Memorandum

City of Lawrence

Utilities Department

TO:	David L. Corliss – City Manager Cynthia Boecker - Assistant City Manager Diane Stoddard - Assistant City Manager
FROM:	Philip Ciesielski – Asst. Director of Utilities
CC:	Dave Wagner – Director of Utilities Mike Lawless – Asst. Director of Utilities Beth Frailey Krishtalka – Management Analyst Mark Hegeman – Water Systems Manager
Date:	February 4, 2010
RE:	Agenda Item – Negotiate an Engineering Services Agreement for RFP R09020 Project UT0909DS Concrete Watermain Assessment

Please include the following item on the City Commission Agenda for consideration at the February 9, 2010 meeting:

Authorize Staff to negotiate an Engineering Services Agreement with Black & Veatch for services related to Request for Proposals RFP R09020 for Engineering Services for Project UT0909DS Concrete Watermain Assessment.

Project Description: The Department of Utilities water distribution and transmission main network consists of approximately 423 miles of pipe. The mains range in age from 123 years to less than 1 year; in diameter from 2” to 36”; and are made from a variety of materials including ductile and cast iron, PVC, transite and concrete.

Concrete transmission mains make up approximately 12.6 miles of the system (map attached). These mains were constructed during the 1950’s and late 1970’s and range in diameter from 16” to 36”. While these mains have traditionally been reliable structures for the Department there is a history of catastrophic failures of similar pipe across the country. The critical nature of the concrete mains to convey raw water to the Clinton WTP as well as move large quantities of treated water from both the Clinton and Kaw WTPs to various areas of the distribution system makes the accurate assessment of their existing condition and expected remaining service life a high priority within the Department’s work plan. In addition, due to the large pipe diameters and the volume of water being transported through these mains, failures often result in localized flooding, property damage, public health concerns and disruption of service.

Recent developments in technologies such as acoustic, electromagnetic and video allow condition assessments to be made on entire lengths of pipe with the pipe in service. These assessment techniques can quantify the current overall structural condition of the pipe, locate active leaks, and locate and quantify areas of corrosion damage and loss of reinforcing pre-stressing wires due to corrosion and breakage. The results of these assessments will provide the information necessary to design and execute any immediate repairs and form the basis for a longer term ongoing evaluation and rehabilitation program.

Project History:

On November 11, 2009 City Commission authorized advertisement of an RFP for engineering services related to the project. The RFP requested proposals from firms experienced in the assessment of concrete pressure pipe. The anticipated scope of services included:

· A desktop analysis of available design, manufacturing, construction and operational information.

· Comparison of the desktop analysis results to nationwide historic concrete pressure pipe failure information.

· Prioritization of the mains, using the above results, for field assessment based on susceptibility to degradation and risk of failure.

· Selection of the appropriate field assessment technique(s) for each main.

· Assistance in advertising and selecting a qualified pipeline field assessment contractor.

· Management and inspection of the pipeline field assessment contractor’s activities.

· Review and evaluation of the pipeline field assessment data.

· Establishment of a repair, rehabilitation, replacement and monitoring program and budget based on the results of the desktop and field assessments.

Project Status: On December 18, 2009 in response to the RFP proposals were received from five (5) firms. Proposals were received from Bartlett & West/Schiff Associates; Black & Veatch; Burns & McDonnell/BG Consultants; Shafer, Kline & Warren/Evanco and Simpson, Gumpertz & Heger.

A review committee consisting of Department of Utilities staff evaluated the five (5) proposals.  Based on Staff’s review and ranking Black & Veatch’s proposal was ranked the highest of the five (5) responses. As indicated in the RFP the following criteria were used to rate the responses:

Related Project Experience

Project Team

Project Approach

Schedule

Intangibles

Black & Veatch’s response included a locally based team with similar project experience including other local utilities; experience with desk top and field assessment tools and technologies; experience in the design, construction and repair of concrete water transmission mains; and a phased project approach allowing the City to make project decisions based on increasing levels of information and related risk assessments.

Staff are proposing to negotiate an Engineering Services Agreement for the initial phase of the project to include the desk top analysis based on available design, manufacturing, construction and operational information; comparison of the desktop analysis results to nationwide historic concrete pressure pipe failure information; prioritization of the mains, using the analysis results, for field assessment based on susceptibility to degradation and risk of failure; selection of the appropriate field assessment technique(s) for each main and related project budgets.

Future contract items related to the procurement of the field assessment technology contractor(s) and continued engineering services related to the field work will be brought before the City Commission for consideration as the project progresses.

Project Funding: The project has been budgeted and funded from the 2009 Capital Improvement Program non-bonded construction fund.

Action Request: Authorize Staff to negotiate an Engineering Services Agreement with Black & Veatch for services related to Request for Proposals RFP R09020 for Engineering Services for Project UT0909DS Concrete Watermain Assessment.

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