Memorandum

City of Lawrence

Utilities Department

TO:	Diane Stoddard – Interim City Manager Casey Toomay – Assistant City Manager Brandon McGuire – Assistant to the City Manager
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 Bob Brower – Utilities Field Operations Superintendent
FROM:	Philip Ciesielski – Assistant Director of Utilities
DATE:	September 28, 2015
RE:	Award the Bid for Bid No. B1543 Project UT1417 Clinton Water Treatment Plant Raw Water Pump Station Improvements to the low bidder Crossland Heavy Contractors in the amount of $1,527,000.00 and authorize the Interim City Manager to execute the construction contract. Authorize the Interim City Manager to Execute Supplemental Agreement No.4, in the amount of $207,020.00, to the Engineering Services Agreement with Black & Veatch for additional Design Services and Construction Phase Engineering Services for Project UT1417 Clinton Water Treatment Plant Raw Water Pump Station Improvements.

Background

The 2012 Integrated Water Utilities Plan and adopted scenario 5 Capital Improvement Plan identified, and provided funding for, pumping and electrical improvements to the Clinton Water Treatment Plant Raw Water Pump Station (map attached).

Project Description

The existing Clinton Water Treatment Plant Raw Water Pump Station contains 4 pumps and associated electrical equipment to pump a firm capacity of 20 million gallons per day (MGD). The facility houses the pump and motor equipment, the electrical motor control center, switchgear, variable frequency drives (VFD), and other electrical equipment within the same space. The interior building environment is not currently controlled for heat, insects, dust and debris. Ventilation is provided via 2 large unfiltered sets of fans and intake louvers. The heat buildup within the structure, large number of insects and debris such as cottonwood seeds are detrimental to the long-term operation of the installed pump motors and electrical gear. This was particularly evident during the summer of 2011 when, due to continued interruptions in equipment service, staff constructed a temporary air-conditioned enclosure around portions of the electrical switchgear and VFDs to keep it from faulting out due to high internal building temperature. Continued high building temperatures contributed to the failure, 2014 replacement of the motor and VFD on pump no.4 with planned pumping capacity increases, and the installation of additional variable frequency pump drives the unconditioned space will become increasingly problematic for the reliable and efficient operation of the electrical equipment.

The current project will construct an addition to the existing building to house the VFD’s and other sensitive electrical equipment. This addition will be isolated from the existing unconditioned space and equipped with heating, and air-conditioning appropriate for the installed equipment. The project will also replace the existing 5 MGD pump no.2 with a 10 MGD pump/motor/VFD bringing the pump station to its design, firm capacity of 25 MGD; replace the existing VFDs on pumps no.1 & no.3; install a bypass on the existing VFD for pump no.4 and reinstall it in the new space; replacement of the existing incoming electrical service transformers to meet the increased pumping capacity load requirements; replace the existing 36” diameter steel pump discharge piping; and reroof and fence the existing building.

Project Status

On September 22, 2015, bids were received from the following three (3) bidders. The bids were opened and publicly read aloud.

BRB Contractors $1,676,000.00

Walters-Morgan Construction $1,617,000.00

Crossland Heavy Contractors $1,527,000.00

Engineer’s Estimate $1,533,000.00

Black and Veatch have reviewed the bids, and qualifications of Crossland Heavy Contractors and, per the attached letter, recommend awarding the bid to the low bidder Crossland Heavy Contractors.

Staff has negotiated Supplemental Agreement No.4 to the existing Engineering Services Agreement with Black & Veatch for Construction Phase Engineering Services in the amount of $207,020.00. The supplemental agreement reflects an appropriate scope of services, and fee based on the project duration, and complexity of the construction. The project involves the construction of a building expansion within the footprint of the Clinton Reservoir Dam, and the installation of major electrical and pumping equipment. The services include on-site construction inspection, construction materials and equipment submittal reviews/approvals, materials testing, equipment start-up and commissioning, equipment operations and maintenance manuals review/approval, generation of as-built record drawings, and construction contract administration for the 12-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 and O&Ms to be reviewed; the construction activities and milestones that need to be inspected by the design engineer; material testing requirements; the level of technical support required to inspect the installation and oversee the start-up of major electrical motor control centers and pumping equipment; the monitoring and closeout of construction; and the level of coordination between the construction activities.

Project Schedule

Advertise for Bid August 26, 2015

Prebid Meeting September 8, 2015

Bid Opening September 22, 2015

Award Bid October 6, 2015

Project Completion November 2, 2016

Project Funding

The project is funded from the Department of Utilities Bonded Construction Fund per Resolutions 7062 & 7107.

Action

Award the Bid for Bid No. B1543 Project UT1417 Clinton Water Treatment Plant Raw Water Pump Station Improvements to the low bidder Crossland Heavy Contractors in the amount of $1,527,000.00 and authorize the Interim City Manager to execute the construction contract.

Authorize the Interim City Manager to Execute Supplemental Agreement No.4, in the amount of $207,020.00, to the Engineering Services Agreement with Black & Veatch for additional Design Services and Construction Phase Engineering Services for Project UT1417 Clinton Water Treatment Plant Raw Water Pump Station Improvements.