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 – Assistant Director of Utilities Mike Lawless – Assistant Director of Utilities Beth Krishtalka – Assistant to Director Mark Hegeman – Utilities Operations Superintendent Dave King – Utilities Maintenance Superintendent
Date:	January 30, 2013
RE:	February 05, 2013 Agenda Item – Set a bid date for Bid No. B1305, UT1206DS O’Connell Road Watermain Extension

Please include the following item on the City Commission Agenda for consideration at the February 05, 2013 meeting:

Set a bid date of March 05, 2013 for Bid No. B1305; for project UT1206DS O’Connell Road Watermain Extension. Bid documents to be available Wednesday February 06, 2013.

Project Description

The O’Connell Road Waterline project involves the installation of approximately 9,200 lineal feet of 16” waterline, 970 lineal feet of 12” waterline, 6,800 lineal feet of 4” waterline, and construction of a metering station providing points of connection for the City of Baldwin and Douglas County Rural Water District No. 4. Installation of the 12” and 16” watermain will commence at O’Connell Road and Prairie Terrace, at the limit of the existing distribution system, and continue south to approximately 2,000 feet north of 1100 Road as shown on the attached map. The project also includes the replacement of an existing Rural Water District No. 4 8” waterline with a 4” waterline as shown on the attached map.

Project History

Department of Utilities staff has been coordinating with KDOT, HNTB, City of Baldwin, Rural Water District No. 4, and Wilson and Company for utility relocations required for the construction of the completion of the South Lawrence Trafficway. Both the City of Baldwin and Douglas County Rural Water District No. 4 currently have their metered connection points in the vicinity of the intersection of 31^st Street and Haskell Avenue and must relocate their meter and backflow vaults to accommodate the planned reconstruction of this intersection as part of the South Lawrence Trafficway project.

Department of Utilities staff has been coordinating with KDOT, RWD#4, City of Baldwin, and Wilson and Company on the O’Connell Watermain Extension to complete design and bid the project in early 2013 so construction will be completed in accordance with KDOT’s bidding and construction schedule for the South Lawrence Trafficway.

Project Status/ Details

Wilson and Company have completed the design and production of construction documents for the project incorporating City Staff, City of Baldwin, Rural Water District No. 4, and outside review agency comments. Final field check plan comments were returned to Wilson and Company on January 30, 2013 and will be incorporated into the final bid documents for the project.

Required planning documents including variances and floodplain and special use permits have been completed with final documents to be provided to Planning and Development Services prior to any building permit application. All required state and local permits have been obtained for the project as well.

Negotiation with affected property owners for the required rights-of-way and utility and temporary construction easements is underway. To date, three of the five property owners have executed the necessary documents. Should property acquisition not be completed prior to the requested bid date, staff will request that the bid date be rescheduled to occur following completion of property acquisition.

Affected property owners will be contacted by City Staff and the contractor prior to the start of construction to address any concerns related to the project. No public meeting is planned as the number of residents impacted is minimal and concerns can be handled on an individual basis.

Project Schedule

The bid documents for the project allow for 100 calendar days to attain substantial completion and 130 calendar days to attain final completion from the date of notice to proceed. The following is an estimate of bidding, construction start, and project completion dates:

Project Schedule

          Bid Opening                      March 05, 2013

          Award Bid                         March 12, 2013

          Notice to Proceed               April 02, 2013

          Substantial Completion        July 11, 2013

          Final Completion                August 10, 2013

Project Funding

Funding for the project will be from the Department of Utilities non-bonded construction fund and. Cost sharing agreements with KDOT, City of Baldwin, and Rural Water District No. 4 have been finalized and the total reimbursement to the City of Lawrence at the completion of the project will be $1,094,461.00.

Action Request

Set a bid date of March 05, 2013 for Bid No. B1305; for project UT1206DS O’Connell Road Watermain Extension. Bid documents to be available Wednesday February 06, 2013.

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