VILLAGE OF MINERVA \| WWTP SOLIDS HANDLING IMPROVEMENTS
Posted
Nov 2, 2026
Dec 18, 2026
REQUEST FOR QUALIFICATIONS PROFESSIONAL ENGINEERING SERVICES WASTEWATER TREATMENT PLANT SOLIDS HANDLING IMPROVEMENTS PROJECT Issue Date November 2, 2026 Wastewater Treatment Plant Site Visit Wednesday, November 18, 2026 10:00 AM SOQ Due December 18, 2026 Village Contact Greg Mytinger, Village Administrator Project Estimate Approximately $3.31 million (planning level) 1. INVITATION The Village of Minerva, Ohio ("Village") is requesting Statements of Qualifications ("SOQs") from qualified professional engineering firms to provide engineering and related professional services for improvements to the Village's Wastewater Treatment Plant ("WWTP"), with a primary focus on replacement and modernization of the existing solids handling and sludge dewatering facilities. The Village intends to select a professional engineering firm through a qualifications-based selection process consistent with Ohio Revised Code Sections 153.65 through 153.71 and other applicable requirements. Firms shall not include engineering fees, hourly rates, reimbursable expense rates, or other cost information in their Statements of Qualifications. Following evaluation of the SOQs, the Village intends to rank the most qualified firms and negotiate the final scope of services and compensation with the highest-ranked firm in accordance with applicable Ohio law. The selected consultant is anticipated to assist the Village with preliminary design validation, funding coordination, final design, permitting, bidding, construction administration, construction observation, project startup, and closeout. 2. PROJECT BACKGROUND The Village of Minerva owns and operates a municipal wastewater treatment facility serving the Village and its wastewater service area. The existing solids handling system was constructed approximately in 1997 and has exceeded its anticipated useful life. The existing process includes a belt filter press and associated sludge feed pumping, polymer feed, wash water, controls, sludge conveyance, sludge cake handling equipment, and related infrastructure. The Village previously retained CTI Engineers, Inc. to prepare a Preliminary Engineering Report dated October 2024 for the proposed Solids Handling Improvements Project. The report was developed to assist the Village in evaluating potential improvements to its existing solids handling facilities. A summary of the existing facilities, preliminary project recommendations, and anticipated improvements is provided in Attachment A. The selected engineering consultant will be expected to independently evaluate existing conditions, review available project information, consider appropriate alternatives, and develop recommendations that provide the best overall value to the Village. The Village does not consider the preliminary recommendations or conceptual design developed during prior planning efforts to constitute an approved final design. 3. PROJECT OBJECTIVES The Village's primary objective is to construct a reliable, efficient, maintainable, and cost-effective solids handling system capable of meeting current and reasonably anticipated future wastewater treatment needs. The project should replace aging and obsolete equipment while improving reliability of sludge dewatering operations and working conditions for WWTP personnel. Equipment and systems should be practical for Village staff to operate and maintain and should provide adequate access for routine maintenance, major repairs, and future replacement. The selected consultant should evaluate not only initial construction cost but also long-term operational considerations, including electrical consumption, polymer usage, labor requirements, maintenance, replacement parts, equipment life, and manufacturer support. The Village is particularly interested in solutions that provide strong lifecycle value rather than simply the lowest initial capital cost. The project must also be planned so that wastewater treatment operations can remain functional during construction. Temporary facilities, sequencing, equipment shutdowns, tie-ins, and other construction activities should be carefully coordinated with plant personnel. To the extent practical, major process equipment should be specified in a manner that encourages meaningful competition while maintaining appropriate technical and performance requirements. The project should be developed with consideration for available grant, loan, principal-forgiveness, and other public infrastructure funding programs. 4. ANTICIPATED PROJECT COMPONENTS 4.1 Solids Handling Building: anticipated new solids handling building to accommodate dewatering process and associated equipment, provide space for process equipment, operator access, maintenance, electrical, polymer systems, HVAC, etc. 4.2 Sludge Dewatering System: evaluate technologies and recommend equipment suited to Village's process; consider dewatering performance, cake solids, capital cost, energy and chemical consumption, maintenance, reliability, parts availability, service life, operator familiarity, and space requirements; preserve reasonable competition among manufacturers. 4.3 Sludge Feed System: evaluate and design sludge feed pumping, piping, valves, controls, confirm flow rates, pump configuration, redundancy, control philosophy. 4.4 Polymer Feed System: evaluate and design polymer storage, mixing, activation, dosing, containment, piping, and control systems addressing chemical handling and operator safety. 4.5 Sludge Cake Conveyance and Loading: develop conveying and loading methods considering augers, conveyors, roll-off containers, vehicle maneuvering, weather protection, spill containment, washdown, housekeeping, operator safety, and maintenance. 4.6 Existing Sludge Holding Facilities: evaluate condition and future use; determine modifications, continued use, abandonment, demolition, or replacement. 4.7 Process Piping: design sludge, decant, process water, potable water, drainage, sanitary, polymer piping considering hydraulics, valve access, freeze protection. 4.8 Electrical, Instrumentation, and Controls: include electrical service and distribution, motor controls, instrumentation, alarms, process controls, integration with plant SCADA, and emergency power evaluation. 4.9 Mechanical and Plumbing Systems: heating, ventilation, plumbing, drainage, water service, and freeze protection. 4.10 Site Improvements: grading, drainage, pavement, concrete, containment areas, equipment pads, utility modifications, vehicle access, restoration. 4.11 Demolition and Existing Facilities: identify removals, abandonments, relocations, sequencing to minimize plant disruption. 5. ANTICIPATED PROFESSIONAL SERVICES 5.1 Project Initiation and Existing Conditions Review: review records, conduct field investigations, meet with WWTP personnel; identify additional investigations (survey, geotechnical, utility locating, structural, electrical, hazardous-materials). 5.2 Preliminary Design: confirm solids production, design criteria, equipment sizing, dewatering technology, sludge feed, polymer systems, building configuration, maintenance access; update schedule and Opinion of Probable Construction Cost; preliminary design review meeting. 5.3 Alternatives and Lifecycle Cost Evaluation: evaluate alternatives with cost and non-cost criteria (initial cost, annual operating expense, energy, polymer, labor, maintenance, service life, replacement cost, reliability, constructability, schedule, operator preference) and recommend best long-term value. 6. FUNDING AND FINANCING ASSISTANCE Village intends to pursue state and federal financial assistance, anticipates evaluating financing through Ohio EPA Water Pollution Control Loan Fund (WPCLF) as primary source; may also pursue OPWC, USDA Rural Development, Appalachian Regional Commission, CDBG, state/federal appropriations, and other programs. Selected consultant to evaluate funding strategies, assist with nominations/applications, develop exhibits, complete environmental/planning documentation, coordinate with agencies, respond to comments, assist with affordability and financial information, and incorporate funding requirements into plans and bidding documents. Firms should demonstrate direct experience with Ohio EPA WPCLF-funded municipal wastewater projects and identify experience with principal forgiveness, OPWC, USDA RD, ARC, CDBG, or other funding. 7. FINAL DESIGN AND PERMITTING Prepare final construction plans, specifications, bidding documents, final quantities, cost estimates, schedules; identify permits and assist with applications; coordinate with Ohio EPA and other agencies; respond to agency review comments. 8. BIDDING AND PROCUREMENT SERVICES Assist with advertisement for bids, pre-bid meeting participation, responses to bidder questions, addenda, evaluate substitutions, review bids, prepare bid tabulations, review bidder qualifications, coordinate with funding agencies, and prepare award recommendation. 9. CONSTRUCTION-PHASE SERVICES Construction administration, preconstruction conference, progress meetings, review shop drawings, RFIs, contract interpretations, payment application review, change orders, cost tracking, schedule monitoring, site visits, regulatory coordination, substantial completion inspection, punch lists, final inspection, equipment startup, operator training coordination, closeout. 10. RESIDENT PROJECT REPRESENTATION May provide full-time or part-time Resident Project Representative services; describe approach to documenting construction, coordinating with Village, identifying non-conforming work, providing coverage during critical activities. 11. PROJECT CLOSEOUT Final inspections, verification of punch-list completion, record drawings, equipment O&M manuals, operator training, warranty documentation review, final certifications, funding-agency closeout assistance, potential warranty period assistance. 12. STATEMENT OF QUALIFICATIONS REQUIREMENTS SOQs should be concise, project-specific, and organized generally as listed. Do not include engineering fees, hourly rates, reimbursable expense rates, or other cost information in SOQs. Required elements include cover letter, firm qualifications, project manager and key personnel, comparable project experience (no more than five projects in past ten years), project understanding and technical approach, funding experience (emphasis on WPCLF), project management/availability/responsiveness, quality assurance/quality control, references (at least three municipal client references). SOQ format limited to 10 single-sided pages excluding cover, cover letter, table of contents, and resumes; resumes limited to one page per key individual. 13. EVALUATION CRITERIA Project Manager and Key Personnel 25 Comparable WWTP / Solids Handling Experience 20 Project Understanding and Technical Approach 20 Funding and Regulatory Experience 15 Project Management, Availability and Responsiveness 10 Past Performance and References 10 TOTAL 100 22. SHORTLIST AND INTERVIEWS Village may conduct interviews with highest-ranked firms; Project Manager must participate. 23. QUALIFICATIONS-BASED SELECTION AND NEGOTIATION Procure services under Ohio Revised Code Sections 153.65-153.71. Village will rank firms and negotiate compensation with highest-ranked firm; if unable to reach agreement, proceed to next-ranked firm. 24. PROJECT SCHEDULE (ANTICIPATED) RFQ Issued November 2, 2026 Site Visit November 18, 2026 10:00 AM - 12:00 Noon Deadline for Questions November 20, 2026 Final Addendum / Responses November 24, 2026 Statements of Qualifications Due Friday, December 18, 2026 by 4:30 PM Village Evaluation December 21 - 23 Shortlist Established December 23, 2026 Interviews, if necessary January 4 - 6, 2027 Final Ranking January 6, 2027 Scope and Fee Negotiations January 13, 2027 Council Authorization January 2027 Notice to Proceed March 2027 25. SITE VISIT Date: Wednesday, November 18, 2026 Time: 10:00 AM - 12:00 Noon Location: Village of Minerva Wastewater Treatment Plant, 805 Valley St., Minerva OH 44657 Attendance: Strongly Encouraged 26. QUESTIONS Questions must be submitted in writing to Greg Mytinger, Village Administrator, Village of Minerva, 209 North Market Street, Minerva, Ohio 44657. Phone: 330-868-7705. Email: gmytinger@ci.minerva.oh.us. Questions must be received no later than November 20, 2026. Responses materially affecting the solicitation may be distributed by written addendum. 27. SUBMISSION INSTRUCTIONS Statements of Qualifications must be received no later than 4:30 PM on Friday, December 18, 2026. Electronic submissions shall be provided as a single PDF document and should be identified as: STATEMENT OF QUALIFICATIONS - WWTP SOLIDS HANDLING IMPROVEMENTS PROJECT. Electronic submissions shall be transmitted to gmytinger@ci.minerva.oh.us. The electronic file should be named FirmName_Minerva_WWTP_RFQ.pdf. Late submissions may not be considered. 28. ANTICIPATED PROCUREMENT SCHEDULE (see above for milestones) 29. INSURANCE Selected firm required to maintain commercial general liability, automobile liability, workers' compensation, and professional liability/errors and omissions insurance; final coverage requirements to be established in negotiated agreement. 30. PUBLIC RECORDS SOQs may constitute public records subject to Ohio disclosure law. Identify claimed exemptions and legal basis if applicable. 31. FEDERAL AND STATE FUNDING REQUIREMENTS Selected consultant responsible for identifying funding-program requirements and incorporating them into design, bidding, construction, and administration. Construction contract may be subject to AIS, BABA, Davis-Bacon, DBE good-faith efforts, federal equal employment provisions, and other requirements where applicable. 32. VILLAGE RIGHTS AND RESERVATIONS Village reserves rights to reject SOQs, cancel/amend solicitation, modify scope, issue addenda, request clarifications, verify qualifications, waive minor informalities, conduct interviews, negotiate scope, phase services, delay or discontinue selection, modify project based on funding or regulatory requirements, and require respondents to bear costs of submission. 33. ATTACHMENTS Attachment A - Existing Facilities and Preliminary Project Information Attachment B - WWTP Existing Facility Photographs 34. VILLAGE CONTACT Greg Mytinger, Village Administrator Village of Minerva 209 North Market Street Minerva, Ohio 44657 330-868-7705 gmytinger@ci.minerva.oh.us Attachment A provides additional background on existing facilities, preliminary recommendations (CTI Engineers, Inc. Preliminary Engineering Report October 2024), and preliminary project estimate of approximately $3.31 million (planning level). Attachment B includes existing facility photographs.