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"Space: the final frontier. These are the voyages of the Starship Enterprise. Its five-year mission: to explore strange new worlds, to seek out new life and new civilizations — to boldly go where no man has gone before."
Star Trek: Introduction

Behind every successful capital improvement project...just like every successful journey into space...is a strong captain and a well defined mission. Whether your goal is simply to "boldly go where no man has gone before" or...even more daunting...to complete a capital improvement project on time and within budget, the preparatory stages of the task are essentially the same: Assemble a top-notch crew with the necessary expertise. Define the mission. Blast-off into the great unknown.

Often, small communities make the decision to improve their water/wastewater infrastructure on a reactionary basis (like after the water tower has already collapsed). However, there is a better way.

Planning Phase: (Assemble) Includes identifying existing needs, forecasting future demand, identifying alternative solutions, conducting a financial feasibility analysis, and estimating probable costs. It is during this phase that a Request for Proposal (RFP) is generally issued to help you select a qualified engineer.

Pre-Construction Phase: (Define) Includes design, engineering, permitting, preparing bid documents, acquiring sites and right-of-ways, assessing environmental impacts, developing a financing strategy, and developing a construction schedule. It is during this phase that a Preliminary Engineering Report (your clearly defined mission) is generally completed by a professional engineer.

Construction Phase: (Blast-off) Includes actual construction of facilities including labor, materials, and inspections; taking care of contingencies (unforeseen factors) and change orders; and accepting the final facilities.

Capital improvement projects are generally driven by long-term system needs, such as those stemming from projected population growth and timely replacement of depreciating infrastructure, but regulatory compliance is another factor that shouldn't be overlooked.

In this issue of the Safe Drinking Water Trust eBulletin we'll show you how to select the best crew for your mission and how to kick your future capital improvement plans into "warp-drive."

Some Assembly Required

"Darn it Jim…I'm a doctor, not an engineer."
Dr. Leonard McCoy, Chief Medical Officer, U.S.S Enterprise

As in any mission, the first step (whether it is one small step for man or a giant step for mankind) is for your system to prioritize the projects that need to be accomplished and determine who will be joining you in this mission. One of the most critical and crucial members of your team will be the professional engineer that your system selects to help it through the project.

If your system proceeds haphazardly in selecting an engineer, it could end up spending lots of money for preliminary work and never seeing the project completed, or could end up with a system that is inappropriate or inadequate.

In order to make a wise selection, your system will likely issue a Request for Proposals (RFP). In a nutshell, an RFP is your system's official announcement that it is seeking a professional engineer to work with on the project. The RFP will define and describe the community you serve and the problem(s) that need to be solved. Once completed, the RFP should provide engineers in your region with a general idea of your system's condition and basic needs so they can better understand your individual situation before agreeing to the mission.

TIP: Be sure to check out the sample Request for Proposal (RFP) in the "tips, tools & guides" section of the Safe Drinking Water Trust website.

In order to make certain that your system selects the best engineer for the job, and to keep in compliance with federal and state requirements, it is important to:

1. Have a clear understanding of your water/wastewater system: Involve your board, manager, operator, community members, and regulatory agencies in determining what portions of the system needs to be replaced or improved.
2. Do your homework: Use all available resources, including regulatory and funding agencies, technical assistance providers, and neighboring systems to learn about possible solutions to any problems your system is facing.
3. Request proposals: If your system is planning to obtain financing through a federal or state agency, it is always a good idea to contact the agency to obtain their specific requirements for engineer selection before issuing a Request for Proposal.
4. Check references: Before signing along the dotted line and hiring an engineer, be sure to speak with other communities the candidates have worked with to determine how well they performed.
5. Hold interviews: Conducting oral interviews with engineers that responded to your RFP is often a good way to learn more about their ideas and how they operate.

The Defining Moment

Once your system has selected an engineer to work with on your project, the next step will be to complete a Preliminary Engineering Report (PER). This is the document that will guide the rest of your mission.

Most funding agencies (the people who will hopefully help you pay for your capital improvement project) will generally require you to submit a PER developed for your community or system by a professional engineer before they will consider your funding request.

A PER contains a detailed overview of your system, proposes alternatives or options to solve any real or potential problems, and will include cost estimates, projected user rates, and possible funding sources.

Additional Resources
Oklahoma Funding Agency Coordinating Team’s Guidelines for Engineering Reports for Water Projects.
www.owrb.state.ok.us/financing/ pdf_fin/fact/engrrpt_wtr.pdf

3-2-1 Blast-Off!

The nation's water utilities will need to invest an estimated $277 billion over the next 20 years, according to the U.S. Environmental Protection Agency's (EPA) third Drinking Water Infrastructure Needs Survey and Assessment.

This report to Congress, which reflects data collected in 2003, documents anticipated costs for repairs and replacement of transmission and distribution pipes, storage and treatment equipment, and projects that are necessary to deliver safe supplies of drinking water.

So, no matter what mission your water or wastewater system chooses to embark on, remember, you are not alone!