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 28, 2014
RE:	Agenda Item – Advertise Request for Proposals R1405 for Plumbing Services to Complete I/I Defect Removal on Private Property

Please include the following item on the City Commission agenda for consideration at the April 1, 2014 meeting:

Authorize staff to advertise Request for Proposals R1405 and establish fee schedule for Private Inflow and Infiltration Abatement Program.

Project Background

Department staff in conjunction with TREKK Design Group (TREKK) will complete approximately 1,400 private property evaluations during the spring and summer of 2014. The evaluations will start in the Phase 1 Project Area and continue in other areas of the City as shown in the attached map. The purpose of the private property evaluations is to identify inflow and infiltration (I/I) sources and determine if they are cost effective to repair. It is estimated that between 200 and 500 private property repairs will be completed during Phase 1. The types of private property repairs to be completed are the following:

· Defective cleanout cap repair.

· Defective downspout disconnection.

· Existing sump pump discharge reroute.

· Area drain disconnection and reroute.

· Driveway drain disconnection and reroute.

· Sump pump dispersion.

· Defective downspout disconnection with rain barrel.

After applicable repairs have been identified, the property owner will select a plumbing contractor to complete the work from a list of prequalified contractors under contract with the City. This RFP is the first step in developing the list of prequalified plumbing contractors. Data obtained during the RFP process will be used to establish a final fee schedule of appropriate charges to be assessed by all prequalified plumbers for identified repairs. The process of plumber prequalification, source identification, repair verification, and invoice payment is outlined in the attached summary. 

Project Description

The Private I/I Abatement Program is a critical piece of the City’s Rapid I/I Reduction Program. The Abatement Program provides for private property repairs of identified inflow and infiltration sources, with the repairs to be completed by a prequalified plumber selected by the property owner.  Request for Proposals R1405 is the first step in prequalifying plumbing contractors for the Abatement Program.

The objective of the Rapid I/I Program is an overall 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 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 Abatement Program, in conjunction with public sewer improvements, is necessary to meet the program’s flow reduction goals.

Project Schedule
City Commission Approval to Advertise RFP	April 1, 2014
Responses to RFP Due	April 18, 2014
Staff Prequalifies Plumbers	April 25, 2014
Prequalified Plumbers Submits Preliminary Fee Schedule	May 1, 2014
Final Fee Schedule Accepted by Prequalified Plumbers	May 16, 2014
City Commission Approval of Plumbing Contracts	May 27, 2014

Project Funding

The project is included in the Department of Utilities 2014 Rate Plan and Capital Improvement Program.

Action Request:

Authorize staff to advertise Request for Proposals R1405 and establish fee schedule for Private Inflow and Infiltration Abatement Program.

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