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CITY COMMISSION AGENDA ITEM |
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Department: |
Municipal Services & Operations |
Commission Meeting Date: December 18, 2018 |
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Staff Contact: |
Nicholas Hoyt, I/I Manager |
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Recommendations/Options/Action Requested: |
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Authorize the City Manager to execute purchase orders not to exceed $200,000 for any individual pre-qualified plumbing contractor and $1,000,000 total for all plumbing contractors for 2019 private property inflow and infiltration repairs associated with the Rapid Inflow and Infiltration Reduction Program (CIP #UT9909). |
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Executive Summary: |
The 2012 Wastewater Master Plan and Capital Improvements Program recommended a Rapid Inflow and Infiltration (I/I) Reduction Program within the area of the City that generally flows by gravity to the Kansas River WWTP (KRWWTP).
A voluntary program was established to identify and repair cost-effective private property sources. The types of sources targeted include sump pumps, foundation drains, area/stairwell/driveway drains, and defective cleanouts that direct rain and groundwater directly into the sanitary sewer system. After program staff has identified a source and City staff approves it as cost-effective, the property owner selects a pre-qualified plumbing contractor to complete the repair at the City’s cost. All repairs are invoiced on previously negotiated unit rates with detailed specifications for each type of repair. Besides providing program oversite, property owner consultations, and building permit inspections, Municipal Services & Operations (MSO) Department staff complete minor repairs such as cleanout cap replacements.
A total of eight area plumbers are currently pre-qualified and under contract to complete major repairs under the program. The number of projects assigned to each pre-qualified plumbing contractor can fluctuate depending on the number of sources approved for repair and the individual property owner’s plumber selection.
Due to the variation in work assignments resulting from the private property owners’ ability to select their preferred plumbing contractors, total yearly expenditures have varied between $75,000 and $200,000 per pre-qualified plumbing contractor. Efficient management of the variations in these contracts requires flexibility in processing purchase orders and change orders. The recommended action would set a maximum yearly total of $200,000 per pre-qualified plumbing contractor and $1,000,000 combined for all plumbers through the end of 2019. This would improve the efficiency with which these contracts are managed. The request is funded within the $2.94 million adopted budget for this project.
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Strategic Goal Area: |
Innovative Infrastructure and Asset Management Commitment to Core Services Collaborative Solutions |
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Fiscal Impact (Amount/Source): |
The 2019 Rapid I/I Reduction Program (CIP #UT9909) is funded in the 2019 Capital Improvement Program (CIP) ($2.94 million). The recommended action would result in encumbrances not to exceed $1,000,000 of the funds budgeted for this project and authorization for the City Manager to approve purchase orders up to $200,000 per contract on an as-needed basis. Approval does not guarantee 100 percent of the encumbered funds will be spent on the plumbing contracts, but it improves the efficiency of the management of these contracts. |
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Attachments: |
Private Property I/I Repairs Fee Schedule |
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Previous Agenda Reports: |
September 4, 2018 Consent Agenda #5 Authorize the City Manager to execute Supplemental Agreement No. 5 to the existing Engineering Services Agreement, in the amount of $619,742 with TREKK Design Group, LLC for CIP UT9909 Rapid Inflow and Infiltration Reduction. Staff Memo & Attachments
January 8, 2018 Consent Agenda #6 Authorize the City Manager to execute purchase orders in an amount not to exceed $200,000 for any individual pre-qualified plumbing contractor, and $1,000,000 total for all plumbing contractors for 2018 private property inflow and infiltration repairs associated with Project No. UT1305 - Rapid Inflow and Infiltration Reduction Program (CIP #UT9909). Staff Memo & Attachments |
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Reviewed By: (for CMO use only) |
☐TM ☐DS ☐CT ☒BM |