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HomeMy WebLinkAboutTask Order No. 10194 with Resource Data, Inc. for Easement Conversion ProjectTASK ORDER NO. 10194 CITY OF MERIDIAN (OWNER) AND RESOURCE DATA, INC. (ENGINEER) This Task Order is issued by Owner and accepted by the Engineer pursuant to the mutual promises, covenant and conditions contained in the Master Agreement between the above named parties dated April 13, 2010. CITY OF MERIDIAN EASEMENT CONVERSION PROJECT PURPOSE This Task Order outlines the Engineer's approach and cost estimate for conversion of 710 scanned easement documents maintained by the City of Meridian Public Works department into geometric features digitized in an ESRI Geodatabase featureclass. Easement dates range from 1950s through to the current year (2010). The following sections outline the methodology and assumptions proposed for this project. Phase 1: Project Setup and Plan Development Task 1.1: Project Plan To begin the project, the Engineer proposes the development of a project plan that will help guide the design team and a project kickoff meeting to accomplish the following: • Introduce key members of the project team • Establish expectations • Agree on communication and reporting steps • Identification of critical success factors • Introduce current work plan and revise as necessary Task 1.2: Analysis and Requirements The Engineer will finalize analysis of the City of Meridian's functional requirements. This task will allow the Engineer to work with the City of Meridian to verify that all critical business processes and issues have been considered and all functional requirements for the conversion effort are included in the project plan. Task 1.3: Project Environment Setup The Engineer creates project environments for all projects. This ensures that all deliverables created and all working copies of the data as well as any code or documents that have been generated in support the project are created in an environment that does the following: • Backed up nightly with a redundant offsite copy performed. • Secured with access granted to only the Engineer's project members • Allows multiple editors access to the Geodatabase along with other project files that are created for the project. Phase 2: Easement Document Conversion Task 2.1: Geodatabase Schema Design The Engineer will generate a Geodatabase comprised of a set of feature classes containing both the geometric and tabular elements needed to build an easement. This will include at a minimum: • A polygon feature class containing the finalized easements • Aline feature class to contain all of the COGO lines and their descriptions used to construct the polygon easement features. The Engineer understands that each easement document location (or a reference to that location - such as a document or easement identifier) needs to be stored with each easement feature as an attribute. Task 2.2: Unit Conversion Tool The Engineer will build a simple set of unit conversion tools to expedite the legal description conversion to geometry process. An example would be converting angular units from degrees, minutes, seconds to decimal degrees. Task 2.3 - 2.6: Easement Creation Using the legal description found in the scanned easement document, the Engineer will use the COGO toolset in ArcMap to build representative geometry. The reference spatial data used will be a set of control feature classes containing at a minimum a'/4'/4 section grid for the area containing the easements to be processed. The Engineer assumes that this data will be provided by the City of Meridian. Initial points or nodes of an easement as described in the legal description will be located based off of the control data and subsequent points or nodes will be assigned using the legal descriptions as inputs to the COGO toolset. Once the linear geometry of an easement has been captured through the COGO toolset these will be used to construct a polygon feature into the final easements featureclass after which any additional information as required by the City of Meridian will be entered into the final easements attribute fields. Phase 3: Quality Assurance Quality Assurance is an important consideration for any data development effort. The Engineer plans to create a quality assurance plan consisting of the following elements for this project: • The Engineer's GIS Analysts creating easements will check general locations against an aerial photography overlay • The Engineer will produce a count of all features created in the final easements feature class- this should match identically with the total number of easements minus those that were deemed non-locatable. • The Engineer will maintain a log of non-locatable easements, so these can be checked against the final feature count to make sure the numbers match. • The Engineer will spot check 5-10% of the completed easements for correctness -this will be done by a Senior GIS Analyst Phase 4: Project Management Successful projects are well-managed projects. Technology projects benefit from careful planning, budgeting, scheduling and communication. For this reason, we have developed aweb-based project management methodology with on-line forms and templates that we use to closely manage our projects. The Project Manager's responsibilities include: • Senior analysis and problem-solving • Definition and management of the project • Communication with stakeholders and facilitation of decision making • Supervision of the Engineer's staff working on the project • Definition of team roles and responsibilities • Periodic meetings with stakeholders • Definition and tracking of tasks including schedule and resource requirements Assumptions The scope of this task order and the cost estimate provided below are contingent upon the following assumptions: • All work will proceed on a Time and Materials (T&M) Not-to-Exceed (NTE) basis. • The City of Meridian will provide a set of control feature classes containing at a minimum a'/4'/4 section grid for the area containing the easements to be processed. • There are a total of 710 PDF Easement documents to be converted. • All easement legal descriptions must be legible, accurate, and relevant to current ground control and conditions, otherwise they will be deemed non-locatable. • Many easements refer to a specific monument and then consist of a survey traverse. This monument or point of beginning is required to plot the easement; if it cannot be found or located, the easement will be deemed non-locatable. • If easements are to be plotted referencing the township, section range grid and its aliquot parts, then these boundaries must be provided as well. • County of Meridian will handle data discrepancies and make the choice between conflicting data sources. • If there is no starting point for an easement (for example the referenced monument is not in the GIS), then the easement cannot be plotted and will be deemed non-locatable. COMPENSATION The Not-to-Exceed amount for the consulting services to complete this Task Order No. 10194 is ninety-one thousand one hundred twenty-one dollars and twenty-five cents ($91,121.25). It is understood and agreed by the Owner and the Engineer that when a project is based on time and expenses with a not to exceed maximum, all work on the project will cease when the not to exceed maximum is reached, regardless of whether the deliverables have been met and completed. Work will reconvene when Owner approves additional budget. See the attached Cost Proposal and Easement Creation Estimate Explanation for a detailed breakdown and explanation of this amount. The hourly rate for services and direct expenses are per the Master Agreement, and by this reference made a part hereof, and are copied here for reference as follows: • Project Manager/Senior Analyst: $110/hr • Senior GIS Analyst: $90/hr • GIS Programmer/Analyst: $75/hr CITY OF MERIDIAN CONSULT BY. ~ ~ BY: v ~ TAMMY EERD, MAYOR JI ROG Dated: - ~ IO Dated: j, PRESIDENT Approved by City Council: ~- ~o - (~`rk,,,,~~,,,,,, ~~~ Attest: \`~.~~~~ ®F ~~/~~~'~i,~~~' JA E L. LMAN, CITY CLERK: - ~~id~ Approved s to ent ~G~ ~= '9® ~S'T 1S'~ BY: ~~~~ q IVT`l KEIT , P R S AGENT '%~~~~~~"'r'I „`~ Dated: 7- ~ .~ I L Approval ~d~~ ..-~ Dated: 6 /I br'la Cost Proposal The following table illustrates the cost breakdown for each task. Estimates are based on 2010 Engineer standard rates for a GIS Programmer/Analyst ($75/hr), a Senior GIS Analyst ($90/hr) and a Project Manager/Senior Analyst ($110/hr). Some of the easements conversions will be a mix of analysts (senior vs. regular), so a blended rate of $82.5/hr was used for these. Please note that this cost estimate is provided for project planning purposes only and all work will be billed on a time and materials basis with snot-to-exceed amount of $91,121.25 without further approval from client, therefore task and total project completion cost(s) could be somewhat higher or lower than those listed in this table. Please note that estimates contained in this table are based on the estimate calculation algorithm explained in the next section and are provided here for very rough project planning purposes only. Final costs might be higher or lower than those outlined below. Table 1: Cost Estimate Phase and Tasks Hours Rate Cost Phase 1: Project Plan and Requirements Ana~sis 1.1 _ Analysis and Requirements _-- - - _ - 20.00 90.0 _ $1,800.00 1.2 Project Setup 3 00 90.0 $270.00 1.3 - _ _ Proms Plan_ _ _ - - - _ _ - - 10 00 -- -- 110.0__ $1,100.00, _ -- - j _____ _ Total _ 33 00 ~ - - ~ ~ _ _ $3,170.00 Phase 2: Easement Document Conversion 2.1 -- -- - _ ---- Feature Class Schema Design I __-- 20 00 90 0 T $1,800.00 2.2 Unit Conversion Tool 20.00 90.0 ~ $1,800.00 2.3 - Eas Easement Conversion -~ - - - - 133.50 ~ 75.0 ~ $10,012.50 2.4 - Moderate Easement Conversion - - 284.00 - 82.5 - - $23,430.00 , 2.5 Difficult Easement Conversion , __ 333.00 _ 90.0 $29,970.00 2.6 Non-locatable Easement Conversion ---- ----- ------ - - -- 7.50 - - 82 5 ~ - - $618.75 --_ __ _~ _ _ _ _ Total 798.00 _ ~ $67,631.25 Pha se 3: Quality Assurance 3.1 _ _-. __ Qualit Assurance Execution y __ __ 50 00 T ~ 0 0 7 _ _ _ _ $4,500.00 ~ _ -- - --- _ _ _ ___ - _ Total _ _ _ 50.00 _ ~ $4,500.00 Pha se 4: Protect Mana~ement___ _ h 4.1 ~ 4 2 _ Pr~ect Management ~General~ _Standup/Status Meetings -- -- i - 89.00 67.00 -- T 110.0 +_ _ 90 0 I - _$9,790.00 $6,030.00 __ - __ _ - Total 156.00 _ - _ _ _ ___- _ $15,820.00 Totals All Phases Total ~ 1037.00 I $91,121.25 Easement Creation Estimate Explanation In order to evaluate cost, the Engineer grouped easements into the difficulty of ascertaining their location and geometry which is split into 4 categories -easy, moderate, difficult and non-locatable. Each category is then assigned a time range estimate for completion. Finally, the Engineer estimated the percentage of documents that will be in each category of the 710 known PDF easements. The percentage of easements falling into each category was based on a random sampling of 30 easements that were examined and categorized by a Senior GIS Analyst into one of the 4 categories shown below. Table 2: Estimated Easement PDF Breakdown Category Time % Explanation Easy 30-45 30 % The initial point is easy to locate and the legal description is minutes easy to decipher and has little complexity Moderate 45-80 40 % The initial point may require more in-depth investigation and minutes interpretation of the legal description to locate and potentially require additional sources aside from the Ada County parcel dataset to locate. The legal description is vague or increasingly difficult to decipher and or may contain more complexity. Difficult 80-150 25 % The initial point is exceedingly troublesome to locate and minutes requires the use additional sources of information to locate. The legal description is complex and very difficult to decipher. Non- 15-20 5 % The initial point cannot be located or the description is entirely Locatable minutes too complex or vague to build the geometry.