Loading...
HomeMy WebLinkAboutCOW 2008-10-27 Item 4C - Agreement - GIS Inventoary Area 5 with Perteet Engineering for $150,000 COUNCIL AGENDA SYNOPSIS ITEM No. 1 G1 1 tbleeting Date 1 Prepared by 1 Mayor'J review I _Council review 1 us"-, i '.f 10/27/08 1 RL 4 },At- r/ 11/3/08 1 RL 1 rsoa I 1 1 1 1 ITEM INFORMATION CAS NUMBER: 08-131 I ORIGLNAL AGENDA DALE: OCTOBER 27, 2008 AGENDA ITEM TIME GIS -Based Public Works Infrastructure Inventory Area 5 Consultant's Agreement with Perteet Engineering, Inc. CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Hearing Other tVltg Date 10/27/08 Mtg Date 11/3/08 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date: SPONSOR Council Major Adr�t Svcs DCD Finance Fire Legal P &R Police PIS SPONSOR'S This contract is for the GIS inventory and mapping of the fifth phase of the storm drainage SUM•LIIARY infrastructure for the City. This fifth area will encompass portions of the City on the east side of I -5. As Perteet Engineering completed the first four areas with satisfactory results, it is recommended that they integrate the fifth area. REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte Utilities Cmte Arts Comm. Parks Comm. Planning Comm. DATE: 10/20/08 RECOMMENDATIONS: SPONSOR /ADMIN. Authorize Mayor to sign the agreement with Perteet Engineering. COM 1IT1EE Unanimous approval; forward to COW. COST IMPACT FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $150,000.00 $267,000.00 Fund Source: 412.02 Surface Water (page 136, 2008 CIP) Comments: MTG. DATE RECORD OF COUNCIL ACTION 10/27/08 11/03/08 MTG. DATE ATTACHMENTS 10/27/08 Information Memo dated October 16, 2008 2008 CIP page 136 Map of Areas Consultant Agreement with Scope of Work 1 Utilities Committee Meeting Minutes from October 20, 2008 11/03/08 1 INFORMATION MEMO To: Mayor Haggerton From: Public Works Director Date: October 16, 2008 Subject: GIS Inventory Area 5 Consultant Agreement and Scope of Work Project No. 02 -DRO1 ISSUE Approve consultant agreement with Perteet Engineering, Inc., to conduct the fifth phase of the GIS -Based 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. The subject project is the fifth phase of this effort and will map the following areas: 1. Between the eastern City limits and West Valley Highway from, and including, South 180 St to Strander Blvd. 2. East of Interurban Ave S to the Green/Duwamish River, between the 42th Ave S Bridge and I- 405. 3. Between I -5 and Interurban Ave S to S 144 St. ANALYSIS Perteet Engineering, Inc. was selected to perform the first four phases of this project. Their work was satisfactory and met all of the project requirements. They are 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 5 and what was developed and learned during the previous phases. This scope includes mapping all statni drainage and survey monuments within the public right -of -ways in the survey area. BUDGET SUMMARY This surface water project will be funded through the 412 Fund (Page 136 of the 2008 CIP). The budget amount includes other NPDES related activities. Cost Budeet Perteet Engineering, Inc. Area 5 150,000 267,000 RECOIVIMENDATION Approve the consultant agreement with Perteet Engineering, Inc. for professional services to conduct the GIS Inventory for Area 5. Attachments: CIP Sheet Area Map Consultant Agreement RL:sb cc: File 02- DR01.3 P:\PROJECTS\A- DR Projects \02 -DROI_ (GIS Area 5)\Info Memo Area 5.doc CITY OF TUKWILA CAPITAL PROJECT SUMMARY 2008 to 2013 PROJECT: GIS Inventory (NPDES Program) LINE ITEM: 412.02.594.38 .22 PROJECT NO. 93 -DR10 02 -DRO1 Provide programmatic implementation requirements of NPDES. The GIS inventory will establish citywide DESCRIPTION: as -built drawings for public drainage systems. The Master Drainage Program will develop a NPDES reporting and action plan for City compliance. State NPDES requirements include an annual report, public education and outreach, illicit discharge detection and JUSTIFICATION: illumination, approved technical standards, staff training, inspections of public and private systems, and drainage system maps. GIS (Geographic Information Systems) mapping; Area #1 completed in 2003, Area #2 in 2005, and Area #3 in STATUS: 2006. Area #4 will be surveyed with sewer and water infrastructure in 2007 with completion in 2008. Master Drainage Plan began in 2007 using $75k Department of Ecology grant. Area #5 scheduled for 2008. MAINT. IMPACT: Additional cleaning and documentation will require added staff resources. 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 2013. Additional NPDES requirements will be ongoing. FINANCIAL Through Estimated (in $000's) 2006 2007 2008 2009 2010 2011 2012 2013 BEYOND TOTAL EXPENSES Design 647 121 267 150 150 150 150 150 1,785 Land(R/W) 0 Const. Mgmt. 0 Construction 0 TOTAL EXPENSES 647 121 267 150 150 150 150 150 0 1,785 FUND SOURCES Awarded Grant 0 Proposed Grant 75 75 Mitigation Actual 0 Mitigation Expected 0 Utility Revenue 647 121 192 150 150 150 150 150 0 1,710 TOTAL SOURCES 647 121 267 150 150 150 150 150 0 1,785 Project Location: Entire System #5 d irr #4 k a T 1 p 1 7 1 Etig 136 4 City ofTukwula GIS Inventory Phas Map A t E 5 k `-7 ,:_if:,..§.7_ fil---._-__==■,3,41_, r, s, T--,74 Area 1 m 9g. S t 3 0. e w ti-ii 4 1_ igi 4 u Surveyed e Crty S y 4 ter_ Y PA• Aim Areal E s rw-st— m c S 1 E S t 5... n II 15 Z. A rea 5 S,gS1 a a 47 S 50 St S,56 St OFn. Zi ''t T�$ v 5160 St- w a Pky W F r A i44 1-4014 ii i 8 Sf.a nder a °I elv�il 0 D Map Legend ®B 7 a� Area 1 Area 3 0. at q--:- 0. T� la Area 2 1 I 8 o r Area3 tea 6ti= 0) pland I I Area 5 �dm� a" C ity Surv m d or e S, s,ao 1 Area 4 Area 4 T. ��ti GIS i ,,m TUI6MkI 1 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 ro�ect designated d Area V GIS Infrastructure p J 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 Page 1 of 9 Phase V GIS Infrastructure Inventory C:liemp�XPgrpxiselContract 081015.doc 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 permitted 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 hauuless 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 haimless 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 Page 2 of 9 Phase V GIS Infrastructure Inventory C:VemplXPgp ise!Contract 081015.doc 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 perfoimed 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 Page 3 of 9 Phase V GIS Infrastructure Inventory C: 4empIXPgrpriseIConvact 081015.doc 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 2008 CITY OF TUKWILA CONSULTANT By: Jim Haggerton, Mayor Crystal L. Donner Vice President Attest/Authenticated: Approved as to Foiui: Christy O'Flaherty, City Clerk Office of the City Attorney Consultant Agreement for Professional Services Page 4 of 9 Phase V GIS Infrastructure Inventory Caempl,PgrpniselCantract 081015.doc Exhibit "A" Scone of Services City of Tukwila GIS Public Works Infrastructure Inventory Phase V (Between I -5, SR -405 and Interurban Ave.) 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. Between the Eastern City Limits and West Valley Highway from and including South 180 St. to Strander Blvd. 2. East of Interurban Ave. So. to the Green River between the Allentown Bridge and I -405. 3. Between the east margin of I -5 and Interurban Ave. So, to the south margin of So. 144 St 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 stoiiii pipes. Perteet Inc. field crews will make all measurements and observations from the ground surface. Perteet field personnel are not equipped for, nor peimitted 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. Consultant Agreement for Professional Services Page 5 of 9 Phase V GIS Infrastructure Inventory C:!templXPgrp siseiConbact 081015.dac 1.5. Coordination of Sub consultants. 2.0 Project Planning 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. Stoini System Survey: 3.2.1. The following visible Storni 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. Consultant Agreement for Professional Services Page 6 of 9 Phase V GIS Infrastructure Inventory C: ttemp',XPgrpxiselContract 081015.doc 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. Stoiniwater 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. 4.2.3. TetraTech will ensure the digital conversion of streams and integrate them into the stormwater 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 IV to detect flow anomalies, missing features, and other potential errors will be used in Phase V. 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 IV 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 fouuat created in Phases I through IV 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). Consultant Agreement for Professional Services Page 7 of 9 Phase V GIS Infrastructure Inventory C: ttemp'!XPgrpaise:Contrac! 081015.doc 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 Stoimwater feature dataset. The metadata will outline the creation process as well as the spatial and feature attribute definitions. The foilu 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 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 III, 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 Page 8 of 9 Phase V GIS Infrastructure Inventory C:ItemplXPgrpniseiCantract 081015.doc Exhibit "B" Hourly rates and expenses to a maximum of $150,000. Consultant Agreement for Professional Services Page 9 of 9 Phase V GIS Infrastructure Inventory C:VemplXPgrpxiseiCantract 081015.dac to J �;^:wgsti City of Tukwila %0, a 0 Utilities Committee 1908 UTILITIES COMMITTEE Meeting Minutes October 20, 2008 5:00 p.m. Conference Room #1 PRESENT Councilmembers: Verna Griffin, Chair; Joan Hernandez, and Kathy Hougardy Staff: Jim Morrow, Frank Iriarte, Bob Giberson, Ryan Larson, Pat Brodin, Mike Mathia, Gail Labanara and Kimberly Matej CALL TO ORDER: Committee Chair Griffin called the meeting to order at 5:04 p.m. I. PRESENTATIONS No Presentations. II. BUSINESS AGENDA A. Interurban Avenue South Waterline Construction Management Supplemental Agreement Council has approved a bid award for replacement of the Interurban Avenue South Water Line. This project will replace an aging cast iron water line which has been consistently problematic (see Utilities Minutes dated August 18, 2008). The waterline runs along Interurban Avenue South from 42n Avenue South to 48 Avenue South. Staff is now seeking full Council approval for Supplemental Agreement No. 6 (to Consultant Agreement No. 06 -049) with Anchor Environmental, LLC of Seattle in the amount of $53,978 for construction management and site inspection services related to this project. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 27 COW FOR DISCUSSION. B. GIS Inventory Area 5 Consultant Agreement 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 5 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 four previous phases of this inventory. The budgeted amount is greater than the project cost estimate due to carryover from 2007 for Area 4 completion and the Master Drainage Plan. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 27 COW FOR DISCUSSION. C. 2008 3 Ouarter Report The Committee reviewed the status of program goals as outlined in the 2008 3 Quarter Report. INFORMATION ONLY. III. MISCELLANEOUS Meeting adjourned at 5:46 p.m. Next meeting: Monday, November 3, 2008 5:00 p.m. Conference Room No. 1. Committee Chair Approval Min..,es by KAM. Reviewed by GL.