HomeMy WebLinkAboutItem 09 - GIS} MEMO TO:
FROM:
MEETING DATE:
SUBJECT
RECOMMENDATION:
ITEM # �.�.
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
ROGER NELSON, CITY MANAGER '
MAY 20, 2003
ENGINEERING SERVICES CONTRACT — CITY OF
GRAPEVINE GIS PROJECT
City Council consider awarding an Engineering Services Contract to Teague Nall and
Perkins, Incorporated in an amount not to exceed $34,055.00 to provide engineering
related services in finalizing the GIS Project to be compatible with Engineering functions
including staff training, scanning of existing files, and developing submittal standards,
authorize staff to execute said contract, and take any necessary action.
FUNDING SOURCE:
Funding is currently available in account 200-44540-533-1 Utility Enterprise
Fund/General Administrative Service/Professional Services.
BACKGROUND:
The contract includes three basic elements.
Training Services — TN&P will provide training for three Public Works Department Staff
members to insure that they have the knowledge and skills necessary to maintain GIS
system mapping and database. This task includes inputting new data graphically by
utilizing AutoCad MAP to create digital files of newly completed capital projects and
private developments for import into the GIS system, thereby updating and maintaining
the system.
Scanning of City Files — TN&P will provide scanning services for approximately 15,500
sheets of plats and existing construction plans to incorporate the data into the GIS
system. After the files are digitized, an operator will be able to identify a specific
segment of a City facility and then access all the data electronically.
May 14, 2003 (3:30PM)
Develop Standards for Digital File Submittals — TN&P will develop standards for
digital file submittals which will provide clear instructions to all consultants providing
construction plans and plats on how the digital files should be constructed. Each major
element of the plans and plats will be assigned specific attributes which will enable City
Staff to incorporate new developments and improvements into the GIS system more
efficiently. The final submittal of plats and plans to the City will be required to comply
with these digital standards. This relieves the City staff of trying to decipher each
individual consultant's layering scheme in their AutoCad files.
Staff recommends approval.
JSL
0:\AGENDA\5-20-03\ ENGR CONTRACT GIS
May 14, 2003 (3:48PM)
-"MRY-13-2003 ,10:16_ TEAGUE HALL AND PERKINS
6173362613 P.02/04
Af TEAGUE. NALL AND PERKINS
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_ ENGINEERS ♦ SURVEYORS * MUNICIPAL CONSULTANTS
May 13,2003
Mr. Stan Laster, P.E.
Assistant Director of Public Works
City of Grapevine
200 South Main Street
Grapevine, Texas 76099
Re: Revised GIS Services
Proposal
Dear Stan:
In response to our recent meetings related to the subject project, we are pleased
to offer the following revised proposal for GIS services for the engineering staff
and the GIS department at the City of Grapevine as requested in a phone
conversation with Steve Gilbreath this morning. It is our understanding that
these services will include the following elements of work effort-,
Training services - We propose to provide the services of Carol
Shugart, GIS/CAD technician with our firm, for a period of four (4)
consecutive weeks. Carol will train Suja, Mitzi, and James in the
procedure of: (1) preparing the drawings of the plats, water system
features, sewer system features, storm drainage system features
and curb line features in AutoCAD MAP, (2) assigning attributes to
these various features in an Access database and making each file
topologically correct, for both Arc & polygon topology, and (3)
determining the best method of importing data into Arclnfo with
appropriate training. The current plan is to have the City employees
dedicated for a minimum 4 -hour block of time each of the 20 days
Carol is on-site. During the remainder of each workday, Carol will
continue to -input the data at her workstation at the City offices from
the plats/plans provided by the City. We understand that there are
110 plats and/or plans to be "built" and inserted into the City's GIS.
Should the data input not be completed at the end of the fourth
week, we would propose that Carol take the remaining plans/plats
to our office in Fort Worth in order to complete the assignment. We
have proposed a separate hourly rate in the section below for this
effort, if needed.
2001 WEST IRVING BLVD.
THE RADIO CSPITERRUILDING
IRVING, TEXAS 75061
1100 MACON $TPEET
235 W, HICKORY, SUITE 100
(972) 254.1765
FORT WORTH, TEXAS 76102
DeNTON, TEXAS 76201
METRO (9725) 2-51.1627
(817) 336-5773
(940) 383-4177
FAX (972) 251-4348
FAX fa 17) 336-2813
FAX (940) 383-8026
my -13-2003 010: 16 TEAGUE NALL AND PERKI
NS
8173362813 P.03/04
Mr. Stan Laster, P.E.
May 13, 2003
Page 2
Scanning of City riles - We propose to utilize the services of
Stewart Engineering Supply, Inc. (SES) to scan 15,500 sheets of
City plans/plats and place them in individual pdf file format. These
drawings will consist of blue line prints, blackline prints, and mylars.
Naming of each file will be done in scanned order by SES and then
all scanned files will be burned onto CD's. Stewart's quote for their
firm to name each file from City input is an extra $0.99 per sheet;
therefore, we have assumed in our proposal that the City will allow
SES to utilize the order of scanning for establishing the actual
name for each file. The exact number of CD's required to complete
this task is unknown at this time; therefore, we have established a
not -to -exceed amount in the cost proposal, but the City will only be
billed for the actual number of CD's required to contain all 15,500
drawing files.
Develop standards for digital file submittals - TNP will prepare a
set of standards from which the City can use to obtain digital data
from developer's engineers and its own consultants for platting,
water, sewer, streets, and storm drainage facilities for use in
placing such data in the City's GIS.
Our proposal costs are as follows:
Training Services - .
8 Hours/Day x 4 wks = 160 hours
Not -to -Exceed $15,910,00
Hourly Rate for Services provided
in-house after 4 wk training period = $75/hr.
Mr. Stan Laster, P.E.
May 13, 2003
Page 3
TEAGUE NALL AND PERKINS 8I?3362e13 P.04/04
Scanning of City Files - -
$0.99/sheet (approx. 15,500 sheets) = $15,345.00
(City will be billed based upon actual number of sheets)
Images bumed on CD's
$5.00/ea.
Not -to -Exceed Amount = $ 400.00
Not -to -Exceed $15,745.00
Develop Standards for Digital File Submittals - -
Lump Sum Amount 1 2,400-00
Total Not -to -Exceed Contract Amount = $34,055.00*
*No billing in excess of this amount will be invoiced to the City without specific
authorization for extra hourly services as described above.
Should the City have a standard form for an engineering services contract, we
will be glad to transfer the scope and amount of this proposal into such a contract
for execution by the City and our firm.
Should you have any questions regarding our proposal, please do not hesitate to
call. If the contract preparation and execution are needed prior to the Council
meeting, please notify us, and we will get the contract prepared to present at the
5/20 Council meeting.
Very truly yours,
TEAGUE NAIL AND P INC.
J. Ri rd Perkins, P.E.
Notl me-
HNNONNOT,