Memorandum

City of Lawrence

Utilities Department

TO:	David L. Corliss – City Manager Cynthia Boecker - Assistant City Manager Diane Stoddard - Assistant City Manager
FROM:	Mike Lawless – Asst. Director of Utilities
CC:	Dave Wagner – Director of Utilities Philip Ciesielski – Asst. Director of Utilities Beth Frailey Krishtalka – Management Analyst
Date:	October 2, 2009
RE:	Regular Agenda Item – Advertise RFP R09010 for Engineering Services Related to the Preparation of the Water System Master Plan, Project UT0921MP

Please include the following item on the City Commission Agenda for consideration at the October 13, 2009 meeting:

Authorize Staff to advertise a Request for Proposals for Engineering Services related to the preparation of the Water System Master Plan.

Project Description

This project will prepare a new Water System Master Plan to replace the 2003 Water System Master Plan.

Project Status/Details

The current water system master plan was completed in 2003 and was based on information from 2001 and prior. Changes in the past five years decrease the reliability of the current Master Plan, including the following:

• Growth has slowed considerably.
• More than $34 million in Capital Improvement Program (CIP) Projects have been completed or are in process for the water system.
• Regulatory and permitting requirements are constantly changing.
• Meter limitations for rural water customers are being removed from contracts.
• New projects not contemplated by the previous master plan are being considered.
• New data and tools exist to prepare the new master plan.

These changes are significant. As the Plan ages, the projects and recommendations contained in it become less accurate and less reliable, thereby making it more and more difficult to ensure that limited funds are applied to the highest priority projects. 

The water system master plan will use the same growth projections and population data generated for the wastewater master plan. Selection of the modeling software for the water system will be evaluated during the selection of the sewer modeling software to maintain consistency in the modeling programs.

Using the detailed GIS data a model of the distribution system will be created. The same scenarios modeled in the wastewater master plan will be modeled for the water system master plan. The results of the model runs will be used to create a recommended CIP with established triggers to determine construction schedules. The plan will evaluate the impact of the removal of meter limitations and the sale of City water to the Wholesale customers. The impacts of on-going maintenance to the Bowersock Dam and future water supply needs from the Kansas River will be evaluated. The Plan will also have a rehabilitation and replacement component based on system age, pipe materials, regulatory compliance changes and staff knowledge of the system. Upon completion of the project, the calibrated model network and software will be delivered to the City for use by staff to determine more accurately the impact that proposed developments will have on the distribution system.

The RFP requires the consultant to prepare an estimate of effort-hours and include a schedule of their current hourly rates. These will be based on the consultants understanding of the project and the specific scope of services developed by each consultant in response to the RFP.

Project Funding: 

The project is included in the 2009 Capital Improvement Program as well as the 2009 Rate Plan.

Action Request:  Authorize Staff to advertise a Request for Proposals for Engineering Services related to the preparation of the Water System Master Plan.

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