Item 10CCity of Southlake, Texas
MEMORANDUM
TO: Shana Yelverton, City Manager
FROM: Sharen Elam, Director of Finance Ext. 1713
SUBJECT: Approve an amendment to Freese & Nichols Water Meter Inventory and
Condition Assessment Agreement.
Action Requested: Approval of contract amendment with Freese & Nichols.
Background
Information: On June 15, 2004, City Council approved a professional services agreement
with Freese and Nichols, Inc. The scope of the agreement was for
inventorying all residential water meters using the Global Positioning Satellite
System. The purpose of this is to note the location and condition of the meters
and reconcile the number of existing meters in the field with the utility billing
data. The original contract amount was $67,798 and not to exceed 120 days
(completion date of October 2004). Due to the extensive challenges locating a
substantial number of meters, Freese and Nichols are requesting an amendment
to the contract for an additional $34,162 with an estimated completion date of
mid to late April 2005.
Financial
Considerations: An additional $34,162 for professional services
Citizen Input/
Board Review: None required
Legal Review: None required
Alternatives: Approve or deny amendment
Supporting
Documents: Open the attached pictures (JPG format)
Original contract
Staff
Recommendation: Approval of contract amendment
December 21, 2010
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December 21, 2010
Page 3
Freese O FFICIAL RECORD
Ni chols, Inc 'It It SLI5111 i A rhrtert5
I. _. . ;- - .s,)ti ; is �?1) - 2565 6K wtw Freese corn
lu]y I, 2004
MaymAndv Wambsganss
J 40 NFain Sweet, Suite 270
SowhlA - c, Texas 76092
Dear Mayor Warnbcganss:
We at-c pleased to submit this agreement letter for providing pzoless9onal services to The City of
Southlake for the development of a residential water meter inventory syslerrt..
We understand that tht GPS field suzvcys arc needed to dcvzlop a msidential water meter inventory
that wi11 be used in conjunction with tht: City of SoulhU'e's Water Utility Billing department_ We
,, ill utilize ' GPS sub -meter accuracy equip in conjunction wiLb a Contour lager finder in
perfornung these services-
SCOPS OF SERVICES
Freese anti Nichols will render the fo]lowing professional services in connection with the
development of the PrG.*t:
Collect data points fbr the residential water meters using a Dimble Geo XT GPS data
collector with a Contour XLR1C Laser Finder with the minimal specifications of an
SNR value of 6, maximum PDOP value of 6 and a minimum of 25 positions recorded
for each data point.
B. Assess the condition of the water meters using a good, fair or poor rating schedule.
C Provide attribute infnrrnation Amt the water meter including, bnt not limited to the
physical address in the OWNER' S standard format, the meter number entered before
and after the position collection, the transponder number entered before and after the
position collection, tbo meter size, the meter condition, the radio read manufacturer
and any comments pertinent to the meter or data collection.
Er Provide the Northing, E.a- sting, height of the mezea glass. standard deviation and the
number of positions collected
E. Post - process the data positions utilizing the continuous data collection by TXDOT
with the Trirnhle Pathfinder software..
December 21, 2010
Page 4
Fla,-e
TIME OF COMPLETION
Freese and Nichols is authorized to can=cnce work on the Project upon execution of this Agreement
and agrees to complete the services in accordance with the request for proposal. The time of
completion will tae 120 days finny the signing of this letter agreement. A pilot project area will he
completed during- the first full week of the data collection.
If Freese and N i chol &'services are delayed through inclement weather which includes rainy days and
those days where lightenin is present in the Southlake area but very little or no rai n occurs, Freese
and Nichols shall be entitled to adjust the contract schedule consistent with the nurnber of days of
inclement weather
If Freese and Nichols' services are increased duc to the number of meter points collected (exceeding
85$5 mews), art adjustment to the schedule shall be made based on the number of add itiona! paints
collected, one day for each additional 50 meterr-
if Freese acid Nichols' services are delayed through no fault of Freese and Nichols, Fmese and
Nichols shall be entitled to equitable adjustment of compensation and Freese and Nichols shall be
entitled to adjust contract schedule consistent with the number of days of delay.
RESPONSIBILITIES OF THE CITY OR SOUTIILAKE
The City of South lake shall perform the following in a timely manner so as not to delay the services
of Freese and Nlcr rols-
A- Dasi gnate iri writing a person to act as the City of South Iake's representative with respect to
che, services to be rendered under this Agreement. Stich person shall have contract authority
to transmit instructions, receive inforration, interpret and define the City's policies and
decisions with respect to Freese and Nichols' services for the Project.
3 Assist Freese and Nichols by placing at Freese and Nichols' disposal all available information
pertinent to the Project including previous reports and arty mherdata relative to the Project_
C Arrange for accews to and make all provisions for Freese and Nichols to enter upon pub is
and private property as required for Freese and Nichols to perform set under this
Agreement_
D Examine all studies, reports, sketches, drawings, specifications, proposals and other
dacumerlls presented by FNI, obtain advife of an attorney, insurance counselor and other
consultants as OWNER deernr~ appropriate for such examination and iendet in writing
decisions pertaining thereto within a reasonable dme. so as not to delay the services of
FNL
F Provide sack accounting, independent cost estimating and insurance counseling services
as may be required for the Project, such legal services as the City of Sotahlake. may
December 21, 2010
Page 5
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require or Freese and Nichols may reasonably request with regard to legal issues
pertaining to the Project..
F Provide a Public Works contact person to answer location questions.
G Provide a GIS contact person to answer data related qustions.
H PTPVide the data dictionary to tae, used in the GPS data collection.
I. Provide two Earge. {minimum E- size} hard copy city map with parcels, noise corridor,
street names and box map grid with grid numbers.
3_ Provide various digital files such as parcels, streets with names and block ranges, noise
eorridur, etc. to be used solely for purposes of this contract -
K. Provide one (1) hour of training on determining the size, meter number, transponder
number and meter manu factu Ter.
L. Provide Record Drawings of water lines with service lines in ateas where meters were not
located through visual surveys.
M Provide a digital file of the current writer utility database.
DESIGNATED REPRIESENT,&TIVES
Freese and Nichols and OWNER designate the following representatives:
• Owner's Designated Representative - Sunny Lindsey, 1400 Main SUtel, Suite 420,
telephone 817.481..1459, fax 817.481. 2097, slindsey0ci_southlake_tx.us
• Owner's Accounting Reprenen tati ve - {V DeWfes, 1400 Main Strect, Suite 440,
telephone 817.481.1745. fax 817. 48 1?097 ,vdewccs@ci.southlake.tx.us
• Freese and Nichols' Project Manager -- Melinda Polley, 1701 N. Market St_ Suite 500, LS
51, telephone 214.217.2234, fax 214.920.2565, mdp @freese_com
• Freese and Nichok' Accounting Representative - Bill C3roadanich, 3701 N. Market St.
Suite 500, LB 51, telephone 214.217 ?254. fax 214.920,2565, bjg @freese.com
COMPENSATION
Compensation to FNI for the Basic Services shall be the lump sum of $67,798.00 [Sixty -Seven
Thousand Seven Hundred Ninety-Eight Dollars), If FNI sees the Scope of Services changing so
that addiitiomi services are needed, FNI will notify OWNER for OWNER's approval before
proceeding. Additional krvices not covered under this agreernent shall be computed based on the
Schedule of Charges. FNI proposes to f umish our services a& described herein in accordance with
Auachment Co, °Compensation if the data collection exceeds the total number of water meters
December 21, 2010
Page 6
pa�hc 4
emimated by the City by one()) percent ore ighiy-five (85) meters, the City of South] alce wilt further
compensate FNI in the amount of 58.15 (Eight Dollars and Fifteen Cents) per meter_
Payment of the services shall be due and payable upon submission of a statement for services,
five equal monthly in st a] I nieri ts of $13.559,00 shall be submitted monthly and payable upon
receipt. Arty additional data collection which falls beyond the one percent previously mentioned
will be biller] in the final insmllrnent_
DELIVERABLES
FNI will deliver a point shapefile of the City's residential water meters in the Texas State Plane
Coordi ant e System, North American Datum 1953, Forth Central Texas FIFS 4202 datum in
survey feet with the previously mentioned attribute information. All raw data sets collected wi €h
the Trimble GPS unit in -cor format will be provided. The Trimble Gen XT data collector,
Con Lour XLRIC laser finder, TcTmsync software and Pathfinder softwam will be delivered at the
cunclusioR of the project..
TERNS AND CONDITIONS OF AGREEM7ENT
We pmpose to furnish our services as described herein in accordance with Attachment TC, "Teams
and Condhims of Agieement"
We appreciate this opportunity �o submit th15 proposal. If additional inl'orrnation or clarification is
desired, please do not hesitate to contact us. If you ate in agrcernent with the services described
above and wish for us to proceed with this assignment, please sign below and return one copy of the
agreement foi ow files
Yow very truly, Approved:
FREESE AND N11CHOLS, INC. CITY OF SOUTHLAIE
Title: MAYOR
Melinda Polley
Date -.� � ! L! . f � � O4.�t� I — -- - t,ti,i��rf
'{ A v 6 a`
Attest: i t- • -
Princip al, Dail asGroup Man agcr BY' ' =' ^ -.. ..• °'`
r
i .t• k
Vile, CITY SECFWfARY
Date_ f
ij t t Lj E'� X)0`!
December 21, 2010
Page 7
COMPENSATION
LUMPSUM WITH ADDITIONAL WORK BASED ON I OURLY RATES
A. Basic Services Compensation to FNI for the Basic Services shall be the lurnp sum of SVJ98.00. If
FNl sees the Scope of Services changing so t4at additional services are needed, including but not
Iimited Its those set - v ices described as Add ifional Services, FN will nosily OWN F-R far OWNER's
approval before proeeedin . Additional Services shall be computed based on the Schedule of Cbarges.
3 Schedule of Chases for Additional Work
POSITION
M)N - -,
MAC}[
PRINCIPAL
144
185
GROUP MANAGER
120
185
JAKIPLlNE LFADER
100
175
SENIOR ENGINEER
100
165
ENGINEER (PG)
85
150
ENGINEER (2 IT)
60
110
ELECfR1CAL. ENGINEER
74
]5{1
MECHANICAL. FNGINEnR
60
150
ENVIRONMENTAL. SCI ENT1ST
45
110
ARCH) fECT
50
125
LANDSCAPE ARCHl TECT
95
120
DESIGNER
50
120
'IECHNICIA1+ DRAFTER
45
80
OPERATIONS ANALYST
55
85
WOPD PROCESS /SCCRETARIAI.,
35
65
OFPICEICONTRACT ADM ]NIS TRATOR
60
85
CO -OP
30
50
Tbc ranges and individual salaries will be adjusted annually
EXPENNIIS
FlatHne
_
priptins
Bond
S 4.{}0 per plot
SluelinesBfackllnes
$0 53 pee scluarc foot
Color
$15.00 per plat
OFfses and Xerox Copies
$0 15 pe; Side copy
vellum
$1:1 50 per plot
Color Copies
51.14 pet side copy
Mylar
$F5 0i1 per plot
Binding
$3 44 per book
Camt mter
Coraputer Usage SIOR)Rxur
7 ravel
S0 375 per Mile
(OTHER DIRECT EXPENSES
Othcxd4cn uxpcnsesarereirnbursedatac :tuaI cost timesmuItiplierofI.10 They ineludeoutsideprindngand
repro iuctirin ty.T)m r, carnmutrica106 expense. travel, transportation and subsistence away from Dallas and
other miucilarmpuS Cxpenses directly related to the work, ineludingcosisoflaborainry analysis, tests, and other
wuk rqund to be dou by indepen&nt persons ether than staff roEembers
C'O-