Memorandum

City of Lawrence

Public Works

TO:	Tom Markus, City Manager
FROM:	Charles Soules, Public Works Director Tammy Bennett, Assistant Public Works Director
CC:	Kathy Richardson, Solid Waste Manager
DATE:	June 10, 2017
RE:	Professional Services Agreement with Bartlett & West for Phase 2 of the Solid Waste Facility on Kresge Road

Background

In 2014, the City of Lawrence acquired the property at 2201 Kresge Road for the purpose of combining solid waste operations in a single location. The project was designed for phased implementation. Phase 1 included improvement to the northern portion of the property, construction of a 5100 sq. ft. Household Hazardous Waste facility (HHW), realignment of drainage ditch on the west, and construction of new stormwater detention basin to serve the entire site. Phase 1 was completed in late 2015. The first HHW appointments started in April 2016.

Phase 2 focuses on the areas needed to consolidate operational staff at this site. When complete, trucks and staff will be moved from the structure at 1140 Haskell (which is in the floodway) and from the Solid Waste Annex North. Phase 2 will incorporate changes to the building on-site (former Penske shop), and include construction of a building expansion to house operational staff. The facilities will include restrooms, locker rooms, and a dual-purpose training/employee area. Preliminary planning work for this phase was completed with the original project design.

On April 19, 2016, the City Commission authorized staff to solicit proposals for professional services for the design of the solid waste facility, phase 2, on Kresge Road. On May 24, 2016, the City Commission authorized staff to negotiate a scope of services with Bartlett & West for this development.

Project Description and Scope

The scope of services for phase 2 of the solid waste facility will include:

· Design of an office addition with crew spaces, approximately 10,000 sf

· Remodel of existing spaces (small office, shop areas), approximately 9,650 sf

· Specifications for pre-engineered structure to the east of the shop for cart storage, approximately 2,400 sf

· Completion of internal roadways, employee, and truck parking and related improvements

· Design bid alternate for canopy over approximately 38 truck parking spaces

The professional service fees will total $182,890, including the alternates listed above. The design fees meet the design fee guidelines for the City of Lawrence.

Services included in the professional design fees include:

· Project management and coordination

· Administrative site plan amendment, if required (minor change only)

· Site design and construction documents

o Internal parking lot and drive lane design

o Detailed plans for all utility connections

o Staking / dimension plan

o Grading plan

o Erosion control

o Landscaping detail for this phase

o Site specific detail plan

o City standard detail plan

o Internal design meetings with City staff

o NOI (Notice of Intent) / land disturbance permit

· Facility construction documents (teamed with Hernly Architectural Services)

o Pre-design programming and brainstorming

o Schematic design

o Design development

o Construction documents

o Construction administration

o Structural services (loads, notes, specification, lateral load determination, foundation design, architectural coordination

o MEP services (waste / vent designs, HVAC, plumbing, lighting layout and circuits, power layout and circuits, electrical service detail)

o Wash bay facility equipment specification

o Security system performance specification

o Preliminary review of all building elements with Code officials

· Construction estimates

· Pre-construction meeting with contractors, follow-up

· Bid review

Services not included in the current scope of work:

· Construction observation (will be completed by future contract)

· Site plan amendments (more substantial than simple administrative change)

· Geotechnical testing or reports

· Building permit application

· Internal furnishings

The estimated timetable for this project will be to have all design complete and ready for bidding in January 2017.

Project Funding

Funding for professional design services of this project will be from Solid Waste Division funds that have been set aside in the Capital Improvement Reserve Fund for this purpose.

Action

Authorize City Manager to execute the Engineering Services Agreement with Bartlett & West for Phase 2 of the Solid Waste Facility on Kresge Road in the amount of $182,890.