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 – Assistant Director of Utilities
CC:	Dave Wagner – Director of Utilities Mike Lawless – Assistant Director of Utilities Beth Frailey Krishtalka – Management Analyst Mark Hegeman – Water Systems Manager
Date:	November 12, 2008
RE:	November 18, 2008 Agenda Item – Negotiate a Design and Construction Phase Engineering Services Agreement for project UT0810DS the 2008 – 2009 Watermain Replacement Program

Please include the following item on the City Commission Agenda for consideration at the November 18, 2008 meeting:

Authorize Staff to negotiate an Engineering Services Agreement for Design and Construction Phase Engineering Services for project UT0810DS the 2008 – 2009 Watermain Replacement Program.

Project Description

The 2003 Water Master Plan Capital Improvement Program budgets a yearly fund for the replacement of existing watermains within the distribution system. The budget includes $1,216,700.00 in 2008; $1,265,300.00 in 2009; and $1,315,900.00 in 2010. The program is used to address the replacement of watermains due to pipe age, reliability, water quality and capacity issues. The previous three years, 2005 – 2007, the program targeted the replacement of the over 100 year old watermains along Massachusetts Street, generally from 6^th Street to North Park Street. Department staff also self performed several smaller watermain replacements during this period.

Department of Utilities staff continuously evaluates the condition of the water distribution system based on mainbreaks, pipe material and age, capacity and fire protection needs. Based on these criteria, along with the criticality of the watermain within the system and the number of services affected, watermains are targeted for replacement.

Project History

Staff prepared a Request for Proposals for Design and Construction Phase Engineering Services related to the replacement of approximately 15,000 linear feet of watermain at various locations throughout the city as proposed on the attached map. Actual project scopes, budgets and schedules will be determined as part of the requested engineering services.

Per the City Commission’s August 19, 2008 authorization Staff originally advertised the RFP on August 21, 2008 via the Demand Star online service. Responses to this advertising were due September 12, 2008. Two proposals were received in response to this advertising. It was brought to Staff’s attention that direct mailing of RFPs was an expected practice and also a step in the City’s RFP Guidelines. Staff were directed to re-advertise the RFP and provide a direct mailing to Engineering Firms on the Department’s distribution list. Based on this re-advertising the two proposals originally received were unopened and the respondents were provided the opportunity to retrieve their submittal and respond to the pending re-advertising. Both respondents elected to leave their submittals with the Department to be opened at the end of the second advertising period.

On September 18, 2008 Staff re-advertised the RFP via a direct mailing.

Project Status/ Details

October 17, 2008: In response to the Request for Proposals staff received proposals from six (6) firms interested in the project. Proposals were received from Bartlett & West; BG Consultants; Delich, Roth & Goodwillie; Professional Engineering Consultants; Shafer, Kline & Warren; and Wilson & Company.

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

Project qualifications & experience

Project staff & their experience with similar projects

Project knowledge & approach

Schedule

Staff are proposing to initially contract for the 2008 and 2009 program with an option to extend the contract, based on satisfactory performance, into 2010 with the negotiation of a supplemental agreement.

Project Funding:

The program has been included in the Department of Utilities proposed Capital Improvement Projects and Rate Plans. These projects will be funded from the 2008, 2009 and 2010 Utility Department Capital Improvement Project construction fund.

Action Request: Authorize Staff to negotiate an Engineering Services Agreement for Design and Construction Phase Engineering Services for project UT0810DS the 2008 – 2009 Watermain Replacement Program with BG Consultants.

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