Memorandum

City of Lawrence

Utilities Department

TO:	David L. Corliss, City Manager Diane Stoddard – Assistant City Manager Casey Toomay – Assistant City Manager Brandon McGuire – Assistant to the City Manager
FROM:	Leah Morris, Project Engineer
DATE:	December 16, 2014
CC:	Dave Wagner – Director of Utilities Mike Lawless – Deputy Director of Utilities Philip Ciesielski – Assistant Director of Utilities Beth Krishtalka – Assistant to the Director Bob Brower – Utilities Operations Superintendent
RE:	Interchange at Bob Billings Parkway and K-10, Project Number UT1210

Background

KDOT is currently constructing an interchange at Bob Billings Parkway and K-10. The City and County entered into a City State Agreement with KDOT participating in the cost of the interchange in the amounts of $1 million (City) and $528,000 (County) in August 2013. At the August 20^th, 2013 City Commission meeting, the City Commission authorized the Mayor to sign the City State Agreement No. 157-11. This City State Agreement didn’t address any utilities relocation participation.

In October 2013, the City entered into Utility Agreement No. 006142011 with KDOT. This agreement described the sanitary sewer lines that are currently being relocated due to the Bob Billing’s Parkway Interchange construction:

Bob Billings Parkway Sanitary Sewer Relocation

Utility Agreement No. 006142011 states that KDOT is financially responsible for the costs associated with the relocation of the sanitary sewer line that crossed Bob Billing’s Parkway, due to the fact that the line was located within City owned easement. This relocation was bid by the City as UT1210 – Contract 1. At the May 27^th, 2014 City Commission meeting Kings Construction was awarded the bid, and the sanitary sewer relocation cost was $145,100. See attached map Exhibit A.

K-10 and 1500 Rd. Sanitary Sewer Relocations

Utility Agreement No. 006142011 states that the City is responsible for 100% of the costs associated with the sanitary sewer relocation across K10 and 1500 Rd., and this work would be bid as part of the KDOT Bob Billings Interchange Project. KDOT bid this project in June, and the cost for the sanitary sewer relocation was $775,000.00. See attached map Exhibit A.

Current Status

After the KDOT Project was bid, it was discovered that the City owned an additional easement located on the sanitary sewer that crossed K10. KDOT and the City discussed sharing the costs related to the sanitary sewer relocation upon discovering this additional easement. Per the proposed Supplemental Agreement No. 2, KDOT has agreed to be responsible for the costs associated with relocations that were located within the City owned easement. As noted, the total bid cost was $775,000.00, and based upon the portion of sewer in City owned easement KDOT is responsible for $285,859.75 of this total cost. See attached map Exhibit B.

Proposed Utility Agreement No.006152014 states that KDOT is responsible for the costs associated with the Bob Billings Parkway Sanitary Sewer Relocation. The total costs for design and construction for this relocation are $153,520.00.

The result of changing these agreements as recommended results in the City’s contribution for these relocation projects to be reduced by $285,859.75.

Action

1) Authorize the City Manager to sign the cancellation of Utility Agreement No. 006412011, for the sanitary sewer relocations on Bob Billings Parkway Interchange. This agreement will be replaced by Utility Agreement No. 006152014.

2) Authorize the City Manager to sign Utility Agreement No. 006152014. This agreement details the overall utility agreement with KDOT and the costs related to the sanitary sewer relocation across Bob Billings Parkway. KDOT will pay the City for 100% of this relocation cost, $153,520.00, which includes the Kings Construction bid price of $145,100 plus engineering fees of $8,420.00.

3) Authorize Mayor to sign supplemental agreement No. 2 with KDOT for the construction and costs associated with the Sanitary Sewer Relocation across K10 and 1500 Rd. The City will pay KDOT $489,140.25 for the construction of the relocations. KDOT will pay the remaining balance of $285,859.75 for this relocation. The total cost for these relocations is $775,000.00.