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 Dave King – Utilities Maintenance Superintendent
Date:	April 4, 2013
RE:	Agenda Item – Authorize Change Order 2 to the existing purchase order with Siemens Industries in the amount of $14,943.00 for a new total of $51,769.00 for Emergency Traveling Screen Rehabilitation and authorize the purchase of additional traveling screen parts from Siemens Industries in the amount of $5,000.00.

Please include the following item on the City Commission Agenda for consideration at the April 9, 2013 meeting:

Authorize Change Order 2 to the existing purchase order with Siemens Industries in the amount of $14,943.00 for a new total of $51,769.00 for Emergency Traveling Screen Rehabilitation and authorize the purchase of additional traveling screen parts from Siemens Industries in the amount of $5,000.00.

Project Description

Kaw Water Treatment Plant Low Service Pump Station 2 Improvements

The Kaw Water Treatment Plant Sand Screen is part of the raw water intake and Low Service Pump Station 2 pumping system at the Kaw WTP. The screen is installed to intercept debris ahead of the raw water pumps. The screen was installed in 1988 and due to the hostile service environment has reached the end of its reliable service life. The equipment was out of service on multiple occasions the summer of 2012 due to drive system failures. During the process of repairs it was found that a number of direct replacement parts for the motor and gearbox system are no longer available. In March 2012 Staff coordinated an inspection of the Sand Screen by a representative of the manufacturer Siemens. Based on the inspection an aggressive rehabilitation of the equipment and replacement of worn parts is proposed while maintaining the existing structural frame. As part of the project the replacement of several raw water piping isolation valves, structural repairs to the concrete operating floor and replacement of deteriorated discharge pipe joint restraints will be performed.

Due to long lead times, 8 – 10 weeks, the desire to complete the work by Summer 2013, and the proprietary nature of the parts, in December the City pre-purchased the parts required for the rehabilitation from the equipment manufacturer Siemens Industry Inc.

Project History

On February 19, 2013 the City Commission authorized the City Manager to Execute a Contract with Siemens Water Products in the amount of $32,798.00 for Emergency Traveling Screen Rehabilitation Services.

Project Status

Siemens staff mobilized on site on Monday April 1, 2013, and on Tuesday April 2, 2013 began disassembly of the traveling screen. On Wednesday April 3, 2013 during disassembly of the traveling screen additional chain rails and an intermediate frame panel exhibiting excessive corrosion we found. These parts were not accessible during the initial inspection performed by Siemens in March 2012 upon which the originally authorized parts and labor purchases were based.

The location of the parts to be replaced requires the removal of the traveling screen head unit and intermediate frame sections not included in the previous quotation. The additional labor will be billed at an actually daily rate not to exceed $14,943.00 per Siemens quote. The additional parts have been quoted by Siemens at $3,360.00. The requested purchase order is in the amount of $5,000.00 with the balance estimated for freight which will be billed at the actual cost. The traveling screen is currently out of service, the Kaw WTP is running at partial capacity on temporary pumping and Siemens is on site performing the work. Based on these issues and the need to execute the work as quickly as possible to return the Kaw WTP to full capacity, Siemens was given authorization to proceed with the additional work on Thursday April 4, 2013.

Project Funding

The projects are included in the Department of Utilities 2012 Rate Plan and Capital Improvement Program.

Requested Action

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