Recommendation
Staff recommends that the Mayor and Council award three projects to Charles P. Johnson and Associates (CPJ) via the Master Order Contract RFP #08-08 (Category J) for a total of $160,122 to survey and design water line replacements along various City streets.

Discussion
Project Description:
These projects are part of the 20-year Water Main Rehabilitation Program approved by the Mayor and Council on April 28, 2008. Specific work under this award includes survey work for group 5; and survey and design of group 6 and 7 water lines (shown below). Surveying work for the first four groups (projects) were awarded to CPJ in early April 2008 under Master Order Contract RFP #08-08 (Category J), as the dollar amount involved had not yet met the requirement for Mayor and Council approval.

This will complete the award of all survey and design work for the first seven groups, which represents approximately three to four years of upcoming construction activity. At this time staff plans to design the groups 1-5 using in-house staff. These initial groups of work are in accordance with the previously developed water line replacement priorities.

Group 1 (Surveying) $51,760
1. Crawford Drive
2. Thornden Road
3. Rockland Avenue
4. Broadwood Avenue, South

Group 2 (Surveying) $12,048
5. Orchard Way, South
6. Kersey Lane

Group 3 (Surveying) $5,388
7. North Horners Lane
8. Reading Terrace

Group 4 (Surveying) $6,610
9. Burris Road/Coral Sea

Group 5 (Surveying) $62,874
10. Vandergift/Atlantic
11. Broadwood Avenue, North
12. Edmonston Drive
13. Lincoln Street

Group 6 (Survey and Design) $59,902
14. Pinewood Road
15. Taft Street
16. Lofstrand, North
17. Lofstrand, South

Group 7 (Survey and Design) $37,346
18. Mapleton/South Stonestreet

Background - Water System:
Approximately 90 miles of the City's 180-mile pipe distribution system is cast iron pipe installed before the mid 1970s. The industry standard pipe for water distribution systems at that time was cast iron pipe without interior lining and without exterior protection. There are three primary measures for determining the need to replace/rehabilitate pipes: structural condition (leading to leaks and breaks), water quality, and water flow (tuberculation). While the age of a pipe is an indicator of its condition, the actual service life of a particular segment of cast iron pipe may vary considerably depending on the measures listed above. Pipe installed today (ductile iron pipe with an interior cement lining and with exterior polywrap) has a life expectancy of 100 years or more. Unlined cast iron pipe can have a life expectancy which is considerably less.

Water main breaks are not the only problem with an aging water system. Unlined cast iron pipes are subject to "tuberculation." Tuberculation is internal corrosion caused by water reacting with metal in unlined pipe which degrades the quality of the water and causes flow restrictions. Water quality issues are two-fold: discoloration of the water, and decreased availability of chlorine residuals for disinfection.

Tuberculated pipes can cause water to turn a rusty brown color. A slight increase in water velocity, as may be experienced during opening of a hydrant or during a main break, can cause the rust to break loose from the interior pipe wall, resulting in discolored tap water. High water demands throughout the distribution system also increase the velocity of the water to a rate of flow which causes water discoloration.

Background - Water Study:
The City of Rockville's Department of Public Works (DPW) hired Hazen and Sawyer to complete a Water Distribution Master Plan. This Master Plan included a significant amount of field testing and calibration of a computer model which integrated all of Rockville’s water pipes (180 miles of transmission and grid mains). The results of the field testing and computer model simulations found that Rockville's aging water system has tuberculation issues and over 200 fire hydrants cannot provide optimal fire flow (1,000 gpm) in residential communities. These results have translated into a water line replacement program that involves a 20-year schedule and over 30 miles of water main work. Included in this program are the replacement of water house connections, valves, and fire hydrants.

At its February 11, 2008 Mayor and Council meeting, a budget transfer was approved in the amount of $275,000 from the Air Release Valves project (210-850-8B34) to the Horizon Hill Water project (210-850-5C34). This funding is to assist with the capital expenditures associated with the water line replacement program. In conjunction with this transfer, the Mayor and Council also approved renaming the Horizon Hill Water CIP project to Water Main Rehabilitation to more accurately reflect the project description and goal.

Mayor and Council History
This is the first time that the Mayor and Council has awarded consultant services to be completed under the Water Main Rehabilitation program. The Mayor and Council received three briefings on the water system: February 11, Water System Overview; March 10, Water Rates; and April 28, Water Rates. The agenda items for these three previous briefings are available on the City's Web site.

Public Notification and Engagement
Residents who live along the streets identified in Groups 1 though 4 were sent neighborhood advisories in April 2008 informing them of field surveying and future construction activity. Following issuance of the contracts for Groups 5 though 7, additional advisories will be mailed prior to the commencement of the field surveying activities.

Procurement Information
At its October 22, 2007 meeting, the Mayor and Council awarded RFP #08-08 to various firms for architectural and engineering services in the aggregate amount not to exceed $1,000,000 through June 30, 2008 with the option to extend for four additional one-year periods. Consistent with that contract award, any individual task that exceeds $100,000 is to be presented to the Mayor and Council on consent agenda for approval prior to the Purchasing Department issuing an award (i.e. Purchase Order).

Survey and design specifications for the first six groups were mailed to the consultants selected under the Master Order Contract, RFP #08-08 (Category J). Charles P. Johnson and Associates (CPJ) submitted an acceptable solution, as well as, the best pricing for all six (6) groups (i.e. - projects). Subsequent to receiving the proposals, staff requested CPJ to provide a price for Group/Project 7 for project consistency and efficiency. The bid of $37,346 for Group 7 is consistent with the other six (6) best priced quotes/proposals CPJ provided and, therefore, staff recommends utilizing CPJ's services for Group/Project 7.
Details of the bids is as follows:

SURVEYING:
CPJ Maddox AMT
Group 1 $ 51,760 $ 58,895 $ 92,020
Group 2 $ 12,048 $ 12,840 $ 24,240
Group 3 $ 5,388 $ 11,430 $ 11,320
Group 4 $ 6,610 NBS $ 7,950
Group 5 $ 62,874 $ 73,175 $109,850

SURVEYING AND DESIGN:
CPJ AMT URS
Group 6 $ 59,902 $133,750 $111,820
Group 7 $ 37,346

NBS - no bid submitted

As per the Master Order Contract RFP #08-08, staff is authorized to make awards for needs which are less than or equal to $100,000. Accordingly, contracts were issued for each of the first four projects in the aggregate amount of $75,806. The award amount in this agenda totals $160,122, which brings the total amount of work authorized to $236,928 for professional surveying and engineering services in the Water Line Replacement Program.

Fiscal Impact
Adequate funding for this project is included in the FY 2008 Water Main Rehabilitation CIP project (210-850-5C34).

Next Steps
Purchasing to award three contracts to Charles P. Johnson and Associates. Design and survey work on Groups/Projects 5 through 7 is scheduled to commence Summer 2008 and continue for approximately 12 months.

Department Head:



Craig Simoneau, P.E.; , Director of Public Works
Approved on: 06/02/2008

City Manager:

Scott Ullery, City Manager
Approved on: 06/02/2008