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 – Assistant to Director Mark Hegeman – Utilities Operations Superintendent
Date:	September 22, 2010
RE:	Agenda Item – Execute 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 September 28, 2010 meeting:

Authorize the City Manager to execute an Engineering Services Agreement in the amount of $37,000.00 with Black & Veatch for services related to Request for Proposals RFP R09020 for Engineering Services for Project UT0909DS Concrete Watermain Assessment.

Consistent with the City Commission’s direction during the 2011 Budget Sessions Department of Utilities Staff continue to monitor and control expenses in relation to actual revenues. As these are evaluated, sources of Capital Project Funding are being identified to carry out the City Commission’s stated goal of executing priority Capital Projects even in the current economic climate. The reasons for executing this project are outlined in the memo below.

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.

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.

On February 9, 2010 the City Commission authorized staff to negotiate an Engineering Services Agreement with Black & Veatch.

Project Status:

Staff have negotiated an Engineering Services Agreement in the amount of $37,000.00 for the initial phase of the project. This scope includes a 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; selected site inspections; selection of the appropriate field assessment technique(s) for each main and related project budgets. As a point of reference discussions with inspection technology vendors have resulted in estimates in excess of $500,000.00 to inspect the full length of all of the concrete watermains covered by this initial analysis.

Future contract items based on the results of the currently scoped analysis 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 2010 Capital Improvement Program non-bonded construction fund.

Action Request: Authorize the City Manager to execute an Engineering Services Agreement in the amount of $37,000.00 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.