Vienna approves engineering agreement and design phase funding for water system improvements

The Vienna board approved an engineering services agreement and task orders authorizing preliminary and final design for a multiyear water system improvements project, with board members voting unanimously to proceed.

Staff said the selection came after an RFP process and interviews of two firms. The panel scored interviews and recommended the highest‑scoring firm (referred to in the meeting as Birch) to continue as the city’s engineering firm for the coming years. The board voted to accept the service agreement; a motion and second were recorded but individual movers were not identified in the transcript.

Separately, the board approved task order 2025‑01 (miscellaneous professional services) to cover smaller consulting needs such as updates to the five‑year plan and stormwater annual reports. The board also approved task order 2025‑02, “Water System Improvements Phase 1,” which authorizes the preliminary and final design phases and additional services needed to pursue construction funding.

Staff reviewed the cost breakdown for the Phase 1 work: the preliminary design phase for $90,900, the final design phase for $377,200 and additional services for survey, funding assistance and easement exhibits totaling about $88,900. Staff summarized the lump‑sum total for design and related services at approximately $699,800 (study and grant application costs were discussed separately). Staff also noted a $5,000 study fee that has already been paid and that funding assistance line items are billed hourly and may not be fully used.

During discussion board members asked about schedule and construction timeframe; staff said construction may take multiple years and estimated two to three years to complete construction, with some commenters noting up to five years depending on phasing and funding. Staff said bidding and construction administration fees are included in the agreements but will be brought back for board approval before those phases commence.

Motions to approve the engineering services agreement, task order 2025‑01 and task order 2025‑02 all passed unanimously. Staff were instructed to return with final contract signature pages and to proceed with the preliminary design work and related tasks authorized by the approved task orders.

No expenditure for construction was approved at the meeting; the approvals were limited to design, survey and funding assistance activities that precede bidding and construction.