HomeMy WebLinkAbout1997-06-23 City Council (47)BUDGET 1997-98
: City of’Palo:Alto
City M a n ager’ s Repo rt
TO:HONORABLE CITY COUNCIL
FROM:CITY MANAGER DEPARTMENT:ADMINISTRATIVE
SERVICES
AGENDA DATE: JUNE 23, 1997 CMR:291:97
SUBJECT:REQUEST FOR APPROVAL OF AMENDMENT NO. 3 TO
CONSULTANT AGREEMENT C3038164 WITH ASI
LANDMARK, INC. FOR GEOGRAPHIC INFORMATION
SYSTEM PROFESSIONAL ENGINEERING CONSULTANT
SERVICES
REOUEST
This report requests Council approval of an amendment to the contract with ASI Landmark,
Inc. (successor in interest to Westinghouse Landmark GIS, Inc.) to extend the completion
date of the contract for the base mapping portion of the Geographic Information Systems
project.
RECOMMENDATION
Staff recommends that Council approve and authorize, the Mayor to execute the attached
Amendment Number 3 to Consultant Agreement No. C3038164 with ASI Landmark, Inc.
for professional engineering consultant services. The amendment would extend the
completion date of the project to December 31, 1997. The contract amount remains
unchanged.
POLICY IMP CIj~ATJD~IS
This report does not propose any change to existing Citypolicies.
BACKGROUND
The City’s Geographic Information Systems (GIS) Project is an interdepartmental effort
involving Public Works, Planning, Utilities, and Information Technology (in Administrative
Services). The preliminary efforts for the project focused on "base mapping," i.e.,
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systematically inputting the City’s base maps into a computer database. Subsequent efforts
Concentrate on developing applications to access and utilize the information contained in the
base maps for improving public counter service, project analysis, database management, and
project monitoring. The mapping portion of the GIS project was funded by two Capital
Improvement Program (CIP) projects (CIP Projects 18822 and 8945).
In April 1993, Council approved an agreement with Westinghouse Landmark GIS, Inc. to
develop the City base maps for the GIS system. The services requested from Westinghouse
Landmark included:
1)Establishing a citywide network of survey ground control monument points to be used
as targets for aerial photography;
2)Performing aerial photography of the entire City of Palo Alto;
3)Compiling a planimetric base map of the entire City, both graphic and digital; and
4)Conversion of facilities map data and registration to the planimetdc basemap.
CIP funding for the base mapping project was spread over several years. Thus, the
agreement with Westinghouse Landmark was phased, with amendments to the contract made
as funding became available. Amendment No. 1 was approved by Council in October 1993,
and Amendment No. 2 in June 1994. The total contract amounts to approximately $1.2
million, including contingency funds.
DISCUSSION
The baseline mapping project, originally anticipated to be finished in 1996, is now
approximately 90 percent complete. Westinghouse Landmark and its successor in interest,
ASI Landmark, Inc., have completed tasks 1,2 and 3 listed above, and is 80 percent complete
with the final phase: mapping of the electric distribution system. Final elements will be
accomplished before December 31, 1997.
The unprecedented scope and complexity of the City’s project, the high requirements for
accuracy, and the turnover of temporary interns performing quality control of baseline maps
have all added to the timeline of the baseline mappingproject. Many different map sources
have been brought together and require reconciliation to an exact degree, allowing the City
to know precisely where all gas mains, electric cables, sewer lines and storm drainage pipes
are located. The GIS will be used to better manage the City’s infrastructure, relYing on the
accuracy of these maps. To date, electronic mapping has been performed for the water, gas,
sewer, storm drainage, and streets activities; the mapping of electric facilities remains. Staff
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is confident that the base mapping project will be completed before the end of the calendar
year.
FISCAL IMPACT
No additional funds are needed for completion of this project. Funding for the remaining
contract amount of approximately $218,000 is available in the CIP.
ENVIRONMENTAL ASSESSMENT
’ These services do not constitute a project for the purposes of the Califomia Environmental
Quality Act.
ATTACHMENTS
Amendment No. 3 to contract No. C3038164 with ASI Landmark, Inc.
PREPARED BY: Dave Matson, Geographic Information Systems Manager
DEPARTMENT HEAD APPROVAL:
CITY MANAGER APPROVAL:
Acting
Flemfiag
Manager
CC: n/a
CMR:291:97 Page 3 of 3
THIS AMBNDMENT NO. THRER to Contract No. C3038164 made
and entered into this day of . 1997, by and
between the CITY 0F PALOS--07 a munlcipal corporation of Califor-
nia, hereinafter referred to as ,’CITY," and ASI LANDMARK, INC.
(Taxpayer Identification Number 93-1214699), a Colorado corpora-
tion, with offices at 1903 N. Harrison Avenue, Cary, North Carolina
27512, hereinafter referred to as "CONTRACTOR";
R E .C_I T A ~_~S:
WHEREAS, Contract No. C3038164 was previously entered.
into between CITY and Westinghouse Landmark GIS,~ Inc. (Westing-
house) for the provision of professional consultant se~vices;-and
WHEREAS, the Agreement was amended on November 19, 1993,
and on June 20, 1994, and
WHEREAS, in September, 1996 the Landmark D~vlsion of
Westinghouse was uransferred to CONTRACTOR, and CITY has agreed to
an assignmen~ ~f the. agreement to C05~RACTOR; and
WHEREAS, the parties may agree to amend said aSreement to
from time ~o time;
NOW, THEREFORe, in consideration of their mutual
covenants, Khe par~les hereto agree as follows:
~. Paragraph 6.1 of Contract No. C3038~6~ is
hereby amended ~o read as follows:
,In consideration for the full performance of the
Basic Services and any reimbursable ~enses described in
.Secuion 4,1 o~ this A~reement, CITY agrees ~o pay
CONSULTANT a fee nonuo exceed One Million, One Hundred
Six~-flve Thousand Four Hundred Four Dollars
(~I,16S,404.00) for fiscal years 1993-1998, which funds
have been budgeted by CITY, plus amounus reserved as
additional conningency ~unds during ~iscal years
1993-98."
SRCTION 2.. The document entitled "E~!%ibit B, Payment
Schedule-Project Deliverables" to contract No. C~038164 is hereby
amended no read as set forth in the "E~hibit ’~ ~o Amendment NumberThree," which is attached hereto and .incorporated herein by
re~erence. , ~
~u~. Except as herein modified, all other
provisions of and exhibits and amendments no said agreement shall
remain in full ~o~ce and e~fec~.
1
IN W~TNESS ~V~ER~OF, the parties hereto have e~cuted this
Amendment the day and year first above written.
ATTEST :CITY OF PALO ALTO
City Clerk
APPROV~D AS TO FORM:
Mayor
Senior Asst. City Attorney
APPROVED:
City Manager
Acting Director of
Administrative Services
APPROVED AS TO CONTENT:
DirectOr Of P11blic Works
Taxpayer Identification No. :
Director of U£illties