Memorandum

City of Lawrence

Utilities Department

TO:	David L. Corliss – City Manager Cynthia Boecker - Assistant City Manager Diane Stoddard - Assistant City Manager
FROM:	John Shutak – Utilities Engineer
CC:	Dave Wagner – Director of Utilities Philip Ciesielski – Asst. Director of Utilities Mike Lawless – Asst. Director of Utilities Beth Frailey Krishtalka – Management Analyst Mark Hegeman – Water Systems Manager
Date:	August 26, 2009
RE:	Regular Agenda Item - Authorize the City Manager to execute an Engineering Services Agreement for project UT0905CS, sanitary sewer main replacement for the 1100 block of Delaware Street and the 1500 block New Hampshire Street.

Please include the following item on the City Commission Agenda for consideration at the September 01, 2009 meeting:

Authorize the City Manager to execute an Engineering Services Agreement in the amount of $70,350.00 with BG Consultants for Design and Construction Phase Engineering Services in conjunction with project UT0905CS, sanitary sewer main replacement for the 1100 block of Delaware Street and the 1500 block of New Hampshire Street.

Project Details

Department of Utilities staff continuously evaluates the condition of the wastewater collection system as part of the regular maintenance program. Based on efforts to perform video inspection of the existing lines servicing the 1100 block of Delaware Street and the 1500 block of New Hampshire Street, it has become apparent that the sanitary sewer lines are in a deteriorated state and require replacement. The sewer lines are cracked and collapsed to the point a video inspection was not possible. Department of Utilities staff have repaired the City main or responded to service backups five (5) times in the past year for the existing line servicing the 1100 block of Delaware and six (6) times in the past year for the existing line servicing the 1500 block of New Hampshire.

The existing sewer lines servicing both the 1100 block of Delaware Street and the 1500 block of New Hampshire consist of 6 inch diameter vitrified clay pipe and have been in service for over 70 years.

The project will include the installation of approximately 890 linear feet of sanitary sewer line servicing the 1100 block of Delaware Street and approximately 670 linear feet of sanitary sewer line servicing the 1500 block of New Hampshire Street as identified on the project maps.

Project History

On May 19, 2009, the City Commission authorized staff to advertise a Request for Proposals for Design and Construction Phase Engineering Services for the sanitary sewer main replacement for the 1100 block of Delaware and the 1500 block of New Hampshire Street.

On June 9, 2009 in response to the Request for Proposals, staff received proposals from four (4) groups interested in the project. Proposals were received from BG Consultants; Delich, Roth, and Goodwillie; Peridian Group; and SK Designs.

A review committee consisting of Department of Utilities staff evaluated the four proposals. As indicated in the RFP the following criteria were used to rate the responses:

· Project knowledge & approach

· Project qualifications and experience

· Key staff and experience

· Related local experience with the Utilities Department

· Project schedule

Each firm also provided a schedule of hourly rates with their proposal for reference. Staff consistently ranked BG Consultants as the most qualified respondent for the project. Based on the rankings, staff recommended beginning contract negotiations with BG Consultants.

On July 7, 2009 the City Commission authorized staff to negotiate an Engineering Services Agreement for the Design and Construction Phase Engineering Services.

Project Status:

Staff have met with BG Consultants and have negotiated an appropriate project scope and fee for the Design and Construction Phase Engineering Services in the amount of $70,350.00. The fee includes $59,170.00 for design and $11,180 for construction phase services.

The existing lines to be replaced are located in fully developed neighborhoods, generally do not lie within existing easements or right-of-way, and do not meet current minimum design criteria. To fully address these issues design alternatives and construction methods analysis will be performed to determine an economical and functional solution for each project site. Construction cost data will be developed for each alternative to assist staff in the selection of a preferred alternative. This service is included in the overall design services fee of $59,170.

Ownership and Easement certificates as well as property acquisition easement maps and legal descriptions are included in the design services fee as well.

Department of Utilities staff have required BG Consultants to provide construction phase services as part of this contract as well. These services will include responding to bidder requests for information (RFI’s), conducting pre-bid and pre-construction meetings, bid tabulation and recommendation for contract award, review of shop drawings, test results, inspections and other data for conformance with contract documents, review of pay estimates and change orders (if any), and the delivery of a set of project as-built drawings. Department of Utilities staff will provide full time inspection services for the project.

Project Funding:

Design for the above referenced projects will be funded out of the 2009 Department of Utilities non-bonded construction fund. Construction will be funded from the Department of Utilities 2010 Capital Improvement Project construction fund.

Recommendation