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What is a PER and Why Do You Need One?
A Preliminary Engineering Report (PER) is a study that assesses infrastructure and identifies failures and needs. It also evaluates the feasibility and costs of several alternative solutions to address the needs. The PER is completed prior to design and construction. Many funding agencies require a PER to be completed before applying for funding. Therefore, the PER is typically required to prove the need for the project, evaluate costs, both capital and operations and maintenance (O&M) costs, and recommend the best alternative for the community and the environment. Most states require that a PER be stamped by a Professional Engineer (PE) licensed in that state, confirming the document was prepared or reviewed by a person who met the standards to be an engineer.
What Should a PER Include?
Overview of the Community Being Impacted by the Project
- Location and the area impacted
- Population trends
- Environmental resources present
Assessment of the Current Infrastructure
- Location
- Condition (past, present, and future)
- Ability to provide the desired level of service
- Financial impacts of continuing to operate and maintain the facility
Need for the Project
- Health and safety
- Aging infrastructure
- Growth
Alternatives Considered
- Should review several different approaches to solve the problem
- Should identify impacts on environmental resources
- Should prioritize infrastructure upgrades if several are needed
Cost Estimates
- Provided for each alternative
- Should include long-term O&M costs
Recommended Alternative
- Projected timeline for construction
- Permitting needs
Many states and funding agencies suggest or require that the PER meets the requirements of the United State Department of Agriculture RUS Bulletin 1780-2 Preliminary Engineering Reports for the Water and Waste Disposal Program. However, some states and funders have their own requirements, so be sure to check with them.
How Can a System or Community Participate in the PER Process?
A community looking to replace or add new infrastructure should be extensively involved in preparing the PER. While the community may not have the expertise to identify possible alternatives, they should understand the issues and have an idea of what the final solution will look like. The community should provide direction to the engineer and be involved in the review and provide feedback on the draft PER. The community will be called upon to provide maps, record drawings, flow data, operational reports, inspection records, sampling records, user rates, and other financial data.
How Long Does It Take to Complete a PER?
Communities should speak about the timeline for the development of the PER with the engineer. A PER can take as little as 2-3 months all the way up to 9-12 months depending on the complexity of the project, the environmental reviews required, if public hearings are required, and the state review process.
How Much Does a PER Cost?
Many states and funding agencies offer a planning grant or other types of funding that will allow for a community to pay for the development of a PER. (More information on planning grants will be available in the next blog.) This type of funding can be especially helpful when the PER costs are difficult for the community to afford. The cost of a PER can range from $10,000 to over $100,000 depending on the scope of the project.
How to Start the PER Process
If your community identifies the need for infrastructure replacement or upgrades and will likely need to apply for funding assistance to complete the project, be prepared to hire an engineer to develop a PER. To start this process, you should be clear what the problem is and identify the goals for the project. Once you have a clear understanding of what the project should include, you will need to hire an engineer. The PER scope should be clear about what the project needs are, identify any current compliance issues that must be addressed by the project, and state the goals of the project. Follow the procurement rules of your community and develop a “Request for Proposals” (RFP) or “Request for Quotes” (RFQ) as needed. If an RFP is not required, it may still be a worthwhile exercise to help identify the most qualified engineer. When engineers begin submitting proposals or quotes, you will want to evaluate their experience with similar projects and reports. Many technical assistance providers, such as the EFCN, can assist you with preparing the RFP and/or reviewing what you have prepared to ensure you are as thorough as possible.
A detailed PER will provide the information needed to select a project that meets your needs and your budget. It will show the need for the project to the funding agencies and will provide a clear path forward that can limit any major unforeseen costs. Working closely with your engineer is the key to success.