Memorandum

City of Lawrence

Utilities Department

TO:	David L. Corliss – City Manager Cynthia Wagner - Assistant City Manager Diane Stoddard - Assistant City Manager
FROM:	Philip Ciesielski – Assistant Director of Utilities
CC:	Dave Wagner – Director of Utilities Mike Lawless – Deputy Director of Utilities Beth Krishtalka – Assistant to Director Bob Brower – Utilities Field Operations Superintendent
Date:	May 27, 2014
RE:	Agenda Item – Execute Engineering Services Agreements for Projects UT1409 Avalon Road and UT1413 Homestead Drive Watermain Rehabilitation Projects

Background

Staff have identified 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. In previous years, 2009-2013, the waterline replacement program targeted the replacement of over 24,000 feet of 8” and 12” waterlines 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, Wimbledon Drive from Inverness to Crossgate, Bob Billings Parkway from Engel Road to Kasold Drive, 19^th Street from Maple Lane to Harper Street, and 23^rd Street from Iowa to Ousdahl. Department Staff also self performed several smaller waterline replacements during this period.

Other projects that are currently under construction –

23^rd Street from Louisiana Street to Alabama Street

North Iowa from Riverridge to Lakeview

Mississippi Street from 3^rd Street to 9^th Street

In addition the following projects are out for bid or under design –

Arkansas Street from 2^nd Street to 4^th Street

Bob Billings Parkway from George Williams Way to Bob White Drive

Lawrence Ave from 27^th Street to 31^st Street

Project Description

As part of the 2014-2015 Watermain Rehabilitation Program staff identified and prioritized a total of seven projects to be designed and constructed as listed in the table below. Projects were prioritized based on pipe age and material, reliability, pipe installation condition, capacity, and coordination with planned street improvements as well as with needs of other stakeholders including the University of Kansas and USD497.

Project	Priority
Bob Billings Parkway, Bob White to George Williams Way	1
Avalon Road, 9^th Street to Cambridge	2
Maine Street, 10^th to 11^th Streets 10^th Street, Missouri Street to Mississippi Street	3
Michigan Street, 3^rd to 4^th Streets and 4^th to 7^th Streets Arkansas Street, 7^th to 9^th Streets	4
Harvard Road, Crestline to Wellington	5
19^th Street, Massachusetts to Tennessee Streets	6
Homestead Avenue, Lawrence Ave (N) to Lawrence Ave (S)	7

Bob Billings Parkway is currently under design and is anticipated to begin construction in late summer 2014. Avalon Road from 9^th Street to Cambridge, as shown on the attached map, was identified as the second overall priority due to the pipe age (1954) and size (4”). Homestead Avenue, as shown on the attached map, was identified as the seventh overall priority due to the break history and pipe size (6”). While Homestead is the lowest overall priority for replacement, the other projects cannot be undertaken at this time due to conflicts with the University of Kansas (Maine and 10^th Streets), USD497 (Harvard Road), and current street maintenance and waterline replacement projects (Michigan and Arkansas and 19^th Street).

Project History

December 17, 2013, City Commission authorized negotiation of an Engineering Services Agreement with Professional Engineering Consultants (PEC).

January 28, 2014, City Commission authorized the execution of the Engineering Services Agreement with PEC for the Bob Billings Parkway Project, UT1312.

Staff has negotiated additional Engineering Service Agreements with PEC for both the Avalon Road, UT1409, and Homestead Avenue, UT1413, projects in accordance with the originally stated intent to continue with PEC as the design consultant based on satisfactory performance. The proposed scopes of services and fees for the design of Avalon Road, project UT1409, and Homestead Avenue, project UT1413, in the amounts of $35,852.00 and $34,261.00 are commensurate and appropriate for the projects. The fees include basic A/E design as well as non-basic A/E services related to geotechnical sub-consultant coordination, permitting, and advertising and bidding.

The tables below reflect the proposed fee components in relation to preliminary construction cost estimates.

Avalon Road
Estimated Construction Cost	$306,624.00
Basic A/E Design Phase Cost (% Const)	$29,318.86 (9.6%)
Non-Basic A/E Design Phase Cost (% Const)	$6,533.14 (2.1%)
Total ESA Cost (% Const)	$35,852.00 (11.7%)
Fee Curve Recommendation (% Const)	9.97%

The basic A/E design phase ESA amount as a percentage of estimated construction cost of 9.6% is below the recommended amount of 9.97% per the design fee guideline adopted by the City of Lawrence on January 11, 2011. Additional non-basic A/E services for the project as a percentage of the estimated construction cost of 2.1% are commensurate and appropriate for the project based on historical project costs.

Homestead Avenue
Estimated Construction Cost	$288,000.00
Basic A/E Design Phase Cost (% Const)	$27,727.16 (9.6%)
Non-Basic A/E Design Phase Cost (% Const)	$6,533.84 (2.3%)
Total ESA Cost (% Const)	$34,261.00 (11.9%)
Fee Curve Recommendation (% Const)	10.05%

The basic A/E design phase ESA amount as a percentage of estimated construction cost of 9.6% is below the recommended amount of 10.05% per the design fee guideline adopted by the City of Lawrence on January 11, 2011. Additional non-basic A/E services for the project as a percentage of the estimated construction cost of 2.3% are commensurate and appropriate for the project based on historical project costs.

Staff proposes to contract for these projects with an option to extend the contract to include additional prioritized projects with the negotiation of either a supplemental agreement or additional Engineering Services Agreement. Additional projects undertaken will be subject to funding availability and satisfactory performance by Professional Engineering Consultants.

Project Funding

The project will be funded from the Department of Utilities bonded construction fund. The adopted Capital Improvement Project Scenario 5 budget allocates a total of $12,666,500.00 for the 2013-2017 period.

Action

Authorize the City Manager to Execute Engineering Services Agreements with Professional Engineering Consultants in the amount of $35,852.00 for Project UT1409 Avalon Road Watermain Replacement and in the amount of $34,261.00 for Project UT1413 Homestead Drive Watermain Replacement.