Memorandum
City of Lawrence
Utilities Department
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TO: |
Diane Stoddard - Interim City Manager Casey Toomay Assistant City Manager Brandon McGuire Assistant to the City Manager |
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FROM: |
Troy Shaw Project Engineer |
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CC: |
Dave Wagner Director of Utilities Mike Lawless Deputy Director of Utilities Philip Ciesielski Asst. Director of Utilities Beth Krishtalka Assistant to Director Bob Brower Utilities Operations Superintendent Leah Morris Project Engineer Scott Fewins Utilities Manager |
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DATE: |
October 30, 2015 |
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RE: |
Authorize the Interim City Manager to execute engineering services agreements for Harvard Road Waterline Replacement Project UT1515, Harper Street Waterline Replacement Project UT1514, KU Power Plant Waterline Replacement Project UT1502. |
Background
Staff have identified the ongoing need for the replacement and rehabilitation of water distribution infrastructure due to pipe age, reliability, water quality, capacity issues and conflicts with proposed street improvement projects. Since the previous selection for Design and Construction Phase Engineering Services for the 2014-2015 Waterline Replacement/Rehabilitation Program approximately 25,000 feet of 8 24 waterline have been constructed or are slated to be under construction by the end of 2015. The locations of these improvements include 23rd Street from Alabama to Louisiana, 23rd Street from Iowa to Ousdahl, Mississippi from 3rd Street to 9th Street, Arkansas from 2nd Street to 4th Street, North Iowa from Lakeview to Riverridge, Avalon from 9th Street to Cambridge, Homestead from Lawrence Ave. to Lawrence Ave., 8th Street from Indiana to Kentucky, Cedarwood from 25th to 26th, Michigan from 2nd to 7th, Arkansas from 7th to 9th, Florida from 3rd to 4th, Lawrence Avenue from 27th Street to 31st Street, and at the Intersection of 10th and New York. Utilities field crews have also completed several waterline replacements during this period.
Project Description
As part of the 2016-2017 Waterline Rehabilitation Program, staff identified and prioritized a total of eight projects to be designed and constructed as listed in the table below. Projects were prioritized based on pipe age and material, reliability, pipe installation condition, capacity, and coordination with planned street improvements as well as with needs of other stakeholders including the University of Kansas and USD497.
|
Project |
Priority |
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Iowa Street from 25th Street to 27th Street |
1 |
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Harvard Road from Wellington Road to Crestline Drive |
2 |
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Harper Street from 15th Street to E. Glenn Drive |
3 |
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El Dorado Drive from Bob Billings Parkway |
4 |
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Arkansas Street from 24th Street to 27th Street |
5 |
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10th Street from Arkansas Street to Mississippi Street and Maine Street from 10th Street to 11th Street |
6 |
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Louisiana Street from 19th Street to 18th Street |
7 |
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Connecticut Street from 10th Street to 11th Street |
8 |
Iowa Street from 25th Street to 27th Street is currently under design and is anticipated to begin construction in March of 2016. Harvard Road from Wellington Road to Crestline Drive, as shown on the attached Harvard Road Waterline map, was identified as the second overall priority due the age, material, and break history of the existing pipe, a Public Works street rehabilitation project scheduled for 2016, and in order to coordinate with summer break for West Middle School. Harper Street from 15th Street to E. Glenn Drive, as shown on the attached Harper Street Waterline map, was identified as the third overall priority due to the age, material, and break history of the existing pipe and a potential Public Works street rehabilitation project.
KU Power Plant Waterline:
The waterline serving the KU Power Plant is a 16 transite (1950) waterline. The redundant waterline serving the Power Plant was an 8 cast iron (1930) waterline from Jayhawk Boulevard south along the west side of Watson Library, shown on the attached KU Power Plant map. During the reconstruction of Jayhawk Boulevard, the 8 redundant waterline was cut and capped from the main due to the street project. The existing alignment of the 8 waterline is located underneath the front lawn of Watson Library, and continues south next to the west side of the Library, as shown in the attached KU Power Plant map. This existing alignment would be problematic if a break was to occur or maintenance was necessary due to the close proximity of Watson Library. PEC was contracted to perform an initial study of potential alignments for the redundant waterline to the KU Power Plant. The proposed alignment shown provides the KU Power Plant with a redundant water supply, abandons the existing waterline in the area of Watson Library and replaces additional 1930 cast iron waterline.
City staff requested that the University participate in funding the waterline improvements for the KU Power Plant redundant waterline project based on the Universitys need for a redundant waterline, the benefit to the City in reduced operational and maintenance costs, and improvements in service redundancy. A Memorandum of Agreement (MOA) is being drafted for the cost-sharing proposal between the University of Kansas and the City for the proposed waterline replacement. A separate request for authorization and execution of the MOA will be proposed for a City Commission agenda item at a later date.
Project History
October 14, 2014, City Commission authorized Utilities Staff to Advertise a Request for Proposals, RFP R1415, for Design and Construction Phase Engineering Services for the 2016-2017 Waterline Relocation/Rehabilitation Program.
December 9, 2015, City Commission authorized Utilities Staff to Negotiate for Design and Construction Phase Engineering Services for the 2016-2017 Waterline Replacement/Rehabilitation Program with Professional Engineering Consultants (PEC).
February 24, 2015, City Commission authorized the City Manager to execute the Engineering Services Agreement in the amount of $161,500.00 with Professional Engineering Consultants (PEC) for the Project UT1425 2016-2017 Waterline Replacement / Rehabilitation Program Basis of Design Report.
October 9, 2015, Utilities Staff received the final Basis of Design Report from Professional Engineering Consultants, which includes the waterline rehabilitation project prioritization for 2016-2017.
Utilities Staff have negotiated additional Engineering Service Agreements with PEC for the next group of projects from the prioritized list above, Harvard Road, UT1515, and Harper Street, UT1514, projects in accordance with the originally stated intent to continue with PEC as the design consultant for the listed projects based on satisfactory performance. The proposed scopes of services and fees for the design of Harvard Road, project UT1515, and Harper Street, project UT1514, in the amounts of $30,749.00 and $34,980.00 are commensurate and appropriate for the projects. The fees include basic A/E design as well as non-basic A/E services related to sub-consultant coordination, permitting, and advertising and bidding.
The tables below reflect the proposed fee components in relation to preliminary construction cost estimates:
|
Harvard Road Waterline Replacement |
|
|
Estimated Construction Cost |
$383,430.00 |
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Basic A/E Design Phase Cost (% Const) |
$21,433.00 (5.6%) |
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Non-Basic A/E Design Phase Cost (% Const) |
$9,316.00 (2.4%) |
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Total ESA Cost (% Const) |
$30,749.00 (8.0%) |
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Fee Curve Recommendation (% Const) |
9.70% |
The basic A/E design phase cost as a percentage of estimated construction cost of 5.6% does not include field survey because the 2016-2017 Waterline Rehabilitation Program design report included field survey for each of eight projects to be designed and constructed as part of that program. If the field survey from the design report is included as a basic A/E design cost with the project, the basic A/E cost is 8.98% of the estimated construction cost, which is below the recommended amount of 9.70% per the design fee guideline adopted by the City of Lawrence on January 1, 2011. Additional non-basic A/E services for the project as a percentage of the estimated construction cost of 2.4% are commensurate and appropriate for the project based on historical project costs.
|
Harper Street Waterline Replacement |
|
|
Estimated Construction Cost |
$427,212.00 |
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Basic A/E Design Phase Cost (% Const) |
$24,800.00 (5.8%) |
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Non-Basic A/E Design Phase Cost (% Const) |
$10,180.00 (2.4%) |
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Total ESA Cost (% Const) |
$34,980.00 (8.2%) |
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Fee Curve Recommendation (% Const) |
9.43% |
The basic A/E design phase cost as a percentage of estimated construction cost of 5.8% does not include field survey because the 2016-2017 Waterline Rehabilitation Program design report included field survey for each of eight projects to be designed and constructed as part of that program. If the field survey from the design report is included as a basic A/E design cost with the project, the basic A/E cost is 8.43% of the estimated construction cost, which is below the recommended amount of 9.43% per the design fee guideline adopted by the City of Lawrence on January 11, 2011. Additional non-basic A/E services for the project as a percentage of the estimated construction cost of 2.4% are commensurate and appropriate for the project based on historical project costs.
|
KU Power Plant Waterline |
|
|
Estimated Construction Cost |
$256,980.00 |
|
Basic A/E Design Phase Cost (% Const) |
$21,066.00 (8.2%) |
|
Non-Basic A/E Design Phase Cost (% Const) |
$8,704.00 (3.4%) |
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Total ESA Cost (% Const) |
$29,770.00 (11.6%) |
|
Fee Curve Recommendation (% Const) |
9.97% |
The basic A/E design phase ESA amount as a percentage of estimated construction cost of 8.2% is below the recommended amount of 9.97% per the design fee guideline adopted by the City of Lawrence on January 11, 2011. Additional non-basic A/E services for the project as a percentage of the estimated construction cost of 3.4% are commensurate and appropriate for the project based on historical project costs.
Staff proposes to contract for these projects with an option to extend the contract to include additional prioritized projects with the negotiation of either a supplemental agreement or additional Engineering Services Agreement. Additional projects undertaken will be subject to funding availability and satisfactory performance by Professional Engineering Consultants.
Project Funding
The project will be funded from the Department of Utilities bonded construction fund per the adopted Capital Improvement Project Scenario 5 for the 2013-2017 period.
Action
Authorize the Interim City Manager to execute Engineering Services Agreements with Professional Engineering Consultants in the amount of $30,749.00 for Harvard Road Waterline Replacement Project UT1515, in the amount of $34,980.00 for Harper Street Waterline Replacement Project UT1514, and in the amount of $29,770.00 for KU Power Plant Waterline Replacement Project UT1502.