Memorandum

City of Lawrence

Utilities Department

TO:	David L. Corliss – City Manager Cynthia Wagner - Assistant City Manager Diane Stoddard - Assistant City Manager
FROM:	Melinda Harger – Utilities Engineer
CC:	Dave Wagner – Director of Utilities Mike Lawless – Deputy Director of Utilities Philip Ciesielski – Assistant Director of Utilities Beth Krishtalka – Assistant to Director Mark Hegeman – Utilities Operations Superintendent Dave King – Utilities Maintenance Superintendent
Date:	October 17, 2013
RE:	Agenda Item – Execute an Engineering Services Agreement for Project UT1304 Wakarusa Wastewater Treatment Plant and Conveyance Corridor Facilities

Please include the following item on the City Commission Agenda for consideration at the October 22, 2013 meeting:

Authorize the City Manager to Execute Supplemental Agreement No. 1, in the amount of $1,566,900.00, to the Existing Engineering Services Agreement with Black & Veatch Corporation for Project UT1304 Wakarusa Wastewater Treatment Plant and Conveyance Corridor Facilities.

Project Description 

The 2012 Wastewater Utilities Master Plan and Capital Improvements Program recommend the construction of the Wakarusa Wastewater Treatment Plant (WWTP) and Conveyance Corridor facilities to be online in 2018. These improvements are required to mitigate wet weather surcharging of sanitary sewers along the 31^st Street Corridor, provide for relief of wet weather overloading at the existing WWTP, and provide additional organic treatment capacity to provide for future growth of the community.

The recommended Wakarusa WWTP improvements include 2 MGD of organic treatment and 6 MGD of wet weather treatment. The Conveyance Corridor improvements include an 11 MGD pump station facility in the area of 31^st and Louisiana and required forcemains and gravity sewers to convey sewerage to and from this point to the Wakarusa WWTP.

Project Status

March 12, 2013 - City Commission authorized staff to advertise a Request for Proposals for Engineering Services for the Wakarusa Wastewater Treatment Plant and Conveyance Corridor Facilities. 

June 18, 2013 - City Commission authorized staff to negotiate an engineering services agreement with Black & Veatch Corporation.

July 23, 2013 - City Commission authorized execution of the engineering services agreement with Black & Veatch Corporation for Phase 100/150 in the amount of $299,000.00.  The Phase 100/150 scope for initial project design services included data acquisition, concept review, alternate force main evaluation, SLT coordination, regulatory review, and platting for the pump station and treatment plant sites.  Most of the tasks within this phase have been completed.  Preliminary plats for both sites are currently being reviewed by City departments and scheduled to go to the Planning Commission in December.

Project Status

Staff has negotiated an appropriate scope and fee for the preliminary design services of Pump Station 10, Wakarusa WWTP, and Kansas River WWTP Lab Expansion as well as detailed design and bidding services for the force mains, roads adjacent to the Wakarusa WWTP, and site fill on the Wakarusa WWTP site.  The fee for this supplemental agreement is $1,566,900. The scope includes the following:

Phase 200 – Preliminary Design

• Pump Station 10 – flow and pumping criteria confirmation, flow diversion configuration, building concepts and structural requirements, preliminary site plan and cost projections, and public meetings
• Wakarusa WWTP – preliminary treatment evaluations, BNR process recommendations and operating cost projections, pre-selection of UV equipment, excess flow strategy, solids processing comparisons, ancillary facilities design criteria, phased expansion plan, flood modeling and mitigation, utility connections, and opinion of construction cost
• Kansas River WWTP Lab Expansion – concept plans, code analysis, and opinion of construction cost

Phase 300– Detail Design for Force Mains, Roads, and Site Fill

• Force Mains – field surveys and borings, easement and property acquisition criteria, review of SLT and utility relocation plans for conflicts, permitting, public meetings, access and staging options for HDD contractor, in-progress plan review sets provided to City (at 30%, 50%, and 90% of design), final construction plans and specifications, and opinion of probable construction costs
• N1175 and E1600 Roads – plan and profile design per City and County standards, pavement designs for construction traffic and final wearing surface, utility coordination, Baldwin water main relocation design, permitting, final construction plans and specifications, and opinion of probable construction costs
• Site Fill at the Wakarusa WWTP – consolidation time estimate, base drainage layer recommendation, final construction plans and specifications, and permitting

Phase 350 – Bidding Services for Force Mains, Roads, and Site Fill

• Bid letting coordination, distribution of plans, addenda preparation, pre-bid conferences and bid openings, construction contract documents preparation

At the end of the preliminary design phase, we will have a good understanding of the facilities layouts and the total project costs.  This phase will also include process and instrumentation diagrams for each unit process, 3D (BIM) modeling of concrete tankage, and architectural renderings of the super structures for all preliminary design work.  We anticipate over 100 drawings for the facilities will be provided with the Basis of Design Report as part of this preliminary design phase.

Project Schedule

Preliminary design will be complete by the end of March 2014.  We anticipate detailed design for the force mains, roads, and site fill will be complete by late spring for construction to begin Summer 2014.  Completion dates from the Notice to Proceed are summarized as follows:

Phase                                                                     Days From Notice to Proceed

200 – Preliminary Design                                            150 Days

300 – Detailed Design          (force mains, roads, site fill)          255 Days

350 – Bidding (force mains, roads, site fill)                    340 Days

As shown on the updated project workflow diagram, future amendments to the contract will be presented for Commission approval for the following phased services:

Phases 300/350                 Detailed Design & Bidding Services for Pump Station 10, Wakarusa WWTP, and Kansas River WWTP Lab Expansion

Phases 400/500/600/700     Construction, Resident, Operations, and Warranty Services 

It is anticipated that the Phase 300/350 agreement for detailed design and bidding for the pump station and treatment plant will be ready for City Commission review in February or March 2014.

Project Funding

The project is included in the Department of Utilities 2013 Rate Plan and Capital Improvement Program.

Action Request

Authorize the City Manager to Execute Supplemental Agreement No. 1, in the amount of $1,566,900.00, to the Existing Engineering Services Agreement with Black & Veatch Corporation for Project UT1304 Wakarusa Wastewater Treatment Plant and Conveyance Corridor Facilities.

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