Memorandum

City of Lawrence

Department of Utilities

TO:	David L. Corliss, City Manager Cynthia Wagner, Assistant City Manager Diane Stoddard, Assistant City Manager
FROM:	Philip E. Ciesielski, Assistant Director of Utilities
CC:	Dave Wagner, Director of Utilities Charles Soules, Director of Public Works Mike Lawless, Assistant Director of Utilities Beth Krishtalka, Assistant to Director Mark Hegeman, Utilities Operations Superintendent
	October 5, 2011
RE:	Agenda Item – Set a Bid Date for Bid Number B1150 Materials Purchases for Project UT1003CS - 23^rd Street Bridge Replacement Utilities Relocation

Please include the following item on the City Commission agenda for consideration at the October 11, 2011 meeting:

Set a bid date of October 25, 2011 for Bid Number B1150 Water and Sanitary Sewer Pipe and Appurtenances for Project UT1003CS 23^rd Street Bridge Replacement Utilities Relocation. 

Project Details

The Kansas Department of Transportation (KDOT) is in the process of completing design and property acquisition for the replacement of the 23^rd Street/K10 bridge located between Haskell and Learnard. KDOT anticipates bidding the construction in January of 2012 with construction commencing in March or April 2012. The City needs to complete the relocation of its water and sanitary sewer facilities prior to the start of KDOT’s construction.

The City maintains four (4) existing sanitary sewer interceptor lines and forcemains constructed at various times and ranging in diameter from 27” to 12” which cross 23^rd Street under the existing bridge span (map attached). These lines are in conflict with the design and the construction area of the new bridge and require relocation prior to KDOT’s the construction of the new bridge. As part of the project the design these are being consolidated into two (2) redundant gravity crossings influent and distribution structures upstream and downstream of the bridge crossing. Additional 8” collector sewers in the project area are also being relocated and/or rehabilitated as part of the project.

In addition to the sanitary sewer lines there is also approximately 2,600 lf of 8” & 12” diameter watermain within the area of the bridge project requiring relocation.

Project History

On July 21, 2010, the City Commission authorized staff to advertise a Request for Proposals for Design and Construction Phase Engineering Services for 23^rd Street KDOT bridge Replacement Utilities Relocations. 

On August 27, 2010, in response to the Request for Proposals, staff received proposals from four (4) firms interested in the project. Proposals were received from BG Consultants; Delich, Roth, and Goodwillie; Professional Engineering Consultants (PEC), and Landplan Engineering.   

On September 28, 2010 the City Commission authorized Staff to negotiate an engineering services agreement for the project.

October 21, 2010 issued purchase order for initial services related to coordination and review with HNTB and KDOT on existing and pending bridge plans for the purpose of setting construction boundaries and acceptable construction methods.

On January 25, 2011 the City Commission authorized the City Manager to execute an engineering services agreement with PEC for engineering and property acquisition services based on the results of the initial reviews with HNTB and KDOT.

On September 27, 2011 the City Commission set at bid date for the project of October 25, 2011.   

Project Status

The project is currently advertised for bid with a bid opening scheduled for October 25, 2011. At this time the acquisition of required easements on the Haskell Indian Nations University are still pending. Staff, representatives from PEC and KDOT have been in discussions regarding phasing and project coordination as the delay in property acquisition is pushing the two project schedules to overlap. In an effort to expedite the ability of the City’s relocation contractor to begin work once a contract is awarded and executed, Staff are proposing to pre-purchase the required watermain, sanitary sewer pipe, and appurtenances; and steel casings required for the bored crossings of 23^rd Street.

Project Schedule*

Advertise for Bid                September 28, 2011

Prebid Meeting                   October 13, 2011

Bid Opening                      October 25, 2011

Award Bid                         November 1, 2011

Notice to Proceed               November 22, 2011

Substantial Completion        May 15, 2012

Final Completion                June 15, 2012

*Actual schedule dependent on completion of property acquisition and weather during construction period.

Project Funding

Funds for project design are included in the Department of Utilities 2010 rates and Capital Improvements budget. Funds for project construction are included in 2011 rates and non-bonded Capital Improvement Plan. 

Action Request

Set a bid date of October 25, 2011 for Bid Number B1150 Water and Sanitary Sewer Pipe and Appurtenances for Project UT1003CS 23^rd Street Bridge Replacement Utilities Relocation.