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
Date:	February 15, 2012
RE:	February 21, 2012 Agenda Item – Negotiate an Engineering Services Agreement with Professional Engineering Consultants for Design and Construction Phase Engineering Services for project UT1105DS, 2012 -2013 Watermain Relocation/Rehabilitation Program.

Please include the following item on the City Commission Agenda for consideration at the February 21, 2012 meeting:

Authorize Staff to negotiate an Engineering Services Agreement with Professional Engineering Consultants for Design and Construction Phase Engineering Services for project UT1105DS, 2012-2013 Watermain Relocation/Rehabilitation Program.

Project Description:

Staff anticipates the ongoing need for the relocation and replacement of water distribution infrastructure due to conflicts with proposed street improvement projects, pipe age, reliability, water quality and capacity issues. The previous three years, 2009-2011, the program targeted the replacement of over 10,000 feet of 8” and 12” watermains along Iowa Street from 9^th Street to University, Orchard Lane from Centennial to Iowa, Kentucky Street from 12^th to 19^th Streets, 9^th Street from Vermont to Tennessee, 18^th Street from Tennessee to Kentucky and 13^th Street from Tennessee to Vermont. Department Staff also self performed several smaller watermain replacements during this period.

Project Details:

Department of Utilities Staff continuously evaluates the condition of the water distribution system based on the occurrence of mainbreaks, pipe material and age, capacity and fire protection needs. Based on these criteria, along with the criticality of the watermain within the system and the number of services affected, watermains are targeted for replacement. Relocations of existing watermains are prioritized and performed in conjunction with roadway reconstruction, mill and overlay, and KLINK funded improvements.

Staff has identified the relocation of the 1967 12” cast iron watermain on Bob Billings Parkway from Kasold Drive to Crestline, as shown on the attached map, for inclusion in the 2012-2013 program prior to the reconstruction of the eastbound lanes, currently slated for construction in 2013.

Staff is proposing to initially contract for this project with an option to extend the contract to include future projects, based on satisfactory performance, with the negotiation of a supplemental agreement.

Project History:

On December 6, 2011, City Commission authorized staff to advertise a Request for Proposals for Design and Construction Phase Engineering Services.

On December 12, 2011, staff advertised the RFP via demand star online service and direct mailing.

On January 13, 2012, in response to the Request for Proposals, staff received proposals from five (5) groups. Proposals were received from BG Consultants, Johnson Group, LandPlan Engineering, Phoenix Engineering, and Professional Engineering Consultants.

A review committee consisting of Department of Utilities staff evaluated the proposals. Professional Engineering Consultants was judged to be the highest qualified respondent for the requested services.

Respondents were evaluated in the following categories:

Project Knowledge and Approach
Project Qualifications and Experience
Key Project Staff and Experience
Related Local Experience with Department of Utilities Staff
Project Schedule

Professional Engineering Consultants consistently outscored other respondents in the areas of project knowledge and approach and project schedule. Professional Engineering Consultants provided a well-detailed project approach that included all aspects of a project from initial concepts through construction observation. Professional Engineering Consultants identified and discussed the importance of Historic Environs and Environmental Protection Planning including their relevance and impact to the project. Professional Engineering Consultants also provided a thorough discussion of the anticipated project schedule and the availability of staff to meet the City’s project specific needs.

Project Funding:

The program will be included in the Department of Utilities proposed Capital Improvement Projects and Rate Plans. The proposed 2012 Capital Improvement Project budget has $1,423,300 allocated for the program.

Action Request:

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