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:	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 Director Bob Brower – Utilities Operations Superintendent Scott Fewins – Utilities Manager
DATE:	November 12, 2015
RE:	December 1, 2015 Agenda Item – Authorize the Interim City Manager to execute engineering services agreement for the El Dorado Drive Waterline Replacement Project UT1517.

Background

Staff have 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 Waterline Replacement/Rehabilitation Program 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 23rd Street from Alabama to Louisiana, 23rd Street from Iowa to Ousdahl, Mississippi from 3rd Street to 9th Street, Arkansas from 2nd Street to 4th Street, North Iowa from Lakeview to Riverridge, Avalon from 9th Street to Cambridge, Homestead from Lawrence Ave. to Lawrence Ave., 8th Street from Indiana to Kentucky, Cedarwood from 25th to 26th, Michigan from 2nd to 7th, Arkansas from 7th to 9th, Florida from 3rd to 4th, Lawrence Avenue from 27th Street to 31st Street, and at the Intersection of 10th and New York. Utilities field crews have also completed several waterline replacements during this period.

Project Description

As part of the 2016-2017 Waterline Rehabilitation Program, staff identified and prioritized a total of eight projects to be designed and constructed as listed in the table below. Projects were prioritized based on pipe age and material, reliability, pipe installation condition, capacity, and coordination with planned street improvements as well as with needs of other stakeholders including the University of Kansas and USD497.

Project	Priority
Iowa Street from 25^th Street to 27^th Street	1
Harvard Road from Wellington Road to Crestline Drive	2
Harper Street from 15^th Street to E. Glenn Drive	3
El Dorado Drive from Bob Billings Parkway	4
Arkansas Street from 24^th Street to 27^th Street	5
10^th Street from Arkansas Street to Mississippi Street and Maine Street from 10^th Street to 11^th Street	6
Louisiana Street from 19th Street to 18th Street	7
Connecticut Street from 10^th Street to 11^th Street	8

Iowa Street, Harvard Road, and Harper Street are currently under design and are anticipated to begin construction in March 2016, April 2016, and July 2016, respectively. El Dorado Drive from Bob Billings Parkway, as shown on the attached El Dorado Drive Waterline map, was identified as the fourth overall priority due recent break history and increased liability associated with the proximity to homes. Also, the 10-inch main is a significant source of irrigation water for the Alvamar Country Club.

Project History

October 14, 2014, City Commission authorized Utilities Staff to Advertise a Request for Proposals, RFP R1415, for Design and Construction Phase Engineering Services for the 2016-2017 Waterline Relocation/Rehabilitation Program.

December 16, 2014, City Commission authorized Utilities Staff to Negotiate for Design and Construction Phase Engineering Services for the 2016-2017 Waterline Replacement/Rehabilitation Program with Professional Engineering Consultants (PEC).

February 24, 2015, City Commission authorized the City Manager to execute the Engineering Services Agreement in the amount of $161,500 with Professional Engineering Consultants (PEC) for the Project UT1425 2016-2017 Waterline Replacement / Rehabilitation Program Basis of Design Report.

October 9, 2015, Utilities Staff received the final Basis of Design Report from Professional Engineering Consultants, which includes the waterline rehabilitation project prioritization for 2016-2017.

Utilities staff have negotiated an Engineering Service Agreement with PEC for El Dorado Drive Waterline Replacement Project UT1517 in accordance with the originally stated intent to continue with PEC as the design consultant based on satisfactory performance. The proposed scope of services and fee for the design of El Dorado Drive Waterline Replacement Project UT1517 in the amount of $54,217.00 is commensurate and appropriate for the project. The fee includes basic A/E design as well as non-basic A/E services related to geotechnical sub-consultant coordination, permitting, and advertising and bidding.

The tables below reflect the proposed fee components in relation to preliminary construction cost estimates:

El Dorado Drive Waterline Replacement
Estimated Construction Cost	$695,442.00
Basic A/E Design Phase Cost (% Const)	$42,853.00 (6.2%)
Non-Basic A/E Design Phase Cost (% Const)	$11,364.00 (1.6%)
Total ESA Cost (% Const)	$54,217.00 (7.8%)
Fee Curve Recommendation (% Const)	8.76%

The basic A/E design phase cost as a percentage of estimated construction cost of 6.2% does not include field survey because the 2016-2017 Waterline Rehabilitation Program design report included field survey for each of eight projects to be designed and constructed as part of that program. If the field survey from the design report is included as a basic A/E design cost with the project, the basic A/E cost is 8.15% of the estimated construction cost, which is below the recommended amount of 8.76% per the design fee guideline adopted by the City of Lawrence on January 1, 2011. Additional non-basic A/E services for the project as a percentage of the estimated construction cost of 1.6% are commensurate and appropriate for the project based on historical project costs.

Staff proposes to contract for this project with an option to extend the contract to include additional prioritized projects with the negotiation of either a supplemental agreement or additional Engineering Services Agreement. Additional projects undertaken will be subject to funding availability and satisfactory performance by Professional Engineering Consultants.

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

Authorize the Interim City Manager to Execute Engineering Services Agreement with Professional Engineering Consultants in the amount of $54,217.00 for the El Dorado Drive Waterline Replacement Project UT1517.