HomeMy WebLinkAboutC-3287 - Convert the City’s water facilities atlas drawings into an electronic digital atlas mapping systemPROFESSIONAL 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.
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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 N day of 1999,
and shall terminate on the 1 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
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.
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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
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warrants that it shall keep in effect all such licenses, permits and other approvals during
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
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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
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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
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,
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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 consultant's 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.
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A. Worker's compensation insurance covering all employees and principals of
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.
D. Professional errors and omissions insurance which covers the services to
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
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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
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
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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.
17. CITY'S RESPONSIBILITIES
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
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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
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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
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prior written approval of City.
24. NOTICES
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. 0. 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
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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
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
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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.
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IN WITNESS WHEREOF, the parties have caused this Agreement to be executed
on the day and year first written above.
APPROVED AS TO FORM:
By:
Robin Clauson
Assistant City Attorney
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By:
LaVonne Harkless
City Clerk
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CITY OF NEWPORT BEACH
A Municipal Corporation
Mayor
Newport City of
CONSULTANT
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PSOMAS
Blake N. Murillo, Vice President
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City of Newport Beach
Water System Conversion
Project Scope of Work
Task I — 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
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 2.2 - 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 determining 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
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.
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➢ 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.
➢ Provide a one day orientation and training session on the use of QCView with
City staff.
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.
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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.
• 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 TDCI 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.
• i
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 +/- 1 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.
➢ 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 +/- 1
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
• r
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
0 0
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
of the data, Psomas will review the results with city staff. Errors that are reported
0 0
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.
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949 West 16th Street
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CITY OF NEWPORT BEACH
PUBLIC WORKS DEPARTMENT UTILITIES
949 WEST 16 TM STREET
NEWPORT BEACH, CA 92663
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Exhibit "C"
City 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 `i
From: Dennis Danner, Administrative Services Director APPROVED
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.
0 A copy of the proposed Professional Services Agreement is attached.
0
0
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
Genamap®, 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.
Prpject Description: The specific scope of work for this contract is included as part of the
professional services agreement, attached as Attachment 1. 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.
0
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- 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 MIS /GIS 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
0 0
from over 90 countries. ESRI was founded in 1969 in Redlands, California, where it is still
based. 0
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 Agreernent
$26,000
ARClnfo Training - 5 Users @ 3600
$18,000
ARCView Training - 5 Users @ 700
$3,500
Map ObiedsNsual Basic Training
$6,000
Hardware Upgrades
$9, 500
Over imP /Additional Part Time Employee 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
0
• 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 ESRl 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.
0
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
E
• i
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
0 incorporated herein by reference. No rate changes shall be made during the term of this
0
Agreement without prior written approval of City. Consultant's compensation for all work
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.
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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
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warrants that it shall keep in effect all such licenses, permits and other approvals during
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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
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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 Consultants
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
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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
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,
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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 consultant's 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.
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A. Worker's compensation insurance covering all employees and principals of
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
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
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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 0
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 or joint-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
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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.
9 17. CITY'S RESPONSIBILITIES
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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
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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
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failure to pay according to the terms of this Agreement. Consultant shall not discontinue
0 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
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prior written approval of City.
24. NOTICES
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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
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cure the default and the defaulting party fails to give adequate assurance of due
0 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 parry 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.
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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
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Agreement will be effective only by written execution signed by both City and Consultant.
29. CADD DELIVERABLES
CJ
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
I►_.I
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.
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. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed
on the day and year first written above.
APPROVED AS TO FORM:
By:
Robin Clauson
Assistant City Attorney
ATTEST:
By.
LaVonne Harkless
City Clerk
\\rnis_l \sys\ users\ pbvAshared \agmf\WPsomasMapsPSA.doc
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CITY OF NEWPORT BEACH
A Municipal Corporation
By:
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
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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.
A 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
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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 22 - 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 determining 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
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.
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➢ 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 Are/Info water coverage. The documents will be
scanned at a resolution of 300 DPI. File format will be tag image file forniat
(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.
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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 momunents 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.
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• 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 0
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 TDCI data collectors. A base station
will be located at a convenient Iocation 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.
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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 +1- 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.
➢ 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 +l- 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
0
Stand Pipes
Vaults
Inspection Plates
BIind Flanges/Plugs /Caps
Pressure Regulating Stations
MWD Tum -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)
0
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
7
E
0 0
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 check-plots 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 check-plots 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
0 0
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
0
u
0
S O M A S
0
0
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
0
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
$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
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Exhibit C
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Exhibit C
C�y of Newport Beach• NO. BA- 068,
BUDGET AMENDMENT
1998 -99
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
NX Increase Budget Appropriations AND
Transfer Budget Appropriations
from existing budget appropriations
from additional estimated revenues
qX from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
AMOUNT: 51 27,577.00
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
EXPENDITURE APPROPRIATIONS (3603)
Description
Unappropriated Fund Balance
Description
Amount
Debit Credit
$49,715.00 `
Division
Account
Division
Account
Signed:
nan ial Approval: Finany Director �'/ Date
Signed: 1, �.� S/ /J'W
dministrat e A roval: City Manager , _ #4D5tte
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
Signed:
nan ial Approval: Finany Director �'/ Date
Signed: 1, �.� S/ /J'W
dministrat e A roval: City Manager , _ #4D5tte
Signed:
City Council Approval: City Clerk Date
C' of Newport Beach 0
BUDGET AMENDMENT
1998 -99
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
MX Increase Budget Appropriations
Transfer Budget Appropriations
from existing budget appropriations
from additional estimated revenues
X from unappropriated fund balance
EXPLANATION:
l:
NO. BA- 068
AMOUNT: $127,577.00
Increase in Budgetary Fund Balance
AND X Decrease in Budgetary Fund Balance
No effect on Budgetary Fund Balance
F—BY THE CITY CC1 ,,CIt-
CITY OF N °' "r ° ^I?T 8£ACH
MAY 24.
1
This budget amendment is requested to provide for the following: APPROVED I
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
Fund Account
General Fund 010 3605
REVENUE APPROPRIATIONS (3601)
Fund /Division Account
EXPENDITURE APPROPRIATIONS (3603)
Division 7503
Account C5500460
Division 7532
Account C5600461
Division 0630
Account 8080
Division
Account
Division
Account
NO OMM12
Signed:
Description
Unappropriated Fund Balance
Description
Description
Water Fund - Pumping and Operations Projects
Repair and Betterment Well Pump Stn.
Sewer Pump Station Improvement Projects
Jamboree /Bison Pump Abandonment
Admin. Services - M.I.S.
Professional Technical Services
Signed: 7-\tVcrA4rt- /i), i,4iLrt
City Council Approval: City Clerk
Amount
Debit Credit
$49,715.00
$52,862.00
$25,000.00
` Automatic
127,577.00
Date
ate
S -aq -9
Date