Memorandum

City of Lawrence

Utilities Department

TO:	David L. Corliss – City Manager Cynthia Wagner - Assistant City Manager Diane Stoddard - Assistant City Manager
FROM:	John Shutak – Utilities Engineer
CC:	Dave Wagner – Director of Utilities Philip Ciesielski – Asst. Director of Utilities Mike Lawless – Asst. Director of Utilities Beth Frailey Krishtalka – Assistant to Director Bob Brower – Utilities Operations Superintendent
Date:	June 25, 2013
RE:	July 02, 2013 Agenda Item – Authorize the City Manager to execute an engineering services agreement for design phase engineering services for project UT1309DS, 23^rd Street Waterline Replacement.

Please include the following item on the City Commission Agenda for consideration at the July 02, 2013 meeting:

Authorize the City Manager to execute an engineering services agreement with Professional Engineering Consultants for design phase engineering services in the amount of $86,833.00 for project UT1309DS, 23^rd Street Waterline Replacement, Phases I and III.

Project Description:

Staff have identified the ongoing need for the relocation and replacement water distribution infrastructure due to conflicts with proposed street improvement projects, pipe age, reliability, water quality and capacity issues. In previous years, 2009-2011, the waterline replacement program targeted the replacement of over 13,000 feet of 8” and 12” waterlines along Iowa Street from 9^th to University, Orchard Lane from Centennial to Iowa, Kentucky Street from 12^th to 19^th, 9^th Street from Vermont to Tennessee, 18^th Street from Tennessee to Kentucky, 13^th Street from Tennessee to Vermont and Wimbledon Drive from Inverness to Crossgate. Department Staff also self performed several smaller waterline replacements during this period.

Project History:

The 1967 12” cast iron waterline on Bob Billings Parkway from Kasold Drive to Quarry Lane and the 12” cast iron waterline on 19^th Street from Maple Lane to Harper Street, as shown on the attached maps, were included as part of project UT1105DS - 2012-2013 waterline relocation program. The Bob Billings Parkway waterline replacement project is currently under construction by RD Johnson excavating and is planned to be completed by August 16, 2013. The 19^th Street project was recently awarded to Nowak Construction Company and is planned for completion in September of 2013 in advance of the planned resurfacing of the roadway as part of the 2014 mill and overlay program.

Also included as part of project UT1105DS – 2012-2013 waterline relocation program, Department of Utilities staff and Professional Engineering Consultants completed a preliminary design report, which established viable alternatives for alignment, project prioritization, construction cost estimates, and sequencing that will align with planned street rehabilitation work and budgeted funding. Project locations that were included within the preliminary design report are as follows:

• 23^rd Street, Iowa Street to Louisiana Street (8” Cast Iron, 1956)
• North Iowa Street, Riverridge to Lakeview (12” Cast Iron, 1957)
• Mississippi Street 3^rd Street to 9^th Street (8” Cast Iron, 1916)
• Ellis Drive, 19^th Street to Irving Hill Road (10” Cast Iron, 1957)
• Lawrence Avenue, 27^th Street to 31^st Street (12” Cast Iron, 1978)
• Arkansas Street, 2^nd Street to 4^th Street (6” Cast Iron, 1958)

The assessment study evaluated the 23^rd Street project in three phases, as shown on the attached map, 1) Alabama to Louisiana; 2) Alabama to Ousdahl; and 3) Ousdahl to Iowa. Phases I and III were identified in the assessment study as the second priority for replacement due to the high economic impact from loss of service (Phases I and III); frequency of main breaks (Phase I), age (1956 cast iron in Phase I); low serviceability as there are minimal in line valves that can be used to maintain water service during repairs (Phase I); and conflict with upcoming intersection improvements at 23^rd & Iowa and storm sewer improvements at 23^rd & Ousdahl (Phase III).

Phase II of the 23^rd Street waterline replacement was ranked as the fifth overall priority and will be designed and constructed in coordination with planned roadway improvements as part of the ownership transfer of the 23^rd Street/K-10 corridor from KDOT to the City following the completion of the South Lawrence Trafficway currently scheduled to bid in September of 2013.

Project Details:

As part of project UT1105DS – 2012-2013 waterline replacement program, the City executed an Engineering Services Agreement with four supplemental agreements, at the request of Department of Utilities staff and with the approval of City Commission, with Professional Engineering Consultants. Staff previously identified the plan to extend the contract with Professional Engineering Consultants based on satisfactory performance. Department of Utilities staff have been satisfied with the performance of Professional Engineering Consultants and have negotiated a scope of services and fee for the 23^rd Street Waterline Replacement, Phases I and III.

The proposed scope and fee for design phase engineering services in the amount of $86,833.00 is commensurate and appropriate for the project. The fee includes basic A/E design services in the amount of $77,650.00 as well as non-basic A/E services related to geotechnical sub-consultant coordination, permitting, and advertising and bidding in the amount of $9,183.00.

The table below reflects the proposed fee components in relation to preliminary construction cost estimates.

Estimated Construction Cost:                                                $990,000.00

Basic A/E Design Phase - % of Construction:                 7.8%

Non-Basic A/E Design Phase - % of Construction:           0.9%

Total ESA - % of Construction:                                    8.7%

The basic A/E design phase ESA amount as a percentage of estimated construction cost of 7.8% is below the recommended amount of 8.03% per the design fee guideline adopted by the City of Lawrence on January 11, 2011. Additional non-basic A/E services itemized within the scope and fee include geotechnical sub-consultant coordination, project permitting, and services related to advertising and bidding.

Project Funding:

The project will be funded from the Department of Utilities bonded construction fund as authorized per resolution 7019. The adopted Capital Improvement Project Scenario 5 budget allocates a total of $12,666,500.00 for the 2013-2017 period.

Action Request:

Authorize the City Manager to execute an engineering services agreement with Professional Engineering Consultants for design phase engineering services in the amount of $86,833.00 for project UT1309DS, 23^rd Street Waterline Replacement, Phases I and III.

Thank you for your assistance. Please advise if you have any questions.