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 – Assistant to Director
Date:	March 03, 2010
RE:	Agenda Item – Authorize the City Manager to execute an Engineering Services Agreement for Preliminary Engineering Services with Burns & McDonnell for the 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 March 9, 2010 meeting:

Authorize the City Manager to execute an Engineering Services Agreement with Burns & McDonnell in the amount of $12,131.00 for Preliminary Engineering Services for Project UT0915KW – North Final Electrical and Kaw Well Field Improvements.

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 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.

Project History

On November 10, 2009 City Commission authorized staff to advertise a request for proposals for engineering services for the north final electrical and Kaw well field electrical improvements.

On November 12, 2009 staff advertised the request for proposals 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 to the request for proposals 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

· 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 Burns & McDonnell were found to be consistent with rates provided by other respondents.

Based on the rankings, staff recommended beginning contract negotiations with Burns & McDonnell.

On December 29, 2009 City Commission authorized staff to negotiate an Engineering Services Agreement with Burns & McDonnell for the North Final Electrical and Kaw Well field Electrical Improvements, Project UT0915KW.

Project Status

Staff have met with Burns & McDonnell and have negotiated a scope and fee for Preliminary Engineering Services in the amount of $12,131.00. The final deliverable required per this negotiated scope and fee is a preliminary design report encompassing an evaluation of existing conditions and design options, cost estimates for each design option, and a recommendation of the preferred alternative. This fee represents less than 5% of the $254,000.00 project budget.

Department of Utilities Staff propose to negotiate a design and construction phase engineering services agreement at the conclusion of the preliminary 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 non-bonded construction fund. Construction is anticipated to begin in 2010.

Action Request:

Authorize the city manager to execute an Engineering Services Agreement in the amount of $12,131.00 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.