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

Dave King – Utilities Maintenance Manager

Mark Hegeman – Water Systems Manager

Beth Frailey Krishtalka – Management Analyst

Date:

December 18, 2009

RE:

Agenda Item – Negotiate an Engineering Services Agreement with Burns & McDonnell for North Final Electrical and KAW Well Field Electrical Improvements, Project UT0915KW

 

Please include the following item on the City Commission Agenda for consideration at the December 29, 2009 meeting:

Authorize Staff to negotiate an Engineering Services Agreement with Burns & McDonnell for the North Final Electrical and KAW Well Field Electrical Improvements, Project UT0915KW.

Project Description

The Department of Utilities budgets a yearly fund to address the maintenance and, when necessary, the replacement of electrical systems that support both water supply and wastewater treatment.

 

Project Status/Details

The City of Lawrence utilizes well water for a portion of its source water. The well field consists of pumps and piping that convey raw water to the KAW water treatment facility. The electrical meter servicing wells No. 5 and No. 7, as shown on the attached map, has failed and Westar has stated that they will not provide a new service connection or electrical meter until new services from the well heads to the electrical meter are installed. Westar is requiring the new services be installed prior to the installation of a new service connection and electrical meter due to their age and existing condition.

 

The North Final Building, as shown on the attached map, houses electrical components that control two thirds of the equipment used in the secondary treatment process for the north basin train. The existing electrical equipment dates back to 1975 and has outlived its useful life. The original electrical equipment requires replacement in order to adequately address the current need for an updated motor control center and to consolidate power distribution and switched BUS connections.

Per the City Commission’s November 10, 2009 authorization, Staff advertised the RFP on November 12, 2009 via demand star online service and direct mailing. A mandatory pre-proposal meeting was held November 24, 2009 to address questions regarding the RFP and the requirements of the electrical improvements. Responses were received December 4, 2009. Seven (7) proposals were received in response to the RFP advertisement. Proposals were received from Bartlett & West, Bucher, Willis & Ratliff Corporation; Burns & McDonnell; Delich, Roth, and Goodwillie; Hoss & Brown Engineers; InSite Group; and Professional Engineering Consultants.

 

A review committee consisting of Department of Utilities staff evaluated the proposals. Staff ranked Burns & McDonnell 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

o   Burns & McDonnell presented a project approach which included a proposed scope of services to include the following components:

§  Field evaluation of existing facilities.

§  Development of detailed construction plans including construction phasing to minimize the impacts to plant operations.

o   Additionally, Burns & McDonnell’s response emphasized coordination with City staff and Westar Energy, as well as detailing their quality assurance/quality control process.

·         Project qualifications and firm experience with similar projects

o   Burns & McDonnell presented experience working within operational plant environments specifically related to the mechanical and electrical systems of wastewater treatment facilities and pumping stations.

·         Key project staff experience

o   Burns & McDonnell presented a project team well qualified to perform the work requested in the RFP and specifically identified the roles and responsibilities of each team member from design to quality assurance/control.

·         Related local experience with the Utilities Department

o   Burns & McDonnell has been previously engaged to provide engineering services for projects with the City of Lawrence including Pump Station 16 Rehabilitation Project, Pump Station 25 and Force Main Project, and the Yankee Tank Interceptor Sewer Project. Department of Utilities staff experience working with Burns & McDonnell has been consistently positive for these projects.

 

Each firm also provided a schedule of hourly rates with their proposal for reference. Hourly rates provided by Burns & McDonnell were found to be consistent with rates provided by other respondents.

 

Project Funding:

These projects will be funded out of the 2009 Department of Utilities non-bonded construction fund. Construction is anticipated to begin in 2010.

Action Request:  Authorize Staff to negotiate an Engineering Services Agreement with Burns & McDonnell for the North Final Electrical and KAW Well field Electrical Improvements, Project UT0915KW.

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