Loading...
HomeMy WebLinkAboutO-2005-2859 "'~ 0_ REQUEST FOR CITY COUNCIL AGENDA ITEM Agenda Date Reqnested: December 12. 2005 Requested By: Way~ Department: Planning Bud2et Source of Funds:CIP Funds 003 & 015 Account Nnmber:003-9890-878 & 015-9892-878 Report: Resolntion: Ordinance: X Amount Budgeted: S65,OOO Exhibits: Amount Requested: $60,000 1. 2. 3. Ordinance Contract for Services Proposal from Claunch & Miller, Ine. Budgeted Item: YES SUMMARY & RECOMMENDATION A long-standing goal of the Planning Department is comprehensive, reliable and accessible mapping of the City's water and sewer infrastructure systems. In the past 25 years, several efforts have been undertaken to address this goal. In 1981, the City's Utility Mapping Program (UMP) was initiated by undertaking a "Preliminary Phase" involving high school students drafting "Preliminary Utility Maps" from available construction drawings. The maps produced were not reliable, required continuous verification by City staff and did not include the areas of Collegeview and Bayshore M. U.D. In 1986, a new policy was established setting a course for final completion of the UMP. As a result, a majority of the City's utility features (i.e. fire hydrants, gate valves, manholes and cleanouts) were accurately surveyed and measured to provide data required for precise mapping of the City's water and sewer systems. However, subsequent efforts to map the large amount of survey data obtained proved to be largely unsuccessful due to technology, logistics and resource constraints. Today, with the recent procurement of Geographic Information Systems (GIS) and Global Positioning System (GPS) technologies, staff now has the tools needed to complete the effort originally begun. GPS technology will allow precise, quick and efficient collection of data from newly-constructed utility systems while GIS technology provides the means to accurately map the utility systems and to integrate related water and sewer system data to each utility feature. The GIS Division of the Planning Department has solicited and received a proposal for professional services to assist staff in completion of City's UMP. The rrrm of Claunch & Miller, Inc.(CMI) has extensive experience and success in similar projects for the cities of Galveston, Lufkin, Bellaire, Meadows Place, Humble, Spring Valley, and Hillshire Village as well as Harris County WC&ID #74. In addition, CMI was instrumental in helping to develop La Porte's GIS website application. Staff has met with Claunch & Miller to discuss and determine the scope of work and the company's proposal for assisting with completion of the project. As a result, a Contract for Services has been prepared for authorization by Council. The subject contract has been reviewed and approved by the City Attorney. 2 Recommendation: Staff recommends that COlll1cil approve an ordinance authorizing the City Manager to execute a contract between the City and Clalll1ch & Miller, Inc. for professional services associated with the completion of City's Utility Mapping Program Action Required bv Council: Consider approval of an ordinance authorizing the City Manager to execute a contract with Clalll1ch & Miller, Inc. to provide professional services associated with the City's web-based GIS project. Approved for City Council A2enda I;) -5-05 Date Exhibit "A" Ordinance ORDINANCE NO. 200S-_d.~_ AN ORDINANCE APPROVING AND AUTHORIZING A CONTRACT BElWEEN THE CITY OF LA PORTE AND CLAUNCH & MillER, INC. FOR PROVIDING PROFESSIONAL SERVICES FOR THE CITY'S UTILITY MAPPING PROGRAM; APPROPRIATING AN AMOUNT NOT TO EXCEED $60,000 TO FUND SAID CONTRACT; MAKING VARIOUS FINDINGS AND PROVISIONS RELATING TO THE SUBJECT; FINDING COMPLIANCE WITH THE OPEN MEETINGS LAW; PROVIDING AN EFFECTIVE DATE HEREOF. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF LA PORTE: Section 1. The City Council hereby approves and authorizes the contract, agreement, or other undertaking described in the title of this ordinance, a copy of which is on file in the office of the City Secretary. The City Manager is hereby authorized to execute such document and all related documents on behalf of the City of La Porte. The City Secretary is hereby authorized to attest to all such signatures and to affix the seal of the City to all such documents. City Council appropriates the sum of $60,000 from Capital Improvements Funds 003 and 015 to fund said contract. Section 2. The City Council officially finds, determines, recites, and declares that a sufficient written notice of the date, hour, place and subject of this meeting of the City Council was posted at a place convenient to the public at the City Hall of the City for the time required by law preceding this meeting, as required by the Open Meetings Law, Chapter 551, Texas Government Code; and that this meeting has been open to the public as required by law at all times during which this ordinance and the subject matter thereof has been discussed, considered and formally acted upon. The City Council further ratifies, approves and confirms such written notice and the contents and posting thereof. Section 3. This Ordinance shall be effective from and after its passage and approval, and it is so ordered. PASSED AND APPROVED, this December 12th, 2005. By: c~~ ________L___~~_~_________ Alton E. Porter, Mayor ATTEST: -~~~---------- Martha Gillett, City Secretary APPR~V : _ p, tJ~ ----- - ----------~--------------- Knox . Askins, City Attorney Exhibit "B" Contract for Services 10 1 Task Name Phase I - City compiles existing data from original Utility Mapping Project (UMP) survey 2 Phase II - CMI converts existing UMP data and creates associated line work 3 Phase II-a - City (Public Works) staff review check sheets from original UMP and marks up changes/additions 4 Phase III - City collects coordinates of infrastructure not in original UMP survey 5 Phase IV - City creates new line data and collects additional data from Public Works Phase II-a markups I 6 Phase V - CMI reviews new line data (quality control) 7 Phase VI - City (Public Works) to review I and mark up check maps for edits and final publication ~:=--- 8 Phase VII - CMI to produce UMP Map Books and Develop city-wide intra net access to GIS data Project: City of La Porte Utility Mapping Project (UMP) Date: Wed 11/30/05 I Duration I 4 days Start Tue 1/3/06 30 days Mon 1/9/06 45 days Mon 2/20/06 120 days Mon 1/9/06 50 days Mon 6/26/06 10 days Mon 9/4/06 45 days Mon 9/18/06 20 days Mon 11/20/06 Task Critical Task Progress Utility Mapping Program (UMP) Plan of Action - FY 2005/2006 Claunch & Miller, Inc. Proposal T ,2006 Fini~h~0eb i Mar i APrJ May U~r1J Fn 1/6/061", ICity GIS Division Fri 2/17/061 ///J CMI Fri 4/21/06 """""""""",,, 1';... ~""""""""""'" -I : 2007 i Jul I Aug I Sep I Oct I Nov~c I Jan 1 Feb j ! ! orks I Fri 6/23/06 l~ffHm////H'/f\fffm/: City GIS Division (CMI support) Fri 9/1/06 Fri 9/15/06 I Fri 11/17/061 Fri 12/15/06 lfffffffffl Rolled Up Milestone 0 r////////H Rolled Up Progress Split Milestone . External Tasks Summary \. ..J Project Summary Rolled Up Task Ifffffffffl Group By Summary Rolled Up Critical Task H/////:m//:I Page 1 of 1 r f:/:ff::mH City GIS Division (CMI support) [}CMI I .. I If////A- City Public Works I I I I I I I ~~ ' t~,>. CMI ~ . . . . --, I I . '" .., .., Exhibit "C" Proposal from Claunch & Miller, Inc. ~ ~.~ CLAUNCH & MILLER, INC. Engineering Consultants December 1, 2005 Mr. Brian Sterling, GIS Manager City of La Porte 604 W. Fairmont Parkway La Porte, Texas 77571 Re: Proposal for Engineering Services for Geographic Information System (GIS) Utilities Mapping Program (UMP) City of La Porte Dear Mr. Sterling: In response to your request, Claunch & Miller, Inc. (CMI) is pleased to submit this proposal for engineering services associated with the development of a Utility Mapping Program (UMP) Geographic Information System (GIS) for the City of La Porte. This proposal is based on our understanding of the project as further described below and our meeting with you regarding the Plan of Action - FY 2005/2006. For your convenience, this proposal consists of General Overview, Scope of Services, Deliverables, and Fee sections. GENERAL OVERVIEW It is our understanding that the City desires to have feature classes developed for the various features contained in its water distribution and wastewater collection utilities systems. The completed feature classes would be imported into the existing personal geodatabase to supplement the City's existing GIS. These feature classes would be created using data obtained from the following: . Existing digital data sources from the City's original UMP survey . Existing utility data contained in AutoCAD maps of the utilities systems . New data to be obtained by City staff utilizing survey grade GPS equipment as a part of this project . Other available data converted from paper records into an electronic format by Ci ty staff. The following Scope of Services section is based upon the seven phases as described within the document entitled "Utility Mapping Program (UMP) Plan of Action - FY 200512006" that you provided as attached. SCOPE OF SERVICES Phase I - Compilin2 Ori2inal Data: The City will compile all available digital data sources from its original Utility Mapping Program (UMP) survey and provide this data to CMI to be utilized in providing the services described in Phase II. 4635 Southwest Freeway, Suite 1000 · Houston, Texas 77027-7169 · 713-622-9264 · Fax 713-622-9265 described in Phase II. Phase 11- Convertinl! Oril!inal Data: CMI staff will convert coordinate data previously obtained by City staff as a part of its original UMP survey and currently contained in nine Notepad format text files into shapefiles containing feature points of water system gate valves, blowoff valves, and fire hydrants, in addition to sanitary manholes, main line cleanouts, lift stations. Once created, CMI GIS staff will then create line feature classes for water distribution mains and fire hydrant leads, wastewater collection mains and force mains needed to connect the feature points previously described. CMI staff will develop and implement ArcGIS network topology rules to be used throughout the GIS system. These rules will maintain connectivity and accuracy throughout the personal geodatabase. Attributes contained on the AutoCAD maps provided as part of Phase I will be input into the database files. Various numbering systems will be created to be used to identify infrastructure such as manholes, mains, valves, cleanouts and fire hydrants. CMI staff will establish standard symbology and design attribute tables for all utility points and lines from the City's original utility mapping program. Check sheets will be printed and provided to the City's Public Works Department for review and markups of changes to the utilities systems which have occurred since preparation of the AutoCAD utility maps provided in Phase I. These marked up copies will then be utilized by City staff to collect the remaining infrastructure coordinates acquisition. Two (2) DVDs will be provided to the Citys GIS Division which contain the completed electronic files. Phase III - Collectinl! New Data: This phase will be conducted concurrently with Phase II services. City staff will collect survey grade coordinates for infrastructure not surveyed as a part of the City's original UMP survey utilizing GPS technology and other resources as necessary. CMI staff will provide training, assistance and technical support to the City in converting this data to shapefiles for ultimate inclusion in the existing personal geodatabase. Phase IV - Creatinl! Line Work for New Data: The City will create line work for newly-collected water and sewer data. CMI staff will provide training and technical support to the City as required in accomplishing this phase. Phase V - Consultant's Review of New Data: CMI staff will provide quality-control review of methodologies used to create and combine new feature classes prepared by City staff in Phase IV in preparation for the City's pre-publication review. CMI assumes no liability as to the accuracy of data gathered by City staff. Phase VI - City's Pre-Publication Review & Edits: City GIS Staff will provide completed maps of the City's water distribution and wastewater collection systems for final review by the Public Works Department. Public Works Staff will review, provide comments and forward the edited maps to the City GIS Division for final edits in preparation for publication. Phase VII - Publication of UMP Data: CMI staff will be responsible for preparation of final UMP mapping and data in the following formats: 1. UMP Map Books (25 individual books, 11" x 17" sheets, 1 :200 scale). Each book will contain individual sheets for water system and sewer system. 2. City-wide Intranet access to completed UMP data. DELIVERABLES · Check sheets containing converted feature points and newly created polyline feature classes as prepared in Phase II for review and markups by Public Works Department staff . Two CDs/DVDs of the completed electronic files created in Phase II · 25 UMP Map Books printed on 11" x 17" paper at a scale of 1" to 200'. FEE FOR SERVICES Claunch & Miller, Inc.'s fee for this project is a not to exceed amount of $60,000. Claunch & Miller, Inc. will submit monthly invoices with status reports for all work completed to invoice date. ADDITIONAL SERVICES Additional services beyond those described within this scope of services will be invoiced on the basis of direct labor cost times a factor of 2.99 and direct cost plus 10%. No additional services will be invoiced without prior authorization from the City. Claunch & Miller, Inc. appreciates the opportunity to submit this proposal and work with the City of La Porte on this important project. Sincerely, c~x~rf~ Christopher E. Claunch, P.E. President CONTRACT FOR SERVICES This CONTRACT for GIS services entered into by and between the City of LA PORTE, TX, hereinafter called LA PORTE, and Claunch & Miller, Inc., hereinafter called CMI; WITNESSETH THAT: WHEREAS, LA PORTE desires to engage CMI to provide professional services; and, WHEREAS, LA PORTE finds that the proposed Scope of Services and terms of this Contract are acceptable; and, WHEREAS, CMI desires to provide said services and agrees to do so per terms of compensation and conditions as hereinafter set forth, NOW, THEREFORE, the parties hereto do mutually agree as follows: 1. Employment of CM!. LA PORTE hereby engages CMI and CMI hereby agrees to perform professional services as hereinafter set forth in Attachment "A" - Scope of Services". 2. Scope of Services. CMI shall perform, in a professional manner, the services set forth in Attachment "A" - Scope of Services which outlines the services and schedules associated with each task order. 3. Extra Services. CMI may provide extra services, not specifically called for in the task order agreements, only upon written authorization of LA PORTE. 4. Time of Performance. CMI will commence work on or as soon as practicable after the date of execution this contract. All work as set forth in the "Scope of Services" shall be completed within the time specified assuming timely submission of all required data by LA PORTE. If LA PORTE requests modifications to the "Task Order Agreements", the time of performance of CMI shall be adjusted appropriately. CMI'S services under this Contract, and any Task Orders, shall be considered complete when the deliverables for that phase have been accepted by LA PORTE. 5. MeetinQs. This Contract includes attendance by CMI representatives at meetings, to make presentations, or to otherwise discuss and review the progress of task orders with LA PORTE. 6. Reports. CMI shall prepare and submit progress reports as requested by LA PORTE. 7. Compensation. CMI agrees to perform services required to complete each task as defined in Attachment "A" - Scope of Services. LA PORTE agrees to compensate eMI for such services as set forth in "Attachment "A" - Scope of Services" for an amount not to exceed Sixty Thousand Dollars ($60,000). 2 Payment to CMI by LA PORTE will be made based on monthly invoices of work completed to date. 8. Personnel. CMI represents that it has, or will secure at its own expense, all personnel required to perform the services under this Contract and that such personnel will be fully qualified to perform such services. 9. Responsibilities. of LA PORTE. It is agreed that LA PORTE will have the following responsibilities under this Contract: a. The provision of all available information, data, reports, records, and maps to which LA PORTE has access and which is required by CMI for the performance of the services provided for herein. b. Provide assistance to and cooperation with CMI in obtaining any additionally required material(s) that LA PORTE does not have in its immediate possession. c. Making available the services of LA PORTE as necessary to obtain information required to perform the tasks set forth in Attachment "A" - Scope of Services. d. The designation of a single representative who will be authorized to make necessary decisions on behalf of LA PORTE and who will serve to provide the necessary direction, assistance and coordination for the project. All such responsibilities of LA PORTE shall be conducted in a timely manner and without undue delay so as not to hinder CMI in the performance of its services. 10. Delavs Bevond the Control of CM!. It is agreed that events beyond the control of CMI or LA PORTE may occur which delay the performance of the Scope of Services. In the event that performance of the Scope of Services by CMI is delayed beyond its control, CMI shall notify LA PORTE of such delay and the reasons therefore, and LA PORTE shall extend the time of performance appropriately. 11. Dispute Resolution. The parties shall attempt in good faith to promptly resolve any controversy or claim arising out of or relating to this agreement through negotiation between senior executives of the parties who have the authority to resolve the dispute. The disputing party shall provide the receiving party written notice detailing the nature of the dispute. Within ten (10) days after receipt of said notice, the receiving party shall submit its written response to the disputing party. The notice and response shall include the following: 3 (a) a statement of each party's position with a summary of the evidence and arguments supporting its position, and (b) the name and title of the executive who will represent that party. The senior executives shall meet at a mutually acceptable time and place within twenty (20) days of the date of the disputing party's notice and thereafter as often as reasonably necessary to exchange relevant information and to attempt to resolve the dispute. If the controversy or claim has not been resolved within thirty (30) days from the meeting of the senior executives, the parties shall endeavor to settle the dispute by mediation under the Center for Public Resources Model Procedure for Mediation of Business Disputes or pursue amicable termination. 12. Chanoes. LA PORTE or CMI may, from time to time, request modifications or changes in the Task Order Agreement. Such changes, including any increase or decrease in the amount of CMl's compensation, which are mutually agreed upon by and between LA PORTE and CMI, shall be incorporated in written amendments to this contract. 13. Termination of Contract. This Contract and/or any Task Order Agreement under this Contract may be terminated by either LA PORTE or CMI with fourteen (14) days written notice. In the event of such termination, all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs, and reports prepared by CMI shall, at the option of LA PORTE, become its property. CMI shall be entitled to receive just and equitable compensation for work accomplished prior to the termination. 14. Assionabilitv. This Contract shall not be assigned or transferred by either CMI or LA PORTE without the prior written consent of the other. 15. Liabilitv and Standard of Care. CMI shall perform services for LA PORTE in a professional manner, using that degree of care and skill ordinarily exercised by consultants similar projects. The total liability of CMI whether in contract, tort (including negligence, whether sole or concurrent), or otherwise arising out of, connected with, or resulting from the services provided pursuant to this agreement, shall not exceed the total fees paid for the Work Order Agreement in question, or fifty thousand dollars, whichever is less. LA PORTE acknowledges that CMI is a Corporation and agrees that any claim made by LA PORTE arising out of any act or omission of any director, officer or employee of CMI in the execution or performance of this agreement shall be made against CMI and not against such director, officer, or employee. 4 CMI will maintain the following minimum limits of insurance during the term of this agreement: 1. General Liability Each Occurrence: Fire Damage (Anyone fire) Medical Expenses (Anyone person) Personal & Adv Injury General Aggregate $1,000,000 $50,000 $5,000 $1,000,000 $2,000,000 $1,000,000 2. Automobile Liability - Combined Single Limit 3. Worker's Compensation Statutory Each Accident Each Disease - Each Employee Each Disease - Policy Limit $100,000 $100,000 $500,000 Payments. LA PORTE will make payments to CMI as outlined in Attachment "A" - Scope of Services. CMI will not exceed this amount without prior written authorization from LA PORTE. IN WITNESS WHEREOF, CMI and LA PORTE have executed this Contract as of the date written below and under the laws of the State of Texas. LA PORTE, TX /1 By: dfl~tu _ c{).eCt/~ () Title: t_/ KI trY! -a t1 a t1 ~ v- I 0 Date: I~ - Ole; -D!) Claunch & Miller, Inc. (CMI) By: tt':-Af-- c! aL. Title: ~'Y'"' ~ ',tJ....~ Date: ,- 03 - p~ 5 ATTACHMENT "A" - SCOPE OF SERVICES Claunch & Miller, Inc. (CMI) will work to assist LA PORTE in the completion of its Utility Mapping Program (UMP) goals. The primary objective of this program is to survey, map and publish comprehensive data relating to the City's public water and sanitary sewer systems. In addressing this project, five (5) primary tasks are required of CM!. Each task is detailed below under "Task Order Agreements". CMI will provide technical expertise to LA PORTE to survey, map and publish comprehensive data relating to the City's public water and sanitary sewer systems. Completion of LA PORTE's UMP and all related deliverables will occur no later than December 15, 2006. TASK ORDER AGREEMENTS . Task Order No.1 - Convertine: Orie:inal Data (Phase II of Proposal): The consultant will map all feature points, create line work, establish standard symbology and design attribute tables for all utility points and lines from the City's original utility mapping program. . Task Order No.2 - Collectine: New Data (Phase III of Proposal): The consultant will provide training, assistance and technical support to the City in converting this data to the GIS environment. . Task Order No.3 - Creatine: Line Work for New Data (Phase IV of Proposal): The consultant will provide training and technical support to the City as required. . Task Order No.4 - Consultant's Review of New Data (Phase V of Proposal): The consultant will provide quality-control review of new data in preparation for the City's pre-publication review. . Task Order No.5 - Publication of UMP Data (Phase VII of Proposal): The consultant will be responsible for preparation of fmal UMP mapping and data in the following formats: 1. UMP Map Books (25 individual books, 11" x 17" sheets, 1 :200 scale). Each book will contain individual sheets for water system and sewer system. 2. City-wide Intranet access to completed UMP data.