Memorandum

City of Lawrence

Utilities Department

TO:	David L. Corliss – City Manager Cynthia Wagner - Assistant City Manager Diane Stoddard - Assistant City Manager
FROM:	Philip Ciesielski – Assistant Director of Utilities
CC:	Dave Wagner – Director of Utilities Mike Lawless – Assistant Director of Utilities Beth Frailey Krishtalka – Assistant to Director Mark Hegeman – Utilities Operations Superintendent Dave King – Utilities Maintenance Superintendent
Date:	July 3, 2012
RE:	Agenda Item – Execute a Design and Bid Phase Engineering Services Agreement with Black & Veatch for Projects UT1201 - 2012 – 2015 Electrical Improvements Program and UT1202 - 2012 Mechanical Improvements Program

Please include the following item on the City Commission Agenda for consideration at the July 10, 2012 meeting:

Authorize the City Manager to execute a Design and Bid Phase Engineering Services Agreement with Black & Veatch in the amount of $481,303.00 for Engineering Services for Projects UT1201 – 2012 to 2015 Electrical Improvements Program and UT1202 - 2012 Mechanical Improvements Program.

Project Description

The negotiated scope of services provides plans and specification documents related to phased water and wastewater facility major electrical and mechanical improvements proposed in the Department of Utilities 2012 – 2015 Capital Improvements Plan as outlined below.

Kaw Water Treatment Plant Low Service Pump Station 2 Improvements (mechanical)

The Kaw Water Treatment Plant Sand Screen is part of the raw water intake and Low Service Pump Station 2 pumping system at the Kaw WTP. The screen is installed to intercept debris ahead of the raw water pumps. The screen was installed in 1988 and due to the hostile service environment has reached the end of its reliable service life. The equipment was out of service on multiple occasions this summer due to drive system failures. During the process of repairs it was found that a number of direct replacement parts for the motor and gearbox system are no longer available. In March Staff coordinated an inspection of the Sand Screen by a representative of the manufacturer Siemens. Based on the inspection an aggressive rehabilitation of the equipment and replacement of worn parts is proposed while maintaining the existing structural frame. As part of the project the replacement of several raw water piping isolation valves, structural repairs to the concrete operating floor and replacement of deteriorated discharge pipe joint restraints will be performed.

Clinton Water Treatment Plant Motor Control Center Replacement (Electrical)

The Motor Control Centers, (MCC) located at the Clinton Water Treatment Plant, are over thirty years old and replacement parts for the MCC’s are no longer available. The Motor Control Center is essential, as it receives the incoming electrical feed and distributes 480 Volt AC power to the major components in the plant including Pumping and Chemical Feeds. The inability to obtain repair and replacement parts results in any failure of the MCC leaving a portion of the facility inoperable.

Clinton Water Treatment Plant 42” Filter Influent Pipe and Coupling Repair, and Master Backwash Valve Replacement (Mechanical)

During the expansion of the Clinton Water Treatment Plant the interior of the 42” diameter filter influent pipe from the south basin train was found to be severely deteriorated at a chlorine feed point. Deterioration was also found at several downstream pipe joints. The corrective work was originally scheduled to be completed during the expansion however; water production needs required the plant to be put back in service prior to completing the work.

The Clinton WTP master backwash valve controls the flow of backwash water used to clean the filters. The valve modulates flow rate to ensure a complete backwash without upset of the filter media layers. The valves operation has become erratic and it often does not completely shut off flow. Maintenance staff have the valve and operator on hand and the project will provide for installation and startup of the valve and operator.

Kaw Water Treatment Plant Carbon and Ammonia Facilities Backup Generator Connection (Electrical)

The project involves the removal of the 1975 incoming power substation and switchgear and the installation of a transfer switch and generator connection. The equipment had exceeded its useful life and the switchgear had failed. Westar has removed their feed and transformers to this location. The equipment will be replaced with a diesel powered backup generator sized to power the carbon, ammonia and sodium hypochlorite feed systems and other accessory areas not served by the existing generator. The installation of this generator will provide the Kaw WTP with redundant power to all process systems via the two generators. The Kaw WTP’s primary electrical feed will remain through the second Westar substation, transformer and switchgear which were upgraded in 2002.

Pump Stations PS4 and PS5 Mechanical and Electrical Modifications - (Electrical/Mechanical)

Wastewater Pump Station PS5 is one of the larger wastewater pump stations in the collection system. Currently when the water level at this station reaches the upper set point a pump is started at 100% speed and when the water level is pumped down to the lower set point, the pump is turned off. This requires several start and stops per hour (depending on flow). The installation of variable frequency drives will allow the pumps to run more consistently at a lower speed to match the required flow. This operation is more efficient electrically and eliminates the wear on the electric motors due the frequent starts. Utilities Department staff will program, build and install the required PLC controls for the modified pump operations based on flow and level control.

The project also includes the installation of flow meters and emergency bypass pumping connections at each pump station. Pump Stations 4 & 5 deliver significant volumes of flow directly to the Wastewater Treatment Plant. These stations are the only two that pump directly to the wastewater treatment plant that have not yet been equipped with flow meters. The addition of these flow meters will result in plant operations staff being unable to readily monitor and quantify flows as they are pumped toward the plant.

The project also includes the addition of an emergency bypass pumping connection at each station. In the event of loss of electrical service, or damage to the pumps and/or station electrical systems these connections allow flows to be pumped using a trailer mounted diesel powered pump. These connections are a standard design feature of Department pump stations constructed during the last seven years.

Clinton Water Treatment Plant and Wastewater Treatment Plant Variable Frequency Drive Replacement Program (Electrical)

The majority of the large horsepower electric motors operated by the Utility Department are powered through Variable Frequency Drives. Variable Frequency Drives allow the motor speed to vary in response to load or need. Variable Frequency Drives are more efficient, provide more control and create less wear and tear on motors and pumps than traditional constant speed motor controls and starters. Several of these drives have been in service for over a decade and need to be replaced to maintain the reliability of the equipment.

This scope of this project includes the replacement of five (4) each drives located at the Clinton Water Treatment Plant Intake and High Service Pump Station 1; and the Wastewater Treatment Plant blower building, excess flow pumping facility and influent pumping station. This project is the initiation of a phased program targeted at replacing the variable frequency drives as they reach the end of their service life.

Expansion of the Clinton Reservoir Raw Water Pump Station

The existing Clinton Reservoir Raw Water Pump Station contains 4 pumps and associated electrical gear to pump a firm capacity of 20 MGD. The existing facility houses the pump and motor equipment and the electrical motor control center, switch gear, variable frequency drives and other electrical equipment within the same space. The interior building environment is not currently controlled for heat, insects, dust and debris. Ventilation is provided via 2 large unfiltered sets of fans and intake louvers. The heat buildup within the structure and large number of insects, and debris such as cottonwood seeds are detrimental to the long term operation of the installed electrical gear. This was particularly evident during the summer of 2011 when, due to continued interruptions in equipment service, staff constructed a temporary air-conditioned enclosure around portions of the electrical gear to keep it from faulting out due to high internal building temperature. With future planned pumping capacity increases and the installation of variable frequency pump drives the unconditioned space will become increasingly problematic for the reliable and efficient operation of the electrical equipment. The proposed project will construct and addition to the existing building to eventually house all of the electrical equipment. The initial electrical equipment installation would consist of the variable frequency drive replacement as proposed above and supporting equipment. The space would be separated from the current pump area and conditioned and filtered as necessary for the installed equipment. The electrical equipment would be completely migrated to the new space over the next several years as replacements were funded.

The estimated total construction cost for the first phase of projects described above is $3,100,000.00.

Project Status: On October 28, 2011 in response to the two Requests for Proposals staff received a total of four (4) proposals from firms interested in the projects. Black & Veatch, Burns & McDonnell, and Professional Engineering Consultants provided proposals for Project UT1201 2012 Electrical Improvements. Black & Veatch, and BG Consultants/Burns & McDonnell provided proposals for Project UT1202 2012 Mechanical Improvements.

A review committee consisting of Department of Utilities’ staff evaluated the proposals. Staff consistently ranked Black & Veatch as the highest qualified respondent for the projects.

On November 22, 2011 the City Commission authorized Staff to negotiate an engineering services agreement with Black and Veatch for the projects.

On December 20, 2012 Staff and members of Black & Veatch’s design team visited each of the six (6) project sites to review the proposed scope of the projects.

On February 8, 2012 Black and Veatch provided preliminary project engineering and construction and estimates for Staff’s consideration. Staff and Black & Veatch have worked to refine the project and engineering services scope and fee.

· The scope of work includes the following services not included in the standard design fee; geotechnical investigation, a preliminary design report, property acquisition and bid phase services.

· All of the proposed work involves rehabilitation of existing treatment plant and pumping structures and operational systems with intent of providing continuous operation of the facilities during construction. In particular the required level of effort associated with the Clinton WTP MCC replacement for temporary service measures and construction phasing requirements is unusually high relative to the estimated construction cost.

· Due to the varied types of construction involved, the multiple sites and required timing of construction around operations the overall project scope is being executed as several procurement and construction contracts. It is currently anticipated the full scope of work will be completed using 4 equipment procurement packages and 4 construction contracts.

· The equipment procurement and construction packages related to the Variable Frequency Drive Replacements and Pump Efficiency and Control Program created for the current work will be reused with minor modifications to execute 10 future variable frequency drive installations in these same facilities with an estimated construction cost of $1,270,000.00.

· The scope also provides preliminary design services related to the location and sizing of future backup electrical generators at the Clinton Water Treatment Plant and Intake, and the Kaw Water Treatment Plant. These future projects are estimated at $1,660,000.00.

· The design scope also provides for the generation of a consolidated on-line drawing of the major electrical distribution system at the Kaw Water Treatment Plant. Due to the age of the plant and the numerous improvements and modifications made over the years there is not a consolidated drawing of the electrical distribution system. This is both a safety hazard and operational challenge for Staff. There are no construction costs associated with these services.

The total proposed fee is $481,303.00. This includes $47,084.00 for basis of design report, survey and property acquisition; $8,677.00 for geotechnical investigation and report; $385,141.00 for design; and $40,401.00 for bid phase services. The total fee is 15.5% of the estimated $3,100,000.00 cost of construction for those items budgeted in the 2012 Capital Improvements Program. The design portion of the fee is 12.4% of the 2012 budget items. Per the Design Fee Guidelines a design fee of 7.35% would be expected for a single project with a construction cost of $3,100,000.00. When all future work is taken into account the proposed design portion of the fee is 6.3% of construction and the total fee is 8%.

In 2010 the Department completed a smaller electrical project with Burns & McDonnell for the replacement of a motor control center at the Wastewater Treatment Plant and main electrical feeds to the Kaw WTP Well Field. This project, while smaller in construction scope and cost, presented similar design and construction phasing challenges to those in the currently proposed projects. Overall the 2010 project’s preliminary design, design and bid phase services were 35% of the final $142,300.00 construction cost. While not a direct comparison the level of fee for the 2010 project does illustrate the relatively high number of hours required to provide design services for replacement electrical work in a similar environment.

Project Funding: The projects are included in the Department of Utilities 2012 Rate Plan and Capital Improvement Program; and reallocated 2007 and 2008 Revenue Bonds.

Authorize the City Manager to execute a Design and Bid Phase Engineering Services Agreement with Black & Veatch in the amount of $481,303.00 for Engineering Services for Projects UT1201 - 2012 Electrical Improvements Program and UT1202 - 2012 Mechanical Improvements Program.

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