2009-27171 ResoRESOLUTION NUMBER 2009-27171
A RESOLUTION APPROVING AND AUTHORIZING THE MAYOR AND CITY
CLERK TO EXECUTE AMENDMENT NO. 2 IN AN AMOUNT NOT-TO-EXCEED
$47,121 TO THE EXISTING AGREEMENT BETWEEN THE CITY OF MIAMI
BEACH AND CAMP DRESSER & MCKEE, INC., DATED JUNE 8, 2005, FOR THE
INSTALLATION, CONFIGURATION, START-U P, AND TRAINING OF A
COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM (CMMS); WITH
PREVIOUSLY APPROPRIATED FUNDING FROM THE STORMWATER AND
WATER AND SEWER OPERATING FUNDS ACCOUNT NO. 427-0427-000312,
425-0410-000312 AND 425-0420-000312.
WHEREAS, on June 08, 2005, the Mayor and City Commission adopted Resolution No.
2005-25924, approving a Professional Services Agreement with Camp Dresser & McKee, Inc.
(CDM), in the amount of $653,900, as the top ranked firm pursuant to Request for Proposals (RFP)
No. 64-02/03, for an Computerized Maintenance Management System (CMMS); and
WHEREAS, on June 7, 2006 the City Commission authorized the execution of Amendment
No. 1 to the agreement between the City and CDM in the amount of $850,000 for digital conversion
of paper data for the water distribution, sanitary sewer collection, stormwater conveyance, streets and
street lighting infrastructure; and
WHEREAS, the digital conversion is a necessary step in the development of the Public Works
Geographical Information System (GIS); and
WHEREAS, the digital conversion of paper atlas maps, existing surveys and AUTOCAD files
has been completed; however, while this conversion was taking place there was a lot of as-built
drawings and records that were still being produced by City staff and construction contractors in
AUTOCAD; and
WHEREAS, the as-built AUTOCAD files back log has grown to the point that is not possible
for City staff to convert it to GIS files in a timely manner; and
WHEREAS, due to the limited resources of the PW Engineering Division, CDM will provide
professional services for on site GIS data conversion for the water distribution, sanitary sewer
collection, stormwater conveyance, streets and street lighting as well as ensure that City engineering
staff is ready to assume the conversion of as-built drawings to GIS data in the future.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA that the Mayor and City Commission hereby approve and
authorize the Mayor and City Clerk to execute Amendment No. 2 to the Agreement between the City
and Camp Dresser & McKee, Inc., dated June 8, 2004, forthe installation, configuration, start-up and
training of a Computerized Maintenance Management System (CMMS); said Amendment increasing
the Consultant's maximum allowable compensation, from anot-to-exceed amount of $850,000, to a
not-to-exceed amount of $897,121, for professional services related to the City Computerized
Maintenance Management System(CMMS) from primarily appropriated funding from the FY 2008/09
stormwater and Water and Sewer Operating Budgets.
Passed and adopted this 9th day of September , 2009.
__ APPROVED AS TO
UAGI
A OR ~ FOR EXECUTION
ATTEST: ~ ~~ Matti Herrera B er
CITY CLERK
Robert Parcher ~~ b
T:\AGENDA\2009\September 9\Consent\CDM GIS CONVERSION RESO.doc fty Da
COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Approving And Authorizing The Mayor And City Clerk To Execute Amendment No. 2 In An
Amount Not-To-Exceed $47,121 To The Existing Agreement Between The City Of Miami Beach And Camp
Dresser & Mckee, Inc., Dated June 8, 2004, For The Installation, Configuration, Start-Up, And Training Of
A Computerized Maintenance Management System (CMMS).
Key Intended Outcome Supported:
Well maintained infrastructure, enhances mobility throughout the City, satisfaction with neighborhood
character, and enhances the environmental sustainability of the community.
Issue:
Shall the Mayor and City Commission approve the Resolution?
Item Summary/Recommendation:
On June 08, 2005, the Mayor and City Commission adopted Resolution No. 2005-25924, approving a
Professional Services Agreement with Camp Dresser & McKee, Inc. (CDM), in the amount of $653,900, as
'the top ranked firm pursuant to Request for Proposals (RFP) No. 64-02/03, for an Computerized
Maintenance Management System (CMMS).
On June 7, 2006 the City Commission authorized the execution of Amendment No. 1 to the agreement
between the City and CDM in the amount of $850,000 for digital conversion of paper data for the water
', distribution, sanitary sewer collection, stormwater conveyance, streets and street lighting infrastructure.
The digital conversion is a necessary step in the development of the Public Works Geographical
Information System (GIS). The digital conversion of paper atlas maps, existing surveys and AUTOCAD
', files has been completed; however, while this conversion was taking place there was a lot of as-built
drawings and records that were still being produced by City staff and construction contractors in
AUTOCAD. The as-built AUTOCAD files back log has grown to the point that is not possible for City staff
to convert it to GIS files in a timely manner.
Due to the limited resources of the PW Engineering Division, CDM will provide professional services for on
site GIS data conversion for the water distribution, sanitary sewer collection, stormwater conveyance,
streets and street lighting as well as ensure that City engineering staff is ready to assume the conversion
of as-built drawings to GIS data in the future. The intended service is a temporary effort to update the GIS
databases to present data field conditions.
~ THE ADMINISTRATION RECOMMENDS ADOPTING THE RESOLUTION. ~
Board Recommendation:
Financial Information:
Source of Amount Account
Funds: 1 $15,707.00 427-0427-000312
2 $15,707.00 425-0410-000312
3 $15,707.00 425-0420-000312
4
BPI Total $47,121.00
Financial Imp act Summa ry:
Cit Clerk's Office Le islative Trackin
Fernando Vazquez, City Engineer, extension 6399
Si n-Offs:
De artment Dire Assistan i ana er Ci M a er
FHB TH JM
wu~rvuri~~.vva~~epcemoer a~consenncunn GIS GUNVERSION SUM.dY~/ ~ / ~~
~~ /~ ~ ~ ~ ACaENBA ITEM ~ 9~
1t/ ~ iATE ~
m MIAMIBEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and Members of the City Commission
FROM: City Manager Jorge M. Gonzalez
DATE: September 9, 2009
SUBJECT: A RESOLUTION APPROVING AND AUTHORIZING THE MAYOR AND CITY
CLERK TO EXECUTE AMENDMENT NO. 2 IN AN AMOUNT NOT-TO-
EXCEED $47,121 TO THE EXISTING AGREEMENT BETWEEN THE CITY
OF MIAMI BEACH AND CAMP DRESSER 8~ MCKEE, INC., DATED JUNE 8,
2005, FOR THE INSTALLATION, CONFIGURATION, START-UP, AND
TRAINING OF A COMPUTERIZED MAINTENANCE MANAGEMENT
SYSTEM (CMMS); WITH PREVIOUSLY APPROPRIATED FUNDING FROM
THE STORMWATER AND WATER AND SEWER OPERATING FUNDS
ACCOUNT N0.427-0427-000312, 425-0410-000312 AND 425-0420-000312.
ADMINISTRATIVE RECOMMENDATION
Adopt the Resolution.
FUNDING
Funding has been previously appropriated in the Fiscal Year (FY) 2008/09 Stormwater, Water
and Sewer Operating Budgets.
BACKGROUND
On June 08, 2005, the Mayor and City Commission adopted Resolution No. 2005-25924,
approving a Professional Services Agreement with Camp Dresser & McKee, Inc. (CDM), in the
amount of $653,900, as the top ranked firm pursuant to Request for Proposals (RFP) No. 64-
02/03, for an Computerized Maintenance Management System (CMMS).
The Scope of Services included the installation, start-up and training of City personnel for the
CMMS. The CMMS is the first component of an Infrastructure Management System (IMS). The
IMS is an automated system to provide complete computerized maintenance management
functionality to the Public Works (PW) Department. The second component of the IMS is a
Geographic Information System (GIS).
On June 7, 2006 the City Commission authorized the execution of Amendment No. 1 to the
agreement between the City and CDM in the amount of $850,000 for digital conversion of paper
data for the water distribution, sanitary sewer collection, stormwater conveyance, streets and
street lighting infrastructure. The digital conversion of existing paper atlas maps, and AUTOCAD
files was a necessary step for the development of the PW GIS.
The digital conversion of paper atlas maps, existing surveys and AUTOCAD files has been
completed; however, while this conversion was taking place there was a lot of as-built drawings
and records that were still being produced by City staff and construction contractors in
AUTOCAD. The as-built AUTOCAD files back log has grown to the point that is not possible for
City staff to convert it to GIS files in a timely manner. The backlog impacts the accuracy of the
GIS relative to the continually evolving infrastructure being constructed and maintained within
the City. CDM provided professional services for the conversion of paper data to GIS data and
is very familiar with the City's utilities systems and above ground infrastructure, PW requested
their assistance in converting the paper as-built and AUTOCAD as-built files to GIS data.
ANALYSIS
Due to the limited resources of the PW Engineering Division, CDM will provide professional
services for on site GIS data conversion for the water distribution, sanitary sewer collection,
stormwater conveyance, streets and street lighting. The intended service is a temporary effort to
update the GIS databases to present data field conditions. In addition the CDM GIS professional
will provide training to City personnel to ensure that City engineering staff is ready to assume
the conversion of as-built drawings to GIS data in the future.
The CDM proposal will provide an on site GIS professional services three days a week for three
months. The work by CDM is to be charged on an hourly basis and snot-to-exceed amount of
$47,121.
CONCLUSION
The Administration recommends adoption of the Resolution approving and authorizing the
Mayor and City Clerk to execute Amendment No. 2 in an amount not-to-exceed $47,121 to the
existing agreement between the City of Miami Beach and Camp Dresser & Mckee, Inc., dated
June 8, 2004.
T:WGENDA\2009\September 9\ConsentlCDM GIS CONVERSON MEMO.doc