Memorandum

City of Lawrence

Utilities Department

TO:	David L. Corliss – City Manager Cynthia Boecker - Assistant City Manager Diane Stoddard - Assistant City Manager
FROM:	Philip Ciesielski – Asst. Director of Utilities
CC:	Dave Wagner – Director of Utilities Mike Lawless – Asst. Director of Utilities Beth Frailey Krishtalka – Management Analyst Dave King – Utility Department Maintenance Manager Mark Hegeman – Water Systems Manager Charles Ballenger – Kaw WTP Manager
Date:	October 9, 2008
RE:	October 14, 2008 Agenda Item – B08086 Set Bid Date for Project UT0801KA Kaw WTP Disinfection Conversion – Chlorine Gas to Sodium Hypochlorite Liquid

Please include the following item on the City Commission Agenda for consideration at the October 14, 2008 meeting:

Set a bid opening date of Tuesday November 18, 2008 for Bid B08086 Project UT0801KA Kaw WTP Disinfection Conversion – Chlorine Gas to Sodium Hypochlorite Liquid.

Project Description

As part of the design of the current Clinton WTP Phase II Expansion an evaluation of the change of disinfectant from the existing chlorine gas to liquid sodium hypochlorite was completed. This evaluation included staff and public safety concerns, the added cost of additional security measures required by the Homeland Security Act for the storage of bulk quantities of chlorine gas, and consideration of the fact that unfunded Federal legislation is being introduced to emphasize the use of safer technology such as sodium hypochlorite to replace chlorine gas in potable water treatment plants. Based on the results of this evaluation and the authorization of the City Commission the installation of sodium hypochlorite disinfection facilities at the Clinton WTP in lieu of the expansion of the existing chlorine gas facilities is being carried out at this time.

The same concerns for staff and public safety, additional costs from pending Federal legislation regarding continued chlorine gas use, costs associated with additional security measures required by the Homeland Security Act for the storage of bulk quantities of chlorine gas and the cost of continued risk management efforts associated with the current use of chlorine gas also exist at the Kaw WTP. In addition, the existing storage and chemical feed facilities for chlorine gas at the Kaw WTP are “grandfathered in” and do not meet current building codes. Significant costs would be associated with bringing the existing facilities up to the current standards. These factors led to findings during the recent Lawrence Utility Management System external audit that indicated the continued use of chlorine gas is the Utility Department’s most significant safety risk to both the public and staff.

Project Status/Details

In an effort to not only standardize the City’s water and wastewater disinfection processes but also eliminate the risks and future costs associated with the continued use of chlorine gas Staff performed a preliminary investigation into the implementation of sodium hypochlorite liquid as the disinfectant at the Kaw WTP. Staff have completed pilot testing of sodium hypochlorite liquid at the Kaw WTP and performed a site assessment identifying locations for both chemical storage and chemical feed equipment. A Site Plan detailing the improvements has been submitted to and approved by the Planning Department.

As part of the project Utility Department Staff will provide labor and equipment including the procurement and installation of the bulk chemical storage tanks and chemical metering pumps; installation and design of the required electrical and control wiring, and chemical feed piping; and miscellaneous improvements and modifications to the area in the carbon feed building required to house the sodium hypochlorite feed equipment. Staff will also provide the design, construction, installation and startup of the PLC and control and monitoring equipment associated with the sodium hypochlorite chemical feed.

Utilizing Staff as the general contractor, lead system designer and control system integrator will lead to overall cost savings. In addition this project will open up existing space at the Kaw WTP and establish the basic control system structure for additional reliability and safety improvements to performed “in house” to existing chemical storage and feed systems, in particular the fluoride and polymer systems.

Project History

Per the City Commission’s January 8, 2008 authorization staff advertised a Request for Proposals for design and construction phase engineering services for the Kaw WTP Disinfection Conversion – Chlorine Gas to Sodium Hypochlorite Liquid.

On February 1, 2008 in response to the Request for Proposals staff received proposals from two (2) firms interested in the project. Proposals were received from Shafer, Kline & Warren and Black & Veatch.

A review committee consisting of Department of Utilities staff evaluated the two proposals. Staff consistently ranked Black & Veatch as the highest qualified respondent for the project. As indicated in the RFP the following criteria were used to rate the responses:

Project knowledge & approach

Key project staff & their experience with similar projects

Location at which the work will be performed

Related experience with the Utilities Department

Schedule

During the March 11, 2008 the City Commission authorized staff to negotiate design and construction phase engineering services with Black & Veatch.

During the July 22, 2008 the City Commission authorized the City Manager to execute Supplemental Agreement No.3 in the amount of $57,700.00 to the current Clinton Water Treatment Plant Expansion Engineering Services Agreement with Black & Veatch for design and construction phase engineering services for the Kaw WTP Disinfection Conversion – Chlorine Gas to Sodium Hypochlorite Liquid.

Black & Veatch prepared, and Staff reviewed, a Basis of Design Report outlining the scope of the process improvements. Based on this report and Staff comments Black & Veatch have completed design and construction documents for the contractor performed work. A Site Plan for the work has been approved by the Planning Department. A Water Supply Permit number has been issued by the Kansas Department of Health and Environment for the project based on their review of the Basis of Design Report and final bid documents are being submitted for their review.

Schedule

The following is the anticipated project schedule;

Design and Permitting August 2008 - October 2008

Advertisement & Bidding October 2008 – November 2008

Construction December 2008 – February 2009

Project Funding

Funding is proposed as a combination of the non bonded 2008 Miscellaneous Water System Improvements CIP Fund included in the 2008 budget and rate plan; and 2008 – 2009 Operations funds. Engineering and Contractor efforts and equipment procurement will be funded via the CIP funds, and the City provided labor via the 2008 – 2009 Operational funds. These improvements have been identified by Staff as the priority expenditure from the 2008 Miscellaneous Water System Improvements CIP Fund.

Action Request Set a bid opening date of Tuesday November 18, 2008 for B08086 Project UT0801KA Kaw WTP Disinfection Conversion – Chlorine Gas to Sodium Hypochlorite Liquid.

Thank you for your assistance. Please advise if you have any questions.