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 Mike Lawless – Deputy Director of Utilities Philip Ciesielski – Asst. Director of Utilities Beth Frailey Krishtalka – Assistant to Director Bob Brower – Utilities Operations Superintendent
Date:	October 02, 2013
RE:	October 08, 2013 Agenda Item – Authorize the City Manager to execute engineering service agreements for design phase engineering services for Waterline Replacement Projects UT1309DS, 23^rd Street Phase II Alabama to Ousdahl; UT1313DS, Mississippi Street 3^rd to 9^th; UT1314DS, Lawrence Avenue 27^th to 31^st; and UT1315DS, Arkansas Street 2^nd to 4^th.

Please include the following item on the City Commission Agenda for consideration at the October 08, 2013 meeting:

Authorize the City Manager to execute engineering services agreements with Professional Engineering Consultants for design phase engineering services for Waterline Replacement Projects UT1309DS, 23^rd Street Phase II Alabama to Ousdahl in the amount of $62,971.00; UT1313DS, Mississippi Street 3^rd to 9^th in the amount of $86,896.00; UT1314DS, Lawrence Avenue 27^th to 31^st in the amount of $63,600.00; and UT1315DS, Arkansas Street 2^nd to 4^th in the amount of $38,604.00.

Project Description:

Staff have identified 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. In previous years, 2009-2013, the waterline replacement program targeted the replacement of over 24,000 feet of 8” and 12” waterlines 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, 13^th Street from Tennessee to Vermont, Wimbledon Drive from Inverness to Crossgate, Bob Billings Parkway from Engel Road to Kasold Drive, and 19^th Street from Maple Lane to Harper Street. Department Staff also self performed several smaller waterline replacements during this period.

Project History:

Department of Utilities staff initially contracted with Professional Engineering Consultants for design phase engineering services for the replacement of the 1967 12” cast iron waterline on Bob Billings Parkway from Kasold Drive to Quarry Lane. Supplemental agreements were then executed to include design phase engineering services for the replacement of the 12” waterline on 19^th Street from Maple Lane to Harper Street as well as a preliminary design report, which established viable alternatives for alignment, project prioritization, construction cost estimates, and sequencing that will align with planned street rehabilitation work and budgeted funding. Project locations that were included within the preliminary design report 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)

To date staff have bid and constructed the 12” waterlines on Bob Billings Parkway and 19^th Street as shown on the attached map. Design is complete for Phase III of 23^rd Street (Iowa to Ousdahl) and staff plan for construction to begin in early December of 2013 in advance of the planned intersection improvements at 23^rd & Iowa currently slated for construction in March of 2014. Design is in progress for both North Iowa Street (Riverridge to Lakeview) and Phase I of the 23^rd Street project (Louisiana to Alabama). Staff plan to bid North Iowa Street for early 2014 construction and Phase I of 23^rd Street for summer 2014 construction.

Remaining projects evaluated in the preliminary design report included in this request are Phase II of 23^rd Street (Ousdahl to Alabama), Mississippi Street, Lawrence Avenue, and Arkansas Street as shown on the attached map. Ellis Drive is not included as part of this request as the design and construction will need to be coordinated with the University of Kansas plans for reconstruction of student housing and realignment of access points off of 15^th Street near Engel Road.

Project Details:

As discussed above, the City has executed an Engineering Services Agreement and supplemental agreements for design and construction phase services associated with the waterline replacements on Bob Billings Parkway and 19^th Street as well as for the completion of a preliminary design report. Additionally the City has executed Engineering Services Agreements for projects UT1309DS, 23^rd Street Waterline Replacement, Phases I and III, and UT1308DS, North Iowa Street Waterline Replacement with Professional Engineering Consultants. Staff previously identified the plan to extend the contract with Professional Engineering Consultants based on satisfactory performance. Department of Utilities staff have been satisfied with the performance of Professional Engineering Consultants and have negotiated scopes of services and fees for the remaining waterline replacement projects as listed above.

The proposed scopes and fees for design phase engineering services for the remaining projects are commensurate and appropriate for the projects. The fees include basic A/E design services as well as non-basic A/E services related to geotechnical sub-consultant coordination, permitting, and advertising and bidding for each of the projects described above.

The tables below reflect the proposed fee components in relation to preliminary construction cost estimates.

UT1309DS, 23^rd Street Phase II Alabama to Ousdahl

Estimated Construction Cost: $853,000.00

Basic A/E Design Phase: $55,840.00, 6.6%

Non-Basic A/E Design Phase: $7,131.00, 0.8%

Total ESA: $62,971.00, 7.4%

Adopted Fee Curve % of Estimated Construction: 8.4%

UT1313DS, Mississippi Street 3^rd to 9^th Street

Estimated Construction Cost: $798,000.00

Basic A/E Design Phase: $78,717.00, 9.9%

Non-Basic A/E Design Phase: $8,179.00, 1.0%

Total ESA: $86,896.00, 10.9%

Adopted Fee Curve % of Estimated Construction: 8.5%

UT1314DS, Lawrence Avenue 27^th to 31^st Street

Estimated Construction Cost: $644,000.00

Basic A/E Design Phase: $56,274.00, 8.7%

Non-Basic A/E Design Phase: $7,326.00, 1.1%

Total ESA: $63,600.00, 9.8%

Adopted Fee Curve % of Estimated Construction: 8.9%

UT1315DS, Arkansas Street 2^nd to 4^th Street

Estimated Construction Cost: $275,000.00

Basic A/E Design Phase: $31,795, 11.6%

Non-Basic A/E Design Phase: $6,809.00, 2.5%

Total ESA: $38,604.00, 14.1%

Adopted Fee Curve % of Estimated Construction: 9.9%

The basic A/E design phase ESA amount as a percentage of estimated construction cost as listed above are generally consistent with the recommended percentages per the design fee guideline adopted by the City of Lawrence on January 11, 2011. Notable exceptions are the Mississippi Street and Arkansas Street projects where the field survey costs are significantly higher due to the fully developed nature of the project areas. Additional non-basic A/E services itemized within the scope and fee include geotechnical sub-consultant coordination, project permitting, and services related to advertising and bidding.

Project Funding:

The project will be funded from the Department of Utilities bonded construction fund. The adopted Capital Improvement Project Scenario 5 budget allocates a total of $12,666,500.00 for the 2013-2017 period.

Action Request:

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