Memorandum
City of Lawrence
Utilities Department
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TO: |
David L. Corliss – City Manager Cynthia Boecker - Assistant City Manager Diane Stoddard - Assistant City Manager |
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FROM: |
Philip Ciesielski – Assistant Director of Utilities |
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CC: |
Dave Wagner – Director of Utilities Mike Lawless – Assistant Director of Utilities Beth Frailey Krishtalka – Management Analyst Mark Hegeman – Water Systems Manager |
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Date: |
October 28, 2009 |
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RE: |
November 3, 2009 Agenda Item – Set a Bid Date for Bid No. B09067 for Phase 1 of Project UT0810DS 2008 – 2009 Watermain Replacement Program |
Please include the following item on the City Commission Agenda for consideration at the November 3, 2009 meeting:
Set a bid date of December 1, 2009 for Bid No. B09067 Project UT0810DS Phase 1 of 2008 – 2009 Watermain Replacement Program; Iowa Street, University Street, Orchard Lane, Yale Road and Westdale Road. Bid documents to be available Friday November 6, 2009.
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.
On December 30, 2008 the City Commission authorized the City Manager to execute the Engineering Services Agreement in the amount of $43,419.00 for Predesign Phase Engineering Services for the projects.
On May 26, 2009 the City Commission approved Resolution 6839 authorizing the issuance of revenue bonds to finance 2009 Department of Utilities CIP projects including the 2009 Watermain Rehabilitation Program.
In addition to the 15,000 linear feet of watermain identified at the time of the RFP recent watermain breaks lead Staff to evaluate the condition of the existing 1952 10” cast iron watermain along the east side of Iowa from 9th Street to University. This evaluation included an assessment of the break history and construction methods as well as an assessment of the pipe and soil condition by an engineering representative from the Ductile Iron Pipe Research Association (DIPRA). The results of these assessments resulted in the conclusion that the existing pipe is in a deteriorated structural state due to corrosion and that future breaks will occur with increasing frequency. There is not an effective method of remediation of the existing pipe and replacement is recommended. Based on the evaluation results, the impacts on traffic and the public during watermain break repairs and the pending Public Works project to install sidewalk along this section of Iowa this watermain, and existing adjacent projects on Orchard, Yale and University, have been scheduled for the first phase of the current watermain replacement program.
BG Consultants completed a Preliminary Design Report taking the above information into account that refined the project scopes and budget estimates and established a bidding and construction sequence that fits within the budgeted funds and coordinates with the schedules of other entities within the project footprints. Staff reviewed the recommendations within the report and recommend proceeding with the design and construction of the Phase I Projects (map attached); 2,450 LF of 12” ductile iron pipe on Iowa from 9th Street to University, 825 LF of 12” ductile iron on University from Iowa to Engel, 1,200 LF of 8” PVC on Orchard Lane from Iowa to Centennial, 500 LF of 8” PVC on Yale from Iowa to Westdale, and 250 LF of 8” PVC on Westdale south from Yale.
On June 9, 2009 Staff presented the proposed Phase I project scope and the negotiated Supplemental Agreement No.1 with BG Consultants for design and construction phase engineering services. The City Commission authorized the execution of Supplemental Agreement No.1 with BG Consultants.
On September 23, 2009 Department of Utilities staff and BG Consultants conducted an informational meeting at West Junior High School 2700 Harvard Rd. The meeting provided an overview of the Department’s watermain replacement program, the need for the current project, the anticipated construction impacts on the neighboring properties and provided the opportunity for residents to ask questions specific to their property. The meeting was attended by approximately a dozen residents.
Project Status/ Details
BG Consultants have completed the construction plans and specifications. KDOT has approved the project and issued the required construction permit for work within the Iowa Street/US59 right of way. Staff have obtained all necessary easements and ROW for the project with the exception of one right of entry agreement for the reconnection of an existing water service on Orchard Lane. This is in process and will be finalized prior to this work item being completed.
The documents contain construction methods, phasing and traffic control requirements designed to minimize lane closures, particularly on Iowa Street and University Drive. Typical Iowa Street closures will maintain both southbound lanes and the inner north bound lane. These are also designed to maintain access to the adjacent neighborhoods via the cross streets. For example, the initial construction sequence on Iowa Street north from University Drive is limited to the section of water main between University Drive and Stratford Road. The contractor is required to complete all water main construction, disinfection and testing, service reconnections and pavement restoration to allow the section to be reopened to traffic prior to initiating construction on the next sequence north. Should weather conditions result in an extended delay the contractor will be required to secure their current work area and provide temporary measures to fully open the area to traffic. In an additional effort to minimize disruption the required method of construction on Orchard Lane, Yale and Westdale Roads is directional boring.
Project Schedule
Bid Opening December 1, 2009
Award Bid December 8, 2009
Notice to Proceed December 22, 2009
Project Completion March 12, 2009
Project Funding
The program has been included in the Department of Utilities proposed Capital Improvement Projects and Rate Plans. This project will be funded from the Department of Utilities 2008 nonbonded construction fund, and proceeds from the 2009 Utility Department bonded construction fund as authorized by Resolution 6839.
Action Request: Set a bid date of December 1, 2009 for Bid No. B09067 Project UT0810DS Phase 1 of 2008 – 2009 Watermain Replacement Program; Iowa Street, University Street, Orchard Lane, Yale Road and Westdale Road. Bid documents to be available Friday November 6, 2009.
Thank you for your assistance. Please advise if you have any questions.