Memorandum
City of Lawrence
Utilities Department
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TO: |
Diane Stoddard – Interim City Manager Casey Toomay – Assistant City Manager |
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CC: |
Dave Wagner – Director of Utilities Mike Lawless – Deputy Director of Utilities Beth Krishtalka – Assistant to Director Mark Hegeman – Utilities Operations Superintendent Dave King – Utilities Maintenance Superintendent |
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FROM: |
Philip Ciesielski – Assistant Director of Utilities |
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DATE: |
July 24, 2015 |
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RE: |
Award the Bid for Bid No.1538 Project UT1418 Kaw Water Treatment Plant Motor Control Center Replacement to the low bidder P1 Group Inc. in the amount of $366,700.00 and authorize the Interim City Manager to execute the construction contract.
Authorize the Interim City Manager to Execute Supplemental Agreement No.1, in the amount of $65,000.00, to the Engineering Services Agreement with Black & Veatch for Construction Phase Engineering Services for Project UT1418 Kaw Water Treatment Plant Motor Control Center Replacement. |
Background
The 2012 Integrated Water Utilities Plan and adopted scenario 5 Capital Improvement Plan identified and provided funding for the replacement of major electrical distribution and control equipment at the Kaw Water Treatment Plant.
Project Description
The Kaw Water Treatment Plant and Filter Building, located at 3rd and Indiana St., were originally constructed in 1916 with major expansions in 1954, 1958, 1964 and 2003. The majority of the current electrical motor control center equipment (MCC) was installed during a 1988 renovation. These MCCs are approaching thirty years old and replacement parts for the MCCs are no longer readily available. The MCCs are essential, as they receive the incoming electrical feed and distribute 480 Volt AC power to the major components in the plant including pumps, control valves, treatment basin equipment, chemical feeds, and plant control systems. The inability to obtain, repair, and replace parts, resulting in any failure of the MCCs, leaves a portion of the facility inoperable.
Project Status
On July 21, 2015, bids were received from the following five (5) bidders. The bids were opened and publicly read aloud.
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P1 Group, Inc. |
$366,700.00 |
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Capital Electric |
$371,827.00 |
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Shelley Electric |
$422,000.00 |
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Enerfab |
$488,055.00 |
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Black & McDonald |
$519,300.00 |
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Engineer’s Estimate |
$575,000.00 |
The bid from P1 Group, Inc. did not conform to the stated bidding requirement to submit the Bid Form and Bid Bond within a full, bound set of the bid and contract documents. The bid submitted by P1 Group, Inc. was only the Bid Form and Bid Bond.
Black and Veatch has reviewed the bids, and qualifications of P1 Group, Inc. and, per the attached letter, recommend awarding the bid to the low bidder, P1 Group, Inc.
In addition, staff recommend waiving the irregularity with the P1 Group, Inc. bid submittal noted above and awarding them the contract.
Staff has negotiated Supplemental Agreement No.1 to the existing Engineering Services Agreement with Black & Veatch for Construction Phase Engineering Services in the amount of $65,000.00. The supplemental agreement reflects an appropriate scope of services and fee based on the duration and complexity of the construction, which involves the replacement of existing major electrical equipment at the Kaw Water Treatment Plant. The services include on-site construction inspection, construction materials and equipment submittal reviews/approvals, equipment start-up and commissioning, equipment operations and maintenance manuals reviews/approvals, generation of as-built record drawings, and construction contract administration for the 10-month duration of the construction contract. Some of the project aspects considered when evaluating the fee, in addition to the duration of the construction, include: the number and complexity of the electrical equipment submittals to be reviewed, the construction activities and milestones that need to be inspected by the design engineer, the level of technical support required to inspect the installation and oversee the start-up of major electrical motor control centers, the monitoring and closeout of construction, and the level of coordination between the construction activities and the ongoing water treatment process needs.
Anticipated Project Schedule
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Advertise for Bid |
June 17, 2015 |
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Prebid Meeting |
July 8, 2015 |
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Bid Opening |
July 21, 2015 |
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Substantial Completion |
April 29, 2016 |
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Final Completion |
May 27, 2016 |
Project Funding
The project is funded from the Department of Utilities Bonded Construction Fund per Resolution 7019.
Action
Award the Bid for Bid No.1538 Project UT1418 Kaw Water Treatment Plant Motor Control Center Replacement to the low bidder P1 Group Inc. in the amount of $366,700.00 and authorize the Interim City Manager to execute the construction contract.
Authorize the Interim City Manager to Execute Supplemental Agreement No.1, in the amount of $65,000.00, to the Engineering Services Agreement with Black & Veatch for Construction Phase Engineering Services for Project UT1418 Kaw Water Treatment Plant Motor Control Center Replacement.
Thank you for your assistance. Please advise if you have any questions.