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 Krishtalka – Assistant to Director Mark Hegeman – Utilities Operations Superintendent
Date:	December 05, 2012
RE:	December 11, 2012 Agenda Item – Authorize the City Manager to execute Supplemental Agreement No. 2 to the engineering services agreement for design phase engineering services for project UT1105DS, 2012-2013 Watermain Relocation Program.

Please include the following item on the City Commission Agenda for consideration at the December 11, 2012 meeting:

Authorize the City Manager to execute Supplemental Agreement No. 2 with Professional Engineering Consultants to the engineering services agreement for design phase engineering services in the total amount of $88,093.00 for project UT1105DS, 2012-2013 Watermain Relocation Program (of which $49,957.00 is for pre-design phase engineering services and $38,136.00 is for design and bid phase engineering services).

Project Description:

Staff anticipate the ongoing need for the relocation and replacement 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 to University, Orchard Lane from Centennial to Iowa, Kentucky Street from 12^th to 19^th, 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:

Staff previously identified the relocation of the 1967 12” cast iron watermain on Bob Billings Parkway from Kasold Drive to Quarry Lane, 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. Professional Engineering Consultants have completed construction documents for this project and staff anticipate project bidding in early 2013 for construction to coincide with the reconstruction of the eastbound lanes of Bob Billings Parkway.

Department of Utilities staff have met with representatives from Professional Engineering Consultants to review projected watermain replacements and discuss the scope of engineering services. During these discussions staff directed Professional Engineering Consultants to prepare a scope and fee for the preparation of a preliminary design report to provide viable alternatives for alignment, priority ranking, cost estimates, and to establish bidding and construction sequencing that will align with planned street rehabilitation work and budgeted funding. Project locations to be included within the preliminary design report were based on watermain break history and are as follows:

• 23^rd Street, Iowa Street to Louisiana Street (8” Cast Iron, 1956)
• North Iowa Street, Riverridge to Lakeview (12” Cast Iron, 1957)
• Mississippi Street 3^rd Street to 9^th Street (8” Cast Iron, 1916)
• Ellis Drive, 19^th Street to Irving Hill Road (10” Cast Iron, 1957)
• Lawrence Avenue, 27^th Street to 31^st Street (12” Cast Iron, 1978)
• Arkansas Street, 2^nd Street to 4^th Street (6” Cast Iron, 1958)

Projects, as listed above, are shown on the attached map for reference.

Staff further directed Professional Engineering Consultants to prepare a scope and fee for design and bid phase engineering service for the replacement of the 12” Cast Iron waterline on 19^th Street from Maple Lane to Harper Street as shown on the attached map. This particular watermain was identified for replacement based on break/repair history as well as the fact that the Department of Public Works intends to resurface this segment of 19^th Street as part of the 2013 mill and overlay program.

Staff have received the requested scope and fee information from Professional Engineering Consultants. Staff have reviewed the scope and fee and find it to be commensurate and appropriate for the requested services. The total fee for pre-design and design and bid phase engineering services is $88,093.00. The fee includes pre-design engineering services in the amount of $49,957.00, basic A/E design services in the amount of $29,776.00 as well as non-basic A/E services related to geotechnical sub-consultant coordination, utility locating (potholing), and advertising and bidding services in the amount of $8,360.00.

The table below reflects the proposed fee components in relation to preliminary construction cost estimates.

Pre-Design Engineering Services

Estimated Construction Cost:                                                $3,524,140.00

Pre-Design Phase - % of Construction:                          1.4%

Design and Bid Phase Engineering Services (19^th Street)

Estimated Construction Cost:                                                $300,000.00

Basic A/E Design Phase - % of Construction:                 9.9%

Non-Basic A/E Design Phase - % of Construction:           2.8%

Total ESA - % of Construction:                                    12.7%

The design and bid phase engineering fees as a percentage of estimated construction cost as listed above are slightly above the percentages listed in the design fee guideline as adopted by the City of Lawrence on January 11, 2011 and are appropriate for this project.

Staff are proposing to contract for design and bid phase engineering services for the 19^th Street watermain replacement and the pre-design engineering services. Once the pre-design report is completed, staff anticipate extending the contract, via supplemental agreement, to include design and bid phase engineering services for individual projects evaluated in the pre-design report based on priority and funding availability.

Project Funding:

The project will be funded from a combination of remaining 2009 Build America Bonds and non-bonded Department of Utilities Capital Improvement Projects funds. The proposed 2012 Capital Improvement Project budget has $1,423,300.00 allocated for the project.

Action Request:

Authorize the City Manager to execute Supplemental Agreement No. 2 with Professional Engineering Consultants to the engineering services agreement for design phase engineering services in the total amount of $88,093.00 for project UT1105DS, 2012-2013 Watermain Relocation Program (of which $49,957.00 is for pre-design phase engineering services and $38,136.00 is for design and bid phase engineering services).

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