HomeMy WebLinkAboutScope of Services Agreement with HDR Engineering for GIS On-call Services
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AMENDMENT 1
SCOPE OF SERVICES
For
Geographic Information System (GIS) On-Calf Services
For
THE CITY OF MERIDIAN
(Meridian Fiscal Year 2006)
BACKGROUND
The City of Meridian has made an investment in establishing a GIS available to City users over a local
area network. The City Planning and Zoning Department has been using limited desktop GIS to support
community planning activities and the Public Works Department has implemented a network GIS for
support of water and wastewater master planning, to enhance responsiveness to information requests by
the public, and to provide a common database of information from which others can access in the future.
In late 2002, the City of Meridian contracted with HDR Engineering, Inc. (HDR) to perform a Geographic
Information Systems Needs Assessment (Needs Assessment). The Needs Assessment helped the
Public Works Department understand the many ways in which a GIS could be used to support current
and future activities in the department. In 2004, the City amended the GIS Needs Assessment contract,
called Needs Assessment Phase 2, to purchase hardware and software, install these items, and train
staff on the use of GIS, In February 2005, the City contracted with HDR to provide a mechanism through
which City of Meridian Public Works and Information Technology staff can access the technical expertise
of HDR staff directly.
HDR has been applying GIS technology since the early 1990's and continues to deliver on projects that
have involved G IS technology in public works civil engineering and other disciplines. These projects have
included the utilization of GIS to support water distribution system, wastewater collection system, and
storm water conveyance system analysis and design, as well as assist in environmental analysis for water
resources and transportation planning,
The purpose of this amendment is to extend the scope of work of On-Call GIS Services through the City's
fiscal year 2006, beginning October 2005 and continuing through September 2006, and provide
programming services in September 2005. The purpose is to continue to provide a mechanism through
which City of Meridian Public Works and Information Technology staff can access the technical expertise
of HDR staff directly.
SCOPE OF SERVICES
Task 1: On-Call GIS Services
Objective:
The objective of this task is to provide technical support to the City of Meridian Public Works Department
and Information Technology staff related to GIS activities. If additional support is requested during non-
holiday working hours of 8:00 AM to 5;00 PM, HDR is available to respond on an on-call time and
materials basis,
Activities:
· HDR will provide miscellaneous on-call support to answer questions from the City of Meridian
Public Works Department staff regarding the operation and uses of GIS.
City of Meridian
HDR Engineering, Inc.
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GIS On-Call Services
Consulting Services
Scope of Services
9/15/2005
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Assumptions:
· Project management activities will be included in the labor rates billed by technical staff required
during task activities.
· On-Call G IS Services will be performed with either a written request for services via e-mail, fax, or
letter from the City of Meridian project manager, or by telephone or personal conversation from
the City of Meridian project manager.
· Services will only be performed once confirmation of requested services has been sent from HOR
staff to the City of Meridian project manager.
· The schedule to perform services will be negotiated at the time services are requested.
Deliverables:
· Status report describing the services provided in each invoicing period.
Task 2: Hydrant 10 Automation Tool
Objective:
Create a tool to automate the process of assigning the next available asset ID to new fire hydrant data
points within the existing fire hydrant geodatabase.
Activities:
· The tool will be a button to be placed on the City's existing ArcMap applications.
· When the user runs the button, it will find the next available asset ID for the particular grid block
that the new fire hydrant has been placed into.
· The tool will then automatically assign that next 10 to the new hydrant.
.. The tool will not keep track of historical asset IDs, it will always find the next "highest" 10 number
to use.
.. Each time the tool is run, it will assign an asset ID to all fire hydrant structures that had previously
not been assigned an asset ID.
· The tool will also populate a "date/time" field within the fire hydrant geodatabase documenting the
time the tool assigned each fire hydrant an asset number.
Assumptions:
.. HDR will be provided with the complete fire hydrant and grid datasets for use in testing the tool.
.. The tool will be run periodically by the user to name new assets.
.. The tool will not automatically run when new assets are placed into the dataset.
.. Since code will be provided for manipulation by the City, there can be no warranty associated
with this tool.
.. All maintenance, upgrades and bug fixes after the acceptance of the tool will be billed under Task
1, On-Call GIS Services, or negotiated in a future contract.
.. This scope does not include data validation or clean up of fire hydrants that have already been
named (Le. finding duplicate IDs.)
.. The tool will be written in VBA for ArcMap 9.1.
.. The manual will be a simple "cheat sheet" style user manual that will be 1-2 pages and would
have a step-by-step process for using the tool and would have a process flow diagram if
necessary.
.. The tool will not populate the date/time field for hydrants it did not number.
Deliverables:
· The source code for the tool
.. A brief user manual.
.. Up to 4 hours of training / general support,
City of Meridian
HDR Engineering, (nc.
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GIS On-Calf Services
Consulting Services
Scope of Services
9/15/2005
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Optional Tasks (not included in this scope of work): Application and Data Development
The tasks described below focus on the many uses of GIS in the Public Works arena. Potential areas
where a GIS database may be developed or where custom GIS applications could be created include:
· ArclMS - Internet based GIS mapping provides an opportunity for public agencies to provide
customer and rate payers ready access to information via the world wide web. The existing GIS
system could easily be adapted to offer external read-only access to select GIS databases for
customers to access remotely, The result would likely be a reduction in the amount of time that
is required for Public Works employees to provide customers, developers, and consultants with
requested information.
· GASS 34 Asset Management - GASB 24 is a new governmental accounting standard that directly
affects how state and local governments report assets, This may change how pavement
management or other infrastructure assets are documented and reported. This project requires
that the various utility networks be appropriately attributed and is dependent upon the completion of
other outsourced projects.
· Potable Water Quality Monitoring - The purpose of this task is to develop an application to
isolate potable water system contamination and notify residents also includes updating the potable
water system network. This data layer requires water network editing, including additions of new water
lines, revision of the accuracy of existing water lines, or updating other network features (e.g.,
valves, manholes, connectors), The project also requires that the water network be assigned
appropriate NETWORK route system functionality, so that the potable water contamination
notification application can determine which valves serve as "stops" around the location of a
detected contamination point or break, HDR will assist the City in establishing requirements for
the application, identifying appropriate software, and implementing that software, including any
necessary customization. Because the Sanitary Sewer Overflow Reporting application requires
the potable water network as an input, the potable water layer must be updated first, making this
project a higher priority chronologically. The project is estimated to take 12 months to complete.
· Sanitary Sewer Overflow Reporting - The purpose of this project is to develop an application that
will comply with all the public and government notice requirements associated with a sanitary
sewage spill. The project includes an update of the GIS database of the sanitary sewer network. This
data layer requires sanitary sewer network editing, including additions of new sewer lines, revision
of the accuracy of existing sewer lines, or updating other network features (e.g., valves,
manholes, connectors). The budget estimate includes line items for writing the computer code
necessary to perform the valve cutoff identification, identify affected parcels for notification, and
generate an incident report. The Sanitary Sewer Overflow Reporting application requires both the
potable water network and storm water system network as inputs. The Ada County Highway District
(ACHD) maintains the stormwater system network. This project must follow the updates to those layers.
The project is estimated to take 12 months to complete,
· Work Order Maps - This application calls for a method to generate work order maps for water and
sewer system repair and replacement projects. To do this most effectively, the Public Works
Department should retain a consultant to integrate the sanitary sewer and potable water system GIS
networks into asset management software. This project is estimated to require 12 months to
complete.
· Utility Public Information Requests - This application would provide a means for Public Works
Department staff to automate the process for answering questions from developers about the availability
and location of fire hydrants and utility services. In particular, this application would compare the
invert elevation of water and sewer lines and compare those to ground elevations for the area of
interest to provide information on the depth to which those lines are buried. The application
would also provide information on the location and flow of fire hydrants. Invert elevations would be
acquired using a bike-G PS program or other means. This project could follow the completion of the
utility networks, and would take about 4 months to complete.
o Infrastructure Condition Rating - This project would require development of an infrastructure
inventory database, and data entry of historical data on repair history. Since this is a new
database, it would require attribute data entry for 100% of the City's road network, but assumes
that ACHD's existing roadway centerline layer would be used with minimal updates beyond
City of Meridian
HDR Engineering, Inc.
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GIS On-Call Services
Consulting Services
Scope of Services
9/15/2005
ONE COMPANY I Mally So/uliom"
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routine maintenance. Data for water and wastewater infrastructure would largely be produced
from existing water distribution system and wastewater collection system hydraulic models. This
project is not dependent on any other, but could be implemented in the 2006 time frame due to its low
priority.
PERIODS OF SERVICE
Task 1
Notice to Proceed - October 1 , 2005
Contract Expiration - September 30, 2006
Task 2
Notice to Proceed - September 15, 2005
Contract Expiration - September 30, 2005
COMPENSATION
Task 1
The services performed under this contract will be billed on a time and materials basis at the rate
schedule show below for a fee not to exceed $10,000 without prior written approval from the City of
Meridian project manager.
Task 2
Services for Task 2 will be $3,602.00 billed as a lump sum utilizing the remainder of the 2005 On-Call GIS
Services budget.
Rate Schedule
The rates shown in this schedule include overhead and profit, as well as project management and cost
control. Direct expenses, including travel, postage/packaging, telephone/fax, printing, and other
expenses will be billed separately from the labor rates, Adjustments to labor rates will occur annually in
January.
Staff Member
Rick Lovel
Scott Martin *
John Evans
Ernesto Mejia
Nicolas Fontaine
Michael Flores
Discipline
GIS Analyst
Information Systems Technician
GIS Programmer
GIS Programmer
Assistant GIS Programmer/Engineer
Quality Control Reviewer
Labor Rate
$86.00
$97,00
$130.00
$108.00
$81.00
$150.00
o Scott Martin's time will be limited to less than 8 hours per week.
City of Meridian
HDR Engineering, Inc.
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GIS On-Call Services
Consulting Services
Scope of Services
9/15/2005
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and year first
written above.
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BY:
NAME:
TITLE:
BY:
NAME:
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Vice President
ADDRESS:
River Quarry at Parkcenter Blvd
412 E Parkcenter Blvd
Suite 100
Boise, ID 83706-6659
City of Meridian
HDR Engineering, Inc.
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GIS On-CaJ/ Services
Consulting Services
Scope of Services
9/15/2005