Memorandum

City of Lawrence

Utilities Department

TO:	David L. Corliss – City Manager Cynthia Wagner - Assistant City Manager Diane Stoddard - Assistant City Manager
FROM:	John Shutak – Utilities Engineer
CC:	Dave Wagner – Director of Utilities Philip Ciesielski – Asst. Director of Utilities Mike Lawless – Asst. Director of Utilities Beth Frailey Krishtalka – Assistant to Director Mark Hegeman – Utilities Operations Superintendent Dave King – Utilities Maintenance Superintendent
Date:	February 01, 2012
RE:	February 07, 2012 Agenda Item – set a Bid Date for Bid No. B1208; Priority Group I of project UT0919CS General Wastewater Pumping Station Improvements.

Please include the following item on the City Commission Agenda for consideration at the February 07, 2012 meeting:

Set a bid date of March 06, 2012 for Bid No. B1208; Priority Group I of Project UT0919CS General Wastewater Pumping Station Improvements. Bid documents to be available Wednesday February 08, 2012.

Consistent with the City Commission’s direction during the 2011 Budget Sessions, Department of Utilities Staff continue to monitor and control expenses in relation to actual revenues. As these are evaluated, sources of Capital Project Funding are being identified to carry out the City Commission’s stated goal of executing priority Capital Projects even in the current economic climate. The reasons for executing this project are outlined in the memo below.

Project Description:

The Department of Utilities budgets a yearly fund for the ongoing maintenance, repair, and, when necessary, replacement of existing wastewater pumping stations within the collection system.

Project Details:

The Department of Utilities operates a number of small (80 to 300 gpm) vac-prime wastewater lift stations to convey sewage to its wastewater treatment plant. These lift stations were installed by the development community to provide service to localized areas of development. The lift stations are typically located in utility easements adjacent to or surrounded by residential property. The existing stations are 15 to 40 years old, many have exceeded their useful lives, are unsafe to maintain as several of the lift stations are classified as confined space entry, many are no longer supported by the original manufacturer and require replacement to bring them up to current KDHE minimum design standards.

The general intent of the project is to replace a number of the existing vac-prime lift stations with rail-mounted submersible pumps, valve vault, overflow prevention, backup power connection and flow metering in order to meet current KDHE minimum design standards. Some modifications to the existing gravity lines upstream of each station may be required. The Department of Utilities will provide wet well level instrumentation, programmable logic controllers and programming. The vac-prime lift stations included in Priority Group I of the General Wastewater Pumping Station Improvements are identified on the attached map.

Project Status:

Professional Engineering Consultants have completed the design and production of construction documents for the pump stations included in Priority Group I incorporating all City Staff comments on the plans and specifications. Final documents will be available for bidding by February 08, 2012. All property interests have been secured, required planning documents including annexation, zoning, plats/subdivisions, site plans, and special use permits have been completed and are expected to be approved as part of the February 2012 planning commission agenda. If planning commission approval is not granted, staff will request that the bid opening date be rescheduled to occur following final approval of all documents by the planning commission. All required state and local permits have been issued for the project.

Affected property owners will be contacted by City Staff prior to the start of construction to ascertain and address any concerns related to the project. A public meeting will be held for property owners impacted by construction activities following the award of the contract to introduce the contractor and City staff involved in the project, provide an overview of construction activities and projected schedule, and to address any concerns residents may have related to the project.

Project Schedule

A total of three pump stations are included in Priority Group I, PS28, PS35, and PS37. The bid documents allow for 150 calendar days to attain substantial completion and 180 calendar days to attain final completion from the notice to proceed. The contractor may elect to mobilize and commence construction on a single or on multiple locations in accordance with the terms and conditions set forth in the project specifications.

Project Schedule

Bid Opening March 06, 2012

Award Bid March 13, 2012

Notice to Proceed April 03, 2012

Project Completion September 30, 2012

Project Funding:

These projects will be funded out of the 2009 Department of Utilities bonded construction fund per resolution No. 6835. A total allocation of $2,846,000.00 has been identified for completion of the design and construction of the General Wastewater Pumping Station Improvements, Project UT0919CS, through the bond resolution. The 2009 Bond proceeds are from the Build America Bonds. Projects funded from the 2009 Build America Bonds are projected to meet or exceed the 85% expenditure threshold required to maintain their non-taxable status by August of 2012.

Action Request:

Set a bid date of March 06, 2012 for Bid No. B1208; Priority Group I of Project UT0919CS General Wastewater Pumping Station Improvements. Bid documents to be available Wednesday February 08, 2012

Thank you for your assistance. Please advise if you have any questions.