HomeMy WebLinkAbout05-08-17 City Commission Packet Materials - C4. Amendment 1 with AE2S for Lyman Creek Project
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Brian Heaston, Project Engineer
Craig Woolard, Director of Public Works
SUBJECT: Authorize the City Manager to execute Amendment No. 1 to the Professional
Services Agreement with the firm of AE2S for the Lyman Creek Water System project.
MEETING DATE: May 8, 2017
AGENDA ITEM TYPE: Consent
RECOMMENDATION: Authorize the City Manager to execute Amendment No. 1 to the
Professional Services Agreement with the firm of AE2S for the Lyman Creek Water System
project.
BACKGROUND: On August 24, 2015, the City Commission approved a Professional Services
Agreement (PSA) with the firm of AE2S to perform professional engineering services for the
Lyman Creek water system. The original scope of the PSA called for a two-phase project – an
initial study phase, and a follow-on implementation phase - at a total negotiated cost of
$311,511. Funding for the respective phases was allocated in the approved Water Fund CIP and
water treatment plant annual budget, with Phase 1 funded at $80,869 in FY16, and Phase 2
funded at $260,000 in FY17. More specifically, Phase 1, completed in January 2017, consisted
of a geologic evaluation of the Lyman Creek aquifer formation, analysis of historical Lyman
Spring production data, development of a drilling plan for an exploratory well into the aquifer
formation, and a report containing study conclusions and recommendations for Phase 2
implementation. Phase 2 was originally scoped and budgeted to implement the exploratory well
drilling plan, and to perform aquifer testing. When the project was first scoped, it was believed
that a well was a viable means to significantly enhance production of the Lyman source – said
enhancement being a key component of the adopted Integrated Water Resources Plan.
Phase 1 study conclusions and recommendations has led to a change in direction for Phase 2
implementation as originally envisaged and described above. Amendment No. 1 to the PSA,
attached, captures these changes by replacing the exploratory well drilling and aquifer testing
scope with an instrumentation and controls project that will enhance the diversion efficiency of
existing water diversion infrastructure as well as provide remote operational control of the
Lyman Creek water system. The proposed controls project is a new implementing tactic and
stays true to the overall project objective, and the IWRP, as it enhances the Lyman source as
further described below.
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Current diversion operations are inefficient and require that operators manually set diversion
rates at levels that prevent air from entering the Lyman Transmission Main, which requires water
to overflow back to the head of Lyman Creek. During winter months, the spring diversion is not
accessible by wheeled vehicles, which hampers operational control during the lengthy winter
season. The instrumentation and controls project will provide for automatic and remote setting
of diversion rates at a moment’s notice by operators located at the control room of the Sourdough
Water Treatment Plant. The enhanced diversion efficiency and operational control will eliminate
having to overflow water back to the creek while also keeping air from entering the transmission
main.
The Phase 1 study concludes that an additional 700 acre-feet of water could be accessed by
drilling a production well into the Lyman Creek aquifer formation at an estimated cost of nearly
$2.4mln under the assumption that the exploration well and aquifer testing yielded favorable
results. For comparison, installation of instrumentation and controls that automate water
diversions and eliminate overflows could add 400-500 acre-feet of water at an order of
magnitude less expense. The controls project is a cost effective, low risk option that enhances
the supply volume of the source at levels approaching that of the well.
Amendment No. 1 provides for project design, bidding, construction administration, and
inspection of the instrumentation and controls project at a negotiated cost of $57,129. This
leaves just over $200,000 in funding for construction from the $260,000 available in FY17 for
the Phase 2 implementation of the Lyman Creek project. This amount is currently anticipated to
be sufficient to cover the construction costs.
FISCAL EFFECTS: The approved FY17 WTP budget provides a specific $260,000 line item
for professional services for project W67, the Phase 2 implementation of the Lyman Creek
project. Sufficient funding is available to complete the work scoped in Amendment No. 1. It is
currently anticipated that sufficient funding will remain to complete construction of the project.
ALTERNATIVES: As suggested by the Commission
ATTACHMENTS: Amendment No. 1 to Professional Services Agreement with AE2S
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