Memorandum

City of Lawrence

Utilities Department

TO:	David L. Corliss – City Manager Diane Stoddard - Assistant City Manager Casey Toomay – Assistant City Manager Brandon McGuire – Assistant to the City Manager
FROM:	Troy Shaw – Project Engineer
CC:	Dave Wagner – Director of Utilities Mike Lawless – Deputy Director of Utilities Philip Ciesielski – Assistant Director of Utilities Beth Krishtalka – Assistant to the Director Bob Brower – Utilities Field Operations Superintendent
DATE:	October 7, 2014
RE:	Agenda Item – Execute Engineering Services Agreements for Projects UT1426 Cedarwood Ave. and UT1427 Michigan/Arkansas St. Waterline Replacement Projects

Background

Staff has identified the ongoing need for the relocation and replacement of water distribution infrastructure due to pipe age, reliability, water quality, capacity issues and conflicts with proposed street improvement projects. 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 under the 2014-2015 program that are currently under construction –

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

Bob Billings Parkway from George Williams Way to Bob White Drive

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

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

In addition the following projects are under design –

Avalon Road from 9^th to Cambridge

Homestead Drive from Lawrence Ave. to Lawrence Ave.

8^th Street from Indiana to Kentucky

Project Description

As a continuation of the 2014-2015 Watermain Rehabilitation Program staff have identified the next projects of priority. 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.

Michigan 3^rd to 7^th/Arkansas 7^th to 9^th, as shown on the attached map, was identified as the fourth overall priority due to the pipe age (1922/1958), material (cast iron), size (6”/8”), and break history. While this location was ranked fourth on the priority for replacement the third priority project cannot be undertaken at this time due to conflicts with the University of Kansas (Maine and 10^th Streets).

Cedarwood Avenue, as shown on the attached map, was initially identified for replacement due to the pipe age (1960), material (cast iron), size (6”), and break history.  However, it was initially on the radar for replacement in 2016 or 2017.  Recently there has been a proposed development that would tie into this section of line.  In order to limit the inconvenience to the public and also to avoid having to make repairs to new infrastructure being installed with the proposed development the Utility Department feels it is the best interest of the public and the city to replace this section of line prior to the development being completed.

Project History

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

Based on the authorization to execute an Engineering Services Agreement with PEC staff have negotiated additional Engineering Service Agreements with PEC for both the Michigan/Arkansas Street, UT1427, and Cedarwood Avenue, UT1426, waterline replacement 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 Michigan/Arkansas Street, project UT1427, and Cedarwood, project UT1426, in the amounts of $122,581.00 and $28,604.00 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.

Michigan/Arkansas Street
Estimated Construction Cost	$1,252,000.00
Basic A/E Design Phase Cost (% Const)	$112,806.18 (9.0%)
Non-Basic A/E Design Phase Cost (% Const)	$9,774.82 (0.8%)
Total ESA Cost (% Const)	$122,581.00 (9.8%)
Fee Curve Recommendation (% Const)	8.0%

The basic A/E design phase ESA amount as a percentage of estimated construction cost of 9.0% is above the recommended amount of 8.0% per the design fee guideline adopted by the City of Lawrence on January 11, 2011 due the difficulty of obtaining field survey on fully developed city streets such as the project area.  The survey costs, although higher than average, are typical of survey costs for projects in similar areas of the city.  Additional non-basic A/E services for the project as a percentage of the estimated construction cost of 0.8% are commensurate and appropriate for the project based on historical project costs.

Cedarwood Avenue
Estimated Construction Cost	$237,600.00
Basic A/E Design Phase Cost (% Const)	$23,197.92 (9.8%)
Non-Basic A/E Design Phase Cost (% Const)	$5,406.48 (2.3%)
Total ESA Cost (% Const)	$28,604.40 (12.0%)
Fee Curve Recommendation (% Const)	10.01%

The basic A/E design phase ESA amount as a percentage of estimated construction cost of 9.8% is below the recommended amount of 10.01% 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.

Project Funding

The project will be funded from the Department of Utilities bonded construction fund per the adopted Capital Improvement Project Scenario 5 for the 2013-2017 period.

Action

Authorize the City Manager to Execute Engineering Services Agreements with Professional Engineering Consultants in the amount of $122,581.00 for Project UT1427 Michigan/Arkansas Street Waterline Replacement and in the amount of $28,604.40 for Project UT1426 Cedarwood Avenue Waterline Replacement.