HomeMy WebLinkAboutCOW 2007-03-26 Item 4C - Agreement - GIS Inventory Area 4 with Perteet Engineering for $250,000 COUNCIL AGENDA SYNOPSIS
t sy Initials ITEM NO.
44 LA. 1 f+) J Meeting Date 1 Prepared by 1 Mayor's view ce rre l review
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ITEM INFORMATION
CAS NUMBER: 07-038 I ORIGINAL AGENDA DATE: MARCH 26, 2007
AGENDA ITEM TITLE GIS -Based Public Works Infrastructure Inventory Area 4
Consultant's Agreement with Perteet Engineering, Inc.
CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Hearing Other
Mtg Date 3/26/07 Mtg Date 4/2/07 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date:
SPONSOR Council Mayor Adm Svcs DCD Finance Fire Legal P &R Police PIS
SPONSOR'S This contract is for the GIS inventory and mapping of the fourth phase of storm drainage
SUMMARY and sanitary sewer infrastructure for the City. This fourth area will encompass the CBD
area between I -5 and the Green River and between the south City limit and Tukwila Pkwy.
As Perteet Engineering completed the first three areas with satisfactory results, it is
recommended that they integrate the fourth area.
REVIEWED BY COW Mtg. CA &P Cmte F&S Cmte Transportation Cmte
Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DALE: 3/20/07
RECOMMENDATIONS:
SPONSOR /ADMIN. Authorize Mayor to sign the agreement with Perteet Engineering.
COMM TrEE Majority approval; forward to COW.
COST IMPACT FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUD GETED APPROPRIATION REQUIRED
$250,000.00 $250,000.00
Fund Source: 402.02 Sewer and 412.02 Surface Water (pages 116 145, 2007 CIP)
Comments:
MTG. DATE I RECORD OF COUNCIL ACTION
3/26/07 1
4/2/07 1
MTG. DATE I ATTACHMENTS
3/26/07 1 Information Memo dated March 14, 2007
Map of Areas I
Consultant Agreement with Scope of Work
Utilities Committee Meeting Minutes from March 20, 2007
4/2/07
INFORMATION MEMO
To: Mayor Mullet
From: Public Works Director M
Date: March 14, 2007
Subject: Area 4 of the GIS -Based Public Works Infrastructure Inventory
Consultant Agreement and Scope of Work
Project No. 02 -DRO1
ISSUE
Approve agreement with Perteet Engineering, Inc., to conduct the fourth 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, City
owned sanitary sewer facilities, and survey monuments throughout the City. To date, the City
completed the Northern Quadrant and Area 2 3 GIS Inventories. The subject project is the fourth
phase of this effort and will map the area between 1 -5 and the Green River and between the south City
limit and Tukwila Parkway.
ANALYSIS
Perteet Engineering was selected to perform the first three phases of this project and their work was
satisfactory and met all of the project requirements. They are extremely familiar with the City's GIS
system and will easily be able to integrate all new data into the results of the first three phases.
Therefore, it is recommended that they complete the next phase of this project.
A scope of work was developed with Perteet based on the characteristics of Area 4 and what was
developed and learned during the previous phases. This scope includes mapping all storm drainage and
sanitary sewer facilities within public right -of -ways and the location of all survey monuments within the
survey area.
BUDGET SUMMARY
This project will include both surface water and sewer elements and will be funded as follows:
Surface Water Sewer
Cost Budget (412) Budget (402)
Perteet Area 4 250,000 150,000 100,000
RECOMMENDATION
Approve the consultant agreement with Perteet Engineering, Inc., for professional services to conduct
the Area 4 GIS -Based Public Works Infrastructure Inventory in the amount of $250,000.00.
RL:ad
attachments: Area Map and Consultant Agreement
file: 02- DR01.3
(P:Projaxs\ A- DR Pmjau'A2DROl (G[S Area 4)1Info Memo Area 4)
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CONSULTANT AGREEMENT FOR
PROFESSIONAL SERVICES
THIS AGREEMENT is entered into between the City of Tukwila, Washington,
hereinafter referred to as "the City and Petted, 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 IV 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 $250,000 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
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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 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
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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
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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 2007.
CITY OF TUKWILA CONSULTANT
By: 7 4gor
Steve Mullet, Mayor rystal Donner
Vice President
Attest/Authenticated: Approved as to Form:
Jane E. Cantu, City Clerk Office of the City Attorney
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Exhibit "A"
Scone of Services
City of Tukwila
GIS Public Works Infrastructure Inventory
Phase IV —CBD
(Between SR405 and South City Limits
INTRODUCTION
The overall objective of Scope of Services is to provide an inventory and mapping of the
City of Tukwila's Public Works infrastructure within the Central Business District. The
inventory and mapping for the infrastructure will be performed within public rights -of-
way and easements between the south margin of SR 405 and the current southerly City
limits, between the easterly right -of -way margin of I -5 and the Green River. Due to the
traffic volumes in the area it is extremely difficult to estimate the time required for the
project. We are therefore proposing to complete a "pilot" project for all of Minkler Blvd.
and then extrapolate the procedure and schedule to the remainder of the project. The
areas included in the Phase are as follows:
1. Minkler Blvd. (pilot project) between I -5 and Green River.
2. South City limits between I -5 and the Green River and north to Minkler.
3. North from Minkler to Southcenter Parkway, between I -5 and Green River..
The Inventory Program developed for the previous phases will be the foundation for the
Phase IV CBD GIS project. This phase of the inventory will locate, storm drainage
structures and facilities, sanitary sewer manholes 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 and sanitary 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 QAIQC reviews at the 75% and final project review.
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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.
2.3. The Consultant analyst will schedule a meeting with the field survey crew that
will focus on the final identification of Sanitary Sewer feature attributes to be
collected by field crews to complete the Sanitary Sewer Network. From this
session, the Consultant will revise the database template, as necessary, that will be
used in the GPS data dictionaries for transfer to GIS via MS Access. The
Consultant analyst will modify the network construction scripts for creating storm
systems to create sanitary sewer systems.
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. Sanitary Sewer Survey:
3.3.1. The following visible Sanitary Sewer system appurtenances will be
located by GPS or Optical survey: center of manhole, manhole rim, center
of vault (access), invert elevation (center of channel), pipe size and
material, cleanouts, center of pump station access point and base of any
electrical service panels for the sanitary system.
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3.4. Monument Survey:
3.4.1. 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 and Sanitary 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. TetraTech will process all traffic features from controlled intersections
and merge into the Geodatabase created in Phase 1.
4.2.6. QA/QC procedures developed and implemented in Phases I through III to
detect flow anomalies, missing features, and other potential errors will be
used in Phase IV. 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.
4.2.7. 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 III 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 fouliat created in Phases I through
III 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).
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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
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.
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Phase IV GIS Infrastructure Inventory
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Exhibit "B"
Hourly rates and expenses to a maximum of $250,000.
$150,000 from Surface Water (412)
$100,000 from Sewer (402)
Consultant Agreement for Professional Services Page 9 of 9
Phase IV GIS Infrastructure Inventory
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Utilities Committee March 20, 2007 Pr°
Present: Joan Hernandez, Chair; Jim Haggerton (Joe Duffle absent)
Jim Morrow, Frank Iriarte, Bob Giberson, Ryan Larson, Gail Labanara, Chuck Parrish
A. Area 4 GIS -Based Public Works Infrastructure Inventory Consultant Recommendation.
Scone of Work and Fee Estimate Ryan explained that the GIS program began in 2003. We were
notified that the impending NPDES permit would require us to map our entire infrastructure. The
NPDES permit has now been issued and we have 4 years to complete the mapping. With our head
start we will meet the 4 -year deadline. The fourth area to be mapped is the CBD and will be very
beneficial as it has the most development. The Surface Water and the Sewer Fund will provide the
funding. The remaining areas include Allentown and Cascade View and were delayed so that we
will be able to map all of the new improvements. Joan asked about the "pilot program" and it was
explained that since Area 4 is in the CBD, traffic control might become an issue. Jim H asked if the
termination section usually contains the wording about the death of a partner and the answer was
yes. Committee requested that staff return with the finished inventory and show some of the
mapping at the COW. Majority approval; forward consultant agreement of $250.000.00 to
next COW.
B. Cascade View Drainage Improvements Project Completion and Acceptance Jim M stated that
this was one of the best neighborhood improvement projects that we have completed. Mike Ronda,
the project manager, then presented a comprehensive power point presentation. Mike reported that
we came in under budget due to strong design by KPG, having a good contractor with SCI, and in-
house construction management along with the cost loaded payment schedule. The challenges
included some design mistakes, dealing with individual property owners and maintaining
construction inspectors since we had 6 different inspectors over the course of the project. SCI did
not sign the fmal closeout documents so we issued a unilateral acceptance by first mailing a 30 -day
warning letter and then following up with a notice of final acceptance for March 7, 2007. SCI has
had some issues with their subcontractors so they may not have wanted to sign the fmal paperwork.
However the City has to move forward with closeout. Some contractors would like unlimited time
on a project and they have tried to change the legislature this year but Bob G reported that that
specific bill is now dead. Committee would like a condensed version of the before and after
pictures presented to full Council with the closeout. Majority approval; forward to Regular
Consent.
Other: Information Only
Joan asked about the status of Foster Point and Bob told her that the project is essentially
complete except for the two sewer lift stations. Bob also stated that we are working on the bid
documents for the Foster Pt sidewalks.
Jim M reported that we received the official letter from the Army Corp of Engineers that certifies
the 205 levee (west side of Green River from I -405 to S 196 St). This took a lot of hard work and
means that property owners in the CBD will not be required to have flood insurance or have to
build above the flood elevation.
Committee Chair Approval
Minutes by GL, reviewed by BG, RL
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