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 Dave King – Utilities Maintenance Superintendent Mark Hegeman – Utilities Operations Superintendent Beth Frailey Krishtalka – Assistant to Director
Date:	December 22, 2010
RE:	January 04, 2011 agenda item – set a Bid Date of January 25, 2011 for Bid No. B1103 Project UT0915KW, North Final Electrical and Kaw Well Field Electrical Improvements.

Please include the following item on the City Commission Agenda for consideration at the January 04, 2011 meeting:

Set a Bid Date of January 25, 2011 for Bid No. B1103 Project UT0915KW, North Final Electrical and Kaw Well Field Electrical 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 Plant. 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 at the Wastewater Treatment Plant, 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

· November 10, 2009 City Commission authorized staff to advertise Request for Proposals.

· November 24, 2009 mandatory pre-proposal meeting held at the wastewater treatment plant.

· December 04, 2009 proposals due to City staff for review and selection process.

· December 29, 2009 City Commission authorized staff to negotiate with Burns & McDonnell.

· January 13, 2010 met with John Mitchell and Chuck Ha of Burns & McDonnell to review project scope, fee and expectations.

· March 09, 2010 City Commission authorized the City Manager to execute an engineering services agreement with Burns & McDonnell.

· May 26, 2010 Burns & McDonnell completed the first draft of the basis of design report.

· June 16, 2010 Final basis of design report received and accepted by City Staff.

· June 24, 2010 Design and construction phase services scope and fee proposal received from Burns & McDonnell.

· August 17, 2010 City Commission authorized the execution of the design and construction phase engineering services agreement.

· September 03, 2010 Notice to proceed given to Burns & McDonnell.

· October 28, 2010 First submittal of construction documents for review by City staff.

· December 09, 2010 Second submittal of construction documents for review by City staff.

· December 17, 2010 Third submittal of construction documents for review by City staff.

Project Status:

Burns & McDonnell have completed the construction plans and specifications for the proposed improvements and the project is ready to bid.

The project will be substantially complete in 2011 based on a project schedule of 270 calendar days. Final acceptance of the project will be complete within 300 calendar days of the notice to proceed. The project schedule accounts for the long lead times required for equipment associated with the North Final building however, the contract requires that the well field improvements be completed by May 01 2011 to ensure that the wells are fully available to meet the peak summer demand season.

Project Schedule

          Set Bid Date                      January 04, 2011

Pre-Bid Meeting                  January 18, 2011

Bid Opening                       January 25, 2011

          Award Bid                          February 08, 2011

          Notice to Proceed               February 2011

          Substantial Completion        November 2011

          Final Completion                May 01, 2011 (Kaw Well Field)

Final Completion                December 2011 (Project)

Project Funding:

These projects will be funded out of the 2009 Department of Utilities non-bonded construction fund.

Action Request:

Set a Bid Date of January 25, 2011 for Bid No. B1103 Project UT0915KW, North Final Electrical and Kaw Well Field Electrical Improvements.

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