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:	June 06, 2011
RE:	Project UT0915KW North Final Electrical and Kaw Well Field Electrical Improvements – Approval of Change Order No. 1.

Please include the following item on the City Commission Agenda for consideration at the June 14, 2011 meeting:

Approve Change Order No. 1 in the amount of $28,300.00 to Shelley Electric for Project UT0915KW – North Final Electrical and Kaw Well Field Electrical Improvements.

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 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, failed and Westar stated that they would not provide a new service connection or electrical meter until new services from the well heads to the electrical meter were installed. Westar required the new services be installed prior to the installation of a new service connection and electrical meter due to their age and existing condition. This work has been completed as part of the original scope of the project.

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. This work is currently underway.

Project Status

Shelley Electric completed the work in the Kaw Well Field as of May 04, 2011 and wells 5 and 7 are fully operational. Staff from Shelley electric have begun investigation of the existing North Final MCC and are working to complete demolition of all inactive wiring and electrical equipment.

City staff requested and received a proposal from Shelley electric to provide underground electrical service to wells #3 and #6, as shown on the attached map, located in the Kaw Well Field. The additional work requested would fully eliminate any City owned overhead electrical lines servicing the well field. Staff have identified several advantages to completing this work as part of the existing construction contract as follows:

• Placing the remaining City owned electrical lines underground greatly increases the reliability of the electrical service to the Kaw Well Field by reducing system vulnerability to vandalism and weather related damage.
• Updating the electrical service feeds to wells #3 and #6 to meet current electrical code requirements will address similar concerns raised by Westar when the service to wells #5 and #7 failed thus minimizing future delays in reinstating electrical service to the Kaw Well Field.
• Reduction of well field production is minimized since wells #5 and #7 are available for service.
• Value of the engineering design and construction services contracts are fully realized, as a future failure would require the repetition of the advertising, design and bidding process.
• There is no anticipated impact to the overall project schedule as this work can be performed within the limits of the existing contract time.

Project Schedule

          Bid Opening                      January 25, 2011

          Award Bid                         February 01, 2011

          Notice to Proceed               March 14, 2011

          Substantial Completion        December 09, 2011

          Substantial Completion        May 04, 2011 (Kaw Well Field, Base Contract)

Final Completion                January 08, 2012 (Project and Change Order #1)

Project Funding:

This project is funded out of the Department of Utilities non-bonded construction fund. Based on available fund balances and estimated expenditures for other similarly financed projects, staff have determined adequate funding is available to complete the requested work.

Action Request:

Approve Change Order No. 1 in the amount of $28,300.00 to Shelley Electric for Project UT0915KW – North Final Electrical and Kaw Well Field Electrical Improvements.

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