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 Krishtalka – Assistant to Director Mark Hegeman – Utilities Operations Superintendent
Date:	December 12, 2012
RE:	December 18, 2012 Agenda Item – Authorize the City Manager to execute an Engineering Services Agreement with HNTB in the amount of $173,796.00 for Design, Bid and Construction Phase Engineering Services for Project UT1205 South Lawrence Traffic Way Utility Relocations

Please include the following item on the City Commission Agenda for consideration at the December 18, 2012 meeting:

Authorize the City Manager to execute an Engineering Services Agreement with HNTB in the amount of $173,796.00 for Design, Bid and Construction Phase Engineering Services for Project UT1205 South Lawrence Traffic Way Utility Relocations.

Project Description

The project consists of the relocation of approximately 4,000 linear feet of existing 24” diameter sanitary sewer interceptor and 600 linear feet of 6” forcemain in the area of 31^st and Louisiana as shown on the attached map. The existing sanitary sewer and forcemain in this area are in conflict with the new South Lawrence Traffic Way (SLT), and relocated 31^st and Louisiana Streets.

Project History

Department of Utilities staff have been coordinating with KDOT and HNTB for water and sanitary sewer utility relocations required for the construction of the SLT in the areas of 31^st and Haskell, and 31^st and Louisiana. Due to construction phasing requirements the 31^st and Haskell area relocations are being designed by HNTB within their SLT design contract with KDOT. The construction of these relocations will be bid within the KDOT SLT plans and paid for by the City.

Early direction from KDOT was that the relocations required in the area of 31^st & Louisiana would also be executed in this manner. After further consideration KDOT has directed the City to execute the design and construction of these relocations independently, and ahead of the SLT construction. KDOT’s reasoning being that these relocations are not contingent upon the completion of SLT required construction activities as are the relocations at 31^st & Haskell.

Project Status/ Details

Staff have negotiated a scope and fee with HNTB for design, bid and construction phase engineering services for the required relocations. HNTB was selected for the contract based on their status as KDOT’s design engineer for the SLT and the additional work being carried out on the 31^st and Haskell relocations. HNTB’s current design efforts with KDOT and the City provide them access to all of the ongoing SLT survey and design information. Timely access to this information and comprehensive knowledge of the design and construction sequencing of the SLT are critical to the ability to design the required relocations.

The table below reflects the proposed fee components in relation to estimated construction costs provided by HNTB for evaluation by City staff.

Estimated Construction Cost $1,300,000.00

Design Phase $119,522.00 9.2%*

Bidding Phase $16,461.00 1.3%

Construction Phase $24,765.00 1.9%

Geotechnical and Survey Services $13,048.00 1.0%

Total ESA - % of construction $173,796.00 13.3%

*Based on the Design Fee Curve a project with a construction cost of $1,300,000.00 would have a Basic Design Phase Engineering Services Fee of approx. 7.9%. The proposed fee for this project is higher than per the Fee Curve for the reasons below.

Due to the topography of the area an existing section of the 24” sanitary sewer is constructed on reinforced concrete piers at, or above grade as it crosses 31^st Street. See the attached photos. The realignment of 31^st Street and the adjacent drainage ways requires that the relocation of this section potentially be reconstructed on similar piers. This construction method would also require the placement and pre-consolidation of fill for the new 31^st Street road bed. This type of design requires additional structural and geotechnical engineering not typically associated with sanitary sewer pipe design. After obtaining the geotechnical information for the area Staff and HNTB will review potential options which may eliminate the need for the pier type installation. The ability to reconstruct without the use of piers would ultimately reduce the construction and design costs. The Design services also include detailed coordination with KDOT’s SLT designs and construction phasing not normally associated with basic sanitary sewer plans.

In addition to Design services the Engineering Services Agreement includes subconsultant fees for geotechnical and ground survey work, bid and construction phase services, permitting and easement acquisition support. Due to project timing issues the design and bidding services also provide for the potential of releasing the project as two contracts. One contract would be for the line which crosses the 31^st Street corridor and may require the pre-consolidate fill and pier construction, and a second contract for the standard trenched construction on the majority of the line to west.

Staff anticipate completing the design phase and having the project ready to bid in early 2013 for construction completion during 2013 - 2014.

Project Funding

Funding for the project will be from the Department of Utilities non-bonded construction fund.

Action Request

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