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HomeMy WebLinkAboutContract 45295 UTY SEC CITY OF' FORT WORTH, TEXAS C%ONT, I PZ!. zq STANDARD AGREEMENT FOR PROFESSIONAL SERVICES This AGREEMENT is between the, City of Fort Worth, a Texas home rule municipality the "CITY"), and Halff Associates, Inc., authorized to do business in Texas, an independent contractor ("Consult an't"), for a PROJECT' generally des,cr�ibe�d as Stormwater G�IS, Data Development Article I Scope of Services (1) Consultant hereby agrees to perform as an independent contractor the services set forth: in the Scope of Services attached hereto as Attachment "A". These services shall be performed in connection with Stormwater GIB" Data Development. (2) Additional services, if any, mill be requested in writing by the City. City shall not pay for any work performed by Consultant or its subconsul'ta,nts, subcontractors and/or suppliers that has not been ordered in writing'. It is specifically agreed' that Consultant shall not be compensated for any alleged additional work resulting -from oral orders of any person. Article 11 Compensation Consultant shall be compensated in accordance with, the Fee Schedule shown in Attachment "B". Payment shall be considered full compensation for all labor, materials, supplies, and equipment necessary to complete the services described in Attachment "A". However the total' fee paid by the City shall not exceed a t,o,ta.11 of $6601,01010 unless the City and the Consultant mutually agree upon a fee, amount for additional services, and amend this Agreement accordingly. The Consuilt�ant shall provide monthly invoices to the City. Payment for services rendered shall be due within thirty (30) days of the uncontested performance of the particular services so ordered and receipt by City of Consultant's invoice for payment of same., Acceptance by Consultant of said payment shall operate as and shall release the City from all' claims or liabilities under this Agreement for anlythlinigi r late�d to, done, or furnished in connection with the services for, which payment is, m� ade, including any act or omission of the City in connection with such services. rn n! rn rn City of Fort Worth,Texas Standard Agreement for Professional Services OFFICIAL RECORD PMO Official Release Date:08/09/2012 C JID CITY SECRET,ARY Page 1 of 8, ( FT,WORTH9 TX A,nIcl 111 Term Unless terminated pursuant, to the terms herein, this Agreement shall be for a term of three years, beginnings upon the date of its execution, or until the completion of the subject matter contemplated herein, whichiever occurs first. Article IV Independent, Contractor Consultant shall operate hereunder as an independent contractor, and not as an officer, agent,1 servant or employee of the City. Consultant shall have exclusive control of and the exclusive right to control the details of its work to be performed hereunder and all persons performing same, and shall be solely responsible for the acts and omissions of its off icers, agents, employees, contractors and subcontractors. The doctrine of respondent superior shall not apply as between City and Consultant, its officers, agents, employees, contractors, and subcontractors, and nothing herein shall be construed as creating a partnership or joint venture between City and Consultant. Artll*cle V Professional Competence,and Indemn"ificafion (1) Work performed by Consultant shall comply in all aspects with all applicable locally state and federal laws and with all applicable rules and regulations promulgated by the local, state and national boards,, bureaus and agencies. Approval by the City all not constitute or be deemed to be a release of the responsibility and liability of Consultant or its officers, agents, employees, contractors and subcontractors for the accuracy and corri titan of its services, performed hereunder. (2) In accordance with Texas Local Government Code Section 271.904, the Consultant shall indemnify, hold harmless, and defend the City against liability for any damage caused by or resulting from an act of negligence, intentional tort) intellectual property infringement, or,failure to pay a subcontractor or supplier committed by the Consultant or Consultant's agent, consultant under contract, or another entity over which the Consultant's exercises control. City of Fort Worth,Texas Standard Agreement for Professional Services PMO Official,Release Date:08/019/20112 Page 2 of 8 Article VI Insurance (11) Consultant shall not commence work under this Agreement until it has obtained all insurance required under this Article and the City has approved such insurance, nor shall Consultant allow any subcontractor,to commence work on its subcontract until, all similar insu�rance of'the, subcontractor has been so obtained and approval given by the City; provided, however, Consultant may elect to add: any subconsultant as an additional insured under its liability policies. Commercial General Liability $1 000,000 each occurrence $11 000,,010101 aggregate Automobile Liability 1 each, accident or reasonably equivalent limits of i coverage it written on a split limits basis). Coverage shall be on any vehicle used in the course of the Project. Worker's Compensation Coverage A: statutory limits Coverage B: $100,0010 each accident $500,,000 disease - policy limit $100,,000 disease - each employee (2) Additional Insurance Requirements a. Except for employee's liability insurance coverage under Consultant's worker's compensation insurance policy, the City,, its officers,, employees and servants shall be endoused as an additional insured on Consultant's insurance policies. b. Certificates of insurance shall be delivered to the Transportation and Public Works Department, Attention-. Elizabeth Young, IT Lead Programmer Analyst,, 100,0 T'h roc kmorton Street, Fort Worth, Texas 76102, prior to commencement of work. c. Any failure on part of the City to request required, insurance doculmentation, shall not constitute a waiver of the insurance requirements specified herein. d. Each insurance policy shall be endorsed to provide the City a minimum thirty days, notice of cancellation, non-renewal, and/or material change in policy terms or coverage. A ten days, notice shall be acceptable in the event of non-payment of premium. e. Insurers must be authorized to do business in the State of Texas and have a current A.M. Best rating of A: VII or equivalent measure of financial strength and solvency. City of Fort Worth,Texas Standard Agreernent for Professional Services PMO Official Release Date:08/09/2012 Page 3 of 3 Other than,an 'worker's compensation insurance, in lieu of traditional insurance city may consider alternative coverage or risk 'treatment measures through insurance pools or risk retention groups. The City must approve in, writing any alternative coverage. g. Workers' compensation insurance policy(s) covering employees employed on the Project shall be endorsed with a waiver of subrogation providing rights of recovery 0 in favor of the City. h. City shall not be responsible for the direct payment of insurance premium costs for Coinsulta,ntis insurance., i. Consultant's insurance, policies, shall, each be endorsed to provide that such I I insurance is primary protection and any self-funded or commercial coverage maintained by City shall not be called upon to contribute to loss recovery. j. In the course of the Agreement, Consultant shall report, in a timely mariner, to City's officially designated contract administrator any known loss occurrence, which could give rise to a liability claim or lawsuit or which could result in a property loss. k. Consultant's liability shall not be limited to the specified amounts of insurance required herein. 1. Upon the request of City, Consultant shall provide complete copies of all insurance policies required by these Agreement documents. Article V11 Transfer or Assignment City and Consultant each bind themselves, and their lawful successors, and assigns, to this I Agreement. Consultant, its lawful successors, and assigns, shall not assign, sublet or transfer any interest in� is Agreement without prior written consent of the City. Article V111 Termination of Contract (1) City may terminate this Agreement for its convenience on 30 days' written notice. Either the City or the Consultant for cause may terminate this Agreement if either Party fails, substantially to perform through no fault of the, other and does, not commence correct,ion of' such nonperformance with 5 days of written notice and diligently com�pilete the correction thereafter (2) If City chooses to terminate this Agreement under Article 8, upon receipt of notice of termination, Consultant shall di�scontinue services rendered up to the date of such City of Fort Worth,Texas Standard Agreement for Professional Services PMO Official Release Date:08109/2012 Page 4 of 8 termination and City shall compensate Consultant based upon calculations in Article 21 of this Agreement and Exhibit "B" attached hereto and incorporated herein. (3), All reports, whether partial or complete, pirepared under this Agreement, including any original drawings or documents, whether furnished by the City, its, officeirs, agents, employees, consultants, or contractors, or prepared by Consultant, shall be or become the property of the City, and shall be furnished to the C,i,ty prior to or at the time such services, are completed,, or upon termination or expi I ration of this Agreement. Article IX Right to Audit (1) Consultant agrees that the City shall, until the expiration of three (3) years after final payment under this Agreement, have access, to, and the right, to examine any directly, pertinent books, documents, papers and records of Consultant involving transactions relating to this Agreement. Consultant agrees 'that! the City shall have access during normal working hours to ally necessary facilities and shall be provided adequate and appropriate or space in order to conduct audits in compliance with the provisions, of this section. City ty shall give Consultant reasonable advance notice of 'intended audits. (2 Consultant further agrees to include in all its subcontracts hereunder, a provision to the effect that the subcontracting consultant agrees that the City shall, until the expiration of three (3) years, after final payment under the s,u�bcointract, have, access to and the right to examine any directly pertinent books, documents, papers and 1 records of such sub-consultant, involving transactions to the subcontract, and further, that City shall have access during normal working hours to all sub- consultant facilities, and shall be provided adequate and appropriate work space in order to conduct audits, in compliance with the provisions of this article. City shall give Consultant and any sub-consultant reasonable advance notice of untended audit. (3) Consultant and sub-clonsultants, agree to photocopy such documents as may be requested by the City. The City agrees to reimburse Consultant for the cost of copies at the rate published, in the Texas Administrative Code in effect as of the time copying is performed. Article X Minority Business and Simal�l Business Enterprise (MBE BE) Participation In accordance with the City's, Business Diversity Enterprise Ordinance, No. 20020-12-20111 as amended, the City has goals for the participation of minority business enterprises and/or small business, enterprises in City contracts., Consultant acknowledges the IVIBE and S goals established for this Agreement and its accepted written commitment to MBE and SB,E City ,ty of� ort Worth,Texas S�tand rd Agreement for Professional Services PMO Official Release Date-08/09/2012 Page 5 of 8 participation. Any mi�s,representation of fact's ('other than a negligent misrepresentation) and/or the commission of fraud by the Consultant may result in the termination of this Agreement and debarment from participating, in City contracts for a period of' time of not less than three (3) years. Article XI Observe and Comply Consultant shall at all times observe and comply with all federal, state, and local laws and regulations, and with all City ordinances and regulations which in any way affect this Agreement and the work hereunder, and shall observe and comply with all orders,, laws ordinances, and regulations which may exist or may be enacted later by governing bodies having jurisdiiutiun or authority for such enactment. No plea of misunderstanding, or ignorance thereof all be considered. Consultant agrees to defend, indemnify and holed harmless City and all of its officers, agents and employees from and against all claims or liability arising out of the violation of any such order, law,, ordinance, or regulation, whether it be by itself or its employees. Article X111 Venue and Jurisdicti"on If any acti on, whether real or asserted, at law or in equity, arises on the basis of' any Provision of this Agreement, venue for, such action shall, lie in state courts located in Tarrant County, Texas or the United States District Court for the Northern District of Texas — Fort Worth i,vi,sion,. This Agreement shall be construed in accordance with the laws of' the State of Texas. Article X111 Contract Construction The Parties acknowledge that each party and, if it so chooses, its counsel have, reviewed and revised this Agreement and that the normal rule of construction to the effect that any ambiguities are to be resolved against the drafting party must not be employed in -the, interpretation of this Agreement or any amendments or exhibits hereto. Article XIV Severab"Ifity The provisions, of this Agreement are severable, and if any word, phrase, clause, sentence, paragraph, section or other part of this Agreement or the application thereof to City of Fort Worth,Texas Standard,Agreement for Professional Services PM O Official Release Date:018/0912012 Page 6 of 8 any person r circumstance shall ever be held by any court of competent jurisdiction to be invalid or unconstitutional for any reason, the remainder of this Agreement and the application of such word, phrase, clause, sentence, paragraph, section, or other part of this Agreement to other persons or circurns tan ces shall not be affected thereby and this Agreement shall be construed as if such invalid or unconstitutional portion had' never been contained therein. Article XV Not[ces 40 Notices to, be provided hereunder shall be sufficient if forwarded to the other Party by hand-d livery or via U.S. Postal Service certified mail return receipt requesteid,, postage prepaid, to the address of the other Party shown below: City of Fort Worth Attn-,, Elizabeth Young, IT Lead Programmer Analyst Transportation and Public Works `tor mwater Management Division 11000 Throckmorton Street Fort Worth, Texas 7610:2 ,Consultant: Halff Associates, Inc ►ttn-, Erin, Atkinson 4000 Fossil Creek Boulevard Fort Worth, Texas 76,137 Article XV1 Headiongs The headings contained herein are for the convenience in reference and are not intended to define or limit the scope, of any provision of this Agreement Article XV11 Counterparts This Agreement may be executed in one or more counterparts and each counterpart shall, for all purposes, be deemed an original, but all such counterparts shall together constitute but one and the same instrument. City of Fort Werth,Texas Standard Agreement for Professional Services PM O Official Release Date:08/09/20121, Page 7 of 8 Executed and effective this th 'day of January, 2014. BY: BY*- CITY OF FORT WORTH ENGINEER Hal ff Associates, Inc. or 0 1011 1:05 Fernando Costa Erin Atkinson Assistant, City Manager Director of GISI Date: D ate I.- APPROVAL RECOMMENDED: cv� By: Doug W4-ii-eiq g y Director, TPW APPROVED AS TO FORM AND LEGALITY M&CI No..: C-0 By-.- lv�k tIrIIA I�L LI M&C Date:. /14 L Assistant City Attorney OAT ATTEST- 0) >0 AA dry i 'se,r city I rcretairy OFFICIAL RiwoRo R" RECO]r City of Fort WoIrth,Texas E Clry SECREZAR)r Standard:Agreement for Professional Services r I PIMO 0111 icial Release Date*08/09/2012 C I " Page cf 8 FT- INO!Rrit, rXI ATTACHMENT "A" Scope of Work Storm�° a r GIS Data Development Cfty Project No. The scope set,forth, herein defines the work to be performed by the ENGINEER in completing the project. Both the CITY and ENGINEER have attempted to clearly define the work to be pe�formed and address the needs of the Project. Under,this scope, "ENGINEER" is expanded to in�cliude any sub­consultant, including surveyor, employed or contracted by the ENGINEER. OBJECTIVE ENGINEER will provide GIS services to support -the needs of the CITY's stormwater 11 division. Specific GIS services mill include qua,lity control of the stormwater asset inventory, digital conversion of historic topographic contours,, planning for open channel and dam inventories, update of easements, and strategic planning. WORK TO BE PERFORMED 1., Stoirmwater Asset Inventory Quality Control a,. Provide initial for 16 mapsheds b. Provide ma shad approval process for 1,25 mapsheds, c. Response to comments for the final approvals of 21,22, mapsheds d. Update 111 of the 153 city identified design plans with as-built pil�ans i. Review as-built plans for s:tormwater assets ii. Clip and georeference as-built tiff images Iii. Digitize stormwater assets, i v. Review 38 remaining design plans to ensure compatibility with future maintenance piroicedures, e. Support for data replication during comment response process,, 5 months f. Web map hosting for stormwater asset inventory, 1 year 2. Digital Conversion of' 1960's Topography from paper to vector contours a. Convert, scans of paper topography maps to diigital vector layers hi. Contour lines will be converted to polylines. c. Spot elevations, will be converted to points d. Contour lines and spot elevations will be attributed with the elevation values shown on the paper maps e. Contours from each topographic sheet will be edge matched f. Quality control will be performed on each sheet using a visual inspection to check spatial registration, four transacts to check attribute values, and surface generation to identify anomalies with hill�shade analysis g. Approved contours, and spot elevations will be used to generate a terrain database within a file geodatabase h. The del'iverable will be an Esri file geodatabasie compatible with ArcGIS v.10 3. Open Channel Planning a. Review existing channel inventory performed by the City and TranSystems b. Review existing channel attributes defined as part of the sto,rmwater inventory pr' jact City of Fort Worth,Texas Attachment A P,MO Release Date:07/23/201;,2 Page 1 of 2 c. Collect the current, needs of the Stormwater Management Division to support an open channel GIB` program d. Provide a recommendation for a multi-year program, for collecting the required open channel inventory information 4. Dam Inventory Planning a. Review existing dam inventory performed by Freese and Nichols, b., Evaluate data gaps c. Collect the current needs of the Stormwater Management Division to suport a dam inventory GIS, program d. Provide a recommendation, for collecting the required asset information to complete the Cit °'s dam inventory 5. Easement Update Program a. Update existing G I S data i. Add filing date for plats ii,. Collect any additional ID numbers associatedi with plats (FP/FS) iii. Add utility easements with associated stoir,m ater lines iv. Identify additional private easements or, main�tenance agreements b. Create easements from additional data sources identified during the Stormwater GIS Inventory Project L Real Pro pert Database (approximately 637 easements) ii. Archived plats, located in Stormwater offices (approximately 1 10010 plats) iii. Task includes document scanning c. Collect and populate, private maintenance agreements,, encroachments, and facility maintenance agreements i. Clean and populate data from existing Stormwater spreadsheets 61. Stormwater Strategic GIS Planning a. Asset inventory maintenance b. Custom tool development to support CCTV data loading i. CCTV inspection tables will be loaded to the CICTV Route feature class ii. Continuous observations will be converted to point locations at five foot intervals iii. CCTV observations will be loaded to the CCTV Observation table iv. CCTV observations will be displayed as route events v. CCTV observation ratings will be used to calculate the CCTV condition score for individual pipe segments c. Flow accumulation automation i. Update flow schematic with storm titer assets from approved mapsheds ii. Convert flow schematic to a network dataset to support flow tracing iii. Update city wide flow accumulation grid with current flow schematic iv. Update flow accumulation grid after all mapsihelds have been approved v. Create a cus,tolml tool, to identify updates in the asset inventory that require changes to the network dataset vi. Create a custom tool that generates a flow accumulation grid for a user specified area d. Support of cust,om tools, during City's migration to ArcGIS v10.1 City of Fort Worth,Texas Attachment A PMO Release Da te:017/23/2,0 12, Page 2 of 2 ATrACHMEN'T B, COMPENSATION Stormwater GIS Data Development C*1ty Project No. ­100*40*4NOMMI Time and Materials with1 Rate Schedule Project 1. Compensation A. The E,NI GIN,E,ER shall be compensated for personnel time, non-labor expenses, and subcontract expenses in performing services, enumerated in Attachment A as follows: 11, Personnel "mire.. Personnel time shall be compensated based upon hours worked directly in performing the PROJECT multiplied by the appropriate, Labor Catego!y Rate for the ENGINEER's team member performing the work. Labor Catego[y Rate as presented in the rate schedule table below is the rate for each labor category performing, the work and includes all direct salaries,, overhead, and profit. Labor Category Billing Rate _($/hour) Principal-in-Charge, $200.010 - $1240.010 Project Manager 155-00 - $185. O '-Senior Professional Engineer $100.00 - $125.0101 Junior Professional Engineer $90.001 - $1,10.00 -Engineer,-i�nl-Traini,ng (EIS 85-00 - $95-010 -Database Programmer $1100.00 - $115.00 -Senior GIS $85.00 - $100.00 Junior GIS, $617-50 - $85.00, Engineering_Intern $50.00 - $55.001 GIS Intern $1451.00 - $1501.00, -CADD, Technician $75.00 - $85-00 -Clerical $1501.00 - $610.00 ii. Non-Labor Expenses,. N,on-labor expenses shall be reimbursed as Direct Expenses at invoice or internal office COSL., Direct Expenses, (non-labor) include, but are, not limited to,, mileage, travel and lodging expenses, mail, supplies, printing and reproduction services, other direct expenses associated' with delivery of the work; plus applicable sales,, use,1 value added, business transfer, gross receipts, or other similar taxes. iii. Subcontract Expenses. Subcontract expenses and outsiI de services shall be reimbursed at cost to ENGINEER plus a markup of ten percent (10%). City of Fort Worth,Texas Attachment B PMO Official Release Date:8.09.2012 Pagie 1 of 5, B-1: ATTACHIVIENT B COMPENSATION iv. Budgets. ENGINEER will make reasonable efforts to c pllete the work within, the budget and will keep the City informed of progress toward that and so that the budget or work effort can be adjusted if found nielcesisary. ENGINEER is not obligated to incur costs beyond the indicated budgets,, as may be adjusted, nor is the City obligated to pay ENGINEER beyond these limits. If ENGINEER projects, in the course of providing the necessary services,, that the PROJECT cost presented in Article 2 of this Ag,reemient will be exceeded, whether by change, in scope of the project, increased, costs, or other conditions, the ENGINEER shall immediately report sluich fact ,to the City and, if so instructed by the City, shall suspend all work hereunder. When any budget has been increased, El's GINEER's excess, costs expended prior to such increase will be allowable to the same extent as if such costs had been incurred after the approved increase. B. The ENGINEER shall be plaid monthly payments as described in Section 11 - Method of Payment. 11. Method of Payment A. The ENGINEER shall be paid by the, City biased upon an invoice created on the basis of statements prepared from the books and records of account of the ENGINEER, based on the actual hours and costs expended by the ENGINEER in performing, the work. B. Each 'invoice shall, be verified as to its accuracy, and compliance with the terms of t,h�ils, Agreement by an officer of the ENGINEER. I C. ENGINEER shall, prepare and submit invoices in the format and including content as presented in Exhibit B-1. D. Payment of invoices will be subject to certification by the City that such work has been performed. 111111. Progress Reports A. The ENGINEER shall prepare and submit to the designated represeintat,ive of the Transportation and Public Works Department monthly progress report's and if schedules in the format required by the City. City of Fort Worth,Texas Attachment B PM'O Official Release Date:8.,09.2012 Page 2 of 5 B-2 ATTACHMENT B COMPENSATION IV. Summary of Total Project Fees Firm Primary Responsibility Fee Amount % Prime Consultant Halff Associates, Inc. Project Management $467,000 % Asst Management Quality Control Open Channel, Dam Inventory, and Strategic CIS" Planning E Coni�s,u,lita,r,ts Inventive Concepts Diglital Conversion of $933,000 1 Topographic Oahe NM/WE Consultants NTB1 Associates Easement Update $ 1 TOTAL $ 66C,10 100% Project Number & Name, Total Fee MB " S E) (MBE)(SBE)% Fee St or w fe r G I S Data Devel2pmen,t 660,000 $ 93,000 — - City M E Goal = 14% Consultant Committed Gael 14 City of Fort Wort ,Terms Attachment B P O Official Release Date:8.09.2 12 Page 3 of 5 B-3 EXHIBIT "Bol 39 E,N,GINEER INVOICE (Supplement to Attachment B) Insert required involve rmat following this page, including negotiated total budget and allocations of bludgets, across desired work types and work phases. City of Fort Worth,Texas Attachment B PIMO Official Release Date:8.09.2012 Page 4 of Halff Associates,Inc. Invoice T&PW 4000 Fossil Creek Boulevard Prof.Invoice No. Fort Worth, TX 76137 Invoice date: I Tel'.817-847-1,422' Period (From-To) Fax: 817-232-9784 DOE No. email:eatkinsonghalffc= T&PW Proj No. City Secy.Cont. No. CC FW Project Manager Elizabeth Young,GISP Consultant's Project Manager: Erin Atkinson, PE,CFM,GISP Name of Project: STORMWATER GIS DATA DEVELOPMENT Work Phase STORMWATER CIS TA01 Storm water CIS Data Development 660,000.00 CONTRACT AMOUNT TOTAL CON TRACT AMOUNT $ 660,000.00 TOTAL CONTRACT AMOUNT TO DATE(including amendments) $ 660,000.00 List all amendments,to date (Do nolt invoice for additional work until the related amendment has been executed by the ci!1) City Secy. Data Amendment,No. Description Contract No. Executed by Total Amount for the City amendme'rit, .......11 4 $ TOTALS . $ TOTAL THIS INVOICE $04100 Make all checks payable to Halff Associates,Inc. Submitted by: Erin Atkinson, PE,CFM, GISPI Director of GIS Hal ff Associates,Inc. 400,0 Fossil Creek Boulevard Fort Worth,TX 76137 City of Fort Worth,Texas ,Attachment 8 PMO Official Release Date:8.091.2012, Page 51 of 51 B-51 ATTACHMENT CHANGES AND AMENDMENTS TO STANDARD AGREEMENT' Stormwa,ter GIS Data Developmient "m " ""mm City Project No. mm mm None City of Fort Worth,Texas Attachmient C PM O Release Date:05.1 9.20 10 Page I of I ATTACHMENT 44D" SCHEDULE S mw ter GIS Data Development City Project No. A. Sitormwater Asset Inventory Quality Control Quality control of the stormw,ater asset inventory will begin upon Notice to Proceed. The estimated completion date for the quality control phase of this project is June 30, 2014.1 B. Digital C nvers,ion of Historic Topography The final, delivery of the data products, associated with the historic topographic is planned for July 31, 2014. C. GIS Program, Planning The open channel, dam inventory, and strategic GIS planning programs will be started after the s,tormwater asset inventory quality control task has been completed. D. Easement Update Program The easement update program will be completed by December 31,112014. E. Stormwater GIS Data Development Web Map Hosting Hosting services for the stormwater GIS, asset inventory will be provided for a period of three (3) years with an approximate end data of Decem,ber 31, 20161. City of For Worth,Texas Attachment D Page 1,of 1 I. utty of Fort Worth., Texas May or and Counciol Co uniocation Or "' ce-,'No.-,21,084w,014044 "COON. "AtTION'l, Approved onAM2014' I DATE.- Tuesday, January 07, 20114 REFERENCE NO.: **C-26621 LOG NAME.-I 20S,WMG,IS,- DATADEVELOPMENT SUBJECIT: Authorize Execution of a Three-Year Contract with Halff Associates, Inc., in an Amount Not to Exceed $660,000,,,O�O to Provide Geographic Information Systems Services for the Transportation and Public Works Department Storm,water Management Division, and Adopt Appropriation Ordinance (ALL COUNCIL DISTRICTS) ............ ....... RECOMMENDATION: I --- It is recommended that the City Council, 1. Authorize the execution of a three-year contract with Halff Associates, Inc,., in an amount not to exceed $660,000.00 for Geographic Information System services for the Transportation and Public Works Department S,toirmwater Manai gement Division; and 2. Adopt the, attached: s,uppliemiental appropriation ordinance increasing est' e imated receipts, and w appropriations in the Storm water Utility Fund in the amount of$1660�,00�O.,00 and decreasing the available cash balance of the Storm water Utility Fund by the same amount. ............... ................... DISCUSSION, The Transportation and Public Works Department, Storm water Management Division, recently completed a five year initiative to map key data associated with the City's drainage infrastructure in a Geographic Information System (GIS). This contract will provide services for the next 36 months to optimize the value of the GIS for preventing flooding by increasing the effective,ness of the maintenance/repair of, and improvements to, the drainage systern., Examples of some of the specific services to be provided under this contract include: quality control services to ensure the accuracy of the data, inclusion of drainage easement data in the GIS, tools to make system data readily available to crews in the field,, and conversion of'key topographic data from pap:elr to digital. Halff Associates, Inc., agrees to provide these services over the life of the contract for an amount not to exceed $660,0100.00. Staff considers this cost to be fair and reasoinabile for the desired scope of servilces. IVIIWBE IOffilce - Halff Associates, Inc., is in compliance with the City's BDE Ordinance by committing to 15 percent S participation. The City's SBA contract goal on this project is 14 percent. FISCAL INFORMATION I CERTIFICATION: The Financial Management Services Dii�rector certifies that upon approval of'the above recommendations and adoption of the attached supplemental appropriation ordinance, f'uind's, will be available in the current operating budget, as appropriated, of the Stormwater Utility Fund. Upon approval, the available cash balance of the S,t,ormwater Utility and will exceed the minimum reserve as outlined in the Financial Logname: 20SWMGIS- DATA,DEVE1,0PMENT Page I of 2 Management Policy Statements. FUND CENTERS TO Fund/Account/Cmters FROM Fund/Account/Centers 1 PE69 531200 0209003 $6601 ? , � �" 9 531200 0209003 $6600 100.0 . CERTIFICATIONS: Submitted for C"lly Manager's Office Fernando Gaeta (6122), OHIg-1,nafing Department Head:1.11., Douglas W. Wiersig (7801) Additional Informat'I"on Cor� ac * 1i; a 1� Y �n (6785) 1 2 S M I - A A EVE OPMEI T 1 , c (Public) 2. a1'ff Associates Compliance Menlo. f CFW Internal} 3. E69-5ZZZZZ2 ZZ. cx (CFW Internal) 4, WS-073 MWBE Goal. f (CFW Internal), Logname: GIS,- ATADEVELOP E T Page 2 of 2