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:

December 22, 2008

RE:

December 30, 2008 Agenda Item – Execute a Predesign Phase Engineering Services Agreement for project UT0810DS the annual Watermain Replacement Program

 

Please include the following item on the City Commission Agenda for consideration at the December 30, 2008 meeting:

Authorize the City Manager to execute a Predesign Phase Engineering Services Agreement in the amount of $43,419.00 for project UT0810DS the annual Watermain Replacement Program.

Project Description

The Department of Utilities Rate Plan and 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 6th 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. 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.

 

On 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. Staff selected BG Consultants as the highest qualified respondent for the project.

 

On November 18, 2008 the City Commission authorized staff to negotiate an Engineering Services Agreement for Design and Construction Phase Engineering Services for the projects.

 

Project Status/ Details

Staff have met with representative from BG Consultants to review the project requirements and discuss the scope of engineering services. During these discussions it has become apparent that due to numerous budget, schedule and coordination requirements it is not in the City’s best interest to negotiate a complete design and construction phase engineering services agreement at this stage. Staff and BG Consultants are proposing to enter into a Preliminary Design Report phase that will solidify the scopes of the projects and establish a bidding and construction sequence that fits within the budgeted funds and coordinates with the schedules of other entities within the project footprints. See the attached letter from Brain Kingsley with BG Consultants. Based on the recommendations of the Preliminary Design Report a contract for design and construction phase engineering will be negotiated and placed on a future City Commission meeting agenda for authorization to execute.

 

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 the City Manager to execute a Predesign Phase Engineering Services Agreement in the amount of $43,419.00 for project UT0810DS the annual Watermain Replacement Program.

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