Memorandum

City of Lawrence

Utilities Department

TO:	David L. Corliss – City Manager Cynthia Wagner - Assistant City Manager Diane Stoddard - Assistant City Manager
FROM:	Nicholas Hoyt – I/I Manager
CC:	Dave Wagner – Director of Utilities Mike Lawless – Deputy Director of Utilities Philip Ciesielski – Assistant Director of Utilities Beth Krishtalka – Assistant to Director
Date:	March 18, 2014

RE: Agenda Item – Execute an Engineering Services Agreement with George Butler Associates, Inc for Project UT1402 City of Lawrence Flow Monitoring Program.

Please include the following item on the City Commission agenda for consideration at the March 25, 2014 meeting:

Authorize the City Manager to Execute an Engineering Services Agreement, in the amount of $179,595 with George Butler Associates, Inc. (GBA) for Project UT1402 City of Lawrence Flow Monitoring Program.

Project Background

The City of Lawrence is implementing a Rapid Inflow and Infiltration (I/I) Reduction Program. The objective of the Rapid I/I Program is an overall thirty-five percent (35%) reduction of I/I within the project area. This will amount to removal of approximately 19 MGD of peak I/I occurring during the 10-year design storm. Reducing I/I by thirty-five percent (35%) eliminates the need to construct projects that address system capacity deficiencies in the Burroughs Creek interceptors and the need for wet weather treatment capacity expansion at the Kaw WWTP.

The flow data collected as part of this project will be used to determine the effectiveness of the Rapid I/I Reduction Program, perform sewer system capacity assessment, characterize flows within basins, address wet weather problems, calibrate/verify the sanitary sewer model, and guide I/I removal efforts moving forward.

Project History

On February 4, 2014, the City Commission authorized staff to advertise a Request for Proposals for Engineering Services for the City of Lawrence Flow Monitoring Program.

On February 28, 2014, in response to the Request for Proposals, staff received proposals from three (3) firms interested in the project. Proposals were received from ADS Environmental Services, TREKK Design Group, LLC, and George Butler Associates, Inc. A fourth proposal was received on March 3, 2014 from AMG Environmental Services Inc. This proposal was not considered for selection since it was received after the due date.

A review committee consisting of staff from the Utilities Department evaluated the three proposals. At the completion of the proposal reviews, staff unanimously selected GBA. GBA provided an excellent proposal that demonstrated an experienced staff committed to perform and manage all aspects of this project.

Each firm provided a schedule of hourly rates and a unit price list for equipment rental with their proposal for reference. The hourly rates and unit prices provided by GBA were found to be consistent with rates provided by other respondents.

Project Status

Staff has negotiated an appropriate scope and fee for 2014 flow monitoring services at 20 proposed locations. The scope for the 2014 project includes:

• Temporary flow monitoring at 14 sites for 90 days (4/1/2014-6/29/2014) with an optional 30 days (6/30/2014-7/28/2014).
• Permanent flow monitoring with cell based telemetry and online data access at 5 sites for 275 days (4/1/2014-12/31/2014).
• Permanent flow monitoring with cell based telemetry and overflow alarming at one site for 245 days (5/1/2014-12/31/2014).
• All related field activities including site investigation, equipment servicing, manual verification and meter calibration.
• Monthly QA/QC reporting and data submittals.
• Flow data analysis and final reporting.

Flow monitoring services will be required throughout the eight year Rapid I/I Reduction Program. If the service provided by the consultant is satisfactory to the City and the consultant is willing, staff anticipates that a flow monitoring contract will be negotiated each year with George Butler Associates, Inc. The contract scope will vary yearly adjusting to the needs of the program.

Project Funding

The project is included in the Department of Utilities 2014 operations and maintenance budget and 2013 capital improvement budget.

Action Request:

Authorize the City Manager to Execute an Engineering Services Agreement, in the amount of $179,595 with George Butler Associates, Inc. (GBA) for Project UT1402 City of Lawrence Flow Monitoring Program.

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