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 Mike Lawless, Assistant Director of Utilities Beth Krishtalka, Assistant to Director Mark Hegeman, Utilities Operations Superintendent Dave King, Utilities Maintenance Superintendent
	December 2, 2011
RE:	Agenda Item – Revised the Bid Date for Bid Number B1156, Project UT0906DS Kaw Water Treatment Plant Large Valve Replacement

Please include the following item on the City Commission agenda for consideration at the December 6, 2011 meeting:

Revise the bid date for Bid Number B1156, Project UT0906DS Kaw Water Treatment Plant Large Valve Replacement from December 6, 2011 to December 13, 2011.

Project Details

Through the valve exercising program Utilities Department staff have identified large diameter water distribution system isolation valves at various locations that either do not operate, or operate but do not fully seal. These valves are typically 16” in diameter or larger and on water transmission lines of similar diameters. Because there are fewer connecting watermains, and the operational need to isolate a larger diameter water transmission main is infrequent, the number of valves on large diameter water transmission mains are fewer and are located at greater distances apart than those on the smaller water mains that make up the bulk of the water distribution system. This makes the need for each available valve to be fully operational critical to allow timely shutdown in the event of an emergency.

The current project scope is designed to address the replacement of four (4) inoperable valves on the Kaw Water Treatment Plant Central Service high service pump discharge transmission mains. These four first tier valves are critical in the event the Kaw WTP needs to be isolated from the transmission system. The project scope replaces four (4) 16” to 24” diameter butterfly valves, 360 linear feet of 24” diameter cast iron transmission main, and two (2) 24” diameter check valves. The two 24” butterfly and check valve combinations date to 1955 and 1958 and are in concrete vaults within the 3^rd Street right-of-way. The 24” diameter transmission main dates to 1955 and 1958, and the two 16” butterfly valves in Indiana St. date to 1954 and the early 1900’s.

The concrete vaults will be demolished eliminating a confined space hazard for staff and cleaning up the surface area in the right-of-way. The new butterfly valves will be a direct-bury type with only a standard valve box visible at grade. The two existing check valves will be replaced with a single check valve installed on the high service pump discharge within the Kaw WTP building. The 24” diameter transmission main will be replaced with 36” diameter pipe. Fittings will be installed at the intersection of 3^rd and Indiana to facilitate the future extension of the 36” diameter Kaw Water Treatment Plant Transmission Main through North Lawrence and onto Southeast Lawrence. Project map and photos attached.

Project Timeline

May 2011 – Staff met with BG consultants to discuss options for isolation and replacement of first tier plant valves.
June 2011 – BG Consultants submitted a draft agreement, containing scope and fee estimates, as a supplement to the existing engineering services agreement for construction of public improvements between the city and BG Consultants.
September 2011 – BG Consultants submitted a Design Report and construction estimate for the project.
October 2011 – plans and specifications were submitted by BG Consultants for review.
November 2011 – final plans and specifications submitted.

Project Status

BG Consultants have completed final plans and specifications and the project is ready to bid. All proposed work is within the right-of-way and no additional easement acquisition is necessary. Department of Utilities Staff have met with the adjacent property owners along 3^rd Street to review the project, and advise them of the construction schedule and access limitations to their property during construction.

A mandatory prebid was held Tuesday 11/28 and based on feedback and questions from the contractors an addendum was issued with modifications to plans. At this time several contractors are requesting additional time to address the items clarified and to accommodate the fact that there are several other large bids in the area being let early next week. Moving the bid date will allow for a larger, more competitive number of bidders and does not have a negative impact on the overall project schedule.

Project Schedule*

Advertise for Bid November 16, 2011

Bid Opening December 13, 2011

Award Bid December 20, 2011

Notice to Proceed January 9, 2012

Substantial Completion March 23, 2012

Final Completion April 13, 2012

Project Funding

Funds for project are currently available in both the 2011 Operations and Maintenance and Capital Improvements Project budgets. Department staff will be analyzing the available year end O&M budget between and the award of the bid. The agenda memo requesting the award of the bid will identify the final funding source for the project.

Action Request

Revise the bid date for Bid Number B1156, Project UT0906DS Kaw Water Treatment Plant Large Valve Replacement from December 6, 2011 to December 13, 2011.