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HomeMy WebLinkAboutReg 2003-03-17 Item 8A - Contract Amendment - Expand Scope of Work with Asset Analytics for $38,758Original Sponsor: I Timeline: Sponsor's Summary: COUNCIL AGENDA SYNOPSIS 1=. r.. N:s S ti I CAS Number: 03-031 I Original Agenda Date: March 17,2003 Agenda Item Title: Connectivity Approve Asset Analytics Amendment No. 3 to Contract No. 02 -015 Recommendations: Sponsor: Committee: Administration: Cost Impact (if known): Fund Source (if known): Meeting Date I 3/1,/03 Meeting Date 3/17/03 Initials Meeting Date Prepared by 1 Mayor's review 1 Council review 3/11/03 Fl An I tilt" 1 C'• 1 I I I I I Council This amendment will verify, map and validate the actual physical location of the conduit system in the commercial business district (CBD) for the approximate cost of $30,729. Also included in the amendment is to connect the new Tukwila Pool and Fire Station 54 with fiber to validate the utility prior to full -scale deployment in the CBD. The connection will cost $8,029, bringing the total cost of the amendment to $38,758. The total contract with Asset Analytics will be amended to $177,008. Forward to Committee of the Whole and then Regular to authorize Mayor to sign. Forward to COW and Special Meeting that same night. $38,7587 As of 2003, funding in 302 Facility Replacement �EGQRD„�i Admin. 1>C �G7 Action iDICES.. Attachments Information Memo dated February 26, 2003 Amendment No. 3 with Exhibits A, B, and C Utilities Committee Meeting Minutes from March 4, 2003 4: Public Works ITEM NO. ISSUE BACKGROUND INFORMATION MEMO To: Mayor Mullet From: Public Works Directoy vv 11 Date: February 26, 2003 Subject: Amendment to Asset Analvtics Consultant Contract The current contract with Asset Analytics (David Luman) needs to be amended to accommodate expanded scope of work. The City has contracted with Asset Analytics to achieve City's goal of deploying a metropolitan area network and providing gigabit Ethernet connectivity to Tukwila citizens and businesses. Asset Analytics has completed Phases 1 and 2 of the contract and is currently engaged in Phase 3. DISCUSSION The contract between the City and Asset Analytics was approved in January 2002. The contract was amended twice to allow accomplishment of tasks associated with each phase of the connectivity initiative. Amendment 2 of the contract allowed Mr. Luman to proceed with Phase 3. One of the most critical tasks in Phase 3 is to verify, map, and validate the actual physical location of the conduit system in the commercial business district (CBD). The estimated cost for this project is approximately $30,729. Once the conduit system in the CBD is validated, gaps within the system must be completed. Although there are several options to bridge the gaps, the Micro Channel System (MCS) fiber technique appears to provide the best solution. This technology minimizes disruption in the streets and sidewalks and is the most cost effective means to connect existing gaps. To demonstrate the effectiveness of the MCS technology, Asset Analytics, through a contractor, will connect the new Tukwila Pool and Fire Station 54 with fiber. The test project will help validate the utility of this technology prior to full -scale deployment at the CBD Additionally, the project will provide high- speed connectivity to the Tukwila Pool. The total cost for the fiber connectivity is $8,029. In summary, both the CBD audit and the Tukwila Pool MCS Fiber Connectivity Project are critical tasks in the development of the network infrastructure. To proceed, a third amendment to the Asset Analytics contract (Attachment 1) must be approved. The total cost to the amendment is $38,758. RECOMMENDATION Present to Utilities Committee and Committee of the Whole. attachment: Contract Amendment 3 Amendment 3 Contract for Services Between the City of Tukwila and Asset Analytics, Inc. That portion of Contract No. AG 02 -015 between the City of Tukwila and Asset Analytics, Inc., is amended as follows: Scope and Schedule of Services to be Performed by Contractor. The Contractor shall perform those services described in Exhibits A and B attached hereto and incorporated herein by this reference as if fully set forth. In performing such services, the Contractor shall at all times comply with all Federal, State, and local statutes, rules and ordinances applicable to the performance of such services and the handling of funds used in connection therewith. The Contractor shall request and obtain prior written approval from the City if the scope or schedule is to be modified in any way. Compensation and Method of Payment. The City shall pay the Contractor for services rendered according to the rate and method set forth on Exhibit C attached hereto and incorporated herein by reference. The total amount to be paid shall not exceed $38,758 (thirty-eight thousand, seven hundred fifty -eight dollars) and shall include tasks identified in Exhibits A and B of the Agreement. All other provisions of the Agreement shall remain in full force and effect. DATED this day of 2003. ASSET ANALYTICS, INC. CITY OF TUKWILA David Luman, President Steven M. Mullet, Mayor ATTESTED /AUTHENTICATED APPROVED AS TO FORM Jane E. Cantu, City Clerk City Attorney MI Aix Asoi, fsc. The following Scope of Work and Fees shall be included as an addendum to the Asset Analytics Inc. contract approved by the City of Tukwila council in July of 2002. Scope of Work Exhibit A Fiber Connection from Municipal Swimming Pool to Fire District 54 Building 1. Asset Analytics will connect the Municipal Pool on 144 to the Tukwila Fire Department (TFD) across the street using the Coming Micro Channel System (MCS) fiber technique or equivalent. It is anticipated that the connection will be deployed as follows: From the telephone closet of the Swimming Pool on the East side of the building, go south to the north sidewalk on 144' Then west, until directly across from the Tukwila Fire Department east garage wall. Then across 144 and across the driveway to the outside of the East wall of the Fire Department garage. Go through the wall and terminate the fiber next to the AT &T I -Net fiber termination. 2. Terminate (without connectors) the Swimming Pool fiber connection internally within the telephone closet on the East side of the building using a conventional termination box. 3. Terminate (without connectors) the Tukwila Fire Department fiber intemally on the East wall of the TFD garage adjacent to the AT &T I -Net termination box using a conventional termination box. 4. Test and validate (via OTDR) that the new fiber is ready for service Fees Fiber Connection from Municipal Swimming Pool to Fire District 54 Building 1. Connect the Municipal Pool on 144 to the Tukwila Fire Department (TFD) across the street using the Corning Micro Channel System (MCS) fiber technique or equivalent as described in the Scope of Work. a. Fee 8,029 Confidential Page 1 16004 Tualatin-Sherwood Rd Suite 505 Sherwood, OR 503.625.8900 AA( A444 A4,410:€ (4.6. The following Scope of Work and Fees shall be included as an addendum to the Asset Analytics Inc. contract approved by the City of Tukwila council in July of 2002. Exhibit B Additional Scope of Work Central Business District Conduit Audit 1. Asset Analytics, Inc. will confirm each conduit location, length and viability as indicated on the customer provided map of the Central Business District, known as South Center, located in Tukwila, Washington. 2. Asset Analytics, Inc. will confirm hand holes connected to the above conduit pathway and the distance between each. 3. Asset Analytics, Inc. will place 1800# Mule Tape in each conduit. 4. Asset Analytics, Inc. will provide the data for updated/revised drawings that will show the actual location of each hand hole with an identifying numbering scheme, the conduit pathway and the footage found during the proofing. The City of Tukwila will use the data to update the City's maps. 5. Asset Analytics, Inc. will provide a spreadsheet, electronic and hard copy, that shows the location of each hand hole with an identifying numbering scheme, the conduit pathway and the footage found during the proofing. 6. Asset Analytics, Inc. will note any conduit shown on the provided map that does not exist or is unusable. 7. Asset Analytics, Inc. will provide traffic control for the project. Fees Central Business District Conduit Audit 1. Asset Analytics, Inc. will confirm each conduit location, length and viability as indicated on the customer provided drawing of the Central Business District, known as South Center, located in Tukwila, Washington, as outlined in the Scope of Work. Distance is estimated to be 93,000 feet. a. Fee $30,729 Confidential Page 1 16004 Tualatin Sherwood Rd Suite 505 Sherwood, OR 503.625.8900 Exhibit C Terms of Payment The Consultant will invoice the City for the work completed at the end of each Project as described in Exhibits A and B. Said invoice(s) shall not exceed $38,758. Invoices will be paid within twenty (20) days of receipt. Utilities Committee March 4, 2003 Present: Pam Linder, Chair; Joan Hernandez, Dave Fenton Jim Morrow, Ryan Larson, Pat Brodin, Gail Labanara, Frank Iriarte, Gary Schultz, Lucy Lauterbach; consultant David Luman 1. NPDES Phase II Stormwater Permit Application Tukwila is bound by regulations to apply for a National Pollutant Discharge Elimination System (NPDES) permit by March 10, 2003. Ryan had contacted the Dept of Ecology (DOE) two years ago hoping to get guidelines to use in putting this permit together. They did not have them at that point, so he tried again a year later. They still have not issued any guidelines, but want cities like Tukwila to submit their applications, even though DOE staff will not be able to review them. DOE said to include what cities are doing now. Ryan explained what they've been doing in Tukwila, which is quite a bit. They've put both painted and now put plastic stencils on storm drains to let people know they drains to the river. They've held public workshops, and have required construction site water control. The next step will be to get a GIS map of the City, and include where pipes and streams are from outlet to outlet. In that way when a call comes in about pollutants, staff can more easily trace where it might be coming from. There are 75 outfalls into the river in Tukwila. Costs will be paid by surface water funds. Joan asked about suds in Gilliam Creek, which Pat explained were from an errant car washer, and she asked about rust in slow moving water on the trail between City Hall and S. 151 which Gary thought could be natural irons in the water. The committee members complimented Ryan and Pat on their work on this difficult subject. Information. 2. Citrus LonahornedBeetle Renlantinu_s Frank said the DOE staff have had some challenges since they were here last summer. They lost some staff, and had delayed their plantings of the cut areas here. However, they have since been restaffed and have gotten some funding from the US Forest Service. They will begin work this week to plant 400 18" 36" trees, and over 600 shrubs. They'll be planting firs, hemlock, cedar and madrona. They will also stabilize the hillsides where they cut trees. Only 6 of the 37 affected home owners have redeemed their coupons for new trees, but they have until 2007 to use them. Gary said he has met with DOE staff and that sometimes they listen to him, and sometimes they don't. He'll work with them to ensure their work gets done and the trees are cared for during the next two years. Information. 3. Amendment to Asset Analvtics Consultant Contract Since phase 3 of Asset Analytic's work was approved last July, David has reported to the Council twice. In November he reported talks with business leaders in Tukwila showed an eagerness to proceed with the project. In a December presentation with Hebert Research, he talked about the survey of the CBD and residents, both showing a willingness to use the Ethernet service if offered David said at that time he would begin with the CBD and Mall to get the biggest bang for the buck. One of the first tasks of Phase III is now ready to begin: an audit of where there is conduit and not in the CBD. David has lined up a company to do that work, and also another company to use new technology in putting a fiber optic line across the street from Fire Station 54 to the pool. David apologized that he was unprepared for the process of needing a contract approved, as it was traffic control that put it over $25,000. His contractor is ready to work, and David is anxious to use him before he gets too busy elsewhere. The committee approved having a special meeting to approve the contract. Recommend contract supplement to COW and Special Meeting,: