Memorandum

City of Lawrence

Utilities Department

TO:	David L. Corliss – City Manager Cynthia Wagner – Assistant City Manager Diane Stoddard – Assistant City Manager
FROM:	Andy Ensz – Project Engineer
CC:	Dave Wagner – Director of Utilities Mike Lawless – Deputy Director of Utilities Philip Ciesielski – Asst. Director of Utilities Bob Brower – Utilities Operations Superintendent Beth Krishtalka – Assistant to Director
Date:	April 8, 2014
RE:	Award Bid for Bid No. B1414 Project No. UT1404 872 Oak Street Sanitary Sewer Extension.

Please include the following item on the City Commission agenda for consideration at the April 15, 2014 meeting:

Award the Bid for Bid No. B1414, 872 Oak Street Sanitary Sewer Extension, Project No. UT1404 to the low bidder RD Johnson Excavating Co., Inc. in the amount of $45,837.00 and authorize the City Manager to execute the construction contract.

Project Description:

On July 25, 2013, Nathan Clark submitted a request to waive the requirements of City Code Chapter 19-214 for extension of the public sanitary sewer system to serve his property at 872 Oak Street. The waiver request included a proposal to install a private force main within the public right-of-way to provide sanitary sewer service to the proposed residence.

On August 6, 2013, the Utilities Department provided a memo responding to the waiver request and recommended extension of the public sanitary sewer main to serve Clark’s property. The City would participate in the cost for approximately 85 feet of the extension and one (1) manhole that should have been completed per current City Code requirements with the original main extension completed in the 1970’s. The cost for the remaining 150 feet of the extension would be paid at Clark’s expense. The lump sum costs associated with the sanitary sewer extension, such as construction staking and traffic control, could be shared between the City and Clark. Based on the projected construction costs provided in waiver request, it was estimated that this option would cost the City about $16,000 and Clark about $26,000.

On August 21, 2013, the City Manager’s Office and Utilities Department met with Mr. Clark to review the alternative to the waiver request. Costs and financing options were discussed, including the potential to establish a special assessment benefit district to finance Clark’s portion of the sanitary sewer main extension. After reviewing the estimated cost to Clark, he indicated he would prefer to pay for his portion of the sanitary sewer extension in a lump sum payment with his request for water service rather than establishing a benefit district.

On September 16, 2013, Mr. Clark submitted a revised request to extend the sanitary sewer to a point 10 feet east of Clark’s east property line as required by City Code 19-214. Clark proposed that the City participate in the cost for approximately 94 feet of the extension that should have been completed per current City Code requirements with the original main extension completed in the 1970s. The cost for the remaining length of the extension, approximately 147 feet, would be paid at Clark’s expense. Clark proposed that the lump sum costs associated with the sanitary sewer extension, such as erosion control, traffic control, design fees, and reseeding could be shared between the City and Clark. Clark would pay for 100% of the private sanitary service line from the sewer main to the property.

City legal staff prepared an agreement that was executed by the City and the Clarks on January 7, 2014 to address the issues related to design, construction, and payment of the 241 foot sanitary sewer extension.

Mr. Clark hired Landplan Engineering to design the sanitary sewer extension. Plans were reviewed and approved by the City on February 12, 2014 and sent to the Kansas Department of Health and Environment for review and approval. KDHE approved the sanitary sewer extension plans on February 14, 2014.

Project Status:

On March 25, 2014, one bid was received from the following bidder. The bid was opened and publicly read aloud.

RD Johnson Excavating Co., Inc. $45,837.00

Engineer’s Estimate $41,590.00

Project Schedule:

Bid Opening March 25, 2014

Notice to Proceed Estimated May 24, 2014

Substantial Completion 60 Calendar Days from Notice to Proceed

Final Completion 60 Calendar Days from Notice to Proceed

Project Funding:

The City shall extend payment of the full amount of the cost of construction of the sanitary sewer main extension during the construction period. The Clarks’ share of costs shall be paid to the City upon completion of the extension. The project will be considered complete at the time City accepts the project from contractor.

Action Request:

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