City of Lawrence

Utilities Department

MEMORANDUM

TO: David L. Corliss, City Manager

Cynthia Boecker, Assistant City Manager

Diane Stoddard, Assistant City Manager

FROM: Shelley L. Schupp, Project Engineer

CC: Dave Wagner, Director of Utilities

Philip E. Ciesielski, Assistant Director of Utilities

Mike Lawless, Assistant Director of Utilities

Ernie Shaw – Superintendent Recreation and Operations

Mark Hecker – Superintendent Parks and Maintenance

DATE: June 9, 2009

RE: June 9, 2009, City Commission Consent Agenda Item – Award Contract

Please include the following item on the City Commission consent agenda for consideration at the June 9, 2009 meeting:

Waive the engineer’s estimate and award the construction contract for City Bid No. B09033, Project No. UT0903CS, Hobbs Park Sanitary Sewer Extension to the low bidder Linaweaver Construction, Inc. for the sum of $56,027.00 and authorize the City Manager to Execute the Contract.

Project Description

City of Lawrence Parks and Recreation Department initiated a project for the replacement of restroom facilities at Hobbs Park. The park is generally located in the east 1000 block of Delaware Street. As part of the project a Site Plan, attached, was prepared and submitted to the Planning Department for distribution and review. Note that the attached site plan has been edited to highlight features mentioned in this memorandum.

The Department of Utilities reviewed the improvements delineated on the site plan. These improvements included the connection of the new restroom facilities to the sanitary sewer service line serving the existing restrooms. Parks and Recreation had the condition of the on site service line evaluated and it was determined to be adequate for continued use. Review of the public downstream sewer infrastructure determined that approximately 300 linear feet of off site sewer connecting the existing restroom service line to the public main to the southwest of the park was inventoried as privately maintained. The condition of this section of line had not yet been evaluated. Utility Department comments indicated the condition and exact location of the off site private line should be determined prior to its continued use. The Department also commented that pending the outcome of the condition and location assessment the off site private line that it be rehabilitated, brought up to public sanitary sewer main standards and become part of the public infrastructure to meet City Code regarding the location limitations of private sanitary services in public ROW. The rehabilitation and improvement was proposed to be accomplished via the cured in place pipe (CIPP) procedure and the installation of a manhole to facilitate the existing bend in the line.

Utility Department staff performed a TV video inspection of the off site private line and located its position relative to existing right-of-way and easements. Photos from the TV video inspection and a location map of the line are attached. The TV video inspection revealed that while the line was of adequate 8” diameter its condition, including broken pipe, offset joints, root intrusion and significant sags, did not allow for the use of the CIPP rehabilitation. It was also determined that over 100 feet of the existing line was not located in ROW or easement but on private property. Based on these conditions the Utility Department staff determined the existing off site line would have to be abandoned.

Utility Department staff, Philip Ciesielski and Shelley Schupp, met with Assistant City Manager Cynthia Boecker and Parks & Recreation staff Ernie Shaw and Mark Hecker to review the results of the existing off site line evaluation. The options for providing public sanitary sewer service to the property were limited to the extension of new public sanitary sewer main to Hobbs Park from existing public sanitary sewer mains located either to the northwest or southwest of the property. Evaluation of the topography and facilities to be served, including the house located in the northwest corner of the park property, resulted in the recommendation to extend public sanitary sewer along 10^th Street from the existing public sanitary sewer main located in the alley between Delaware and Pennsylvania. See the attached site plan document edited to show the existing public main, the proposed sanitary sewer extension, park restroom facilities and the additional house structure within the park.

Utilities Department staff has surveyed the topography of the area for a basemap, completed a construction set of drawings and specifications, and obtained a KDHE sanitary sewer extension permit.

At the May 26th City Commission Meeting, the City Commission approved the Department of Utilities request to set a bid date of June 9^th, 2009.

Project Status

The project is time sensitive in that Hobbs Park is currently not served by public sanitary sewer and Parks & Recreation have temporary sani tary facilities in place. In an effort to expedite the schedule and restore public sanitary sewer service to the park Staff are requesting that the City Commission allow the bid award to be walked on to the June 9, 2009 City Commission agenda pending staff review of the bids and the qualifications of the apparent low bidder.

The following bids were opened at 2:00 p.m. on June 9, 2009:

Vendor	Total Bid
Engineer’s Estimate	52,805.16
Linaweaver Construction, Inc	56,027.00
RD Johnson Excavating Company	57,715.00
Meadows Construction Co. Inc.	63,121.00
Site Rite Construction Co.	65,406.00
Kahle, Inc.	69,271.00

Staff have reviewed the bids and the qualifications of the low bidder and recommend awarding the bid to the low bidder Linaweaver Construction, Inc.

Project Schedule

Advertise for bids: May 27, 2009

Open bids: June 9, 2009

Award Contract: June 9, 2009

Notice to Proceed: June 19, 2009

Project Completion: July 17, 2009

Project Funding

Construction of the project will be funded by the Parks and Recreation Department.

Action Request

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

Attachment: Bid tab