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HomeMy WebLinkAbout16 - BA-068 - GIS ProjectCity Council Agenda Item No. 16 CITY OF NEWPORT BEACH ADMINISTRATIVE SERVICES DEPARTMENT POLICE DEPARTMENT PUBLIC WORKS DEPARTMENT Joint Staff Report May 24, 1999 To: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL From: Dennis Danner, Administrative Services Director Don Webb, Public Works Director Bob McDonell, Police Chief Subject: Geographic Information System (GIS) Project SUMMARY OF RECOMMENDED CITY COUNCIL ACTION • Authorize the Mayor and the City Clerk to execute a Professional Services Agreement with PSOMAS and Associates to convert the City's water facilities atlas drawings into an electronic digital atlas mapping system. (Professional Services Agreement Attached). • Approve the conversion of the GIS system from Genasys to Environmental Systems • Research Institute (ESRI) as described herein. • Approve the attached Budget Amendment resulting in the funding realignments specified at the end of the report. EXECUTIVE SUMMARY As you know, the City has invested several years of effort implementing the GIS program. The City was among the first to start this system, and it was a very ambitious and far- sighted undertaking. We are realizing the benefits of that early investment of time and money more each year. This report brings three aspects of the program to the City Council's attention. Two of these require action at this time. The third is being handled at the staff level, and it is included for information purposes only. The intent is to take this opportunity to provide one report with a comprehensive picture of what is going on with the system, rather than a series of piecemeal reports on individual items. • A contract is ready for award for the preparation of atlas mapping of the City's water system. This report requests authority to do so. Funding is included in the current year budget for this purpose. By way of background, the wastewater and storm drain systems, as well as several other systems, have already been mapped by our own staff. However, because of staffing constraints it is not practical to complete this task within a year, and it was agreed by all concerned that it would be in the City's best interest to get some outside help for this particularly large and time - consuming portion of the overall project. A copy of the proposed Professional Services Agreement is attached. Genasys II, LTD, which had been the industry leader at one time, has experienced some very serious financial difficulties. Staff members, closely watching this situation develop, have witnessed dramatic changes in the company. Recent changes include a decline in the number of user sites; the lack of software development; the shift of software maintenance support to a 3rd party support company; and finally, the closing of its United States operation. These events, coupled with new information that an unknown firm, based in the United Kingdom, has acquired the GIS software component GenamapO, could have a severe impact on the long -term viability of the City's GIS system. The GIS system is now developed to the point where public safety applications are of increasing significance. The Police Department is moving toward being able to access digital maps in the mobile units. From that, access to a variety of databases, both in Dispatch and in the field, will be the next step. Police Department and MIS staffs have been in contact with a vendor who has a reasonably priced, GIS based crime analysis application. This product is based on ArcView, an ERIS mapping product. It would make use of existing City graphic base map and core attribute data as its foundation. The application would be fully compatible with the proposed GIS data migration. The City should be able to use this software and vendor support to expedite making the basic digital maps themselves available to mobile units. Other applications will follow. No specific City Council funding action is requested on this item at this time. It may turn out that the cost can be covered by grant funds, but that has yet to be determined. WATER SYSTEM ATLAS MAPPING: Background: Over the past several years the City has completed conversion of the City's storm drain system and wastewater system drawings into an electronic digital atlas mapping system. The street light system is currently in the process of being converted and completion is expected by the end of 1999. The last City utility atlas to be converted is the water system. When all the City owned utilities atlas drawings are converted into a digital format, then access to any City utility can be obtained via the City's Geographic Information System (GIS). Simply put, this means that any Department with proper application software can access information on all the City utilities through personal computers (PC). Having all the City's utilities systems in GIS will save time and greatly improve the planning process by having the information available by PC, thus eliminating the search time through record drawings for utility information. Project Description: The specific scope of work for this contract is included as part of the professional services agreement, attached as Attachment I. In summary, the project entails the following: • Retrieval of approximately 5,000 water system drawings to develop a composite water system map. The composite map is currently in a paper format. • Survey crew filed location of all physical features (approximately 8,000 valves and 2,500 fire hydrants) using an electronic Global Positioning System (GPS). • Converting all data into a digital format for entry into the City GIS system. PSOMAS Associates estimates the time to complete the conversion process of the water system is about 9 months. Selection Process: Staff sent out Requests for Proposal (RFP's) to over 15 firms that have experience in mapping conversion projects. Six proposals were received. The Selection Committee utilized a "Qualifications - Based Selection" (QBS) process to rank these firms. After review of written proposals and interview of the top three firms, PSOMAS and Associates was selected. A fee of $227,862 has been negotiated with PSOMAS and Associates to perform the required services. Recommendation: Approve award of the contract as described above. Funding sources will be $200,000 as budgeted for this project in the Water Enterprise Fund under Capital Project Account No. C5500459; with an additional $27,862 reprogrammed from Capital Project Account No. C5500460 (Wells and Pump Stations), for a total available project cost of $227,862. Approve attached Budget Amendment accordingly. GIS SYSTEM CONVERSION: Background: The City has invested an estimated 50 -60 person -years in developing extremely accurate, complex, digital land base map and attribute data. Base layers include street centerlines, street right -of -way, parcels, building footprints, and easements. New subdivisions and tracts are being entered into the system as areas are developed or annexed. Areas within the City's "sphere of influence" (down coast) are being mapped as recorded legal information is obtained. (The primary "customers" for sphere of influence information are the Police and Fire Departments, as well as the City Manager's office for use in annexation issues.) Specialized data sets, developed specifically for Public Safety, are provided to the Police and Fire & Marine Departments. Extensive inventories of utility systems, maintained by the Public Works and General Services Departments, have been developed and input. These systems include storm drains, wastewater and fire hydrants (rudimentary data). The City street lighting inventory is under current development. A project designed to capture and map all City water system components is part of this action. Districting layers of information include zip codes; council, voting, census, community association, water pressure zones; and flood zones. Recent Staff—Action: At the beginning of Fiscal Year 1998 -99, as problems with the GIS mapping software provider escalated, City MISlGIS Staff members concluded the following: 1. Use of the existing Genasys II LTD, Genamap® software would continue, however, support maintenance and support contracts would not be renewed. 2. Software solutions and products offered by leading GIS vendors would be investigated. Tests would be conducted in an effort to determine if converting existing GIS data would be possible. Staff spent a considerable amount of time investigating other GIS mapping software solutions. Based upon interviews, as well as testing conversion methodologies, staff members have concluded that Environmental Systems Research Institute, Inc. (ESRI) offers the most complete set of software components and has demonstrated the ability to convert data successfully. In addition, the company has become a dominant worldwide leader in providing GIS software solutions. It has extensive experience and an extremely large customer base, as indicated by the fact that the 1998 ESRI User Conference was attended by over 8,000 users and business partners from over 90 countries. ESRI was founded in 1969 in Redlands, California, where it is still based ESRI has offered to supply the City with current versions of all of applicable software at a cost substantially below what we had anticipated. The software would be made available on a "trade - in" basis. ESRI would essentially trade ESRI licenses for equivalent Genamap@ software licenses. This trade would be contingent upon the City agreeing to a one -year support maintenance contract. The total cost, as offered to the City, is $18,915. This compares with approximately $15,800 paid to Genasys for their maintenance contract in 1997 -98. While this appears to be a very attractive offer, there are additional costs and considerations. Consideration needs to be given to converting all existing City GIS map data to the ESRI format and to providing extensive training in the use of the software. While recent improvements to the ESRI product line in the area of "user- friendliness" have helped, the software is still extremely complex. To be more specific, the system is relatively easy for end - users, but it is more difficult for technicians to work with on the creative level. Data conversion will NOT be an easy process. Great care must be taken to ensure that the integrity of the existing map data is not compromised. Converting existing annotation layers that have been entered into the current system may not be possible. It will be an extraordinary effort that will require some consulting assistance during transition. The following figures are cost estimates for migrating to the ESRI data system. ESRI Software Support Maintenance Contract $18,915 AutoCad 2000 $5,800 Conversion Consultant Agreement $26,000 ARClnfo Training - 5 Users @ 3600 $18,000 ARCVewTraining -5 Users @700 $3,500 Map ObiectslNsual Basic Training $6,000 Is Flardware Upgrades $9,500 Overtirne/Additional Part Time Ernployee Cost $12000 Total Cost $99,715 Some of the Software Support Maintenance costs will continue into future years, but that would have been the case with our previous vendor or any other vendor we chose. Conclusion: This proposed conversion is a significant undertaking, but the action is clearly indicated at this time. The alternatives, including trying to continue with the present system, would not be in the City's best interest, especially over the long -term. Recommendation: Approve the transition to ESRI as presented above. Approve a Budget Amendment allocating funding accordingly. It should be noted that the cost is being shared by the General Fund, Water Fund, and Wastewater Fund. POLICE DEPARTMENT APPLICATIONS PLAN Background: The Police Department has been an active user of GIS information, and the level of use is increasing. The current Computer Aided Dispatch (CAD) system relies on data provided by the GIS system for geo- referencing, an extremely critical component. The Department is anxious to expand the use of GIS to include: • Mobile unit access to digital map and data base information • Crime analysis applications • Integration with the Records Management System (RMS) • • Development of an interface to CAD designed to provide dispatch personnel with visual, real -time mapping displays based on incoming reports of incident locations • Automated Vehicle Locations (AVL) technology based on GPS Providing digital maps and information to field units is a high priority. This capability will greatly assist officers in the field by providing quick access to digital mapping information, replacing the current, cumbersome, difficult to use paper atlas books. Current Status: The Police Department, as part of its MIS Strategic Implementation Plan, is working with system integrator PRC in an effort to provide GIS interfaces to the CAD and RMS systems. The decision to migrate from the Genasys software platform to ESRI's GIS products has a direct impact on how these interfaces are developed and implemented. Indications are that development will be facilitated by the decision to move to an ESRI solution. PRC has experience developing interfaces with ESRI formatted GIS data. There appears to be a very large number of developers providing a wide variety of Public Safety applications based on the ESRI product line. Access to these types of applications, based upon existing digital base map data, could lead to providing low -cost solutions that would be rapidly deployable. Police Department and MIS Staff members are currently evaluating a proposal by a local software development company GeoSpatial Technologies, Inc. (Costa Mesa, California) to develop a crime analysis application and an application designed to provide mobile units with access with digital maps. Both are based on the existing City GIS base map data sets as converted to an ESRI file format. PROPOSED FUNDING ACTION Transfers: • $27,862 from Water Fund Project C5500460 (Wells and Pump Stations) to Water Fund Project C5500459 (Water Atlas Mapping). • $25,000 from Water Fund Project C550460 and $25,000 from Wastewater Fund Project C5600461 ((Pump Station Abandonment) to General Fund Operations Account 06308080 (MIS Division Professional and Technical Services). New Appropriation: $49,715 from Account 0103605 (Unappropriated General Fund Balance) to General Fund Operations Account 06308080 (MIS Division Professional and Technical Services). Attachments: (1): Professional Services Agreement (2): Budget Amendment This report was compiled with input from Eldon Davidson, Tim Deutsch, Dick Kurth, Paul Malkemus, Rod Murphy, Dan Matusiewicz, Capt. Tim Riley, and John Veale. PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT, entered into this day of 1999, by and • between CITY OF NEWPORT BEACH, a Municipal Corporation (hereinafter referred to as "City"), and PSOMAS, whose address is 600 S. Spring Street, Suite 1608, Los Angeles, California 90014, (hereinafter referred to as "Consultant'), is made with reference to the following: RECITALS A. City is a Municipal Corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California and the Charter of City. B. City is planning to implement a water system conversion project for the City's water infrastructure system ( "Project'). • C. City desires to engage Consultant to convert existing water infrastructure drawings into a digital format that is compatible with the City's Geographic Information Systems Network upon the terms and conditions contained in this Agreement. D. The principal members of Consultant are for purpose of Project are Wayne R. Kauffman (Project Director) and Kenn M. Dobson (Project Manager.) E. City has solicited and received a proposal from Consultant, has reviewed the previous experience and evaluated the expertise of Consultant and desires to contract with Consultant under the terms of conditions provided in this Agreement. -1- ATTACHMENT 1 0 NOW, THEREFORE, it is mutually agreed by and between the undersigned • parties as follows: 1. TERM The term of this Agreement shall commence on the_ day of 1999, and shall terminate on the _ day of , 1999, unless terminated earlier as set forth herein. 2. SERVICES TO BE PERFORMED Consultant shall diligently perform all the duties set forth in the scope of services, attached hereto as Exhibit "A" and incorporated herein by reference. 3. COMPENSATION TO CONSULTANT City shall pay Consultant for the services in accordance with the provisions of this Section and the scheduled billing rates set forth in Exhibit "B" attached hereto and • incorporated herein by reference. No rate changes shall be made during the term of this Agreement without prior written approval of City. Consultant's compensation for all work E performed in accordance with this Agreement shall not exceed the total contract price of two hundred twenty -seven thousand eight hundred and sixty -two dollars ($227,862.) 3.1 Consultant shall maintain accounting records of its billings which includes the name of the employee, type of work performed, times and dates of all work which is billed on an hourly basis and all approved incidental expenses including reproductions, computer printing, postage and mileage. 3.2 Consultant shall submit monthly invoices to City payable by City within thirty (30) days of receipt of invoice subject to the approval of City. -2- 3.3 Consultant shall not receive any compensation for extra work without prior written authorization of City. Any authorized compensation shall be paid in accordance • with the schedule of the billing rates as set forth in Exhibit "B ". 3.4 City shall reimburse Consultant only for those costs or expenses which have been specifically approved in this Agreement, or specifically approved in advance by City. Such cost shall be limited and shall include nothing more than the following costs incurred by Consultant: A. The costs of subconsultants for performance of any of the services which Consultant agrees to render pursuant to this Agreement which have been approved in advance by City and awarded in accordance with the terms and conditions of this Agreement. B. Approved computer data processing and reproduction charges. C. Costs and /or payments specifically authorized in advance in writing and . incurred by Consultant in the performance of this Agreement. 4. STANDARD OF CARE 4.1 All of the services shall be performed by Consultant or under Consultant's supervision. Consultant represents that it possesses the professional and technical personnel required to perform the services required by this Agreement and that it will perform all services in a manner commensurate with the community professional standards. All services shall be performed by qualified and experienced personnel who are not employed by City nor have any contractual relationship with City. Consultant represents and warrants to City that it has or shall obtain all licenses, permits, qualifications and approvals required of its profession. Consultant further represents and -3- warrants that it shall keep in effect all such licenses, permits and other approvals during Is the term of this Agreement. 4.2 Consultant shall not be responsible for delay, nor shall Consultant be responsible for damages or be in default or deemed to be in default by reason of strikes, lockouts, accidents, or acts of God, or the failure of City to furnish timely information or to approve or disapprove Consultant's work promptly, or delay or faulty performance by City, contractors, or governmental agencies, or any other delays beyond Consultant's control or without Consultant's fault. 5. INDEPENDENT PARTIES City retains Consultant on an independent contractor basis and Consultant is not an employee of City. The manner and means of conducting the work are under the control of Consultant, except to the extent they are limited by statute, rule or regulation • and the expressed terms of this Agreement. Nothing in this Agreement shall be deemed • to constitute Consultant or any of Consultant's employees or agents to be the agents or employees of City. Consultant shall have the responsibility for and control over the details in means of performing the work provided that Consultant is in compliance with the terms of this Agreement. Anything in this Agreement which may appear to give City the right to direct Consultant as to the details of the performance of the services or to exercise a measure of control over Consultant shall mean that Consultant shall follow the desires of City only in the results of the services. 6. COOPERATION Consultant agrees to work closely and cooperate fully with City's designated Project Administrator, and any other agencies, which may have jurisdiction or interest in !E the work to be performed. City agrees to cooperate with Consultant on Project. 7. PROJECT MANAGER • Consultant shall assign Project to a Project Manager, who shall coordinate all phases of Project. This Project Manager shall be available to City at all reasonable times during term of Project. Consultant has designated Kenn Dobson to be its Project Manager. Consultant shall not remove or reassign any personnel designated in this Section or assign any new or replacement person to Project without the prior written consent of City. City's approval shall not be unreasonably withheld with respect to removal or assignment of non -key personnel. Consultant, at the sole discretion of City, shall remove from Project any of its personnel assigned to the performance of services upon written request of City. Consultant warrants it will continuously furnish the necessary personnel to complete Project on a timely basis as contemplated by this Agreement. • 8. TIME OF PERFORMANCE Time is of the essence in the performance of the services under this Agreement and the services shall be performed by Consultant in accordance with the schedule identified in Exhibit C. The failure by Consultant to strictly adhere to the schedule may result in termination of this Agreement by City. Notwithstanding the foregoing, Consultant shall not be responsible for delays, which are due to causes beyond Consultant's reasonable control. However, in the case of any such delay in the services to be provided for Project, each party hereby agrees to provide notice to the other party so that all delays can be addressed. 8.1 Consultant shall submit all requests for extensions of time for performance n LJ -5- in writing to the Project Administrator not later than ten (10) calendar days after the start of the condition, which purportedly causes a delay, and not later than the date upon which performance is due. The Project Administrator shall review all such requests and may grant reasonable time extensions for unforeseeable delays, which are beyond Consultant's control. 8.2 For all time periods not specifically set forth herein, Consultant shall respond in the most expedient and appropriate manner under the circumstances, by either telephone, fax, hand delivery or mail. 9. CITY POLICY Consultant will discuss and review all matters relating to policy and project direction with the Project Administrator in advance of all critical decision points in order to ensure that the Project proceeds in a manner consistent with City goals and policies. • 10. CONFORMANCE TO APPLICABLE REQUIREMENT All work prepared by Consultant shall conform to applicable city, county, state and 0 federal law, regulations and permit requirements and be subject to approval of the Project Administrator and City Council. 11. PROGRESS Consultant is responsible to keep the Project Administrator and /or his /her duly authorized designee informed on a regular basis regarding the status and progress of the work, activities performed and planned, and any meetings that have been scheduled or are desired. 12. HOLD HARMLESS Consultant shall indemnify, defend, save and hold harmless City, its City Council, U boards and commissions, officers and employees from and against any and all loss, damages, liability, claims, allegations of liability, suits, costs and expenses for damages of any nature whatsoever, including, but not limited to, bodily injury, death, personal injury, property damages, or any other claims arising from any and all negligent acts or omissions of Consultant, its employees, agents or subcontractors in the performance of services or work conducted or performed pursuant to this Agreement, excepting only the active negligence or willful misconduct of City, its officers or employees, and shall include attorneys' fees and all other costs incurred in defending any such claim. Nothing in this indemnity shall be construed as authorizing, any award of attorneys' fees in any action on or to enforce the terms of this Agreement. 13. INSURANCE Without limiting consultants indemnification of City, and prior to commencement of work, Consultant shall obtain and provide and maintain at its own expense during the • term of this Agreement policy or policies of liability insurance of the type and amounts described below and satisfactory to City. Certification of all required policies shall be signed by a person authorized by that insurer to bind coverage on its behalf and must be filed with City prior to exercising any right or performing any work pursuant to this Agreement. Except workers compensation and errors and omissions, all insurance policies shall add City, as additional insured for all liability arising from Consultant's services as described herein. All insurance policies shall be issued by an insurance company certified to do business in the State of California, with original endorsements, with Best's A VII or better carriers, unless otherwise approved by City Risk Manager. 0 -7- A. Worker's compensation insurance covering all employees and principals of 0 Consultant, per the laws of the State of California. B. Commercial general liability insurance covering third party liability risks, including without limitation, contractual liability, in a minimum amount of $1 million combined single limit per occurrence for bodily injury, personal injury and property damage. If commercial general liability insurance or other form with a general aggregate is used, either the general aggregate shall apply separately to this Project, or the general aggregate limit shall be twice the occurrence limit. C. Commercial auto liability and property insurance covering any owned and rented vehicles of Consultant in a minimum amount of $1 million combined single limit per accident for bodily injury and property damage. 0 D. Professional errors and omissions insurance which covers the services to 0 be performed in connection with this Agreement in the minimum amount of one million dollars ($1,000,000). Said policy or policies shall be endorsed to state that coverage shall not be canceled by either party, except after thirty (30) days' prior notice has been given in writing to City. Consultant shall give City prompt and timely notice of claim made or suit instituted arising out of Consultant's operation hereunder. Consultant shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work. Consultant agrees that in the event of loss due to any of the perils for which it has agreed to provide comprehensive general and automotive liability insurance, that M Consultant shall look solely to its insurance for recovery. Consultant hereby grants to City, on behalf of any insurer providing comprehensive general and automotive liability is insurance to either Consultant or City with respect to the services of Consultant herein, a waiver of any right of subrogation which any such insurer of said Consultant may acquire against City by virtue of the payment of any loss under such insurance. 14. PROHIBITION AGAINST TRANSFERS Consultant shall not assign, sublease, hypothecate or transfer this Agreement or any of the services to be performed under this Agreement, directly or indirectly, by operation of law or otherwise without prior written consent of City. Any attempt to do so without consent of City shall be null and void. The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Consultant, or of the interest of any general partner or joint venturer or syndicate member or co- tenant if Consultant is a partnership or joint- venture or syndicate or co- tenancy, which shall result in changing the control of Consultant, shall be construed as an assignment of this Agreement. Control means fifty percent (50 %) or more of the voting power, or twenty -five percent (25 %) or more of the assets of the corporation, partnership orjoint- venture. 15. OWNERSHIP OF DOCUMENTS Each and every report, draft, work product, map, record and other document prepared or caused to be prepared by Consultant pursuant to or in connection with this Agreement shall be the exclusive property of City. Documents, including drawings and specifications, prepared by Consultant pursuant to this Agreement are not intended or represented to be suitable for reuse by Is U City or others on any other project. Any use of completed documents for other projects • and any use of incomplete documents without specific written authorization from Consultant will be at City's sole risk and without liability to Consultant. Further, any and all liability arising out of changes made to Consultant's deliverables under this Agreement by City or persons other than Consultant is waived as against Consultant and City assumes full responsibility for such changes unless City has given Consultant prior notice and has received from Consultant written consent for such changes. Consultant shall, at such time and in such forms as City may require, furnish reports concerning the status of services required under this Agreement. 16. CONFIDENTIALITY The information, which results from the services in this Agreement, is to be kept confidential unless the release of information is authorized by City. 0 17. CITY'S RESPONSIBILITIES E J In order to assist Consultant in the execution of his responsibilities under this Agreement, City agrees to provide the following: A. City will provide access to and upon request of Consultant, provide one copy of all existing record information on file at City. Consultant shall be entitled to rely upon the accuracy of data information provided by City or others without independent review or evaluation. City will provide all such materials in a timely manner so as not to cause delays in Consultant's work schedule. B. Provide blueprinting, CADD plotting, copying and other services through City's reproduction company for each of the required submittals. Consultant -10- will be required to coordinate the required submittals with City's reproduction company. All other reproduction will be the responsibility of • Consultant and as defined above. C. City will prepare and provide to Consultant street centerline, right -of -way, parcels, and easements on digital files in DXF compatible format. 18. ADMINISTRATION This Agreement will be administered by the Public Works Department. Eldon Davidson shall be considered the Project Administrator and shall have the authority to act for City under this Agreement. The Project Administrator or his /her authorized representative shall represent City in all matters pertaining to the services to be rendered pursuant to this Agreement. 19. RECORDS Consultant shall keep records and invoices in connection with the work to be • performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement. All such records shall be clearly identifiable. Consultant shall allow a representative of City during normal business hours to examine, audit and make transcripts or copies of such records. Consultant shall allow inspection of all work, data, documents, proceedings and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. 20. WITHHOLDINGS City may withhold payment of any disputed sums until satisfaction of the dispute with respect to such payment. Such withholding shall not be deemed to constitute a -11- failure to pay according to the terms of this Agreement. Consultant shall not discontinue • work for a period of thirty (30) days from the date of withholding as a result of such withholding. Consultant shall have an immediate right to appeal to the City Manager or his designee with respect to such disputed sums. Consultant shall be entitled to receive interest on any withheld sums at the rate of seven percent (7 %) per annum from the date of withholding of any amounts found to have been improperly withheld. 21. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS City reserves the right to employ other consultants in connection with Project. 22. CONFLICTS OF INTEREST A. Consultant or its employees may be subject to the provisions of the California Political Reform Act of 1974 (the "Act "), which (1) requires such persons to disclose financial interest that may foreseeably be materially . affected by the work performed under this Agreement, and (2) prohibits such persons from making, or participating in making, decisions that will foreseeably financially affect such interest. B. If subject to the Act, Consultant shall conform to all requirements of the Act. Failure to do so constitutes a material breach and is grounds for termination of this Agreement by City. Consultant shall indemnify and hold harmless City for any and all claims for damages resulting from Consultant's violation of this Section. 23. SUBCONSULTANT AND ASSIGNMENT Except as specifically authorized under this Agreement, the services included in this Agreement shall not be assigned, transferred, contracted or subcontracted without -12- prior written approval of City. 24. NOTICES is All notices, demands, requests or approvals to be given under this Agreement shall be given in writing and conclusively shall be deemed served when delivered personally or on the third business day after the deposit thereof in the United States mail, postage prepaid, first class mail, addressed as hereinafter provided. All notices, demands, requests or approvals from Consultant to City shall be addressed to City at: Mr. Eldon Davidson City of Newport Beach Utilities 3300 Newport Boulevard P. O. Box 1768 Newport Beach, CA, 92658 -8915 (949) 644 -3011 Fax (949) 646 -5204 All notices, demands, requests or approvals from City to Consultant shall be • addressed to Consultant at: Mr. Kenn Dobson PSOMAS 600 S. Spring Street, Suite 1608 Los Angeles, CA 90014 (213) 445 -4318 Fax(213)623 -3813 25. TERMINATION In the event either part hereto fails or refuses to perform any of the provisions hereof at the time and in the manner required hereunder, that party shall be deemed in default in the performance of this Agreement. If such default is not cured within a period of ten (10) working days, or if more than ten (10) working days are reasonably required to is -13- cure the default and the defaulting party fails to give adequate assurance of due • performance within ten (10) days after receipt by defaulting party from the other party of written notice of default, specifying the nature of such default and the steps necessary to cure such default, the nondefaulting party may terminate the Agreement forthwith by giving to the defaulting party written notice thereof. 25.1 City shall have the option, at its sole discretion and without cause, of terminating this Agreement by giving ten (10) days' prior written notice to Consultant as provided herein. Upon termination of this Agreement, City shall pay to Consultant that portion of compensation specified in this Agreement that is earned and unpaid prior to the effective date of termination. 26. COMPLIANCES Consultant shall comply with all laws, state or federal and all ordinances, rules and 0 regulations enacted or issued by City. • 27. WAIVER A waiver by either party of any breach, of any term, covenant or condition contained herein shall not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant or condition contained herein whether of the same or a different character. 28. INTEGRATED CONTRACT This Agreement represents the full and complete understanding of every kind or nature whatsoever between the parties hereto, and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions hereon. Any modification of this -14- Agreement will be effective only by written execution signed by both City and Consultant. 29. CADD DELIVERABLES . CADD data delivered to City shall not include the professional stamp or signature of an engineer or architect. City agrees that Consultant shall not be liable for claims, liabilities or losses arising out of, or connected with (a) the modification or misuse by City, or anyone authorized by City, of CADD data; (b) the decline of accuracy or readability of CADD data due to inappropriate storage conditions or duration; or (c) any use by City, or anyone authorized by City, of CADD data for additions to this Project, for the completion of this Project by others, or for any other project, excepting only such use as is authorized, in writing, by Consultant. By acceptance of CADD data, City agrees to indemnify Consultant for damages and liability resulting from the modification or misuse of such CADD data. 30. PATENT INDEMNITY • Consultant shall indemnify City, its agents, officers, representatives and employees against liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in Consultant's drawings and specifications provided under this Agreement. • -15- 0 IN WITNESS WHEREOF, the parties have caused this Agreement to be executed i • on the day and year first written above. APPROVED AS TO FORM: Bv: Robin Clauson Assistant City Attorney ATTEST: 0 LaVonne Harkless City Clerk \\mis_l \sys\ users\ pbw \shamd\agmt \gg \PsomasMapsPSAdoc -16- CITY OF NEWPORT BEACH A Municipal Corporation Bv: Mayor City of Newport Beach CONSULTANT By: Wayne R. Kauffman, Vice President PSOMAS City of Newport Beach Water System Conversion Project Scope of Work Task 1— Project Kick- off/Orientation Psomas will hold a meeting to introduce the members of the project team from the City of Newport Beach and Psomas. Team roles will be discussed and the commitment and availability of each team member determined. The project expectations including any clarification of scope, schedule or resource commitments will be established. Psomas will provide the City with examples of previous Conversion Procedures Documents (CPD) and Acceptance Criteria Documents (ACD) that will be used to develop specific documents for the Newport Beach Water System conversion project. Deliverables • ➢ Kick -off meeting minutes. ➢ Team Responsibilities Matrix. ➢ Updated project schedule and scope. . ➢ Schedule for the City to provide source documents to Psomas. ➢ Conversion Procedures Documents for review by the City. ➢ Acceptance Criteria Documents for review by the City. Task 2 — Project Specifications and Development of a Conversion Procedures Document (CPD) Task 2.1- Obtain and Inventory Materials The City of Newport digital land base will be provided by the city in DXF format. The land base will include street centerlines, right -of -ways, lots and easements. Psomas will also request a copy of the Newport Beach GIS data dictionary. Psomas will load the digital land base and perform a limited review to ensure the graphic representation resembles the land base as shown on the hardcopy water atlas sheets. It is important to note that the existing water atlas and therefore the composite water atlas is on a different grid system with a different rotation than the GIS grid. The new water atlas grid system will have a true north - south/ east -west orientation. The city will provide Psomas with two copies of the water atlas plots. Psomas staff will be given access to the city's records. Psomas will place staff on -site at . the city's office to pull the plans and related documents. The city will provide I EXHIBIT A Psomas with two copies of the source maps showing water mains within the City of Newport that are owned by other agencies. The city will also provide Psomas with the maps depicting the Fountain Valley well mains. Psomas will also require DXF files for the land base extending beyond the City of Newport Beach boundary to the Fountain Valley well. Psomas will provide an inventory of all materials used for the conversion effort. The condition and legibility of each source is also noted during the inventory. Problems in data files or with hardcopy materials are reported to the city immediately. Deliverables ➢ Transmittals acknowledging materials received. ➢ Psomas Production Spreadsheet listing the source documents used for conversion. ➢ Notification of any materials that need to be re- submitted. Task 1.1 - Develop Conversion Specifications and CPD Psomas will review the data requirements of the project and the source materials to define the detail aspects of the conversion process. Psomas will prepare a conversion specification (CPD) for review by the Project Team. At this time acceptance criteria will begin to be established and documented in the Acceptance Criteria Document (ACD). The final ACD will be included in the CPD prior to the City's final acceptance of the pilot area data. The ACD will provide text and metrics that include calculation of accuracy metrics for the attribute, positional, edge- match, connectivity, logical consistency, and cartographic quality, as well as, qualitative versus quantitative criteria. It will also provide statistically sound and thorough methods of detennining the acceptability of the data. Deliverables Conversion specifications including: ➢ Features that are captured per source document. ➢ Attributes captured per feature and from which source the attributes are 01 derived. ➢ Annotation requirements and placement standards. ➢ Method to determine order of precedence for source documents. ➢ Definition of edge - matching approach for seamless entry. ➢ Menus for data filtration (valid attribute values). ➢ Display parameters for efficient entry. ➢ Acceptance criteria for data (ACD). ➢ Routines for automated data checking. . ➢ Legend, display, symbology and marking procedures for check plots. 01 ➢ QCView testing matrix. ➢ Statistics generation procedures. ➢ Quality report content and format. ➢ Quality tracking mechanisms. Task 2.3 - Modify Conversion Tools Psomas will modify its data entry to accommodate the conversion specification. The ESRI QCView automated data checking programs will be tailored to the match the conversion specifications. Deliverables ➢ Set of data entry menus tailored to the City of Newport Beach Water System specification. ➢ Modification of the QCView data checking programs to the City of Newport Beach Water System specification. A copy of the modified version of QCView with training for use by city employees for data review and acceptance. Task 3 — Scanning Psomas will scan 5000 D sized (36 "x 24 ") plan sheets for the water system and index them for retrieval. Image display will be based on an identifier stored in the water feature data table as defined in CPD. Images will be accessed for display by selecting a feature from the Arc/Info water coverage. The documents will be scanned at a resolution of 300 DPI. File format will be tag image file format (TIFF). Testing will be performed to ensure that the image library is viable as part of the project pilot. Test files will consist of documents required for features within the pilot area. Deliverables ➢ Test of image library for water system source documents. ➢ Image library of water system source documents linked to water features. Task 4 - Conduct Pilot Psomas will perform all of the production tasks on a limited area to validate the process. The production tasks will include Water Atlas Composite, Field Data Collection, Conduct Conversion, and Delivery. The pilot area will be defined by the city and converted prior to full conversion. The city and Psomas will perform a review of the pilot by comparing the completed data to the conversion specification. The pilot results will be documented as well as any changes requested by the city. If required, changes are made and the data is re- submitted. • No further work will be initiated until the pilot area is completed, finalized and accepted by the City. This will insure that all changes and procedures implemented during the pilot process are carried into the main conversion effort. All QC /QA procedures will be in place and operational prior to acceptance of the pilot area by the City. The final version of the CPD (Conversion Procedures Document) including the ACD (Acceptance Criteria Document) will be approved at this time. Deliverables Production task deliverable for the pilot area. ➢ Water Atlas Composite • Water atlas sheets marked -up with supplemental information as found on related source documents (plans and drawing) as provided by the city. • Listing of source documents used to update the water atlas sheets. • Copy of Resolution Forms logged for each sheet. • Letter of transmittal acknowledging approval of the composite sheets. ➢ Field Data Collection • Files containing the X, Y and Z coordinate values for the water facilities as located in the field. • Report of field level check results. • • Check plot showing location and type of each water facility located in the field. • Field located water facility points in GIS format. ➢ Conduct Conversion • Report of global check results. • Report of feature level check results. • Report of field level check results. • Summary report of feature counts. • Check plot based on water atlas sheets showing water facilities, legend and the GIS tile grid. • Separate check plots for each atlas detail. • Reports containing the verified relative and positional accuracy based on the Orange County Horizontal Control monuments for each GPS session. • Reports pertinent to satellite system operation and post processing for each GPS session ➢ Delivery • Return of check plots with city mark -up. • Corrected version of the check plots. • Arc/Info coverage of the water system in export format. • Detailed QCView reports listing data validation results and feature counts. • Field Data collection report. • • Letter of transmittal for signature of approval. • As necessary re- submitted data incorporating corrections. 11 • Modification of procedures as required. • Task 5- Water Atlas Composite Psomas will transfer water system information to the atlas sheets from the plans and related documents to update to verify and/or update the geometry and attributes of the water system. Conflicts between the information shown on the various sources will be documented using Psomas' Resolution Forms. The forms will be used to present the data conflicts to the City in a formal and manageable manner for resolution. The answers to the questions posed by the forms will be catalogued for reference should a similar situation arise. Completed composite sheets will be submitted to the city for approval as the source document for the conversion effort. The approved composites will be used as the conversion source document. Deliverables ➢ Water atlas sheets marked -up with supplemental information as found on related source documents (plans and drawing) as provided by the city. ➢ Listing of source documents used to update the water atlas sheets. ➢ Copy of Resolution Forms logged for each sheet. ➢ Letter of transmittal acknowledging approval of the composite sheets. Task 6 - Field Data Collection • The Psomas field data collection crews will use the composite maps as reference for utility location. Psomas will complete a majority of GPS positioning using Trimble ProXR Pathfinder receivers with TDC I data collectors. A base station will be located at a convenient location within the project area or a community base station within 300 km radius may be used. The Trimble ProXR receivers are capable of collecting data at locations that have a clear and unobstructed view of the satellites. For areas that have partial tree coverage and/or tall buildings, Psomas will use Trimble 4000 SSE /SSI dual- frequency GPS receivers. For those features that have no satellite visibility, Psomas will use a Geodimeter Electronic Total Station with a data collector. During each day of field data collection the data collector will locate one or more existing Orange County Horizontal Control monuments to verify the relative and positional accuracy of the data collected. This data will be compiled for a report to be included with the submittal for the work unit to which it pertains. To assure GPS data integrity, Psomas will obtain all data following standard field and office procedures. When data is downloaded it will be reviewed for completeness and after post processing a further review will be conducted to assure the data meets all the assigned criteria. • 5 • Copies of all reports pertinent to satellite system operation and post processing for each GPS session will be included with the submittal for the work unit to which it pertains All features collected using GPS will have an absolute accuracy of +/- I foot. Deliverables ➢ Files containing the X , Y and Z coordinate values for the water facilities as located in the field. ➢ Report of field level check results. ➢ Check plot showing location and type of each water facility located in the field. ➢ Field located water facility points in GIS format. Y Reports containing the verified relative and positional accuracy based on the Orange County Horizontal Control monuments for each GPS session. Reports pertinent to satellite system operation and post processing for each GPS session. Task 7 - Conduct Conversion Psomas will perform conversion of the drafted water system to GIS format based . on information shown on the composite. The conversion process will adhere to the procedures defined in the CPD (Conversion Procedures Document). Psomas will use the point features as located in the field to connect pipe segments. Those point features not found in the field will be entered using offset dimension as noted on the composite. Pipe entry follows and is done by using point features as reference and essentially "connecting the dots ". Entry of the pipes is from node to node and does not break for sheet limits. Offset dimensions are used to properly align the pipe and the node information shown on the composite define the beginning and end of each segment. Attribution is done for each feature according to the composite and filtered through look -up tables accessed from the entry menus. Information shown in the detail breakouts will be entered in its true location. A temporary circle will be drawn around each detail area as a flag for check plotting purposes. Annotation will be placed as shown on the composite atlas sheet with consideration for boundaries of the GIS tiles. All data submitted to the City for acceptance will have a relative accuracy of +/- I foot. Feature capture will include: Water Main Lines and Stubs Non -City owned Water Mains within City Boundaries Fire Hydrants and their Laterals Pump Stations • Manholes U Stand Pipes • Vaults Inspection Plates Blind Flanges/Plugs/Caps Pressure Regulating Stations MWD Turn -outs Agency Interties Attribute entry for Pipes will include: Unique Identifier Size Material Year of Installation Year Replace Pressure Class Pressure Zone Relined (y /n) Relined Year Ownership Main (y /n) Source Source Date Abandoned (y /n) Intersection with another main line Attribute entry for Valves Unique Identifier Valve type Valve size Normally closed (y /n) Note: Due to the difference between the existing water atlas grid and the GIS grid, each valve will be re- numbered with a unique identifier based on the GIS grid/map page. (The old valve numbering scheme will not be used for the converted data.) Attribute entry for Fire Hydrants will include: Hydrant Code Laterals will contain no attributes Attribute entry for structures will include: Unique Identifier Type Reducers will contain size Pipe crossings at differing elevation will be coded as not connecting • Annotation will be placed for the: Point feature unique identifiers Pipe size, material, year of installation, offset dimensions, ownership other than City of Newport Beach, Re -lined All annotation characteristics and placement will be designed for readability at the following map production scales: 1:1200 1:1800 1:2400 Psomas will perform feature level checks to verify the topology and snapping (overshoots, undershoots and missing intersection nodes). Field level checks will be done to ensure that the fields are populated and the values are within the proper domain. Questionable records within the validation report will be flagged and manually checked. Feature counts per atlas sheet will be generated along with the number of populated attributes and provided in a summary report. The automated data checks will be conducted using QCView, all output and reports will be submitted to the city with check plots. Psomas will create check plots with the same geographic extents as the water atlas sheets for comparison to the source composite maps. The existence, position and depiction of features and annotation will be checked and edited as necessary. Visual /manual QC checkplots will be the main quality control tool used to identify deviation between the automated data, source data and source documents. This process is used to detect random errors or misinterpretation of features during digitizing and attribute coding. A marking system for checkplots will be defined in the CPD to ensure all features have been manually inspected for cartography integrity and attribute accuracy. Deliverables ➢ QCView report of automated data check results. ➢ Check plot based on water atlas sheets showing water facilities, legend and the GIS the grid. ➢ Separate check plots for each atlas detail. ➢ Separate check plots based on the GIS grid. Task 8 - Delivery Psomas will deliver a digital representation of the City of Newport Beach's water system delivered in Arc/Info export format. Product submittals will be based on the frequency determined by the city and in order established by the prioritization of the city's pressure zones. Each delivery to the City of Newport Beach will be • hand carried by a Psomas staff member. After the city conducts acceptance testing 12 of the data, Psomas will review the results with city staff. Errors that are reported as a result of the testing will be discussed to determine their origin. Psomas will make corrections to the data as necessary re- submit the data. Data that meets or exceeds the acceptance criteria should be noted as approved by the City of Newport Beach. Each approved delivery is signed as accepted by the city's Project Manager. Deliverables ➢ Return of check plots with city mark -up. ➢ Corrected version of the check plots. ➢ Arc/Info coverage of the water system in export format. ➢ QA report listing data validation results and feature counts. ➢ Field Data collection report. ➢ Letter of transmittal for signature of approval. ➢ As necessary re- submitted data incorporating corrections. Task 9 - Project Debrief Upon completion of the project, the Project Team will meet to debrief. The debriefing is an open discussion on the performance of the project. Minutes will be taken and included as the last documentation for the project files. Deliverables ➢ Meeting minutes of the debriefing session. Project Completion At the completion of the described tasks, and the City's acceptance of the digital data, this project will be considered complete. 5/10/99 • S O M A S • City of Newport -Beach Water System Conversion Project Fee Task Task 1. Project Kick -off /Orientation Task 2. Project Specifications Task 2. Scanning Task 3. Perform Pilot Task 4. Water Atlas Composite Task 5. Field Data Collection " Task 6. Conduct Conversion Task 7. Delivery Task 8. Project Debrief Project Management Sub Total Other Direct Costs $ Check Plots - $20 per plot Mileage -$.32 per mile Messenger Cost plus 10 percent Project Total Fee $1,816 $20,210 $11,158 $4,274 $45,163 $61,527 $53,054 $10,840 $0 $14,820 $222,862 5,000 $227,862 '.The cost for the scanning is based on an approximate count of 5000 D sized plans. The cost for the field data collection effort is based on the facility counts provided by the City of Newport Beach. The fee is valid for points up to +100 over the estimated facility count. Additional points are located at a cost of $6.00 per point. The approximate facility counts provided by the City are: 2431 Hydrants, 2431 Hydrant Valves, 5400 Valves P S O M A S FEE SCHEDULE FOR INFORMATION SYSTEMS SERVICES Effective July 1, 1998 through July 31, 1999 Hourly Rates SERVICES $175.00 IS Director $162.00 Project Director $150.00 Senior Consultant $150.00 Senior Project Manager $120.00 Consultant $120.00 Project Manager $114.00 Senior Programmer /Analyst $114.00 Applications Manager $114.00 Production Manager $102.00 Programmer /Analyst $102.00 Senior Programmer $ 90.00 Programmer $ 66.00 Senior Technician $ 66.00 Tech Writer $ 60.00 Project Administrator $ 54.00 Technician $ 42.00 Junior Technician $ 40.00 Secretary $ 35.00 Clerical SPECIAL EQUIPMENT AND OTHER COSTS $ 0.32 /mile Mileage charge Parking expenses incurred by office employees are charged at cost. Prints, messenger service, subsistence, air travel, and other direct expenses will be charged at cost plus ten percent. The services of outside consultants will be charged at cost plus fifteen percent. The above schedule is for straight time. Overtime will be charged at 135 percent of the standard hourly rates. Sundays and holidays will be charged at 170 percent of the standard hourly rates. 0 EXHIBIT B rm c ' N lD N O1 y�N U � o� N N d � a yr 0 Z � a r `w o O m N O1 � N E v N � N N r � w J N C2 ' r N N r W lD C J 7 � Ml C N EN c O m y v 0 0 o c 0 O '� E U c ry o c > U w n a ° ry ry U w c Z ii 16 Y v w Q ` r a N n Q o y .a a a U a U 0 m > G y a N C � O Y � d a v U N 01 T 0 m O 6 N m� C J d y Q N ao Exhibit C � r EY E n F N 7 � o x Q O d C O Y � m r > > > a E J O O O N C � O Y � d a v U N 01 T 0 m O 6 N m� C J d y Q N ao Exhibit C City of Newport Beach NO. BA- 068 BUDGET AMENDMENT 1998 -99 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates MX Increase Budget Appropriations AND Transfer Budget Appropriations from existing budget appropriations from additional estimated revenues X from unappropriated fund balance EXPLANATION: This budget amendment is requested to provide for the following: AMOUNT: $127,577.00 Increase in Budgetary Fund Balance �X Decrease in Budgetary Fund Balance No effect on Budgetary Fund Balance To transfer appropriations in the amount of $77,862 from various accounts described below and increase appropriations in the amount of $49,715 to convert the City's water facilities atlas drawings into an electronic digital format and convert the GIS system from Genasys to Environmental Systems Research Institute format. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Eund Account General Fund 010 3605 REVENUE APPROPRIATIONS (3601) Fund /Division Account Description Unappropriated Fund Balance Description Amount Debit Credit $49,715.00 ` `J EXPENDITURE APPROPRIATIONS (3603) Division Account Division Account - Automatic Signed: ,,/�Q�Ae�y 6`J zlle!i i _ S' /7 -'97g Finan ial Approval: Financ Director Date Signed: �J' -_l /i aJ D t dministrat e A royal: City Manager ate signed: City Council Approval: City Clerk Date Description Division 7503 Water Fund - Pumping and Operations Projects Account C5500460 Repair and Betterment Well Pump Stn. $52,862.00 Division 7532 Sewer Pump Station Improvement Projects Account C5600461 Jamboree /Bison Pump Abandonment $25,000.00 Division 0630 Admin. Services - M.I.S. Account 8080 Professional Technical Services 127,577.00 Division Account Division Account - Automatic Signed: ,,/�Q�Ae�y 6`J zlle!i i _ S' /7 -'97g Finan ial Approval: Financ Director Date Signed: �J' -_l /i aJ D t dministrat e A royal: City Manager ate signed: City Council Approval: City Clerk Date