HomeMy WebLinkAbout2006-26231 Reso
RESOLUTION NUMBER 2006-26231
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE MAYOR AND
CITY CLERK TO EXCUTE AMENDMENT NO.1 TO THE AGREEMENT BETWEEN
THE CITY AND CAMP DRESSER & MCKEE INC. (CDM), FOR PHASE 1 WORK
ORDER MANAGEMNT IMPLEMENTATRION OF A CITY INFRASTRUCTURE
MANAGEMENT SYSTEM (IMS); SAID AMENDMENT IN THE AMOUNT OF $850,000,
PROVIDING FOR PROFESSIONAL SERVICES RELATED TO DIGITAL
CONVERSION OF DATA FOR THE WATER DISTRIBUTION, SANITARY SEWER
COLLECTION, STORMWATER CONVEYANCE, STREETS AND STREETLIGHTING
INFRASTRUCTURE; ALL TOWARD THE CONTINUING DEVELOPMENT AND
IMPLEMENTATION OF A GEOGRAPHIC INFORMATION SYSTEM (GIS),
PURSUANT TO REQUEST FOR PROPOSALS NO. 64-02103 FOR A CITYWIDE
INFRASTRUCTURE MANAGEMENT SYSTEM (IMS); FURTHER APPROPRIATING
FUNDS, IN THE AMOUNT OF $270,000, FROM THE WATER, SEWER AND
STORMWATER RETAINED EARNINGS, TO COMPLETE THE FUNDING FOR THIS
AMENDMENT, AND THE PURCHASE OF GIS RELATED EQUIPMENT, AND
PROJECT CONTINGENCY.
WHEREAS, on June 08, 2005, the Mayor and City Commission adopted
Resolution No. 2005-25924, approving a Professional Service Agreement with
Camp Dresser & McKee, Inc. (COM), as the top ranked firm pursuant to Request
for Proposals (RFP) No. 64-02/03, for an Infrastructure Management System
(IMS) for the City of Miami Beach (the Agreement) ; and
WHEREAS, an Administrative team composed of staff from the
Information Technology, Procurement and Public Works Departments has
determined that by using survey data acquired from the recent CIP
Neighborhood Improvement Program, supplemented by digital orthophotographs
(high definition aerial photos) and existing atlas maps, an effective Geographic
Information System (GIS) can be created throughout the City with field survey
accuracy; and
WHEREAS, COM submitted its best and final offer for the aforestated
services, in the amount of $850,000, on May 31, 2006; and
WHEREAS, accordingly the Administration would recommend that the
Mayor and City Commission approve an Amendment to the Agreement,
providing for the initial GIS operating capability in October 2006, with all networks
completed by May 2007; and
WHEREAS, the additional appropriation of $270,000 from the Water
Sewer and Stormwater Enterprise Fund Retained Earnings is required to
purchase upgraded computers, wireless field computers, GIS field survey
devices, miscellaneous small equipment and fund a Project contingency.
NOW, THEREFORE, BE IT DULY 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. 1 to the Agreement between the City and
Camp Dresser & McKee Inc. (COM), for Phase I Work Order Management
Implementation of a City Infrastructure Management System (lMS); said
Amendment, in the amount of $850,000, providing for professional services
related to digital conversion of data for the water distribution, sanitary sewer
collection, stormwater conveyance, streets and streetlighting infrastructure; all
toward the continuing development and implantation of a Geographic Information
System (GIS), pursuant to Request For Proposals No. 64-02/03 for a Citywide
Infrastructure Management System (lMS); further appropriating funds, in the
amount of $270,000, from the Water, Sewer and Stormwater Retained Earnings,
to complete the funding for this Amendment, and the purchase of GIS related
equipment, and Project contingency.
PASSED and ADOPTED THIS 7th
day of June
2006.
ATTES~~ P tU~
/7 A-
~ CITY CLERK
Robert Parcher
Vice-Mayor Jerry Libbin
APPROVED AS TO
FORM & LANGUAGE
& FOR ECUTION
COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution by the Mayor and City Commission approving an agreement with Camp, Dresser &
McKee Inc. (CDM) for the development and implementation of a Geographic Information System
(GIS) and appropriating $180,000 from the Water & Sewer Fund Retained Earnings and $90,000
from the Stormwater Fund Retained Earnings to complete the funding for the GIS contract and for
urchase of GIS related e ui ment and ro'ect contin enc .
Ke Intended Outcome Su orted:
Ensure well maintained infrastructure
Issue:
Shall the Mayor and City Commission approve the Resolution?
Item Summary/Recommendation:
The Mayor and Members of the City Commission at its February 25,2004 meeting adopted Resolution No.
2004-25501 authorizing the City Manager to negotiate with CDM, the top ranked firm responding to the
Request for Proposals (RFP) to provide the Public Works Department a complete Infrastructure
Management System (lMS). The IMS is composed of two systems, a Computerized Maintenance
Management System (CMMS) and a Geographic Information System (GIS). The CMMS was awarded to
CDM in June 8, 2005 and became operational on April 1 , 2006.
The multi-department negotiating team (IT, Procurement, Public Works) continued meeting to determine
the best method of acquiring GIS data. It was determined that by using survey data acquired from the
recent Neighborhood Improvement Program, supplemented by digital orthophotographs and existing
utilities atlas maps, an effective GIS database can be created throughout the City with field survey
accuracy.
Upon deciding the best methodology, negotiations began with CDM. Four proposals were submitted. The
initial proposal, including full field survey, was in excess of $3 million. After five months of refining the
scope of work and negotiating costs, the City negotiating team accepted CDM's best and final offer of
$850,000. Outside resources assisted the negotiating team in evaluating the CDM proposals and arriving
at a fair and reasonable cost for the agreed to scope of services. CDM represents the best value solution
for the City's GIS initiative.
The Administration recommends adoptinq the Resolution.
Advisory Board Recommendation:
Financial Information:
Amount Account Approved
Source of 1 90,000 Stormwater Fund Retained
Funds: Earninas
2 180,000 Water & Sewer Fund
Retained Earninqs
3 277 ,250 Water Acct
425.0410.000674
4 277 ,250 Sewer Acct
425.0420.000674
Stormwater Accl.
5 277,250 427.0427.000674
aSPI
Total 1,101,750
Financial Impact Summary:
City Clerk's Office Legislative Tracking:
I
Si n-Offs:
Department Director
,--;:
Manager
City Manager
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MIAMI BiEACH
AGENDA ITEM
DATE
P/7 G-
(, -7-0(;
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MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor David Dermer and Members of the City Commission
FROM:
Jorge M. Gonzalez, City Manager
p
DATE:
June 7, 2006
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, APPROVING AN AGREEMENT BETWEEN THE CITY
AND CAMP DRESSER & MCKEE INC. (CDM), IN THE AMOUNT OF $850,000, FOR
DIGITAL CONVERSION OF DATA FOR THE WATER DISTRIBUTION, SANITARY
SEWER COLLECTION, STORMWA TER CONVEYANCE, STREETS AND
STREETLlGHTING INFRASTRUCTURE; ALL TOWARD THE CONTINUING
DEVELOPMENT AND IMPLEMENTATION OF A GEOGRAPHIC INFORMATION
SYSTEM (GIS) PURSUANT TO RFP NO. 64-02/03 FOR THE INFRASTRUCTURE
MANAGEMENT SYSTEM (IMS); AUTHORIZING THE MAYOR AND CITY CLERK
TO EXECUTE AN AGREEMENT WITH CDM; AND FURTHER APPROPRIATING
FUNDS, IN THE AMOUNT OF $270,000, FROM THE WATER, SEWER AND
STORMWATER RETAINED EARNINGS TO COMPLETE THE FUNDING FOR THIS
CONTRACT; PLUS THE PURCHASE OF GIS RELATED EQUIPMENT AND
PROJECT CONTINGENCY.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
ANAL YSIS
The Mayor and Members of the City Commission at its February 25, 2004 meeting adopted
Resolution No. 2004-25501 authorizing the City Manager to negotiate with Camp Dresser &
McKee, Inc. (CDM), the top ranked firm responding to the Request for Proposals (RFP) to
provide the Public Works Department a complete Infrastructure Management System (IMS).
The IMS is composed of two systems, a Computerized Maintenance Management System
(CMMS) and a Geographic Information System (GIS).
The GIS part of the IMS was delayed awaiting the organization of an IT Steering Committee.
The Committee's first meeting was in December 2005 and the GIS Project was presented for
consideration and concurrence. The project was further delayed while the decision was made
as to the best method of collecting and converting survey points. A full field survey would take
approximately eighteen months, and cost an estimated $2 million. After identifying the source
documents and data available, The multi-department technical and negotiating team (IT,
Procurement, Public Works) determined that survey quality data was available from the
Neighborhood Improvement Program and conversion of that data, supplemented by digital
orthophotographs (high accuracy aerial photos) and existing maps and utility atlas maps, an
effective GIS can be created throughout the City with field survey accuracy.
Concurrent with this, in an effort to get the CMMS operational as soon as possible, the Mayor
and Members of the City Commission at its meeting on June 8, 2005 adopted Resolution No.
2005-25924 awarding the contract to CDM for installation and configuration of Cityworks CMMS
software. The system has been installed, training was conducted and Cityworks is operational
with over 1,000 work orders entered into the system since April 1 , 2006.
Contract Discussions
Upon deciding the best methodology for acquiring the GIS data, the multi-departmental
negotiating team and CDM began contract discussions with the focus on achieving the City's
goals and objectives of providing an initial GIS capability for all Public Works infrastructure and
later to be expanded into a Citywide GIS that will include multiple departments with a variety of
applications.
The Public Works Department led the discussions assisted by members of the Information
Technology Department and the City's Procurement Division. CDM submitted four proposals.
The initial proposal, including full field survey, was in excess of $3 million. CDM submitted their
best and final offer for the digital conversion of survey data and existing atlas maps on May 31,
2006, for $850,000. Several outside agencies were contacted to assist the City in evaluating
the proposed cost compared to the scope of work. These agencies consisted of other
municipalities, private industry and the American Public Works Association. Based on an
analysis of CDM's best and final offer by the negotiating team and outside agencies, the
Administration determined that CDM's offer is the best value solution for the City's GIS initiative.
It is important to note that CDM has established a long term relationship with the City and
realized the importance of a GIS in Miami Beach. During the negotiations' process, the City
was successful in lowering the proposed cost as presented to the City Commission from
$1,665,195 to $850,000, a savings to the City of $815,195.
Scope of Work
The primary focus of this contract is to perform digital conversion of over 164,500 features into
survey points. A feature is a manhole, streetlight or other item which becomes a survey point.
This will be accomplished utilizing scanned AutoCAD files that contain neighborhood CIP survey
data the City has obtained electronically from various consultants working on the neighborhoods
reconstruction projects, high definition orthographic aerial photography, atlas maps of the Sewer
System, scanned copies of sewer lateral cut sheets, and scanned copies of the atlas maps for
Water, Storm Water and Street light Systems. The features include:
Sanitary Sewer System................................ 38,400
Water Distribution System............................ 62,700
Storm Water Sewer System......................... 16,050
Street Lighting System................................. 22,100
Streets, Curbs, Sidewalk System ................. 25,190
This data represents an increase of approximately 45,000 features more than originally
envisioned. The scope of work to process the data information into GIS survey points involves:
· Checking the survey data and georeferencing all of the survey into one coordinate
system and one vertical datum. Georeferencing the surveys will allow the data to overlay
electronically over the correct position on the earth. A brief review of the surveys
indicates that not all of the data is georeferenced in the same coordinates. Similarly the
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vertical positions in the surveys must all be referencing the same starting point. This
review and adjustment is critical so that all of the data inputted is referenced to the same
x, y, and z starting point.
. Each network must be extracted onto one sheet for data scrubbing. This data must also
be carefully checked because it is contained in different layers in the AutoCAD file and
surveys from different consultants will contain their own specific method for storing the
data in the layers.
. The data is then inventoried and matched to the database attribute list. Missing
attributes will be taken from a data hierarchy list which ranks the data source with the
highest accuracy first. The completed scrub sheet will be then given to the data entry
technician for input into the GIS.
For the areas not covered by survey, CDM will use the new Miami-Dade County orthophotos
which will give a higher level of accuracy. All features, or data survey points, will include a
notation for where the positional data was taken so that the City can update any non-survey
data with survey data as it becomes available.
In the event that a feature or survey point cannot be digitized and cannot be recognized from
other sources, the agreement offers the ability to conduct field surveys which will consist of
crews going into the field with GPS data collection devices and recording the features. CDM
has offered that service at a negotiated cost of between $9.00 and $20.00 per point. The cost is
dependent on the complexity of the survey and the i:Ilttributes required for that particular feature.:.
Proiect ManaQement
CDM's project management office consists of the following:
Single Point of Contact (SPOC)
Staffed by a senior certified project manager
The designation of a Project Manager who has the authority to make key financial,
legal, operational and other decisions required for compliance with the contract terms
The delivery of routine program and projiect status reports to the City. These status
reports must include:
Date of report
Summary of program and/or project status
Items completed during last reporting period
Items planned for next reporting period
Issues and risks identified
Mitigating factors for issues and risks identified
Project schedule, timeline, tasks, owners
The designation of an issue resolution process, which is to include the names and
contact information of personnel from the SPOC to the executive sponsor, the types
of issues requiring resolution, timeframes, and other parameters.
Qualitv Assurance
The data conversion will have a confidence rating of 95%. The confidence rating of 95% is the
recommended standard set by the American National Standards Institute (ANSI). The digitized
data will be subjected to a repeatability of measurement, or capture, from the sources for those
structures checked. The final quality assurance test will ensure all work products will assess the
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data correctly and demonstrate performance in mapping and locating specific points.
Specifically:
Automated Qualitv Assurance Testinq - Automated programs will be applied repeatedly
to the data during the conversion process. Any discrepancies identified during the tests
will be corrected and the tests will be repeated until the data passes without errors.
Random Sample Qualitv Assurance TestinQ - Specifications, procedures and software
will be developed to select a random sampling of features and attributes from each
deliverable data set.
Test Data
The Consultant will prepare a 4-6 block area for sanitary sewer and streets networks for delivery
to the City. This test area will test the methodology and the operational application of the data.
Once the operational applicability of the data is confirmed the entire City will be completed.
Warranty
For a period of one year commencing on the City's final acceptance of the Network data, COM
shall, at no cost to the City re-perform any of its services required as a result of COM's failure to
meet its warranty obligations.
Proiect Schedule
COM's project deployment schedule will provide the City with an initial operational GIS sewer
network capability in October 2006. Other networks will become operational at approximately
60 day intervals. The table below illustrates the project schedule:
J I A
S t Ot N
D
J
Fb M
A
M
Program Coordination
Data Conversion
Sewer
Water
StormWater
Street Lighting
Streets
uly ug epl c ov ec an e ar pr av
FundinQ
Funds for IMS were budgeted in the Water, Sewer and Stormwater Funds over a period of four
fiscal years
There is a current fiscal year funding balance in the amount of $831,750 available for the GIS
Project. An appropriation of $270,000 from the Water/Sewer and Stormwater Enterprise Funds
Retained Earnings complete the funding for the GIS contract and to purchase equipment
associated with the GIS program and project contingency. The equipment includes upgraded
computers, handheld field devices, GIS Survey Devices and miscellaneous small equipment
items. The contingency would be primarily for field survey of features the do not convert to
digital data or are not recognizable on photos, atlas maps.
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CONCLUSION
A GIS will be one of the most useful operational tools available to the City. It will record and
catalog information relative to a specific point on a digital map and enable the user to obtain site
specific information on practically any subject area that can be plotted geographically. This is a
Citywide project. Once it is established and operational within the Public Works Department
other departments will be able to create their own layers of information and data specific to their
requirements and disciplines.
The Administration recommends approving the Agreement between CDM and the City, for the
development of a Geographic Information System (GIS); in the base estimated amount of
$850,000 and appropriate $270,000 from the Water, Sewer and Stormwater Enterprise Fund
Retained Earnings.
T:\AGENDA\2006\jun0706\RegularlGIS Contract Award Memo.doc
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