Memorandum

City of Lawrence

Utilities Department

TO:	David L. Corliss – City Manager
FROM:	Jim Stuit – Project Manager
CC:	Dave Wagner – Utilities Director Philip Ciesielski – Asst. Utilities Director Mike Lawless – Asst. Utilities Director Mark Hegeman – Wastewater Manager
Date:	August 25, 2008
RE:	September 2, 2008 Agenda Item

Please include the following item on the City Commission consent agenda for consideration at the September 2, 2008 meeting:

Renew contract with Marsh McBirney – Hach for data delivery services associated with the wastewater collection system’s long-term flow monitoring program in the amount of $214,800.

Program History. 

The Utilities Department requested proposals from qualified vendors for long-term flow monitoring services in January of 2006.  Two vendors responded, and staff selected Marsh McBirney – Hach’s proposal based on costs and services that met specification and proposal requirements.  Metering sites were selected, equipment was installed, and the first year’s contract began in October of 2006.  The contract was renewed with the approval of the City Commission in June of 2007.  Either party has the option to cancel or renew the contract on an annual basis.

Program Status

The most recent contract renewal ends in October of 2008.  The long-term flow monitoring program currently consists of thirty one (31) flow meters and eight (8) rain gauges deployed at various locations throughout the city (see attached map). 

The flow meters and rain gauges are used to quantify flows at various points in the wastewater collection system.  For example, analysis of the data enables staff to determine base infiltration rates (an indication of extraneous flow) in each of the collection system basins.  Knowing these infiltration rates is necessary in the process of prioritizing basins for pipe/manhole rehabilitation, and in making capacity-related decisions.  The flow information also facilitates accuracy in wastewater master planning.  In the past two Wastewater Master Plans (1995 and 2003), our consultant provided this information.  Performing flow monitoring and data analysis “in-house” will result in a significant savings in consultant fees for future Wastewater Master Plans, and has the added benefit of providing staff with valuable system information to make operational decisions.   Quantification of savings is somewhat difficult because previous flow data and data analysis used in Wastewater Master Plans was only a fraction of what we now have available.

All of the flow meters also have an alarm feature that transmits text and e-mail messages when surcharge conditions occur. The fee for data delivery services remains unchanged, so there is no increase from the original contract. The rates are $500/month for the flow meters and $300/month for the rain gauges, for an annual and contract period total of $214,800.

Project Funding

Funding for the program comes from the Wastewater O&M budget.  $220,000 has been budgeted for 2009 O&M.

Action Request

Utility Department staff requests approval from the City Commission to renew the contract with Marsh McBirney – Hach for data delivery services associated with the wastewater collection system long-term flow monitoring program in the amount of $214,800.