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Item 5BCity of Southlake Department of Planning MEMORANDUM June 9, 2004 TO: Hon. Mayor and City Council FROM: Bruce Payne, Planning Director SUBJECT: Professional Services Agreement with Freese and Nichols, Inc., for inventorying all residential water meters using the Global Positioning Satellite System. Action Requested: Consent to approval of this item. Background Information: This professional services agreement, with Freese and Nichols Inc., is for locating inventorying and collecting data on all residential water meters. 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 data will be collected using the Global Positioning Satellite system. GIS analyst Sunny Lindsey will monitor the data. Public Works representative Mike Ishmael will provide field assistance as needed. The length of the contract is not to exceed 120 days. Financial Considerations: The financial considerations for the contract are $67,798. Supporting Documents: Attachment A — Proposal from Freese and Nichols, Inc. Alternatives: Approve as proposed; Approve with changes; or deny it. Staff Recommendation: Approve the contract as proposed. ATTACHMENT "A" Freese rr+rrl 1 C h o Ls, Inc. Engineers Environmental 5rientists Arrhiteds 1701 North Market Street, Suite 500 l6 53 Dallas, TX 75202 214 920.2500 214 920 -2565 fax www freaSe-CDM April 27, 2004 Ms- Sunny Lindsey GI5 Analyst. City of Southlake 1400 Main Street, Ste. 420 Southlake, Texas 75092 Subject: Professional Services in the Development of a Residential Water Meter Inventory System - Dear Ms. Lindsey: In response to your request for proposal, Freese and Nichols, Inc. is pleased to submit this proposal for the development of a residential water meter inventory and meter condition assessment for the City of Southlake. The following pages will explain Freese and Nichols' understanding of the project and our commitment to the City. I look forward to visiting with you to discuss the proposal. SCOPE OF SERVICES Freese and Nichols, Inc. (hereafter FNI) will render the following professional services in connection with the development of the Project: A. A digital inventory of the residential water meters within the city limits of Southlake. B. An assessment of good, fair or poor on the condition of the water meter. C. A pilot test of a small area in the City to show FNI's understanding of the process, the equipment which will be used and the resulting data collected for that test area. TIME OF COMPLETION FNI is authorized to commence work on the Project upon execution of an Agreement and agrees to complete the services in accordance with the following schedule: A. The pilot test will take approximately one (1) day for data collection and post - processing of the GPS data. B. The balance of the data collection and assessment will take approximately 119 days to complete weather permitting. For each day of inclement weather, rain and/or lightening, a day will be added to the total number of days. RESPONSIBILITIES OF THE CITY OF SOUTHLA.KE City of Southlake (hereinafter OWNER) shall perform the following in a timely manner so as not to delay the services of FNI: A. Designate in writing a person to act as OWNER'S representative with respect to the services to be rendered under this Proposal. Such person shall have contract authority to transmit instructions, receive information, interpret and define OWNER'S policies and decisions with respect to FNI's services for the Project. B.. Provide all criteria and full information as to OWNER'S requirements for the Project. C, Assist FNI by placing at FNI's disposal all available information pertinent to the Project including previous reports and any other data relative to the Project. D. Examine all studies, reports, sketches, drawings, specifications, proposals and other documents presented by FNI, obtain advice of an attorney, insurance counselor and other consultants as OWNER deems appropriate for such examination and render in writing decisions pertaining thereto within a reasonable time so as not to delay the services of E. Provide such accounting, independent cast estimating and insurance counseling services as may be required for the Project, such legal services as OWNER may require or FNI may reasonably request with regard to legal issues pertaining to the Project. R Provide a Public Works contact person to answer location questions. G. Provide a GI5 contact person to answer data related questions. H. Provide the data dictionary to be used in the GPS data collection. I. Provide a city reap and city box map book with a grid system. Provide one (1) hour of training on determining the size, meter number, transponder number and meter manufacturer.. K. Provide Record Drawings of water lines with service lines in areas where meters were not located through visual surveys. RESPONSIBILITIES OF FNI FNI shall perform the following: A. Collect data points for the residential water meters using a Trimble Geo XT GPS data collector with a Contour 'Ki = C Laser Finder with the minimal specifications of an SNR value of 6, maximum Pdop value of b and a minimum of 25 positions recorded for each data point (FNI plans to use a minim of 100 positions to maintain a sub -meter accuracy as required by the RFP)- B. Assess the condition of the water meters using a good, fair or poor rating schedule. C. Provide attribute information about the water meter including, but 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, the meter size, the meter condition, the radio read manufacturer and any comments pertinent to the meter or data collection. D. Provide the Northing, Easting, height of the meter glass, standard deviation and the number of positions collected. E. Post - process the data positions utilizing the continuous data collection by TxDOT with the Trimble Pathfinder software. COMPENSATION FNI proposes to perform the services described in the above Scope of Services for the Jump sum of Sixty Nine Thousand Nine Hundred and Ninety Dollars ($69,990). If FN! sees the Scope of Services changing so that additional services are required, FNI will notify the City of Southlake for their approval before proceeding. ADDITIONAL SERVICES If work outside or beyond the above scope is required and approved by the City of Soutblake, those Additional Services shall be compensated on the basis of a negotiated lump sum or hourly rate.. If the data collection exceeds the total number of water meters estimated by the City by one (3) percent or eighty -five (85) meters, the City of Southlake will further compensate F'NI in the amount of eight dollars and fifteen cents ($8.15) per point (meter). DELIVERABLES FNI will deliver a point shapefile of the City's residential water meters in the Texas State Plane coordinate system, North American Datum 1983, North. Central Texas FIPS 4202 zone in survey feet with the previously mentioned attribute information. All raw data sets collected with the Trimble GPS unit in .ssf or _cor format will be provided_ The Trimble Geo XT data collector, Contour XLRIC laser Bander, serial clip, cable, Terrasyne software and Pathfinder software will be delivered at the conclusion of the project. Thank you for considering OUT proposal.. We hope to continue developing a relationship between the City and Freese and Nichols. Sincerely, FREESE AND NICHOLS, INC. Melinda D., Polley Project Manager Tricia H. Hatley, P,E. Principal 4