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HomeMy WebLinkAboutContract 39489-A2Amendment No. 2 STATE OF TEXAS COUNTY OF TARRANT 0 CITY SECRETARY NO, 594'19- Aa WHEREAS, the City of Fort Worth (City) and Jacobs Engineering Group, Inc. ("Consultant") made and entered into City Secretary Contract No. 39489 (the Contract) which was authorized by M&C C-23816 on the 291h day of September 2009 WHEREAS, the Contract involves professional services for the following project: Citywide Storm Water System GIS Project WHEREAS, it has become necessary to execute Amendment No.2 to said Contract to include an increased scope of work and revised maximum fee. NOW THEREFORE, City and Consultant, acting herein by and through their duly authorized representatives, enter into the following agreement which amends the Contract: Article I of the Contract is amended to include the revised scope of services specified in Attachment A, a copy of which is attached hereto and incorporated herein. The cost to City for the additional services to be performed by Consultant total $2,123,000. 2. Article II of the Contract is amended to provide for an increase in the maximum fee to be paid to Consultant for all work and services performed under the Contract, as amended, so that the total fee paid by the City for all work and services shall not exceed the sum of $6,193,056. 3. All other provisions of the Contract, which are not expressly amended herein, shall remain in full force and effect. OFFICIAL RECORD CITY sECRE I An T 1=0RT WORTH, TX Amendment to Professional Services Agreement Page 1 of 2 IN WITNESS THEREOF, the parties hereto have made and executed this Agreement in multiple originals the day and year first above written, in Fort Worth, Tarrant County, Texas. CITY OF FORT WORTH: Fernando Costa Assistant City Manager RECOMMENDED: illiam A.�e�cest'P.E., Director Transportation and Public Works APPROVED AS TO FORM LEGALITY: / City Attorney ATTEST: CONSULTANT: ( P/ P Kevin P. Nelson, P.E. Operations Manager, South Central Region Cesfit fkCt; Authorization D a t'e Marty Hendrix City Secretary Date fy Op000p�� pti o V Q p 0A0 o �x� 0 o 0Fj ��d Oo 0��0000�; rLio Amendment to Professional Services Agreement Page 2 of 2 Attachment A Amendment No. 2 City of Fort Worth Storm Water Management System Data Collection, Inventory and Mapping Year 3 Scope of Work SECTION I -PROJECT DEFINITION The goal of Year One was to develop the storm water management system asset inventory and database for the top five priority mapsheds in the City and implement procedures for expanding and maintaining the database throughout Years Two, Three, and Four. Year One services was a pilot study to allow the City and the consultant team the opportunity to judge levels of effort required to produce the storm water mapping and inventory deliverables that the City needs as expressed in initial scoping meetings and Version 1.0 of the Quality Management Plan. Year Two of the project was developed using the procedures and workflows defined and approved in Year One, Approximately 37 square miles of mapsheds were developed for the schematic development task in Year One but the majority of those mapsheds were not surveyed, rectified, assessed nor integrated into the City's existing system. By the end of Year Two, schematic development was anticipated to be completed for all 222 prioritized mapsheds, and field survey was to be completed for approximately 60 mapsheds. The scope defined below encompasses the effort anticipated to continue to add to the GIS inventory through program Year 3, building upon the Year 1 and Year 2 data. The Year 3 scope of work includes survey and data capture; validate and rectify schematic; limited condition assessment of specific assets; reporting; and project management. The overall project progress and goals will be reviewed quarterly, and the goals and scope may be adjusted at the direction of City staff in working with the consultant team. Based upon the understood contract budget for the entire program through Year 4, it is not anticipated that all mapsheds will be fully surveyed and rectified. However, some reduced level of information gathering for the mapsheds that are not fully inventoried is desired. Therefore, the Year 3 scope anticipates that a OFFICIAL RECO coRT w ����j+��R-X enhanced reconnaissance" and enhanced rectification" approach will be developed and used on some mapsheds. It is anticipated that another amendment to the original contract will be considered in 2011 for the Year 4 program work, which will be similar to this amendment, to allow the inventory work to continue to September 2012. SECTION II -BASIC SCOPE OF SERVICES Task 1600 - Field Survey The location of each storm water management system asset, as identified and defined in the QMP for field verification, will be located by conventional survey methods using QMP survey procedures. Version 1.0 of the Field Survey Manual was developed in Year One of the project, which specifies the measurements, notes, photographs and occasional sketches that are to be collected for each asset. If the crews are unable to collect survey data within an area, the City will be notified and the City will assist in resolving the issues that prevent the survey. 1. Using the equipment, software and procedures as well as the QC processes defined in the QMP, survey each storm water management system asset by priority watershed a. Load export of the field verified schematic and supporting data on survey units b. Following procedures defined in the Survey Field Manual — i. Capture location of asset ii. Take measurements and populate attributes His Take field notes 1. Field observation of condition iv. Take digital photographs c. Report issues to the City for assistance in completing survey 2. Upload survey data from survey units 3. Verify that survey attributes meet the standards defined in the QMP a. Tools, queries and scripts 4. Deliver sub -centimeter survey accuracy data and measurements in ASCII format, field notes, sketches and photographs in GIS format for City acceptance of the survey data The anticipated number of mapsheds to be fully surveyed under the defined budget, and added to the mapsheds already completed in Years 1 and 2, is 66 mapsheds. This is based upon costs being experienced for the Year 2 work. Task 1601 —Enhanced Reconnaissance An "enhanced reconnaissance" approach will also be developed and implemented under this task. The goal of this effort will be to collect a reduced level of information from the full survey approach, allowing all of the mapsheds to have some level of surveyed information collected. The number of mapsheds that will receive full survey versus the enhanced reconnaissance level will be determined quarterly, as progress continues to be measured against the available budget. The preliminary goal for Year 3 for mapsheds to be completed using this modified approach is 20 mapsheds. Task 1700 - Validate and Rectify Schematic The survey data will be integrated into the geodatabase and the location of the schematic assets will be adjusted to the surveyed coordinates, as identified and defined in the QMP. 1. Using the procedures and QA/QC processes defined in the QMP, adjust the asset locations in the field verified schematic to the survey locations a. Utilize the geometric network and connectivity rules 2. Calculate intelligent unique ID, defined in QMP, for new features 3. Verify that the features meet the standards defined in the QMP and perform final QA a. Generate geometric network and correct connectivity errors b. Perform network traces and correct flow direction errors c. Randomly select points (as defined in QMP) to be resurveyed to confirm accuracy 4. Populate survey attribute fields with actual values while maintaining plan values 5. Verify that attributes meet the standards defined in the QMP a. Compare plan values to actual values; perform QMP defined data review, including populating and flagging of missing data using inference tools to provide a near -model -ready database. b. Test in InfoWorks/InfoNet model 6. Hyperlink images and survey related data to appropriate asset 7. Deliver geodatabase and InfoWorks/InfoNet model -ready database of the storm water management system which incorporates the initial schematic, field reconnaissance improvements, survey data and hyperlinked images in GIS and InfoWorks/InfoNet format for City acceptance of the storm water management system for each priority watershed The anticipated number of mapsheds to be fully rectified under the defined budget, and added to the mapsheds already completed in Years 1 and 2, is 57 mapsheds. This is partially based on costs being measured for the Year 2 work. Task 1701 —Modified Rectification It is the goal of this- contract and budget to complete schematic rectification far all of thy prioritized mapsheds that receive full field survey. For those mapsheds where "enhanced reconnaissance" is used in lieu of full field survey, a "modified rectification" approach will be developed which will be a reduced level of effort from full rectification. Similar to the field survey task, the number of mapsheds that will receive full rectification versus the modified rectification level will be determined quarterly, as progress continues to be measured against the available budget. The preliminary goal for Year 3 for mapsheds to be completed using this modified rectification approach is 10 mapsheds. Task 1800 -Condition Assessment During the field verification and survey tasks, assets will be flagged that appear to need further investigation to determine actual condition. Drainage complaints, maintenance history and historical knowledge will also be evaluated to determine which assets will be assessed. 1. Using the methodology defined in the QMP, determine the storm water management system assets to be assessed 2. Using the equipment, software and procedures as well as the QC processes defined in the QMP, assess the condition of the specified assets by priority mapsheds a. Load export of the geodatabase and supporting data on GPS units b. Following procedures defined in the Condition Assessment Field Manual — i. Conduct visual inspection ii. Conduct CCTV inspection iii. Conduct pole mounted camera inspection iv. Confined space entry v. Take field notes vi. Take digital photographs 3. Upload condition assessment data from GPS units 4. Verify that the assessment data meets the standards defined in the QMP a. Tools, queries and scripts 5. Use findings to calculate condition assessment ratings 6. Update geodatabase with calculated rating information 7. Deliver video, photos, and condition assessment report of findings in GIS or a format compatible with the City Asset Management software for City acceptance It is the goal of this contract and budget to perform limited and strategic condition assessment for all of the prioritized mapsheds that are field surveyed. It is anticipated that there will be needs for more condition assessment information than the current budget allows. Therefore, condition assessment work will be limited to the agreed -upon task budget established, and locations of condition assessment work will be reviewed and confirmed with city staff before the work is started. This will allow the information collected to be in the most strategic locations in each mapshed. Task 1900 —Reporting Quarterly reporting will be performed to allow the City to judge actual budget requirements necessary to map the City's mapsheds. This budget tracking and reporting will also allow the City to modify the mapping protocol if it appears that the initial protocol cannot be performed within the constraints of the City's budget. Following the production of each report, meetings with the City will be scheduled to review project status. Task 2000 —Project Management/Oversight Services Due to the size, scope and nature of this project, project management services will include tracking of effort and expenses, review of project progress, scheduling of staff and subconsultants' staff, quality review and oversight, budget review, communication with City staff, invoicing, goal review and realignment, and updates to the contract scope and/or fee, if necessary. Administrative fees on subconsultants' contracts are included within this task. Attachment B-1 City of Fort Worth Storm Water Management System Data Collection, Inventory and Mapping - Year Three Basis of Compensation Task Amendment 2 0100 - Update QMP $0.00 0200 - Geodatabase Requirements (COMPLETED) --- 0300 - Geodatabase Design Scema (COMPLETED) --- 0400 - Data Compilation $0.00 0500 - Data Conversion (NOT USED) --- 0600 - Data Scanning (NOT USED) --- 0700 - Georeferencing $0.00 0800 - Schematic Development W000900 - Maintenance $0.00 0903 - GIS Database Maintenance WOO1000 - Easement Data Compilation $0.00 1100 - Easement Data Scanning (NOT USED) --- 1200 - Georeferencing for Easement Development $0.00 1300 - Easement Development $0.00 1400 - Field Reconnaissance WOO1500 - Evaluation of Easement Layer (NOT USED) --- 1600 - Field Survey $528,000000 1601 - Enhanced Reconaissance $80,000000 1700 - Validate and Rectify Schematic $8557000900 1701 - Modified Rectification $80,000000 1800 - Condition Assessment $200,000,00 1900 - Reporting $4,000600 2000 - Project Management $2101000.00 2100 - Inlet Marker Program Support $0.00 Contingency Account $1661000.00 Subtotal Fee -Amendment 12 $2,123,000.00 Program -to -date Summary Non-M/WBE Subconsultants $468,500.00 M/WBE Subconsultants $636,500.00 Amendment #2 M/WBE Percentage 30.0% Subtotal contract Non-M/WBE Subconsultants M/WBE Subconsultants M/WBE Percentage $7,884,055 $1,714,770 $2,531,240 32.1 % Exhibit 15-3A (Supplement to Attachment B) City of Fort Worth Storm Water Management System Data Collection, Inventory and Mapping - Year Three Summary of Total Project Fees Consulting Firm Jacobs Engineering Group Inc NTB Associates, Inc. InfraMetrix, LLC DFW Infrastructure, Inc. Inventive Concepts, Inc. Franzi Davis, GISP Surveying and Mapping, Inc. ANA Consultants, LLC Gorrondona & Associates, Inc. Fulton Surveying, Inc. Prime Responsibility Survey, Rectify, Condition Assessment, PM Cel[.y Pole -Mounted Condition Assessment CCTV Condition Assessment GIS GIS QC Field Survey and Field Reconnaissance Field Survey Field Survey Field Survey Total for Professional Services Task Description 1 Field Survey 2 Rectify Schematic 3 Condition Assessment 4 Reporting 5 Project lv4anagement Contingency Allowance Scope of Services See Attachment A See Attachment A See Attachment A See Attachment A See Attachment A Total Fee $6087000.00 $9351000.00 $2005000,00 $4,000.00 $2107000600 $1669000,00 $21123,000,00 Amount $1,0181500.00 $357,500.00 $1113000000 $485000,00 $140,000.00 $801000,00 $92,000.00 $923000000 $92,000.00 $921000,00 $2,123,000.00 MWBE Fee $3681000.00 $2205000.00 $48,000.00 $0.00 $0.00 $636,000.00 Surveying and Mapping, Inc. shall participate in performing portions of Task 1 -Field Survey ANA Consultants, LLC shall participate in performing portions of Task 1 -Field Survey Gorrondona & Associates, Inc. shall participate in performing portions of Task 1 - Field Survey Fulton Surveing, Inc. shall participate in performing portions of Task 1 - Field Survey Inventive Concepts, Inc. shall participate in performing portions of Task 2 -- Rectify Schematic Franzi Davis, GISP shall participate in performing the QC review of Task 2 -- Rectify Schematic Inframetrix, LLC shall participate in performing portions of Task 3 -- Condition Assessment Non-MWBE Participation Total Fee NTB Associates, Inc. and InfraMetrix, LLC $�68',500'.00 Percent 48.0% 16.8% 100.0% Percent 60.5% 23.5% 24.0% 0.0 0 0.0 o 0.0 0 30.0% Percent 22.1 f� Page 1 of 2 City of Fort Worth, Texas Mayor and Council Communication COUNCIL ACTION: Approved on 9MPUN 1V - Ord. No. 19339-09-2010 DATE: Tuesday, September 14, 2010 LOG NAME: 20SWMGISPROJECT-YR3 REFERENCE NO.: C-24446 SUBJECT: Authorize the Execution of Amendment No. 2 to City Secretary Contract No. 39489 with Jacobs Engineering Group, Inc., for Citywide Stormwater System GIS Project, Year Three in the Amount of $2,123,000.00 for the Transportation and Public Works Department, Increasing Appropriations in the Stormwater Utility Fund and Decreasing the Unreserved, Undesignated Fund Balance by the Same Amount and Adopt Supplemental Appropriation Ordinance (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council: 1. Adopt the attached supplemental appropriation ordinance increasing appropriations in the Stormwater Utility Fund in the amount of $2,123,000.00 and decreasing the unreserved, undesignated fund balance by the same amount, and 2. Authorize the City Manager to execute an agreement with Jacobs Engineering Group, Inc., in the amount of $2,123,000.00 for Year Three of the GIS Storm Water mapping project for the Transportation and Public Works Department, Storm Water Management Division, DISCUSSION: The lack of an adequately mapped detailed inventory of the City's storm water system impedes the ability of staff to respond to maintenance needs and calls from citizens, to plan long-term capital improvements, and to provide necessary emergency response information for environmental spills which may enter the storm water system. Developing a detailed inventory and map of the City's storm water assets into GIS was identified as a high priority when the Storm Water Utility was created. In August 2007, a Request for Proposal (RFP) was issued and a total of six proposals were received. The top three consultants were interviewed and Carter and Burgess, Inc., was selected as the most qualified. Carter and Burgess, Inc., was acquired by Jacobs Engineering Group, Inc. Therefore, on September 29, ���`�y 2009, (M&C C-23816) City Council authorized the City Manager to execute the contract for the Year Two scope of work with Jacobs Engineering Group, Inc., (City Secretary Contract No. 39489) in the amount of $3,590,056,00, On August 24, 2010, City Council authorized the City Manager to execute Amendment No. 1 to the City Secretary Contract No. 39489 with Jacobs Engineering Group, Inc., in the amount of $480,000.00. This will bring the total project cost to $7,884,055, The overall project scope of work includes developing schematic maps based on engineering plans; performing a detailed location survey of all storm water features including inlets, storm drains, outfalls, channels, detention ponds, dams and other structures; mapping of drainage easements; and a condition assessment of selected portions of the underground system. This is Year Three of what is planned to be a four-year project. http://apps.cfwnet.org/ecouncil/printmc.asp?id=14033&print=true&DocType=Print 9/24/2010 Page 2 of 2 The scope of the Year Three of the contract was developed with an emphasis on surveying the City's Storm Water assets and tying this information back to the original plans as well as completing a map of all known drainage easements since1960. Jacobs Engineering Group, Inc., proposes to perform the Year Three contract on a time and materials basis for a not -to -exceed fee of $2,123,000,00, City staff considers this fee to be fair and reasonable for the scope of services proposed. Jacobs Engineering Group, Inc., is in compliance with the City's MWWBE Ordinance by committing to 30 percent M/WBE participation. The City's MWBE goal is 29 percent. This project is located in (ALL COUNCIL DISTRICTS). FISCAL INFORMATION /CERTIFICATION: The Financial Management Services Director certifies that upon approval of the above recommendations and adoption of the attached supplemental appropriation ordinance, funds will be available in the current operating budget, as appropriated, of the Stormwater Utility Fund. Upon approval the unreserved, undesignated cash balance of the Stormwater Utility Fund will exceed the minimum reserve as outlined in the Financial Management Policy Statements, FUND CENTERS: TO Fund/Account/Centers 1) PE69 531200 0209204 CERTIFICATIONS: FROM FundlAccount/Centers $2,123,000.00 2) PE69 531200 0209204 Submitted for City. Manager's Office by: Originating Department Head: Additional Information Contact: ATTACHMENTS 1. 20SWMGISPROJECTYR3 AO.doc (Public) 2. compliance - yr3.pdf (CFW Internal) 3. fund ingverifcation.pdf (CFW Internal) Fernando Costa (6122) William Verkest (7801) Elizabeth Young (6785) $2,123,000.00 http://apps.cfwnet.org/ecouncil/printmc.asp?id=14033&print=true&DocType=Print 9/24/2010