HomeMy WebLinkAboutCOW 2005-07-11 Item 5E - Agreement - GIS Inventory Area 3 wtih Perteet Engineering for $226,180 COUNCIL AGENDA SYNOPSIS
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ITEM INFORMATION
CAS NUMBER. 05-105 I ORIGINAL AGENDA DATE. JULY 11, 2005
AGENDA ITEM TITLE GIS -Based Public Works Infrastructure Inventory Area 3
Consultant's Agreement with Perteet Engineering, Inc.
CATEGORY Discuss/on Motion Resolution Ordinance Bid Award Public Healing Other
Altg Date Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date: 7111/ 05
I SPONSOR Council Mayor Adm Svcs DCD Finance Fire Legal P&R Police PIV
SPONSOR'S The contract is for the GIS inventory and mapping of the third phase of infrastructure for
SUMMARY the City. This third area will encompass the area south of South 144 Street, between the
easterly right -of -way margin of Tukwila International Blvd and west of I -5, including
Gilliam Creek. As Perteet Engineering completed the first and second areas with
satisfactory results, it is recommended that they integrate the third area.
REVIEWED BY COW Mtg CA &P Cmte F &S Cmte Transportation Cmte
Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DATE. 7/6/05
RECOMMENDATIONS:
SPONSOR /ADMN. Authorize Mayor to sign the agreement with Perteet Engineering.
COM IITTEE Forward to COW and then Regular with approval.
COST IMPACT FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$287,360.00 $300,000.00
Fund Source: 412.02 Surface Water (page 124, 2005 CIP)
Comments Total amount budgeted includes 2005 and 2006, as the contract will overlap both years.
MTG. DATE RECORD OF COUNCIL ACTION
7/11/05
1
1
1
1 MTG. DATE ATTACHMENTS 1
1 7/11/05 Information Memo dated June 29, 2005
Map of Areas 1, 2 and 3
Consultant Agreement with Scope of Work
Utilities Committee Meeting Minutes from July 6, 2005
INFORMATION MEMO
To:
From:
Date:
Subject:
Mayor Mullet
Public Works Directo~
June 29, 2005
Area 3 of the GIS-Based Public Works Infrastructure Inventorv
Project No. 02-DROl
ISSUE
Approve agreement with Perteet Engineering, Inc , to conduct the third 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, survey
monuments, and selected roadway items throughout the City. To date, the City completed the
Northern Quadrant and Area 2 GIS Inventories. The subject project is the third phase of this effort and
will map the area south of South 144th Street, between the easterly right-of-way margin of Tukwila
International Blvd and west of 1-5, including Gilliam Creek. Also to be included is the as-built storm
and traffic items from the TIB Phase 1 project.
ANALYSIS
Perteet Engineering was selected to perform the fIrst two 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 be able to easily integrate all new data into the results of the fIrst two phases. It is
therefore recommended that they complete the next phase of this project.
A scope of work was developed with Perteet based on the characteristics of Area 3 and what was
developed and learned during the previous phases This scope includes mapping all storm drainage and
traffic items as previously done Water and sewer facilities will not be mapped since they are part of
Val Vue Sewer District and Water District No. 125's service areas. This project will be performed in
2005 and 2006 and will use the allotted CIP budget for both years,
BUDGET SUMMARY
Perteet - Area 2 (remainder paid in 2005)
Perteet - Area 3 (this contract)
Contingency (10%)
Totals
Cost
$ 39,000,00
226,180.00
22,180.00
$ 287,360.00
Budeet (200512006)
$ 300,000.00
RECOl\rIMENDATION
Award the Area 3 GIS-Based Public Works Infrastructure Inventory contract to Perteet Engineering,
Inc" in the amount of $226,180,00,
RL:ad
attachments: Area Map I Consultant Agreement
file: 02-DROl.l
(p:ProjectslA- DR Projectsl02DROI (GIS Area 3)\lnfo Memo AJea 3)
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Study Area Locator Map
Area III
GIS Inventory
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Northern Quadrant
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Area II
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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 Perteet, Inc. hereinafter referred to as "the
Consultant", in consideration of the mutual benefits, tenns, 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 III GIS Infrastructure
Inventory.
2. Scope of Services, The Consultant agrees to perfonn 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 shalI
perfonn 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 shaH be made as provided
on Exhibit "B" attached hereto, provided that the total amount of payment to
the Consultant shall not exceed $226,180 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 ofthe 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
perfonned, 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 Agreementfor Professional Services
Phase II GIS Infrastructure InventOlY
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Page I of8
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 \VIth 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 shaH 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
shaH 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 aH 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, rrom 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 perfonnance 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 :trom 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 ofthe 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 $500,000 per occurrence/aggregate for property damage, and professIOnal
liability insurance in the amount of$I,OOO,OOO.
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 wntten notice to the City, Certificates of coverage as
Consultant Agreement for Professional Services
Phase II GIS Infrastructure./llventOlY
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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 m 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 rrom 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 discrimmate on the grounds ofrace, 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 tenninate 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 Agreementfor Professional Services
Phase II GIS Infrastructure InventOlY
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of this Agreement between survivmg 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 smt
from the losing party.
16, Notices. Notices to the City of Tukwila shall be sent to the following address:
City of Tukwila
6300 Southcenter Boplevard
Tukwila, WA 98188
NotIces to Consultant shall be sent to the following address:
Perteet, Inc.
2707 Colby Avenue, Suite 900
Everett, W A 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
,20_.
CITY OF TUKWILA
CONSULTANT
~~~SC2
By:
Steve Mullet, Mayor
President
Attest! Authenticated: Approved as to Fonn:
Jane E, Cantu, City Clerk Office of the City Attorney
Consultant Agreement for Professional Services Page 4 of 8
Phase JJ GIS Infrastructure InventOlY
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Exhibit "A"
Scope of Services
City of Tukwila
GIS Public \Vorks Infrastructure Inventory
Area III - SR 518 Area
(Between S 144th and So. City Limits
INTRODUCTION
The overall objective of Scope of Services is to provide an mventory and mapping of the
City of Tukwila's Public Works infrastructure within the SR-518 area. The mventory and
mapping for the infrastructure will be performed within public rights-of-way and
easements between the south margin of South 144th St and the current southerly City
limits, between the easterly right-of-way margin of Tukwila International Blvd and west
of the westerly margin ofI-5, including Gilliam Creek and the drainage from South 150th
through Thorndyke elementary school that discharges to it, but excluding
154th/Southcenter Blvd.
In addition we will convert the digital as-built files from the recent International
Boulevard project mto the project database.
The Inventory Program developed for the previous two phases will be the foundatIon for
the continuing stonnwater mapping and GIS. As the inventory of the stonnwater system
is being perfonned in the study area, the center point of street monument cases, sIgnal
poles and appurtenances and street light poles will also be located.
Key to the success of the project is the implementation and refinement of the data capture
and storage system from the Northern Quadrant GIS Inventory.
The work under this agreement will be accomplished under the followmg elements of
work:
SCOPE OF SERVICES
1.0 Management / Coordillation / 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 QAlQC reviews at the 75% and final project review,
1.5, Coordination of Sub-consultants.
Consultant Agreement for Professional Services
Phase JJ GIS Infl"astructure InventOlY
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2.0 Project Pla11/1i/lg
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. From this session, the Consultant will revise the
database template, as necessary, that wi11 be used in the GPS data dictionaries for
transfer to GIS via MS Access.
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 Acquisitioll
3,1. Assumptions:
3.1.1. Elevations will be referenced to NA VD "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,
ditches, Gilliam Creek 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.
3.4. Traffic System Survey:
3.4.1. The following visible Traffic system appurtenances wi11 be located by
GPS or Optical survey: base of signal poles, base of ped. poles, base of
ped push-button posts, center of J boxes and signal vaults, base at front of
signal cabinet, base at front of electrical service cabinet, and base of pole
for all luminaires,
Consul/ant Agreement for Professional Services
Phase II GIS lnjrastntcture biven/my
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3.5. Documentation:
3.5.1. Prepare a Microsoft Excel file contaming all of the horizontal and vertical
control points used for the survey as well as all surveyed GLO and street
or Plat monuments.
3.5,2. NAD 83 (91) coordinates (accurate to +- 0,10') of all street monuments
recovered will be included in the geo-database.
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 transfer~ are complete and confonn to data template design as
prescrib~d in the Phase 1.
4,2. Data Development and Drainage Network Construction
4.2,1. Stonnwater features will be developed into a comprehensive drainage
network.
4.2,1.I.TerraLogic assumes approximately 600 catch basins and 250 culverts,
plus connecting ditches and swales for conversion to GIS.
4,2.1.2.TerraLogic will ensure the digital conversion of streams and integrate
them into the stonnwater network within the final geodatabase
product.
4.2.1.3.To digitally represent the meander bends of both streams and large
ditches, TerraLogic will rely primarily on flow points collected by
Perteet field staff at the major turns in these features, TerraLogic will
"smooth" the bends in the stream and ditch centerIines using
supporting vectors in the City's existing hydro layer and/or aerial
photographs.
4.2.1.4,TerraLogic will process all traffic features from controlled
intersections and merge into the Geodatabase created in Phase 1.
4.2, 1.5 ,Convert digital CAD files of the International Boulevard As-built into
GIS for inclusion into the geo-database. This file will be geo-
referenced based on the City's digital orthophotos. Stonnwater, water,
sewer, and street features will be converted and attributed with
infonnation readily available in the digital CAD files.
4.2.2. QA/QC procedures developed and implemented in Northern Quadrant and
Area II Inventories to detect flow anomalies, missing features, and other
potential errors will be used in Phase 3. This includes the use of
ArcReader and the creation of PMF files wIthin problem areas for visual
inspection by Perteet field staff. These errors wiH be fixed in GIS where
possible or WIll be returned to the survey team for further research.
4.2,3. Data will be provided to CIty staff on a regular basis to allow for a final
tier of QAlQC. 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 the Northern Quadrant and
Area II Inventories to accomplish thIS tier of quality assurance.
Consultant Agreementfor Professional Sen'ices
Phase II GIS Infrastructure ItlventOlY
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4.3, Geodatabase Enhancements
4.3.1. The Drainage Network will be integrated into the Personal Geodatabase
created in the Northern Quadrant Inventory. The Geodatabase format
created in the Northern Quadrant and Area II Inventones wi11 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 a11
work performed in the Northern Quadrant and Area II Inventories),
4.4. Map Production
4.4.1. Hard copy maps of the completed Inventory wiII be developed in ArcMap,
ThIS will include a basemap image of the project study area usmg GIS
data provided by the City. The map wiU depict the drainage network with
as many physical ~ttributes that can be displayed without blurring the map
image.. and will be similar in quality to the hard copy submittals for the
Area II Inventory. 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 wiII be provided at an
additional cost.
4.5, Documentation and Delivery
4,5.1. FGDC Compliant metadata wiII be developed for a11 feature classes within
the Stormwater feature dataset. The metadata wi11 outline the creation
process as well as the spatial and feature attribute definitions, The fonn
wiU be seamlessly linked to the layers in ArcGIS using the metadata kit
provided with the software.
4.5,2. A recommended data management strategy wiII 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 TerraLogic, and
ArcGIS project file, and digital metafiles of the map graphics, will be
placed on CD-ROM. A single copy of the CD wiII be sent to both the City
and Perteet as a final product.
Deliverables
· Inrrastructure Geodatabase including all GIS data layers created by
TerraLogic from both the Northern Quadrant and Area II Inventories, an
ArcGIS project file, and digital metafiles of the map graphics.
· One set of hardcopy maps in Poster fonnat.
· 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 11 GIS Infrastructure Invent01Y
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Utilities Committee
July 6, 2005
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Present:
Dave Fenton, Chair; Joan Hernandez, Jim Haggerton
JIm Morrow, Frank marte, Pat Brodm, Bob Giberson, Gail Labanara, Ryan
Larsen, Mike CusIck, John Howat, Lucy Lauterbach
1. "Maule Ave/Campbell Hill/58th Ave Bid PublIc Works had combmed three small water projects
mto one bId. Though they advertised the bId beyond their normal practices, they dId not receIve any
bids for the proJect. It appears that many bIdders have current work that restncts further bonding
and msurance, Other jurisdIctIOns have also received no bids for some proj ects, and hIgher than
expected bids for other projects. PublIc vVorks WIll try to re-bld the project m the early fall. Delay
bid. \
2. City Shops Re-Roof Bid Only one bid was submItted to re-roofthe city shops. Both Minkler
and George Long shops are in need of new roofs, The one bid that was received was much higher
than the recently increased bid estimate, Staffwill try to re-bid the project m winter. Recommend
resolution to reiect bids to CO'V and Regular lVIeetings.
3. Video Inspection of Private Storm Drains Public \^lorks storm drain crews have found 21
places in TukwIla where the public storm dramage system flows into pipes under pnvate property.
Because these pipes have not been maintained for many years some are starting to faIl. The City
will need to find whether the systems are private, or whether there are public easements where
homes or apartments now stand. It may be the best legal strategy to work to get these failing
systems repaired, though with the current fee structure the City cannot afford the cost of domg all
the repairs needed. John Howat knows of many ofthese systems as he crawled through the pIpes
when some of them were being built thirty years ago. He and Ryan had some dramatic pictures of
failing pipes taken with the TV rnspection cameras, Information.
*
4. Area 3 of GIS Infrastructure Inventory The first two phases of GIS inventory of storm drains,
survey monuments and roads have proved to be very useful to crews. Though John Howat knows
some of the information, it is unwise to rely on a person who may not always be available to the
CIty. GIS can supply the information for anyone to read. Perteet Engineering did the fIrst two
phases of GIS inventory, and now has been chosen as the contractor for the thIrd phase. Phase ill
will include the Foster neighborhood south to and including McMicken, with Highway 99 as the
west boundary and 1-5 as the east boundary. Recommend awarding bid for Phase 3 GIS-Based
Inventory to Perteet Engineering for $287.360.
5. 2004 Small Drainage Project Program Acceptance Denms Craig was the company that did
surface water improvements at seven sites. They fInished their work in April, and the work cost less
than budgeted, Less gravel backfIll was needed, as natIve soils were better than antIcipated.
Recommend acceptance ofproiect and release of retain age to consent agenda of a Regular
Meeting.
_ Committee chair approval
Minutes by LL