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
	November 2, 2011
RE:	Agenda Item – Authorize the City Manager to Execute a Supplemental Agreement to the Engineering Services Agreement with Professional Engineering Consultants for Project UT1003CS, 23^rd Street Bridge Replacement Utilities Relocation

Please include the following item on the City Commission agenda for consideration at the November 8, 2011 meeting:

Authorize the City Manager to Execute Supplemental Agreement No.1 in the amount of $31,894.00 to the Engineering Services Agreement with Professional Engineering Consultants for Construction Phase Engineering Services 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 a bid date of October 25, 2011.

Project Status

The project construction and material acquisition have been advertised, bid and the award of the contracts have been placed as separate items on this City Commission Agenda concurrent with this request.

Department of Utilities staff have negotiated a construction phase engineering services agreement in the amount of $31,894.00. The fee negotiated represents 2.2% of the bid construction and materials costs. The negotiated scope and fee includes material submittal reviews; contract administration support including RFI’s, change orders and design clarification requests; critical milestone inspection services and construction schedule coordination particularly once KDOT’s bridge contractor is working concurrently at the site. These services are in support of Department of Utilities Engineering Staff daily inspection and construction administration activities.

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