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HomeMy WebLinkAboutHDR ENGINEERING, INC.December 10, 2014 Mr. Brian Sterling, GIS Manager City of La Porte 604 W. Fairmont Parkway LaPorte, Texas 77571 Re: On -Going GIS Technical Services Proposal Fiscal Year FYI 415 City of La Porte Dear Mr. Sterling: HDR Engineering Inc. is pleased to offer the City ofLaPorte (the "Owner")this proposed agreement for GIS Technical Services. Such services would be provided by HDR Engineering, Inc. (the "Engineer") on an on - call basis, as ordered by the Owner. It is anticipated that the Engineer will perform GIS Technical Services for the Owner within the framework of the following four (4) categories: Address Management -These services will consist. of the following tasks: a. Perform a comparative analysis of existing site addresses existing contained the following three data sources: 1) Harris County Appraisal District parcels data 2) Exported data from City of La Porte Utility Billing database 3) City of La Porte OSSI Computer Aided Dispatching address database (feature points) b. Research non -matching address numbers from the comparative analysis (item La above) to verify actual existence, location, and necessary changes to allow for matches between the three sources. c. Create a mobile application to be used in gathering individual suite numbers, apartment numbers, etc. to supplement the development of existing and modified address points feature class created as a part of the comparative analysis and research listed above (item La and Lb above). d. Use consolidated address feature class (created merging data from items La, Lb, and Lc above), along with guidance from City Staff, to rectify addresses currently existing in NaviLine database. This step will begin with onsite training from Tax Office Department Head then continue via a remote connection to same to be established by City of La Porte IT Department, 2. Subdivision and Easements Feature Class Com len tion -These services will consist of the following tasks: a. Complete the creation of a feature class containing all known subdivisions for which a plat is available either through the City of La Porte or the Harris County Clerk's website hdrinc.com sh J / .iww clerk.) ��r�& applications/websearch/MC ash. 46 rwes reea,a9, u Houston, TX 77027 T 713-622-9264 F 713-622-9265 Texas Registered Engineering Finn F-754 b. Complete the creation of a feature class containing easements as contained in: 1) Subdivision plats obtained as a part of item 2.a above. 2) Easements granted by separate documents as provided to HDR by the City of La Porte staff containing adequately detailed metes and bounds descriptions to enable the use of COGO tools in ArcGIS software for creation 3) Addition of both feature classes to the City's public and secure online GIS websites complete with linked PDFs of subdivision plats obtained in item La) 3. ArcGIS for Server License Installation —HDR GIS and IT Professionals will assist the City of La Porte IT Department in the remote installation and configuration of an existing City of La Porte ArcGIS for Server license on a virtual server meeting minimum specifications as recommended by HDR to City IT staff. 4. Technical Support and Training -These services will consist of the following tasks: a. Group and/or individual training and technical support on use of the City of La Porte ArcGIS Online subscription account. b. Technical support and training for GIS staff in the use of the ArcGIS for Server software. c. General GIS support (as needed) for technical, data, and troubleshooting issues The services provided in response to the Owner's request would be identified under a basic job/activity number to be assigned to this agreement at the fee rate cited hereinafter. It is proposed that the fee to be paid for all services provided under this agreement will be computed as described in Attachment "A", which is a part of this letter agreement. We will bill you monthly for services and reimbursable expenses. Actual hourly rates are subject to change by Engineer in the normal conduct of Engineer's Business. Hourly rates, multiplier, salary cost markups and mileage rate are subject to adjustment upward or downward over time and the Engineer reserves the right to offer, at any future date, a revised multiplier rate, salary cost markup and mileage rate as a substitute for those previously in force, such action to be accomplished by an endorsement to this agreement and executed by both parties. However, each General GIS Services request, as described in the preceding paragraphs, shall be carried to completion using the multiplier schedule in effect at its initiation. The amount of this proposed agreement is for a NTE amount of $70,000. Services of specialized vendors such as reproduction companies, computer programmers; etc. will be accomplished by subcontract and billed to the Owner at cost plus ten percent (10%) as indicated in Attachment "A" or such services may be contracted for directly by the Owner if desired. If these services are contracted directly by the Owner, the Engineer assumes no responsibility for the adequacy of these services. The "General Conditions of Agreement Between Owner and Engineer" are attached (Attachment B) and shall be a part. of this letter agreement. Our services will be available immediately upon the Owner's acceptance of this proposed letter agreement. Please indicate Owner acceptance of this letter agreement, by affixing your signature or that of your authorized representative in the space below and returning one copy to our office. VJe appreciate the opportunity to serve the City of La Porte and look forward to continuing a successful relationship. Sincerely, HDR ENGINEERING, INC. Proposed and Agreed to: v l�� DAVID WESTON Vice President/Deparhnent Manager Accepted By: �� City of La P�cte, Tex_ as Signature: n (\��, l Name: Tim Tietjens Title: Director of Planning Date: (-13-�..0 � � ATTACHMENT "A" FEE BASIS = MULTIPLIER SCHEDULE The charge for services invoiced on an hourly basis will be the sum equal to 2.35 times salary costs of employees assigned to and working on the Project. The multiplier covers general overhead, professional development and profit. "Salary Cost" is defined as the cost of actual salaries of engineers, technicians, draftsmen, clerks, etc. for time directly chargeable to the Project, plus thirty percent (30%) for social security contributions, unemployment and payroll taxes, workmen's compensation insurance, retirement benefits, medical and insurance benefits, sick leave,jury duty, vacation and holiday pay applicable thereto. The actual salary rates shall include premium for overtime, when premium rates are actually paid. "Subcontract Expense" is that incurred by the Engineer in employment of outside firms forservices such as computer programming, data acquisition, and similar services. "Direct Non -Labor Expense" is that incurred by the Engineer for supplies, transportation, equipment, travel, communications, copies, prints of maps, postage, subsistence and lodging away from home, and similar non -labor expense will be invoiced at direct invoice cost plus ten percent (10%) service charge. Reimbursable travel in the Engineer's vehicles will be invoiced at the published IRS rate per mile at the time of service. The range of Labor Rates currently in effect by the Engineer is presented on the following table. This range may change depending upon raises and personnel changes. The fee basis multiplier presented in this Attachment will not change without authorization from the Owner. Project Manager General GIS Manager GIS Programmer GIS Technician GIS Intern Computer Tech Charge* $190.00 - $215.00 $120.00 - $135.00 $ 80.00 - $105,00 $ 40,00 - $ 75,00 $ 30,00 - $ MOO $3.70 per billable hour *HDR's policy is to recover costs incurred from the use of computers and related technology through allocations to External projects. We follow generally accepted accounting principles and comply with Federal Acquisition Regulations (FAR) and Federal Cost Accounting Standards (CAS). The technology charge is a fixed dollar amount applied to every hour of labor charged to an External Project. This is used to accumulate costs that are incurred in performing services for clients under a contractual agreement. The cost items are associated with External project production, including, but not limited to the following items: leased personal and laptop computer equipment, servers, software, local and wide -area networks, supplies and support staff. The technology charge cost pool does not include the following items: plotting, copying and printing, telephone and cell phone charges, faxes, and administrative computer and technology costs. "ATTACHMENT B" GENERAL CONDITIONS OF AGREEMENT BETWEEN OWNER AND ENGINEER COORDINATION WITH THE OWNER: The Engineershall hold periodic conferences with the Owner, or his representatives, to the end thatthe Project, as it progresses, shall have benefit of the Owner's experience and knowledge of existing needs and facilities, and be consistent with current policies. To implement this coordination, the Owner shall make available to the Engineer, for use in planning the Project, all existing plans, maps, field notes, statistics, computations and other data in Owner's possession relative to existing facilities and to the Project. The Owner shall furnish all legal, accounting and insurance counseling services, and other special consultants. The Engineer shall be entitled to rely on the completeness and accuracy thereof. If the Owner observes, or otherwise becomes aware of any fault or defect in the Project, prompt written notice thereof shall be given by the Owner to the Engineer. 2. FEES For and in consideration of the services to be rendered by the Engineer, the Owner shall pay, and the Engineer shall receive the fees set forth in the attached agreement. Unless otherwise specified, fees shall be paid to the Engineer in accordance with monthly billings based upon work performed and expenses incurred during that month. The Engineer's final payment is due and payable upon completion of the Engineer's services. OWNERSHIP OF DOCUMENTS Electronic GIS files and correspondence prepared by the Engineer shall be and remain the property of the Owner, provided that the Engineer has received full compensation due. The Engineer may retain copies of such electronic files and correspondence. 4. TERMINATION; SUSPENSION OF WORK This Agreement may be terminated by either party by thirty days' written notice. If the Project is terminated, abandoned or suspended, the Engineer shall be equitably paid for services rendered prior to effective termination notice date and for reasonable termination expenses. 5. PROFESSIONAL RESPONSIBILITIES Services will be performed in accordance with sound and generally accepted principles as expeditiously as is consistent with professional skill and care and the orderly progress ofthe work. The Engineershall not be liable for any indirect or consequential loss or damage arising out of the performance of services hereunder, including, but not limited to, loss of profit, or business interruption, unless caused by negligence of the Engineer. 6. FORCE MAJEURE The Engineer shall not be responsible or liable for any loss, damage, or delay caused by force majeure, which shall include riot, insurrection, embargo, fire or explosion, the elements, act of God, epidemic, war, vandalism or sabotage, earthquake, flood, strike, boycott, picketing, act of any government official or agency - civil or military, unavoidable accident, unlawful act of third parties, or any cause, whether or not similar to the foregoing, which loss, damage or delay is beyond the Engineer's reasonable control. MISCELLANEOUS PROVISIONS A. Unless otherwise specified, this Agreement shall be governed by the law of Harris County, Texas. B. The Owner and the Engineerwaive all rights against each other and againstthe employees ofthe other for damages covered by any property insurance under the Project Construction Specifications, 8. SUCCESSORS AND ASSIGNMENTS The Owner and the Engineer each binds itself and its partners, successors, executors, administrators and assigns to the other party of the Agreement and to the partners, successors, executors, administrators and assigns of such other party, in respect to all covenants of the Agreement. Except as above, neither the Owner nor the Engineer shall assign, sublet, or transfer his interest in the Agreement without the written consent of the other and they further agree that the agreement represents the entire understanding of the Owner and the Engineer and cannot be changed, added to or modified in any way except by an instrument in writing signed by the Owner and by the Engineer. The Owner and Engineer agree to the full performance of the covenants contained herein.