit from NYSDOT for crossing 1-87. We understand that Town Staff/Supervisor are already in discussions with the school to secure needed agreements for the same. Chazen will discuss the proposed crossing with NYSDOT as part of the development of the report. • The Feasibility Study prepared under this agreement must be completed prior to July 30th which is the deadline for an application for grant funding to OCR through the Consolidated Funding Application(CFA) process administered by the state.Chazen via a separate proposal and agreement will also provide CFA application services for the project. Based on our current understanding,Chazen proposes the following scope of services. Scope of Services Task 01—Sewer Connection Feasibility Report Under this task,Chazen will develop an Engineer's Report that addresses the feasibility of connecting John Burke Apartments to the Town's existing sewer collection system at Week's Road. The following items will be addressed/included in the report: • Executive Summary • Project Background(including Site Information,Ownership and Service Area, Definition of the Problem, etc.) • The report will describe estimated hydraulic loading from the apartment complex based on NYSDEC established guidelines or from available water meter readings, if available from the Town. • The proposed LPS system to serve the apartment complex will be described, as well as the proposed LPS forcemain route to Weeks Road. Preliminary review suggests that the route length is approximately 1-mile and ranges in elevation from 439'-475'+/-. It is potentially feasibility that a LPS system can serve the site,this will be verified as part of the report.Chazen will coordinate with E-One(common LPS pump manufacturer)to develop the estimated number of pumps needed as well as forcemain sizing. • Description of other properties located along the proposed forcemain route and the feasibility of the same being connected to the forcemain in the future. Estimated hydraulic loading from these facilities will be evaluated and will be based on water meter readings available from the Town. Based on the limited pressure of low-pressure sewer networks, if hydraulic loading exceeds the capacity of an LPS system due to some or all of the additional parcels being added to the main,that will be discussed. • Evaluation of the Town's sewer system at the two flow monitoring locations.More specifically,the Town has indicated that the existing Town sewer system has capacity to accommodate the flow from the apartment complex (or a future larger area that includes properties along the proposed forcemain) except for potentially two locations.They are: Z:\Proposals\PN21\Municipal\PM210.97-T.QBY-John Burke Apartments Sewer Connection Feasibility Analysis\PM210.97-T Queensbury-John Burke Apartments-Sewer Connection Feasibility Analysis.doa Stuart Baker May 13,2021 Page 3 of 5 o The first is the Weeks Road Pump Station. This pump station will be evaluated as part of the report to determine if its capacity needs to be increased to accommodate flows from the apartment complex. At this time, it is anticipated that if upgrades are needed to the pump station, they will be limited to impeller changes to the existing pumps. Besides evaluating hydraulic loading at the pump station, other elements will not be evaluated (existing electrical service,generators, any HVAC,etc.) o The second location is an 8" pipe on Quaker Road near the intersection of Glenwood Ave and Quaker. A section of 8" pipe is laid at minimum slope (per 10 State Standards) and is expected by the Town to be the most restrictive component in the Town's system as it relates to serving the apartment complex. As such flow monitoring conducted by CPE will be reviewed at this location to determine if the existing system at this location requires modification to accommodate the proposed flows. • Estimated cost of the proposed connection project. • Required Permits and Approvals for the proposed connection project. • An analysis of the user rates(which will depict both debt retirement and O&M costs)for the apartment complex as well as a separate user rate analysis if all the forcemain-adjoining properties are included. Computing the user rate analysis is complicated by the fact that the Town is currently working to consolidate all Town sewer districts.As such, multiple scenarios may be presented. The report will be presented in draft form to the Town and CRM by July 14th,comments are due back to Chazen by July 16th so Chazen can finalize the report by July 30th Task 02—Meetings Under this task, Chazen will attend up to four meetings for the project. Four of the meetings are anticipated to be progress meeting to discuss the development of the engineering report and MPR. For this task we have assumed a total 12 hours at$170/hour.This task will be billed on a time and materials basis. Limitations This proposal includes the cost for only those services specifically outlined above. Additional items not addressed as part of this proposal include but are not limited to: • Land Surveying Services. • Detailed Design, Bidding or Construction Phase Services. • MEP,SCADA,structural or other engineering services • Any evaluation of existing sanitary sewer/treatment systems at John Burke Apartments. • Completion of any cultural resource,wetland or ecological resource surveys, or other field studies,etc. • The client will arrange for all necessary permissions to allow Chazen and their employees to enter upon the lands of others as necessary to complete this proposed project, and to save and hold harmless Chazen its agents, servants, and employees from any claims for damages for trespass on the subject premises and adjoining lands. Professional Services Fee Schedule Z:\Proposals\PN21\Municipal\PM210.97-T.QBY-John Burke Apartments Sewer Connection Feasibility Analysis\PM210.97-T Queensbury-John Burke Apartments-Sewer Connection Feasibility Analysis.doa • Stuart Baker May 13,2021 Page 4 of 5 Chazen proposes to bill each task as indicated in the following Fee and Time Schedule Summary. Invoices will be issued monthly for all services performed during that month,and are payable upon receipt. Lump Sum tasks will be billed commensurately with the percentage of the task which has been completed. Time and Materials tasks will be billed based on the actual hours and reimbursable expenses incurred. Fees listed for Time and Materials tasks are estimates only. Chazen will make its best effort to complete each of these tasks within the estimated amounts; however it is possible that it will be necessary to exceed these amounts in order to complete the scope of services for each task. We will not exceed any estimated fee amounts without first notifying you. Reimbursable expenses which include our direct expenses, such as mileage, overnight mailings, extensive photocopying and map reproductions will be tracked under each task and will be billed for direct cost of the work to the Client. Fee and Time Schedule Summary Tasks Fee Estimates Proposed Schedule Task Task Lump Sum Time and Subconsultant Projected No. Description Fee Bill Materials Estimatem Start/End Dates Estimate.) 001 Engineer's Report $17,500 --- --- Start: May 17, 2021 End:July 30,2021 002 Meetings --- $2,040 --- As necessary Subtotal: $17,500 $2,040 --- Total: $19,540 1 Fees listed for Time and Materials tasks,Sub-Consultants, and Reimbursable Expenses are estimates only. Fees for subconsultants include a 15%markup for Chazen's administrative efforts.Chazen will bill for actual hours and reimbursable expenses incurred,and will make its best effort to complete each of these tasks within the estimated amounts,although it is possible that it will be necessary to exceed these amounts in order to complete the scope of services for each task. We will not exceed any estimated fee amounts without written authorization from you. Z:\Proposals\PN21\Municipal\PM210.97-T.QBY-John Burke Apartments Sewer Connection Feasibility Analysis\PM210.97-T Queensbury-John Burke Apartments-Sewer Connection Feasibility Analysis.docx Stuart Baker May 13,2021 Page 5 of 5 Agreement As formal direction to proceed, please provide authorization in accordance with the Town's procedures. If you have any questions or require additional information, please do not hesitate to contact this office at 518-824- 1926. Sincerely, Sean M. Doty, P.E., LEED AP,CPMSM Principal, Director Municipal Engineering Services cc: Chris Harrington, PE,Water and Wastewater Superintendent,Town of Queensbury(via email only) Chris Round,AICP,Senior Principal,VP Planning,Chazen (via email only) Bob Murray,AICP,Senior Municipal Funding Specialist,Chazen (via email only) Z:\Proposals\PN21\Municipal\PM210.97-T.QBY-John Burke Apartments Sewer Connection Feasibility Analysis\PM210.97-T Queensbury-John Burke Apartments-Sewer Connection Feasibility Analysis.docx