Memorandum

City of Lawrence

Utilities Department

TO:	David L. Corliss – City Manager Cynthia Wagner - Assistant City Manager Diane Stoddard - Assistant City Manager
FROM:	Philip 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
DATE:	February 28, 2013
RE:	March 5, 2013 Agenda Item – Authorize the City Manager to execute Supplemental Agreement No. 1 to the existing Engineering Services Agreement with HNTB for Additional Watermain Scope for Project UT1205 South Lawrence Traffic Way Utility Relocations

Please include the following item on the City Commission Agenda for consideration at the March 5, 2013 meeting:

Authorize the City Manager to execute Supplemental Agreement No. 1 to the existing Engineering Services Agreement with HNTB in the amount of $59,004.00 for Design, Bid and Construction Phase Engineering Services for Additional Watermain Scope for Project UT1205 South Lawrence Traffic Way Utility Relocations.

Project Description

The project consists of the construction of approximately 3,700 linear feet of new 12” diameter watermain in the area of 31^st and Louisiana as shown on the attached map. There is currently no watermain along the shown alignment and the proposed watermain will connect the current dead ends on Louisiana and 31^st Street. Executing the project at this time allows the design and construction to be coordinated with the construction activities associated with the South Lawrence Traffic Way, the realignment of Louisiana and 31^st Streets and the construction of drainage improvements in the area.

The watermain will complete the distribution system loop in this area and provide points of connection for future development along 31^st Street. The City will recoup a portion of the project costs via the Front Footage policy at the time developments make connection to the watermain.

Project History

Department of Utilities staff have been coordinating with KDOT and HNTB for water and sanitary sewer utility relocations required for the construction of the SLT in the areas of 31^st and Haskell, and 31^st and Louisiana. Due to construction phasing requirements the 31^st and Haskell area relocations are being designed by HNTB within their SLT design contract with KDOT. The construction of these relocations will be bid within the KDOT SLT plans and paid for by the City.

Early direction from KDOT was that the relocations required in the area of 31^st & Louisiana would also be executed in this manner. After further consideration KDOT has directed the City to execute the design and construction of these relocations independently, and ahead of the SLT construction. KDOT’s reasoning being that these relocations are not contingent upon the completion of SLT required construction activities as are the relocations at 31^st & Haskell. HNTB is currently under contract with the City for design and construction phase engineering services related to approx. 4,000 linear feet of 24” diameter gravity sanitary sewer interceptor and 600 linear feet of forcemain in this area.

Project Status/ Details

As additional details related to the design and construction of relocated 31^st Street and Louisiana Street have become available it has become apparent that the design and construction of the proposed watermain is best executed at this time and coordinated with the ongoing KDOT design and construction work.

Staff have negotiated a scope and fee with HNTB for design, bid and construction phase engineering services for the required watermain construction. HNTB was originally selected for the sanitary sewer work in the area based on their status as KDOT’s design engineer for the SLT and the additional work being carried out on the 31^st and Haskell relocations. HNTB’s current design efforts with KDOT and the City provide them access to all of the ongoing SLT survey and design information. Timely access to this information and comprehensive knowledge of the design and construction sequencing of the SLT are critical to the ability to design the required relocations.

The table below reflects the proposed Supplemental Agreement No.1 fee components in relation to estimated watermain construction costs provided by HNTB for evaluation by City staff.

Estimated Construction Cost	$504,000.00
Design Phase	$44,625.00	8.9%*
Bidding Phase	$3,471.00	0.7%
Construction Phase	$8,523.00	1.7%
Survey Services	$2,115.00	1.0%
Total ESA - % of construction	$59,004.00	11.7%

*Based on the Design Fee Curve a project with a construction cost of $500,000.00 would have a Basic Design Phase Engineering Services Fee of approx. 9.25%. While the project design and construction are complicated by its coordination with the needs of the SLT project the proposed design fee for this project is slightly lower than per the Fee Curve. Some economies were gained by combining this project with the current contract for the sanitary sewer relocations.

In addition to Design services the Supplemental Agreement includes fees for ground survey work, easement documents, and bid and construction phase services. Due to project timing issues the design and bidding services also provide for the potential of releasing the project as two contracts. One contract would be for the sanitary sewer line which crosses the 31^st Street corridor and may require the pre-consolidate fill and pier construction, and a second contract for the standard trenched construction on the majority of the line to west and the watermain.

Staff anticipate completing the design phase and having the project ready to bid in early 2013 for construction completion during 2013 - 2014.

Project Funding

Funding for the project will be from the Department of Utilities non-bonded construction fund.

Action Request

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