01-106 Resolution No . 01-106
RESOLUTION
AUTHORIZING EXECUTION OF AMENDMENT NO. 2 TO AN AGREEMENT FOR
ENGINEERING SERVICES WITH CAMP DRESSER & MCKEE FOR
THE GEOGRAPHIC INFORMATION SYSTEM
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Joyce A. Parker, City Manager, and Dolonna Mecum,
City Clerk, be and are hereby authorized and directed to execute
Amendment No. 2 to an Agreement for Engineering Services on
behalf of the City of Elgin with Camp Dresser & McKee to update
the city' s 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: April 25, 2001
Adopted: April 25, 2001
Omnibus Vote : Yeas 5 Nays : 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
AMENDMENT NO. 2
TO
AGREEMENT FOR ENGINEERING SERVICES
This second contract amendment is hereby made and entered into this 14 day of ,
2001,by and between the CITY of Elgin, Illinois, a municipal corporation(hereinafter refe ed 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 (GIS); and
WHEREAS,the parties hereto have on February 16, 2000 each determined it to be in their best
interests to further 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 GIS database; and
WHEREAS,the parties hereto have each determined it to be in their best interests to further amend
and modify Agreement pursuant to the terms and provisions of this second 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 further amended by adding the
following additional services thereto:
Under this project the ENGINEER shall modify the CITY of Elgin's water distribution GIS
system as detailed in the following tasks:
Task 1 —ESRI ArcView Training
The ENGINEER will provide a three-day ArcView training class for up to 10 people.
Training will be help on-site (at CITY's offices)using CITY's computers and data. 6 training
manuals will be provided.
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Task 2—Service Connection Locations to GIS Database
The ENGINEER will convert the full set of connection records and expansion of the application
for full functional use by the CITY using the procedures and format developed by the
ENGINEER in the pilot program which was completed by the ENGINEER over the past year.
The ENGINEER will geographically place the service connection Geographical Information
System(GIS)point on the srvcon.shp file. The location will be placed on the correct side of the
street in the approximate location of the parcel which will be in relation to the availability and
accuracy of the data used to place the service connection point. Service connection scanned
records will be linked to service connection point by a relational database key in a Microsoft
Access 2000. The following data will be collected for all service connection based on the
information found on the service connection cards: material of the pipe, diameter of the pipe,
date installed, date maintained, and number of services served.
2.1 Source Data:
2.1.1 Service connection records
2.1.2 Water system data;parcel data,tiger street data
2.2 Method:
2.2.1 The service connection location will be placed on the correct side of the street
and will be updated with a unique feature_id number. The srvcon shape file
dbf will then be updated with the following information based on the
availability derived from the service connection cards:
2.2.1.1 Feature Id: Unique relational database key
2.2.1.2 Material: Service pipe material
2.2.1.2.1 Based on a certified list of material provided by the CITY
2.2.1.3 Diameter: Service pipe diameter
2.2.1.3.1 Based on a certified list of diameters provided by the CITY
2.2.1.3.2 All diameters will be recorded in inches in a number decimal
format.
2.2.1.4 Date Installed: Date of oldest scanned image or last installation
2.2.1.5 Date_Maintained: Date of last maintenance
2.2.1.5.1 Date_Maintained may equal Date_Installed
2.2.1.6 Number Served:Number of addresses served by the service
connection
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2.2.2 The service connection cards will be scanned based on the following format:
2.2.2.1 Scan Resolution: 100 dpi
2.2.2.2 Image Width: 11 inches
2.2.2.3 Image Height: 8.5 inches
2.2.2.4 Orientation: Landscape
2.2.2.5 Format: JPEG
2.2.2.6 Naming Convention
2.2.2.6.1 File Name: <Image Address> - <Unique Number>
2.2.2.6.2 Number=Oldest: 1 —Newer: 2—etc
2.2.3 A record will be added to the wsrvcon_images Microsoft Access 2000 table
for each scanned image.
2.2.3.1 Feature id: The Feature id that the scanned service connection
card is related to.
2.2.3.2 St Number: Street Number from the service connection card
2.2.3.3 St Name: Street Name From the Service Connection Card
2.2.3.3.1 Check Address names against the certified street name list
provided by the CITY.
2.2.3.4 St Suffix: Street Suffix From The Service Connection Card
2.2.3.4.1 Check Address names against the certified street suffix list
provided by the CITY
2.2.4 Quality control will be a part of the of this task
2.2.4.1 A quality check on the service connection data will be done by
visually comparing the service connection card data against the
relational database.
2.2.4.2 A quality check on the service connection data will be done by
visually comparing the service connection card data against the
relational database.
Upon completion of this task,the ENGINEER shall install the application and data onto the field
computer and up to 5 more computers.
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Task 3—Update Water Network Data
The ENGINEER will update the CITY'S water network based on the list of updates provided
by the City's leak survey crew. The updates will be made using the Elgin Water
Maintenance ArcView application. Edits will be made on a per-sheet basis and delivered to
the CITY once each full sheet is completed.
2. That SECTION III - PAYMENT TO THE ENGINEER be and is hereby further
amended by adding the following additional payments thereto:
2.1 The CITY shall pay the ENGINEER for services under this second Agreement as
follows:
2.1.1 For Tasks 1 and 2, at the billed hourly rate of personnel employed on this
PROJECT based on attached billing rate, and for outside services provided by
other firms or sub-consultants,the CITY shall pay the ENGINEER the invoiced
fee to the ENGINEER. The total cost of Tasks 1 through 2 shall not exceed
Forty-seven Thousand Six Hundred Dollars ($47,600.00)regardless of the actual
costs incurred by the ENGINEER unless modifications to the scope of the work
are authorized in writing by the DIRECTOR.
2.1.2 For Task 3, The CITY shall pay $5.00 per geographic feature updated. There is
no upper-limit to this Tasks.
A breakdown of the individual task is presented below:
Task 1 ESRI ArcView Training $ 4,600.00
Task 2 Service Connection Locations to GIS Database $43,000.00
Task 3 Update Water Network Data $5.00/Feature Updated
2.2 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 work invoiced is acceptable by the DIRECTOR.
3. The tasks described and added by AMMENDMENT NO. 2 to this agreement shall be
completed within the schedule below based on months from the date of the notice to proceed:
Task 1 ESRI ArcView Training 3 months
Task 2 Service Connection Locations to GIS Database 2 months
Task 3 Update Water Network Data As-provided
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IN WITNESS WHEREOF,the undersigned have placed their hands and seals upon and executed this
AMENDMENT NO. 2 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: THE CITY OF ELGIN
By_________________________ By .,t a4 4
Dolonna Mecum Jo f e Par:1 r
CITY Clerk CITY Manager
(SEAL)
For the ENGINEER:
Dated this 4 day of ,A.D.,2001.
By � " sJ
Leon d M. Rago
6 7, � 0
Associate /13///eC / 0£10 _.
ATTEST: 9� i vLJZCI . C
By
(SEAL)
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City of Elgin Agenda Item No.
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April 2, 2001 G �[rrir g 1 ���01
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TO Mayor and Members of the City Council ,i d Iiw ,
FINANCIALLY STABLE CITY GOVERNMENT
EFFICIENT SERVICES,
FROM: Joyce A. Parker, City Manager AND QUALITY INFRASTRUCTURE
SUBJECT: Agreement for Engineering Services
Camp, Dresser & McKee - Amendment No. 2
PURPOSE
The purpose of this memorandum is to provide the Mayor and members
of the City Council with information to consider awarding Amendment
No 2 to the Agreement for Engineering Services with Camp, Dresser
& McKee, to update the City' s water distribution Geographic
Information System (GIS) .
BACKGROUND
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 the
development of a customized Automated Mapping/Facility
Management/Geographic Information System (AM/FM/GIS) for the water
distribution system. This phase of the project was successfully
completed by CDM in 1999 .
On January 26, 2000, the City Council authorized the Change order
No. 1 with Camp, Dresser, and McKee for engineering services to
develop data maintenance tools and procedures, update the Water
Department GIS System, help City staff to select and implement work
order management system, develop and deploy field operations
system, and to complete a pilot services connection location to GIS
system. This phase was successfully completed by CDM in 2000 .
, .
epo. Camp, Dresser & McKee
April 2 , 2001
Page 2
The initial agreement anticipated and outlined additional phases of
engineering services necessary to complete this project . These
services include three tasks as follows :
Task 1 : ESRI ArcView Training - The Engineer will provide a
three-day ArcView training class for up to 10 of the City
staff .
Task 2 : Services connection Locations to GIS Database - The
Engineer will convert the full set service connection
records for full functional use by the City using the
procedures and format developed by the Engineer in the
pilot program which was completed in 2000 .
Task 3 : Update Water distribution Data - The Engineer will update
the Water Distribution System based on the list of
updates that the City will be provided by the leak survey
firm.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None .
Pr-
FINANCIAL IMPACT
An amount of $85, 000 in the Water Department' s 2001 Budget under
appropriation number 401-4002-771 . 30-03 , project number 409153 , is
available to fund this project .
G IMPACT
None.
ALTERNATIVES
None .
r
(eft Camp, Dresser & McKee
April 2, 2001
Page 3
RECOMMENDATION
It is recommended that the members of the City Council authorize
the execution of Amendment No. 2 to the Agreement for Engineering
Services with Camp, Dresser and McKee, for an amount not to exceed
$47, 600 for task 1 & 2 and for Task 3 at $5 . 00 per Feature Update.
Respectfully submitted,
yce A . Parker
City Manager
Attachment
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