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: |
John Shutak – Utilities Engineer |
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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 Dave King – Utilities Maintenance Manager |
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Date: |
November 20, 2009 |
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RE: |
December 1, 2009 Agenda Item – Authorize the City Manager to execute an Engineering Services Agreement for Preliminary Engineering Services for project UT0919CS, General Wastewater Pumping Station Improvements |
Please include the following item on the City Commission Agenda for consideration at the December 1, 2009 meeting:
Authorize the City Manager to execute an Engineering Services Agreement with Professional Engineering Consultants (PEC) in the amount of $49,078.00 for Preliminary Engineering Services for Project UT0919CS - General Wastewater Pumping Station Improvements.
Project Description:
The Department of Utilities budgets a yearly fund for the ongoing maintenance, repair, and, when necessary, replacement of existing wastewater pumping stations within the collection system.
Project Details:
The Department of Utilities operates a number of small (80 to 300 gpm) vac-prime wastewater lift stations to convey sewage to its wastewater treatment plant. These lift stations were installed by the development community to provide service to localized areas of development. The lift stations are typically located in utility easements adjacent to or surrounded by residential property. The existing stations are 15 to 40 years old, many have exceeded their useful lives, are unsafe to maintain as several of the lift stations are classified as confined space entry, many are no longer supported by the original manufacturer and require replacement to bring them up to current KDHE minimum design standards.
The general intent of the project is to replace a number of the existing vac-prime lift stations with rail-mounted submersible pumps, valve vault, overflow prevention, backup power connection and flow metering in order to meet current KDHE minimum design standards. Some modifications to the existing gravity lines upstream of each station may be required. The Department of Utilities will provide wet well level instrumentation, programmable logic controllers and programming. The vac-prime lift stations that are included as part of the General Wastewater Pumping Station Improvements are identified on the attached maps.
Project History:
On September 1, 2009 City Commission authorized staff to advertise a Request for Proposals for Preliminary Engineering Services. The preliminary services consist of evaluating the existing lift stations for capacity and property requirements in order to determine replacement priority, construction budgets, and construction phasing.
On September 8, 2009 staff advertised the RFP via demand star online service and direct mailing. A mandatory pre-proposal meeting was held September 22, 2009 to address questions regarding the RFP and the requirements of the pump station improvements.
On October 9, 2009 in response to the Request for Proposals staff received proposals from seven (7) groups interested in the project. Proposals were received from Bartlett & West, BG Consultants; Burns & McDonnell; Delich, Roth, and Goodwillie; Larkin Group; Olsson Associates; and Professional Engineering Consultants.
A review committee consisting of Department of Utilities staff evaluated the proposals. Staff consistently ranked Professional Engineering Consultants as the highest qualified respondent for the project. As indicated in the RFP the following criteria were used to rate the responses:
· Project knowledge & approach
· Project qualifications and firm experience with similar projects
· Key project staff experience
· Related local experience with the Utilities Department
Each firm also provided a schedule of hourly rates with their proposal for reference. Hourly rates provided by PEC were found to be consistent with rates provided by other respondents.
Based on the rankings, staff recommended beginning contract negotiations with Professional Engineering Consultants.
On November 3, 2009 City Commission authorized staff to negotiate an Engineering Services Agreement with Professional Engineering Consultants for Preliminary Engineering Services for project UT0919CS – General Wastewater Pumping Station Improvements.
Project Status:
Staff have met with Professional Engineering Consultants and have negotiated an appropriate scope and fee for Preliminary Engineering Services in the amount of $49,078.00. This fee represents less than 2% of the anticipated $3,000,000.00 total project cost.
Department of Utilities Staff propose to negotiate a design and construction phase engineering services agreement at the conclusion of the preliminary design phase. The scope of the design and construction phase agreement will be based on the recommendations of the Preliminary Design Report and will be placed on a future City Commission meeting agenda requesting authorization to execute.
Project Funding:
These projects will be funded out of the 2009 Department of Utilities bonded construction fund per resolution No. 6835 and the 2010 nonbonded construction fund. Construction is anticipated to begin in 2010.
In addition, funds in the amount of $42,600 were placed in escrow by the developer of Sherylville Estates in 2005 to be applied toward the expansion of the sanitary sewer capacity provided to this area by pump station PS28. The expansion of sanitary sewer capacity to this area was included in the 2003 wastewater master plan via the expansion of PS28 in 2009. This project is included in the overall scope of the RFP. The escrow agreement requires that the project be initiated and funds expended in 2009 or the escrowed amount be returned.
Action Request:
Authorize the City Manager to execute an Engineering Services Agreement in the amount of $49,078.00 with Professional Engineering Consultants (PEC) for Preliminary Engineering Services for Project UT0919CS - General Wastewater Pumping Station Improvements.
Thank you for your assistance. Please advise if you have any questions.