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:	February 17, 2014
RE:	Execute Engineering Service Agreement for the 2016-2017 Watermain Replacement / Rehabilitation Program (UT1425)

Program History

Staff has identified the ongoing need for the replacement and rehabilitation of water distribution infrastructure due to pipe age, reliability, water quality, capacity issues and conflicts with proposed street improvement projects. Since the previous selection for Design and Construction Phase Engineering Services for the 2014-2015 Watermain Replacement/Rehabilitation Program (RFP R1322) approximately 25,000 feet of 8” – 24” waterline have been constructed or are slated to be under construction by the end of 2015. The locations of these improvements include 23^rd Street from Alabama to Louisiana, 23^rd Street from Iowa to Ousdahl, Mississippi from 3^rd Street to 9^th Street, Arkansas from 2^nd Street to 4^th Street, North Iowa from Lakeview to Riverridge, Avalon from 9^th Street to Cambridge, Homestead from Lawrence Ave. to Lawrence Ave., 8^th Street from Indiana to Kentucky, Cedarwood from 25^th to 26^th, Michigan from 2^nd to 7^th, Arkansas from 7^th to 9^th, Florida from 3^rd to 4^th, Lawrence Avenue from 27^th Street to 31^st Street, and at the Intersection of 10^th and New York. Department staff also self- performed several waterline replacements during this period.

Project History:

Department of Utilities staff continuously evaluates the condition of the water distribution system based on the occurrence of main breaks, pipe material and age, capacity and fire protection needs. Based on these criteria, along with the criticality of the watermain within the system and the number of services affected, watermains are targeted for replacement. Replacements of existing watermains are prioritized and performed in conjunction with roadway reconstruction, mill and overlay, and KLINK funded improvements.

On October 14, 2014, City Commission authorized staff to advertise a Request for Proposals for Design and Construction Phase Engineering Services.

On October 15, 2014, staff advertised the RFP via demand star online service and direct mailing.

On November 14, 2014, in response to the Request for Proposals staff received proposals from eight (8) firms. Proposals were received from Benesch, BG Consultants, CFS Engineers, HDR, LandPlan Engineering, Professional Engineering Consultants, TREKK Design Group, and Wilson & Company.

On December 16, 2014, City Commission authorized staff to negotiate for Engineering Phase Services with Professional Engineering Consultants.

Project Details

Department of Utilities staff have met with representatives from Professional Engineering Consultants to review projected watermain replacements and discuss the scope of engineering services. During these discussions, staff directed Professional Engineering Consultants to prepare a scope and fee for the preparation of a basis of design report to provide viable alternatives for alignment, priority ranking, cost estimates, and to establish bidding and construction sequencing that will align with planned street rehabilitation work and budgeted funding. Project locations to be included within the basis of design report are as follows:

El Dorado Drive, Bob Billings Parkway to Bob Billings Parkway
Harvard Road, Crestline Drive to Wellington Road
Harper Street, East Glenn Drive to 15^th Street
Connecticut Street, 10^th Street to 11^th Street
10^th Street, Arkansas to Mississippi / Main Street, 10^th Street to 11^th Street
Louisiana Street, 18^th Street to 19^th Street
Arkansas Street, 24^th Street to 27^th Street / 24^th Street, Alabama to Missouri
Iowa Street, 25^th Street to 27^th Street

Projects, as listed above, are shown on the attached maps for reference.

Staff has received the requested scope and fee information from Professional Engineering Consultants. Staff has reviewed the scope and fee and finds it to be commensurate and appropriate for the requested services. The fee for engineering services to complete the basis of design report is $55,000. In addition to the scope for the Basis of Design Report, the consultant is scoped to complete full topographic survey for each site. Full survey will be utilized to more accurately anticipate the final layout of the water lines and will eliminate the need for full survey for each individual project during the design phase, reducing the overall cost of design efforts. The fee for full topographic survey for all eight project locations is $106,500. Upon completion of the Basis of Design Report, design of each individual project will be approximately thirty percent (30%) complete. The fees of $55,000 for the basis of design report and $106,500 for full topographic survey are comparable to fees of previous projects of similar scope.

Staff is proposing to initially contract for the 2016-2017 watermain relocation/ rehabilitation Basis of Design Report (BDR) with the option to extend design services, based on satisfactory performance, with the negotiation of engineering service agreements for individual projects selected from the BDR.

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 Request

Authorize the City Manager to execute the Engineering Services Agreement with Professional Engineering Consultants in the amount of $161,500.00 for Project UT1425 2016-2017 Watermain Replacement/Rehabilitation Program.