Memorandum

City of Lawrence

Utilities Department

TO:	David L. Corliss – City Manager Cynthia Boecker - Assistant City Manager Diane Stoddard - Assistant City Manager
FROM:	Mike Lawless – Asst. Director of Utilities
CC:	Dave Wagner – Director of Utilities Philip Ciesielski – Asst. Director of Utilities Beth Frailey Krishtalka – Management Analyst
Date:	April 19, 2010
RE:	Regular Agenda Item – Negotiate an Engineering Services Agreement for the Preparation of the Water System Master Plan, Project UT0921MP

Please include the following item on the City Commission Agenda for consideration at the April 27, 2010 meeting:

Authorize Staff to negotiate an Engineering Services Agreement with Burns & McDonnell / BG Consultants for the preparation of the Water System Master Plan, Project UT0921MP.

Project Description

This project will prepare a new Water System Master Plan to replace the 2003 Water System Master Plan.

Project Status/Details

The current water system master plan was completed in 2003 and was based on information from 2001 and prior. Changes in the past five years decrease the reliability of the current Master Plan, including the following:

Growth has slowed considerably.
More than $34 million in Capital Improvement Program (CIP) Projects have been completed or are in process for the water system.
Regulatory and permitting requirements are constantly changing.
Meter limitations for rural water customers are being removed from contracts.
New projects not contemplated by the previous master plan are being considered.
New data and tools exist to prepare the new master plan.

These changes are significant. As the Plan ages, the projects and recommendations contained in it become less accurate and less reliable, thereby making it more and more difficult to ensure that limited funds are applied to the highest priority projects.

The water system master plan will use the same growth projections and population data generated for the wastewater master plan. Selection of the modeling software for the water system will be evaluated during the selection of the sewer modeling software to maintain consistency in the modeling programs.

Using the detailed GIS data a model of the distribution system will be created. The same scenarios modeled in the wastewater master plan will be modeled for the water system master plan. The results of the model runs will be used to create a recommended CIP with established triggers to determine construction schedules. The plan will evaluate the impact of the removal of meter limitations and the sale of City water to the Wholesale customers. The impacts of on-going maintenance to the Bowersock Dam and future water supply needs from the Kansas River will be evaluated. The Plan will also have a rehabilitation and replacement component based on system age, pipe materials, regulatory compliance changes and staff knowledge of the system. Upon completion of the project, the calibrated model network and software will be delivered to the City for use by staff to determine more accurately the impact that proposed developments will have on the distribution system.

The RFP requires the consultant to prepare an estimate of effort-hours and include a schedule of their current hourly rates. These will be based on the consultants understanding of the project and the specific scope of services developed by each consultant in response to the RFP.

Project History:

On October 13, 2009 City Commission authorized staff to advertise a Request for Proposals for Engineering Services to prepare the Water Master Plan.

On October 20, 2009 staff advertised the RFP via demand star online service and direct mailing. A mandatory pre-proposal meeting was held November 10, 2009 to address questions regarding the RFP.

On December 4, 2009 in response to the Request for Proposals staff received proposals from two (2) groups interested in the project. Proposals were received from Bartlett & West / Professional Engineering Consultants and Burns & McDonnell / BG Consultants.

A review committee consisting of Department of Utilities and City Manager’s Office staff evaluated the proposals. Staff consistently ranked Burns & McDonnell / BG Consultants as the highest qualified respondent for the project. Several key points are detailed below:

· Burns & McDonnell presented a detailed project approach which included specific work tasks related to the following:

o Project Management

o Demand Projects for the City and Wholesale Customers

o Water Rights Evaluation

o Diversion Options for the Water Plants

o Water plant regulations and process review

o Water need determination

o Preparation of the hydraulic model

o Complete improvement cost and schedule for the distribution system

o Report development

· With their work on the Wastewater Master Plan, Burns & McDonnell will provide consistency in the GIS data import to the hydraulic model, integration of the stakeholder input and growth projections, CIP project cost estimation and report preparation.

· Burns & McDonnell presented extensive firm and key staff experience in preparing water master plans, water supply studies and water modeling projects.

Each firm also provided a schedule of hours and hourly rates with their proposal for reference. The hours and hourly rates provided by Burns & McDonnell were found to be consistent with those provided by the other respondent.

Project Funding:

The project is included in the 2010 Capital Improvement Program as well as the 2010 Rate Plan.

Action Request: Authorize Staff to negotiate an Engineering Services Agreement with Burns & McDonnell / BG Consultants for the preparation of the Water System Master Plan, Project UT0921MP.

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