00-24 Resolution No. 00-24
RESOLUTION
AUTHORIZING EXECUTION OF AMENDMENT NO. 1 TO AN AGREEMENT FOR
ENGINEERING SERVICES WITH CAMP, DRESSER & MCKEE FOR AN UPDATE
OF THE WATER DISTRIBUTION GEOGRAPHIC INFORMATION SYSTEM
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that pursuant to Elgin Municipal Code Section
5 . 02 . 020B (6) the City Council hereby finds that an exception
to the requirements of the procurement ordinance is necessary
and in the best interests of the city; and
BE IT FURTHER RESOLVED that Joyce A. Parker, City
Manager, and Dolonna Mecum, City Clerk, be and are hereby
authorized and directed to execute Amendment No . 1 to an
Engineering Services Agreement on behalf of the City of Elgin
with Camp, Dresser & McKee for an update of the water
distribution Geographic Information System, a copy of which is
attached hereto and made a part hereof by reference .
s/ Ed Schock
Ed Schock, Mayor
Presented: February 9, 2000
Adopted: February 9, 2000
Omnibus Vote : Yeas 5 Nays 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
p
AMENDMENT NO. 1
TO
AGREEMENT FOR ENGINEERING SERVICES
This first contract amendment is hereby made and entered into
this /e '61-4, day of Cie-ALL , 2000, by and between the City of
Elgin, Illinois, a municipa corporation (hereinafter referred to
as "CITY") , and Camp Dresser & McKee (hereinafter referred to as
"ENGINEER") .
WHEREAS, the parties hereto have previously entered into an
agreement, dated February 3, 1998 (Hereinafter referred to as
"AGREEMENT") , a copy of which is attached hereto and made a part
hereof "A" by which CITY has engaged ENGINEER to perform certain
engineering services related to the water department geographic
Information Systems; and
WHEREAS, the parties hereto have each determined it to be in
their best interests to amend said agreement to expand the scope
of Engineer' s services pursuant to said agreement to provide
assistance in updating water distribution geographic information
system, prototype a field portable maintenance information
system, develop data maintenance tools and process, assist in the
selection and implementation of work order management system
process and reference service connection locations to geographic
information system (GIS) database; and
WHEREAS, the parties hereto have each determined it to be in
their best interests to amend and modify Agreement pursuant to
the terms and provisions of this first contract modification
agreement .
NOW, THEREFORE, for and in consideration of the mutual
undertakings as contained herein, and other good and valuable
consideration, the receipt and sufficiency of which is hereby
acknowledged, the parties agree to amend the original Engineering
Services Agreement between them dated February 3, 1998 , as
follows :
1 . That SECTION I - SCOPE OF SERVICES be and is hereby amended by
adding the following additional services thereto:
Under this project the ENGINEER shall update City of Elgin water
distribution geographic information system, develop a prototype
field portable maintenance information system, develop data
maintenance tools and process, assist in the selection and
implementation of work order management system process, and
reference service connection locations to the geographic
information system (GIS) database .
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Task 1 - Develop Data Maintenance Tools and Processes
This task will develop a process by which City staff can update
and maintain the GIS data. This will consist of a set of editing
tools built in the ArcView and ARC/INFO environment and a
documented set of procedures . In addition the Engineer shall
assist the City to establish a schedule to update system data
insuring that the accuracy of City mapping will be consistent and
timely. The following steps will be addressed:
1 . 1 Develop GIS tools and procedures to update and maintain
maps . (Develop methods for updating ARC/INFO and ArcView
features, create Standardized input tools for new data,
develop database maintenance procedures to assure integrity,
completeness, positional accuracy, lineage, and maximum
usability.
1 . 2 Develop procedures and protocols with City Staff to identify
when and where updates should occur (Schedule time frames
for the maintenance to occur, assist with creation of
methods to notify changes) .
1 . 3 Document QA/QC procedures for updates (Create a data
maintenance audit trail, assist with development of QA/QC
procedures) .
1 . 4 Provide 1 day of on-site training and 8 hours of telephone
support on data maintenance
Task 2 - Update City Water GIS.
The ENGINEER shall assist in updating of the project geographic
information to include :
2 .1 Geographic Coverages: Update geographic information to
current systems status . Water network line and point
features shall be updated to reflect changes since Phase I .
2 .2 Database Design: Update database design based on the
geographic coverages . The database design will be updated to
reflect changes in the water system. ENGINEER shall define
additional GIS layers needed in the database, the data
types to be used to model geographic features, table
structures, field definitions, and symbology.
Task 3 - Select and Implement Work Order Management System and
Processes
ENGINEER shall assist in the selection and implementation of a
comprehensive Citywide system for maintenance management . The
selected system will provide all departments within the City with
flexibility to adapt the system to the future needs and changes
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a
in processes or procedures due to new ordinances, management
mandates, and increases in the system demand. The system will
build on the present geographic water system information. City
currently uses HTE Work Order and Facility Management . The
existing HTE system will be the primary vender considered for
this Maintenance Work Order Management System.
ENGINEER shall assist in the selection and implementation of a
Citywide work order management system. Candidate software
packages will be recommended and vendors asked to demonstrate
their products . At the core of the infrastructure management
system will be a network model . This network model will be used
to organize, store, retrieve, and analyze attribute data such as
inventory, maintenance history, customer inquiries, inspections,
and emergency repairs .
ENGINEER shall coordinate with the City to select potential
maintenance management software, develop evaluation criteria,
schedule/participate in presentations, and recommend package for
selection and implementation. The City will be responsible for
purchasing the selected maintenance management system software .
ENGINEER shall assist with the implementation of work order
management system.
3 . 1 Work Order and Geographic Information Process
3 . 2 Labor, material and equipment costs
3 . 3 Maintenance History
3 . 4 Work order system
3 . 5 Parts and material inventory
3 . 6 Reports
ENGINEER shall assist the City in developing processes to import
existing maintenance history data into the system and establish
procedures to add data on facilities as future maintenance is
performed.
Task 4 - Pilot Service Connection Locations to GIS Database
The City has approximately 25, 000 water service connections . The
conversion of the service records to a digital format has been
identified as a tool to improve the process of tracking and
storing this data . ENGINEER shall develop a pilot program to
convert this data to a digital format . Using 250 service
connections (1 percent) , The ENGINEER shall develop a pilot
application that allows for searching, viewing, and printing
these data records . Conversion of the full set of connection
records and expansion of the application for full functional use
will be part of a subsequent phase, not provided for under the
budget for this task.
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a
4 . 1 Source data:
4 . 1 . 1 Service connection records data, which has fields
for address, distance of connection from property
edge, and general comments about heading and
direction.
4 . 1 . 2 Water system ARC/INFO coverage
4 .2 Method:
4 .2 . 1 Create a text service description database that is
referenced by address . The database will be
created in MS Access and contain service street
address and service card locator description.
4 . 2 . 2 Service locator cards will be scanned and related
to street address of the service connection.
4 . 2 . 3 A point based geographic coverage showing the
proximity of the service connection to the water
main and address .
4 . 2 . 4 Link service points to text database service
descriptions and service card diagrams .
4 . 2 . 5 Perform a quality check on the information by
visually checking that the connections are located
on the water main that serves the address . Also
check correspondence between the address of the
service point versus the service card that
describes it .
During the pilot period, different approaches to storing and
retrieving this data may be tested. In addition, additional data
may be displayed along with the service connection. Upon
completion of the pilot, the ENGINEER shall prepare a summary of
recommended changes to the application and a budget/schedule for
conversion of the remaining service connection cards .
Task 5 - Develop and Deploy a Prototype Field Operations System.
A prototype field portable computer for viewing and evaluating
the water system geographic information will be developed and
tested under this task. The requirements are a rugged laptop
computer containing GIS software and a current version of the
water system data . Based on this, up to 5 specific field
applications will be developed and tested. The machine and
software will be tested on board a field supervisor' s truck under
various use conditions according to routine maintenance
operations for a period of two months . Tasks shall
include:
5 . 1 Prepare a hardware specification including brand name,
features and performance requirements . (acquire one
unit)
5 .2 Prepare a complete applications specification including
operating system, communications, cellular modem,
geographic information, document, spreadsheet and
\\CHISVR\COMMON RAGO\ELGINGIS2.DOC -4-
.
database management software . (load software on test
unit)
5 . 3 Create a field operations applications in ESRTM
ArcView. (up to five specific applications)
5 . 4 Provide documentation.
5 . 5 Integrate hardware and software with custom
applications .
5 . 6 Train selected field personnel on how to use the system
5 . 7 Accompany field personnel for three days of system use
for purposes of coaching system use and evaluating
applications .
5 . 8 Modify applications to meet needs identified in field
test .
5 . 9 Evaluate and report recommendations on continued or
expanded use of field portable data systems to include
equipment specifications, applications software and
training.
2 . That SECTION II - PAYMENT TO THE ENGINEER be and is hereby
amended by adding the following additional payments thereto:
A. 1 The CITY shall pay the ENGINEER for services under this
Agreement at direct hourly rate of personnel employed on
this PROJECT, and for outside services provided by other
firms or sub-consultants, the CITY shall pay the ENGINEER
the invoiced fee to the ENGINEER, as described in the task
breakdown listed below, with the total not to exceed One
Hundred Twelve Thousand Eight Hundred Seventy Dollars
($112, 870) regardless of the actual costs incurred by the
ENGINEER unless modifications to the scope of the work are
authorized in writing by the DIRECTOR.
A breakdown of the individual task is presented below:
Task 1 Data Maintenance Tools & Process $18, 860
Task 2 Update City Water GIS Database $15, 960
Task 3 Work Order Management System $30, 520
Task 4 Reference Service Connections Pilot $ 9, 000
Task 5 Field Operations System Prototype $38, 530
A.2 The CITY shall make periodic payments to the ENGINEER based
upon actual progress within 30 days after receipt and
approval of invoice . Said periodic payments for each task
shall not be made until the task is completed and accepted
by the DIRECTOR.
3 . That SECTION III - SCHEDULE be and is hereby amended by
adding the following additional schedule thereto:
The tasks described and added by amendment 1 to this agreement
shall be completed within the schedule below based on months from
the date of the notice to proceed:
\\CHISVR\COMMON\RAGO\ELGING[S2.DOC - 5 -
Task 1 Data Maintenance Tools & Process 2 months
Task 2 Update City Water GIS Database 4 months
Task 3 Work Order Management System 9 months
Task 4 Reference Service Connections 3 months
Task 5 Field Operations System Prototype 8 months
IN WITNESS WHEREOF, the undersigned have placed their hands and
seals upon and executed this AMENDMENT NO. 1 in triplicate as
though each copy hereof was an original and that there are no
other oral agreements that have been reduced to writing in this
statement .
For the CITY:
ATTEST: �f THE di OF ELGIN
B y t► s'� -�.4_ i `/V cA2 t� B y '! /Lc__
Dolonna Mecum 'o ceJParker,
City Clerk City Manager
(SEAL)
For the ENGINEER:
�l1 2660
Dated this / day of 7Gp6x,7 , A. D. , 1-44.9 .
ATTES -
By Actii4/).
(SEAL)
"OFFICIAL SEAL"
Adrienne Davis
Notary Public,State of Illinois
My Commission Expires Nov.17,2002
\\CHISVR\COMMON\RAGO\ELGINGIS2.DOC - 6-
<0 OF
Agenda Item No.
City of Elgin
OP"TEU $�'
January 14 , 2000
TO: Mayor and Members of the City Council
FROM: Joyce A. Parker, City Manager
SUBJECT: Agreement for Engineering Services
Camp, Dresser & McKee - Amendment No. 1
PURPOSE
The purpose of this memorandum is to provide the Mayor and members
of the City Council with information to consider awarding Amendment
No. 1 to the Agreement for Engineering Services with Camp, Dresser
& McKee, to update the City' s water distribution Geographic
Information System (GIS) .
BACKGROUND
em. The City of Elgin' s Water Department performs a broad range of
functions that require the use of mapping or other geographically
referenced information stored on maps, plans, and within existing
databases or hard copy paper files. In an effort to use and access
geographically referenced information more efficiently, the Water
Department wants to integrate its data with information maintained
by the City' s MIS Department to implement a functional Geographic
Information System (GIS) . The Water Department will use the GIS to
increase productivity and improve system record-keeping and
analysis abilities .
On December 17, 1997, the City Council awarded a contract for
engineering services to Camp, Dresser & McKee (CDM) , for Phase I of
the development of a customized Automated Mapping/Facility
Management/Geographic Information System (AM/FM/GIS) for the water
distribution system. Completed by CDM in 1999, Phase I of the
Water GIS project included converting existing "hard copy" system
maps into a digital format . The Water Department involved
representatives from Public Works, Engineering Division of Public
Works, MIS Department, and Fire Department in all aspects of Phase
I, and will continue to do so in Phase II .
C
ei"., Camp, Dresser & McKee
January 14 , 2000
Page 2
The initial agreement anticipated and outlined additional phases of
engineering services necessary to complete the project . Phase II
services include five tasks as follows :
Task 1 - Develop Data Maintenance Tools and Processes .
Task 2 - Update City Water Geographic Information System (GIS) .
Task 3 - Select and Implement Work Order Management System and
Processes .
Task 4 - Pilot Program for Adding Service Connection Locations to
GIS Database .
Task 5 - Develop and Deploy a Prototype Field Operations System.
Although not included in Amendment No. 1, Phase III is anticipated
to expand the pilot program for adding service connections to the
GIS data base (Task 4 of Phase II) throughout the system.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None .
INANCIAL IMPACT
A total of $119, 375 has been earmarked in the Water Department ' s
Budget (1999 - $112, 875 and 2000 - $6, 500) under appropriation
number 401-4002-771 . 30-03 , project number 409153 , to fund this
project . A budget adjustment will be necessary to carry 1999 funds
forward to 2000 .
LEGAL IMPACT
The Camp, Dresser and McKee Amendment No. 1 to the Agreement
requires an exception to the Procurement Ordinance pursuant to the
Elgin Municipal Code Section 5 . 02 . 0208 (6) . If the exception
procedure is utilized, a two-thirds vote of the City Council (five
votes) is required, with a finding by the City Council that an
exception to the requirements of the Procurement Ordinance is
necessary and in the best interest of the City.
ALTERNATIVES
None .
r
Camp, Dresser & McKee
January 14, 2000
Page 3
RECOMMENDATION
It is recommended that the members of the City Council authorize
the execution of Amendment No. 1 to the Agreement for Engineering
Services with Camp, Dresser and McKee, for an amount not to exceed
$112 , 870 .
Respectfully submi ed,
ce Parker
ity Manager
LED: PLB:mg S: \cowmemo\cowmemo. 00\jan26\01140114 . 300CDM-Amend#1 .wpd
Attachment
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