AGENDA REQUEST. Approval Re: Work Assignment #1_RFP #15-72_GIS and Geocoding Services_Stantec. (see next page for additional explanation)

Transcription

1 AGENDA HEADING: Consent Agenda No. 1 AGENDA REQUEST COMMISSION MEETING DATE: April 18, 2016 BY Utilities Mitt Tidwell Utilities Director Tidwell AGENDA ITEM NO: IV.A.7. Originating Department SUBJECT: Department Head Presenter Approval Re: Work Assignment #1_RFP #15-72_GIS and Geocoding Services_Stantec COMMISSION PRIORITIES: Infrastructure EXPLANATION: On March 29, 2016, the City Commission approved a two year Agreement with Stantec to provide GIS and Geocoding Services. In accordance with the provisions of this Agreement, City staff has negotiated a total not to exceed Fee with Stantec for Work Assignment #1 in the amount of $644, Background: (see next page for additional explanation) The City of Sarasota Utilities Department recognized the need to enhance their water, reclaimed water, and wastewater utility geographic information system (GIS) as part of its Assets Management Program. The Department has implemented and improved its GIS by transferring original hardcopy asset information (e.g. rehabilitation information and project record drawings) into its GIS. Initially, the Department transferred most of the original mapping information into CADD and then more recently migrated its water, reclaimed water, and wastewater mapping systems into GIS. Due to the limited accuracy inherit with these historical documents, infrastructure is not accurately located as it exists in the field. Over the past 2 years, the Department contracted with Stantec to GPS approximately one third of the Department s existing infrastructure. ADMINISTRATION'S RECOMMENDATION: Approve Work Assignment #1_RFP #15-72_GIS and Geocoding Services with Stantec and authorize the Mayor and City Auditor and Clerk to execute on behalf of the City. APPROVAL SUMMARY:

2 AGENDA REQUEST Approval Department Head Approval Finance Review / Approval Deputy City Manager Approval City Manager Approval City Auditor and Clerk Approval Required Date Completed Y 04/07/2016 Y 04/08/2016 Y 04/08/2016 Y 04/08/2016 Y 04/08/2016 Completed By Mitt Tidwell David Boswell Marlon Brown Marlon Brown Pamela Nadalini Status APPROVED APPROVED APPROVED APPROVED APPROVED 2

3 ADDITIONAL EXPLANATION: AGENDA REQUEST It is anticipated that with the completion of the proposed WA #1 in two years, the Department s entire infrastructure (along with other selected City features such as public art and speed tables) will be located to within a sub-foot accuracy. ADDITIONAL ADMIN RECOMMENDATION: FUNDING SOURCE: AMOUNT: General Reserve Fund, Water Distribution $644, HOUSING IMPACT (Per House): NEW CONSTRUCTION: REHABILITATION: $ 0 $ 0 SUPPORT DEPARTMENTS: City Auditor and Clerk - Pamela M. Nadalini City Manager - Thomas Barwin City Attorney - Robert Fournier Purchasing - David Boswell AGENDA DISPOSITION COMMISSION ACTION: Final Action Motion: Motion By: Second By: Vote: 3

4 N WASHINGTON BLVD. N TAMIAMI TRL OLD BRADENTON RD 17TH ST N TUTTLE AVE N BENEVA RD JOHN RINGLING BLVD BAYFRONT DR MOUND ST BAHIA VISTA ST S TUTTLE AVE FRUITVILLE RD S LOCKWOOD RIDGE RD S BENEVA RD HIGEL AVE SIESTA DR S TAMIAMI TRL BEE RIDGE RD 1 of 8

5 Work Assignment #01 City of Sarasota Contract 15-72LKD GPS and Geocoding Services Exhibit A Scope of Services and Fee 1 Background The City of Sarasota Utilities Department (CITY) has recognized the need to enhance their water, reclaimed water, and wastewater utility geographic information system (GIS). Over the years, the CITY has implemented and improved their GIS by transferring original hardcopy asset information (e.g. Rehab. and record plans) into GIS. First the CITY transferred most of the original mapping information into CADD, and more recently the CITY has migrated their water, reclaimed water, and wastewater mapping systems into GIS. The GIS is currently populated with the following assets and features: Water Distribution System: Potable Water Mains: 330 miles Potable Water Service Lines: 100 miles Reclaimed Water Mains: 38 miles Water Valves: 6,500 total, 1265 completed, 5,235 remaining to be GPS collected Fire Hydrants: 1,460 total, 238 completed, 1,422 remaining Water Meters: 19,900 total, 3,194 completed, remaining 16,706 remaining Additionally, there are 2 Booster Pumping Stations, 2 Elevated Tanks, 55 Wells, 50 miles of Raw Water Main, 2 Treatment Plant locations, and 7 System Interconnects. Wastewater Collection System: Gravity Mains: 225 miles Force Mains: 42 miles Manholes: 4,962 total, 217 completed, 4,745 remaining to be GPS collected of which 500 will need survey with inverts) Sewer Valves: 275 total, 95 completed, 200 remaining Lift Stations: 88 total, 11 completed, 77 remaining Cleanouts: 5,500 total, completed 627,5,000 remaining There are approximately 500 additional GPS points that consist of Conflict Manholes, Aerial and Subaqueous Pipe Crossings, Air Release Valves and Reclaimed Water System Outfall Structures 2 of 8

6 2 Purpose This scope of services is intended to assist the CITY in improving the accuracy of locational data of water, reclaimed water and wastewater assets. This scope of services provides an approach to improve the accuracy of the water and wastewater assets within the geodatabase. 3 Scope of Services 3.1 Task 1.0 Project Communication and Coordination Stantec Consulting Services Inc. (STANTEC) will conduct a project kick-off meeting within 15 calendar days of receipt of a Notice to Proceed for this work to introduce the project team, review the scope, discuss goals and schedules, and assign lines of communication. For the duration of the project, STANTEC will coordinate with the CITY through regularly scheduled progress meetings. Under this scope STANTEC will attend up to forty-five (45) on-site CLIENT meetings. Deliverable: STANTEC will provide meeting minutes for each on site meeting with the CITY, and a progress report each month, documenting what was accomplished that month, and what is planned to be accomplished in the next month. CITY Responsibilities: The CITY will assign a project manager that will serve as the point of contact. 3.2 Task 2.0 GPS and Geocoding STANTEC will utilize a Trimble GEO XT with a sub-foot accuracy range or better. STANTEC will locate each asset specified below horizontally with a GPS observation and record the predefined attribute data described herein. STANTEC will deliver the mapping in State Plane Coordinate System (NAD 83). The unit(s) will be calibrated at the beginning and end of each day by collecting the same known point. Attributes will be captured at each asset based on the data dictionary provided by the CITY and described below. CITY will provide STANTEC with all record drawings possessed by the CITY in digital format. STANTEC will collect GPS locations on up to 33,680 above ground features under this work assignment. Should additional features beyond this number be found in the field, STANTEC will note this information for the CITY. Additional features will only be collected if authorized by a written change order and associated budget increase. The following features and attributes will be collected in the field and office: 1. Manholes: Facility ID Cover Diameter 2. Lift stations: Facility ID 3. Sewer System Valve: Facility ID 3 of 8

7 Diameter Type 4. Cleanouts: Material 5. Meters: Meter # Diameter 6. Water System Valves: Facility ID Diameter Type Water Type 7. Hydrants: 8. Ditch and Aerial Crossings: Type 9. Wells: Type 10. City Art: 11. Speed Tables: Type Task Deliverable: Under this task, STANTEC will deliver raw GPS point data in a file geodatabase. CITY Responsibilities: CITY work with STANTEC to identify areas to locate/gps in coordination with CITY projects to assist in the prevention of collecting data that will be soon altered through construction. CITY will provide the locations of cleanouts, art work and speed tables. CITY will meet with STANTEC in the field to answer questions that may arise within five (5) days of a request to meet. 3.3 Task 3.0 Line Work Correction STANTEC will edit and adjust the linear water, wastewater, raw and reclaimed water networks to the GPS locations collected in the field. Fittings will be added to the networks based on CLIENT agreed upon industry standard topologic rules and/or record drawing information. Mains will be split at both fittings and valves. Water and wastewater flows will be established allowing for network tracing and modeling. Features in the geodatabase will be cross checked with asset information contained in record drawings resulting in accurate geometric network. Task Deliverable: Under this task, STANTEC will deliver weekly geodatabase change files to be used to update the CITY s enterprise geodatabase. CITY Responsibilities: CITY will provide STANTEC with a replica geodatabase and weekly xml files for continued editing. CITY will answer questions should they be needed regarding system connectivity. 4 of 8

8 3.4 Task 4.0 Special Manhole Requirement An As-built Survey will be performed for a portion of the City of Sarasota Sanitary Sewer System. It is anticipated that Hyatt Survey will perform this survey. This survey includes the horizontal and vertical location of up to 500 manholes. Structure data collected will consist of the following: Manhole rim elevation Manhole bottom elevation Pipe invert and size Digital picture All horizontal location will be accomplished utilizing differential GPS surveying techniques. All vertical locations will be accomplished utilizing digital leveling techniques. The following accuracies will be used for the location of each manhole: Horizontal: +/- 1.0 Vertical: +/ Manholes will be surveyed as complete sanitary sewer runs as opposed to single manholes at various locations. The survey of single manholes within an existing sanitary sewer run will not be performed under this scope of services. All data points will be referenced to the Florida State Plane Coordinate System, Florida West Zone, NAD 83/11 datum. All elevations will be referenced to existing NGS Vertical Control benchmarks and the NAVD88 vertical datum. Task Deliverable: AutoCAD file containing the location of each structure with all pertinent structure data Excel file containing all pertinent structure data ASCII file contain the X, Y, Z coordinate and description of each manhole Digital picture files for each manhole Signed and sealed Surveyors Report Scanned copies of all field notes CITY Responsibilities: CITY will identify the 500 manholes to be surveyed that are part of sanitary sewer runs. 4 City Responsibilities The CITY will designate a Project Manager who will be the primary point of contact for the project. The CITY will provide a geodatabase replica geodatabase and weekly updated xml files. CITY will provide STANTEC with all record drawings possessed by the City in digital format. CITY will identify Private assets that will not be collected under this assignment. CITY will maintain current Esri products as required for the project. 5 of 8

9 CITY will provide weekly xml file exchanges to enable STANTEC to perform updates to the CITY s enterprise geodatabase. CITY will provide notice to customers either through mailing letters, posting on website and/or provide documentation for STANTEC to provide to customers indicating the validity of the project. CITY will identify the 500 manholes to be surveyed that are part of sanitary sewer runs. 5 General Requirements and Assumptions STANTEC will assign a Project Manager, along with other personal as necessary, to assure faithful execution and timely delivery of services pursuant to the requirements of this agreement. Hyatt Survey will be responsible for all Maintenance of Traffic (M.O.T.) required for successful completion of this project. The number of GPS point features collected in the field will not exceed 33,680 under this work assignment. STANTEC will collect only CITY owned assets under this work assignment. No private utility assets will be collected. STANTEC will provide GPS, transportation and safety equipment. Task Total Labor Fee Type Task Project Communication and Coordination $53, TM Task GPS and Geocoding $404, TM Task Linework Correction $69, TM Task 4.0 Special Manhole Requirement $117, TM Direct Labor Cost $644, of 8

10 6 Schedule The following project schedule represents STANTEC s reasonable efforts at estimating the timeframe for the completion of each task. The schedule below provides time from Notice to Proceed to the completion of each task in calendar days. The Notice to Proceed will be considered to be the date on which an approved purchase order for this scope and budget is received by STANTEC. Task Task 1.0 Project Communication and Coordination Task 2.0 GPS and Geocoding Task 3.0 Linework Correction Task 4.0 Special Manhole Requirement Total Duration Exhibit B Task Completion Duration* 730 days* 730 days* 730 days* 730 days* 730 days* * Calendar Days from Notice to Proceed 7 Compensation The proposal fee for the above scope of work is indicated below. Fees are established on a time reimbursement basis with a Not to Exceed total of $644,698. Fees provided herein are inclusive of incidental costs including transportation, equipment, supplies, and safety needed to provide the scope of work described in Section 3, above. STANTEC has made reasonable efforts to estimate the labor associated with each task and subtask, however, when approved by CITY's assigned project manager, efforts may shift between tasks based on project requirements and field conditions. A spreadsheet showing the specific category of personnel, estimated hours, and cost per task is provided below in Exhibit C. The Consultant shall provide supporting documentation with each pay request to the City. Invoices will include the names of involved employees by position, hours spent on each task by said employee, a brief description of what was accomplished during the invoice period, and a forecast of what is anticipated to be completed during the next invoice period. 7 of 8

11 Exhibit C Task Task Project Communication and Coordination Project Personnel (Hrs) Principal GIS Manager Senior GIS Analyst GIS Analyst GIS Specialist Senior Clerical Field Personnel Total Labor Subcontractors and Expenses Total $53, $0.00 $53, Task GPS and Geocoding $404, $0.00 $404, Task Linework Correction $69, $0.00 $69, Task 4.0 Special Manhole Requirement 2 38 $5, $111, $117, TOTAL HOURS HOURLY RATE $ $ $ $ $84.00 $70.00 $58.00 $532, $111, $644, DIRECT LABOR COST $8, $71, $10, $62, $260, $2, $116, of 8