City of Lawrence

Utilities Department 

MEMORANDUM

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 Krishtalka, Management Analyst

                   Mark Hegeman, Water Systems Manager

Date:           October 5, 2009

RE:              Renewal of Contract with Marsh McBirney – Hach for data delivery services related to the long-term sanitary sewer flow and rainfall monitoring program.

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

Authorize the City Manager to execute a renewal contract with Marsh McBirney - Hach for data delivery services associated with the wastewater collection system’s long-term flow and rainfall monitoring program in the amount of $214,800.

Program History: The Utilities Department requested proposals from qualified vendors for long-term flow monitoring services in January of 2006.  Two vendors responded, and staff selected Marsh McBirney – Hach’s proposal based on costs and services that met specification and proposal requirements.  Metering sites were selected, equipment was installed, and the first year’s contract began in October of 2006. The contract was renewed with the approval of the City Commission in June of 2007 and September 2008 with the current contract expired October 6, 2009.  Either party has the option to cancel or renew the contract on an annual basis.

Program Status: The long-term flow monitoring program consists of thirty one (31) flow meters and eight (8) rain gauges deployed at various locations throughout the city, see the attached map.

Flow meter locations are assessed on an ongoing basis and several have been relocated during the project based on the amount, and quality, of the data obtained at a location and the availability of developable land upstream of a meter location. Typically meters in locations where complete data has been obtained and the upstream drainage area is “built out” have been candidates for relocation. These meters have been relocated either to expand the base area covered, or moved to upstream locations to obtain more discrete information on sub-basin areas. 

Accurate flow and rainfall data is a key component in the assessment of existing system infrastructure and CIP needs during the wastewater master planning process. As part of the past two Wastewater Master Plans (1995 and 2003), the consultant acquired this information based on limited meter locations and flow monitoring periods. For example, the 2003 Wastewater Master Plan deployed 4 rain gauges and 6 flow meters during April and May 2000. This limited data was then applied across the entire system and used to assess system capacity, integrity and CIP needs.

The current long-term flow monitoring, across the entire wastewater collections system, and over an extended period will result in a significant savings in consultant fees on the current Wastewater Master Plan effort versus contracting with consultant to provide similar services. The ongoing program provides a superior quantity, quality and coverage of data for use in the Wastewater Master Plan. The flow and rainfall data also allows for the calibration of the wastewater collections system hydraulic model and provides staff with continuous system information to make operational and development decisions. The continued acquisition of the flow and rainfall data provides the necessary information to assess the success of pipe and manhole rehabilitation projects, and continuously update the calibration of a hydraulic model in response to system improvements and growth.

The flow meters have an alarm feature that transmits text and e-mail messages when flow conditions outside of set limits, high or low, occur. These alarms are continuously monitored by Operations Staff and provide early warning of possible pipe blockages, pipe breakage, lift station failures, leaks, or overflow conditions.

The fee for data delivery services has remained the same since the original 2006 contract. The rates are $500/month per flow meters (31) and $300/month per rain gauges (8), for an annual and contract period total of $214,800. Per the contract Marsh McBirney – Hach provide all required ongoing maintenance and field services on the flow meters and rain gauges including; battery replacement, calibration, meter replacement due to damage and service on malfunctioning units. The contract contains provisions to credit the monthly charges for flow meters and/or rain gauges that do not provide a set level of accurate data over the month. Department Staff review the data regularly and provide information on nonperforming meters and gauges to Marsh McBirney – Hach for the proper invoice adjustment.

In support of the Wastewater Master Plan effort Staff are recommending the continuation of the current number of metered sites for 2010. The Wastewater System Master Planning process will provide analysis and information to make a recommendation on subsequent year contract numbers and locations of flow meters required for the ongoing system analysis and hydraulic model calibration.

Project Funding: Funding for the program comes from the Wastewater Operations and Maintenance budget.  $220,000 has been budgeted for 2010 O&M.

Action Request: Authorize the City Manager to execute a renewal contract with Marsh McBirney - Hach for data delivery services associated with the wastewater collection system’s long-term flow and rainfall monitoring program in the amount of $214,800.