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HomeMy WebLinkAboutCOW 2009-10-12 Item 5F - Agreement - GIS Inventory Area 6 with Perteet Engineering for $150,000 CO UNCIL AGENDA SYNOPSIS ,C Q 1 4k Initials ITEM No. Meeting Date 1 roared by 1 Mayors review Cwu il ev/ew w 1 10/12/09 RL 1 it.. -i- i ift ,,::!,,,..,-,c,;..... 10/19/09 18() RL I 908 1 ITEM INFORMATION CAS NUMBER: 09-146 I ORIGINAL AGENDA DATE: OCTOBER 12, 2009 AGENDA ITEM TITLE GIS -Based Public Works Infrastructure Inventory Area 6 Consultant's Agreement with Perteet Engineering, Inc. CATEGORY Discussion Motion Resolution Ordinance Bid Award n Public Hearing Li Other Mtg Date 10/12/09 Mtg Date 10/19/09 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date SPONSOR n Council n Ma U Adm Svcs DCD Finance Fire n Legal P&R n Police PW/ SPONSOR'S This contract is for the GIS inventory and mapping of the sixth phase of the storm SUMMARY drainage infrastructure for the City. This sixth area will encompass portions of the City in the Gateway Drive area and the east margin of 1-5 to Interurban Ave S. As Perteet Engineering completed the first five areas with satisfactory results, it is recommended that they integrate the sixth area. Department of Ecology's $50,000.00 grant will offset the cost of this contract. REVIEWED BY n COW Mtg. I CA &P Cmte n F &S Cmte 1 I Transportation Cmte Utilities Cmte I 1 Arts Comm. 1 1 Parks Comm. F Planning Comm. DATE: 09/29/09 RECOMMENDATIONS: SPONSOR /ADMIN. Public Works COMMII`IEE Unanimous Approval; Forward to Committee of the Whole COST IMPACT FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $150,000.00 $150,000.00 $0.00 Fund Source: 412 SURFACE WATER FUND (PAGE 149, 2009 CIP) Comments: I MTG. DATE 1 RECORD OF COUNCIL ACTION I 10/12/09 1 I 1 10/19/09 I MTG. DATE ATTACHMENTS 10/12/09 Informational Memorandum dated 09/23/09 2009 CIP, page 149 Area Map Consultant Agreement Minutes from the Utilities Committee meeting of 09/29/09 10/19/09 TO: Mayor Haggerton UTILITIES COMMITTEE FROM: Interim Public Works Director DATE: September 23, 2009 SUBJECT: GIS Inventory Area 6 Project No. 02 -DR01 Consultant Agreement and Scope of Work ISSUE Approve consultant agreement with Perteet Engineering, Inc., to conduct the sixth area of the GIS Public Works Infrastructure Inventory. BACKGROUND The City is performing a multi phased inventory that will map all City -owned storm facilities and survey monuments throughout the City. To date, the City completed the Northern Quadrant and Areas 2, 3, 4 and 5. The subject project is the sixth phase of this effort and will map the following areas: 1. Gateway Drive area north of 1 -5 and east of Interurban Ave. S. 2. Outfalls to the Duwamish River between the Allentown Bridge and 1 -5. 3. Between the east margin of 1 -5 and Interurban Ave S., south of S. 144 St., north of 1 -405. ANALYSIS City of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM Perteet Engineering, Inc. was selected to perform the first five phases of this project. Their work was satisfactory and met all of the project requirements. Perteet Engineering is extremely familiar with the City's GIS system and will easily integrate all new data into the results of the previous four phases; therefore, it is recommended that they complete the next phase of this project. A scope of work was developed with Perteet Engineering, Inc. based on the characteristics of Area 6 and what was developed and learned during the previous phases. This scope includes mapping all storm drainage and survey monuments within the public right -of -ways in the survey area. BUDGET SUMMARY This project will be funded through the 412 Surface Water Fund. Cost Budget (2010) Perteet Engineering, Inc. Area 6 150,000 150,000 RECOMMENDATION The Council is being asked to approve a consultant agreement with Perteet Engineering, Inc. in the amount of $150,000.00 for consideration at the October 12, 2009 Committee of the Whole meeting and subsequent October 19, 2009 Regular Meeting. Attachments: Page 149, 2009 CIP Area Map Consultant Agreement W \PW Eng PROJECTS \A- DR Projects \02 -DR01 (GIS Area 6)\Info Memo Area 6 doc PROJECT: GIS Inventory CITY OF TUKWILA CAPITAL PROJECT SUMMARY 2010 to 2015 LINE ITEM: 412.02.594.38 .22 PROJECT NO. 02 -DRO1 DESCRIPTION: The GIS inventory will establish citywide as -built drawings for public drainage systems. JUSTIFICATION: State NPDES requirements include provisions for permitted jurisdictions to compile accurate drainage system maps for all outfalls 24" or greater. STATUS: GIS (Geographic Information Systems) mapping; Area #1 completed in 2003, Area #2 in 2005, Area #3 in 2006, Area #4 in 2008, and Area #5 in 2009. Area #6 began in 2009 with completion in 2010. MAINT. IMPACT: GIS information will allow maintenance to better track storm facility maintenance needs. COMMENT: National Pollution Discharge Elimination System (NPDES). GIS is expected to be completed in 2011. FINANCIAL Through Estimated (in $000's) 2008 2009 2010 2011 2012 2013 2014 2015 BEYOND TOTAL EXPENSES Design 833 128 150 150 Land (R /W) Const. Mgmt. Construction TOTAL EXPENSES 833 128 150 150 FUND SOURCES Awarded Grant Proposed Grant Mitigation Actual Mitigation Expected Utility Revenue 833 128 100 150 0 TOTAL SOURCES 833 128 150 150 0 2010 2015 Capital Improvement Program 50 New 5c/ `1 0 0 0 0 0 1,261 0 0 Project Location; Entire System 149 0 0 0 0 0 0 0 1,261 0 0 0 1,261 1,261 0 0 0 Map Legend Wit Area 1 Area 2 Area 3 Area 4 Area 5 Area 6 City Surveyed City o f -Tukwila GAS inventory Phase Map City Surveyed CONSULTANT AGREEMENT FOR PROFESSIONAL SERVICES THIS AGREEMENT is entered into between the City of Tukwila, Washington, hereinafter referred to as "the City and Perteet, Inc. hereinafter referred to as "the Consultant in consideration of the mutual benefits, terms, and conditions hereinafter specified. 1. Project Designation. The Consultant is retained by the City to perform engineering services in connection with the project designated Area VI GIS Infrastructure Inventory. 2. Scope of Services. The Consultant agrees to perform the services, identified on Exhibit "A" attached hereto, including the provision of all labor, materials, equipment and supplies. 3. Time for Performance. Work under this contract shall commence upon the giving of written notice by the City to the Consultant to proceed. The Consultant shall perform all services and provide all work product required pursuant to this Agreement within 365 calendar days from notice to proceed, unless an extension of such time is granted in writing by the City. 4. Payment. The Consultant shall be paid by the City for completed work and for services rendered under this Agreement as follows: A. Payment for the work provided by the Consultant shall be made as provided on Exhibit `B" attached hereto, provided that the total amount of payment to the Consultant shall not exceed $150,000 without written authorization. B. The Consultant may submit vouchers to the City once per month during the progress of the work for partial payment for that portion of the project completed to date. Such vouchers will be checked by the City and, upon approval thereof, payment shall be made to the Consultant in the amount approved. C. Final payment of any balance due the Consultant of the total contract price earned will be made promptly upon its ascertainment and verification by the City after the completion of the work under this Agreement and its acceptance by the City. D. Payment is provided in this section shall be full compensation for work performed, services rendered, and for all materials, supplies, equipment and incidentals necessary to complete the work. E. The Consultant's records and accounts pertaining to this Agreement are to be kept available for inspection by representatives of the City and state for a Consultant Agreement for Professional Services Phase VI GIS Infrastructure Inventory C:ItemplXPgrpwiselCantrnct 090916.doc Page 1 of 9 period of three (3) years after final payments. Copies shall be made available upon request. 5. Ownership and Use of Documents. All documents, drawings, specifications and other materials produced by the Consultant in connection with the services rendered under this Agreement shall be the property of the City whether the project for which they are made is executed or not. The Consultant shall be peiinitted to retain copies, including reproducible copies, of drawings and specifications for information, reference and use in connection with the Consultant's endeavors. The Consultant shall not be responsible for any use of the said documents, drawings, specifications or other materials, by the City on any project other than the project specified in this Agreement. 6. Compliance with Laws. The Consultant shall, in performing the services contemplated by this Agreement, faithfully observe and comply with all federal, state, and local laws, ordinances and regulations, applicable to the services to be rendered under this Agreement. 7. Indemnification. The Consultant shall indemnify, defend and hold harmless the City, its officers, agents and employees, from and against any and all claims, losses or liability, including attorney's fees, arising from injury or death to persons or damage to property occasioned by any act, omission or failure of the Consultant, its officers, agents and employees, in performing the work required by this Agreement. With respect to the performance of this Agreement and as to claims against the City, its officers, agents and employees, the Consultant expressly waives its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance Act, for injuries to its employees, and agrees that the obligation to indemnify, defend and hold harmless provided for in this paragraph extends to any claim brought by or on behalf of any employee of the Consultant. This waiver is mutually negotiated by the parties. This paragraph shall not apply to any damage resulting from the sole negligence of the City, its agents and employees. To the extent any of the damages referenced by this paragraph were caused by or resulted from the concurrent negligence of the City, its agents or employees, this obligation to indemnify, defend and hold harmless is valid and enforceable only to the extent of the negligence of the Consultant, its officers, agents and employees. 8. Insurance. The Consultant shall secure and maintain in force throughout the duration of this contract comprehensive general liability insurance, with a minimum coverage of $500,000 per occurrence and $1,000,000 aggregate for personal injury; and $500,000 per occurrence /aggregate for property damage, and professional liability insurance in the amount of $1,000,000. Said general liability policy shall name the City of Tukwila as an additional named insured and shall include a provision prohibiting cancellation of said policy except upon thirty (30) days prior written notice to the City. Certificates of coverage as Consultant Agreement for Professional Services Phase VI GIS Infrastructure Inventory CAtempIXPgrpwiselContract 090916.doc Page 2 of 9 required by this section shall be delivered to the City within fifteen (15) days of execution of this Agreement. 9. Independent Contractor. The Consultant and the City agree that the Consultant is an independent contractor with respect to the services provided pursuant to this Agreement. Nothing in this Agreement shall be considered to create the relationship of employer and employee between the parties hereto. Neither the Consultant nor any employee of the Consultant shall be entitled to any benefits accorded City employees by virtue of the services provided under this Agreement. The City shall not be responsible for withholding or otherwise deducting federal income tax or social security or for contributing to the state industrial insurance program, otherwise assuming the duties of an employer with respect to the Consultant, or any employee of the Consultant. 10. Covenant Against Contingent Fees. The Consultant warrants that he has not employed or retained any company or person, other than a bonafide employee working solely for the consultant, to solicit or secure this contract, and that he has not paid or agreed to pay any company or person, other than a bonafide employee working solely for the Consultant, any fee, commission, percentage, brokerage fee, gifts, or any other consideration contingent upon or resulting from the award or making of this contract. For breach or violation of this warrant, the City shall have the right to annul this contract without liability, or in its discretion to deduct from the contract price or consideration, or otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift or contingent fee. 11. Discrimination Prohibited. The Consultant, with regard to the work performed by it under this Agreement, will not discriminate on the grounds of race, color, national origin, religion, creed, age, sex or the presence of any physical or sensory handicap in the selection and retention of employees or procurement of materials or supplies. 12. Assignment. The Consultant shall not sublet or assign any of the services covered by this Agreement without the express written consent of the City. 13. Non Waiver. Waiver by the City of any provision of this Agreement or any time limitation provided for in this Agreement shall not constitute a waiver of any other provision. 14. Termination. A. The City reserves the right to terminate this Agreement at any time by giving ten (10) days written notice to the Consultant. B. In the event of the death of a member, partner or officer of the consultant, or any of its supervisory personnel assigned to the project, the surviving members of the consultant hereby agree to complete the work under the terms of the Agreement, if requested to do so by the City. This section shall not be a bar to renegotiations Consultant Agreement for Professional Services Phase VI GIS Infrastructure Inventory C.ItempLXPgrpwiselCotract 090916.doc Page 3 of 9 of this Agreement between surviving members of the Consultant and the City, if the City so chooses. 15. Attorneys Fees and Costs. In the event either party shall bring suit against the other to enforce any provision of this Agreement, the prevailing party in such suit shall be entitled to recover its costs, including reasonable attorney's fees, incurred in such suit from the losing party. 16. Notices. Notices to the City of Tukwila shall be sent to the following address: City of Tukwila 6300 Southcenter Boulevard Tukwila, WA 98188 Notices to Consultant shall be sent to the following address: Perteet, Inc. 2707 Colby Avenue, Suite 900 Everett, WA 98201 17. Integrated Agreement. This agreement, together with attachments or addenda, represents the entire and integrated Agreement between the City and the Consultant and supersedes all prior negotiations, representations, or agreements written or oral. This Agreement may be amended only by written instrument signed by both the City and the Consultant. DATED this day of 2009 CITY OF TUKWILA CONSULTANT By: Jim Haggerton, Mayor Crystal L. Donner Vice President Attest /Authenticated: Approved as to Foim: Christy O'Flaherty, City Clerk Office of the City Attorney Consultant Agreement for Professional Services Phase VI GIS Infrastructure Inventory C.ItempUCPgrpwiselContract 090916.doc Page 4 of 9 Exhibit "A" Scope of Services City of Tukwila GIS Public Works Infrastructure Inventory Phase VI (Between I -5, SR -405, Interurban Ave. and So. 144 St.) INTRODUCTION The overall objective of Scope of Services is to provide an inventory and mapping of the City of Tukwila's Public Works infrastructure. The inventory and mapping for the infrastructure will be performed within public rights -of -way and easements within the three areas as defined below: 1. Gateway Drive area north of I -5 and east of Interurban Ave. So. 2. Outfalls to the Green River between the Allentown Bridge and I -5. 3. Between the east margin of I -5 and Interurban Ave. So, south of So. 144 St. to the north Margin of I -405. The Inventory Program developed for the previous phases will be the foundation for the Phase V GIS project. This phase of the inventory will locate, storm drainage structures and facilities and the center point of street monument cases. We will also provide measure down to apparent inverts and attempt to determine the size and material of the connecting storm pipes. Perteet Inc. field crews will make all measurements and observations from the ground surface. Perteet field personnel are not equipped for, nor permitted to attempt, a confined space entry. The work under this agreement will be accomplished under the following elements of work: SCOPE OF SERVICES 1.0 Management Coordination /Administration 1.1. Provide continuous project management administration (billing invoices, monthly progress reports) throughout the project's field data acquisition and GIS development. 1.2. Develop project schedule. Schedule to be updated by the Consultant at the City's direction as needed. 1.3. Attend coordination meetings with City staff and prepare meeting minutes. It is assumed that a total of 6 meetings will be required and additional meetings, at the City's direction, will be considered additional work. 1.4. Prepare independent QA/QC reviews at the 75% and final project review. 1.5. Coordination of Sub consultants. 2.0 Project Planning Consultant Agreement for Professional Services Phase VI GIS Infrastructure Inventory C:ItemplXPgrpwiselContract 090916.doc Page 5 of 9 2.1. The Consultant analyst will schedule and lead the Project Kickoff and planning meeting prior to the start of field data collection. This session will focus on the final identification of features and feature attributes to be collected by field survey crews. In addition, planning for future uses of the utility and street inventory will be discussed. 2.2. Acquire both hard copy and electronic mapping that is readily available from King County, WSDOT, or other sources that show the infrastructure features that will be inventoried within their geographical areas. 3.0 Field Data Acquisition 3.1. Assumptions: 3.1.1. Elevations will be referenced to NAVD "88" datum. 3.1.2. We estimate that two- thirds of inventory data will be acquired by GPS, the remainder will be by traditional optical equipment based upon GPS control points. 3.1.3. "Confined Space" entry will not be required by the consultant to complete the project. 3.1.4. Only visible or easily recovered features will be surveyed. 3.1.5. City of Tukwila will ensure access to all private properties required for the survey. 3.2. Storm System Survey: 3.2.1. The following visible Storm Sewer system appurtenances will be located by GPS or optical survey: manhole and catch basins, including invert elevations, pipe sizes, material and direction of flow, culvert outfalls and drainage swales. 3.3. Monument Survey: 3.3.1. Perform Global Position System (GPS) Real -time Kinematic (RTK) survey locating the center of case of visible monuments adjacent to stormwater inventory locations. No exhaustive investigation, reconnaissance or research will be performed to recover all of the street monuments. 4.0 GIS Data Development 4.1. Support Field Data Acquisition 4.1.1. Prepare supporting field map documents as necessary to successfully complete inventory. 4.1.2. Ensure data transfers are complete and conform to data template design as prescribed in previous project phases. 4.2. Data Development and Drainage Network Construction 4.2.1. Stormwater sewer systems will be developed into comprehensive networks. 4.2.2. TetraTech assumes approximately 600 catch basins and 250 culverts, plus connecting ditches and swales for conversion to GIS. Consultant Agreement for Professional Services Phase VI GIS Infrastructure Inventory CltempXXPgrpwiselContract 090916.doc Page 6 of 9 4.2.3. TetraTech will ensure the digital conversion of streams and integrate them into the stoinuwater network within the final Geodatabase product. 4.2.4. To digitally represent the meander bends of both streams and large ditches, TetraTech will rely primarily on flow points collected by Perteet field staff at the major turns in these features. TetraTech will "smooth" the bends in the stream and ditch centerlines using supporting vectors in the City's existing hydro layer and /or aerial photographs. 4.2.5. QA/QC procedures developed and implemented in Phases I through V to detect flow anomalies, missing features, and other potential errors will be used in Phase VI. This includes the use of ArcReader and the creation of PMF files within problem areas for visual inspection by Perteet field staff. These errors will be fixed in GIS where possible or will be returned to the survey team for further research. 4.2.6. Data will be provided to City staff on a regular basis to allow for a final tier of QA/QC. Data will be made available for download off a secure web -site or provided to the City in an alternate fashion. We expect to use the City's ArcReader system developed in Phases I through V to accomplish this tier of quality assurance. 4.3. Geodatabase Enhancements 4.3.1. The Drainage Network will be integrated into the Personal Geodatabase created in Phase 1. The Geodatabase format created in Phases I through V will be kept as is. Data resulting from the field inventory and network construction in Task 4.2. will be added to the existing Geodatabase (currently encapsulating all work performed in Phase 1). 4.4. Map Production 4.4.1. Hard copy maps of the completed inventory will be developed in ArcMap. This will include a basemap image of the project study area using GIS data provided by the City. The map will depict the drainage network with as many physical attributes that can be displayed without blurring the map image, and will be similar in quality to the hard copy submittals for Phase 1. The map will be compiled in a poster -size (E). One (1) draft and one (1) final submission of each hardcopy map will be provided to both the Client and Perteet. Duplicate copies will be provided at an additional cost. 4.5. Documentation and Delivery 4.5.1. FGDC Compliant metadata will be developed for all feature classes within the Stormwater feature dataset. The metadata will outline the creation process as well as the spatial and feature attribute definitions. The form will be seamlessly linked to the layers in ArcGIS using the metadata kit provided with the software. 4.5.2. A recommended data management strategy will be written and provided to the City. This will offer suggestions on future expansion of the database. 4.5.3. The Geodatabase, including all GIS data layers created by TetraTech, and ArcGIS project file, and digital metafiles of the map graphics, will be Consultant Agreement for Professional Services Phase VI GIS Infrastructure Inventory CltempLYPgrpwiselContract 090916.doc Page 7 of 9 placed on CD -ROM. A single copy of the CD will be sent to both the City and Perteet as a final product. Deliverables Infrastructure Geodatabase including all GIS data layers created by TetraTech from Phasel through V, an ArcGIS project file, and digital metafiles of the map graphics. One set of hardcopy maps in Poster format. A "PMF" version of each hardcopy map for general use by City Staff that use the free ArcReader software OR an ArcView project file. Consultant Agreement for Professional Services Phase VI GIS Infrastructure Inventory C. templXPgrpwiselCoturact 090916.doc Page 8 of 9 Hourly rates and expenses to a maximum of $150,000. Consultant Agreement for Professional Services Phase VI GIS Infrastructure Inventory C: I templXPgrpwisel Contract 090916.dac Exhibit "B" Page 9 of 9 City of Tukwila Utilities Committee UTILITIES COMMITTEE Meeting Minutes September 29, 2009 5:00 p.m. Conference Room #1 PRESENT Kathy Hougardy, Chair; Pam Linder, and Dennis Robertson Staff: Bob Giberson, Frank Iriarte, Pat Brodin, Ryan Larson, Greg Villanueva, Gail Labanara and Kimberly Matej CALL TO ORDER: Committee Chair Hougardy called the meeting to order at 5:04 p.m. I. PRESENTATIONS No Presentations II. BUSINESS AGENDA A. NPDES Program Department of Ecology's Grant Program Staff is seeking full Council approval to enter into a grant agreement with the Washington State Department of Ecology for $50,000 for the National Pollutant Discharge Elimination System Stoiuiwater Management Plan. This is a pass- through grant (non- competitive), available as a result of certain jurisdictions not taking advantage of previous funding available for the implementation of NPDES Phase II requirements. The City will utilize the grant funds towards expenses related to the existing project GIS Inventory for Area 6 (discussion below, funding used to offset costs). No matching funds are required. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 12 COW FOR DISCUSSION. B. GIS Inventory Area 6 Consultant Agreement and Scope of Work Staff is seeking full Council approval to enter into a consultant agreement with Perteet Engineering, Inc. in the amount of $150,000 for the mapping of all storm drainage and survey monuments within the public right -of -ways for Area 6 of the Geographical Information Systems (GIS) Inventory. As part of the implementation requirements of the National Pollution Discharge Elimination System (NPDES), the City is conducting a multi- phased GIS inventory of city owned as -built drawings for public drainage systems (catch basins and manholes). NPDES requires that all 24 -inch and larger outfalls must be located and identified by 2011. This inventory will also allow for better tracking of storm facility maintenance needs. Perteet Engineering, Inc. has conducted all five previous phases of this inventory. Project monies are budgeted in the 412 Surface Water Fund. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 12 COW FOR DISCUSSION. C. Ordinance Amending TMC Chanter 11.08 Permit Fees for Right of Way and Private Property Staff is requesting full Council approval of an ordinance amending the Tukwila Municipal Code (TMC) Section 11.08 relative to housekeeping items and permit fee calculations for right of way and private property. The new language added to this section is regarding permit fee calculations in the right -of way (11.08.060 -D) which was a result of a settlement agreement with King County Water District 125. The housekeeping items (11.08.020 -C) clarify type C permits, bringing separation to private property and right way permits. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 12 COW FOR DISCUSSION.