Memorandum

City of Lawrence

Utilities Department

TO:	Diane Stoddard – Interim City Manager Casey Toomay - Assistant City Manager Brandon McGuire – Assistant to the City Manager
FROM:	Nicholas Hoyt – I/I Manager
CC:	Dave Wagner – Director of Utilities Mike Lawless – Deputy Director of Utilities Philip Ciesielski – Assistant Director of Utilities Beth Krishtalka – Assistant to Director Bob Brower – Utilities Operations Superintendent
Date:	December 22, 2015
RE:	Execute Supplemental Agreement No. 2 to the Existing Engineering Services Agreement for Project UT1402 City of Lawrence Flow Monitoring Program for 2016 sanitary sewer flow monitoring services.

Background

The City of Lawrence is implementing a Rapid Inflow and Infiltration (I/I) Reduction Program. The objective of the Rapid I/I Program is an overall 35% reduction of I/I within the project area. This will amount to removal of approximately 19 MGD of peak I/I occurring during the 10-year design storm. Reducing I/I by 35% eliminates the need to construct projects that address system capacity deficiencies in the Burroughs Creek interceptors and the need for wet weather treatment capacity expansion at the Kaw WWTP.

The flow data collected as part of this project will be used to determine the effectiveness of the Rapid I/I Reduction Program, perform sewer system capacity assessment, characterize flows within basins, address wet weather problems, calibrate/verify the sanitary sewer model, and guide I/I removal efforts moving forward.

Project History

On March 25, 2014, the City Commission authorized the City Manager to Execute an Engineering Services Agreement, in the amount of $179,595 with George Butler Associates, Inc. for 2014 services associated with UT1402 – City of Lawrence Flow Monitoring Program. On December 16, 2014, the City Commission authorized the City Manager to Execute Supplemental Agreement No. 1, in the amount of $198,644 with George Butler Associates, Inc. for 2015 services associated with UT1402 – City of Lawrence Flow Monitoring Program.  

Project Status

Staff has negotiated an appropriate scope and fee for 2016 flow monitoring services at 29-flow monitoring and 5 rainfall-monitoring locations. The scope for the 2016 project includes:

• Temporary flow monitoring at 24 sites for 90 days (3/15/2016-6/15/2016) with an optional 30 days (6/16/2016-7/16/2016).
• Permanent flow monitoring with cell based telemetry and online data access at 4 sites for 167 days (1/1/2016-6/15/2016) with an optional 30 days (6/16/2016-7/16/2016).
• Permanent flow monitoring with cell based telemetry and overflow alarming at one site for 366 days (1/1/2016-12/31/2016).
• Servicing City owned rain gauges with cell based telemetry at 5 sites for 366 days (1/1/2016-12/31/2016).
• All related field activities including site investigation, equipment servicing, manual verification and meter calibration.
• QA/QC reporting and data submittals.
• Flow data analysis and final reporting.

Flow monitoring services will be required throughout the 8 year Rapid I/I Reduction Program. If the service provided by the consultant is satisfactory to the City and the consultant is willing, staff anticipates that a flow monitoring contract will be negotiated each year with George Butler Associates, Inc. The contract scope will vary yearly adjusting to the needs of the program.  

A summary of the project ESA is provided below:

Original ESA for 2014 Services:	$179,595
Supplemental Agreement No. 1 for 2015 Services	$198,644
Supplemental Agreement No. 2 for 2016 Services	$205,284
New Contract Amount:	$583,523

Project Funding

The project is included in the Department of Utilities 2016 Operations and Maintenance Budget and 2016 Capital Improvement Budget.

Action

Authorize the Interim City Manager to execute Supplemental Agreement No. 2 in the amount of $205,284 with George Butler Associates, Inc. for Project UT1402 City of Lawrence Flow Monitoring Program for 2016 sanitary sewer flow monitoring services.