Memorandum

City of Lawrence

Utilities Department

TO:	Thomas M. Markus – City Manager Diane Stoddard – Assistant 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:	June 9, 2016
RE:	Authorize City Manager to execute Supplemental Agreement No. 3 to the Existing Engineering Services Agreement for Project UT1305 Rapid Inflow and Infiltration Reduction.

Project Status

The Rapid Inflow and Infiltration Program has been implemented using a phased approach as shown in the attached map. Public sector field investigations have been completed in the Phase 1, 2, and 3 areas to identify structural and I/I defects in the City’s sanitary sewer system. Public sector field investigations included comprehensive manhole inspections, visual pipe inspections, smoke testing of sewer lines, and main line closed circuit television (CCTV) inspection.

Private sector field inspection activities are completed in the Phase 1 and Phase 2 areas and are ongoing in Phase 3. The goals of the private sector field inspections are to locate, quantify, and evaluate I/I entering the City’s wastewater collection system. Private plumbing evaluations have been successfully completed in 89% of Phase 1, 80% of Phase 2 and 63% of Phase 3. Phase 3 private plumbing evaluations are ongoing and should be completed in the summer of 2016. Approximately 300 private plumbing evaluations have been completed in areas designated as future Ecoflow Phases and approximately 225 private plumbing evaluations have been completed outside the Ecoflow Project area.

Staff has negotiated an appropriate scope and fee for the next phase of the Rapid I/I Reduction Program. The fee for this phase of services is $656,158. The scope includes work in both the Phase 4 and Phase 5 areas. The Phase 4 scope of work includes the following:

• Public sanitary sewer system investigations which includes 481 manhole inspections, 5 public sector dye tests, and 18,000 feet of CCTV inspections
• Continuing the Private I/I Abatement Program which includes building inspections for 974 buildings and 100 private sector dye tests
• Private I/I disconnect program for 351 buildings

The Phase 5 scope of work includes smoke testing approximately 98,000 feet of sanitary sewer. Phase 5 private plumbing evaluations and other public sector investigation work is anticipated to begin in 2017 and will be completed under a future agreement.

Background/Project Description

The 2012 Wastewater Master Plan and Capital Improvements Program recommend the implementation of 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 area. This area has the largest influence on the peak wet weather flows at the Kaw WWTP. Reducing I/I by 35% eliminates the need to construct projects that address system capacity deficiencies in the Burrough’s Creek interceptors and the need for wet weather treatment capacity expansion at the Kaw WWTP.

The Rapid I/I Program will study, rehabilitate, and monitor the public and private sanitary sewer systems in the entire identified area. The program has started with a Sanitary Sewer Evaluation Study (SSES) of the area shown as Phase 1, 2 and 3.

On July 2, 2013, the City Commission authorized the City Manager to Execute an Engineering Services Agreement, in the amount of $1,228,934 with TREKK Design Group, LLC for Phase 1 of Project UT1305 Rapid Inflow and Infiltration Reduction. The scope of this contract was reduced during Phase 2 and 3 with a total savings of $413,774.

Staff negotiated an appropriate scope and fee for Phase 2 of the program with a total cost of $782,655. Phase 2 services included scope reductions from the Phase 1 Engineering Services Agreement that resulted in cost savings totaling $373,774. On September 16, 2014, the City Commission authorized the City Manager to Execute Supplemental Agreement No. 1 in the amount of $408,881 with TREKK Design Group for Phase 2 of Project UT1305 Rapid Inflow and Infiltration Reduction.

Staff negotiated an appropriate scope and fee for Phase 3 of the program with a total cost of $762,886. Phase 3 services included scope reductions from the Phase 1 Engineering Services Agreement that resulted in cost savings totaling $40,000. On July 28, 2015, the City Commission authorized the Interim City Manager to Execute Supplemental Agreement No. 2 in the amount of $722,886 with TREKK Design Group for Phase 3 of Project UT1305 Rapid Inflow and Infiltration Reduction.

A summary of the project ESA is provided below:

Original ESA for Phase 1 Services:	$1,228,934
Supplemental Agreement No. 1 for Phase 2 Services: ($782,665-$373,774 Savings from Phase 1)	$408,881
Supplemental Agreement No. 2 for Phase 3 Services: ($762,886-$40,000 Savings from Phase 1)	$722,886
Supplemental Agreement No. 3 for Phase 4 Services:	$656,158
New Contract Amount:	$3,016,859

Project Funding

The project is included in the Department of Utilities 2016 Rate Plan and Capital Improvement Program.

Action

Authorize City Manager to Execute Supplemental Agreement No. 3 in the amount of $656,158 with TREKK Design Group, LLC for Project UT1305 Rapid Inflow and Infiltration Reduction.