Memorandum

City of Lawrence

Utilities Department

 

TO:

Dave Corliss

FROM:

Mike Lawless

CC:

Cynthia Boecker

Diane Stoddard

Dave Wagner

Jonathan Douglas

Date:

November 7, 2007

RE:

November 13, 2007 City Commission Agenda

 

Please include the following item on the City Commission agenda for consideration at the November 13, 2007 meeting:

Authorization for the City Manager to enter into a design/build services contract with the design/build team of CAS Construction/Professional Engineering Consultants in the amount of $3,908,000.00 for the construction of the West Baldwin Creek Sanitary Sewer Interceptor Project in accordance with the recommendations in the 2003 Wastewater Master Plan and initiation of condemnation proceedings.

 

Summary.  Based on the results of the completed preliminary design/build services agreement, staff has negotiated a lump sum with CAS Construction/Professional Engineering Consultants design/build team for design/build services to complete the West Baldwin Creek Interceptor Project.  The general area involving the improvements is shown on the attached map.      

 

Additional Information Since November 6th.   At the November 6th, 2007 City Commission Meeting, several questions were raised concerning project documentation and comparison of project costs.  The following documents and information are provided to answer the questions.

·        The design/build contract includes the work description, conceptual drawings, design memorandum and pricing proposal that were used to define the scope and lump sum fee for the project.

·        A memo from CAS Construction provides additional information and clarification on project cost comparisons.

·        Engineering costs for development of the GMP are estimated to be $260,000.

Project Description.  The project will construct 14,953 feet of gravity sewers ranging in size from 10” to 30” that were identified in the 2003 Wastewater Master Plan as E-BC-1-02, E-BC-2-01 and E-BC-2-02.  The project will connect to and extend the gravity sewers constructed with the Pump Station 48 project.  The constructed firm capacity of Pump Station 48 is 6.6 MGD.  Currently, only the Free State Interceptor sewer with a design flow of 2.6 MGD connects to Pump Station 48.  Upon completion of this project and the direction of the 0.7 MGD from the BC1 Benefit District to PS48; 3.3 MGD of the current PS48 capacity would be available for additional development.

  

 

Property Interests to be Acquired.   The project will be constructed in a 100’ temporary construction easement with a 40’ permanent utility easement and a permanent greenspace and pedestrian and recreational path easement that will remain upon completion of the project.  The permanent easement will allow for future construction of city data and communication lines and walking trails.  Offer letters have been sent and active negotiations are underway to acquire easements along the project route.  It is anticipated that most of the property interests will be able to be acquired through negotiations over the next 4-6 weeks.  However, in order to insure that property is under control for timely construction of the project and persuant to the contract requirements, it is necessary to initiate condemnation proceedings now.  Property owners are aware that this will occur and that it should not result in any expense to them unless a negotiated easement purchase cannot be agreed upon in the next month or so.

 

 

Project History.  On April 17, 2007, the City Commission authorized staff to advertise for proposals for design-build services to complete the project.  On June 19, 2007 the City Commission authorized staff to negotiate a design/build contract with CAS Construction/Professional Engineering Consultants.  On July 17, 2007, the City Commission authorized the City Manager to execute a preliminary design-build contract with the CAS Construction/Professional Engineering Consultants design-build team in the amount of $315,000.00 for the Preliminary Design and submission of a Guaranteed Maximum Price for the project.

 

Project Status.  The sizing of the interceptor sewer lines was verified to meet the capacities indicated in the 2003 Wastewater Master Plan and the Northwest Update to the 2003 Wastewater Master Plan.  Some pipe sizes are larger than indicated in the master plan and northwest update.  This is primarily due to the modification made in the Northwest Update to include equalization storage at Pump Station 48 and having project level design information.

 

The alignment of the project has been refined through geotechnical testing, the proximity of a petroleum pipeline and input from property owners, the property acquisition team and staff.  Efforts were made to include local participation in the project.  Engineering and construction services are from local firms or firms with a local office.  However, the majority of the materials needed for the project are specialty items that are not made or available through local sources.  Numerous alternatives and value engineering ideas were priced and considered in determining the final Guaranteed Maximum Price (GMP).  The results of Initial Design effort, Value Engineering and Cost Development process were summarized in a memo to Staff.

As of September 20, 2007 the preliminary design/build services contract has been satisfactorily completed and the CAS Construction/Professional Engineering Consultants design/build team have presented a GMP for final design and construction of the project.

Following authorization to enter into an agreement for design/build services, construction will begin as contiguous easements are acquired.  Staff anticipates completion of the project in October of 2008.

 

 

Project Funding.  Funding for the project will initially come from Utility Department funds.  The cost of the project will be shared by developments benefiting from these infrastructure improvements through the future payment of a connection charge.  This charge will be based on the flow contribution from the proposed development and the constructed cost for the portion of the project that benefits the proposed development making connection.  This charge is authorized by Ordinance No. 8192 and would be in addition to any system development charges, special assessments, maintenance fees or other fees or charges.

 

 

Action Request.  Utility Department staff requests the following approval from the City Commission:

  1. Authorization for the City Manager to enter into a design/build services contract with the design/build team of CAS Construction/Professional Engineering Consultants in the amount of $3,908,000.00 for the construction of the West Baldwin Creek Sanitary Sewer Interceptor Project in accordance with the recommendations in the 2003 Wastewater Master Plan.