Memorandum

City of Lawrence

Utilities

TO:	David Corliss, City Manager
FROM:	Mary Baker, Project Engineer, Utilities
CC:	Dave Wagner, Utilities Director Philip Ciesielski, Assistant Utilities Director Beth Frailey Krishtalka, Management Analyst Tim Will, Kaw Plant Maintenance Manager
Date:	October 2, 2007
RE:	Negotiate Engineering Services Contract and Select Contractor for Maintenance Activities on Bowersock Dam.  Project 6CP-907

Please include the following item on the consent agenda for the October 9, 2007 City Commission meeting.

Authorize staff to negotiate an Engineering and Construction Phase Services Agreement with Black & Veatch Corporation to prepare contract documents and request contractor qualifications related to maintenance of the Bowersock Dam.  Authorize staff to select and negotiate a detailed scope of services with a specialty contractor.  

Background Information: The Bowersock Dam dates to the 1870’s and provides a source of hydroelectric power that the Bowersock Mills and Power Company sells to Westar Energy.  The dam also helps keeps the upstream river level high enough so that the Kaw Water Treatment Plant intake structure remains submerged.

Per a previous agreement with the Bowersock Mills and Power Company the City of Lawrence provides maintenance support for the Bowersock Dam.

The City has conducted a major construction project in 2001/2002 when the dam pilings were replaced and the downstream concrete apron re-poured. Each year the City provides inspection services and uses sackcrete to repair minor leaks. Current visual inspection of the dam has revealed areas of leakage beyond the extent which can be repaired by the typical yearly effort noted above.

The typical seasonal fluctuations in the rivers flow, with lower fall and winter flows, require the engagement of engineering design and construction services to be expedited if repairs are to be made over the coming fall and winter. 

The 2003 City of Lawrence, Kansas Water System Master Plan has recommended budgeting for ongoing repairs.  The Capital Improvement Plan includes $1,169,000.00 for repairs in the 2007 budget.

Project Status/ Details:

October 2006: Utilities Department contracted with Black & Veatch Corporation and with Central States Underwater Contracting, Inc. for an assessment of the dam’s condition.

February 2007: Black & Veatch completed a report that recommended short term repairs to leaks, erosion, and failed shotcrete.  The report stated that it was not possible to determine the exact scope of repair because both the design of the dam and its internal conditions were unknown.  Long term repairs, including dam replacement, were also discussed.

There are a very limited number of contractors with experience in dam repairs and the nature of construction activities on a submerged structure within a river channel make it possible that the project will encounter unforeseen site conditions and variations in estimated construction materials.  For this reason, Black & Veatch has recommended, and staff concurs, with project delivery to include an RFQ process which gives limited weight to an evaluation of unit prices for the anticipated repairs.

Staff recommend negotiating an engineering and construction phase services agreement with Black & Veatch Corporation based on the firm’s previous project involvement and knowledge of the structure. The Black & Veatch scope of services will include assistance with contractor selection and development of a construction contract.

Once we select the contractor based on RFQ responses, we will negotiate a scope of services and cost and will request construction funding.  Negotiating a detailed scope of work for actual repairs after contractor selection is compliant with recommendations by dam safety organizations.

Project Funding: Funding is through the Utilities Capital Improvement Program non-bonded funds.

Action Request.  Authorize staff to negotiate an Engineering and Construction Phase Services Agreement with Black & Veatch Corporation to prepare contract documents and request contractor qualifications related to maintenance of the Bowersock Dam. Authorize staff to select and negotiate a detailed scope of services with a specialty contractor.