Memorandum

City of Lawrence

Utilities Department

TO:	David L. Corliss – City Manager Cynthia Wagner - 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 Beth Frailey Krishtalka – Assistant to Director Mark Hegeman – Utilities Operations Superintendent
Date:	October 20, 2010
RE:	October 26, 2010 Agenda Item – Reject all bids received for Bid No. 1050 on September 28, 2010, authorize staff to re-bid Project UT0905CS with alternates, and set a bid date of November 16, 2010 for Bid No. B1058 Project UT0905CS, Sanitary Sewer Main Replacement for the 1100 block of Delaware Street, the 1500 block New Hampshire Street and the 700 block of Michigan Street.

Please include the following item on the City Commission Agenda for consideration at the October 26, 2010 meeting:

Reject all bids received for Bid No. 1050 on September 28, 2010, authorize staff to re-bid Project UT0905CS with alternates, and set a bid date of November 16, 2010 for Bid No. B1058 Project UT0905CS, Sanitary Sewer Main Replacement for the 1100 block of Delaware Street, the 1500 block New Hampshire Street and the 700 block of Michigan Street.

Project Details

Department of Utilities staff continuously evaluates the condition of the wastewater collection system as part of the regular maintenance program. Based on efforts to perform video inspection of the existing lines servicing the 1100 block of Delaware Street and the 1500 block of New Hampshire Street, it has become apparent that the sanitary sewer lines are in a deteriorated state and require replacement. The sewer lines are cracked and collapsed to the point a video inspection was not possible. Department of Utilities staff have repaired the City main or responded to service backups five (5) times in the past year for the existing line servicing the 1100 block of Delaware and six (6) times in the past year for the existing line servicing the 1500 block of New Hampshire.

The existing sewer lines servicing both the 1100 block of Delaware Street and the 1500 block of New Hampshire consist of 6 inch diameter vitrified clay pipe and have been in service for over 70 years.

The existing sewer lines servicing the 700 block of Michigan were identified in the 2003 Wastewater Master Plan as project #CS04-08. This area has been a source of sanitary overflow and backup problems during high rainfall events. Utilities staff placed flow monitoring equipment at select manhole locations to identify the problem areas. Phase 1 of the project, completed in January 2008 as part of project UT0702CS, involved installation of approximately 2500 feet of cured-in-place-pipe (CIPP) liner. Phase 2 of project UT0702CS involves the installation of approximately 640 feet of cured-in-place-pipe (CIPP) liner in the East right-of-way along Michigan Street and approximately 217 linear feet of 12 and 8 inch diameter PVC sanitary sewer pipe. Phase 2 of project UT0702CS will be completed as part of project UT0905CS.

The total project will include the installation of approximately 1,080 linear feet of sanitary sewer line servicing the 1100 block of Delaware Street, approximately 630 linear feet of sanitary sewer line servicing the 1500 block of New Hampshire Street, and approximately 217 linear feet of sanitary sewer line and 640 feet of cured in place pipe (CIPP) servicing the 700 block of Michigan Street as identified on the project maps.

Project History

• May 19, 2009 authorization to advertise the RFP.
• June 09, 2009 Staff selected BG Consultants as the most qualified respondent for the project.
• July 07, 2009 the City Commission authorized staff to negotiate an Engineering Services Agreement for Design and Construction Phase Engineering Services for the project.
• September 01, 2009 the City Commission authorized the City Manager to execute the Engineering Services Agreement in the amount of $70,350.00 for Design and Construction Phase Engineering Services for the project.
• October 12, 2009 BG Consultants delivered the topographic survey delineating existing surface features and utilities.
• October 14, 2009 Public Meeting held with residents and property owners.
• November 20, 2009 BG Consultants provided design concepts and opinions of probable cost for each option.
• December 17, 2009 BG Consultants provided an additional design concept and cost estimate at the request of City Staff.
• December 30, 2009 Second Public Meeting advertised.
• January 13, 2010 Second Public Meeting Held
• January 14, 2010 Floyd’s Drain Cleaning began locating sanitary sewer services.
• February 2, 2010 Easement acquisition letters sent to residents on 1500 block of New Hampshire.
• February 26, 2010 Site visit to evaluate property with Keller & Associates and City Staff.
• April 06, 2010 Floyd’s Drain Cleaning completed the location of all sanitary sewer service lines.
• April 07, 2010 Site visit with BG Consultants to review service locations and evaluate construction access issues.
• May 10 through May 17, 2010 Initial easement settlement offers tendered.
• July 30, 2010 Easement acquisition completed.
• August 27, 2010 Plan review by all City departments completed.
• September 08, 2010 Construction plans and specifications available for public bidding.
• September 21, 2010 Pre-Bid meeting held.
• September 28, 2010 Bids opened.

Project Status:

On September 28, 2010 a bid was received from the following bidder. The bid was opened and publicly read aloud.

Engineer’s Estimate                      $527,443.00

Nowak Construction                     $625,081.70

Efforts to negotiate the price bid by Nowak Construction to the engineer’s estimate by both BG Consultants and City Staff were unsuccessful.

BG Consultants and City Staff have reviewed the construction documents and identified two design alternatives to expand the potential field of bidders vs the current design requiring pipe reaming at these locations. Descriptions of the alternates are as follows:

1) The sewer main for the 1500 block of New Hampshire would be installed via horizontal directional drill directly below the existing line and manholes along New Hampshire Street and approximately 35 feet of 8 inch diameter sewer pipe would be eliminated.

2) The sewer main for the 1100 block of Delaware would be installed by pipe bursting as an alternate to pipe reaming.

BG Consultants has agreed to modify the construction documents to present these design and construction alternates at no additional cost to the project. Plans and specifications to be available November 02, 2010.

Project Schedule

          Set Bid Date                      October 26, 2010

Pre-Bid Meeting                  November 16, 2010

Bid Opening                      November 23, 2010

          Award Bid                         December 07, 2010

          Notice to Proceed               January 2011

          Substantial Completion        April 2011

Project Funding:

Design and easement acquisition costs for the above referenced project are funded from the 2009 Department of Utilities non-bonded construction fund. Construction will be funded from the reallocation of previous Department of Utilities bond issues per resolution 6898 included as part of the agenda for the August 03, 2010 City Commission Meeting.

Recommendation

Reject all bids received for Bid No. 1050 on September 28, 2010, authorize staff to re-bid Project UT0905CS with alternates, and set a bid date of November 16, 2010 for Bid No. B1058 Project UT0905CS, Sanitary Sewer Main Replacement for the 1100 block of Delaware Street, the 1500 block New Hampshire Street and the 700 block of Michigan Street.

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