CITY MANAGER’S REPORT

Week ending January 6, 2012

Records Storage Outsourcing Project Complete

For years, many city records have been sent to the city’s SWAN (Solid Waste Annex North) Building in North Lawrence for long term storage. A mezzanine above the Waste Reduction and Recycling offices served as a storage area for records. The City Clerk’s Office recently completed, with cooperation and assistance from multiple other city departments, a project to move all of those records to a private records management facility that is more secure, accessible, clean and organized. A total of 1,289 cubic feet of boxed records (878 boxes), plus 165 rolled building plans, have been moved out for storage, and 9,283 pounds of records beyond their retention dates were shredded. Please see the attached report for more info and photos.

South half of SWAN mezzanine, before and after:

December Building Permits

The Building Safety Division issued 140 building permits in December, with total construction for the month valued at $7,172,022. Total permit fees assessed for the month were $45,201. Staff issued six permits for new residential construction in December, all for new single-family dwellings. Permits were issued for nine new residential projects in December 2010, also all for new single-family dwellings. Please see the attached memo, building permits report, and building permits summary for more information. The attached map shows the location of each new single family residential building permit issued from 2005-2011. (updated 01/06/12)

Completion of Phase II of the 2010-2011 Watermain Rehabilitation Project

Department of Utilities, BG Consultants, and general contractor RD Johnson have completed the second phase of the 2010 -2011 watermain rehabilitation project. The base bid for the project included the open trench installation of 750 lineal feet of 12” Ductile Iron Pipe on 9^th Street from Vermont to Tennessee Street and 4533 lineal feet of 8” PVC Pipe on Kentucky Street from 12^th to 19^th Street. The plans for the project also included the following three add alternates:

Alternate 1:    Directional drill installation of 264 lineal feet of 8” PVC Pipe on 18^th Street from Kentucky to Tennessee Street,

Alternate 2:    Open trench installation of 581 lineal feet of 8” PVC on 13^th Street from Vermont to Tennessee Street.

Alternate 3:    Open trench installation of 695 lineal feet of 12” Ductile Iron Pipe on Tennessee Street from 9^th to 10^th Street.

The bid was awarded to include the three alternates listed above and are shown on the attached map. RD Johnson was given notice to proceed on July 07, 2011. 190 calendar days were allowed for the Kentucky Street portion of the project including alternates 1 and 2. 68 calendar days were allowed for the 9^th street portion of the project including alternate 3. Contract time began to accrue July 18, 2011 and, per the contract documents, contract time for the Kentucky and 9^th Street portions of the project ran concurrently. The 9^th Street portion of the project, including alternate 3, met the requirements for substantial completion as of September 22, 2011. The Kentucky Street portion of the project met the requirements for substantial completion as of December 15, 2011. Both portions of the project, including all alternates, were completed ahead of schedule.

The base bid and alternates for the project were awarded to RD Johnson for the amount of $1,423,333.00. A final change order for $35,312.48 itemizing additional required items of work and final quantity adjustments to the bid items has been approved and the final pay application will be forthcoming. The final constructed cost, including the base bid, accepted alternates, and final change order is $1,458,645.48.

This project presented several challenges to City staff, the design engineer, and the contractor with respect to traffic control, maintaining access for affected residents and businesses, and the completion of work within specified contract times. Notable accomplishments for this project include:

·         Full restoration of 9^th Street to accommodate the University of Kansas Campus Housing move in day of August 19, 2011.

·         Coordination with Public Works staff and Sunflower paving to accommodate the completion of the mill and overlay of Tennessee Street from 9^th to 10^th Street following the completion of the watermain installation.

·         Coordination with Cordley and St. John’s schools to limit water service interruptions, maintain access, and limit construction activities during pick-up and drop-off hours. Principal Pat Newton was sincerely appreciative of the efforts of both City staff and the contractor as noted in the attached email.

City Pursuing Technical Assistance Grant to Enhance Energy Efficiency Policies in Commercial Buildings

Sustainability Coordinator Eileen Horn has identified an opportunity for a technical assistance partnership with ICLEI – Local Governments for Sustainability and the Institute for Market Transformation. The primary outcome of this assistance is to aid local governments in the development of energy efficiency policies and programs in commercial buildings. Commercial buildings typically account for a significant share of greenhouse gas emissions. By the end of 2012, ICLEI and IMT will work with local governments to complete a policy or program which will aid the private sector in achieving energy use reduction, cost savings and greenhouse gas emissions reductions. Grant award announcements are anticipated by the end of January. The city’s contribution would be in-kind staff time of the sustainability coordinator.