Memorandum

City of Lawrence

Utilities Department

TO:	Diane Stoddard – Interim City Manager Casey Toomay - Assistant City Manager Brandon McGuire – Assistant to the 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 Bob Brower – Utilities Operations Superintendent
DATE:	July 17, 2015
RE:	Execute Supplemental Agreement No. 2 to the Existing Engineering Services Agreement for Project UT1305 Rapid Inflow and Infiltration Reduction for Phase 3 Services

Background/Project Description

The 2012 Wastewater Master Plan and Capital Improvements Program recommend the implementation of a Rapid Inflow and Infiltration (I/I) Reduction Program. The objective of the Rapid I/I Program is an overall 35% reduction of I/I within the area shown in the attached map. This area has the largest influence on the peak wet weather flows at the Kaw WWTP. Reducing I/I by 35% eliminates the need to construct projects that address system capacity deficiencies in the Burrough’s Creek interceptors and the need for wet weather treatment capacity expansion at the Kaw WWTP.

The Rapid I/I Program will study, rehabilitate, and monitor the public and private sanitary sewer systems in the entire identified area. The program has started with a Sanitary Sewer Evaluation Study (SSES) of the area shown as Phase 1 and 2. The program will continue in the area shown as Phase 3 and Phase 4. The SSES will provide a detailed analysis of the public and private systems and recommend rehabilitation methods to achieve the desired I/I reduction. The study will include a combination of activities including smoke testing, TV inspections, manhole inspections, and building evaluations.

Project History

On July 2, 2013, the City Commission authorized the City Manager to Execute an Engineer Services Agreement, in the amount of $1,228,934 with TREKK Design Group, LLC for Phase 1 of Project UT1305 Rapid Inflow and Infiltration Reduction. On September 16, 2014, the City Commission authorized the City Manager to Execute Supplemental Agreement No. 1 in the amount of $408,881 with TREKK Design Group for Phase 2 of Project UT1305 Rapid Inflow and Infiltration Reduction. Supplemental Agreement No. 1 for Phase 2 services included scope reductions from the Phase 1 Engineer Services Agreement that resulted in cost savings totaling $373,774. Phase 1 work is completed and Phase 2 will be completed in 2015. During Phase 2 of the project, scope reductions were identified resulting in an additional cost savings totaling $40,000.

Project Status

The Rapid Inflow and Infiltration Program has been implemented using a phased approach over the 8-year period. Public sector field investigations have been completed in the Phase 1 and 2 areas to identify structural and I/I defects in the City’s sanitary sewer system. Public sector field investigations included comprehensive manhole inspections, visual pipe inspections, smoke testing of sewer lines, and main line closed circuit television (CCTV) inspection. The Phase 1 public sector rehabilitation project was completed in June 2015. A Phase 2 public sector rehabilitation project is being planned for fall of 2015.

Private sector field inspection activities are completed in the Phase 1 area and are ongoing in Phase 2. The goals of the private sector field inspections are to locate, quantify, and evaluate I/I entering the City’s wastewater collection system. Private plumbing evaluations were successfully completed in 88% of the properties located in the Phase 1 area. Private plumbing evaluations have been successfully completed at 73% of the properties located in the Phase 2 area. Phase 2 private plumbing evaluations will be completed by September 2015.

Staff has negotiated an appropriate scope and fee for Phase 3 of the 8 year Rapid I/I Reduction Program. The fee for the Phase 3 services is $762,886. The Phase 3 will focus on the area south of 14^th Street, north of 27^th Street, between Louisiana St and Barker Avenue. The Phase 3 scope includes:

Public sanitary sewer system investigations which includes smoke testing 157,400 feet of sanitary sewers (Phase 3 and Phase 4 Area), 321 manhole inspections, 15 public sector dye testing, and 15,000 feet of CCTV inspections
Continuing the Private I/I Abatement Program which includes building inspections for 1,600 buildings and 150 private sector dye testing
Private I/I disconnect program for 480 buildings

A summary of the project ESA is provided below:

Original ESA for Phase 1 Services:		$1,228,934
Supplemental Agreement No. 1 for Phase 2 Services:		$408,881
Total Fee for Phase 3 Services:	$762,886
Savings from Revised Scope for Phase 2 ESA:	-$40,000
Supplemental Agreement No. 2 for Phase 3 Services:		$722,886
New Contract Amount:		$2,360,701

Project Funding

The project is included in the Department of Utilities 2015 Rate Plan and Capital Improvement Program.

Action

Authorize the Interim City Manager to execute Supplemental Agreement No. 2 in the amount of $722,886 with TREKK Design Group, LLC for Project UT1305 Rapid Inflow and Infiltration Reduction for Phase 3 Services.