GIS UTILITY MAPPING PROJECT REQUEST FOR QUALIFICATIONS
Notice is hereby given that the City of Auburn is seeking a qualified Professional Surveying firm(s) to provide Professional Surveying services for the inventory of storm water, water, and sanitary sewer system infrastructure.
RFQ SCHEDULE
Proposals Submittal Deadline:
Tuesday, January 22, 2013 @ 2:00 pm CST
Proposals shall be submitted no later than 2:00 pm on the above date and addressed to: Bryan Patrick Wood City of Auburn Public Works 171 North Ross Street, Suite 200 Auburn, AL 36830 CONTACT INFORMATION
Bryan Patrick Wood, PE, PLS | Project Manager 334.501.3007 or
[email protected] The City of Auburn reserves the right to reject any or all proposals or portions thereof, to accept a proposal or portion thereof, and to waive any informality.
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TABLE OF CONTENTS I.
Project Background and Description
II.
Scope of Work
III.
Submission Requirements
IV.
Evaluation Criteria and Procedures
V.
Appendix A.
Data Structure
B.
Fee Schedule
C.
Sample City of Auburn Professional Services Agreement
D.
Sample Project Maps
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I. PROJECT BACKGROUND AND DESCRIPTION The City of Auburn (City) is seeking qualified Professional Surveying firm(s) for a general services contract whose services will then be used to collect existing storm water, water, and sanitary sewer system infrastructure throughout the City. The purpose of this document is to solicit qualifications from interested firm(s). The City intends to contract with one or more firm(s) who, in the opinion of the City, are most qualified to perform such work. BACKGROUND
The City of Auburn is home to Auburn University. It covers 58 square miles, with a population of 55,000. There are estimated 300 miles of water infrastructure, 300 miles of sewer infrastructure, 5500 sewer manholes, and 86 miles of storm pipe, 4,500 inlets, and 3,000 storm water junction boxes. The City has invested heavily in an enterprise GIS architecture capable of addressing the spatial and asset management needs for all municipal government services. Within this system the City has already collected a portion of these assets, but the inventory remains incomplete. In order to have a complete inventory the City is pursuing a complete, new inventory of water, sewer and storm water systems to be used within the City’s GIS for asset management, modeling, and other functions. PROJECT OBJECTIVE The objective for this project is to obtain an accurate inventory of water, sewer and storm water utility systems according to the below Scope of Work. To accomplish this, the City is seeking qualified Professional Surveying firm(s) for a general services contract. Under this contract selected firm(s) will be provided a task order for a specific Region of Interest (ROI) within which they will collect all assets related to an assigned system (water, sewer, or storm water). ROIs are defined by sub‐basins for each system and will be assigned based on the City’s need for asset data and weather, seasonal or environmental conditions. Each ROI could have between 100 and 1600 features needing to be collected. After completion and acceptance of deliverables, and at the discretion of the City of Auburn, the firm(s) may be provided another task order. This process will continue until completion of the project or the budget expires. It is the City’s intent to provide subsequent task orders to the firm(s) who completes each in a prompt and quality manor as defined under the Scope of Work. Once awarded a general services contract it is PAGE 3 OF 32
to the City’s discretion as to how many and which task orders a firm will be assigned. If the City feels the quality or responsiveness of the firm(s) does not meet its standards the firm(s) will not be assigned future task orders. The project is comprised of approximately 125 task orders (see Appendix D: for example Project Maps)
40 for Water 40 for Sewer 45 for Storm water
DELIVERABLES
Generally deliverables for each task order will be:
Completed inventory spreadsheet provided by the City. The spreadsheet is formatted for all the features and relevant attributes to be collected. As‐built AutoCAD (min 2007 version) drawing reflecting data in spreadsheet.
See Scope of Work for full details.
SCHEDULE
The anticipated schedule for firm(s) selection is: Proposal Phase
Date
RFQ is advertised and issued by the City January 2, 2013 Mandatory Pre‐proposal conference (DSB Meeting Room) January 10, 2013 ‐ 10:00 AM Deadline for submission of request for clarifications January 18, 2013 Proposals due January 22, 2013
II. SCOPE OF WORK PAGE 4 OF 32
The selected firm(s) shall perform all tasks necessary to complete the scope using standard of care and methods associated with providing surveying services, whether or not specifically listed in this RFQ. Services required to be performed by the firm(s) will include, but not limited by, the following major tasks: Meeting with City Staff to establish the task order ROI’s, schedule and requirements prior to starting field data collection. Prepare and maintain updated project schedules. Become familiar with City utility standards and specifications. Provide all equipment, software, hardware, labor, transportation, and scheduling water and sewer locates necessary to perform the required scope. Surveyor will not be responsible for mechanical clearing. Collecting/reviewing As‐Builts/drawings The following lists the deliverables expected for this project. This approach shall be followed in the Proposal: Submit completed database spreadsheet (provided) with required accurate information. The spreadsheet contains all of the information required as shown in Appendix A: DATA STRUCTURE. Provide completed as‐built AutoCAD (min 2007 version) drawing reflecting data in spreadsheet. Point identification on drawing shall correspond with spreadsheet facility ID’s. Logs/Field Notes (upon request if needed for QA/QC) WORKFLOW
Upon selection, the City shall offer the firm(s) a task order. The task order shall cover data collection of a specific utility system (water, sewer or storm water) within a particular Region of Interest (ROI). Unless given circumstances exist (such as, but not limited to, adverse seasonal conditions or an irregular distribution of features within the ROI) the budget will be based on the firm’s fee schedule and deadline will be ten (10) business days from the Notice to Proceed. After receiving an offered task order the firm(s) has five (5) business days to: 1. Accept the task order as offered by the City, 2. Negotiate with the City a modified cost and/or deadline, or 3. Reject the task order. The sequence and scope of task orders is non‐negotiable and set by the City. Upon approval under the first or second items above the City will provide the firm a Notice to Proceed. If the firm wishes to PAGE 5 OF 32
reject a task order they must do so with written justification. Inadequate justification may lead to disqualification from future task orders. With each task order, or at the request of the selected firm(s), the City will supply digital copies of all available drawings and as‐builts within the ROI, AutoCad drawings and/or GIS feature classes for reference. After a Notice to Proceed is given water and sewer locates will begin. During the data collection and processing phases of each task order, the City will aid in locating lost or difficult to reach features, respond to questions, and quality control data for accuracy. The firm will be provided a custom Microsoft Excel spreadsheet to document the surveyed features and complete their attribution. The purpose of the custom spreadsheet is to facilitate the integration of field data into the City’s database. The spreadsheet is therefore specific to the City’s database schema and may not be modified. Firms are instructed to complete the spreadsheet as‐is; modifications or deviations will not be accepted and will be returned to the firm(s) to correct at their expense. The completed spreadsheet and accompanying AutoCad drawings represent the task order deliverables. Upon receiving deliverables the City will field check up to 5 percent of delivered features for accuracy. After review, any features found in error or absent shall be resolved by the firm at their expense. Significant errors may result in the rejection of the task order deliverables. Payment will only be made after the acceptance of all deliverables per task order. After acceptance the City may take up to, but no more than, 10 days to process and commit deliverables into its database. Once processed, while funds exist, and the project remains incomplete, the City will
Offer the firm a subsequent task order, Issue a delay in task orders, or Dismiss the firm.
If offered a subsequent task order the above process repeats. If issuing a delay in task orders the City shall provide the firm a definitive time to begin reissuing task orders. If the City finds the firm’s work not meeting its quality standards, the firm’s failure to meet deadlines, or inability to correctly format deliverables the firm will be dismissed. PAGE 6 OF 32
STANDARDS
Field acquisition of data shall comply at a minimum with the following: All data shall be surveyed and certified by a licensed professional land surveyor (PLS) in the State of Alabama. All coordinates shall conform to the Alabama East State Plane (0101) Coordinate system referenced to the North American Datum (NAD) 83, (2011) EPOCH 2010 adjustments for horizontal control, the North American Vertical Datum (NAVD) 88 for vertical control, and the National Geodetic Survey (NGS) GEOID12A model. All measurements must be recorded in US survey feet (Northing and Easting) to the nearest one hundredth of a foot. All data collection features may be surveyed using traditional surveying methods or Real Time Kinematic (RTK) corrected Global Position System (GPS) methods. If traditional methods are used, datum shall be referenced to GPS control. When utilizing GPS surveying methods, the survey shall reference the following Alabama Department of Transportation (ALDOT) Continuously Operating Reference Station (CORS): CORS Name: ALA1 Auburn – ALA1 IP Address: 205.172.52.26 Port Number(s): 14301 – 14307 More information regarding the ALDOT CORS Network can be found at the following website: http://aldotcors.dot.state.al.us. All points that are collected utilizing GPS surveying methods (including control points) shall be submitted with the degree of accuracy listed for each survey point. Coordinates and measurements that are provided using GPS technologies shall be classified as either Critical (C) or Noncritical (NC) in terms of the degree of accuracy required for those survey points. Critical coordinates and measurements shall generally be considered as any points used for establishing control (horizontal and vertical) or for purposes of attaining vertical positioning of sanitary or storm sewer rim and invert elevations (including pump stations), or where horizontal or vertical tolerance of the specific feature is minimal. All Critical coordinates and measurements shall be provided with a degree of accuracy of no greater than +/‐ 0.03 feet (sub‐centimeter) with a minimum observation time of 30 epochs. All other GPS coordinates and measurements (horizontal and vertical) shall be considered Noncritical and shall in no case exceed a degree of accuracy of +/‐ 0.5 feet with a minimum observation time of 10 epochs. All GPS survey points shall be collected with a maximum Position Dilution of Precision (PDOP) value of 3. Attribution shall be correct and complete. Attribution may be per field observations or existing engineering documents.
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The City will generally accept deliverables from the firm where less than 1 percent of features are found to be in error. The City will return deliverables for the firm’s correction where more than 1 percent but less than 5 percent of features are in error. The City will reject all deliverables and require a resurvey of a task order where more than 5 percent of features are in error. Failure to correct a second time will result in the rejection of the task order and dismissal of firm. The required features and attributes are listed in Appendix A. The following notes are supplement information to the attribute tables: 1. Water Distribution Features: a. Water main locations are surveyed at finished grade based on utility locates (coordinates shall be provided every 100 feet minimum or as necessary to show bends, tees and curvature of the main alignment). (NC)
b. Water valve locations are center of valve box cover. (NC) c. Fire hydrant locations are surveyed in front of the hydrant steamer nozzle (defined as the largest connection port) at the finished grade elevation. (NC) d. Service lateral locations are typically at the center of the meter box or vault at the edge of the easement or ROW and as located to the connection at the main. (NC) e. Blow‐off and air release valve locations are at center of cover. (NC) 2. Waste Water Collection Features: a. Sewer manhole locations are at the center of cover. (C) b. Main line invert elevations are entering or exiting a manhole or entering a wet well, where specified, and include proper connectivity to the appropriate manhole Facility ID’s (service line connection elevations are not required). “Memphis tee” drop connections in a manhole shall only be recorded for the highest vertical connection. The WRM department will specify where invert elevations are required. Where invert elevations are not required, the surveyor is still responsible for providing connectivity in the spreadsheet to the appropriate manhole Facility ID’s. (C) c. Sewer gravity main locations are at all manholes. (C) PAGE 8 OF 32
d. Service lateral locations are at a clean out or stub out at the edge of the easement or ROW and as located to the connection at the main or manhole. (NC) e. Pump station wet well locations are at the center of cover. (C) f. Sewer force main locations are surveyed at finished grade based on utility locates (coordinates shall be provided every 100 feet minimum or as necessary to show bends, tees and curvature of the main alignment). (NC). g. Sewer force main valve locations are center of valve box cover. (NC) h. Sewer force main air release valve locations are center of cover. (NC) 3. Storm Water Features: a. Storm sewer manhole/inlet/junction box locations at center of cover. (C) b. Storm sewer headwall locations are the terminus of pipe at the invert. (C) c. All invert elevations are located entering or exiting the manhole/inlet or headwall, including proper connectivity to the appropriate manhole/inlet or headwall Facility ID’s. (C) d. Storm sewer main locations are only shot at each connecting feature or the terminus of the main. (C) RESPONSIBILITIES
The firm shall be responsible for providing the following in a manner consistent with the Scope of Work:
Provide oversight and certification by a currently licensed Professional Surveyor registered in the State or Alabama. Develop and document procedures to meet specifications as contracted. Maintain specified quality standards and documentation. Maintain source data security. Consult the City on all discrepancies and ambiguities prior to proceeding. Fix all compilation errors identified and rejected by the City. Provide all labor, materials, equipment, tools, etc. to perform the work. Deliver the products and services specified in this request within the agreed timeframe.
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Responsibilities of City of Auburn: With each task order the City will provide utility locates, drawings, as‐builts or other relevant digital data. Additionally the selected firms may request documents, plans and specifications and any other information that the City may have available which will be useful in the completion of the proposed work and shall assist the firm(s) as reasonably needed to successfully complete the tasks required. The City does not guarantee to have all requested items nor does the City guarantee accuracy of requested information. The City will respond to all submitted task order questions within two (2) business days. With due diligence the City will investigate and attempt to locate lost features in the field when requested by the firm(s). The City will complete quality control on all deliverables within ten (10) business days. Upon acceptance and processing of task order deliverables the City will offer a subsequent task order, issue a delay in task orders, or dismiss the firm. III. SUBMISSION REQUIREMENTS The Proposal response should be fully self‐contained, and display clearly and accurately the capabilities, knowledge, experience, and capacity of the Respondent to meet the requirements of the project and the RFQ. Respondents are encouraged to utilize methods they consider appropriate in communicating the required information. At a minimum, this will include submission of the information requested below: Firm Description Team Qualifications and Experience Resumes of Project Team Approach to Completing Scope of Work Fee Schedule References Firm and Professional Services Agreement/Insurance Undue Influence The selected Firm will also be required to obtain a City of Auburn Business License. Three bound copies (one of which must be marked as original) of the proposal should be submitted to the Public Works Department office at 171 North Ross Street, Suite 200, Auburn, AL 36830 no later than 2:00 pm by Tuesday, January 22, 2013.
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In order to be considered, all requested information shall be submitted. All material shall be presented in a succinct manner in the same order as presented in this RFQ. Facsimile, emailed or electronic format proposals are not acceptable. The City will not be responsible for proposals delivered to a person/location other than that specified above. A.
FIRM DESCRIPTION
a. Firm: Name, address, telephone number, FAX number, e‐mail address, website address (if available)
b. Year the firm was established. c. Primary contacts within the company: Title, telephone number and e‐mail address for each. Indicate which person will be the contact for the RFQ process. d. Number of employees in firm and office locations. e. List of pertinent equipment (GPS Equipment, Total Station, Data Collector, Software, etc.). B.
TEAM QUALIFICATIONS AND EXPERIENCE a. List of Lead Professional Personnel by Area of Expertise: Provide an organization chart describing the staff available to handle the desired work. Provide a brief, but detailed history of the number of years of experience with the current firm and other firms, education, professional registration/certifications, and qualified work experience relevant to the services requested. b. Who (and how many) staff will be working on this project. c. Current/Prior Experience with Municipal Projects: List up to three (3) projects, starting with the most recent, that the professional personnel of your firm have worked on in the past 5 years. Provide the year the project was performed, the name of the municipality/jurisdiction and location (city), the owner’s name, address, and contact name and phone number, e‐mail address and the scope of work performed. Other related experience may be included.
C. APPROACH TO COMPLETING SCOPE OF WORK a. What resources will your firm use to address this project: people, equipment, software, etc. PAGE 11 OF 32
b. Provide the tasks and narrative of how your firm will comply with the Scope of Work, and what special services and products your firm has to meet our needs and not exceed the agreement amount. c. A description of how the firm provides the desired services and quality control to assure adequate level of service and successful project completion and management. d. A statement indicating the firm is independent, properly licensed to practice in Alabama, and has no conflict of interest with regard to any other work performed by the firm for the City. e. Approach to dealing with changes & unforeseen conditions such as weather C. FEE SCHEDULE Provide an itemized fee schedule (on the form provided herein) that reflects the work proposed in the scope. The fee schedule shall be calculated on a per feature basis and shall be updated annually. Each feature is identified in Appendix B: FEE SCHEDULE. D. REFERENCES Provide three (3) references (names, addresses, phone numbers, e‐mail addresses and contact persons) for comparable work for your firm and for the team members. Provide a brief description and magnitude of services provided for each reference. E. PROFESSIONAL SERVICES AGREEMENT / INSURANCE Brief statement acknowledging the firm’s willingness to accept the attached City’s standard Professional Services Agreement as is, without modifications (see Appendix C). The selected firm(s) shall demonstrate that they can meet the City of Auburn insurance requirements. Please refer to the attached City of Auburn Standard Professional Services Agreement. F. CONDITIONS OF REQUEST AND REQUIREMENTS The following conditions apply to this RFQ:
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1. The City of Auburn (City) reserves the right to withdraw this solicitation of a proposal at any time without prior notice. Further, the City makes no representations that any agreement will be awarded to any firm submitting a proposal. 2. The City reserves the right to reject any and all proposals submitted in response to this request. 3. Any changes to the proposal requirements will be made by written addendum and included on the City of Auburn website. 4. In any event, the City shall not be liable for any pre‐contractual expenses incurred by any proposal or firm. This shall include pre‐contractual expenses such as preparing the Proposal, submitting the Proposal to the City, negotiating with the City on any matter related to the Proposal or other expenses incurred prior to the date of award for any agreement related to the services herein described. 5. No prior, current or post award verbal agreement(s) with any officer, agent or employees of the City shall affect or modify any terms or modifications of this RFQ or any contract or option resulting from this process. 6. The City reserves the right to waive any minor irregularities, informalities or oversights at its sole discretion. The term “minor” as used herein means any proposer or City irregularities or oversights that does not materially affect or alter the intent and purpose of this RFQ, and is not in violation of any State of Alabama or Federal Government rules, laws and regulations that may apply to this procurement. 7. The City has the right to negotiate fees with one or more firms. G. UNDUE INFLUENCE 1. All firms submitting proposals declare and warrant, on a separate attachment, that no undue influence or pressure is used against or in concert with any officer or employee of the City of Auburn in connection with the award or terms of Agreement that will be executed as a result of award of this contract, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the City of Auburn will receive compensation, directly or indirectly, from the firm, or from any officer, employee or agent of the firm, in connection with the award of the Agreement or any work to be conducted as a result of the Agreement.
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IV.
EVALUATION CRITERIA AND PROCEDURES
A. SELECTION TEAM The City will rate prospective firms for this work using only objective criteria based upon the information obtained from the Proposals. The City will appoint an ad‐hoc selection team (City staff) to screen proposals. The firms, in the opinion of the selection team, with the experience and qualifications as described in the Proposal to provide the required services will be selected. B. SELECTION CRITERIA The evaluation will consist of the following requirements, qualifications, and experience. The following criteria will be used in evaluating the submittals received in response to this RFQ: Background and experience of firm and personnel Previous work with the City of Auburn. Past performance and service on similar assignments/projects Firm’s quality assurance and control procedures Proposed approach to the Scope of Work and technical qualifications (staff who will actually work on the projects) Fee schedule D. SELECTION PROCEDURE Consideration of a prospective firm’s proposal will be made only if the prospective firm, in the City’s opinion, meets the minimum requirements of this RFQ. The City reserves the right to award a contract to the firm (or firms) that present the best qualifications and, in the City’s opinion, will best accomplish the results. Request for Supplemental Information: The City reserves the right to require, from any or all (firms), supplemental information that clarifies submitted materials. PAGE 14 OF 32
Questions: All questions regarding this solicitation should be directed to the City representative listed in this RFQ. Deadline for submission of request for clarifications is January 18, 2013 by addendum. Incomplete Proposals: Incomplete and/or unsigned submissions will not be considered. However, and at the City’s discretion, if a submission is incomplete, and if it appears that the omission can be corrected promptly, the affected firm may be contacted and offered the opportunity to complete the proposal and provide the required information within a prescribed period of time, which will not be extended. If a firm does not respond within the time stated, the Proposal will not be considered. Rejection of Submitted RFQ: Proposals that are not current, accurate, and/or completed accurately in accordance with the prescribed format shall be considered non‐responsive and eliminated from further consideration. Selection Process Termination: The City reserves the right to terminate the selection process, at any time, without making an award to any or all firms. Disqualification: Factors such as, but not limited to, any of the following may be considered just cause to disqualify a proposal without further consideration: Any attempt to improperly influence any member of the selection staff; Existence of any lawsuit, unresolved contractual claim or dispute between the firm and the City; Evidence of the firm’s inability to successfully complete the responsibilities and obligations of the proposal; and Firm’s default under any agreement, which results in termination of the agreement.
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V.
APPENDIX A. B. C. D.
Data Structure Fee Schedule Sample City of Auburn Professional Services Agreement Sample Project Map
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APPENDIX A: DATA STRUCTURE WATER DISTRIBUTION FEATURES: wMainPoint FacilityID Northing Easting Elevation Diameter Material Comment
NC unique number utility locate utility locate finished grade from City records from City records optional descriptor
wFitting FacilityID Northing Easting Elevation Diameter Material Type BendAngle Comment
NC unique number utility locate utility locate finished grade from City records from City records from City records and utility locate from City records and utility locate optional descriptor
wSystemValve FacilityID Northing Easting Elevation Diameter SubType ValveType Comment
NC unique number center of cover center of cover cover from City records (Valve Function) from City records from City records & visual inspection optional descriptor
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wHydrant FacilityID Northing Easting Elevation Manufacturer ManufacturerYear Comment
NC tagged hydrant number in front of 4-1/2" steamer nozzle in front of 4-1/2" steamer nozzle finished grade from hydrant from hydrant optional descriptor
wServiceBox FacilityID Northing Easting Elevation SubType CoverType CoverMaterial BoxMaterial DrainageType MeterCount Comment
NC unique number center of meter box or vault cover center of meter box or vault cover cover (Box Type) visual inspection visual inspection visual inspection visual inspection visual inspection visual inspection optional descriptor
wControlValve AirControl FacilityID Northing Easting Elevation Diameter ValveType Manufacturer Comment
NC unique number center of cover center of cover finished grade visual inspection visual inspection visual inspection optional descriptor
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WASTEWATER COLLECTION FEATURES:
sManhole FacilityID Northing Easting RimElev DSDepth ChamberSize Material ManholeDrop CoverDiameter CoverType GroundType Comment
C unique number center of cover center of cover cover measurement from rim to DS invert measurement visual inspection visual inspection measurement visual inspection visual inspection optional descriptor
sGravityMain USStructureID DSStructureID USDepth DSDepth USInvert DSInvert Diameter Material Comment
C ID of upstream sManhole ID of downstream sManhole measurement from rim to US invert measurement from rim to DS invert US Rim Elevation - US Depth DS Rim Elevation - DS Depth measurement from City records & visual inspection optional descriptor
sManhole - Pump Station FacilityID Northing Easting RimElev Depth ChamberDiameter Material ManholeDrop CoverDiameter CoverType Comment
unique number center of cover center of cover cover measurement from rim to floor measurement visual inspection visual inspection measurement visual inspection optional descriptor
C
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sLateralPoint FacilityID Northing Easting Elevation Diameter Material Comment
NC unique number utility locate or “s” on curb utility locate or “s” on curb finished grade from City records from City records optional descriptor
sCleanOut FacilityID
NC unique number cleanout at edge of ROW or easement cleanout at edge of ROW or easement cleanout visual inspection visual inspection optional descriptor
Northing Easting Elevation Diameter Material Comment sForceMainPoint FacilityID Northing Easting Elevation Diameter Material Comment
NC unique number utility locate utility locate finished grade from City records & visual inspection from City records & visual inspection optional descriptor
sSystemValve ForceMain FacilityID Northing Easting Elevation Diameter SubType Comment
NC unique number center of cover center of cover cover from City records (Valve Type) from City records optional descriptor
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sControlValve AirControl FacilityID Northing Easting Elevation Diameter ValveType Manufacturer Comment
NC unique number center of cover center of cover finished grade visual inspection visual inspection visual inspection optional descriptor
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STORM WATER FEATURES: swStructure-Inlet FacilityID Northing Easting RimElev Type Comment
C unique number center of cover center of cover cover from visual inspection optional descriptor
swStructure- JB FacilityID Northing Easting RimElev Comment
unique number center of cover center of cover cover optional descriptor
swHeadwall
C
FacilityID Northing Easting Elevation Type RipRap Comment
unique number pipe invert pipe invert pipe invert from City records & visual inspection from visual inspection optional descriptor
swPipe
C
USStructureID DSStructureID USDepth DSDepth USInvert DSInvert
ID of upstream structure ID of downstream structure measurement from rim to US invert measurement from rim to DS invert US Rim Elevation - US Depth DS Rim Elevation - DS Depth from City records & visual inspectionmeasurement from City records & visual inspection optional descriptor
Diameter Material Comment
C
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APPENDIX B: FEE SCHEDULE
WATER DISTRIBUTION FEATURES: ITEM NO. DESCRIPTION 1 wMainPoint 2 wFitting 3 wSystemValve 4 wHydrant 5 wService 6 wControlValve - AirControl
UNIT COST PER FEATURE
WASTEWATER COLLECTION FEATURES: ITEM NO. DESCRIPTION 7 sManhole (Developed Area) 8 sGravityMain (With Inverts) 9 sManhole - Pump Station 10 sLateralPoint 11 sCleanOut 12 sForceMainPoint 13 sSystemValve - ForceMain 14 sControlValve - AirControl
UNIT COST PER FEATURE
STORM WATER FEATURES: ITEM NO. DESCRIPTION 14 swStructure-Inlet 15 swStructure-JB 16 swStructure-HW 17 swPipe (With Inverts)
UNIT COST PER FEATURE
SUPPLEMENTAL STANDARD HOURLY RATES ITEM NO. DESCRIPTION A Professional Licensed Surveyor B Survey Crew – 2 Man C Survey Crew – 3 Man D CAD/Processing Technician E Other_______________________
HOURLY RATE
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APPENDIX C: SAMPLE CITY OF AUBURN PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT made and entered into on this ________ day of _____________________, 2013, by and between , hereinafter called the Firm and the City of Auburn, Alabama, hereinafter called the City; WHEREAS, the City desires to engage the Firm to provide professional services for the GIS UTILITY MAPPING PROJECT WHEREAS, the Firm desires to accept such engagement, upon and subject to the terms and conditions of this Agreement; NOW, THEREFORE, in consideration of the mutual covenants contained herein, the City and the Firm hereby agree as follows: ARTICLE 1 ‐ ENGAGEMENT AND SCOPE 1.1 The City hereby engages the Firm to provide professional services in accordance with the Contract Documents (defined in Section 4.1 hereof), including the Firm's "Proposal", which is attached hereto and made a part hereof, with respect to Consulting Services for the project named above, and the tasks described in Section 1.2 hereof (the "Work"), and the Firm hereby accepts such engagement, upon the terms and conditions hereinafter set forth. 1.2 The Firm shall provide, furnish and perform all necessary labor and services and provide and furnish all necessary supplies, materials and equipment required to complete the Work in accordance with the Contract Documents. The Work to be done shall include the following: AS OUTLINED IN ATTACHED PROPOSAL. 1.3 If the Firm is of the opinion that any services requested hereunder are beyond the scope of the Work as provided in the Contract Documents, the Firm shall promptly notify the City in writing of such opinion and the reasons for the same, with specific references to the Contract Documents. 1.4 No additional services beyond the scope of the Work as provided in the Contract Documents shall be performed by the Firm unless the City shall, in writing, have specifically directed such services to be performed, and a Change Order (hereafter defined) shall have been PAGE 24 OF 32
signed by the City and the Firm. In the event of noncompliance with the foregoing, the Firm shall neither have nor make any claim for additional compensation by reason of a claim for additional services. 1.5 The term "Change Order" as used herein is a written order to the Firm, issued and signed by the City after execution of this Agreement, authorizing a change in the Work. Unless the Firm requests a modification in such Change Order, the Firm shall sign the Change Order and return a copy thereof to the City within ten (10) business days after it has received the same. The Firm shall have ten (10) business days from its receipt of a Change Order within which to request a modification thereto. Failure of Firm to respond to a Change Order within such ten (10) day period shall be deemed to signify Firm's acceptance of such Change Order as if Firm had signed the same without modification. If Firm requests a modification of a Change Order, the City shall have ten (10) business days from receipt of such request to accept such modification in writing. If not so accepted, such request is deemed to be rejected. ARTICLE 2 ‐ TERM AND FORCE MAJEURE 2.1 Subject only to Change Order(s) or the provisions for termination set forth in Article 10 below, the Firm shall commence the work within days after the date of this Agreement and shall complete the same within months thereof, unless extended by the project manager. 2.2 If the Firm is delayed at any time in the progress of the work by labor disputes, fire, adverse weather conditions not reasonably anticipated, unavoidable casualties, or any other causes beyond the Firm’s control and without the fault or negligence of Firm, the Firm shall prepare and submit to the City within five (5) calendar days of the occurrence a written report of its assessment of the occurrence and any proposed amendment to the Term. The Firm shall proceed with due diligence to alleviate any such delay and shall continue in the performance of its obligations hereunder. The City may determine, in its sole discretion, after the receipt of such notice of delay from the Firm, whether to terminate this Agreement in accordance with Article 12 hereof or extend the Term by Change Order for such time as the City may determine. ARTICLE 3 ‐ COMPENSATION AND METHOD OF PAYMENT 3.1 The City shall pay the Firm a fee for completion of the work determined in accordance with the Fee Schedule. The fee payable to the Firm hereunder shall be in accordance with the Fee Schedule unless the Firm has requested, and the City has authorized in writing, an increased amount. Should the Firm anticipate exceeding the Fee Schedule, the Firm shall notify the City in writing and request a Change Order stating in detail the reasons why the Fee Schedule will be exceeded and the Firm's best estimate of the number of hours and additional expenses the Firm will require in order to complete the work. If a request to increase the Fee Schedule is made but not accepted, the Firm shall still be obligated to continue providing
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services until the work is completed. If the City and the Firm agree upon a modification to the Fee Schedule, a Change Order shall be issued with respect thereto. 3.2 The Firm shall submit an invoice to the City for the Work performed upon completion of the project task. Each such invoice shall also contain the Firm's certification that the task or portion of the Work described in the invoice has been completed in accordance with the Contract Documents, that the amount of all items due has been paid, and that the amount of such invoice is due to the Firm. 3.3 Prior to the payment of the invoice, the City will review the data provided by the Firm. This may include spot checking points with RTK GPS to verify accuracy of the survey and checking the drawings by site inspection of the project area. The Firm will be required to correct any errors to inaccuracies discovered by the City at no additional cost to the City. Once all discrepancies are corrected the City shall pay the full amount of the invoice within thirty (30) days. If, however, the City objects to all or any portion of any invoice, the City shall so notify the Firm of the same, stating the reasons for the objection. The City shall be entitled to withhold payment of any amounts in dispute. The parties shall immediately make every effort to settle any disputed portion of the invoice. ARTICLE 4 ‐ CONTRACT DOCUMENTS 4.1 The Contract Documents consist of this Agreement, Firm’s proposal, RFQ and attached Exhibit(s), all Amendments and all accepted Change Orders. The intent of the Contract Documents is to include all items necessary for the proper execution and completion of the Work. The Contract Documents are complementary, and what is required by anyone shall be deemed to be required by all. In the event of any conflict between the terms of this Agreement and the other Contract Documents, the terms of this Agreement shall control. ARTICLE 5 ‐ CITY RESPONSIBILITIES 5.1 The City shall direct its officers, agents, other consultants and employees to render all reasonable assistance and provide available data to the Firm in connection with its performance of the Work under this Agreement. The City agrees to furnish to the Firm copies of any previous reports, data and drawings which may be available and are pertinent to the Work. All such data provided shall remain the property of the City and shall be returned to the City promptly. 5.2 The City shall respond to all submitted task order questions within two (2) business days. 5.3 With due diligence the City shall investigate and attempt to locate lost features in the field when requested by the Firm(s). PAGE 26 OF 32
5.4 The City shall complete quality control on all deliverables within ten (10) business days. 5.5 Upon acceptance and processing of task order deliverables the City shall immediately offer a subsequent task order, issue a delay in task orders or dismiss the firm. ARTICLE 6 ‐ FIRM'S REPRESENTATIONS, WARRANTIES AND RESPONSIBILITIES 6.1 The Firm represents and warrants to the City that it has the authority to enter into this Agreement and to perform the Work, and that it is licensed to do business within the City of Auburn and authorized to conduct business in the State of Alabama. The Firm further represents and warrants that all Work performed by it hereunder (a) will be in conformance with the terms of the Contract Documents; (b) will be performed in a skillful and workmanlike manner; (c) will be performed by the proper number of experienced, skilled and licensed personnel, qualified by education and experience to perform their assigned tasks; and (d) will conform to the standard of care, skill and diligence exercised by professional Surveyors performing the same or similar services. Firm is responsible for making an independent evaluation and judgment of all conditions affecting performance of the work, including without limitation applicable federal, state, and local laws and regulations, and all other contingencies or considerations. Firm’s responsibilities under this section shall not be delegated. Firm shall be responsible to City for acts, errors, or omissions of Firm’s. Firm is responsible for making an independent evaluation and judgment of all conditions affecting performance of the work and shall prepare plans, reports, and/or other work products in such a way that additional costs will not be incurred beyond a project budget approved or amended by the City Manager or his or her designee. Whenever the scope of work requires or permits review, approval, conditional approval or disapproval by City, it is understood that such review, approval, conditional approval or disapproval is solely for the purposes of administering this Agreement and determining whether the Firm is entitled to payment for such work, and not be construed as a waiver of any breach or acceptance by the City of any responsibility, professional or otherwise, for the work, and shall not relieve the Firm of responsibility for complying with the standard of performance or laws, regulations, industry standards, or from liability for damages caused by negligent acts, errors, omissions, noncompliance with industry standards, or the willful misconduct of Firm. 6.2 The Firm shall at all times enforce strict discipline and good order among its employees and shall not employ for the Work (a) any person, firm or corporation not skilled and licensed, if required, in the task assigned to him, or (b) anyone who might endanger himself, others or the PAGE 27 OF 32
project. The Firm shall be responsible to the City for the acts and omissions of its employees, agents, and other persons performing any of the Work for the Firm. The City reserves the absolute right to require the immediate removal of any such unskilled, untrained or unfit person, firm or corporation from participation in the Work. ARTICLE 7 ‐ PROTECTION OF PERSONS AND PROPERTY 7.1 The Firm agrees to advise fully all of its employees and others working for the Firm concerning environmental, safety and health procedures required by applicable state or federal law, regulation or order or required by the City; and to take the steps necessary to assure that such procedures are complied with. ARTICLE 8 ‐ INSURANCE AND HOLD HARMLESS AGREEMENT The Firm will be required to provide certificates of insurance showing that it carries, or has in force, automobile liability insurance, general liability insurance, professional liability insurance, and workers’ compensation insurance. Limits of liability for automobile liability insurance shall be, at a minimum, $1,000,000.00 combined single limit. Limits of liability for general liability insurance shall be, at a minimum, $1,000,000.00 per occurrence, $1,000,000.00 personal and advertising injury, $1,000,000.00 general aggregate and $1,000,000.00 products/completed operations aggregate. General liability insurance will include coverage for contractually assumed liability. Limits of liability for professional liability insurance shall be, at a minimum, $1,000,000.00 per occurrence/claim and $1,000,000.00 aggregate. If the general liability insurance and/or the professional liability insurance is on a claims‐made basis, the Firm will maintain coverage in force for a period of two (2) years following completion of the work specified in the Agreement at the limits of coverage specified in this paragraph. Workers’ compensation insurance shall provide statutory workers’ compensation coverage and employers’ liability coverage with limits of, at a minimum, $500,000.00 each accident, $500,000.00 disease – each employee and $500,000.00 accident, $500,000.00 disease – policy limit. The Firm is responsible for the payment of any deductibles or self‐insured retentions. The Firm’s insurance is primary. The certificate of insurance shall provide the City with the same written notice of cancellation the Firm receives of any of the coverage named in said certificate. The City will be named as an additional insured under the Firm’s general liability insurance and automobile liability insurance policies. The Firm agrees, to the fullest extent permitted by law, to indemnify, defend and hold harmless the City, its officials, representatives, agents, servants, and employees (collectively, City) from and against any and all claims, actions, lawsuits, damages, judgments, liability and expense, including reasonable attorneys' fees and litigation expenses, to the extent caused by the Firm’s PAGE 28 OF 32
negligent performance of the work under this Agreement and that of its sub‐consultants or anyone for whom the Firm is legally liable. This obligation will survive the payment of any losses by the Firm’s insurance company. ARTICLE 9 ‐ TERMINATION 9.1 If either party is of the opinion that the other party has breached the terms of Agreement, it may give the other party thirty (30) days written notice of such breach. The other party shall have thirty (30) days to cure such breach and if it fails to do so, and it has in fact breached the Agreement, then the party giving such notice may terminate this Agreement. Upon completion of the Work, as accepted by the City, or upon receipt of the aforesaid notice of termination, Firm shall deliver to the City all of the following: (a) All drawings, documents, reports and all other work relating in any way to any portion of the Work. The work product, including without limitation, all writings, work sheets, reports, recordings, drawings, files, detailed calculations and other work products, whether complete or incomplete, of Firm resulting from services rendered pursuant to this Agreement, shall become the property of City. Firm agrees that all copyrights which arise from creation of the work under this Agreement shall be vested in the City and waives and relinquishes all claims to copyright or other intellectual property rights in favor of the City. City acknowledges that its use of the work product is limited to the purposes contemplated by the scope of work and that the Firm makes no representation of the suitability of the work product for use in or application to circumstances not contemplated by the scope of work. Documents submitted to the City in electronic format shall be formatted according to specifications provided by the City, or if not otherwise specified, in Microsoft Word, Excel, PowerPoint or other Microsoft Office Suite (2010) format as appropriate for the particular work product or, if directed by the City Representative in Adobe Acrobat PDF format. (b) Executed Release of Liens and Claims by stating that all bills have been paid and no claims exist against the City. (c) Final itemized invoice for payment. The Firm shall be paid for services performed in accordance with the Contract Documents to the date of termination less any setoffs which the City may have. ARTICLE 10 ‐ MISCELLANEOUS 10.1 Firm shall only take instructions from the person or persons who are authorized in writing by the City to give the same. 10.2 The Work shall be performed by Firm in such a manner and at such times so as to not interfere or interrupt the City's operations. PAGE 29 OF 32
10.3 This Agreement does not and shall not be construed to create any partnership or agency whatsoever. 10.4 This Agreement shall be subject to and governed by the laws of the State of Alabama. The Work and performance of same shall comply with all applicable City, county, state and federal codes, rules, regulations and orders. 10.5 Failure to insist upon strict compliance with any provision hereof shall not be deemed a waiver of such provision or any other provision hereof. 10.6 This Agreement may not be modified except by Change Order or written Amendment executed by the parties hereto. 10.7 The invalidity or unenforceability of any provision hereof shall not affect the validity or enforceability of any other provision. 10.8 Claims or lawsuits arising from this agreement will be filed in the Circuit Court of Lee County, Alabama, located in Opelika, Alabama or the Federal District Court for the Middle District of Alabama – Eastern Division located in Opelika, Alabama. 10.9 Firm may not assign this agreement without the written permission of the City. 10.10 During the performance of services under this Agreement, Firm may gain access to and use City information regarding, but not limited to, procedures, policies, training, operational practices, and other vital information (hereafter collectively referred to as "City Information") which are valuable, special and unique assets of the City. Firm agrees that it will not use any information obtained as a consequence of the performance of services under this Agreement for any purpose other than fulfillment of Firm’s scope of work , to protect all City Information and treat it as strictly confidential and proprietary to City, and that it will not at any time, either directly or indirectly, divulge, disclose or communicate in any manner any City Information to any third party, other than its own employees, agents who have a need for the City Information for the performance of services under this Agreement, without the prior written consent of City, or as required by law. Firm shall treat all records and work product prepared or maintained by Firm in the performance of this Agreement as confidential. A violation by Firm of this section shall be a material violation of this Agreement and will justify legal and/or equitable relief. Firm’s obligations under this section shall survive the completion of services, expiration or termination of this Agreement.
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IN WITNESS, THEREOF the parties hereto have executed this agreement on the day and date written above in two (2) counterparts, each of which shall, without proof or accounting for the other counterpart, be deemed an original contract. ____________________________________ AUTHORIZED SIGNATURE PRINTED NAME WITNESS TO CONTRACTORS SIGNATURE: ____________________________________ TITLE FIRM’S NAME ____________________________________ STREET ADDRESS ____________________________________ CITY, STATE SEAL ____________________________________ TELEPHONE NUMBER ATTEST: ____________________________________ FAX NUMBER (Optional) THE CITY OF AUBURN, ALABAMA A Municipal Corporation ITS CITY MANAGER BY: ITS MAYOR
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APPENDIX D: SAMPLE PROJECT MAP See Attached:
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