R08-091
II I
1 RESOLUTION NO. R08- Of I
2
3 A RESOLUTION OF THE CITY OF BOYNTON BEACH,
4 FLORIDA, AUTHORIZING EXECUTION OF
5 AMENDMENT NO.3 TO TASK ORDER NO. U-04-18-2
6 IN THE AMOUNT OF $62,081.00 FOR STANLEY
7 CONSUL T ANTS, INC., PROVIDING FOR THE
8 DEVELOPMENT OF A GPS PROTOCOL TO
9 INCORPORA TE EXISTING AND NEW FIELD
10 COLLECTED GPS DATA IN EXISTING UTILITIES
11 BASE MAPS; AND PROVIDING AN EFFECTIVE DATE.
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15 WHEREAS, Task Order U-04-18-2 was approved by the City Commission on
16 September 6, 2005, which included services for development of an AutoCAD standard, work
17 flow process, conversion of the base maps and training; and
18 WHEREAS, Amendment No. 1 to Task Order U-04-18-2 was approved by the City
19 Commission on October 3, 2006; and
20 WHEREAS, Amendment No.2 to Task Order U-04-18-2 was approved by the City
21 Commission on May 15,2007; and
22 WHEREAS, the City Commission of the City of Boynton Beach upon
23 recommendation of staff, deems it to be in the best interest of the citizens of the City of
24 Boynton Beach to authorize execution of Amendment No.3 to Task Order U04-18-2 in the
25 amount of $62,081.00 for Stanley Consultants to meet the ever increasing need for detailed
26 GPS and as-built information on the existing utility systems.
27 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
28 THE CITY OF BOYNTON BEACH, FLORIDA, THAT:
29 Section 1. The foregoing "Whereas" clauses are hereby ratified and confirmed as
30 being true and correct and are hereby made a specific part of this Resolution upon adoption
31 hereof.
SICAIRESOlAgreementslTask - Change OrderslStanley - Amnd No 3 to Task Order U04-18-2.doc
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1 i Section 2. The City Commission of the City of Boynton Beach, Florida does
2 hereby authorize and direct the approval and execution of Amendment No. 3 to Task Order
3 U04-18-2 in the amount of $62,081.00 for Stanley Consultants, providing for a GPS protocol
4 to incorporate existing and new field collected GPS data in to the utilities base maps from all
5 divisions in the Utilities Department and new construction projects, a copy of Amendment
6 No.3 to Task Order U-04-18-2 is attached hereto as Exhibit "A".
7 Section 3. This Resolution shall become effective immediately upon passage.
8 PASSED AND ADOPTED this ~ day of August, 2008.
9
10 CITY OF BOYNTON BEACH, FLORIDA
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19 Commiysioner - Ronald Weiland
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25 Commissioner - Marlene Ross
26 ATTEST:
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S.ICAIRESOlAgreementslTask - Change OrderslStanley - Amnd No 3 to Task Order U04-18-2.doc
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Task Order No. U-04-18-2
City of Boynton Beach
Amendment 3
GPS Protocol Development and Georeferencing Pilot Project
Stanley Consultants
July 23, 2008
Task 1 - GPS Protocol
Background
The City of Boynton Beach Utilities Department manages the water, sanitary, reuse, and
storm water utilities within the service area. To more efficiently manage their assets, the
Utilities Department maintains a CAD/GIS base map. The base map data is maintained
in AutoCAD Map software. The base map consists of four AutoCAD files (dwg), one for
each of the four utility systems. Within each dwg file, the data is organized by layer for
the different elements of the systems. Tabular data is stored in AutoCAD Map object
data.
Under contract with the City of Boynton Beach Utilities Department, Stanley Consultants
has performed various services under Task Order No. U-04-18-2 related to setting a CAD
standard and updating the base maps. Associated with this Amendment, Task Order 2
initially established a CAD standard for contractor submittals; a workflow for converting
the City data to the new standard; a pilot project converting four contractor submittals to
the new standard; and training City staff on the new standard. Next, Amendment 1 of
Task Order 2 converted the existing base maps to the new standard'. Subsequently,
Amendment 2 of Task Order 2 converted nine contractor submittals to this standard and
merged the data into the base map.
Objective
The objective of this work is to develop a GPS protocol for the Utilities Department. The
key elements ofthe protocol are:
1. Develop the workflow plan required to incorporate existing and new field
collected GPS data into the utilities base map.
2. Provide an example of the field survey to GIS integration strategy used on a
sanitary sewer survey project conducted by Stanley Consultants.
3. Provide an example GPS/Laser Ranging equipment configuration and available
documentation on the GPS survey collection process used by one of Stanley
Consultants' clients for a recent sanitary and storm sewer data collection project.
City of Boynton Beach W0#2, Amendment 3 Page 1 of8
Scope of Work
1. Meet with Utilities Department Staff
CONSULTANT shall meet with members of the Utilities Department staff to establish a
list of GPS layers that need to be incorporated into the utilities base map. Recent GPS
collected data for storm drains and fire hydrants exist in the IT Department (GIS Division
data) and not in the Utilities Department base maps. Utilities Department will also be
adding new GPS data that will need to be incorporated into the base maps. It is
understood in this scope of work that workflow will be developed for two sources of GPS
data: internal Utilities Department data and external survey GPS data provided by
developers. Internal sources of GPS data include utility locate staff and I-Water data
collected from valve exercising.
The CONSULTANT will make available two examples from recent projects which
demonstrate procedure to collect field survey and how to process and load field survey
into the ArcGIS Geodatabase and AutoCAD Map. These examples are provided as
background information and are not intended to be used as the basis for design of the
final GPS workflows. An overview of both procedures will be provided during the
meeting with Utilities Department staff. For the first example, the CONSULTANT will
obtain an equipment specification for a GPS and integrated Laser Ranging apparatus used
to collect manhole and pipe invert elevation data. For the second example, the
CONSULTANT will provide an overview of a process to load field data into GIS using a
Microsoft Access query based procedure.
Deliverables:
1. Meeting notes that include the list of GPS data to be incorporated into utilities
base map. Provided in PDF format via email.
2. A copy of the example Arc GIS Geodatabase containing the Microsoft Access
query based procedures to process sanitary sewer survey data developed by
Stanley Consultants.
3. A copy of the GPSlLaser Ranging equipment configuration and any readily
available documentation on the GPS survey collection process used by one of
CONSULTANT's clients for a recent sanitary and storm sewer data collection
project.
2. Develop Draft Documents
CONSULTANT shall prepare a workflow for Utilities Department staff to incorporate
data identified in the meeting notes into the utilities base map. The workflow shall
consist of a diagram depicting major steps in the processing of the GPS data and a written
description of the workflow. The diagram and description shall be intended as a guide
for Utilities Department staffto use when carrying out the conversion. No conversion
work is intended under this scope of services. The workflow can work from the
assumption that all internal GPS data will come in a uniform format.
City of Boynton Beach W0#2, Amendment 3 Page 2 of8
CONSULTANT shall prepare recommendations for managing utility GPS data within the
City AutoCAD Map and GIS system. CONSULTANT shall also prepare recommended
modifications to the City Record Drawing Specification.
CONSULTANT shall submit draft documents to Utilities Department and attend review
meeting with Utilities Department staff.
Deliverables:
1. Draft GPS workflow diagram and written description. Provided in PDF format
via email.
2. Draft recommendations for managing utility GPS data and modifications to the
Record Drawing Specification. Provided in PDF format via email.
3. Review meeting notes. Provided in pdf format via email.
3. Develop Final Documents
CONSULTANT shall prepare final version of draft documents following direction
received from Utilities Department at the review meeting.
Deliverables:
1. Final GPS workflow diagram and written description. Provided in PDF format
via email.
2. Final recommendations for managing utility GPS data and modifications to the
Record Drawing Specification. Provided in Microsoft Word format via email.
4. Ongoing Support
CONSULTANT shall provide on-call services to support the implementation of the GPS
workflow. Scope may include on-site meetings, off-site work, phone calls, emails, etc.
Scope shall be limited by the not-to-exceed amount in the contract.
Task 2 - Georeferencing Pilot Project
Background
The City of Boynton Beach (CLIENT) manages scanned as-built drawings in a
Laserfiche system. The as-built drawings include plan sheets from water and sanitary
sewer projects that show the location of valves, manholes, and other features. The as-
builts are stored in the LasterFiche system as tif images. When City Staff want to view a
scanned as-built, they are required to use the Laserfiche software to find the project name
and pull up the scanned drawings associated with the project name.
City of Boynton Beach W0#2, Amendment 3 Page 3 of8
The basis for this scope and fee is the Laserfiche data that was the current inventory of
files as of July 22, 2005. At that time, there were approximately 10,000 tif images stored
in the Laserfiche system, with a total file volume of 3.0 GB. These are organized into
nine general folders: NEQUADDW, NWQUADDW, SEQUADDW, SWQUADDW,
STICKFIL, STICKFIl, STICKFI2, STICKFI3, and STICKFI4. The CLIENT will supply
the most recent Laserfiche files. If the format of the latest version is the same as it was in
July 2005, this task may proceed as indicated in Task 2, Scope of Work Phase 1 -
Planning Phase.
In the current Laserfiche implementation, the drawings are not geo-referenced. Geo-
referencing is the association of points on the plan sheet with coordinates in a geospatial
referencing system (e.g. State Plane coordinates). Geo-referencing would allow City
Staff to view the as-builts in GIS or CADD software and overlay other data layers such as
the utility base maps.
The value of having the as-built drawings geo-referenced is that the data can be viewed in
context. For instance, when City staff is researching the utilities in the area of a new
project, the as-builts may give more accurate locating information than the data available
in the utility base maps. The as-builts also provide an indication of the age of the utilities
and who the engineer and contractor were on the project. After the geo-referencing is
complete, City staff will be able to access this information from GIS and CADD
software, overlaid with the utility base maps and other layers. Better access to the as-
built data will improve efficiency and provide better support for decision making.
Objective
The objective ofthis work is to develop and test the methodology to geo-reference
existing as-built drawings for use in AutoCAD Map 3D and ArcGIS. Geo-referencing
methodologies for AutoCAD Map 3D and ArcGIS will be tested by conducting a pilot
project on a small portion ofthe city. In brief, geo-referencing involves identifying
reference points on the scanned as-built drawings and the corresponding points on a
reference layer such as an aerial photograph or utility base map. The geo-referenced
images will be delivered in formats suitable for use in ArcGIS as a raster catalog. A raster
catalog is a simple data format that contains polygons representing the area an as-built
covers on the ground. Each polygon provides the link to the actual image file of the as-
built. AutoCAD Map 3D methodology will be designed to utilize the raster catalog
developed for ArcGIS to the greatest extent possible thus minimizing the effort to build
the system and maintain it in the future.
Stanley Consultants proposes to divide the geo-referencing pilot project into two phases:
a planning phase and a production phase.
City of Boynton Beach W0#2, Amendment 3 Page 4 of8
Scope of Work
1. Planning Phase
Stanley Consultants (CONSULTANT) shall utilize as-built images stored in the existing
LaserFiche implementation. The data is stored in a folder and filename hierarchy that
includes Base-16 numbers and is indexed with a database. The investigation shall
include preparing a procedure to extract project names, folder names, and file names
from the LaserFiche database for use in the raster catalog.
CONSULTANT shall research current AutoCAD MAP 3D software functionality to
determine the most efficient method for accessing geo-referenced images.
CONSULTANT shall also research whether the current tif storage format is the best
available format for the ArcGIS raster catalog and AutoCAD MAP 3D. Other image
formats may include geotiffs or grayscale JPEG and appropriate compression formats.
CONSULTANT shall identify the image conversion process and provide image
conversion services necessary to complete the planning phase.
CONSULTANT shall geo-reference and catalog up to ten (10) of the LaserFiche plan
sheet images. This effort will help refine the geo-referencing and cataloging
methodology and will also provide verification of the time and resource estimate for the
production phase.
Upon conclusion of the planning phase, the CONSULTANT shall prepare a report
summarizing the findings of the investigation and research. The report will present a
process outline for the production phase. The CONSULTANT shall present the report
and demonstrate the methodology at the City Utility Department office prior to starting
the production phase. City Staffwill be able to see a sample ofthe finished product and
provide feedback before the production phase begins.
Deliverables:
1. Meeting notes. Provided in pdf format.
2. Planning Phase Report. Provide 5 paper copies and in pdf format.
3. Initial dataset developed for use in Autocad MAP 3D and ArcGIS on CD.
4. Confirmed cost estimate and schedule for phase 2
2. Production Phase
CONSULTANT shall process the LaserFiche data for the area identified by the CLIENT.
The phase 2 preliminary cost estimate is based upon the following data, identified by
CLIENT.
1. Stick Files - 11000 - project name Sanitary Sewer.
City of Boynton Beach WO#2, Amendment 3 Page 5 of 8
2. Stick Files - 1000-9950 - 6995 - Project name: Sewage Works Project - Names:
2429 & 2434.
3. Stick Files - 4300 - Project Name: Four Seasons Development Phase # I-A, Four
Sea Suns & Four Seasons Phase #2.
4. Stick Files - 5300 - Project names: 2137 thru 2192.
CONSULTANT has performed preliminary review of these files and estimates a sheet
count for georeferencing of 143 drawings in 29 separate projects. Processing shall
include geo-referencing and cataloging the data as outlined in the phase 1 report.
At the conclusion of production phase, CONSULTANT shall submit a report
summarizing the production effort including any changes or modifications to the process
developed during the planning phase.
Interim progress meetings, if necessary, shall be held at CONSULTANT's office.
CONSULTANT shall prepare meeting agendas and meeting notes.
Deliverables:
1. Meeting notes. Provided in pdf format.
2. Raster catalog of LaserFiche images.
3. Geo-referenced images (if different storage format is utilized).
4. Production Phase 2 Report. Provide 5 paper copies and in pdf format.
Compensation
CLIENT shall compensate CONSULTANT for services in Items 1 thru 4 an amount
outlined below, based on time and materials outlined in Exhibit A.
Task 1
Scope Items 1-3 _$23,254.00_ Lump Sum
Scope Item 4 _$ 6,500.00_ Maximum Not To Exceed
Task 2
Scope Item 1 _$15,828.00_ Lump Sum
Scope Item 2 _$16,499.00_ Lump Sum
Total Contract Amount $62,081.00
City of Boynton Beach W0#2, Amendment 3 Page 60f8
Duration of Services
The duration of services for Task 1, Items 1-3 is eight (8) weeks from receipt of Notice
To Proceed from CLIENT.
The duration of services for Task 1, Item 4 is six (6) months from receipt of Notice To
Proceed from CLIENT.
The duration of services for Task 2, Item 1 is six (6) weeks from receipt of Notice To
Proceed from CLIENT.
The duration of services for Task 2, Item 2 is twelve (12) weeks from receipt of Notice
To Proceed from CLIENT.
Services provided by CLIENT
1. Scheduling project meetings with Utilities Department staff.
2. Preparation for initial meeting and provide list of GPS layers that need to be
incorporated into the Utilities base map.
3. Timely review of draft documents and attendance at review meeting.
4. Access to CLIENT file servers for development of Workflow document.
Additional Services
The following Additional Services are not included in Basic Services and are at
CLIENT'S option. These services, if exercised by CLIENT and agreed to by
CONSULTANT, shall be paid for in addition to compensation for Basic Services.
CONSULTANT is not authorized to proceed with performance of any Additional
Services unless they are duly authorized, in writing, by CLIENT.
1. Meeting with City IT Department (GIS Division) staff.
2. IT consulting for CLIENT network services.
3. Training of CLIENT staff.
4. Custom software solutions.
City of Boynton Beach W0#2, Amendment 3 Page 70f8
APPROVED BY;
CITY OF BOYNTON BEACH, FLORIDA
By: ~~
Kurt Bressner
City Manager
Dated this 8 day of S~pT. ,2008
SUBMITTED BY:
STANLEY CONSULTANTS, INC
7 "-
By: 7~~
Tshaka Dennis, P.E.
Vice President
City of Boynton Beach W0#2, Amendment 3 Page 80f8
CITY CLERK'S OFFICE
MEMORANDUM
TO: Barb Conboy
Utilities Manager
FROM: Janet M. Prainito
City Clerk
DATE: September 8, 2008
RE: R08-091 - Task Order #U-04-18-2 Amendment 3 GPS Protocol
Development an Georeferencing Pilot Project
Attached for your information and use are two originals of the above mentioned Task
Order. Since the documents have been fully executed, I have retained one original for
Central File.
Please contact me if there are any questions. Thank you.
.
&,t:, Yr), P!LG..A.~
Attachments
cc: Central File
S.\CC\WPIAFTER COMMISSION\Departmental Transmlttals\2008\Barb Conboy - R08 091 doc