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:	January 26, 2011
RE:	Agenda Item – Award the construction contract for Bid No. B1103 for 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 February 8, 2011 meeting:

Award the construction contract for Bid No. B1103, Project UT0915KW – North Final Electrical and Kaw Well Field Electrical Improvements; to the low bidder Shelley Electric, Inc. in the amount of $114,000.00 and authorize the City Manager to execute the contract.

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.

· January 18, 2011 a pre-bid conference was held with prospective bidders.

· January 25, 2011 bids opened.

Project Status

On January 25, 2011 bids were received from the following bidders. Bids were opened and publicly read aloud.

Davin Electric $155,801.00

DL Smith Electrical Construction Inc. $189,000.00

P1 Group $179,740.00

Shelley Electric, Inc. $114,000.00

Superior Electric, Inc. $127,910.00

All bids received were accompanied by the required bid bond.

Shelley Electric’s bid was submitted on proposal sheets that had been removed from the specifications and contracts documents. The cover page of the bid documents states “Return proposal in this bound copy of specifications and contract documents.” In addition, the Instructions to Bidders, sheet IB-4, section IB-15, states “none of the instructions to bidders, proposal form, general conditions, or special conditions shall be removed from this bound copy of documents prior to filing same with the City Clerk.” Staff request that this irregularity be waived and recommend award of the contract to the low bidder, Shelley Electric, Inc based on the following:

· The City has previously waived similar irregularities and accepted bids that were not submitted within the bound specifications and contract document.

· Shelley Electric, Inc. is a registered recipient of contract documents per the plan holders list.

· Shelley Electric, Inc. has acknowledged, in a letter dated January 26, 2011, that the company has the contract documents in its possession. Shelley Electric has acknowledged in their letter that the company has bid this project based upon the full contents of the contract documents. The submittal of the unbound proposal was an oversight on the part of Shelley Electric staff.

Project Schedule

Bid Opening January 25, 2011

Award Bid February 01, 2011

Notice to Proceed March 01, 2011

Substantial Completion November 26, 2011

Final Completion May 01, 2011 (Kaw Well Field)

Final Completion December 26, 2011 (Project)

Project schedule is dependent on actual dates of award and notice to proceed.

Project Funding:

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

Action Request:

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