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:	Leah Morris – 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 Operations Superintendent
DATE:	October 28, 2014
RE:	November 4, 2014 Agenda Item – Negotiate an Engineering Services Agreement for Preliminary Engineering Services for Project UT1421 Kaw WTP Field Operations Building Expansion

Background

The Department of Utilities has 103 employees, 36 of which are water distribution and sanitary sewer collections system field operations staff housed in an accessory structure within the Kaw Water Treatment Plant commonly referred to as the Collections System Operations Building. This structure currently houses 36 employees.  There are 3 shared office spaces for 9 supervisory and management employees. The building has 14’ high bays for the storage of jet trucks, maintenance trucks, TV vans, and the vacuum truck. Spare parts and safety equipment are also kept in this building. There is a break room/kitchen and restroom facilities within the building.

Treanor Architects was contracted to conduct a Department wide space needs study as part of the Wakarusa Wastewater Treatment Plant contract.  Their evaluation of the Collections Systems Operations Building concluded that the facility requires more square footage to accommodate for current staff and equipment.  Treanor’s report states that the building is inadequate and needs to accommodate forty (40) staff both in a break room and separate men’s and women’s locker room facilities.  The vehicle and equipment storage is also inadequate.  This space requires more square feet, climate control, sufficient height for equipment and room to maneuver equipment.

A building expansion is necessary to accommodate for the current staff and equipment.  This project will include the design and construction of expanding the current field operations building.  The facility will include new locker rooms, a break area, new offices as well as more climate controlled space for equipment and parts.

Project Status

On September 2, 2014 City Commission authorized staff to advertise a Request for Proposals on Preliminary Engineering Services.

On September 12, 2014 Staff advertised the Request for Proposals for Preliminary Engineering Services via demand star online service and direct mailing.

On October 9, 2014 Staff received proposals from five (5) groups.  Proposals were received from Sabatini Architects, Treanor Architects, BG Consultants, Clark Huesemann, and HDR.

A review committee consisting of Department of Utilities staff evaluated the proposals.  BG Consultants was judged to be the highest qualified respondent for the requested services.

Respondents were evaluated in the following categories:

• Project Knowledge and Approach
• Project Qualifications and Experience
• Key Project Staff and Experience
• Related Local Experience with Department of Utilities Staff
• Project Schedule

BG Consultants outscored other respondents in all categories evaluated with the exception of the schedule.  BG Consultants also provided a well detailed project approach including:

· Existing Conditions and Architectural Programming Phase

· Conceptual Design Phase

· Design Phase

· Bidding Phase

· Construction Administration Phase

· Post-Construction Phase

Funding

The funding for this item is included in the Department of Utilities Capital Improvement Plan.

Action

Authorize Staff to Negotiate an Engineering Services Agreement with BG Consultants for Preliminary Engineering Services for Project UT1421 Kaw WTP Field Operations Building Expansion.