Memorandum

City of Lawrence

Utilities Department

TO:	David L. Corliss – City Manager Diane Stoddard - Assistant City Manager Casey Toomay - 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:	December 10, 2014
RE:	Agenda Item – Authorize staff to advertise Request for Qualifications Q1500 for Plumbing Services to Complete Defect Removal on Private Property.

Background

In April 2014, Department Staff advertised RFP - R1405 for services to complete I/I defect removal on private properties to all plumbing contractors licensed to complete work in the City of Lawrence.  A total of 7 plumbing contractors were selected for the program from that RFP.  The selected plumbing contractors submitted bid prices for standard repairs.  Department staff reviewed the bids and using other available information established a final fee schedule to pay the plumbers for repairs completed.  All the plumbers agreed to the standard unit prices established in the final fee schedule and entered into contract with the City through August 2015.  Since that time, one plumbing contractor has declined to continue with the program.

Department staff in conjunction with TREKK Design Group (TREKK) has completed approximately 1,400 private property evaluations during the summer and fall of 2014 as part of Phase 1 of the Private I/I Abatement Program.  These evaluations identified defects that allow rainwater into the sanitary sewer system.  Approximately 230 repairs have been completed or are scheduled to be completed in the near future by the six plumbing contractors currently under contract. 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.

· Foundation drain disconnection and reroute.

· Sump pump dispersion.

· Defective downspout disconnection with rain barrel.

Private property evaluations for Phase 2 of the program will start in January 2015.  The Phase 1 and Phase 2 Project Areas are shown in the attached map.  Department staff in conjunction with TREKK will complete approximately 1,300 private property evaluations to identify inflow and infiltration (I/I) sources and determine if they are cost effective to repair in the winter and spring of 2015. It is estimated that between 300 and 400 private property repairs will be completed during Phase 2.

After applicable repairs have been identified, the property owner has the opportunity to select a plumbing contractor to complete the work from a list of prequalified contractors under contract with the City. The purpose of this RFQ is to add additional plumbing contractors to the program.  Plumbing contractors will be provided the previously established fee schedule and then be selected for the program based on their qualifications.  The six plumbing contractors currently under contract will continue to be involved with the program.

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. 

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 RFQ                  December 16, 2014

Responses to RFQ Due                                              January 23, 2015

Staff Prequalifies Plumbers                                          January 30, 2015

City Commission Approval of Plumbing Contracts           February 10, 2015

Project Funding

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

Action

Authorize staff to advertise Request for Qualifications Q1500 for Plumbing Services to Complete Defect Removal on Private Property.