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 Krishtalka – Assistant to Director Bob Brower – Utilities Operations Superintendent
Date:	December 10, 2013
RE:	December 17, 2013 Agenda Item – Negotiate an Engineering Services Agreement with Professional Engineering Consultants for Design and Construction Phase Engineering Services for project UT1312DS, 2014 -2015Watermain Relocation/Rehabilitation Program.

Please include the following item on the City Commission Agenda for consideration at the December 17, 2013 meeting:

Authorize Staff to negotiate an Engineering Services Agreement with Professional Engineering Consultants for Design and Construction Phase Engineering Services for project UT1312DS, 2014-2015 Watermain Relocation/Rehabilitation Program.

Project Description:

Staff anticipates 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 five years, 2009-2011, the program targeted the replacement of over 17,000 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, 13^th Street from Tennessee to Vermont, Bob Billings Parkway from Iowa Street to Kasold Drive, and 19^th Street from Maple Lane to Harper Street. Department Staff also performed several smaller watermain replacements during this period.

Project Details:

Department of Utilities Staff continuously evaluates the condition of the water distribution system based on the occurrence of mainbreaks, pipe material and age, capacity and fire protection needs. Based on these criteria, along with the criticality of the watermain within the system and the number of services affected, watermains are targeted for replacement. Relocations of existing watermains are prioritized and performed in conjunction with roadway reconstruction, mill and overlay, and KLINK funded improvements.

Staff have identified the replacement of the 1997 12” ductile iron watermain on Bob Billings Parkway from Bobwhite Drive to George Williams Way, as shown on the attached map, for inclusion in the 2014-2015 program.

Staff are proposing to initially contract for this project with an option to extend the contract to include future projects, based on satisfactory performance, with the negotiation of a supplemental agreement.

Project History:

On October 08, 2013 City Commission authorized staff to advertise a Request for Proposals for Design and Construction Phase Engineering Services.

On October 09, 2013 staff advertised the RFP via demand star online service and direct mailing.

On November 08, 2013 staff received proposals from six (6) groups. Proposals were received from Benesch Engineers, BG Consultants, CFS Engineers, HDR Engineering, Professional Engineering Consultants, and Wilson & Company Architects and Engineers.

A review committee consisting of Department of Utilities staff evaluated the proposals. Professional Engineering Consultants was judged to be the highest qualified respondent for the requested services.

Respondents were evaluated in the following categories:

Project Knowledge and Approach
Project Qualifications and Experience
Key Project Staff and Experience
Related Local Experience with Department of Utilities Staff
Project Schedule

Professional Engineering Consultants consistently outscored other respondents in the areas of project knowledge and approach and project qualifications and experience. Professional Engineering Consultants provided a well-detailed project approach that included all aspects of a project from initial concepts through construction observation. Professional Engineering Consultants identified and discussed the importance of Historic Environs, Environmental Protection Planning, and traffic control including their relevance and impact to the project. Professional Engineering Consultants also provided a significant listing of similar projects successfully completed for the Department of Utilities to demonstrate their qualifications and experience.

Project Funding:

The program is included in the Department of Utilities adopted scenario 5 Capital Improvement Project and corresponding adopted Rate Plan. The adopted Capital Improvement Project budget has $12,663,500.00 allocated for the program for the 2013-2017 period. To date a total of $1,716,658 has been expended for the design (nine projects) and construction (three projects).

Action Request:

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