HomeMy WebLinkAboutCOW 2004-06-14 Item 4A - Agreement - GIS Inventory Area 2 with Perteet Engineering for $149,668 J :.T 11 LA;..w. g s COUNCIL AGENDA SYNOPSIS
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I ITEM INFORMATION
I CAS Number: 04-084 1 Original Agenda Date: June 14, 2004
Agenda Item Title: GIS -Based Public Works Infrastructure Inventory Area 2
Consultant's Agreement with Perteet Engineering, Inc.
Original Sponsor: Council Admin. Public Works
I Timeline:
Sponsor's Summary: This contract is for the GIS inventory and mapping of the second phase of infrastructure for
the City. This second area will encompass the area bounded by Tukwila International Blvd,
South 144 St, I 5, and SR599. As Perteet Engineering completed the first area with
satisfactory results, it is recommended that they integrate and complete the second area.
Recommendations:
Sponsor: Authorize the Mayor to sign the agreement with Perteet Engineering, Inc.
Committee: Forward to COW and then Regular Council with approval.
Administration: Same as Sponsor
Cost Impact (if known): $149,668.00
Fund Source (if known): 412 Surface Water (pg. 115 2004 CIP)
RECORD OF COUNCIL ACTION
Meeting Date 1 Action
6/14/04 I
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APPENDICES
Meeting Date 1 Attachments
6/14/04 Information Memo dated June I, 2004
Vicinity Map of Areas 1 and 2
Consultant's Agreement with Perteet Engineering, Inc.
Utilities Committee Meeting Minutes from June 8, 2004 (unavailable at time of
publication of agenda packet)
INFORMATION MEMO
To: Mayor Mullet
Director,
From: Public Works
Date: June 1, 2004
Subject: Area 2 of the GIS-Based ]Public Works Infrastructure Inventory
Project No. 02-DR01
ISSUE
Approve agreement with Perteet Engineering, Inc., to conduct the second phase of the GIS-Based
Public Works Infrastructure Inventory.
BACKGROUND
The City has incomplete as-built infrastructure information and lacks a comprehensive inventory of all
City-owned utilities. As-built information is vital for City personnel to maintain the systems, is helpful
to developers, and required by various state and federal regulations.
In March 2004, the City completed the Northern Quadrant GIS Inventory. This effort mapped all City-
owned facilities north of S 115a St including the Ryan Hill area. This was the first phase of a multi-
phased project to map the entire City. The subject project is the second phase of this effort and will
map the area bounded by Tukwila International Blvd, S 144a St, I-5, and SR 599. Also included is the
Duwamish Area of Allentown.
ANALYSIS
Perteet Engineering was selected to perform the first phase of this project based on the standard City
selection procedure. Their work on the first phase of the project was satisfactory, met all of the project
requirements, and was completed under budget. They are familiar with the City's (}IS system and will
be able to easily integrate all new data into the results of first phase. It is therefore recommended that
they complete the ne? phase of this ~ruje.et.. .
A scope of work was developed with Perteet based on the characteristics of Area 2 and what was
developed and learned during the initial phase. 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 and Water District No 125's service areas.
ALTERNATIVES
Select another firm or scope of work to complete this project.
RECOMMENDATION
Award the Area 2 GIS Infrastructure Inventory contract to Perteet Engineering, Inc., in the amount of
$149,668.00.
attachment: consultant agreement
file: 02-DR01.3
City of Tukwila
GIS Inventory Phase Map
Area 1 . ~
Area 2
CONSULTANT AGREEMENT FOR
PROFESSIONAL SERVICES
THIS AGREEMENT is entered into between the City of Tukwila, Washington,
hereinafter referred to as "the City", and Perteet Engineering, 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 Phase I1 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 ./ervices and provide all work product required pursuant to this Agreement
within 180 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 mount of payment to
the Consultant shall not exceed $149,668 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
eamed 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 .4greement for Professional Services Page 1 of 9
Phase II G1S Infrastructure Inventory
period of three (3) years after final payrfients. 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. Compliunee 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 mntually 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 taus.ed by or resulted from the ~gncurrent negligence of the City,
its agents or employees, this obligation to indemnify, defend and hold harmless is
valid and enforceable only to ~he extent of the negligence of the Consultant, its
officers, agents and employees.
8. Insurance. The Consultant shall secure and maintain in fome 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 $1,000,000.
Said general liability policy shall name the City of Tukwila as an additional named
insured and shall include a provision prohibiting cancellation of said policy except
upon thirty (30) days prior written notice to the City. Certificates of coverage as
Consultant,4greement for Professional Services Page 2 of 9
Phase H GI$ Infrastructure Inventot3~
required by this section shall be delivered to thd 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 fi:om 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 Agreemen. t. ~wilhout.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
pmvision.
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 ,4greement for Professional Services Page 3 of 9
Phase H GIS Infrastructure Inventory
of this Agreement between surviving meml~ers 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
fi:om the losing party.
16. Notices. Notices to the City of Tukwila shall be sent to the following address:
City o f Tukwila
6300 Southcenter Boulevard
Tukwila, WA 98188
Notices to Consultant shall be sent to the following address:
Perteet Engineering, 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 ,20 __
CITY OF TUKWlLA CONSULTANT
........ _ ........ By:~~
Steve Mullet, Mayor
Ex - ¥ ~t.g..President
Attest/Authenticated: Approved as to Form:
Jane E. Cantu, City Clerk Office of the City Attorney
Consultant.4greement for Professional Services Page 4 of
Phase H GIS Infrastructure Inventory
Exhibit "As'
Scope of Services
City of Tukwila
GIS Public Works Infrastructure Inventory
Phase II - Southgate & Duwamish Areas
(South of approx. So. 118th 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 within the Southgate and Duwamish areas.
The inventory and mapping for the infrastructure will be performed within the public
Hghts-of-way between SR 599 and the easterly right-of-way margin of Tukwila
International Blvd and north of the southerly margin of 144th St. South and between the
northeasterly SR 599 right-of-way and the Duwamish River between 116th and 119th
Streets (Duwamish Area).
The Inventory Program developed for the Northern Quadrant of the City will be the
foundation for the continuing stormwater mapping and GIS. As the inventory of the
stormwater system is being performed in the study area, the center point of street
monument cases 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 following elements of
work:
SCOPE OF SERVICES
1.0 Management/Coordination/Administration
lA. Provide continuous project management administration (billing invoices,.
monthly progress reports) throughout the projeet'~i~ld data- ;/cquisition 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 QMQC reviews at the 75% and final project review.
1.5. Coordination of Sub-consultants.
Consultant Agreement for Professional Services Page 5 of 9
Phase H GI$ Infrastructure Inventory
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. 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.
2.2. Acquire both hard copy and electronic mapping that is readily available fi:om
King County, WSDOT, Boeing or other sources that show the infi:astmeture
features that will be inventoried within their geographical areas. Electronic
mapped stormwater features and data fi:om these agencies that are outside of the
City's rights-of-way will be incorporated into the City's GIS based utility
inventory.
3.0 Field Data ~4cquisition
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 G?S, 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 and swales.
3.3. Monumen~ 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 will 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.
Consultant .4greement for Professional Services Page 6 of 9
Phase II GIS Infrastructure Inventory
3.5. Documentation:
3.5.1. Prepare a Microsofl Excel file containing 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. Prepare a network control map of the survey control used for GPS point
determinations
3.5.3. NAD 83 (91) coordinates (accurate to +- 0.10') of all street monuments
recovered will be included in the gee-database.
4.0 ~71S Data Development
4.1. Support Field Data Acquisition
4.1.1. Offer 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 the Phase 1.
4.2. Data Development and Drainage Network Construction
4.2.1. Stormwater features will be developed into a comprehensive drainage
network.
4.2.1.1.TerraLogic assumes approximately 320 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 stormwater 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 tums in these features. TerraLogic will
"smooth" the bends in the stream and ditch centerlines using
supporting vectors in the City's existing hydro layer and/or aerial
photographs.
4.2.1.4.TerraLogic will process all traffic features from three (3) controlled
intersections and merge into the Geodatabase created in Phase 1.
4.2.2. QA/QC procedures developed and implemented in Phase 1 to detect flow
' · --' anomalies, missing features, and other potential errors will be U~e~d in
Phase 2. 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.
4.2.3. 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 Phase 1 to accomplish this tier
of quality assurance.
Consultant.4greement for Professional Services Page 7 of ~
Phase I1 GIS Infrastructure Inventory
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 Phase 1 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 AreMap.
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 TerraLogic, 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.
$.0 GI$ Data Deployment Options
The following are options presented to the City to better manage and deploy the
information at the City offices and/or in the field.
5.1. Migration from AroReader to ArcView GIS
5.1.1. TerraLogie will reformat the data developed in Phase 1 plus the Phase 2
information into an ArcView 8.X or 9.X platform. ArcView is
recommended for superior data summarization and mapping on the
desktops of appropriate City Staff.
5.2. AroView Support for Staff
5.2.1. TerraLogic will provide the specified number of hours to offer support for
appropriate City Staff. This will include direct support either on-site or
via phone for demonstrating use of the City's own data, including, but not
limited to, developing tabular data summaries and creating simple maps
for consumption by City Staff and members of the general public. For
structured training, TerraLogic recommends attendance of a certified
ESR[ class and/or use of ESRI's Virtual Campus.
Consultant Agreement for Professional Services Page 8 of 9
Phase H GI$ Infrastructure Inventory
5.3. Creation of Field Map Book
5.3.1. TerraLogic will develop an ArcMap-based map book creation template
that logically divides the City into an indexed map pagination system.
The system will allow for easy re-creation of the map book as the
information changes.
5.3.2. TerraLogic will actually create the first copy of the map book and deliver
a single copy to the City at the end of Phase 2.
5.4. Data Editing Tool Development
5.4.1. TerraLogic will program an ArcGIS-compatible tool for creating both
point and linear storm drainage features and their required attributes. This
option provides a system for easily updating the storm features in the
geodatabase without having to go through the series of manual steps for
adding, deleting, or moving the features and their attributes.
5.4.2. The editing tool will provide a tool-type interface for choosing the
particular type of editing operation, and force the user to update attribute
domains to maintain data consistency in editing.
Deliverables
· Copies of field notes.
· "Access" control point database (WCCS)
· Infi'astmcture Geodatabase including all GIS data layers created by
TerraLogic from both Phasel and Phase 2, 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 sottware OR an ArcView project file.
Consultant/Igreementfor Professional Services Page 9 of 9
Phase H GIS Infrastructure Inventory
Project: GIS Infrastructure Inventory, Phase Il
Client: Tukwila
Classification Hours Rate Cost
Principal-In-Charge 0 x $165.00 -- $0
Sr. Associate 0 x $145.00 -- $0
Project Engineer 0 x $120.00 = $0
CPA 0 x $110.00 -- $0
Principal Surveyor 48 x $145.00 = $6,960
Senior Professional Land Surveyor 84 x $130.00 = $10,920
Professional Land Surveyor 0 x $95.00 = $0
Two Person Survey Crew 310 x $150.00 -- $46,500
Three Person Survey Crew 0 x $195.00 = $0
Project Surveyor 226 x $85.00 = $19,210
Survey Tech 0 x $70.00 = $0
Clerical/Survey Assistant 85 x $60.00 $5,100
TOTAL HOURLY COST = $88,690
REIMBURSABLES:
RTK (}PS Receivers ~ $144/unitYday $5,760
Robotic Total Station ~ $200May $2,200
Misc. $21
Mileage ~ 0.375/mi. $1,163
Boat Rental ($300/day) $600
......... REIMBURSABLES TOTAL - = $9,744 "~
SUBCONSULTANT COSTS: $51,234
mark up ~ 0% $0
SUBCONSULTANT TOTAL = $51,234
MAXIMUM COMPENSATION = $149,668