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INTEROFFICE MEMORANDUM
Date: August 4, 2017
To: The Honorable Mayor and City Council
Through: Brian McDougal, City Manager
41•
From: Ronald Burton, Director of Development Services din.
'
RE: P. R. No. 19869—Contract for Phase 3 of GIS Metadata project
Introduction:
The intent of this Agenda Item is to seek the City Council's approval for the City Manager to execute a
contract with LJA Engineering, Inc. of Beaumont,Texas for GIS Metadata Project—Phase 3 for the
City of Port Arthur.
Background:
The Port Arthur City Council,per Resolution No. 16-182,authorized the City Manager to enter into a
contract with LJA for the beginning phase of establishing GIS Metadata by locating,photographing and
cataloging visible utility and transportation assets in the corporate city limits.
The contract was renewed,per Resolution No. 16-333,the begin 2 of the Project,which concentrated
on the second highest density area of Port Arthur covering approximately 9.5 square miles.
Budget Impact:
Project Budgetary Impact of$100,000.00. Funding available in Development Services—GIS Account
No. 001-1050-517.54-00.
Recommendation:
It is recommended that City Council approve the City Manager to execute a contract with LJA
Engineering,Inc. of Beaumont,Texas for GIS Metadata Project—Phase 3 for the City of Port Arthur,
as discussed and outlined above.
"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743
P.R.NO. 19869
08/04/2017 PDL
PAGE 1 OF 12
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO
EXECUTE A CONTRACT WITH LJA ENGINEERING, INC. OF
BEAUMONT, TEXAS FOR GIS METADATA PROJECT-PHASE III FOR
THE CITY OF PORT ARTHUR, WITH A PROJECTED BUDGETARY
IMPACT OF $100,000.00. FUNDING AVAILABLE IN DEVELOPMENT
SERVICES—GIS ACCOUNT NO. 001-1050-517.54-00
WHEREAS, pursuant to Resolution No. 16-182, the City Council authorized the City
Manager to enter into a contract with LJA Engineering, Inc. of Beaumont, Texas for the
beginning phase of establishing GIS Metadata by locating, photographing and cataloging visible
utility and transportation assets in the corporate city limits; and,
WHEREAS,pursuant to Resolution No. 16-333, the contract with LJA Engineering, Inc.
of Beaumont, Texas was renewed for a second phase of the project concentrating on the second
highest density area of Port Arthur covering approximately 9.5 square miles; and,
WHEREAS,the project is broken down into three phases which consist of collecting the
location and data within the City's rights-of-way for visible above ground features that include:
fire hydrants, water valves and meters, sanitary sewer and storm sewer manholes, lift stations,
catch basin inlets, benchmarks, street lights, traffic signals and signs, street name markers, bus
shelters and other signage; and,
WHEREAS, LJA Engineering, Inc. has demonstrated competence and has exceeded
expectations as outlined in the original proposal by completing Phase I and Phase II of the
project in less than six months of each project start date; and,
WHEREAS, a contract for Phase III of the project with the scope of work is attached
hereto as "Exhibit A".
P.R.NO. 19869
08/04/2017 PDL
PAGE 2 OF 12
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF PORT ARTHUR:
THAT,the facts and opinions in the preamble are true and correct.
THAT,the City Manager is hereby authorized and directed to execute a contract with
LJA Engineering, Inc. of Beaumont, Texas for Phase III in establishing GIS Metadata for the
City of Port Arthur, with a projected budgetary impact in the amount of $100,000.00, in
substantially the same form attached hereto as Exhibit"A".
THAT, funding is available in Development Services - GIS Account No. 001-1050-
517.54-00.
THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City
Council.
READ, ADOPTED AND APPROVED on this day of August 2017 A.D. at
a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote:
AYES: Mayor:
Councilmembers:
NOES:
Derrick Ford Freeman, Mayor
ATTEST:
Sherri Bellard, TRMC, City Secretary
P.R. NO. 19869
08/04/2017 PDL
PAGE 3 OF 12
APPROVED AS TO FORM:
f61,
Va Tizeno, ity A orney 0
APPROVED FOR ADMINISTRATION:
Brian McDougal, City Manager
I'4
Ronald Burton, Direc .r o Development Services
APPROVED AS TO AVAILABILITY OF FUNDING:
A4A671e/Rosie Vela, Director of Finance
attikultaittlAL_
Clifton Williams, CPPB, Purchasing Manager
P.R. NO. 19869
08/04/2017 PDL
PAGE 4 OF 12
EXHIBIT "A"
1480 Cornerstone Court,Beaumont,Texas 77706
LJA ENGINEERING t 409.866.9769 f 409.866.7075 LJA.corn TBPE F-1386 TBPLS 10105600
July 31, 2017 PROPOSAL
Derrick Holland
GIS Coordinator
City of Port Arthur
City Hall, 444 4th Street
Port Arthur, Texas 77641 Ph:
Re: Phase 3—GIS Mapping Project for the City of Port Arthur
LJA Proposal No. 16-00980 CO2
LJA Project No. B808-1001
Dear Mr. Holland:
LJA Engineering, Inc. ("LJA") is pleased to provide this proposal to the City of Port Arthur
("Client") for professional surveying services for the referenced subject site. LJA previously
completed Phase I and Phase II, the higher density areas of the City. Based on our
understanding of the project at this time, we propose the following scope of services:
SCOPE OF SERVICES
The objective of this project is to help the City of Port Arthur establish the City's GIS metadata
and build its inventory of City assets. The limits to be surveyed in this Phase 3 are broken down
into 5 smaller areas as listed below and shown in Exhibit A attached hereto.
Area 1 —Sabine Pass
Area 2— Pleasure Island
Area 3— Port Arthur East
Area 4— US 69 to Spur 93
Area 5— Port Acres
LJA will utilize the current GIS database and schema, along with the GIS web application
developed in Phase I for this next phase of work that includes the following:
Data Collection and GIS Conversion
Survey data collected in the field will be processed, converted and populated into the Port
Arthur GIS database. The location information for each asset will be accompanied with physical
and temporal characteristics.
Metadata will be created and maintained for each dataset. Metadata will include purpose,
collection process, projection /coordinate system and attribute identification.
Field Survey Data Collection
LJA will perform a field survey utilizing sub-meter GPS to collect the location and data within the
City rights-of-way on the following visible above ground features:
L:\Projects\808(City of Port Arthur)\B808-1001(GIS Mapping)\01-Project Information\CO#2\16-009800O2 proposal.docx
City of Port Arthur
July 31, 2017
Page 2
1. Water utilities — fire hydrants (ID#, GPM/Color), In/Out Svc, Brand), water valves and
meters, sanitary sewer manholes, lift stations
2. Public works— Storm sewer manholes, catch basin inlets, existing Benchmarks
3. Electrical—street lights
4. Traffic-traffic signals (city vs. state), traffic signs, street name markers
5. Transit- bus shelters, signage
The LJA project team will work with the City's Project Manager, Derrick Holland along with
representatives of other department personnel as designated by the City to accomplish the
objectives of this project. The working relationship and coordination of efforts between LJA and
the City's team members are vitally important to ensure that LJA can capture the largest amount
of reliable data within the available budget.
This data includes location and marking of water meters and sanitary manholes, particularly any
that are located in the public alleyways. The field crews will not be able to collect data in
alleyways that are inaccessable due obstructions or heavy vegetation. The City will provide all
maps showing infrastructure, utilities, and relevant information that will assist in the location,
sizing, type or other form of identification that is to be included in the metadata.
COMPENSATION
LJA proposes to provide the scope of services described above for the lump sum fees listed
below:
Area Description Lump Sum
1 Sabine Pass $ 15,000.00
2 Pleasure Island $ 12,000.00
3 Pt. Arthur East $ 10,500.00
4 Airport $ 25,000.00
5 Port Acres $ 37,500.00
Total All Areas = $ 100,000.00
It is our understanding that the City may choose to only authorize certain area or areas,
depending upon available budget. Should work outside the above scope of services be
required, a separate proposal will be submitted to the Client for approval prior to our beginning
the additional services.
REIMBURSABLE EXPENSES
Reproduction, telephone, out-of-town travel expenses, and other non-labor charges directly
related to the Project will be billed at cost in addition to the fees agreed upon for Services
rendered. Vehicle other than survey / Project representative will be charged at the current IRS
mileage rate per mile. Survey / Project representative vehicle mileage will be charged at a rate
of $0.73 per mile. Filing fees, permit fees, and other special charges which are advanced on
behalf of the Client will be billed on a similar basis plus a 10% service charge.
PAYMENTS
Billings for Services rendered will be made monthly and payment is requested within fifteen (15)
days of receipt of invoice. Unless special arrangements are made, a finance charge of one and
one-half percent (1.5%) per month will be added to unpaid balances more than thirty (30) days
old as well as any costs of collection, including attorney's fees. LJA reserves the right to
suspend work should invoices not be paid within the stated terms.
If this proposal meets your approval, your signature below and issuance of a work order will be
sufficient authorization to commence the stated work.
16-009800O2 proposal.docx
City of Port Arthur
July 31, 2017
Page 3
If you have any questions, please call me at 409.554.8888.
Sincerely, ACCEPTED FOR CITY OF PORT ARTHUR
Richard L. Worthey, RP S Name:
Senior Project Manager
Title:
Cr Date:
Jer my D. Russell, RPLS
Vice President/ Director of Survey
RLW/sp
Attachment(s)
16-009800O2 proposal.docx
EXHIBIT A
Work Limits
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