HomeMy WebLinkAbout24 COMP BASED MAPPNG 02-07-94 NO. 24
Inter-Com
DATE:
TO:
FROM:
SUBJECT:
NEBRUARY 7, 1994
WILLIAM A. HUSTON, CITY MANAGER
PUBLIC WORKS DEPARTMENT/WATER DIVISION
PROFESSIONAL SERVICES AGREEMF_2qT FOR PREPARATION OF A
COMPUTER-BASED MAPPING SYSTEM FOR THE TUSTIN WATER SERVICE
AREA
RECOMMENDATION:
That thc Tustin City Council, at its meeting of February 7, 1994, authorize the Mayor and City Clerk
to execute a Professional Services Agreement with KHR Associates for preparation of a computer-based
mapping system for the Tustin Water Service area, pending City Attorney approval.
FISCAL IMPACT:
Phase I $124,588.80
From current Water Operations Budget
Phase II $31,836.00
From 1994-95 General Fund Budget, if authorized by
City Council during budget process.
BACKGROUND:
This project consists of preparing a computer-based mapping system which will accurately depict parcel
level data concerning addresses, assessor's parcel numbers, water mains, service laterals, main line
valves and fire hydrants; and additional public right-of-way data as available, and necessary. Phase I
of the project will include all area, both within and outside city limits, which is served by the Tustin
Water Service. Phase II if authorized in the 1994-95 budget, will expand the project to those areas
within city limits, but not served by the Tustin Water Service.
Re4uests for Proposal, dated December 2, 1993, were sent to four consulting engineering firms to
perform the work as noted above.
KHR Associates
David Evans and Associates
Boyle Engineering Corporation
Merrick and Company
Proposals were retumed on January 12, 1994. In conformance with state legislative requirements, staff
has evaluated the proposals on the basis of demonstrated competence, professional qualifications for
satisfactory performance of the required work, and familiarity and prior experience with preparing
similar mapping systems. The proposal submitted by KHR Associates indicated the greatest knowledge
~ROFF. SSIONAL SF_,R~ICES AGREEMENT FOR PREPARATION OF A COMPtHT_R-BASED
MAPPING SYSTEM- KHR Associates
February 7, 1994 .
Page 2
and experience with this type of work. Additionally, even though state law does not allow the selection
of an Engineering Consultant solely on the basis of price, a comparison of projected man-hours'
dedicated to .the project indicates that KHR Associates is the least expensive.
The selection committee is recommending.that KHR Associates be selected to perform the work.
DISCUSSION:
The Water Division's existing mapping system is outdated and does not contain the level of accuracy
desired. Currently, updating of system maps must be performed manually. This is labor intensive and
time consuming, and results in current information not being available when needed. Converting to a
computer based system will allow for accurate, up-to-date information to be automatically entered into
the base-map-upon completion of a project. It will also allow the city to provide base maps to
consultants who are designing water .main replacement projects, and will result in significant design cost
savings. Additionally, the base-map will be used as a vehicle to plan, schedule and facilitate preventive
maintenance and replacement activities related to water mains, main line valves and fire hydrants.
This system will also be prepared so that it may .be expanded to other city departments that wish to add
layers of information in the future. Examples of information which can be maintained on this system
are tree inventory, street sign inventory, striping inventory, and building permit information, along with
numerous other applications. ._.
BoB Ledendecl[er ' ~
Director of Public Works/City Engineer
Gary R. ~eeh
Water Service Manager
BL:GRV:cmc
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT, made and entered into this ~ day of ,1994, by
and between CITY OF TUSTIN, a municipal corporation (hereinafter referred to as "City") and
KHR Associates (hereinafter referred to as "Consultant").
WITNESSETH:
WHEREAS, City desires to employ Consultant to furnish the necessary engineering
services for preparation of a computer based mapping system hereinafter referred to as
"Project"; and
WHEREAS, Consultant is qualified to provide the necessary services in connection with
said Project and has agreed to provide the necessary services; and
WHEREAS, Consultant has submitted to City a proposal (Exhibit "A") dated January 13,
1994, which includes the following parts, attached hereto, marked as indicated and incorporated
herein as though set forth in full herein: Scope of Work; Related Experience, Project
Management, Project Schedule, Information Provided by the City, Fee Schedule (Exhibit "B"),
and Schedule of Hourly Rates (Exhibit "C"). -
NOW, THEREFORE, City agrees to employ and does hereby employ Consultant to
provide the professional services for the Project, and City and Consultant, for the consideration
hereinafter set forth, agree as follows:
Section 1: Scope of Consultant's Services. Consultant agrees to furnish to City
consulting services for the Project. These services shall include all of the services solicited in
City's Request for Proposal dated December 2, 1993, a copy of which is attached hereto,
-1-
marked Exhibit ND', and all the services included within the Consultant's proposal. It is
understood that the work will be completed in two phases, and authorization to proceed will be
issued separately for each stage.
Section 2; Time for Completion. It is hereby understood and mutually agreed that the
time for completion of the work to be performed by Consultant is an essential condition of this
agreement. Consultant agrees that it shall prosecute regularly and diligently the work of this
agreement accordingly to reasonable schedules established by City for the various items
described and as outlined within Consultant's proposal. Consultant shall not be accountable for
delays in the progress of its work caused by any condition beyond its control and without the
· .
fault or negligence of Consultant. Any delays shall not entitle Consultant to any additional
compensation, regardless of the party responsible for the delay.
Section 3: Compensalion, The compensation to be paid under this agreement shall be
as set forth in the Consultant's proposal with a total cost not to exceed $124,588 for Phase I
and $31,836 for Phase II. Progress payments for work completed will be paid as the work
progresses, within ~irty (30) days of the date of Consultant's invoice. These payments will be
based upon submittal of detailed invoices and based upon the actual work performed for each
individual task not exceeding that provided in the consultant proposal.
Section 4: Stalement of Costs. Pursuant to the provisions of California Government
Code Section 7550, the total amount expended by City relating to the preparation of the report
and documents prescribed herein shall be set forth within the final edition thereof, in a separate
section, in a statement substantially as follows: "Pursuant to California Government Code
Section 7550, the City of Tustin expended the total amount of $ for the
preparation of this report and/or documents."
-2-
Section 5~ Job Site Conditions, The City agrees that in accordance with generally
accepted construction pract!ces, the construction contractor will be required to assume sole and
complete responsibility for job site conditions during the course of construction of this
project, including safety of all persons and property and that this requirement shall be made
to apply continuously and not be limited to normal working hours.
Section 6: Miscellaneous Provisions.
City and Consultant further agree to the following conditions:
(1) City, by notifying Consultant in writing, shall have the right to terminate
any or all of the services covered by this agreement at any time. In the event of such
termination, Consultant shall be paid for services rendered to the effective date of the
termination.
(2) Consultant agrees that it shall proceed immediately and diligently to
perform the services provided for in this Agreement upon receipt of notice from City to proceed
therewith.
(3) The terms and provisions of this agreement shall extend to and be binding
upon and inure to the benefit of heirs, executors, administrators, successors and assigns of the
respective parties thereto.
(4) Consultant shall perform the services hereunder as an independent
contractor and under no circumstances or conditions shall Consultant or any of its agents,
servants and employees, be considered as an employee or agent of the City.
(5) Consultant shall perform all services required under this agreement using
that degree of care and skill ordinarily exercised under similar conditions in similar localities,
and shall be responsible for all errors and omissions for services performed by Consultant under
-3-
the terms of this Agreement. Consultant agre6s to indemnify,.defend and hold City, its agents,'
employees, successors and assigns harmless from any loss, damage, injury, sickness, death, or
other claim made by other persons and from costs, expenses and charges, includir~g attorney's
fees, arising from Consultant's negligent performance of this agreement. Consultant shall
maintain in full force and effect during the term of this agreement policies of comprehensive
general liability, personal injury and liability insurance with limits of at least $1,000,000
combined single limit coverage per occurrence and professional liability insurance coverage with
limits of at least $250,000 combined single limit coverage per occurrence for which certificates
of insurance have heretofore been delivered to City,
(6) Consultant shall carry and pay for such compensation insurance as is
necessary to fully protect Consultant and its employees under California Worker's Compensation
Insurance and Safety Laws, to relieve City from all responsibility under said laws in connection
with the performance of this agreement, and upon execution of this agreement, to file with City
a certificate certifying to said protection.
(7) Consultant certifies that there shall be no discrimination against any
employee who.is employed in the work covered by this agreement, or against any application
for such employment, because of race, religion, color, sex or national origin including, but not
limited to, the following:
a. Employment, upgrading, demotion or transfer, recruitment, or
recruitment advertising, lay-off or termination, rates of pay or other forms of compensation, and
selection for training, including apprenticeship.
(8) Consultant shall provide City monthly with a detailed itemization of all
work performed, and the fees accrued thereon, in complete and sufficient detail to fully apprise
City thereof.
-4-
IN WITNESS WHEREOF, this Agreement was executed by the parties on the day and
year first above written.
CITY OF TUSTIN, a Municipal Corporation
ATTEST:
BY
Mayor
City Clerk
APPROVED AS TO FORM:
City Attorney
KHR ASSOCIATES
'Presi~tent Kaw~rfiu/ra~P'E' -
-5-
Exhibit A.
propOsal for
.'.
Computer-BasedMapping System "'
offered to-
City. of Tustin
Water Service Divi~'on
'Offered by
~ I [ KH[i=I Alliil~h~¥r~
January 1994
THIS
DOCUMENT IS AVAILABLE
ON REQUEST FROM
FOR
REVIEW
CITY
OF
TUSTIN WATER OPERATIONS'
235 E..MAIN STREET
TUSTIN, CA 92680
(71 4) 573-3375
OFFICE
Exhibit. B.
KHR Associates
Project Cost Estimation Sheet
Project: Computer-Based Mapping - Phase 1 Date:
Location: Tustin, California Estimate By~
Client: City of Tustin Water Service Division
12-Jan-94
J. Kawamura
C-TUSW~.XI.$
i-n/ko[; i , ,
Hours by Task Total Hourly
DIRECT LABOR. CLA,S. SlFICATION 1 2 3 4 Hours. Rata. , Extension,.
Principal/Project Manager 8 24 16 8 56 $125.00! $7,000.00
~Assistant Project Manager 8 40 32 24 104 95.00 9,880.00
Senior CADD Operator 8 60 40 16 1 24 75.00 9,300.00
CADD Operator/Draftsperson 0 160 192 40 392 65.00 25,480.00
Technical Aide 72 605 320' 72 1,069 40.00 42,760.00:
Clerical 2 10 8 42 62 25.00 1,550.00
KHR Labor Hours by Task ~ 89-"'---~ 00-'=--~ 20'-'-'"~ ~ ~ ~
REIMBURSABLE DIRECT COSTS
.Vehicle Mileage
Computer Check Plots
Computer Plots on Reproducible Bond
Computer Diskettes
KHR Reimbursable Costs
Quantity
360
564
564
40
Miles
S.F.
S.F.
Each
Cost I Unit
$0.40 / Mile
2.50 /Sq. Ft.
6.00 /Sq. Ft.
2.00 ! Each
80.0¢
KHR Project Cost Estimate - Phase 1
Cost for .OCEMA'Maps
Project Cost Estimate - Phase 1
59O0
4.00 / Parcel
$100,988.00
23,600.00
$124,588.00
Description of Tasks & Cost by Task
Description
Task
1
2
3
4
~esearch & Data Gathering
Input of Parcel Level Information
Input of Street & Water System Improvement Information
Production of Water Service Area Base Map & Atlas Maps
=urchase of OCEMA Maps
Cost by Task
$5,434.00
46,150.00
33,520.00
15,884.00
23,600.00
Exhibit B.
KHR Associates
Project Cost Estimation Sheet
Project: Computer-Based Mapping - Phase 2 Date: 1 2-Jan-94
Location: Tustin, California Estimate By: J. Kawamura
Client: City of Tustin Water Service Division
PHASE 2 c.~usw2~,s
Hours by Task Total Hourly
DIRECT LABOR CLASSIFICATION 1 2 3 4 Hours Rate Extension
Principal/Project Manager 2 4 8 2 16 $125.00' $2,000.00
Assistant Project Manager 4 8 8 16 36 95.00 3,420.00
Senior CADD Operator 8 24 16 4 52 75.00 3,900.00
CADD Operator/Draftsperson 0 72 80 8 160 65.00 10,400.00
Technical Aide 24 160 80 16 280 40.00 11,200.00
Clerical 4 0 0 16 20 25.00 500.00
KHR Labor Hours by Task 42 268 192 62 564 ~t
~~,~. $31,420.00
REIMBURSABLE DIRECT COSTS Quantity Units Cost I Unit Extension
Vehicle Mileage 90 Miles $0.40 / Mile $36.00
Computer Check Plots 144 S.F. 2.50 / Sq. Ft. 360.00
Computer Diskettes 10 Each 2.00 / Each 20.00
KHR Reimbursable Costs I~j~1~~J~~!~~. .......... ' ' ' ..... " ' ~''' '~ .......... ' ........... "" "' ~ '-"?---" $416.00
Description of Tasks & Cost by Task
Task Description Cost by Task
I Research & Data Gathering $2,326.00
2 Input of Parcel Level Information 14,140.00
3 Input of Street & Water System Improvement Information 11,360.00
4 Production of Base Map and Expanded Area 4,010.00
Total Project Cost Estimate - Phase 2 $31,836.00
EXhibit C.
b~.~b-. KHR ASSOCIATES
TRANBPORTATION/ENVIRONMENTAL / URBAN gYBTEMB
Labor Classification
Principal
Expert Witness
Project Manager
Project Engineer ·
Project Planner
Registered Civil Engineer
Registered Electrical Engineer
Registered Mechanical Engineer
Registered Traffic Engineer
Associate Engineer
Associate Planner
Engineering Assistant
Planning Assistant
Senior CADD Operator/Designer
CADD Operator/Draftsperson
Permit Runner
Technical Aide
Two-Man Survey Crew
Three-Man Survey Crew
Clerical
Schedule Of Standard Rates
(Effective January 1, 1993)
·
Hourly Rate
$150.00
190.00
125.00
100. O0
95.00
120°00
110.00
100.00
115.00
85.00
80.00
70.00
65.00
75.00
65.00
50.00
40.00
140.00
.185.00
25.00 ..
Reimbursable Costs
·
Vehicle Mileage
8 1/2' x 11' Plain Paper Photocopying
8 1/2" x 11" Laser-Jet Originals
Incoming Facsimile Transmissions ..
Outgoing Facsimile Transmissions
3 ,1/2' Computer Disks
5 1/4' Computer Disks
Computer Check Plots
Computer Plot on Opaque Bond
Computer Plot on Reproducible Bond
Computer Plot on Reproducible Film
In-House Diazo Prints
Parking & User Tolls
Permit, Plan & Building Fees
Long Distance Calls
Postage/Special Delivery
Outside Printing & Reproduction
Unit Rate
_
$ .401Mile
.15/Page
.50/Page
.25/Page
.50/Page
3.00/Disk
1.50/Disk
2.50/Sq. Ft.
5.00/Sq. Ft.
6.00/Sq. Ft.
10.00/Sq. Ft.
.35/Sq. Ft.
Cost + 10%
Cost + 10%
Cost + 10%
Cost + 15%
Cost + 10%
EXHIBIT D
Public Works / Water Service Division
City Of Tustin
- 235 E. Main Slreet
Tuslin, CA 92680
(714) 573-3375
FAX (714) 838-0039
December 2, 1993
Mr. James Kawamura, P.E. "
KHR ASSOCIATES
18500 Von Karman Avenue, Suite #300
Irvine, CA 92715
SUBJECT:
REQUEST FOR PROPOSAL - CONSULTANT SERVICES
PREPARATION OF COMPUTER-BASED MAPPING SYSTEM
FOR
Dear Mr. Kawamura:
The City of Tustin Water Service is requesting proposals for consultant engineering services for
preparation of a computer-based mapping system. The project will consist of preparing a base
map for the Tustin Water Service Area which consists of approximately 9000 parcels within City
limits and 4400 outside City limits, and for an area within City limits, but outside the water
service area consisting of about 3,000 parcels. A map depicting.the approximate area boundaries
is attached. Please see the attached map for an approximate description of the areas noted.
The consultant should be aware that while funding has been approved to complete the mapping
project within the Water Service area, it may be necessary to defer commencement of the project
outside the service area until funds are a_pproved.
SCOPE OF WORK
The proposal for work to be performed by the consultant to the satisfaction of the City
shall include, but may not be limited to the tasks listed below.
PHASE I
Provide all services necessary in research and development to produce a Water Servi~e
area CADD base maps ( 1"-800', 3' & 4' in size) and 1' x 100' scale atlas maps
(approximately 87 sheets, 2' x 3' in size).
REQUEST FOR PROPOSAL
December 2, 1993
Page 2
Ae
B~
Co
Research all available parcel level information for all parcels served by the City
of Tustin Water Service. Include available street improvement plans, water
system plans, tract maps, parcel maps and other sources of dimensional data
which are required to develop an accurate, up-to-date, CADD base map. At a
minimum, City of Tustin, County of Orange, and East Orange County Water
District drawings, maps and plans shall be researched.
·
Accurately input parcel level information into the CADD base map for
approximately 13,400 parcels within the Tustin Water Service Area. Input all
property lines, right of way lin6s, and easements and Vectorize through precision
input of coordinate and geometric data. Input Assessor's Parcel numbers, street
addresses and tract and lot numbers for each parcel served by the Water Service
Division.
It is understood that all data may not be available, or that conflicts may arise
between sources of data. In such cases, the consultant shall confer with the City,
and vectorization will be accomplished through the best engineering judgment.
This non-precision input data shall be separately identified for future correction
as accurate data becomes available.
Accurately input street and water system improvement data to the CADD base
map. Where available, all street centerlines, curb and gutter lines, water lines,
water valves, fire hydrants, service laterals and water meters (by size, type,
location and section length, where applicable) are to be vectorized through
precision input of coordinate and geometric data and or data attributed symbols.
As with the previous section, non-precision data shall be separately identified for
future correction as accurate data becomes available.
The existing water atlas drawings shall be utilized as the primary source of non-
precision data; existing improvement plans and record drawings shall be utilized
as a source of accurate water system data.
Utilizing master service area base maps, produce separate atlas maps of the
service area. Develop a systematic procedure, or reference filing system for
updating information on both individual atlas sheets and the master base map.
Prepare at least two check plots of the master base map and individual atlas maps
for City review and comment.
REQUEST FOR PROPOSAL
December 2, 1993
Page 3
The Base map will be approximately 3' x 4' in size and prepared at a scale of 1"
= 800'. Atlas sheets will be 2' x 3' in size and at a scale of 1" = 100'.
The Base maps shall be prepared on AutoCad Release 11, and in conformance with City of
Tustin Mapping, Documentation and Plan Preparation Requirements (attached). All CADD. files
will be delivered to the City on 3 1/2" high density discs and loaded onto the City's computer
system and tested to insure readability of all drawings and data lines. All drawings and CADD
files will be considered the property of the City of Tustin, and the consultant will not utilize any
'drawings or derivatives thereof for subsequent commercial use or profit other than as authorized
or requested by the City.
PHASE II
Expand base map to include all areas within City limits not served by the Tustin Water
'Service, but served by the Irvine Ranch Water District, excluding the Tustin Marine
Corps Air Station.
A. Research all available parcel level information for all parcels within the City
limits, not served by the Tustin Water Service. Include available street
improvement plans, Water System plans tract maps, parcel maps, and other
sources of dimensional data which is r~. uired to develop an accurate, up-to-date
CADD base map. As a minimum, City of Tustin, County of Orange and Irvine
Ranch Water District maps and plans will be researched.
Be
This task shall be the same as Task I-B, with the exception that parcel level data
shall be input for approximately 3,000 parcels within City limits, but outside the
Tustin Water Service area.
C,
Input street improvement information from City plans to the .CADD base map.
Where available, vectorize all street centex'lines and curb and gutter lines through
precision input of coordinate and geometric data and/or data attributed symbols.
In instances where data is not available, or conflicts arise between sources of
data, the consultant will confer with the City and vectorization will be
accomplished, throt,gh best engineering judgment. Non-precision data will be
separately identified for future correction as accurate data becomes availabie.
Record drawings and construction plans will be utilized as primary and secondary
sources of accurate street improvement data, and utility plan drawings will be
utilized as a source of non-precision data.
REQUEST FOR PROPOSAL
December 2, 1993
Page 4
De
Provide two preliminary check plots to the City for review and comment. The
check plot shall be produced at a scale of 1" -- 200' on 36" x 48" sheets.
Provide second check plot after initial corrections are made.
The Base maps shall be prepared on AutoCad Release 11, and in conformance with City of
Tustin Mapping, Documentation and Plan Preparation Requirements (attached). All CADD files
will be delivered tothe City on 3 1/2" high density discs and loaded onto the City's computer
system and tested to insure readability'of all drawings and date lines. All drawings and CADD
files will be considered the property of the City of Tustin, and the consultant will not utilize any
drawings or derivatives thereof for subsequent commercial use or profit other than as authorized
or requested by the City.
INFORMATION TO BE INCLUDED IN THE PROPOSAL (Submit as Exhibit "A")
·
You proposal for this work (submit as Exhibit A) should include the following information:
he
Scope of Work
Submit Scope of Work as outlined above.
Be
Related Experience.
Your firm's qualifications for performing this work, including your related
experience in the preparation of computer based mapping systems. Provide a
brief list of similar types of projects' which your firm has previously performed,
including scope, cost and ag,ney for whom completed, including contact person
and phone number.
C,
project Management
Identification, titles and qualifications of individuals who will supervise and
perform the necessary services'as discussed in the Scope of Work. The
experience and technical qualifications of the project manager will be a significant
factor in the evaluation process, and the percentage of his time that will be
dedicated to the project should be provided.
De
Project. Schedule
A graphical project time schedule, broken down according to the tasks listed in
the SCope of Work, for accomplishing the project through to completion. The
schedule shall include a projection of man-hours broken down by major tasks, and
the various individuals or classifications which will be assigned to each.
REQUEST FOR PROPOSAL
December 2, 1993
Page 5
Ee
F.
The information you expect to be provided by the City.
Any other information pertinent to this project.
Ge
_Fee Schedule~ (Submit as Exhibit B)
Submit one copy only in a SEPARATE, SEALED ENVELOPE indicating the
proposed "not to exceed" cost' for completing each task listed in the Scope of
Work and a resulting "not to exceed" cost of the project based upon the work
hours, hourly rates, and other associated costs. The proposed cost to complete
each task shall include the costs of all administration and overhead, project site
visits, attendance at meetings, and all reproduction costs.
The costs for completion of Phase I and Phae II shall be clearly separated and
delineated.
'H.
Schedule of Hourly Rates (Submit as Exhibit C)
Submit in same SEALED ENVELOPE as rates for your firm's various titles and
classifications should be listed.
Enclosed for your information and use is a sample "Professional Services Agreement" and a
"Certificate of Insurance" utilized by the City of Tustin for such work (THE CONSULTANT
SHOULD BE AWARE THAT THESE ARE THE CITY'S STANDARD DOCUMENTS.' NO
MODIFICATIONS OR ADDITIONS WILL BE ALLOWED TO EITHER DOCUMENT, AND
IT IS RECOMMENDED THAT THEY BE REVIEWED THOROUGHLY PRIOR TO
PROPOSAL SUBMITTAL). The consultant should also be advised that if selected, an Insurance
Policy for errors and omissions coverage with minimum coverage of $500,000 will be required.
In addition, a minimum of one million dollars of combined single limit general liability coverage
is required. The consultant w. ill also be required to concurrently submit, with insurance
certificates, a certified copy of the most recent Certificate of Authority issued to the insurance
company by the California Insurance Commissioner.
If you desire to submit a proposal to perform this work, return it to Gary Veeh, Water Service
Manager, City of Tustin Water Service, 235 E. Main Street, Tustin, CA 92680, no later than
2:00 P.M., Thursday, January 13, 1994. Please note that four (4) copies of your proposal must
be submitted.
The consultant shall obtain and maintain a city of Tustin business license, at the consultant s
expense, prior to starting work. Also, all sub-consultants will be required to have a valid
business license while working on this project.
REQUEST FOR PROPOSAL
December 2, 1993
Page 6
If you have any questions concerning this Request for Proposal, please contact Gary Veeh,
Water Service Manager, at (714) 573-3375, or Dana Kasdan, Engineering Services Manager at
(714) 573-3150.
Very truly yours,
Gary R. Veeh
Water Service Manager
GRV:mp
Enclosures
CC:
Bob Ledendecker, Director of Public Works/City Engineer
Dana Kasdan, Engineering Services Manager