HomeMy WebLinkAboutReg 2018-04-02 Item 4C.2 - Contract Amendment #2 - GIS Inventory of Tukwila Water System with David Evans and Associates for $99,825.40COUNCIL AGENDA SYNOPSIS
Meetiug Date
Prepared by
Mayer's review
Council review
04/02/18
HH ?,/,/,/
' rl
El Ordinance
Mtg. Date
Ell 13 Id .-1ward
A/is Date
0 Publi c I fearing
MtgDate
ri Other
AltgDate
SPONSOR Council Mayor jfl I IR DCD Finance fm' U IT P&R jfl Polio' PJ
SPONSOR'S Contracts No. 16-063 and No. 17-165 with David Evans and Associates provides GIS
SUMMARY services for the Water, Sewer, and Surface Water systems. These two amendments will
update the existing GIS databases for 2018 and address new construction and
discrepancies for sewer and surface water and continue surveying the water system.
Council is being asked to approve David Evans Amendments No. 2 to Contracts No. 16-063
and No. 17-165 for a total additional amount of $224,406.40.
REVI1 AV1 1) BY COW Mtg. CA&P Cmte
E Utilities Cmte E Arts Comm.
DATE: 03/26/18
• 1'86 Gime
z Transportation Cmte
Comm. 0 Planning Comm.
CHAIR: THOMAS MCLEOD
U Parks
COMMITTEE
RECOMMENDATIONS:
SP( )NS( )R/ADMIN.
COMMI.1111
Public Works Department
Unanimous Approval; Forward to Regular Consent Agenda
ITEM INFORMATION
ITEM No.
4.C1 &
4.C2
STAFF SPONSOR: HENRY HASH
ORIGINAL AGENDA DXI'1;: 04/02/18
AG] D. 1 l'IEM TITLE GIS Services for Water, Sanitary Sewer, and Surface Water Systems
2018 Amendment No. 2 to Contracts No. 16-063 & No. 17-165 with David Evans
C.vil,;(;( )12V U Discussion
AI Date
E motion
Altg. Date 04/02/18
ri Resolution
A Itg Date
El Ordinance
Mtg. Date
Ell 13 Id .-1ward
A/is Date
0 Publi c I fearing
MtgDate
ri Other
AltgDate
SPONSOR Council Mayor jfl I IR DCD Finance fm' U IT P&R jfl Polio' PJ
SPONSOR'S Contracts No. 16-063 and No. 17-165 with David Evans and Associates provides GIS
SUMMARY services for the Water, Sewer, and Surface Water systems. These two amendments will
update the existing GIS databases for 2018 and address new construction and
discrepancies for sewer and surface water and continue surveying the water system.
Council is being asked to approve David Evans Amendments No. 2 to Contracts No. 16-063
and No. 17-165 for a total additional amount of $224,406.40.
REVI1 AV1 1) BY COW Mtg. CA&P Cmte
E Utilities Cmte E Arts Comm.
DATE: 03/26/18
• 1'86 Gime
z Transportation Cmte
Comm. 0 Planning Comm.
CHAIR: THOMAS MCLEOD
U Parks
COMMITTEE
RECOMMENDATIONS:
SP( )NS( )R/ADMIN.
COMMI.1111
Public Works Department
Unanimous Approval; Forward to Regular Consent Agenda
COST IMPACT/FUND SOURCE
EXPINDITURE REQI IIRF1D AMOUNT BUDGETED APPROPRIATION REQUIRED
$224,406.40 $300,000.00 $0.00
Fund Source: 401 WATER, 402 SEWER, AND 412 SURFACE WATER
Comments: (Pgs, 70,86, & 109, 2017 CIP)
MTG. DATE
RECORD OF COUNCIL ACTION
04/02/18
MTG. DATE
ATTACHMENTS
04/02/18
Informational Memorandum dated 03/23/18
Consultant Rating Sheet
2017 CIP, pages 70, 86, and 109
Amendment No. 2 to Contracts No. 16-063 and No. 17-165
Minutes from the Transportation & Infrastructure Committee meeting of 03/26/18
6
Ci°.Ygil'' Tlll'lllk
Public (Work s Department - Herrry Hash, Director
INFORMATIONAL MEMORANDUM
TO: Transportation and Infrastructure Committee
FROM: Henry Hash, Public Works Director
BY:
CC:
Mike Cusick, Senior Program Manager
Mayor Ekberg
DATE: March 23, 2018
SUBJECT: QIS Services for Water, Sanitary Sewer. and Surface Water
Project Nos. 91640104, 80540202, and 80241201
Amendment No. 2 to Contract No.16-063 and No. 17-165
AIGIVart Ekberg, Mayor
ISSUE
Approve Amendment No. 2 to Contract No.16-063 and No. 17-165 with David Evans and Associates,
Inc. (DEA) for GIS Services for the Water, Sanitary Sewer, and Surface Water systems.
BACKGROUND
The 2017-18 budget includes sufficient funding in Water, Sewer, and Surface Water funds for GIS
Asset Management System procurement, implementation, and GIS data coordination. This amendment
will update the existing GIS databases to address new construction and discrepancies for sanitary
sewer, surface water systems, and continue surveying of the water systems in 2018.
ANALYSIS & FISCAL IMPACT
The City reviewed professional qualifications from DEA, Perteet, Inc. and Gray and Osborne, Inc. that were
listed in the Municipal Research Services Consultant Roster. After reviewing the three firms' Statement of
Qualifications, DEA was chosen to continue their work and include the 2018 Sanitary Sewer, Surface
Water and Water GIS Inventory. DEA has completed other GIS projects for the City and their work has
been satisfactory.
2018 Water GIS Inventory
2018 Sanitary Sewer GIS Inventory
2018 Surface Water GIS Inventory
Total
Consultant Budget for
Agreement 2018
$ 99,825.40 $ 100,000.00
27,516.00 100,000.00
97,065.00 100,000.00
$ 224,406.40 $ 300,000.00
RECOMMENDATION
Council is being asked to approve Amendment No. 2 to Contract No. 16-063 and No. 17-165 with David
Evans and Associates, Inc. in the amount of $124,581.00 for the 2018 Sanitary Sewer and Surface
Water and $99,825.40 for the Water GIS Survey and consider this item on the Consent Agenda at the
April 2, 2018 Regular Meeting.
Attachments: Consultant Rating Sheet
2017 CIP pages 70, 86 and 109
Amendment No. 2 to Contract No. 16-063 and No. 17-165
W:\PW Eng \ PROJECTS \A- SW Projects12016 GIS Services (80540202)\Info Memo 2018 GIS sewer storm and water docx
7
8
2018 GIS Qualification Review (1= Top Choice, 2 = Second Choice, 3 = Third Choice
Relevant Project Experience
1
1
1
Similar Size Projects
1
1
1
Ability to Coordinate with City Staff
1
1
2
Ability to keep project on schedule and within Budget
1
2
2
Project Team Availability of Key Team Members
1
1
1
Accuracy of Pasted Project
1
2
2
TOTALS
(Lowest Total Score is best)
Firm Rank
(1 - 3, Lowest = Best)
1
2
3
DEA is Choosen for the 2018 GIS Projects
cO
10
CITY OF TUKWILA CAPITAL PROJECT SUMMARY
2017 to 2022
PROJECT: GIS Inventory of Water System Project No. 91640104
The GIS (Geographic Information System ) will provide current as -built data for the Tukwila water system.
DESCRIPTION: The data base will include fire hydrants, valve locations, approximate water line locations, date of installation,
and material type.
The GIS mapping will provide information on the water system that is easily addressable by City staff
JUSTIFICATION: and the public. With GIS data, the City will be able to develop an asset management plan to determine
the water assets needed to be upgraded or replaced.
STATUS: New project for 2017 - 2022 CIP. Combined Asset Management System scheduled for 2017.
MAINT. IMPACT: The survey will provide staff with -up -date information on the location of water line features.
COMMENT:
FINANCIAL Through Estimated
2018
2019
2020
2021
2022
BEYOND TOTAL
EXPENSES
Design
67
100
100
100
100
100
567
Land (RNV)
0
Const. Mgmt.
0
Construction
0
TOTAL EXPENSES
0
0
67
100
100
100
100
100
0
567
FUND SOURCES
Awarded Grant
0
Proposed Grant
0
Mitigation Actual
0
Mitigation Expected
0
Utility Revenue
0
0
67
100
100
100
100
100
0
567
TOTAL SOURCES
0
0
67
100
100
100
100
100
0
567
2017 - 2022 Capital Improvement Program
70
11
CITY OF TUKWILA CAPITAL PROJECT SUMMARY
2017 to 2022
PROJECT: GIS Inventory of Sewer System Project No. 80540202
DESCRIPTION: GIS (Geographic Information Systems) provides current as -built data for the sanitary sewer system in the Central
Business District. This project will expand the as -built database for Tukwila's entire sewer system.
GIS mapping of the sewers will provide information that is easily addressable by City staff and the public. With the
JUSTIFICATION: GIS data, the City will be able to develop an asset management plan to determine the sewer assets that need to
be upgraded or replaced.
STATUS: In 2007, the Commercial Business District (CBD) was surveyed for GIS mapping. Full data collection should be
completed by 2019. Combined Asset Management System in 2017.
MAINT. IMPACT: The survey will provide staff with up-to-date information on the location of manholes for the sanitary sewers.
COMMENT:
FINANCIAL Through Estimated
in $000's
2015 2016 2017
2018
2019
2020
2021
2022
BEYOND TOTAL
EXPENSES
Design
105
50
167
100
50
500
972
Land (R/W)
0
Const. Mgmt.
0
Construction
0
TOTAL EXPENSES
105
50
167
100
50
0
0
0
500
972
FUND SOURCES
Awarded Grant
0
Proposed Grant
0
Mitigation Actual
0
Mitigation Expected
0
Utility Revenue
105
50
167
100
50
0
0
0
500
972
TOTAL SOURCES
105
50
167
100
50
0
0
0
500
972
Project Location:
Entire System
2017 - 2022 Capital Improvement Program
12
86
CITY OF TUKWILA CAPITAL PROJECT SUMMARY
2017 to 2022
PROJECT: Surface Water GIS Inventory Project No. 90241201
80241201
The GIS (Geographic Information Systems) inventory establishes citywide as -built drawings for the public
DESCRIPTION: drainage systems. This is an ongoing project as all CIP and development infrastructure improvements will
need to be mapped.
JUSTIFICATION: State NPDES requirements include provisions for permitted jurisdictions to compile accurate'drainage
system maps for all outfalls 24" or greater.
STATUS: GIS mapping was completed citywide in 2013. Future contracts will keep maps up to date as projects
change the existing system. Combined Asset Management System scheduled for 2017.
MAINT. IMPACT: GIS information will allow maintenance to better track storm facility maintenance needs.
COMMENT: National Pollution Discharge Elimination System (NPDES). Department of Ecology grants for NPDES permit.
FINANCIAL Through Estimated
in $000's
2015 2016 2017
2018
2019
2020
2021
2022
BEYOND TOTAL
EXPENSES
Design
1,421
100
67
100
150
1,838
Land (R/W)
0
Const. Mgmt.
0
Construction
0
TOTAL EXPENSES
1,421.
100
67
100
0
150
0
0
0
1,838
FUN._.._.._,._ _. ......�
D SOURCES
�:
_.._
_ .__........_�..�.
Awarded Grant
218
218
Proposed Grant
0
Mitigation Actual
100
100
Mitigation Expected
0
Utility Revenue
1,103
100
67
100
0
150
0
0
0
1,520
TOTAL SOURCES
1,421
100
67
100
0
150
0
0
0
1,838
Project Location:
Entire System
2017 - 2022 Capital Improvement Program
109
13
14
City of Tukwila
6200 Southcenter Boulevard, Tukwila WA 98188
Agreement Number:
CONTRACT FOR SERVICES
Amendment #2
Between the City of Tukwila and David Evans and Associates, Inc.
That portion of Contract No. 17-165 between the City of Tukwila and David Evans and
Associates, Inc. is hereby amended as follows:
Section II Scope of Work:
Additional scope of Work is attached (see Exhibit A)
Section IV Payment:
Amendment # 2 provides additional payment in the amount of $ 99,825.40 which is for
additional GIS Inventory of the Tukwila Water System per David Evans and Associates,
Inc Scope of services dated March 12, 2018. The new maximum amount of payment is
$159,741.43 (see Exhibit B).
All other provisions of the contract shall remain in full force and effect.
Dated this
day of , 20
CITY OF TUKWILA CONTRACTOR
Allan Ekberg, Mayor Printed Name: Dot* \00-1--• /�.-
ATTEST/AUTHENTICATED
APPROVED AS TO FORM
Christy O'Flaherty, MMC, City Clerk Office of the City Attorney
CA Revised December 2016
Page 1 of 1
15
16
EXHIBIT A
CITY OF TUKWILA
Water System GIS Inventory
Scope of Services
Prepared by:
David Evans and Associates, Inc.
14432 SE Eastgate Way, Suite 400
Bellevue, WA 98007
March 12, 2018
17
TABLE OF CONTENTS
TASK 1.0 PROJECT DESCRIPTION, DELIVERABLES AND ASSUMPTIONS...................................n ...1
1.1 Project Description ,.., , ., ......., w, _................ ., , ,,..,,.1
1.2 Project Deliverables Furnished by CONSULTANT..
1.3 Responsibilities and Services Provided by CLIENT
1.4 Project Assumptions , m.......... 1
TASK 2.0 PROJECT MANAGEMENT AND QUALITY CONTROL .....
2.1 Project
2.2 Monthly Invoices/Progress Reports ,. , ,,,..„ . , ...,...,..,. ,,,,... w ..,......., .,.. 2
2.3 Project Kick-off Meeting and Progress Meetings,...., ,.,,.,,..„,.,,..,,,,,.,,................................................2
2.4 Quality Assurance /Quality Control Review , ,................... ,_,... ,,..,._2
2.5 Change Management ,3
TASK 3.0 WATER SYSTEM GIS INVENTORY...............................M......., .......v.....,.......,.,.....„W ., 3
3.1 Field Review ..............
3.2 Data Collection .....................................................
3.3 Water System As -Built Research ........................................„.. , .....»
3.4 Geodatabase Prenaration...........................................................m.,,., ,,.
3
City of Tukwila
Water System GIS Inventory
18
Scope of Services
March 12, 2018
TASK 1.0 PROJECT DESCRIPTION, DELIVERABLES AND ASSUMPTIONS
1.1 Project Description
The City of Tukwila (CLIENT) is requesting professional services from David Evans and Associates, Inc.
(CONSULTANT) to inventory the water system and convert it into a Geographic Information System (GIS).
The major features of the project include:
Water System
• Water Lines
• Water Valves
• Water Meters
• Water Manholes
• Fire Hydrants
• Water Vaults
• Water Risers
• Post Indicator Valves
• Fire Department Connections
• Air Relief Valves
1.2 Projec'?. Deiivera les Furnished by CONSULTANT T
CONSULTANT shall deliver the following documents and products to CLIENT as part of this agreement:
• Electronic copy of the GIS Geodatabase.
CLIENT will have the opportunity to review each of the deliverables. CLIENT review documents will be
returned with subsequent revision, illustrating that each review comment has been addressed as stated,
or how/why it was not addressed.
..tu.l i iesponsthi li ies and Services .t : o :r1 1y CLIENT
CLIENT will:
• Provide existing water system maps, GIS maps and data, and other available mapping
information.
• Review all submittals made to the CLIENT within 15 working days, or as agreed, and return them
to CONSULTANT with consolidated written comments regarding changes or revisions needed.
• CLIENT will provide staff to aid with locating water features.
1.4 Project Ys h ullap % i uZr
• Mapping accuracy requirement for object locations is "mapping grade" (+1- 3 feet). Objects will
be mapped to "survey grade" accuracy (+/- 0.10 feet) throughout the project unless dense
vegetation or forested areas prevent the use of survey grade GPS equipment.
• Water System mapping will be limited to area within public Right of Way.
• Horizontal datum will be NAD 83/91.
• Vertical datum will be NAVD 88.
• The project duration is assumed to be four (8) months.
City of Tukwila
Water System GIS Inventory
Scope of Services
March 12, 2018
19
TASK 2.0 PROJECT MANAGEMENT AND QUALITY CONTROL
2.1 Project Management
CONSULTANT will provide direction for staff and review of their work over the course of the project. This
work element includes preparing monthly progress reports, to accompany monthly invoicing, that include
the status of individual work elements, number of meetings attended, outstanding information required,
and work items planned for the following month.
CONSULTANT will monitor the project budget weekly throughout the course of the project. This work
element is intended to help monitor costs and budgets, and to propose corrective actions, if needed.
These actions may include formal requests for increases, modifications, or reductions in scope.
Drawings and documents received and generated over the course of the project require review,
coordination, and file management. The status of requested information will also be maintained.
2.2 Monthly 11: N oices/Frog ess Reports
s
Monthly invoices will be prepared by CONSULTANT per CLIENT requirements for work activities for the
prior month. These invoices will include SUBCONSULTANT work and will be accompanied by monthly
progress reports, back-up materials for expenses, and show approved budget and amount expended to
date.
Deliverables: Monthly Invoices and Progress Reports (6 total).
2.3 Project Kick-off Meeting and Progress Meetings
After receiving notice to proceed, CONSULTANT will conduct a project team kick-off meeting with staff
expected to be involved in the project and key CLIENT staff. The meeting will be used to discuss critical
elements of the Scope of Work, the project schedule, document control, and QA/QC procedures; and to
clearly define the roles and responsibilities of the project team members.
This work element provides for the preparation, attendance, follow-up, and documentation of meetings
during the length of the project. These meetings will be the forums for CLIENT to provide input and
guidance for the direction of the project. They will also be used to discuss project issues, approve
submittals, and develop potential solutions.
CONSULTANT will prepare for, attend, and document up to six (6) meetings with CLIENT staff. The
CONSULTANT will attend one meeting every month with the CLIENT's project manager for the duration of
the project. The meetings will be held in a location acceptable to CLIENT and CONSULTANT.
Deliverables: Meeting Minutes (6 total).
2.4 Quality Assurance /Quality Control Review
This work element is for the QA/QC review of CONSULTANT deliverables by a designated QA/QC staff
member of the CONSULTANT team. CONSULTANT will assign a Quality Manager to the project that will
be responsible for ensuring that quality reviews are performed at stages throughout the project and on
all deliverables. The review will cover field and office work on an on-going basis. QA/QC documentation
will be maintained and filed with project records.
City of Tukwila
Water System GIS Inventory
20
Scope of Services
March 12, 2018
2.5 Change Management
Project Managers from CLIENT and CONSULTANT are responsible for managing changes to the scope and
schedule. CLIENT is responsible for the authorization of any changes to the scope, budget, and/or
schedule. Team members must ensure that work within their areas remains within the defined project
scope, schedule, and budget. When issues, actions, or circumstances occur that could cause a change in
scope, personnel, cost, or schedule, team members must communicate potential changes to the Project
Manager as early as possible. Project Managers will determine whether the potential change issue will
lead to a change in scope, cost, or schedule.
CONSULTANT shall obtain written authorization from CLIENT before implementing any change to this
Scope of Services, schedule, or budget. All changes will be documented using the Project Change Form.
TASK 3.0 WATER SYSTEM GIS INVENTORY
3.1 Field Review
CONSULTANT will conduct an existing water system maps/GIS review at the outset of the project to
identify key field conditions that may impact the field mapping including safety, traffic and access issues.
The procedures required to complete the field survey will be determined and safety risks will be analyzed.
3.2 Data Collection
CONSULTANT will field survey the location of water system point features and water system utility paint
locates outside of the City of Tukwila retail water service area that was completed as part of a previous
scope of services. Field notes will be collected to support project deliverables. Pipe connections will be
completed in the field where practical.
CONSULTANT will use CLIENT agreed upon GIS database structure.
3.3 Water System As-3ni t. Research
CONSULTANT will review research on existing utility information, provided by CLIENT, for inclusion in the
mapping. Where possible CONSULTANT will use provided as -built records to prepare and pre -enter system
information to be field verified. This will make the field effort more efficient.
3.4 Gee,cie tahase Upda re
CONSULTANT will utilize its field surveyed information, and the as -built research to create the
Geodatabase GIS files.
CONSULTANT will include metadata for the Geodatabase updates.
Deliverables: Electronic copy of the updated Geodatabase
City of Tukwila
Water System GIS Inventory
Scope of Services
March 12, 2018
21
22
Exhibit B
City of Tukwila
Water System GIS Inventory
David Evans and Associates, Inc.
Negotiated
Classification Hrs. x Rate
1 Project Manager (PMGR/PLSU) 112 $ 140.14
2 Quality Control Manager (PICH) 12 $ 203.28
3 GIS Manager (GISM) 20 $ 141.68
4 Survey Manager (SVYM) 16 $ 203.28
5 GIS Technician (GIST) 344 $ 83.16
6 Survey Technician (SVTE) 292 $ 67.76
7 Party Chief (PCHF) 252 $ 92.40
8 Administrative Assistant (ADMA) 12 $ 83.16
9 Project Administrator (PADM) 12 $ 107.80
= Cost
15,695.68
2,439.36
2,833.60
3,252.48
28,607.04
19,785.92
23,284.80
997.92
1,293.60
Total Hrs. 1072
Total Salary Cost
$ 98,190.40
Direct Expenses
Mileage - Water System GIS Inventory
No. Unit Each Cost
3,000 miles @ $0.545 /mil( $ 1,635.00
Subtotal 1,635.00
David Evans and Associates Total
Page 1 of 1
$ 99,825.40
\\BLVFS1\sha eSUR\Mg018\2018-03-12 Tukwila H2O GIS add-on12018-03-12 Tukwila H2O GIS Fee Sheet VI (dev).xlsx 3/12/2018
23
24
City of Tukwila
6200 Southcenter Boulevard, Tukwila WA 98188
Agreement Number:
CONTRACT FOR SERVICES
Amendment #2
Between the City of Tukwila and David Evans and Associates, Inc.
That portion of Contract No. 16-063 between the City of Tukwila and David Evans and
Associates, Inc. is hereby amended as follows:
Section II Scope of Work:
Additional scope of Work is attached (see Exhibit A)
. Section III Duration of Agreement:
Contract duration is extended through 12/31/2019
Section IV Payment:
Amendment # 2 provides additional payment in the amount of $ 124,581.00 which is for
additional GIS surveying of the Sanitary Sewer and Surface Water systems per David
Evans and Associates, Inc Scope of services dated March 12, 2018. The new maximum
amount of payment is $437,527.00 (see Exhibit B).
All other provisions of the contract shall remain in full force and effect.
Dated this
CITY OF TUKWILA
day of 20
Allan Ekberg, Mayor
ATTEST/AUTHENTICATED
CONTRACTOR
,A.L,J ( , ut
Printed Name:10e eco-; / Set- ,Assam
APPROVED AS TO FORM
Christy O'Flaherty, MMC, City Clerk Office of the City Attorney
CA Revised December 2016
Page 1 of 1
25
26
EXHIBIT A
CITY OF TUKWILA
Sanitary Sewer and Surface Water GIS Inventory and Update
Scope of Services
Prepared by:
David Evans and Associates, Inc.
14432 SE Eastgate Way #400
Bellevue, WA 98007
March 12, 2018
27
TABLE OF CONTENTS
TASK 1.0 PROJECT DESCRIPTION, DELIVERABLES AND ASSUMPTIONS 1
1.1 Project Description............................................................................
1.2 Project Deliverables Furnished by CONSULTANT ..........................................,. ,.....,..,,.,,,....,.....
1.3 Responsibilities and Services Provided by CLIENT ..................... <....,,.,.,..,...<.,.,w..., .....»....,,.,..,.
1.4 Project
TASK 2.0 PROJECT MANAGEMENT AND QUALITY CONTROL...® ...........................
2.1 Project Management
2.2 Monthly Invoices/Progress Reports
2.3 Project Kick-off Meeting and Progress Meetings ............ ..................„.„...
2.4 Quality Assurance /Quality Control Review.,,..,.,,,.....,......»....,....»....,...„...
2.5 Change Management......................................„.,.........,.......,,.....,....,....., „..».
.,..» .......................2
..�.........3
TASK 3.0 SANITARY SEWER GIS INVENTORY ............................... . ......g..,.. ffi........®...,...................„.... 3
3.1 Field Review ..3
3.2 Data Collection .x„,...,..., .. .............................. ,. .,, 3
3.3 Sanitary Sewer As -Built Research ..........................,...... .., ,,.... . ....: .,3
3.4 Geodatabase Update .........
-3
TASK 4.0 STORM WATER GIS INVENTORY 4
4.1 Field Review ................................................. 4
4.2 Data Collection .........................».»...».,,..,„,...,.,.. 4
4.3 Storm Water As -Built Research ..4
4.4 Geodatabase Preparation ...F..... ....».... .,, .. ...4
City of Tukwila
Sanitary Sewer and Surface Water GIS Inventory and Update
28
Scope of Services
May 3, 2016
TASK tO PROJECT DESCRIPTION, DELIVERABLES AND ASSUMPTIONS
ePl ojr-c't Description
The City of Tukwila (CLIENT) is requesting professional services from David Evans and Associates, Inc.
(CONSULTANT) to inventory and update the Sanitary Sewer and Surface Water Geographic Information
System (GIS).
The major features of the project include:
Sanitary Sewer
• Sewer Manholes
• Sewer Pipes
• Sewer Pump Stations
Surface Water
• Catch Basin
• Pipes and Ditches
• Stormwater Pump Stations
• Stormwater Detention Ponds
• Drain Points
1,2 Project DelivL323lh Furnished by CONSULTANT
CONSULTANT shall deliver the following documents and products to CLIENT as part of this agreement:
• Electronic copy of the updated GIS Geodatabase.
• Structure and Site Photos.
• Structure Data Sheets.
CLIENT will have the opportunity to review each of the deliverables. CLIENT review documents will be
returned with subsequent revision, illustrating that each review comment has been addressed as stated,
or how/why it was not addressed.
1.3 Responsibilities and Services F ro 1tded by CUEN 1'
CLIENT will:
• Provide electronic copy of the existing GIS Geodatabase that is to be updated.
• Provide existing as -built plans, horizontal and vertical monument information, GIS maps and
data, and other available mapping information.
• Review all submittals made to the CLIENT within 15 working days, or as agreed, and return them
to CONSULTANT with consolidated written comments regarding changes or revisions needed.
_...z4 Project Assumptions
• Mapping accuracy requirement for object locations is "mapping grade" (+/- 3 feet). Objects will
be mapped to "survey grade" accuracy (+/- 0.10 feet) throughout the project unless dense
vegetation or forested areas prevent the use of survey grade GPS equipment.
• Horizontal datum will be NAD 83/91.
• Vertical datum will be NAVD 88.
• The project duration is assumed to be six (6) months.
City of Tukwila
Sanitary Sewer and Surface Water GIS Inventory and Update
Scope of Services
March 12, 2018
29
TASK 2.0 PROJECT MANAGEMENT AND QUALITY CONTROL
2.1 Project Management
'ent
CONSULTANT will provide direction for staff and review of their work over the course of the project. This
work element includes preparing monthly progress reports, to accompany monthly invoicing, that include
the status of individual work elements, number of meetings attended, outstanding information required,
and work items planned for the following month.
CONSULTANT will monitor the project budget weekly throughout the course of the project. This work
element is intended to help monitor costs and budgets, and to propose corrective actions, if needed.
These actions may include formal requests for increases, modifications, or reductions in scope.
Drawings and documents received and generated over the course of the project require review,
coordination, and file management. The status of requested information will also be maintained.
2.2 Monthly Reports
Monthly invoices will be prepared by CONSULTANT per CLIENT requirements for work activities for the
prior month. These invoices will include SUBCONSULTANT work and will be accompanied by monthly
progress reports, back-up materials for expenses, and show approved budget and amount expended to
date.
Deliverables: Monthly Invoices and Progress Reports (6 total).
t', y Project Kick-off Meetlrig and Progress Meetings
After receiving notice to proceed, CONSULTANT will conduct a project team kick-off meeting with staff
expected to be involved in the project and key CLIENT staff. The meeting will be used to discuss critical
elements of the Scope of Work, the project schedule, document control, and QA/QC procedures; and to
clearly define the roles and responsibilities of the project team members.
This work element provides for the preparation, attendance, follow-up, and documentation of meetings
during the length of the project. These meetings will be the forums for CLIENT to provide input and
guidance for the direction of the project. They will also be used to discuss project issues, approve
submittals, and develop potential solutions.
CONSULTANT will prepare for, attend, and document up to three (3) meetings with CLIENT staff. The
CONSULTANT will attend one meeting every month with the CLIENT's project manager for the duration of
the project. The meetings will be held in a location acceptable to CLIENT and CONSULTANT.
Deliverables: Meeting Minutes (3 total).
2.4 Quality Assurance /Quality Control Rev evki
This work element is for the QA/QC review of CONSULTANT deliverables by a designated QA/QC staff
member of the CONSULTANT team. CONSULTANT will assign a Quality Manager to the project that will
be responsible for ensuring that quality reviews are performed at stages throughout the project and on
all deliverables. The review will cover field and office work on an on-going basis. QA/QC documentation
will be maintained and filed with project records.
City of Tukwila
Sanitary Sewer and Surface Water GIS Inventory and Update
30
Scope of Services
March 12, 2018
2.5 Change Manages e«t
Project Managers from CLIENT and CONSULTANT are responsible for managing changes to the scope and
schedule. CLIENT is responsible for the authorization of any changes to the scope, budget, and/or
schedule. Team members must ensure that work within their areas remains within the defined project
scope, schedule, and budget. When issues, actions, or circumstances occur that could cause a change in
scope, personnel, cost, or schedule, team members must communicate potential changes to the Project
Manager as early as possible. Project Managers will determine whether the potential change issue will
lead to a change in scope, cost, or schedule.
CONSULTANT shall obtain written authorization from CLIENT before implementing any change to this
Scope of Services, schedule, or budget. All changes will be documented using the Project Change Form.
TASK 3.0 SANITARY SEWER GIS INVENTORY
3,1 Fi&d Review
CONSULTANT will conduct an existing as-built/GIS review at the outset of the project to identify key field
conditions that may impact the field mapping including safety, traffic and access issues. The procedures
required to complete the field survey will be determined and safety risks will be analyzed. Structures
requiring subconsultant assistance for traffic control to survey will be identified and will be scheduled to
be completed with other structures requiring traffic control.
Coordinate with traffic control subconsultant.
Prepare traffic control plans when needed.
3,Dara collection
CONSULTANT will field survey the location and collect attributes for up to 50 Sanitary Sewer Manholes
and there accompanying pipes. Photographs and supplemental measurement data sheets will be
collected to support project deliverables. Structure sizes and depths, pipe sizes and invert elevations, etc.
will be measured in the field so that necessary database attribute information can be completed.
Field measurement data will be collected electronically in the field, which will update the GIS database
electronically from the field. Additionally, hard copy structure cards will be completed in the field with
the same measurements so that a quality control check of the information collected electronically in the
field can be performed.
CONSULTANT will use CLIENT provided GIS database structure.
3.3 Sanitary Sewer AS-B'1Dil, Research
CONSULTANT will review research on existing utility information, provided by CLIENT, for inclusion in the
mapping. Where possible CONSULTANT will use provided as -built records to prepare and pre -enter
attribute information to be field verified. This will make the field effort more efficient.
Geodatabase Update
CONSULTANT will utilize its field surveyed information, and the as -built research to update the CLIENT's
existing Geodatabase GIS files.
CONSULTANT will include metadata for the Geodatabase updates.
Deliverables: Electronic copy of the updated Geodatabase
City of Tukwila
Sanitary Sewer and Surface Water GIS Inventory and Update
Scope of Services
March 12, 2018
31
TASK 4 O STORM WATER GIS INVENTORY
4.1 Field Re yew
CONSULTANT will conduct an existing as-built/GIS review at the outset of the project to identify key field
conditions that may impact the field mapping including safety, traffic and access issues. The procedures
required to complete the field survey will be determined and safety risks will be analyzed. Structures
requiring subconsultant assistance for traffic control to survey will be identified and will be scheduled to
be completed with other structures requiring traffic control.
Coordinate with traffic control subconsultant.
Prepare traffic control plans when needed.
4.2 Data Coiiect io:n
CONSULTANT will field survey the location and collect attributes for up to 350 Storm Drain Features and
their accompanying pipes. Structure sizes and depths, pipe sizes and invert elevations, etc. will be
measured in the field so that necessary database attribute information can be completed.
Field measurement data will be collected electronically in the field, which will update the GIS database
electronically from the field. Additionally, hard copy structure cards will be completed in the field with
the same measurements so that a quality control check of the information collected electronically in the
field can be performed.
CONSULTANT estimates that the miscellaneous GIS updates that thus far have been requested by CLIENT
can be completed within the allocated budget. In addition, as budget allows CLIENT will provide
CONSULTANT additional CIP project plan sets to be need to be incorporated in to the GIS database.
The CONSULTANT will use CLIENT provided GIS database structure.
4.3 Store Water . s -B uiit Research
CONSULTANT will review research on existing utility information, provided by CLIENT, for inclusion in the
mapping. Where possible CONSULTANT will use provided as -built records to prepare and pre -enter
attribute information to be field verified. This will make the field effort more efficient.
r!Geodatabase Preparation
CONSULTANT will utilize its field surveyed information, and the as -built research to update the CLIENT's
existing Geodatabase GIS files.
The CONSULTANT will include metadata for the Geodatabase updates.
Deliverables: Electronic copy of the updated Geodatabase
City of Tukwila
Sanitary Sewer and Surface Water GIS Inventory and Update
32
Scope of Services
March 12, 2018
Exhibit B
City of Tukwila
Sanitary Sewer and Surface Water GIS Inventory
David Evans and Associates, Inc.
Classification
1 Project Manager (PMGR/PLSU)
2 Quality Control Manager (PICH)
3 GIS Manager (GISM)
4 Survey Manager (SVYM)
5 GIS Technician (GIST)
6 Survey Technician (SVTE)
7 Party Chief (PCHF)
8 Administrative Assistant (ADMA)
9 Project Administrator (PADM)
Negotiated
Hrs. x Rate = Cost
138 $ 138.32 $19,088
10 $ 200.64 $2,006
51 $ 139.84 $7,132
14 $ 200.64 $2,809
292 $ 82.08 $23,967
436 $ 66.88 $29,160
336 $ 91.20 $30,643
24 $ 82.08 $1,970
15 $ 106.40 $1,596
Total Hrs. 1316
Salary Cost
Salary Escalation Cost (estimated)
Escalation - % of Labor Cost
Total Salary Cost
per year @ 0 year(s)
$ 118,372
$0
$ 118,372
Direct Expenses
National Barricade - Sanitary Sewer GIS Inventory
National Barricade - Storm Water GIS Inventory
Mileage - Sanitary Sewer GIS Inventory
Mileage - Storm Water GIS Inventory
Subtotal
Sanitary Sewer GIS Inventory Totals
Storm Water GIS Inventory Totals
David Evans and Associates Total
No. Unit Each Cost
1 days @ $1,350 $ 1,350.00
1 days @ $1,350 $ 1,350.00
2,000 miles @ $0.540 /mil $ 1,080.00
4,500 miles @ $0.540 /mils $ 2,430.00
Page 1 of 1
\\BLVFS1 hare\S JRVB reementeh2018\2018-03-12 Tukwila SD SS GIS add-on12018-03-12 Tukwila SD SS GIS Fee Sheet V2 (dev).,dsx
$ 6,210
$ 27,516
$ 97,065
$ 124,582
3/12/2018 33
34
City of Tukwila
City Council Transportation & Infrastructure Committee
TRANSPORTATION & INFRASTRUCTURE COMMITTEE
Meeting Minutes
March 26, 2018 - 5:30 p.m. - Foster Conference Room, 6300 Building
Councilmembers: Thomas McLeod, Chair; De'Sean Quinn, Zak Idan
Staff: David Cline, Henry Hash, Mike Ronda, Ryan Larsen, Mike Cusick, Greg Villanueva,
Gail Labanara, Peter Lau, Steve Carstens, Laurel Humphrey
CALL TO ORDER: Committee Chair McLeod called the meeting to order at 5:30 p.m.
I. PRESENTATIONS
II. BUSINESS AGENDA
A. NPDES Program 2017 Annual Report and 2018 Stormwater Management Program Plan
Staff provided an overview of the National Pollutant Discharge Elimination System (NPDES)
2017 Annual Report and 2018 Stormwater Management Program (SWMP) Plan. The Annual
Report reflects activities completed in 2017. The SWMP Plan is required by the NPDES Program
to show that the City complies with requirements outlined in the NPDES Phase II permit, and
contains elements such as public education and outreach, public involvement and
participation, illicit discharge detection and elimination, runoff control, municipal operations
and maintenance, compliance with maximum daily load requirements, and monitoring and
assessment. Committee members discussed the importance of public education and
awareness of stormwater fees and how they benefit the community. Staff will work with Chair
Mcleod on an editorial for the local press. DISCUSSION ONLY.
Contract Amendments: GIS Services for Water, Sanitary Sewer & Surface Water
Staff is seeking Council approval to amend two contracts with David Evans and Associates for GIS
services for the Water, Sanitary Sewer, and Surface Water Systems. These amendments, in the
amount of $124,581.00 for the 2018 Sanitary Sewer and Surface Water, and $99,825.40 for the Water
GIS Survey, will update existing GIS databases to address new construction and discrepancies.
David Evans and Associates was selected from three firms rated on the strength of its previous work
for the City. UNANIMOUS APPROVAL. FORWARD TO APRIL 2, 2018 REGULAR CONSENT
AGENDA.
C. Contract: Andover Park East Water & Sewer Replacement Construction Management
Staff is seeking Council approval of a contract with AECOM Technical Services in the amount
of $90,000.00 for construction management services for the Andover Park East Water and
Sewer Replacement Project. Several issues were discovered during construction that were not
included in the original scope of services, and this proposed contract will allow finalization of
payments and project closeout. The final total amount for construction management services
is $622,893.84 and under the $640,000 budget. UNANIMOUS APPROVAL. FORWARD TO APRIL
2, 2018 REGULAR CONSENT AGENDA.
35