HomeMy WebLinkAboutSWP273472 CITY OF RE NTOP
♦ '} + Public Works Department
OR Denis Law,Mayor Gregg Zimmerman P.E.,Administrator
N
March 20, 2009
Elizabeth Marshall
Marshall and Associates
1603 Cooper Point Road NW
Olympia,WA 98502-8325
SUBJECT: Surface Water Utility Storm System Inventory Mapping Project Selection
Dear Ms. Marshall:
The City of Renton Surface Water Utility(SWU) is pleased to inform you that the Marshall/Bush, Roed
&Hitchings(BRH)team has been selected to start development of the scope of work,budget,and
schedule for the SWU Storm System Inventory Mapping Project. The main purposes of this project are to
collect data, interpret existing data, design geodatabase, populate the City's storm water GIS with
seamless integration with the City's existing GIS and Asset Management System, and train City staff on
field collection and maintenance of the GIS. This critical SWU project will be the springboard for an
assortment of long-term Surface Water Utility projects with set milestones needing to be met.
Enclosed is a copy of the City's standard consultant contract and insurance requirements for your review.
Please contact Gary Del Rosario, Surface Water Utility Engineering Specialist, at 425-430-7267 or by
email at.gdelrosario@rentonwa.gov to schedule a meeting to initiate contract negotiations and
development of the project scope of work, schedule,and budget at your earliest convenience. We intend
to proceed with proposing a contract for this project to our City Council for approval with the
Marshall/BRH team,provided that the contract negotiation can be successfully accomplished within the
City schedule and budget constraints.
Sincerely,
Ronald J. S raka, P.E.,
Surface Water Utility Engineering Supervisor
Enclosures
cc: Lys Hornsby,Utilities Systems Director
Steve Lee,P.E.,Surface Water Utility Engineer
Gary Del Rosario,Surface Water Utility Engineering Specialist
H:\File Sys\SWP-Surface Water Projects\SWP-27-Surface Water Projects(CIP)\27-3472 Storm Mapping Project\1113 City RFP-Info\RFP
letters\project acceptance letter.doc\RStp -
1055 South Grady Way- Renton,Washington 98057 R E N T O N
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CITY OF RENTON
+ '� ♦ Public Works Department
�O� Denis Law,Mayor Gregg Zimmerman P.E.,Administrator
N -
March 20, 2009
Michael R. Bowen,PLS, EIT
ESM Consulting Engineers,LLC
33915 1st Way S, Suite 200
Federal Way, WA 98003
SUBJECT: Surface Water Utility Storm System Inventory Mapping Project Selection
Dear Mr. Bowen:
The City of Renton Surface Water Utility regrets to inform you that your team was not selected for the
Surface Water Utility Storm System Inventory Mapping Project. The ESM Consulting Engineers
presentation and proposal for this project was very professional and well done. We encourage ESM to
continue to submit proposals in future City of Renton request for proposals and statement of
qualifications.
Thank you for participating in the selection process. The City appreciates your time and effort. If you
have any questions, please contact Gary Del Rosario, Surface Water Utility Engineering Specialist, at
425-430-7267 or by email at gdelrosario@rentonwa.gov.
Sincerely,
Ronald J. Straka, P.E.,
Surface Water Utility Engineering Supervisor
cc: Lys Hornsby,Utilities Systems Director
Steve Lee,P.E.,Surface Water Utility Engineer
Gary Del Rosario,Surface Water Utility Engineering Specialist
H:\File Sys\SWP-Surface Water Projects\SWP-27-Surface Water Projects(CIP)\27-3472 Storm Mapping Project\1113 City RFP-Info\RFP
letters\project NONacceptance letter-ESM.doc\RStp
1055 South Grady Way-Renton, Washington 98057 R E N T O N
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CITY OF IZENTON
♦ '� ♦ Public Works Department
Denis Law;Mayor GreggZimmerman P.E. Administrator
March 20, 2009
Erik R. Halvorson,PLS
Huitt-Zollars
302 S. 9th St, Suite 101
Tacoma, WA 98402
SUBJECT: Surface Water Utility Storm System Inventory Mapping Project Selection
Dear Mr. Halvorson:
The City of Renton Surface Water Utility regrets to inform you that your team was not selected for the
Surface Water Utility Storm System Inventory Mapping Project. The Huitt-Zollars team presentation and
proposal for this project was very professional and well done. We encourage Huitt-Zollars, Data Transfer
Solutions,LLC,and Informed Land Survey to continue to submit proposals in future City of Renton
request for proposals and statement of qualifications.
Thank you for participating in the selection process. The City appreciates your time and effort. If you
have any questions,please contact Gary Del Rosario, Surface Water Utility Engineering Specialist,at
425-430-7267 or by email at gdelrosario@rentonwa.gov.
Sincerely,
Ronald J. Str ,P.E.,
Surface Water Utility Engineering Supervisor
cc: Lys Hornsby,Utilities Systems Director
Steve Lee,P.E.,Surface Water Utility Engineer
Gary Del Rosario,Surface Water Utility Engineering Specialist
H:\File Sys\SWP-Surface Water Projects\SWP-27-Surface Water Projects(CIP)\27-3472 Stone Mapping ProjecAl 113 City RFP-Info\RFP
letters\project NONacceptance letter-HuittZollars.doc\RStp — �T"�
1055 South Grady Way-Renton,Washington 98057 1 � E �v T o lr�T
® AHEAD OF THE CURVE
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CITY OF REN TON
♦ � ♦ Public Works Department
�} ,� Denis Law,Mayor Gregg Zimmerman P.E.,Administrator
March 20, 2009
Chris Hansen
Tetra Tech
1420 Fifth Avenue, Suite 600
Seattle, WA 98101
SUBJECT: Surface Water Utility Storm System Inventory Mapping Project Selection
Dear Mr. Hansen:
The City of Renton Surface Water Utility regrets to inform you that your team was not selected for the
Surface Water Utility Storm System Inventory Mapping Project. The Tetra Tech/Perteet presentation and
proposal for this project was very professional and well done. We encourage both Tetra Tech and Perteet
to continue to submit proposals in future City of Renton request for proposals and statement of
qualifications.
Thank you for participating in the selection process. The City appreciates your time and effort. If you
have any questions, please contact Gary Del Rosario, Surface Water Utility Engineering Specialist,at
425-430-7267 or by email at gdelrosario&rentonwa.g_ov.
Sincerely,
Ronald J. Str a,P.E.,
Surface Water Utility Engineering Supervisor
cc: Lys Hornsby,Utilities Systems Director
Steve Lee,P.E.,Surface Water Utility Engineer
Gary Del Rosario,Surface Water Utility Engineering Specialist
H:\File Sys\SWP-Surface Water Prcjects\SWP-27-Surface Water Projects(CIP)\27-3472 Storm Mapping Project\1113 City RFP-Info\RFP
letters\project NONacceptance letter-TetraTech.doc\RStp -
1055 South Grady Way-Renton,Washington 98057 R E N T O N
AHEAD OF THE CURVE
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The oral interview is an open format that is scheduled for 1 hour and 15 minutes. Your team has 45
minutes to propose how your firm will approach the SWU Surface Water Utility Storm System Inventory
Mapping Project AND answer the questions below. The remaining 30 minutes will be used to answer
questions from the City's panel of five which includes the Surface Water Utility Engineering Supervisor,
Project Manager, Utility/GIS Engineer, Mapping Coordinator, Surface Water Maintenance Manager, and
Engineering Specialist III. The room is approximately 18' x 18' with four tables centered in the room.
We will have a projector and screen available, as well as a white board.
A g7pR�Ss -Y4�� ��►�r Q�ie►vs (�►�l� ��e�7'rA�usti�: �� � P�.nc-�.y�rL_ )
o i o�ect Wowing t e information the City has provided in the
RFP?
2. What is the proposed communication protocol, org chart, and staff availability?
3. How would you propose getting the most amount of data using
w-I /6e
4. r mal "A* d� w. �u� �s �.•((,��
5. The City plans to continue adding features to the existing geodatabase. How will you
integrate the data your team collects to the City's data?
6. When collected data results in inaccurate vertical invert information on level ground areas,
explain in detail how your consultant team will resolve the inaccuracies both technically and
administratively without impacts to budget or schedule.
'L)AA&cl`,Y&4""
7. experience developing storm water geodatabases? 16plain your
approach and what challenges youjaced. it not,
0
8. The City requests flow control Fete Rtkmajdat4ptkm u� facilities and ditches to be mapped.
Nd�U Ptw�D WNwC'
c Jkk � HOW will
�e your firm collect this data?
°� F
ur.¢
9. Explain ho safe will e
i pl m to by ur ons ant earn hile Ilect' g storm on our vehi a se
reet .
10. The Surface Water Utility has TIF images of the record drawings of most of the storm water
system that falls within the right-of-way boundaries. Approximately 85 — 90% of these
images have been geo-referenced. How would you leverage the geo-referenced TIF image
information in the accomplishment of the project goals?
1�. What devices, methodologies, and procedures do you envision the field data collection
c system to be (i.e., the one that would be passed on to the City for future data collection and
tabase maintenance)?
CO
V
Specific Questions to be asked after oral presentation (work in progress):
1. The following is a clarification of how Infor EAM and the GIS interface with each other. Infor
EAM has an ArcGIS ArcMap extension that is used to populate a field called GISOBJID with a
unique value for each feature class object. The GISOBJID field is used by the Infor EAM
system to link feature class objects in the GIS with the EAM database. The GISOBJID is the
only attribute in the GIS used by EAM. EAM uses GIS as a means of locating and visualizing
the locations of assets. All other data used by EAM resides in EAM. EAM has its own map
interface. Information that resides in EAM may be viewed / queried in the GIS via joins or
relates to tables or views. Does this knowledge change your understanding of the scope of
the project?
2. Explain how the NPDES Phase II outfall mapping requirements will be implemented into t
storm system mapping project. Detail field and/or office data collection specifics proposed
that should account for data collection efficiency and data accuracies while providing
dgetary savings.
3. The City plans to have updated orthophoto coverage of the project area at 3-inch pixel
resolution [three color bands, no infrared] in July 2009. The plan is for a February / March .fi/r✓�
2009 flight [no foliage]. How would you leverage the orthophoto information in the tY"'
' accomplishment of the project goals? 40
e !
4. Does your proposed collection method more surface features to the City
5. How do you propose to collect physical features of vaults and tanks?
e
0
Oral Presentation Evaluation
Evaluate the following elements, based upon the scoring system described below.
Use the following scoring while evaluating each aspect of the oral presentation..
Inadequate = 1, Acceptable = 2, Good = 3, Excellent=4, Outstanding = 5
Key Personnel Skills and Abilities
1 Ju4nent and insight.
2 Technical skills and knowledge.
3 Leadership.
4 Communication skills (listening and speaking).
5 Overall skills and abilities of key personnel
SUBTOTAL
Qualifications and Expertise of the Firm/Team:
1 Applicable work experience demonstrated and discussed.
2 Demonstrated technical experience of staff proposed, (familiarity &
experience with methodologies, technologies).
3 Knowledge of regulatory environment(NPDES Phase II
requirements and others).
4 Interest in work, willingness to accommodate the City.
5 Project experience matches City's needs.
6 Overall qualifications and expertise of the firm/team
SUBTOTAL:
Firm's/Team's Resource Availability:
1 Confirmed time availability of key staff proposed.
2 Key proposed staff appear to be easy to work with.
3 Other, and overall resource availability of firm /team
SUBTOTAL:
Project Management:
1 Appropriate experience and expertise of project manager.
2 Team has worked together before.
3 Structure of team seems easy to work with, capable of working with
City staff.
4 Overall apparent project management capabilities.
SUBTOTAL:
Protect Approach:
1 Approach to project compatible with City practice (preparation of
scope of work, breakdown of tasks into goals and milestones,
adequate field and background research, etc.).
2 Emphasis on communication with client.
3 Adequacy of quality control/quality assurance (QC/QA) program
(regularly performed by a senior engineer with the firm?)
4 Overall project approach
SUBTOTAL:
TOTAL SCORE, ORAL PRESENTATION:
TOTAL SCORE, WRITTEN + ORAL PRESENTATION:
Renton Stormwater Mapping Project UP Page 1 of 1
Renton Stormwater Mapping Project RFP
Gary Del rosario
Sent: Monday, February 02, 2009 2:53 PM
To: Steve Lee
Thank you for your interest in the Renton Stormwater Mapping Project RFP. The City of Renton has received your company's
submittal and will be reviewing the proposal in the coming weeks.
We will select the top three to five proposals and mail acceptance letters at the end of February. Oral interviews will be
approximately three weeks from that date.
The City received proposals from the following firms:
• CH2MHill
• Eastside Consultants/3DiWest
• ESM
• Gray&Osborne
• Huitt-Zollars
• Marshall &Associates/Bush, Roed, and Hitchings
• Nobel Systems
• Ota k
• Pace
• Parametrix
• Phoinix/Landau/Duncanson
• PLS Inc./Taylor Engineering Consultants/Port Madison GIS
• Tetra Tech/Perteet
• Triad/Weston
Gary Del Rosario
City of Renton I Public Works ( Surface Water Utility
1055 S. Grady Way 15th Floor ( Renton, WA 98057
Direct: 425.430.7267 1 Fax: 425.430.7241
www.rentonwa.gov
https://webmail.rentonwa.gov/owa/?ae=Item&t=IPM.Note&id=RgAAAACAcvDUcL8UQ 5LKy7mt9M1... 02/04/2005
`SY O PUBLIC WORKS DEPARTMENT
U�
�" o�- + M E M O R A N D U M
�'N�
DATE: January 28, 2009
TO: J.D. Wilson, Gary Del Rosario, Steve Lee
CC: Bob MacOnie, Ron Straka, Rich Marshall, David Lemenager,
Dave Christensen
FROM: Gary Del Rosario
SUBJECT: Storm Mapping Project RFP rankings
Design Team members,
Thank you for your assistance in ranking the consultants for the Stormwater Mapping Project.
J.D. Wilson, Gary Del Rosario and Steve Lee will be ranking the submitted RFPs. The RFP
deadline was last Friday the 23�d and we received a total of 14 proposals from the following
firms:
• CH2MHill
• Eastside Consultants/3DiWest
• ESM
• Gray&Osborne
• Huitt-Zollars
• Marshall &Associates/Bush, Roed, and Hitchings
• Nobel Systems
• Otak
• Pace
• Parametrix
• Phoinix (Landau/Duncanson)
• PLS/Taylor Enginnering Consultants/Port Madison GIS
• Tetra Tech/Perteet
• Triad/Weston
While reviewing the proposals, let me know if you think of any questions that we can ask the
firms at the oral interviews.
Schedule:
February loth—comments and rankings are due.
February llth-16th — results will be tallied and discussion within the Stormwater department.
February 17th—discussion with team members and"short list"of 3-5 firms identified.
February 181h—acceptance letters to the top firms for the oral interview mailed.
Interviews will be scheduled approximately three weeks from when the acceptance letters are
mailed out to give firms time to prepare and set up travel.
Attachment: 14 RFP proposals
t
QUESTIONS I REPONSES SHEET #1 : (JANUARY S, 2009)
The City will accept written questions until one week prior to the submittal cutoff on
Friday, January 23. No questions will be accepted after Friday, January 16 at 4:00 p.m.
The City will post all answered questions within the Buzzsaw ftp site.
History
Early 1990's: The mapping was originally done by field crews and was drawn in
AutoCAD by estimating the location. Only main lines and structures were mapped.
Mid 1990's: Main lines and structures were added to the map by"eyeballing" locations
based on record drawings.
Late 1990's - Early 2000's: Mapping was done in AutoCAD by adding features over
inserted TIF images. Only main lines were mapped. Elevations and other attributes such
as pipe diameter, length and material were kept in a MS Excel spreadsheet.
Mid to Late 2000's: Structures, facilities, and pipes were mapped with all lines and data
was kept in a MS Access database that was converted from the MS Excel spreadsheet.
2008: TIF images are inserted in AutoCAD then brought into ArcMap. Features and
associated data are contained in an ESRI ArcGIS Geodatabase. The attribute fields are
based on the data that was previously collected.
A bound mapbook is produced annually.
Current Status
There is a combination of NAVD88 and NGVD29 elevations in the database.
As-built drawings are available as TIF images and also in hardcopy format. The City
currently does not require electronic versions of as-built drawings from private developers.
We are going back through all past record drawings and correcting geographic locations of
assets and adding lateral lines. New data from recent as-builts are also being added.
Questions and Responses to this RFP Project
Various consultants have asked the following questions. The City responses are in
`italics'.
1. One way of getting detailed attribute information for storm
collection and conveyances (pipes, swales, detention ponds, inlets, and etc.) is
from their original design or as-built drawings. Are their as-built
drawings available with the city for most of the storm system or should
all of the information be collected through field data collection. If
as-built information is available - would the city have an approximate
count of the number of projects that may need to be reviewed?
Most of our existing storm attribute information has been populated from as-built
and record information with limited City GPS mapping. (See GIS materials
H:\File Sys\SWP-Surface Water Projects\SWP-27-Surface Water Projects(CIP)\27-3472 Storm Mapping Projects 113 City RFP-
Info\090105-Q-A l.doc\STLtp
provided in Buzzsaw.) Portions of this project include field and office mapping
work that will use existing accurate information already mapped and collect
additional information not mapped or information suspected to be inaccurate. The
City has years of data mapped so it is unknown exactly how much accurate
information exists. In addition, the variability of the data has been collected from
different DATUMs. There are approximately 1700 project record drawings in the
City's filing system, but much of the City's mapping system may be un-recorded.
2. What percent of the existing GIS storm information can be considered
as meeting the geometric accuracy precision required (i.e. less than 1
foot horizontal)?
The City is unsure of our current system's accuracy because of information
collected via very old recordings, different datums, and very limited field mapping.
Therefore, the need of this RFP request for mapping services. The last 10 years of
projects have better horizontal and vertical accuracies that meet our geometric
precision.
3. The existing storm GIS dataset has a significant amount of attribute
information. For example, more than 75% of conveyances have size
information and 50%have upstream and downstream elevation, etc. Can this
information be deemed as correct or will they need to be checked and
re-entered for the project?
Assume this information will need to be checked within ROWs and City-owned
properties, unless the consultant can propose an alternative method to confirm the
data is correct and meets our accuracy requirements.
4. What kind of GPS equipment does the City have that will be available
for use in this project?
The City has Trimble 5700 GPS equipment (dual band) that might be useable for
some field mapping. We assume whatever equipment the consultant possesses will
be the primary data collection equipment. The consultant should list their
proposed equipment within the proposal. In addition, the City uses ArcGIS 9.2 and
will be upgrading to 9.3 by the time the scope of work and contract is agreed upon
for this project. The consultant should also list what they are going to propose as
their GIS software to be used.
5. Will the City staff be editing the SDE Storm Geodatabase during the
duration of the project?
Yes, we will continue to edit the geodatabase. Currently, we are inputting
horizontal attributes only and should have most (or all) of the horizontal mapping
completed from record drawings. These record drawings data is correcting
H:\File Sys\SWP-Surface Water Projects\SWP-27-Surface Water Projects(CIP)\27-3472 Storm Mapping Project\1113 City RFP-
Info\090105-Q-A 1.doc\STLtp
previously incorrect storm system information. The City continues to input new as-
built records with full data attributes.
6. In Task F, you have specified 3 deliveries. Can Task F-2 and F-3 be combined as
one delivery?
Yes, this can be one deliverable.
7. Who is going to measure some of the things like sump depth, sediment depth
presence of oil, etc.? Will this be included in the decades of field maintenance
verified data, or is this something the City staff will be collecting or will the
selected contractor be responsible for the collection of this data?
Different consultants will have different capabilities and costs to collect this data.
Propose collecting this data within the proposal if your firm is capable of
collecting this data. The City is interested in this data for maintenance and
operation purposes. If the data is required as part of the NPDES Phase II permit
for Western Washington, then most likely inclusion of the data will be very useful
as part of your proposal (see Attachment B's Sample List).
8. The City of Renton has not adequately described the positional accuracy
requirements, and we would like further clarification. FGDC NSDSI standards are
referenced by the City; however those are primarily based on a map scale, so we
need to know what the desired map scale is going to be?
FGDC standards are just general guidelines established by a Federal Committee.
The RFP document (which contains horizontal and vertical accuracy needs) and
this explanation,provides more information for accuracies `wanted'within the
proposal. Also note that the City currently produces map books of our storm
system in ]"=400' (see Attached pdf sheet from our Storm System Mapbook). The
following is some more information of what we are expecting as part of the
proposal.
Within the City there are 13 NGS monuments that can be used to verify collected
information as well as other local control points/monuments that can be used to
verify network horizontal position, ellipsoidal height, and orthometric height to
comply with contract accuracies. Currently, the City uses NAD83 for positional-
horizontal datum and NAVD88 for our vertical datum. FGDC accuracy F
`standards'for 95%confidence will be followed with horizontal position,
ellipsoidal height, and orthometric height accuracies determined within the s ope ,
of work document to be prepared as show a ul t o Tact. Th c It nt�
submitting the proposal can tm� �f=p 4'*
F`:l"o gw»hir Data Committee's "Ci
" 08i;-49987 Please note the City would like to receive POP P
vertical accuracies in the lower FGDC Range VII classification. ll accuracies I-0A g)��
shall be finalized within the business plan, scope of work, and change management
documents.
H:\File Sys\SWP-Surface Water Projects\SWP-27-Surface Water Projects(CIP)\27-3472 Storm Mapping Project\1113 City RFP-
Info\090105-Q-A 1.doc\STLtp
Please note: Regardless of how the observations for a particular survey are to be
obtained, the completed surveys should try to provide the following information:
• Elimination or reduction of known and potential systematic
error sources.
• Sufficient occupational and observational redundancy to clearly
demonstrate the stated accuracy.
• Adequate baseline processing and evaluation, network (least
squares) adjustment, and data evaluation.
• Sufficient documentation to allow verification of the results.
9. Is the City of Renton looking for a preferred collection methodology?
No, the City of Renton is not set on any collection method, devices, etc. (See RFP
document for how the City intends on using this collected information.) In
addition, the City has not worked with any past consultants for this type of work; so
all consultants will be evaluated equally.
10. For pond and R/D facilities, what is the City looking for in regards to collecting
attribute data?
The City currently has 83 publicly maintained R/D facilities and water quality
vaults. We would like to get information on the control structures, inlet/outlet type
and elevations, overflow elevations, type of control structure, etc. (See attached
RFP Attachment `B'for sample attribute list. Pond R/D facilities may be
determined as part of the Business Plan document.)
11. I have a few questions regarding Task C of the RFP, which pertains to the meta-
table SCHEMA redesign. I was wondering if you could provide me with additional
information on your current schema? What platform is the current schema
developed on(i.e. do you use something out of the box, or has this been written
using a programming language to function within a specific database structure?)
What about your current schema is not working, or is the City just looking to
expand the capabilities within the current framework?
The schema was put together from existing data previously collected when we were
using the AutoCAD/MS Access method. It was developed in-house with basic tools
from ArcGIS. We are looking for the consultant to recommend/implement a
SCHEMA that would work efficiently with our necessary attributes in order to
represent the stormwater system accurately. The SCHEMA can be brand new or
with some modifications from our existing SCHEMA.
H:\File Sys\SWP-Surface Water Projects\SWP-27-Surface Water Projects(CIP)\27-3472 Storm Mapping Project\1113 City RFP-
Info\090105-Q-A 1.doc\STLtp
QUESTIONS I REPONSES SHEET #1 : (JANUARY 5, 2009)
The City will accept written questionstqz until one week prior to Friday, January 23"4-
submittal cutoff. (No questions will be accepted after Friday, January I 6�at 4� n.) The
City will post all answered questions within the Buzzsaw ftp site. \
History
The mapping was originally done by field crews in the early 90's and was drawn in
AutoCAD by estimating the location. Only main lines and structures were mapped.
Mid-90's, main lines and structures were added to the map by "eyeballing" locations
based on record drawings.
Late 90's-ttpuntil early 2000's, mapping was done in AutoCAD by adding features over
inserted TIF images. Only main lines were mapped. Elevations and other attributes such
as pipe diameter, length and material were kept in a MS Excel spreadsheet.
Mid to late 2000's, structures, facilities and pipes were mapped with all lines and data
was kept in a MS Access database that was converted from the Excel spreadsheet.
The past year, TIF images asserted kutoCAD then brought into ArcMap. Features
and associated data are contained in an ESRI ArcGIS Geodatabase. The attribute fields
are based on the data that was previously collected.
A bound mapbook is produced annually.
Current Status
There is a combination of NAVD88 and NGVD29 elevations in the database.
As-Built drawings are available as TIF images and also in hardcopy format. The City
currently does not require electronic versions of as-built drawings from private
developers.
We are going back through all past record drawings and correcting geographic locations
of assets and are also adding lateral lines. New data from recent as-builts are also
continually being added.
The following are questions and answers to this RFP project\Questions asked by
various Consultants with City responses in `italics'.
l. One way of getting detailed attribute information for storm
collection& conveyances (pipes, swales, detention ponds, inlets etc) is
from their original design or as-built drawings. Are there as-built
drawings available with the city for most of the storm system or should
all of the information be collected through field data collection. If
as built information is available - would the city have an approximate
count of the number of projects that may need to be reviewed.
Most of our existing storm attribute information has been populated from as-built
and record information with limited City GPS mapping. (See GIS materials
provided in Buzzsaw.) Portions of this project include field and office mapping
work that will use existing accurate information already mapped and collect
additional information not mapped or information suspected to be inaccurate.
The City has years of data mapped so it is unknown exactly how much accurate
information exists. In addition, the variability of the data has been collected from
different DATUMs. There are approximately 1700 project record drawings in the
City's filing system, but much of the City's mapping system may be un-recorded.
2. What percent of the existing GIS storm information can be considered
as meeting the geometric accuracy precision required (i.e. less than 1
foot horizontal)?
The City is unsure of our current system's accuracy because of information
collected via very old recordings, different datums, and very limited field
mapping. Therefore the need of this RFP request for mapping services. The last
10 years projects have better horizontal and vertical accuracies that meet our
geometric precision.
3. The existing storm GIS dataset has a significant amount of attribute
information. For example, more than 75% of conveyances have size
information and 50%have upstream and downstream elevation etc. Can this
information be deemed as correct or will they need to be checked and
reentered for the project.
Assume this information will need to be checked within ROWS and City owned
properties, unless the Consultant can propose an alternative method to confirm
the data is correct and meets our accuracy requirements. .
4. What kind of GPS equipment does the City have that will be available
for use in this project?
The City has Trimble 5700 GPS equipment (dual band) that might be useable for
some field mapping. We assume whatever equipment the consultant possesses
will be the primary data collection equipment. The Consultant should list their
proposed equipment within the proposal. In addition, the City uses ArcGIS 9.2
and will be upgrading to 9.3 by the time the scope of work and contract is agreed
upon for this project. The Consultant should also list what they are going to
propose as their GIS software to be used.
5. Will the City Staff be editing the SDE Storm Geodatabase during the
duration of the project?
Yes, we will continue to edit the geo-database. Currently we are inputting
horizontal attributes only and should have most(or all) of the horizontal mapping
completed from record drawings. These record drawings data is correcting
previously incorrect storm system information. Note the City continues to input
new as-built records with full data attributes.
6. In Task F, you have specified 3 deliveries. Can Task F-2 and F-3 be combined as
one delivery?
Yes, this can be one deliverable.
7. Who is going to measure some of the things like sump depth, sediment depth
presence of oil, etc.? Will this be included in the decades of field maintenance
verified data, or is this something the City staff will be collecting or will the
selected contractor be responsible for the collection of this data?
Different consultants will have different capabilities and costs to collect this data.
Propose collecting this data within the proposal if your firm is capable of
collecting this data. The City is interested in this data for maintenance and
operation purposes. If the data is required as part of the NPDES Phase II permit
for Western Washington, then most likely inclusion of the data will be very useful
as part of your proposal (see attachment B's sample list).
8. The City of Renton has not adequately described the positional accuracy
requirements, and we would like further clarification. FGDC NSDSI standards
are referenced by the City; however those are primarily based on a map scale, so
we need to know what the desired map scale is going to be?
FGDC standards are just general guidelines established by a Federal Committee.
The RFP document (which contains horizontal and vertical accuracy needs) and
this explanation,provides more information for accuracies `wanted'within the
proposal. Also note that the City currently produces map books of our storm
system in I"=400' (see attached pdf sheet from our storm system mapbook). The
following is some more information of what we are expecting as part of the
proposal.
Within the City are 13 NGS monuments that can be used to verify collected
information as well as other local control points/monuments that can be used to
verify network horizontal position, ellipsoidal height, and orthometric height to
comply with contract accuracies. Currently the City uses NAD83 for positional-
horizontal datum and NAVD88 for our vertical datum. FGDC accuracy
`standards'for 95% confidence will be followed with horizontal position,
ellipsoidal height, and orthometric height accuracies determined within the scope
of work document to be prepared as part of the consultant contract. The
consultant submitting the proposal can submit their accuracies proposed based
off of the Federal Geographic Data Committee's "Geospatial Positioning
Accuracy Standards, "FGDC-STD-007-1998. Please note the City would `like'
to receive vertical accuracies in the lower FGDC Range VII classification. All
accuracies shall be finalized within the business plan, scope of work, and change
management documents.
Please note: Regardless of how the observations for a particular survey are to be
obtained, the completed surveys should try to provide the following information:
• elimination or reduction of known and potential systematic
error sources
• sufficient occupational and observational redundancy to
clearly demonstrate the stated accuracy
• adequate baseline processing and evaluation, network(least
squares) adjustment, and data evaluation
• sufficient documentation to allow verification of the results.
9. Is the City of Renton looking for a preferred collection methodology?
No, the City of Renton is not set on any collection method, devices, etc. See RFP
document for how the City intends on using this collected information. In
addition, the City has not worked with any past Consultants.for this type of work,
so all Consultants will be evaluated equally prior to the proposal.
10. For pond and R/D facilities what is the City looking for in regards to collecting
attribute data?
The City currently has 83 publicly maintained RID facilities and water quality
vaults. We would like to get information on the control structures, inlet/outlet
type and elevations, overflow elevations, type of control structure, etc. See
attached RFP Attachment `B'for sample attribute list. Pond RID.facilities may
be determined as part of the Business Plan document.
11. I have a few questions regarding Task C of the RFP, which pertains to the meta-
table SCHEMA redesign. I was wondering if you could provide me with
additional information on your current schema. What platform is the current
schema developed on (i.e. do you use something out of the box, or has this been
written using a programming language to function within a specific database
structure?). What about your current schema is not working, or is the City just
looking to expand the capabilities within the current framework.
The schema was put together from existing data previously collected when we
were using the AutoCAD/MS Access method. It was developed in-house with
basic tools from ArcGIS. We are looking for the consultant to
recommend/implement a SCHEMA that would work efficiently with our necessary
attributes in order to represent the stormwater system accurately. The SCHEMA
can be brand new or with some modifications from our existing SCHEMA.
QUESTIONS I REPONSES SHEET #1 : (JANUARY 5, 2009)
The City will accept written questions up until one week prior to Friday, January 23`d
submittal cutoff. (No questions will be accepted after Friday, January 16t" at 4pm.) The
City will post all answered questions within the Buzzsaw ftp site.
History
The mapping was originally done by field crews in the early 90's and was drawn in
AutoCAD by estimating the location. Only main lines and structures were mapped.
Mid-90's, main lines and structures were added to the map by "eyeballing" locations
based on record drawings.
Late 90's up until early 2000's, mapping was done in AutoCAD by adding features over
inserted TIF images. Only main lines were mapped. Elevations and other attributes such
as pipe diameter, length and material were kept in a MS Excel spreadsheet.
Mid to late 2000's, structures, facilities and pipes were mapped with all lines and data
was kept in a MS Access database that was converted from the Excel spreadsheet.
The past year, TIF images are inserted in AutoCAD then brought into ArcMap. Features
and associated data are contained in an ESRI ArcGIS Geodatabase. The attribute fields
are based on the data that was previously collected.
A bound mapbook is produced annually.
Current Status
There is a combination of NAVD88 and NGVD29 elevations in the database.
As-Built drawings are available as TIF images and also in hardcopy format. The City
currently does not require electronic versions of as-built drawings from private
developers.
We are going back through all past record drawings and correcting geographic locations
of assets and are also adding lateral lines. New data from recent as-builts are also
continually being added.
The following are questions and answers to this RFP project: Questions asked by
various Consultants with City responses in `italics'.
1. One way of getting detailed attribute information for storm
collection & conveyances (pipes, swales, detention ponds, inlets etc) is
from their original design or as-built drawings. Are there as-built
drawings available with the city for most of the storm system or should
all of the information be collected through field data collection. If
as built information is available - would the city have an approximate
count of the number of projects that may need to be reviewed.
Most of our existing storm attribute information has been populated from as-built
and record information with limited City GPS mapping. (See GIS materials
provided in Buzzsaw.) Portions of this project include field and office mapping
work that will use existing accurat information already mapped and collect
additional information not mappe or information suspected to be inaccurate.
The City has years of data mapp so it is unknown exactly how much accurate
information exists. In additio e data has been collected from
different DATU e thin t a ound 400 project as-builts in t e ity s
i r ystem, with most of th om private projects. f C&
2. What percent of the existing GIS storm information can be considered
as meeting the geometric accuracy precision required (i.e. less than 1
foot horizontal)?
The City is unsure of our current system's accuracy because of information
collected via very old recordings, different datums, and very limited field
mapping. Therefore the need of this RFP request for mapping services. The last
10 years projects have better horizontal and vertical accuracies that meet our
geometric precision.
33 The existing storm GIS dataset has a significant amount of attribute
information. For example, more than 75%of conveyances have size
information and 50%have upstream and downstream elevation etc. Can this
information be deemed as correct or will they need to be checked and
reentered for the project.
Assume this information will need to be checked within ROWS and City owned
properties only. unte.i ya0 c-^ /-16,'mv An W 1�..^.,� r t h
Oa.4. is GvvAp L *r�A 1--� cry✓ h4--w�
4. What kind of GPS equipment does the City have that will be available
for use in this project?
The City has Trimble 5700 GPS equipment (dual band) that might be useable for
some field mapping. We assume whatever equipment the consultant possesses
will be the primary data collection equipment. The Consultant should list their
proposed equipment within the proposal. In addition, the City uses ArcGIS 9.2
and will be upgrading to 9.3 by the time the scope of work and contract is agreed
upon for this project. The Consultant should also list what they are going to
propose as their GIS software to be used.
5. Will the City Staff be editing the SDE Storm Geodatabase during the
duration of the project?
Yes, we will continue to edit the geo-database. Currently we are inputting of r
Chor7izontalattributes only and should have most(or all) of the horizontal
on f®rr }o J��uSly P e.,1 A-4,.,, t,
6. In Task F, you have specified 3 deliveries. Can Task F-2 and F-3 be combined as
one delivery?
Yes, this can be one deliverable.
7. Who is going to measure some of the things like sump depth, sediment depth
presence of oil, etc.? Will this be included in the decades of field maintenance
verified data, or is this something the City staff will be collecting or will the
selected contractor be responsible for the collection of this data?
Different consultant ( ) will have different
capabilities and costs o co ect t is data. Propose co ecting this data within the
proposal if your firm is capable of collecting this data to be included within the
database. The City will not be providing this information. If the data is required
as part of the NPDES Phase II permit for Western Washington, then most likely
inclusion of the data will be very useful as part of your proposal (see attachment
B's sample list). If the Consultant deems certain attribute information as not
needed within the NPDES Phase II Permit ei'-for future hydraulic modeling, 0 Adv
purposes, then explain the reasoning within the proposal.
8. The City of Renton has not adequately described the positional accuracy
requirements, and we would like further clarification. FGDC NSDSI standards
are referenced by the City; however those are primarily based on a map scale, so
we need to know what the desired map scale is going to be?
Yes,you are correct. FGDC standards are just general guidelines established by
a Federal Committee. The following is more information for accuracies `wanted'
r within the proposal. Also note that the City currently produces map books of our
storm system in I"=400' (see attached pdf sheet from our storm system
mapbook). The following is some more information of what we are expecting as
4 part of the proposal.
Within the City are 13 NGS monuments that can be used to verify collected
information as well as other local control points/monuments that can be used to
verify network horizontal position, ellipsoidal height, and orthometric height to
comply with contract accuracies. Currently the City uses NAD83 for positional-
horizontal datum and NAVD88 for our vertical datum. FGDC accuracy
`standards'for 95%confidence will be followed with horizontal position,
ellipsoidal height, and orthometric height accuracies determined within the scope
of work document to be prepared as part of the consultant contract. The
consultant submitting the proposal can submit their accuracies proposed based
off of the Federal Geographic Data Committee's "Geospatial Positioning
Accuracy Standards, "FGDC-STD-007-1998. Please note the City would `like'
to receive vertical accuracies in the lower FGDC Range VII classification.
�tJ"r Please note: Regardless of how the observations for a particular survey
were obtained, the completed surveys should try to provide the following
�Y
or
• elimination or reduction of known and potential systematic
error sources
• Sufficient occupational and observational redundancy to
clearly demonstrate the stated accuracy
• adequate baseline processing and evaluation, network(least
squares) adjustment, and data evaluation
• sufficient documentation to allow verification of the results.
9. Is the City of Renton looking for a preferred collection methodology?
No, the City of Renton is not set on any collection method, devices, etc. See RFP
document for how the City intends on using this collected information. In
addition, the City has not worked with any past Consultants for this type of work,
so all Consultants will be evaluated equally prior to the proposal.
10. For pond and R/D facilities what is the City looking for in regards to collecting
attribute data?
The City currently has 83 publicly maintained R/D facilities and water quality -s }
vaults. We would like to get information on the control structures, inlet/outlet
type and elevations, overflow elevations, type of control structure, etc. See
attached RFP Attachment `B'for sample attribute list. ?'w o f-
11. I have a few questions regarding Task C of the RFP,which pertains to the meta-
table SCHEMA redesign. I was wondering if you could provide me with
additional information on your current schema. What platform is the current
schema developed on(i.e. do you use something out of the box, or has this been
written using a programming language to function within a specific database
structure?). What about your current schema is not working, or is the City just
looking to expand the capabilities within the current framework.
The schema was put together from existing data previously collected when we
were using the AutoCAD/MS Access method. It was developed in-house with
basic tools from ArcGIS. We are looking for the consultant to
recommend/implementa SCHEMA that would work efficiently with our necessary
attributes in order to represent the stormwater system accurately. The SCHEMA
can be brand new or with some modifications from our existing SCHEMA.
RZ BIL BMW PERIOD >_ •, ,ER CLIENL.JAbIE
;r �I �� 12121/08-12/22/08 City of Renton
j�
TOTAL<ANI DUE INVG ICE NO. 'TERMS Of:PAYMENT
48825 3212168 Net30
PO BOX 11050 SEATTLE,WA 98111
206-622-8272 FAX 206-622-8416
Federal I.D.#91 019379Q , ADVERTISING INVOICE
BILLED ACCDUN T NAME AND ADDRE55 `PAGES BE LING DATE -
1 12/22/08
BILLED ACCOUNT P ^-
3027
ADVERTISEi1CLIENT NUMBER
City of Renton
Office of City Clerk`
1055 S GRADY WAY
Renton WA 98055 �
fi
yy
b d ,. t's '
PLEAS DETACH AND RETURN UPPER PORTION WITH YOUR REMITTANCE
SAU SIZE TIMES RUN
DATE NEWSPAPER REFERENCE DESCRIPTION-OTHER BiLED ER COMMENTS/CHARGES RATE `GROSS AMOUNT NFT AMOUNT
UNrTB
12/08 232212 CN:MAPPING SURFACE WATER 1x93L 1 162,75
12/08 CINDY MOYA 93L 1.75
12/15 232212 CN:MAPPING SURFACE WATER 1x93L 1 162.75
12/15 CINDY MOYA: 93L 1,75
12/22 232212;_ CN:MAPPING SURFACE WATER 1x931- 1 16275
12/22 CINDY MOYA 93L 1,75
DUPLICATE COPY
.n
Daily Journal of Commerce INVOICE NUMBER BALED ACCOUNT NUMBER ADVERTISER/CLIENT NAME TOTAL AMOTI DUE
PO SOX 11050,SEATiLE,WA 9811113212168 3027 City of Renton 488.25
f
STATE OF WAA.SHVgGTON DING COUNTY
232212 No.
City of Renton
AN of Pubtca.Iian
The undersigned,on oath states that he is an authorized representative of The Daily Journal of
Commerce,a daily newspaper,which newspaper is a legal newspaper of general circulation and it is now
and has been for more than six months prior to the date of publication hereinafter referred to,published in
the English language continuously as a daily newspaper in Seattle,King County,Washington;and it is now
and during all of said time was printed in an office maintained'at the aforesaid place of publication of this
newspaper.The Daily Journal of Commerce was on the Its'day of June, 1941,approved as a legal .
newspaper by the Superior Court,of King County.
The notice in the exact form annexed,was published in regular issues of The Daily Journal of
Commerce,which was regularly distributed to its subscribers during the below stated period.The annexed
notice,a
CN:MAPPING SURFACE WATER
was published on
12/08/08 12/15108 12/22/08
The amount of the fee charged for the foregoing publication is the sum of S 488.25,which amount
has been paiPlt ftilh t 1
A.
\. ... ..
V,R9AR �'" Subse ' e w i to before e on
r �t=i.6
d, ' � ti��� otary publliresi for th Seattle
f Washington,
Affidavit of Publicaltion
City of Renton
Surface"Water Utility
Storm System Inventory
Mapping Project
Submittal Date:
January 23,2009
Request For SOQs and
Proposals
The ,City of Renton Surface'
Water Utility (SWU) is solicit
mg;Statements of Qualifications'
(SOQs)and Proposals from qual-
ifie(l consultants to assist with:
the development,gathering,and/.
or modification of a geographic
based database and nip;within
City right-of-ways, tracts, and
easements,for their public storm,
system asset inventory;The required consultant ser-
vices will potentially include pre
surveying,business plan develop
ment,pilot'study and results,field!
mapping, and educating staff in
the equipment usage and map-'
ping protocol. The mapped data
needed from the consultant will:
need to meet established accurate
standards and shall be of a geo
spatial format to be filly incor-.�
porated into the City:s 23 square
mile existing GIS system. 1`t s!
storm inventory project will pro'
vide information to the City SWV1
staff to make better decisions andj
plans for replacing,maintaining;,
or upgrading existing infrastrue-€.
ture:as well as using the data:for'
future storm system modeling;
effoxts,disaster recovery,mamte-
Hance tracking,NPDES Phase II
Per compliance, development;
cervices d future Surface Water:
Utility plans.
After.the proposals have been If
evaluated; the highest -rasaked3
firms will be interviewed:;
Selection shall be based upon;
both the written SOQs&propos-
als and interviews..All firms sub
witting qualification and propos
ais will be notified in Viking as
to their status upon.coniptetion'of
the process.Vomen and Minority
Business Enterprises (WMBE)
are encouraged to submit qualifi-
cations and proposals.
Background information,con-
sultant selection criteria, and
the detailed Request for SOQs/
Proposals may be obtained or by
contacting Steve. Lee, Surface
'Water Utility Engineer; 'byi
phone at 425-430-7205, by fax,
at 425-430-7241, or by email
at slee@rentonwa.gov detailed
Request for SOQs / Proposals;
instructions and the consultant}
selection criteria may also be
obtained by visiting our websitei
at:littpa/rentonwa goy/business/i
defauIf.aspx?id=1324 i
Sealed submittals" must bel
received prior to 4.00 n•m.•
Wednesday. January 23 2009.j
Postmarks will not be accepted.
Only the names of firms respond-!
ing will be available for announce-
ment.Submit one(1)bound orig
inal and nine (9) copies of the
SOQs[RFPs with the project;
name clearly marked on the enve-
lope to the following address:City
of Renton, Attn: Surface Water!
Utility Storm System Inventory
Mapping Project, City Clerk's
l
1
ADMINISTRATIVE, JUDICIAL, AND
*� LEGAL SERVICES DEPARTMENT
M E M O R A N D U M
DATE: December 29, 2008
TO: Steve Lee,Civil Engineer III
F REWON
FROM: ason Seth,Deputy City Clerk °HY`
P Y Y �°Tll.:l`$°� YSTEvl
SUBJECT: Legal Publication,Daily Journal of Commerce
The attached billing for the "Surface Water Inventory Mapping Project" acts published in
the Daily Journal of Commerce forarded to you for� aymelat.
If you have any questions,please call me at ext. 6504. Thank.you.
Attachment
iAdeputy city clerk files\winword\doc\djcbill.doc
CITY OF RENTON
Request for SOOs and Proposals
Surface Water Utility Storm System Inventory Mapping Proiect
Submittal Date: January 23,2009
The City of Renton Surface Water Utility (SWU) is soliciting Statements of Qualifications
(SOQs) and Proposals from qualified consultants to assist with the development, gathering,
and/or modification of a geographic-based database and map, within City right-of-ways, tracts,
and easements, for their public storm system asset inventory.
The required consultant services will potentially include pre-surveying, business plan
development, pilot study and results, field mapping, and educating staff in the equipment usage
and mapping protocol. The mapped data needed from the consultant will need to meet
established accurate standards and shall be of a geospatial format to be fully incorporated into
the City's 23 square mile existing GIS system. This storm inventory project will provide
information to the City SWU staff to make better decisions and plans for replacing, maintaining,
or upgrading existing infrastructure as well as using the data for future storm system modeling
efforts, disaster recovery, maintenance tracking, NPDES Phase II Permit compliance,
development services and future Surface Water Utility plans.
After the proposals have been evaluated, the highest ranked firms will be interviewed. Selection
shall be based upon both the written SOQs & proposals and interviews. All firms submitting
qualification and proposals will be notified in writing as to their status upon completion of the
process. Women and Minority Business Enterprises (WMBE) are encouraged to submit
qualifications and proposals.
Background information, consultant selection criteria, and the detailed Request for SOQs/
Proposals may be obtained or by contacting Steve Lee, Surface Water Utility Engineer, by phone
at 425-430-7205, by fax at 425-430-7241, or by email at slee _rentonwa.aov detailed Request for
SOQs / Proposals instructions and the consultant selection criteria may also be obtained by
visiting our website at: http://rentonwa.gov/business/default.aspx?id=1324
Sealed submittals must be received prior to 4:00 p.m., Wednesday, January 23, 2009. Postmarks
will not be accepted. Only the names of firms responding will be available for announcement.
Submit one (1) bound original and nine (9) copies of the SOQs/RFPs with the project name
clearly marked on the envelope to the following address: City of Renton, Attn: Surface Water
Utility Storm System Inventory Mapping Project, City Clerk's Office, 1055 South Grady Way.
7`h Floor, Renton, WA 98057
Bonnie I. Walton, City Clerk
Dates of Publication in
Seattle Daily Journal of Commerce
December 8,December 15,and December 22,2008
CITY OF RENTON
Request for SOOs and Proposals
Surface Water Utility Storm System Inventory Mapping Project
Submittal Date: January 23,2009
The City of Renton Surface Water Utility (SWU) is soliciting Statements of Qualifications
(SOQs) and Proposals from qualified consultants to assist with the development, gathering,
and/or modification of a geographic-based database and map, within City right-of-ways, tracts,
and easements, for their public storm system asset inventory.
The required consultant services will potentially include pre-surveying, business plan
development, pilot study and results, field mapping, and educating staff in the equipment usage
and mapping protocol. The mapped data needed from the consultant will need to meet
established accurate standards and shall be of a geospatial format to be fully incorporated into
the City's 23 square mile existing GIS system. This storm inventory project will provide
information to the City SWU staff to make better decisions and plans for replacing, maintaining,
or upgrading existing infrastructure as well as using the data for future storm system modeling
efforts, disaster recovery, maintenance tracking, NPDES Phase II Permit compliance,
development services and future Surface Water Utility plans.
After the proposals have been evaluated, the highest ranked firms will be interviewed. Selection
shall be based upon both the written SOQs & proposals and interviews. All firms submitting
qualification and proposals will be notified in writing as to their status upon completion of the
process. Women and Minority Business Enterprises (WMBE) are encouraged to submit
qualifications and proposals.
Background information, consultant selection criteria, and the detailed Request for SOQs/
Proposals may be obtained or by contacting Steve Lee, Surface Water Utility Engineer, by phone
at 425-430-7205, by fax at 425-430-7241, or by email at slee(aD_rentonwa.clov detailed Request for
SOQs / Proposals instructions and the consultant selection criteria may also be obtained by
visiting our website at: http://rentonwa.gov/business/default.aspx?id=1324
Sealed submittals must be received prior to 4:00 p.m., Wednesday, January 23, 2009. Postmarks
will not be accepted. Only the names of firms responding will be available for announcement.
Submit one (1) bound original and nine (9) copies of the SOQs/RFPs with the project name
clearly marked on the envelope to the following address: City of Renton, Attn: Surface Water
Utility Storm System Inventory Mapping Project, City Clerk's Office, 1055 South Grady Way.
71" Floor, Renton, WA 98057
BONNIE I. WALTON, City Clerk
Dates of Publication in
Seattle Daily Journal of Commerce
December 8,December 15,and December 22,2008
H:AFile Sys\SWP-Surface Water Projects\SWP-27-Surface Water Projects(CIP)A27-9999 SSWM Plan\1113 FieldMappingRFP\Request for
SOQ in Daily Journal of Commerce.doc\STLtp
CITY OF RENTON
SURFACE WATER UTILITY STORM SYSTEM INVENTORY MAPPING PROJECT
REQUEST FOR STATEMENT OF QUALIFICATIONS/PROPOSALS
1.0 Purpose/ Project Description
The City of Renton Surface Water Utility(SWU) is soliciting Statement of Qualifications (SOQs)/
Proposals from qualified consultants to assist with the development, gathering, and/or modification
of a geographic-based database and map, within City right-of-ways, tracts, and easements, for their
public storm system asset inventory. The mapped data needed from the consultant will be need to
meet established accuracy standard and shall be of a geospatial format to be fully incorporated into
the City's existing GIS system. This asset inventorying project will provide information to allow
the City SWU staff to make better decisions and plans for replacing, maintaining, or upgrading
existing infrastructure, used in future storm-water modeling efforts, customer service information,
development review and permitting, Phase II NPDES permit compliance, and be a valuable tool for
disaster recovery.
The successful consultant (or contractor) will be responsible for collecting data, interpreting data,
input, design (re-design), and integration into the City's existing GIS (ESRI ArcGIS). The
consultant will also be responsible for software/hardware integration, training, and assistance with
the installation process. Training and procedure development for both ongoing maintenance and
updates of the system will be expected, as well as compatibility with the City's existing software
and operating systems.
City of Renton,Washington
The City of Renton is generally located in Western Washington immediately east of Lake
Washington, approximately 15 miles southeast of Seattle, 7 miles south of downtown Bellevue,
north of Kent, and is immediately south of Newcastle, Washington. Renton is a community of more
than 80,000 residents with another 35,000 people employed within the city limits. The City is
approximately 22.9 square miles in size and maintains approximately 380 centerline miles of
roadway(see Attachment A for City location and boundaries). This approximate centerline miles
total includes the recent Benson Hill Area, Liberty, and New Life Aquabarn annexation areas within
its corporate boundary limits.
2.0 Summary Scope of Work
The City currently lacks a"true" inventory of its existing public storm system infrastructure located
within the City right-of-ways and is seeking a consultant/contractor to verify storm system asset
information within City right-of-ways. The City is requesting proposals and Statement of
Qualifications (SOQs) for a storm system field mapping project from a consultant/contractor(herein
after termed Consultant) to improve it's database and mapping in a form that will allow seamless
integration with the City's current ESRI GIS system and the City's asset management software,
Infor EAM. The City requests a refined scope be developed and submitted as part of the proposal
by the consultant with defined methods, techniques, software to be utilized, integration
methodology with the City software/hardware, deliverables, and a detailed schedule.
Page 1 of 13
3.0 Background Information
The City of Renton Surface Water Utility Division maintains an existing inventory of storm system
assets from various types of information collected from County annexed records, private and public
project as-builts with different converted datums, and field maintenance verified data collected over
the last two decades. This City inputted data has been inserted into the City's existing geo-
referenced mapping system(ESRI ArcGIS) which should serve as an useful tool to guide the
consultant crew(s) in collecting new, supplemental and/or verifying data collected from the field.
The City of Renton has budget available from the City approved 2008 and 2009 budget to comply
with the Phase II NPDES permit. The total approved budget available is $500,000 (approximate)
for this storm inventory project. This budget includes City staff costs, equipment, and consultant
fees.
The City currently uses the following software:
City of Renton utilizes ESRI ArcGIS version 9.2 (or later versions when the City upgrades their
software in 2009).
City of Renton currently uses Infor EAM as its maintenance management system.
The consultant is encouraged to obtain existing electronic GIS information by contacting Gary Del
Rosario, Surface Water Utility Engineering Specialist, via email at gdelrosario(a),ci.renton.wa.us or
by calling 425-430-7267. The City can provide the following feature classes/files via the City's
Buzzsaw ftp site once the consultant has contacted and been setup with an account by Mr. Del
Rosario. The following will be the set of feature classes/files to be provided:
- Parcel base
- Street names
- Centerlines
- City limits
- PAA boundary
- Hydrology
- MrSID aerial
- Topography
- Sewer network and structures
-Water network and hydrants
- Storm (structures, pipes, flow control, and ends/connections)
4.0 Goal of Stormwater Asset Inventory Database
The goal of the SWU storm system asset inventory and database is to obtain an accurate and
complete inventory of City-owned stormwater facilities for seamless integration with the City's
existing ESRI ArcSDE Enterprise Geographic Information System and Infor EAM Maintenance
Management System. All data collected shall overlay with the existing City GIS data in the form of
Washington State Plane Coordinates,North American Datum, 1983 (NAD `83), latest adjustment
(US Feet), and the North American Vertical Datum, 1988 (NAVD '88), latest adjustment. All data
must meet National Spatial Data Infrastructure (NSDI) and Federal Geographic Data Committee
(FGDC) requirements. FGDC compliant metadata will be required for all data collected. Data
collected, verified, and generated from field mapping shall be used to assist the City Surface Water
Utility(SWU) in the City's Phase II National Pollutant Discharge Elimination System(NPDES)
Permit activities, as well as providing valuable information to the City's Operation, Engineering,
and Maintenance activities. The collected data will also be capable of being used with future City
modeling efforts, customer service information, and permitting(internal and external customers).
Page 2 of 13
INFORMATION TO BE PROVIDED IN SOQs / PROPOSALS
To be considered responsive, SOQs/Proposals must include the following information. To
facilitate evaluation, SOQs/Proposals should be organized in the order of the outline below. Do
not exceed 20 pages (single-sided), exclusive of resumes.
The following Section 5.0 is a `general' scope of services by Task for this project. All of the
following tasks are meant to serve as a general outline with a brief description provided by the City.
The Consultant proposal should describe how these tasks will be accomplished and add detailed
project approaches to each Task.
The order of the following Tasks is recommended.
Section 5.0 Proposal Outline
TASK A: Meetings, Scheduling, &ProiectManagement:
The Consultant shall meet with the City per the accepted Business Plan meeting schedule, and
provide written weekly Progress Reports documenting work completed,problems, and upcoming
work to be completed (long/short term). The progress report will document what was completed,
how much work time was needed, equipment used, and copies of surveyed structure notes.
Presentation materials, which describe the work performed on each task, shall be electronically
available to the City for its sole discretionary use.
Discuss specific tasks to be included in the Scope of Work and describe the proposed approach to
complete each task.
Provide a description of your organizational approach and how work is to be efficiently completed.
Provide an organizational chart indicating how the firm's management will interface with this
project.
The project schedule shall not exceed twenty-four(24) months in duration with project time
beginning at the "Notice to Proceed" after an agreed upon scope has been established between the
Consultant and the City. The field mapping and acceptance of delivered data shall be divided into
five distinct areas of the City with total deliverables provided at the end of each five divided areas.
If project seems to be falling behind schedule, the project schedule will be updated(as required by
the City) and changes submitted along with change management methodology proposed of how the
schedule would be met.
TASK B: Existing Data/Equipment/Software/Personnel Evaluation, Data Development Manual,
Business Field Mapping Plan, and Change Management Plan:
The City anticipates that a well planned process be proposed prior to starting work out in the field
on collecting data. In addition, documentation of the project will be required prior to field activities
starting, as well as establishment of acceptance criteria(s)by all stakeholders. The Consultant
should consider benefit versus cost analyses of generating more accurate data as part of this task
and present recommendations to the City.
Prior to beginning work, the Consultant shall meet with appropriate City representatives to discuss
all issues concerning data collection, verification of collected data, reviewing existing data, defining
the design, and delivery. This task shall be completed prior to populating the geo-database with
Page 3 of 13
new field collected information. The City will provide the Consultant with a Feature Attributes
Specifications document(see Attachment B)that specifies the assets to be reported, along with the
attributes to be collected for each asset. This document will also provide the Consultant a review of
existing storm system GIS work completed by the City. The Consultant will research GIS
information the City currently possesses and incorporate a plan to realize City storm mapping and
inventory goals.
The Consultant shall examine, evaluate, and inspect the usefulness of the City's existing GPS
software, equipment, and other field locating equipment. This equipment shall be tested to
determine its usefulness in assisting the Consultant and shall be factored in overall savings to the
City project budget. The Consultant will also train City staff on the use of existing GPS locating
equipment and provide input as to additional field hardware to assist in the City's future self-
locating needs.
The Consultant shall review the existing City surface water geo-spatial database that should be used
as a ghost system for the Consultant to expedite data collection and be used as a field location
guide. The Consultant shall determine which areas do not need mapping and evaluate if existing
segments of data can be used in lieu of collecting new field data to assist in overall project cost
savings.
A Data Development Manual shall be developed by the Consultant to ensure deliverables meet City
expectations and that future field and office procedures are consistent in the future. This document
will be used by the City Surface Water Utility as the standard manual for field data collection and
processing. The Consultant shall develop the manual and the City project manager will review and
approve the manual. A series of workshops will be scheduled to provide/receive input into the
manual, design, and field process for collecting data. This document shall be capable of being used
by City personnel in the future in training future employees in collecting field data.
The Consultant shall develop a Business Plan for the project that shall include how the Consultant
will verify information, how QA/QC management is to be implemented in the field and office, and
how change management would maintain the overall project schedule and budget by the Consultant.
In addition, the Consultant will verify with the City on the precision/accuracy needed for each
collected piece of information to be inserted into geo-spatial database.
TASK C. SCHEMA Redesi
The City currently has a meta-table SCHEMA format that should be used as a basis for setting up
any potential future changes in a revised SCHEMA. The Consultant will assist and work with the
City to modify the SCHEMA that should be in a form that seamlessly assists with future modeling,
html publishing, maintenance/inspection record keeping, reporting for the City's NPDES permit,
and integration with other City data. The City currently maintains a geo-referenced storm inventory
system that can be used as a backdrop while gathering data in the field. The Consultant should
present what will be included within the SCEMA redesign, process, etc. Some items that may be
included would be geo referenced pictures, tiff files, survey notes, etc.
TASK D: Sample Pilot Data Development Area, Collection, and Evaluation:
Once the City has approved TASK A, B, and C, a pilot data set sample area will be mapped and
recorded for a minimum of one centerline mile divided between a minimum of two separate streets.
For the selected SWU coverage area(s) to be determined between the City and the Consultant, a
sample pilot study area will be processed fully. The final deliverable will be equivalent to the final
geo-database product. During the field mapping task, the Consultant will work with the City to
ensure accurate data and provide the City confirmation of the project schedule and it's various
Page 4of13
deliverables. The final pilot deliverable shall contain information to verify that the final
deliverables will meet City standards and expectations. The point and linear assets features shall be
delivered as ESRI feature classes. They shall comply with standards established by the City's GIS
Taskforce and be compatible with the City's ArcSDE and ArcGIS software and existing ESRI GIS
system. Generated Consultant data shall be referenced to the WA State Plane Coordinate system,
North American Datum, 1983 (NAD `83), latest adjustment(US Feet), and the North American
Vertical Datum, 1988 (NAVD '88), latest adjustment. All data must meet National Spatial Data
Infrastructure (NSDI) and federal standards. Once the City has accepted the sample data and it
meets the accuracy and acceptance criteria, the next phases of the project may begin.
The Pilot dataset deliverable shall be compatible with the City's operating system and asset
management software for future data integration purposes and represent a sample of the final data to
be provided to the City. A random statistically valid sample of data will be tested by the City to
ensure the quality and accuracy of the deliverables. If the deliverable is unacceptable, the
Consultant shall redevelop field data or include additional data to meet City expectations and
standards without additional costs incurred on the project.
TASK E: Surveying, Field data collection, and Acceptance of collected data:
The Consultant shall use such data collection technologies as needed to provide an accurate
inventory of stormwater facilities and structures within the City, as well as confirming the data to
set City monument data. The Consultant shall list the field collection methodology and equipment
to be used for this proposal. The data gathered shall be ESRI feature classes, which include point
and linear features and associated attributes listed in Attachment B. All point and linear features
shall be delivered with X, Y, Z location, feature type and attribute data as agreed upon in the
Business Plan.
The City anticipates the use of automated data collection technologies that may include, but not be
limited to the following; van based surface data collection; stereoscopic imagery; survey grade GPS
receiver collection; and etc. Any method recommended to be used in this data collection project
shall be well defined in this proposal and provide advantages and disadvantages of the preferred
method over other methods. The Consultant should consider benefit versus cost of data precision
location and present recommendations to the City for the best possible project value to be presented
in the proposal.
The City and Consultant will perform quality checks of the data(random sampling of the data will
be performed to ensure quality and accuracy of the deliverables). The City will be able to QA/QC
data from each day's collected data to ensure data is accurate and acceptable during the entire
project with actual City monument information. Data will be scrutinized under the Consultant's
quality control measure and will again be examined and evaluated by City staff to ensure
compliance with the City's requirements and scope.
At the Minimum, all point and linear features shall have sub 1-foot horizontal accuracy(or 1 foot
+/-) and vertical accuracy shall be within 1-inch accuracy(or 1-inch+/-). The vertical accuracy
shall be verified with measure downs from the rim elevation to top of pipe elevation. The
Consultant is to provide the level of accuracy proposed along with the recommended field
collection method/equipment.
Page 5 of 13
TASK F: Delivery of Stormwater Asset Inventory Geo-Database
1. Consultant shall provide final product that is all-inclusive(electronic,paper survey data,
etc.,) at time of delivery.
2. Demonstrations (office and field) to City project staff will be expected.
3. Training of City staff and recommendations to the City on how to integrate on-going field
work during and after this project will be provided to ensure future data collected by the
City mirrors the same, or better, data accuracy of this project.
TASK G: Additional Miscellaneous Information
Present past projects successfully completed by your firm.
The Consultant's past projects list is to be provided to the City along with a summary of each
project, client contact information(contact name, telephone number, and address), and unique
challenges encountered/solved for each project.
Key personnel summary(include resumes in Appendix)
The Consultant will list key personnel to be used for this project and what their duties will
be within the proposal. Also state time availability of each project staff member to ensure
successful delivery of the City of Renton mapping project.
Personnel deviations during the project from the listed personnel in the project proposal and
Business Plan, if any, shall be subject to written approval by the City. If Consultant staff is deemed
incapable to perform the project per City standards and within the agreed upon contract project
scope, timelines, and tasks, then the City shall exercise the option of canceling the Consultant
contract with all electronic and paper project materials provided to the City. The City will designate
a Project Manager who shall be the representative of the City for this project and serve as the point
contact for this mapping project.
Additional miscellaneous information and services should be presented within this section. This
may include QA/QC checks with actual City monuments to ensure collected data is of good quality,
level looping throughout the City, etc.
6.0 Proposal Format and References
Consultants shall prepare proposals as follows:
Proposal length shall not exceed 20 pages, which includes the cover sheet but excludes resumes.
List at least four(4) client references that the Consultant has worked for within the past five(5)
years.
7.0 Proposal Evaluation
The City of Renton staff and representatives will evaluate the consultants' Statements of
Qualifications/Proposals based on the project approach, each firm's technical skills and resources,
project team's technical skills, history of performance, and knowledge. After the Statements of
Qualifications/Proposals have been evaluated, the highest ranked firms will be interviewed. All
firms submitting Statements of Qualifications/Proposals will be notified in writing as to their status
in the selection process. The evaluation criteria that will be used in determining the short list of
firms to be interviewed is enclosed (Attachment C). Final selection will be made based upon both
Page 6of13
the written Statements of Qualifications / Proposals and the interviews.
8.0 Submission Schedule
December 8, 2008 (Monday) Request for Proposal Advertised
January 23, 2009 (Wednesday) 4:00 p.m. Submission Deadline at City Clerk Office (71h floor)
(To be determined) Review Proposals, Short list establishment (if necessary)
(To be determined) Schedule Presentations (if necessary)
(To be determined) Recommendation to City Council
9.0 Solicitation
To be considered, submit one (1) bound original and nine (9) copies, no later than 4:00 p.m. on
Wednesday, January 23, 2009 to:
Attn: Surface Water Utility Storm System Inventory Mapping Project
City Clerk
City of Renton, 71h Floor
1055 S. Grady Way
Renton, WA 98057
RFP proposals shall be received in a sealed envelope, prior to the time scheduled to receive
proposals, and shall be clearly marked SURFACE WATER UTILITY STORM SYSTEM
INVENTORY MAPPING PROJECT.
Page 7of13
ATTACHMENT A:
PROJECT AREA BOUNDARY(need new boundaries with all annexation areas....)
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Page 8of13
ATTACHMENT B:
SAMPLE FEATURE ATTRIBUTES LIST
Curb Inlets
Horizontally locate curb inlets along the outside curb and gutter and the median curb and
gutter on the roadway.
Report invert elevations.
Report rim elevations.
Report inlet type.
Report condition of structure.
Manholes
Horizontally locate manholes within the right-of-way.
Report manhole's sediment depth and sump depth from lowest invert.
Report invert elevations.
Report rim elevations.
Report diameter.
Report cover type.
Report material type.
Report condition of structure.
Report sump depth.
Report sediment depth and presence of oil.
Catch Basins
Horizontally locate catch basins within the right-of-way.
Report catchbasin sediment depth.
Report invert elevations.
Report rim elevations.
Report type.
Report cover type.
Report material type.
Report sump depth.
Report sediment depth and presence of oil.
Page 9of13
Report condition of structure.
Pipes
Report shape and roughness of pipe.
Pipe size.
The circular pipe diameter in inches.
The non-circular pipe height in inches.
The non-circular pipe width in inches.
Type of material from which the pipe is constructed.
Roughness of material.
Condition of Pipe.
Rating system, i.e. 1-5.
Crossdrains and Box Culverts
Horizontally locate each end of box culverts and crossdrains. If the opening is 20 feet or
greater (or a series of culverts totally a width of 20-feet), it is considered a bridge. Both
cross under roadways for the purpose of draining excess water.
Roadside Ditches/ Swales
This feature notes the type of roadside ditch along the roadway.
Horizontally locate center flowline, top of each bank, and ends.
Note whether grass, paved or open cut (bare ground).
Outfalls
This feature notes the invert elevation and location of outfall into a natural feature, i.e.
channel, stream, river, etc.
Detention, Retention, Infiltration, and Water quality facilities.
This feature notes the inlet and outlet into these facilities, condition, type of structure, and
flow control inlets/information.
Horizontally locate center flowline, top of each bank, and ends.
Note discerning features of condition of structures.... i.e. whether grass maintenance is
needed, access is restricted by fencing, etc.
Note type and condition of fencing.
Water quality structures should note type and if structure needs maintenance.
Note type of control structure and it's outlet elevations, orifice sizes, and orifice elevations.
All of the above tasks are meant to serve as a general outline of anticipated steps and
information needed to accomplish project goals. It is recognized that adjustments to this
Minimum Scope of Services may be needed upon mutual agreement between Surface Water
Utility and the consultant.
Page 10 of 13
ATTACHMENT C—CONSULTANT EVALUATION CRITERIA
a) Evaluation of Written SOQ / Proposal
Review the firm's Statement of Qualifications/Proposal, and evaluate the following elements, based upon
the scoring system described below.
Use the following scoring while evaluating each aspect of the SOQ/ proposal:
Inadequate = 1, Acceptable = 2, Good = 3, Excellent = 4, Outstanding = 5
Qualifications and Expertise of the Firm:
1 Applicable work experience, particularly within last 5 years.
2 Technical experience of staff proposed.
3 Demonstrated knowledge of planning and engineering principles
required for this project.
4 Special skills or"bonuses"the firm or team may rovide
tSUBTOTAL:
Overall ualifications and ex ertise of firm.
Firm's/Team's Resource Availability.:
1 Technical materials, specialists (including location of specialists).
2 Time availability of key staff.
3 Overall resource availability.
SUBTOTAL:
Proiect Management
1 Experience indicates that consultant produces on time and within
budget.
2 Structure of team compatible with City, easy to work with.
3 Overall apparent project management ability.
SUBTOTAL:
Pro'ect A roach:
1 Approach to project is compatible with City practices (preparation of
scope of work, breakdown of project into tasks and milestones,
adequate field and background research, etc.
2 Emphasis on communication with client.
Page 11 of 13
3 Adequacy of quality control practices (do senior engineers perform
quality checks, is there an adequate quality control program
described?)
4 Overall approach to project.
SUBTOTAL:
TOTAL SCORE, WRITTEN PORTION:
b) Oral Presentation Evaluation
Evaluate the following elements, based upon the scoring system described below.
Use the following scoring while evaluating each aspect of the oral presentation:
Inadequate = 1, Acceptable = 2, Good = 3, Excellent=4, Outstanding = 5
Key Personnel Skills and Abilities
1 Judgment and insight.
2 Technical skills and knowledge.
3 Leadership.
4 Communication skills (listening and speaking).
5 Overall skills and abilities of key personnel
SUBTOTAL
Qualifications and Expertise of the Firm /Team:
1 Applicable work experience demonstrated and discussed.
2 Demonstrated technical experience of staff proposed, (familiarity&
experience with methodologies, technologies).
3 Knowledge of regulatory environment(SEPA, ESA, existing &
pending SDWA rules, pertinent RCW &WAC, King County SWM
and others).
4 Knowledge of outside funding sources (grants, loans, LID's, ULID's,
etc.) If knowledge of funding sources is appropriate to this category
and is demonstrated by applicant, score a 2; otherwise score a 0.
5 Interest in work, willingness to accommodate the City.
6 Project experience matches City's needs.
7 Overall qualifications and expertise of the firm /team
SUBTOTAL:
Page 12 of 13
Firm's/Team's Resource Availability:
1 Confirmed time availability of key staff proposed.
2 Key proposed staff appear to be easy to work with.
3 Other, and overall resource availability of firm /team
SUBTOTAL:
Protect Management:
1 Appropriate experience and expertise of project manager.
2 Team has worked together before.
3 Structure of team seems easy to work with, capable of working with
City staff.
4 Overall apparent project management capabilities.
SUBTOTAL:
Project Approach:
1 Approach to project compatible with City practice (preparation of
scope of work, breakdown of tasks into goals and milestones,
adequate field and background research, etc.).
2 Emphasis on communication with client.
3 Adequacy of quality control/quality assurance (QC/QA) program
(regularly performed by a senior engineer with the firm?
4 Overall project approach
SUBTOTAL:
TOTAL SCORE, ORAL PRESENTATION:
F_7TOTAL SCORE, WRITTEN + ORAL PRESENTATION:
Page 13of13
g DATE' •. r.,
(NAME001�.
iY�11 t�+�th� •:• 7v
CITY OF RENTON .
Request for SOOs and Proposals -------
Surface Water Utility Storm S stem InventoryMai et --W-----�
Submittal Date: January 23,2009 ��
The City of Renton Surface Water Utility (SWU) is soliciting Statements of Qualifications
(SOQs) and Proposals from qualified consultants to assist with the development, gathering,
and/or modification of a geographic-based database and map, within City right-of-ways, tracts,
and easements, for their public storm system asset inventory.
The required consultant services will potentially include pre-surveying, business plan
development, pilot study and results, field mapping, and educating staff in the equipment usage
and mapping protocol. The mapped data needed from the consultant will need to meet
established accurate standards and shall be of a geospatial format to be fully incorporated into
the City's 23 square mile existing GIS system. This storm inventory project will provide
information to the City SWU staff to make better decisions and plans for replacing, maintaining,
or upgrading existing infrastructure as well as using the data for future storm system modeling
efforts, disaster recovery, maintenance tracking, NPDES Phase II Permit compliance,
development services and future ss +plans.
After the proposals have been evaluated, the highest ranked firms will be interviewed. Selection
shall be based upon both the written SOQs & proposals and interviews. All firms submitting
qualification and proposals will be notified in writing as to their status upon completion of the
process. Women and Minority Business Enterprises (WMBE) are encouraged to submit
qualifications and proposals.
Background information, consultant selection criteria, and the detailed Request for SOQs/
Proposals may be obtained or by contacting Steve Lee, Surface Water Utility Engineer, by phone
at 425-430-7205, by fax at 425-430-7241, or by email at slee@ci.renton.wa.us. The detailed
Request for SOQs / Proposals instructions and the consultant selection criteria may also be
obtained by visiting our website at: http://rentonwa.gov/business/default.aspx?id=1324
Sealed submittals must be received prior to 4:00 p.m., Wednesday, January 23, 2009. Postmarks
will not be accepted. Only the names of firms responding will be available for announcement.
Submit one (1) bound original and nine (9) copies of the SOQs/RFPs with the project name
clearly marked on the envelope to the following address: City of Renton, Attn: Surface Water
Utility Storm System Inventory Mapping Project, City Clerk's Office, 1055 South Grady Way.
71" Floor, Renton, WA 98057
BONNIE 1. WALTON, City Clerk
Dates of Publication in
Seattle Daily Journal of Commerce
December 8,December 15,and December 22,2008
HAFile Sys\SWP-Surface Water Projects\SWP-27-Surface Water Projects(CIP)\27-9999 SSWM Plan\1113 FieldMappingRFP\Field Mapping
Request for SOQ in Daily Journal of Commerce.doc\STLtp
CITY OF RENTON
SURFACE WATER UTILITY STORM SYSTEM INVENTORY MAPPING PROJECT
1.0 Purpose/ Project Description
The City of Renton Surface Water Utility (SWU) is soliciting SOQs / RFPs from qualified
consultants to assist with the development, gathering, and/or modification of a geographic-based
database and map, within City right-of-ways, tracts, and easements, for their public storm system
asset inventory. The mapped data needed from the Consultant will be need to meet established
accuracy standard and shall be of a geospatial format to be fully incorporated into the City's
existing GIS system. This asset inventorying project will provide information to allow the City
SWU staff to make better decisions and plans for replacing, maintaining, or upgrading existing
infrastructure, used in future storm-water modeling efforts, customer service information,
development review and permitting, Phase II NPDES permit compliance, and be a valuable tool
for disaster recovery.
The successful consultant (or contractor) will be responsible for collecting data, interpreting data,
input, design (re-design), and integration into the City's existing GIS (ESRI ArcGIS). The
consultant will also be responsible for software/hardware integration, training, and assistance wit e
the installation process. Training and procedure development for both ongoing maintenance an
updates of the system will be expected, as well as compatibility with the City's existing software
and operating systems.
City of Renton, Washington
The City of Renton is generally located in Western Washington immediately east of Lake
Washington, approximately 15 miles southeast of Seattle, 7 miles south of downtown Bellevue,
north of Kent, and is immediately south of Newcastle, Washington. Renton is a community of
more than 80,000 residents with another 35,000 people employed within the city limits. The City
is approximately 22.9 square miles in size and maintains approximately 380 centerline miles of � )
roadway (see Attachment A for City location and boundaries). This approximate centerline miles
total includes the recent Benson Hill Area, Liberty, and New Life Aquabarn annexation areas
within it's corporate boundary limits.
2.0 Summary Scope of Work
The City currently lacks a "true" inventory of it's existing public storm system infrastructure located
within the City right-of-ways and is seeking a consultant/contractor to verify storm system asset
information within City right-of-ways. The City is requesting proposals and Statement of
Qualifications (SOQs) for a storm system field mapping project from a consultant/contractor
(herein after termed consultant) to improve it's database and mapping in a form that will allow
seamless integration with the City's current ESRI GIS system and the City's asset management V�
software, Infor EAM. The City requests a refined scope be developed and submitted as part of
the proposal by the consultant with defined methods, techniques, software to be utilized,
integration methodology with the City software/hardware, deliverables, and a detailed schedule.
C �
3.0 Background Information
The City of Renton Surface Water Utility Division maintains an existing inventory of storm system
assets from various types of information collected from County annexed records, private and
Page 2 of 12
public project as-builts with different converted datums, and field maintenance verified data
collected over the last two decades. This City inputted data has been inserted into the City's
existing geo-referenced mapping system (ESRI ArcGIS) which should serve as an useful tool to
guide the consultant crew(s) in collecting new, supplemental and/or verifying data collected from
the field. The City of Renton has budget available from the City approved 2008 and 2009 budget
to comply with the Phase II NPDES permit. The total approved budget available is $500,000
(approximate) for this storm inventory project. This budget includes City staff costs, equipment,
and consultant fees.
The City currently uses the following software:
• City of Renton utilizes ESRI ArcGIS version 9.2 (or later versions when the City upgrades
their software in 2009).
• City of Renton currently uses Infor EAM as it's maintenance management system.
The Consultant is encouraged to obtain existing electronic GIS information by contacting Gary Del
Rosario via email (gdelrosario(ci-)ci.renton.wa.us and gdelrosarioCcD-rentonwa.gov), or by phone
(425-430-7267). The City can provide the following feature classes/files via the City's Buzzsaw
ftp site once the Consultant has contacted and been setup with an account by Mr. Del Rosario.
The following will be the set of feature classes/files to be provided:
- Parcel base
- Street names
- Center lines
- City limits
- PAA boundary
- Hydrology
- MrSID aerial
- Topography
- Sewer network and structures
-Water network and hydrants
- Storm (structures, pipes, flow control, and ends/connections)
4.0 Goal of Stormwater Asset Inventory Database
The goal of the SWU storm system asset inventory and database is to obtain an accurate and
complete inventory of City-owned storm-water facilities for seamless integration with the City's
existing ESRI ArcSDE Enterprise Geographic Information System and Infor EAM Maintenance
Management System. All data collected shall overlay with the existing City GIS data in the form
of Washington State Plane Coordinates, North American Datum, 1983 (NAD `83), latest
adjustment (US Feet), and the North American Vertical Datum, 1988 (NAVD '88), latest
adjustment. All data must meet National Spatial Data Infrastructure (NSDI) and Federal
Geographic Data Committee (FGDC) requirements. FGDC compliant metadata will be required
for all data collected. Data collected, verified, and generated from field mapping shall be used to
assist the City Surface Water Utility (SWU) in the City's Phase II National Pollutant Discharge
Elimination System (NPDES) Permit activities, as well as providing valuable information to the
City's Operation, Engineering, and Maintenance activities. The collected data will also be capable
of being used with future City modeling efforts, customer service information, and permitting
(internal and external customers).
Page 3 of 12
INFORMATION TO BE PROVIDED IN SOQs / PROPOSALS
To be considered responsive, SOQs / proposals must include the following information. To
facilitate evaluation, SOQs / proposals should be organized in the order of the outline below. Do
not exceed 20 pages (single sided), exclusive of resumes.
The following Section 5.0 is a `general' scope of services by Task for this project. All of
the following tasks are meant to serve as a general outline with a brief description
provided by the City. The Consultant proposal should describe how these tasks will be
accomplished and add detailed project approaches to each Task.
The order of the following Tasks is recommended.
Section 5.0 Proposal Outline
TASK A: Meetings, Scheduling, & Project Management:
The Consultant shall meet with the City per the accepted Business Plan meeting schedule, and
provide written weekly Progress Reports documenting work completed, problems, and upcoming
work to be completed (long/short term). The progress report will document what was completed,
how much work time was needed, equipment used, and copies of surveyed structure notes.
Presentation materials, which describe the work performed on each task, shall be electronically
available to the City for it's sole discretionary use.
1. Discuss specific tasks to be included in the Scope of Work and describe the proposed
approach to complete each task.
2. Provide a description of your organizational approach and how work is to be efficiently
completed.
3. Provide an organizational chart indicating how the firm's management will interface with
this project.
The project schedule shall not exceed twenty-four (24) months in duration with project time
beginning at the "Notice to Proceed" after an agreed upon scope has been established between
the Consultant and the City. The field mapping and acceptance of delivered data shall be divided
into five distinct areas of the City with total deliverables provided at the end of each five divided
areas. If project seems to be falling behind schedule, the project schedule will be updated (as
required by the City) and changes submitted along with change management methodology
proposed of how the schedule would be met.
TASK B: Existing Data/Eguipment/Software/Personnel Evaluation, Data Development Manual,
Business Field Mapping Plan, and Change Management Plan.-
The City anticipates that a well planned process be proposed prior to starting work out in the field
on collecting data. In addition, documentation of the project will be required prior to field activities
starting, as well as establishment of acceptance criteria(s) by all stakeholders. The Consultant
should consider benefit versus cost analyses of generating more accurate data as part of this task
and present recommendations to the City.
Prior to beginning work, the Consultant shall meet with appropriate City representatives to discuss
all issues concerning data collection, verification of collected data, reviewing existing data,
defining the design, and delivery. This task shall be completed prior to populating the geo-
database with new field collected information. The City will provide the Consultant with a Feature
Attributes Specifications document (see Attachment B) that specifies the assets to be reported,
along with the attributes to be collected for each asset. This document will also provide the
Consultant a review of existing storm system GIS work completed by the City. The Consultant
Page 4 of 12
will research GIS information the City currently possesses and incorporate a plan to realize City
storm mapping and inventory goals.
The Consultant shall examine, evaluate, and inspect the usefulness of the City's existing GPS
software, equipment, and other field locating equipment. This equipment shall be tested to
determine it's usefulness in assisting the Consultant and shall be factored in overall savings to the
City project budget. The Consultant will also train City staff on the use of existing GPS locating
equipment and provide input as to additional field hardware to assist in the City's future self-
locating needs.
The Consultant shall review the existing City surface water geo spatial database that should be
used as a ghost system for the Consultant to expedite data collection and be used as a field
location guide. The Consultant shall determine which areas do not need mapping and evaluate if
existing segments of data can be used in-lieu of collecting new field data to assist in overall
project cost savings.
A Data Development Manual shall be developed by the Consultant to ensure deliverables meet
City expectations and that future field and office procedures are consistent in the future. This
document will be used by the City Surface Water Utility as the standard manual for field data
collection and processing. The Consultant shall develop the manual and the City project manager
will review and approve the manual. A series of workshops will be scheduled to provide/receive
input into the manual, design, and field process for collecting data. This document shall be
capable of being used by City personnel in the future in training future employees in collecting
field data.
The Consultant shall develop a Business Plan for the project that shall include how the Consultant
will verify information, how QA/QC management is to be implemented in the field and office, and
how change management would maintain the overall project schedule and budget by the
Consultant. In addition, the Consultant will verify with the City on the precision/accuracy needed
for each collected piece of information to be inserted into geo-spatial database.
TASK C: SCHEMA Redesign:
The City currently has a meta-table SCHEMA format that should be used as a basis for setting up
any potential future changes in a revised SCHEMA. The Consultant will assist and work with the
City to modify the SCHEMA that should be in a form that seamlessly assists with future modeling,
html publishing, maintenance/inspection record keeping, reporting for the City's NPDES permit,
and integration with other City data. The City currently maintains a geo-referenced storm
inventory system that can be used as a backdrop while gathering data in the field. The
Consultant should present what will be included within the SCEMA redesign, process, etc. Some
items that may be included would be geo referenced pictures, tiff files, survey notes, etc.
TASK D: Sample Pilot Data Development Area, Collection, and Evaluation.-
Once the City has approved TASK A, B, and C, a pilot data set sample area will be mapped and
recorded for a minimum of one centerline mile divided between a minimum of two separate
streets. For the selected SWU coverage area(s) to be determined between the City and the
Consultant, a sample pilot study area will be processed fully. The final deliverable will be
equivalent to the final geo-database product. During the field mapping task, the Consultant will
work with the City to ensure accurate data and provide the City confirmation of the project
schedule and it's various deliverables. The final pilot deliverable shall contain information to verify
that the final deliverables will meet City standards and expectations. The point and linear assets
features shall be delivered as ESRI feature classes. They shall comply with standards established
by the City's GIS Taskforce and be compatible with the City's ArcSDE and ArcGIS software and
existing ESRI GIS system. Generated Consultant data shall be referenced to the WA State Plane
Page 5 of 12
Coordinate system, North American Datum, 1983 (NAD '83), latest adjustment (US Feet), and the
North American Vertical Datum, 1988 (NAVD '88), latest adjustment. All data must meet National
Spatial Data Infrastructure (NSDI) and Federal standards. Once the City has accepted the
sample data and it meets the accuracy and acceptance criteria, the next phases of the project
may begin.
The Pilot dataset deliverable shall be compatible with the City's operating system and asset
management software for future data integration purposes and represent a sample of the final
data to be provided to the City. A random statistically valid sample of data will be tested by the
City to ensure the quality and accuracy of the deliverables. If the deliverable is unacceptable, the
Consultant shall redevelop field data or include additional data to meet City expectations and
standards without additional costs incurred on the project.
TASK E: Surveying Field data collection, and Acceptance of collected data:
The Consultant shall use such data collection technologies as needed to provide an accurate
inventory of stormwater facilities and structures within the City, as well as confirming the data to
set City monument data. The Consultant shall list the field collection methodology and equipment
to be used for this proposal. The data gathered shall be ESRI feature classes which include point
and linear features and associated attributes listed in Attachment B. All point and linear features
shall be delivered with X, Y, Z location, feature type and attribute data as agreed upon in the
Business Plan.
The City anticipates the use of automated data collection technologies that may include, but not
be limited to the following: Van based surface data collection; Stereoscopic imagery, Survey
grade GPS receiver collection, etc. Any method recommended to be used in this data collection
project shall be well defined in this proposal and provide advantages and disadvantages of the
preferred method over other methods. The Consultant should consider benefit versus cost of
data precision location and present recommendations to the City for the best possible project
value to be presented in the proposal.
The City and Consultant will perform quality checks of the data (random sampling of the data will
be performed to ensure quality and accuracy of the deliverables). The City will be able to QA/QC
data from each day's collected data to ensure data is accurate and acceptable during the entire
project with actual City monument information. Data will be scrutinized under the Consultant's
quality control measure and will again be examined and evaluated by City staff to ensure
compliance with the City's requirements and scope.
At the Minimum, all point and linear features shall have sub 1-foot horizontal accuracy (or 1 foot
+/-) and vertical accuracy shall be within 1-inch accuracy (or 1-inch +/-). The vertical accuracy
shall be verified with measure downs from the rim elevation to top of pipe elevation. The
Consultant is to provide the level of accuracy proposed along with the recommended field
collection method/equipment.
TASK F: Delivery of Stormwater Asset Inventory Geo-Database
1. Consultant shall provide final product that is all inclusive (electronic, paper survey data,
etc) at time of delivery.
2. Demonstrations (office and field) to City project staff will be expected.
3. Training of City Staff and recommendations to the City on how to integrate on-going field
work during and after this project will be provided to ensure future data collected by the
City mirrors the same, or better, data accuracy of this project.
Page 6 of 12
TASK G: Additional Miscellaneous Information
1. Present past projects successfully completed by your firm.
The Consultant's past projects list is to be provided to the City along with a summary of
each project, client contact information (contact name, telephone number, and address),
and unique challenges encountered/solved for each project.
2. Key personnel Summary (include resumes in Appendix)
The Consultant will list key personnel to be used for this project and what their duties will
be within the proposal. Also state time availability of each project staff member to ensure
successful delivery of the City of Renton mapping project.
Personnel deviations during the project from the listed personnel in the project proposal
and Business Plan, if any, shall be subject to written approval by the City. If Consultant
staff is deemed incapable to perform the project per City standards and within the agreed
upon contract project scope, timelines, and tasks, then the City shall exercise the option of
canceling the Consultant contract with all electronic and paper project materials provided
to the City. (The City will designate a Project Manager who shall be the representative of
the City for this project and serve as the point contact for this mapping project.
3. Additional miscellaneous information and services should be presented within this section.
This may include QA/QC checks with actual City monuments to ensure collected data is of
good quality, level looping throughout the City, etc.
6.0 Proposal Format and References
Consultants shall prepare proposals as follows:
1. Proposal length shall not exceed 20 pages, which includes the cover sheet but
excludes resumes.
2. List at least four (4) client references that the Consultant has worked for within the past
five (5) years.
7.0 Proposal Evaluation
The City of Renton staff and representatives will evaluate the consultants' statements of
qualifications / proposals based on the project approach, each firm's technical skills and
resources, project team's technical skills, history of performance, and knowledge. After the
statements of qualifications / proposals have been evaluated, the highest ranked firms will be
interviewed. All firms submitting statements of qualifications / proposals will be notified in writing
as to their status in the selection process. The evaluation criteria that will be used in determining
the short list of firms to be interviewed is enclosed (Attachment C). Final selection will be made
based upon both the written statements of qualifications / proposals and the interviews.
8.0 Submission Schedule
December 8, 2008 (Monday) Request for Proposal Advertised
January 23, 2009 (Wednesday) 4:OOpm Submission Deadline at City Clerk Office (7'h fl)
(To be determined) Review Proposals, Short list establishment (if necessary)
(To be determined) Schedule Presentations (if necessary)
(To be determined) Recommendation to City Council
Page 7 of 12
9.0 Solicitation
To be considered, submit one (1) bound original and nine (9) copies to:
City Clerk
City of Renton, 7th Floor
1055 S. Grady Way
Renton, WA 98057
RFP proposals shall be received in a sealed envelope, prior to the time scheduled to receive
proposals, and shall be clearly marked SURFACE WATER UTILITY STORM SYSTEM
INVENTORY MAPPING PROJECT.
Page 8 of 12
ATTACHMENT A:
PROJECT AREA BOUNDARY (need new boundaries with all annexation areas....)
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Page 9 of 12
ATTACHMENT B:
SAMPLE FEATURE ATTRIBUTES LIST
Curb Inlets
Horizontally locate curb inlets along the outside curb and gutter and the median curb and
gutter on the roadway.
Report invert elevations.
Report rim elevations.
Report inlet type.
Report condition of structure.
Manholes
Horizontally locate manholes within the right-of-way.
Report manhole's sediment depth and sump depth from lowest invert.
Report invert elevations.
Report rim elevations.
Report diameter.
Report cover type.
Report material type.
Report condition of structure.
Report sump depth.
Report sediment depth and presence of oil.
Catch Basins
Horizontally locate catch basins within the right-of-way.
Report catchbasin sediment depth.
Report invert elevations.
Report rim elevations.
Report type.
Report cover type.
Report material type.
Report sump depth.
Report sediment depth and presence of oil.
Page 10 of 12
Report condition of structure.
Pipes
Report shape and roughness of pipe.
Pipe size.
The circular pipe diameter in inches.
The non circular pipe height in inches.
The non circular pipe width in inches.
Type of material from which the pipe is constructed.
Roughness of material.
Condition of Pipe.
Rating system, i.e. 1-5.
Crossdrains and Box Culverts
Horizontally locate each end of box culverts and crossdrains. If the opening is 20 feet or
greater (or a series of culverts totally a width of 20-feet), it is considered a bridge. Both
cross under roadways for the purpose of draining excess water.
Roadside Ditches / Swales
This feature notes the type of road side ditch along the roadway.
Horizontally locate center flowline, top of each bank, and ends.
Note whether grass, paved or open cut (bare ground).
Outfalls
This feature notes the invert elevation and location of outfall into a natural feature, i.e.
channel, stream, river, etc.
Detention, Retention, Infiltration, and Water quality facilities.
This feature notes the inlet and outlet into these facilities, condition, type of structure, and
flow control inlets/information.
Horizontally locate center flowline, top of each bank, and ends.
Note discerning features of condition of structures....i.e. whether grass maintenance is
needed, access is restricted by fencing, etc.
Note type and condition of fencing.
Water quality structures should note type and if structure needs maintenance.
Note type of control structure and it's outlet elevations, orifice sizes, and orifice elevations.
All of the above tasks are meant to serve as a general outline of anticipated steps and
information needed to accomplish project goals. It is recognized that adjustments to this
Minimum Scope of Services may be needed upon mutual agreement between Surface
Water Utilityn and the Consultant.
Page l l of 12
ATTACHMENT C— CONSULTANT EVALUATION CRITERIA
Page 12 of 12
SURFACE WATER UTILITY STORM SYSTEM INVENTORY MAPPING PROJECT
CONSULTANT EVALUATION
DATE:
NAME OF APPLICANT/FIRM:
NAME OF RATER:
EVALUATION OF WRITTEN SOQ / PROPOSAL
Review the firm's Statement of Qualifications/ Proposal, and evaluate the following elements,
based upon the scoring system described below.
Use the following scoring while evaluating each aspect of the SOQ/proposal:
Inadequate = 1, Acceptable = 2, Good = 3, Excellent=4, Outstanding = 5
Qualifications and Expertise of the Firm:
1 A licable work experience, particularly within last 5 years.
2 Technical experience of staff proposed.
3 Demonstrated knowledge of planning and engineering principles
re uired for this project.
4 Special skills or"bonuses"the firm or team may rovide
5 Overall qualifications and expertise of firm.
SUBTOTAL:
Firm's/Team's Resource Availability:
1 Technical materials, specialists (including location of specialists)
.
2 Time availability of key staff.
3 Overall resource availability.
SUBTOTAL:
SURFACE WATER UTILITY STORM SYSTEM INVENTORY MAPPING PROJECT
CONSULTANT EVALUATION
Project Management:
1 Experience indicates that consultant produces on time and within
budget.
2 Structure of team compatible with City, easy to work with.
3 Overall a parent project management ability.
SUBTOTAL:
Protect Approach:
1 Approach to project is compatible with City practices (preparation of
scope of work, breakdown of project into tasks and milestones,
adequate field and background research, etc.
2 Emphasis on communication with client.
3 Adequacy of quality control practices (do senior engineers perform
quality checks, is there an adequate quality control program
described?
4 Overall approach to project.
SUBTOTAL:
TOTAL SCORE,WRITTEN PORTION:
CITY OF RENTON
SURFACE WATER UTILITY STORM SYSTEM INVENTORY MAPPING PROJECT
REQUEST FOR STATEMENT OF QUALIFICATIONS/PROPOSALS
1.0 Purpose/Project Description
The City of Renton Surface Water Utility(SWU)is soliciting Statement of Qualifications(SOQs)/
Proposals from qualified consultants to assist with the development, gathering, and/or modification
of a geographic-based database and map, within City right-of-ways, tracts, and easements,for their
public storm system asset inventory. The mapped data needed from the consultant will be need to
meet established accuracy standard and shall be of a geospatial format to be fully incorporated into
the City's existing GIS system. This asset inventorying project will provide information to allow
the City SWU staff to make better decisions and plans for replacing,maintaining, or upgrading
existing infrastructure, used in future storm-water modeling efforts, customer service information,
development review and permitting,Phase II NPDES permit compliance,and be a valuable tool for
disaster recovery.
The successful consultant(or contractor)will be responsible for collecting data, interpreting data,
input, design (re-design), and integration into the City's existing GIS (ESRI ArcGIS). The
consultant will also be responsible for software/hardware integration,training, and assistance with
the installation process. Training and procedure development for both ongoing maintenance and
updates of the system will be expected, as well as compatibility with the City's existing software
and operating systems.
City of Renton,Washington
The City of Renton is generally located in Western Washington immediately east of Lake
Washington, approximately 15 nines southeast of Seattle,7 miles south of downtown Bellevue,
north of Kent, and is immediately south of Newcastle,Washington. Renton is a community of more
than 80,000 residents with another 35,000 people employed within the city limits. The City is
approximately 22.9 square miles in size and maintains approximately 380 centerline miles of
roadway(see Attachment A for City location and boundaries). This approximate centerline miles
total includes the recent Benson Hill Area,Liberty, and New Life Aquabarn annexation areas within
its corporate boundary limits.
2.0 Summary Scope of Work
The City currently lacks a"true"inventory of its existing public storm system infrastructure located
within the City right-of-ways and is seeking a consultant/contractor to verify storm system asset
information within City right-of-ways. The City is requesting proposals and Statement of
Qualifications (SOQs)for a storm system field mapping project from a consultant/contractor(herein
after termed Consultant) to improve it's database and mapping in a form that will allow seamless
integration with the City's current ESRI GIS system and the City's asset management software,
Infor EAM. The City requests a refined scope be developed and submitted as part of the proposal
by the consultant with defined methods,techniques, software to be utilized, integration
methodology with the City software/hardware, deliverables, and a detailed schedule.
Page 1 of 13
3.0 Background Information
The City of Renton Surface Water Utility Division maintains an existing inventory of storm system
assets from various types of information collected from County annexed records,private and public
project as-builts with different converted datums, and field maintenance verified data collected over
the last two decades. This City inputted data has been inserted into the City's existing geo-
referenced mapping system(ESRI ArcGIS)which should serve as an useful tool to guide the
consultant crew(s)in collecting new, supplemental and/or verifying data collected from the field.
The City of Renton has budget available from the City approved 2008 and 2009 budget to comply
with the Phase H NPDES permit. The total approved budget available is$500,000(approximate)
for this storm inventory project. This budget includes City staff costs, equipment, and consultant
fees.
The City currently uses the following software:
City of Renton utilizes ESRI ArcGIS version 9.2 (or later versions when the City upgrades their
software in 2009).
City of Renton currently uses Infor EAM as its maintenance management system.
The consultant is encouraged to obtain existing electronic GIS information by contacting Gary Del
Rosario, Surface Water Utility Engineering Specialist, via email at gdeirosario@ci.renton.wa.us or
by calling 425-430-7267. The City can provide the following feature classes/files via the City's
Buzzsaw ftp site once the consultant has contacted and been setup with an account by Mr. Del
Rosario. The following will be the set of feature classes/files to be provided:
-Parcel base
- Street names
-Centerlines
-City limits
-PAA boundary
-Hydrology
-MrSID aerial
-Topography
- Sewer network and structures
-Water network and hydrants
-Storm(structures,pipes,flow control, and ends/connections)
4.0 Goal of Stormwater Asset Inventory Database
The goal of the SWU storm system asset inventory and database is to obtain an accurate and
complete inventory of City-owned stormwater facilities for seamless integration with the City's
existing ESRI ArcSDE Enterprise Geographic Information System and Infor EAM Maintenance
Management System. All data collected shall overlay with the existing City GIS data in the form of
Washington State Plane Coordinates,North American Datum, 1983 (NAD `83), latest adjustment
(US Feet), and the North American Vertical Datum, 1988 (NAVD '88), latest adjustment. All data
must meet National Spatial Data Infrastructure(NSDI) and Federal Geographic Data Committee
(FGDC)requirements. FGDC compliant metadata will be required for all data collected. Data
collected, verified, and generated from field mapping shall be used to assist the City Surface Water
Utility(SWU)in the City's Phase II National Pollutant Discharge Elimination System(NPDES)
Permit activities, as well as providing valuable information to the City's Operation,Engineering,
and Maintenance activities. The collected data will also be capable of being used with future City
modeling efforts,customer service information, and permitting (internal and external customers).
Page 2 of 13
INFORMATION TO BE PROVIDED IN SOQs/PROPOSALS
To be considered responsive, SOQs/Proposals must include the following information. To
facilitate evaluation, SOQs/Proposals should be organized in the order of the outline below. Do
not exceed 20 pages(single-sided),exclusive of resumes.
The following Section 5.0 is a `general' scope of services by Task for this project. All of the
following tasks are meant to serve as a general outline with a brief description provided by the City.
The Consultant proposal should describe how these tasks will be accomplished and add detailed
project approaches to each Task.
The order of the following Tasks is recommended.
Section 5.0 Proposal Outline
TASK A: Meetings, Scheduling, &ProiectManagement:
The Consultant shall meet with the City per the accepted Business Plan meeting schedule, and
provide written weekly Progress Reports documenting work completed,problems, and upcoming
work to be completed(long/short term). The progress report will document what was completed,
how much work time was needed,equipment used, and copies of surveyed structure notes.
Presentation materials, which describe the work performed on each task, shall be electronically
available to the City for its sole discretionary use.
Discuss specific tasks to be included in the Scope of Work and describe the proposed approach to
complete each task.
Provide a description of your organizational approach and how work is to be efficiently completed.
Provide an organizational chart indicating how the firm's management will interface with this
project.
The project schedule shall not exceed twenty-four(24)months in duration with project time
beginning at the"Notice to Proceed" after an agreed upon scope has been established between the
Consultant and the City. The field mapping and acceptance of delivered data shall be divided into
five distinct areas of the City with total deliverables provided at the end of each five divided areas.
If project seems to be falling behind schedule,the project schedule will be updated (as required by
the City)and changes submitted along with change management methodology proposed of how the
schedule would be met.
TASK B: Existing Data/Equipment/Software/Personnel Evaluation, Data Development Manual,
Business Field Mapper Plan, and Change Management Plan:
The City anticipates that a well planned process be proposed prior to starting work out in the field
on collecting data. In addition, documentation of the project will be required prior to field activities
starting, as well as establishment of acceptance criteria(s)by all stakeholders. The Consultant
should consider benefit versus cost analyses of generating more accurate data as part of this task
and present recommendations to the City.
Prior to beginning work,the Consultant shall meet with appropriate City representatives to discuss
all issues concerning data collection, verification of collected data,reviewing existing data, defining
the design, and delivery. This task shall be completed prior to populating the geo-database with
Page 3 of 13
new field collected information. The City will provide the Consultant with a Feature Attributes
Specifications document(see Attachment B)that specifies the assets to be reported, along with the
attributes to be collected for each asset. This document will also provide the Consultant a review of
existing storm system GIS work completed by the City. The Consultant will research GIS
information the City currently possesses and incorporate a plan to realize City storm mapping and
inventory goals.
The Consultant shall examine,evaluate, and inspect the usefulness of the City's existing GPS
software, equipment, and other field locating equipment. This equipment shall be tested to
determine its usefulness in assisting the Consultant and shall be factored in overall savings to the
City project budget. The Consultant will also train City staff on the use of existing GPS locating
equipment and provide input as to additional field hardware to assist in the City's future self-
locating needs.
The Consultant shall review the existing City surface water geo-spatial database that should be used
as a ghost system for the Consultant to expedite data collection and be used as a field location
guide. The Consultant shall determine which areas do not need mapping and evaluate if existing
segments of data can be used in lieu of collecting new field data to assist in overall project cost
savings.
A Data Development Manual shall be developed by the Consultant to ensure deliverables meet City
expectations and that future field and office procedures are consistent in the future. This document
will be used by the City Surface Water Utility as the standard manual for field data collection and
processing. The Consultant shall develop the manual and the City project manager will review and
approve the manual. A series of workshops will be scheduled to provide/receive input into the
manual, design, and field process for collecting data. This document shall be capable of being used
by City personnel in the future in training future employees in collecting field data.
The Consultant shall develop a Business Plan for the project that shall include how the Consultant
will verify information,how QA/QC management is to be implemented in the field and office, and
how change management would maintain the overall project schedule and budget by the Consultant.
In addition,the Consultant will verify with the City on the precision/accuracy needed for each
collected piece of information to be inserted into geo-spatial database.
TASK C. SCHEMA Redesign:
The City currently has a meta-table SCHEMA format that should be used as a basis for setting up
any potential future changes in a revised SCHEMA. The Consultant will assist and work with the
City to modify the SCHEMA that should be in a form that seamlessly assists with future modeling,
html publishing,maintenance/inspection record keeping,reporting for the City's NPDES permit,
and integration with other City data. The City currently maintains a geo-referenced storm inventory
system that can be used as a backdrop while gathering data in the field. The Consultant should
present what will be included within the SCEMA redesign,process, etc. Some items that may be
included would be geo referenced pictures, tiff files, survey notes,etc.
TASK D: Sample Pilot Data Development Area, Collection, and Evaluation:
Once the City has approved TASK A,B, and C, a pilot data set sample area will be mapped and
recorded for a minimum of one centerline mile divided between a minimum of two separate streets.
For the selected SWU coverage area(s)to be determined between the City and the Consultant, a
sample pilot study area will be processed fully. The final deliverable will be equivalent to the final
geo-database product. During the field mapping task,the Consultant will work with the City to
ensure accurate data and provide the City confirmation of the project schedule and it's various
Page 4 of 13
deliverables. The final pilot deliverable shall contain information to verify that the final
deliverables will meet City standards and expectations. The point and linear assets features shall be
delivered as ESRI feature classes. They shall comply with standards established by the City's GIS
Taskforce and be compatible with the City's ArcSDE and ArcGIS software and existing ESRI GIS
system. Generated Consultant data shall be referenced to the WA State Plane Coordinate system,
North American Datum, 1983 (NAD `83),latest adjustment(US Feet), and the North American
Vertical Datum, 1988 (NAVD '88), latest adjustment. All data must meet National Spatial Data
Infrastructure(NSDI) and federal standards. Once the City has accepted the sample data and it
meets the accuracy and acceptance criteria,the next phases of the project may begin.
The Pilot dataset deliverable shall be compatible with the City's operating system and asset
management software for future data integration purposes and represent a sample of the final data to
be provided to the City.A random statistically valid sample of data will be tested by the City to
ensure the quality and accuracy of the deliverables. If the deliverable is unacceptable,the
Consultant shall redevelop field data or include additional data to meet City expectations and
standards without additional costs incurred on the project.
TASK E: Surveying, Field data collection, and Acceptance of collected data:
The Consultant shall use such data collection technologies as needed to provide an accurate
inventory of stormwater facilities and structures within the City, as well as confirming the data to
set City monument data. The Consultant shall list the field collection methodology and equipment
to be used for this proposal. The data gathered shall be ESRI feature classes, which include point
and linear features and associated attributes listed in Attachment B. All point and linear features
shall be delivered with X,Y,Z location, feature type and attribute data as agreed upon in the
Business Plan.
The City anticipates the use of automated data collection technologies that may include,but not be
limited to the following; van based surface data collection; stereoscopic imagery; survey grade GPS
receiver collection; and etc. Any method recommended to be used in this data collection project
shall be well defined in this proposal and provide advantages and disadvantages of the preferred
method over other methods. The Consultant should consider benefit versus cost of data precision
location and present recommendations to the City for the best possible project value to be presented
in the proposal.
The City and Consultant will perform quality checks of the data(random sampling of the data will
be performed to ensure quality and accuracy of the deliverables). The City will be able to QA/QC
data from each day's collected data to ensure data is accurate and acceptable during the entire
project with actual City monument information. Data will be scrutinized under the Consultant's
quality control measure and will again be examined and evaluated by City staff to ensure
compliance with the City's requirements and scope.
At the Minimum, all point and linear features shall have sub 1-foot horizontal accuracy(or 1 foot
+/-)and vertical accuracy shall be within 1-inch accuracy(or 1-inch+/-). The vertical accuracy
shall be verified with measure downs from the rim elevation to top of pipe elevation. The
Consultant is to provide the level of accuracy proposed along with the recommended field
collection method/equipment.
Page 5 of 13
TASK F. Delivery of Stormwater Asset Inventory Geo-Database
1. Consultant shall provide final product that is all-inclusive(electronic,paper survey data,
etc.,) at time of delivery.
2. Demonstrations (office and field)to City project staff will be expected.
3. Training of City staff and recommendations to the City on how to integrate on-going field
work during and after this project will be provided to ensure future data collected by the
City mirrors the same,or better, data accuracy of this project.
TASK G: Additional Miscellaneous Information
Present past projects successfully completed by your firm.
The Consultant's past projects list is to be provided to the City along with a summary of each
project,client contact information(contact name, telephone number, and address), and unique
challenges encountered/solved for each project.
Key personnel summary (include resumes in Appendix)
The Consultant will list key personnel to be used for this project and what their duties will
be within the proposal. Also state time availability of each project staff member to ensure
successful delivery of the City of Renton mapping project.
Personnel deviations during the project from the listed personnel in the project proposal and
Business Plan,if any, shall be subject to written approval by the City. If Consultant staff is deemed
incapable to perform the project per City standards and within the agreed upon contract project
scope,timelines, and tasks,then the City shall exercise the option of canceling the Consultant
contract with all electronic and paper project materials provided to the City. The City will designate
a Project Manager who shall be the representative of the City for this project and serve as the point
contact for this mapping project.
Additional miscellaneous information and services should be presented within this section. This
may include QA/QC checks with actual City monuments to ensure collected data is of good quality,
level looping throughout the City, etc.
6.0 Proposal Format and References
Consultants shall prepare proposals as follows:
Proposal length shall not exceed 20 pages, which includes the cover sheet but excludes resumes.
List at least four(4)client references that the Consultant has worked for within the past five(5)
years.
7.0 Proposal Evaluation
The City of Renton staff and representatives will evaluate the consultants' Statements of
Qualifications/Proposals based on the project approach,each firm's technical skills and resources,
project team's technical skills, history of performance, and knowledge. After the Statements of
Qualifications/Proposals have been evaluated,the highest ranked firms will be interviewed. All
firms submitting Statements of Qualifications/Proposals will be notified in writing as to their status
in the selection process. The evaluation criteria that will be used in determining the short list of
firms to be interviewed is enclosed(Attachment C). Final selection will be made based upon both
Page 6 of 13
the written Statements of Qualifications/Proposals and the interviews.
8.0 Submission Schedule
December 8, 2008 (Monday) Request for Proposal Advertised
January 23, 2009 (Wednesday) 4:00 p.m. Submission Deadline at City Clerk Office (7`h floor)
(To be determined) Review Proposals, Short list establishment(if necessary)
(To be determined) Schedule Presentations (if necessary)
(To be determined) Recommendation to City Council
9.0 Solicitation
To be considered, submit one (1) bound original and nine (9)copies, no later than 4:00 p.m. on
Wednesday, January 23, 2009 to:
Attn: Surface Water Utility Storm System Inventory Mapping Project
City Clerk
City of Renton, 71h Floor
1055 S. Grady Way
Renton,WA 98057
RFP proposals shall be received in a sealed envelope,prior to the time scheduled to receive
proposals, and shall be clearly marked SURFACE WATER UTILITY STORM SYSTEM
INVENTORY MAPPING PROJECT.
Page 7 of 13
ATTACHMENT A:
PROJECT AREA BOUNDARY (need new boundaries with all annexation areas....)
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Page 8 of 13
ATTACHMENT B:
SAMPLE FEATURE ATTRIBUTES LIST
Curb Inlets
Horizontally locate curb inlets along the outside curb and gutter and the median curb and
gutter on the roadway.
Report invert elevations.
Report rim elevations.
Report inlet type.
Report condition of structure.
Manholes
Horizontally locate manholes within the right-of-way.
Report manhole's sediment depth and sump depth from lowest invert.
Report invert elevations.
Report rim elevations.
Report diameter.
Report cover type.
Report material type.
Report condition of structure.
Report sump depth.
Report sediment depth and presence of oil.
Catch Basins
Horizontally locate catch basins within the right-of-way.
Report catchbasin sediment depth.
Report invert elevations.
Report rim elevations.
Report type.
Report cover type.
Report material type.
Report sump depth.
Report sediment depth and presence of oil.
Page 9 of 13
Report condition of structure.
Pipes
Report shape and roughness of pipe.
Pipe size.
The circular pipe diameter in inches.
The non-circular pipe height in inches.
The non-circular pipe width in inches.
Type of material from which the pipe is constructed.
Roughness of material.
Condition of Pipe.
Rating system,i.e. 1-5.
Crossdrains and Box Culverts
Horizontally locate each end of box culverts and crossdrains. If the opening is 20 feet or
greater (or a series of culverts totally a width of 20-feet), it is considered a bridge. Both
cross under roadways for the purpose of draining excess water.
Roadside Ditches/Swales
This feature notes the type of roadside ditch along the roadway.
Horizontally locate center flowline, top of each bank, and ends.
Note whether grass, paved or open cut (bare ground).
Outfalls
This feature notes the invert elevation and location of outfall into a natural feature, i.e.
channel, stream,river, etc.
Detention, Retention, Infiltration, and Water quality facilities.
This feature notes the inlet and outlet into these facilities, condition, type of structure, and
flow control inlets/information.
Horizontally locate center flowline, top of each bank, and ends.
Note discerning features of condition of structures.... i.e. whether grass maintenance is
needed, access is restricted by fencing, etc.
Note type and condition of fencing.
Water quality structures should note type and if structure needs maintenance.
Note type of control structure and it's outlet elevations, orifice sizes, and orifice elevations.
All of the above tasks are meant to serve as a general outline of anticipated steps and
information needed to accomplish project goals. It is recognized that adjustments to this
Minimum Scope of Services may be needed upon mutual agreement between Surface Water
Utility and the consultant.
Page 10 of 13
ATTACHMENT C—CONSULTANT EVALUATION CRITERIA
a) Evaluation of Written SOQ/ Proposal
Review the firm's Statement of Qualifications/Proposal, and evaluate the following elements, based upon
the scoring system described below.
Use the following scoring while evaluating each aspect of the SOQ/proposal:
Inadequate = 1, Acceptable=2, Good=3, Excellent=4, Outstanding =5
Qualifications and Expertise of the Firm:
1 Applicable work experience, particularly within last 5 years.
2 Technical experience of staff proposed.
3 Demonstrated knowledge of planning and engineering principles
required for this project.
4 Special skills or"bonuses"the firm or team may rovide
5 Overall qualifications and expertise of firm.
SUBTOTAL
Firm's/Team's Resource Availabilit :
1 Technical materials, specialists (including location of specialists).
2 Time availability of key staff.
3 Overall resource availability.
SUBTOTAL:
Proiect Mana ement:
1 Experience indicates that consultant produces on time and within
budget.
2 Structure of team compatible with City, easy to work with.
3 Overall apparent project management ability.
SUBTOTAL:
Proiect Approach:
1 Approach to project is compatible with City practices (preparation of
scope of work, breakdown of project into tasks and milestones,
adequate field and background research, etc.
2 Emphasis on communication with client.
Page 11 of 13
3 Adequacy of quality control practices (do senior engineers perform
quality checks, is there an adequate quality control program
described?
4 Overall approach to project.
SUBTOTAL:
TOTAL SCORE,WRITTEN PORTION:
b) Oral Presentation Evaluation
Evaluate the following elements, based upon the scoring system described below.
Use the following scoring while evaluating each aspect of the oral presentation:
Inadequate= 1,Acceptable =2, Good=3, Excellent =4, Outstanding =5
Kev Personnel Skills and Abilities
1 Judgment and insight.
2 Technical skills and knowledge.
3 Leadership.
4 Communication skills (listening andspeaking).
5 Overall skills and abilities of key personnel
SUBTOTAL
Qualifications and Expertise of the Firm /Team:
1 Applicable work experience demonstrated and discussed.
2 Demonstrated technical experience of staff proposed, (familiarity&
experience with methodologies,technologies).
3 Knowledge of regulatory environment(SEPA, ESA, existing &
pending SDWA rules, pertinent RCW &WAC, King County SWM
and others).
4 Knowledge of outside funding sources (grants, loans, LID's, ULID's,
etc.) If knowledge of funding sources is appropriate to this category
and is demonstrated by applicant, score a 2; otherwise score a 0.
5 1 Interest in work, willingness to accommodate the City.
6 Project experience matches Cit 's needs.
7 Overall qualifications and expertise of the firm/team
SUBTOTAL:
Page 12 of 13
Firm's/Team's Resource Availability:
1 Confirmed time availability of key staff proposed.
2 Key proposed staff appear to be easy to work with.
3 Other, and overall resource availability of firm /team
SUBTOTAL:
Proiect Management:
1 Appropriate experience and expertise of project manager.
2 Team has worked together before.
3 Structure of team seems easy to work with, capable of working with
City staff.
4 Overall apparent project management capabilities.
SUBTOTAL:
Proiect Approach:
1 Approach to project compatible with City practice (preparation of
scope of work, breakdown of tasks into goals and milestones,
adequate field and background research, etc.).
2 Emphasis on communication with client.
3 Adequacy of quality control/quality assurance (QC/QA) program
re ularl rformed by a senior engineer with the firm?
4 Overall project approach
SUBTOTAL:
TOTAL SCORE, ORAL PRESENTATION:
TOTAL SCORE, WRITTEN + ORAL PRESENTATION:
Page 13 of 13
ti`SY O� PUBLIC WORKS DEPARTMENT
M E M O R A N D U M
DATE: December 1, 2008
TO: Bonnie Walton, City Clerk
FROM: Steve Lee, Surface Water Utility Engineer
SUBJECT: Surface Water Utility Storm System Inventory Mapping
Project
The Surface Water Utility would like to advertise the attached RFP/SOQ description for
the Surface Water Utility Storm System Inventory Mapping Project in the Daily Journal
of Commerce. The following publication dates are requested:
1. December 8, 2008
2. December 15, 2008
3. December 22, 2008
Please feel free to contact me at x7205 if you have any questions. Thanks.
HAFile Sys\SWP-Surface Water Projects\SWP-27-Surface Water Projects(CIP)\27-9999 SSWM Plan\1113
FieldMappingRFP\081201-RFP-DJCrequestCityClerk.doc
CITY OF RENTON
SURFACE WATER UTILITY STORM SYSTEM INVENTORY MAPPING PROJECT
REQUEST FOR PROPOSALS
The City of Renton Surface Water Utility (SWU) is soliciting statements of qualifications (SOQs)
and proposals from qualified consultants to assist with the development, gathering, and/or
modification of a geographic-based database and map, within City right-of-ways, tracts, and
easements, for their storm-water asset inventory. The required consultant services include pre-
surveying, business plan development, pilot study and results, field mapping, and educating staff
in equipment usage. The mapped data needed from the Consultant will be accurate and shall be
of a geospatial format to be fully incorporated into the City's existing GIS system. This asset
inventorying project will allow the City SWU staff to make better decisions and plans for replacing,
maintaining, or upgrading existing infrastructure, used in future storm-water modeling efforts, and
be a valuable tool for disaster recovery.
This is the City of Renton's request for proposal issued November 28, 2008. Direct inquiries on
background information, consultant selection evaluation criteria and instructions for preparing and
submitting SOQs/proposals may be obtained by contacting Steve Lee; phone: (425) 430-7205;
fax: (425) 430-7241; email: slee(cD-ci.renton.wa.us (prior to December 8, 2008) and
slee(aD-rentonwa.gov (on or after December 8, 2008). All responses to this solicitation shall be in
strict accordance with this document, all City requirements/policies, and the ensuing contract
documents.
Sealed proposals will be publicly accepted prior to 4:00pm, December 31, 2008, however only the
names of firms responding will be available for announcement. Proposals received after the
stated date and time shall not be considered. Submit proposals in a sealed envelope and insert
the RFP number, title, due date and time on the envelope.
Submit proposals by mail, ground delivery, or hand deliver to:
Renton City Hall — City Clerks Office —7th Floor
1055 South Grady Way
Renton, WA 98057
After the proposals have been evaluated, the highest ranked firms will be interviewed. Selection
will be based upon evaluating both the written SOQs/proposals and interviews.
SUBMISSION OF PROPOSAL:
An original (1) and nine (9) copies, for a total of ten (10) copies of your proposal document are
required. Questions regarding this Request for Proposal are to be directed in writing to Steve
Lee, using the provided email address.
Page 1 of 11
CITY OF RENTON
SURFACE WATER UTILITY STORM SYSTEM INVENTORY MAPPING PROJECT
CONSULTANT SELECTION AND EVALUATION PROCESS
The City of Renton staff and representatives will evaluate the consultants' statements of
qualifications / proposals based on the project approach, each firm's technical skills and
resources, project team's technical skills, history of performance, and knowledge. After the
statements of qualifications / proposals have been evaluated, the highest ranked firms will be
interviewed. All firms submitting statements of qualifications / proposals will be notified in writing
as to their status in the selection process. Attached are copies of the evaluation criteria that will be
used in determining the short list of firms to be interviewed and the evaluation criteria used for the
interviews. Final selection will be made based upon both the written statements of qualifications /
proposals and the interviews.
1.0 Purpose/ Project Description
The City of Renton Surface Water Utility (SWU) is soliciting SOQs / RFPs from qualified
consultants to assist with the development, gathering, and/or modification of a geographic-based
database and map, within City right-of-ways, tracts, and easements, for their stormwater asset
inventory. The desirous data needed from the Consultant will be accurate and shall be of a
geospatial format to be fully incorporated into the City's existing GIS system. This asset
inventorying project will allow the City SWU staff to make better decisions and plans for replacing,
maintaining, or upgrading existing infrastructure, used in future storm-water modeling efforts,
customer service information, development review and permitting, Phase II NPDES permit
compliance, and be a valuable tool for disaster recovery.
The successful consultant (or contractor) will be responsible for collecting data, interpreting data,
input, design (re-design), and integration into the City's existing GIS (ESRI ArcGIS). The
consultant will also be responsible for software/hardware integration, training, and assistance with
the installation process. Training and procedure development for both ongoing maintenance and
updates of the system will be expected, as well as compatibility with the City's existing software
and operating systems.
City of Renton, Washington
The City of Renton is generally located in Western Washington immediately east of Lake
Washington, approximately 15 miles southeast of Seattle, 7 miles south of downtown Bellevue,
north of Kent, and is immediately south of Newcastle, Washington. Renton is a community of
more than 80,000 residents with another 35,000 people employed within the city limits. The City
is approximately 22.9 square miles in size and maintains approximately 380 centerline miles
(Attachment A) of roadway. This approximate centerline miles total includes the recent Benson
Hill Area, Liberty, and New Life Aquabarn annexation areas within it's corporate boundary limits.
2.0 Summary Scope of Work
The City currently lacks a "true" inventory of it's existing stormwater infrastructure located within
the City right-of-ways and is seeking a consultant/contractor to verify stormwater asset information
within City right-of-ways. The City is requesting proposals and Statement of Qualifications
(SOQs) for a storm system field mapping project from a consultant/contractor (herein after termed
consultant) to improve it's database and mapping in a form that will allow seamless integration
with the City's current ESRI GIS system and the City's asset management software, Infor EAM.
Page 2 of 11
The City requests a refined scope be developed and submitted as part of the proposal by the
consultant with defined methods, techniques, software to be utilized, integration methodology with
the City software/hardware, deliverables, and a detailed schedule.
3.0 Background Information
The City of Renton Surface Water Utility Division maintains an existing inventory of stormwater
assets from various types of information collected from County annexed records, private and
public project as-builts with different converted datums, and field maintenance verified data
collected over the last two decades. This City inputted data has been inserted into the City's
existing geo-referenced mapping system (ESRI ArcGIS) which should serve as an useful tool to
guide the consultant crew(s) in collecting new, supplemental and/or verification data collected
from the field.
4.0 Goal of Stormwater Asset Inventory Database
The goal of the SWU asset inventory and database is to obtain an accurate and complete
inventory of the City-owned facilities for seamless integration with the City's existing ESRI
ArcSDE Enterprise Geographic Information System and Infor EAM Maintenance Management
System. All data shall overlay with the existing City GIS data in the form of Washington State
Plane Coordinates, North American Datum, 1983 (NAD '83), latest adjustment (US Feet), and the
North American Vertical Datum, 1988 (NAVD '88), latest adjustment. All data must meet National
Spatial Data Infrastructure (NSDI) and Federal Geographic Data Committee (FGDC)
requirements. FGDC compliant metadata will be required for all data collected. Data collected,
verified, and generated from field mapping shall be used to assist the City Surface Water Utility
(SWU) in the City's National Pollutant Discharge and Elimination (NPDES) activities, as well as
providing valuable information to the City's Operation, Engineering, and Maintenance activities.
The data will also be capable of being used with future City modeling efforts, customer service
information, and permitting (internal and external customers).
Page 3 of 11
INFORMATION TO BE PROVIDED IN SOQs/ PROPOSALS
To be considered responsive, SOQs / proposals must include the following information. SOQs /
proposals that do not fully comply with these instructions may not be considered.
To facilitate evaluation, SOQs / proposals should be organized in the order of the outline below.
Do not exceed 20 pages, exclusive of resumes.
The following Section 5.0 is a `MINIMUM' scope of services required for this project along
with the proposal organization in the order of the outline below. All of the tasks are meant
to serve as a general outline of anticipated main tasks. The Consultant proposal should
add additional information and subtasks as part of the proposal, but shall follow the Task
order as described below.
Section 5.0 Proposal Outline
TASK A: Meetings, Scheduling, & Protect Management:
The Consultant shall meet with the City per the accepted Business Plan meeting schedule, and
provide written weekly Progress Reports documenting work completed, problems, and upcoming
work to be completed (long/short term). The progress report will document what was completed,
how much work time was needed, equipment used, and copies of surveyed structure notes.
Presentation materials, which describe the work performed on each task, shall be electronically
available to the City for it's sole discretionary use.
1. Discuss specific tasks to be included in the Scope of Work and describe the proposed
approach to complete each task.
2. Provide a description of your organizational approach and how work is to be efficiently
completed.
3. Provide an organizational chart indicating how the firm's management will interface with
this project.
The project schedule shall not exceed twenty four (24) months in duration with project time
beginning at the "Notice to Proceed". The field mapping and acceptance of delivered data shall
be divided into five distinct areas of the City with total deliverables provided at the end of each five
divided areas. If project seems to be falling behind schedule, the project schedule will be updated
(as required by the City) and changes submitted along with change management methodology
proposed of how the schedule can be met.
TASK B: Existinq Data/EpuipmenVSoftware/Personnel Evaluation, Data Development Manual
Business Field Mappinq Plan, and Change Management Plan:
The City anticipates that a well planned process be proposed prior to starting work out in the field
on collecting data. In addition, documentation of the project will be required prior to field activities
starting, as well as establishment of acceptance criteria(s) by all stakeholders. The Consultant
should consider benefit versus cost analyses of generating more accurate data as part of this task
and present recommendations to the City.
Prior to beginning work, the Consultant shall meet with appropriate City representatives to discuss
all issues concerning data collection, verification of collected data, reviewing existing data,
defining the design, and delivery. This task shall be completed prior to populating the geo-
database with new field collected information. The City will provide the Consultant with a Feature
Attributes Specifications document (see Attachment B) that specifies the assets to be reported,
along with the attributes to be collected for each asset. This document will also provide the
Consultant a review of existing storm system GIS work completed by the City.
Page 4 of 11
The Consultant shall examine, evaluate, and inspect the usefulness of the City's existing GPS
software, equipment, and other field location equipment. This equipment shall be tested to
determine it's usefulness in assisting the Consultant and shall be factored in overall savings to the
City project budget. The Consultant will also train City staff on the use of existing GPS locating
equipment.
The Consultant shall review the existing City surface water geo spatial database that should be
used as a ghost system for the Consultant to expedite data collection and be used as a field
location guide. The Consultant shall develop a complete new system and evaluate if existing
segments of data can be used in-lieu of re-developing new field data.
A Data Development Manual shall be developed by the Consultant to ensure deliverables meet
City expectations and that future field and office procedures are consistent in the future. This
document will be used by the City Surface Water Utility as the standard manual for field data
collection and processing. The Consultant shall develop the manual and the City project manager
will review and approve the manual. A series of workshops will be scheduled to provide/receive
input into the manual, design, and field process for collecting data. This document shall be used
in the future by City personnel to train future employees in collecting field data.
The Consultant shall develop a Business Plan for the project that shall include how the Consultant
will verify information, how QA/QC management is to be implemented in the field and office, and
how change management would maintain the overall project schedule and budget by the
Consultant. In addition, the Consultant will verify with the City on the precision/accuracy needed
for each collected piece of information to be inserted into geo-spatial database.
The City currently uses the following software:
• City of Renton utilizes ESRI ArcGIS version 9.2.
• City of Renton owns Infor EAM as it's maintenance management system.
TASK C: Dynamic Segmentation and Linear Reference System Creation (if needed):
The City is using the King County TNET system currently that has not been updated since
Benson Hill was annexed. The Consultant will utilize the City street centerline and/or Right-of-
Way GIS data layer. The Consultant shall create a Linear Reference System using dynamic
segmentation from this centerline and/or Right-of-Way basemap. Dynamic segmentation uses a
linear referencing system to define a common datum for referencing the linear lines that the City
would call roads. Dynamic segmentation is a standard GIS tool for analysis of roadways used in
transportation. Using dynamic segmentation, information originally stored in a tabular report can
be visualized on a map and displayed, queried and analyzed in GIS. The Consultant shall create
a Linear Referencing System (or utilize the City's existing referencing system) to assist in
collecting and storing stormwater asset inventory information with linear referencing.
TASK D: Sample Pilot Data Development Area, Collection and Evaluation:
Once the City has approved TASK A and B, a pilot data set sample area will mapped and
recorded for a minimum of one centerline mile divided between a minimum of two separate
streets. For the selected SWU coverage area(s) to be determined between the City and the
Consultant, a sample pilot study area will be processed fully. The final deliverable will be
equivalent to the final geo-database product. During the field mapping task, the Consultant will
work with the City to ensure accurate data and provide the City confirmation of the project
schedule and it's various deliverables. The final pilot deliverable shall contain information to verify
that the final deliverables will meet City standards and expectations. The point and linear assets
features shall be delivered as ESRI feature classes. They shall comply with standards established
by the City's GIS Taskforce and be compatible with the City's ArcSDE and ArcGIS software and
existing ESRI GIS system. Generated Consultant data shall be referenced to the WA State Plane
Coordinate system, North American Datum, 1983 (NAD '83), latest adjustment (US Feet), and the
Page 5 of 11
North American Vertical Datum, 1988 (NAVD '88), latest adjustment. All data must meet National
Spatial Data Infrastructure (NSDI) and Federal standards. Once the City has accepted the
sample data and it meets the accuracy and acceptance criteria, the next phases of the project
may begin.
The Pilot dataset deliverable shall be compatible with the City's operating system and asset
management software for future data integration purposes and represent a sample of the final
data to be provided to the City. A random statistically valid sample of data will be tested by the
City to ensure the quality and accuracy of the deliverables. If the deliverable is unacceptable, the
Consultant shall redevelop field data or include additional data to meet City expectations and
standards without additional costs incurred on the project.
TASK E: Surveying, Field data collection. and Acceptance of collected data:
The Consultant shall use such data collection technologies as needed to provide an accurate
inventory of stormwater facilities and structures within the City, as well as confirming the data to
set City monument data. The data gathered shall be ESRI feature classes which include point and
linear features and associated attributes listed in Attachment B.
The City anticipates the use of automated data collection technologies that may include, but not
be limited to the following: Van based surface data collection; Stereoscopic imagery, Survey
grade GPS receiver collection, etc. Any method recommended to be used in this data collection
project shall be well defined in this proposal and provide advantages and disadvantages of the
preferred method over other methods. The Consultant should consider benefit versus cost of
data precision location and present recommendations to the City for the best possible project
value to be presented in the proposal.
The City and Consultant will perform quality checks of the data (random sampling of the data will
be performed to ensure quality and accuracy of the deliverables). The City will be able to QA/QC
data from each day's collected data to ensure data is accurate and acceptable during the entire
project with actual City monument information. Data will be scrutinized under the Consultant's
quality control measure and will again be examined and evaluated by City staff to ensure
compliance with the City's requirements and scope.
All point and linear features shall have sub meter horizontal accuracy. Vertical accuracy shall be
within 2-inch tolerance of error for valley areas and 4-inch tolerance of error for hilly areas within
City properties or easements. All point and linear features shall be delivered with X, Y, Z location,
feature type and attribute data as agreed upon in the Business Plan.
TASK F: Delivery of Stormwater Asset Inventory Geo-Database
1. Consultant shall provide final product that is all inclusive at time of delivery.
2. Demonstrations (office and field).
3. Training of City Staff and recommendations to City on how to integrate on-going field work
during and after this project.
TASK G: Additional Miscellaneous Information
1. Past projects successfully completed.
The Consultant's past projects list is to be provided to the City along with a summary of
each project, client contact information (contact name, telephone number, and address),
and unique challenges encountered/solved for each project.
2. Key personnel Summary (include resumes in Appendix)
Page 6 of 11
The Consultant will list key personnel to be used for this project and what their duties will
be within the proposal. Also state time availability of each project staff member to ensure
successful delivery of the City of Renton mapping project.
Deviations during project term from the listed personnel in the project proposal and
Business Plan, if any, shall be subject to written approval by the City. If Consultant staff is
deemed incapable to perform the project per City standards and within the agreed upon
contract project scope, timelines, and tasks, then the City shall exercise the option of
canceling the Consultant contract with all electronic and paper project materials provided
to the City. (The City will designate a Project Manager who shall be the representative of
the City for this project.
3. Additional miscellaneous information.
6.0 Proposal Format and Content
Consultants shall prepare proposals as follows:
1. Proposal length shall not exceed 20 pages, which includes the cover sheet but
excludes resumes.
2. List at least four(4) client references that the Consultant has worked for within the past
five (5) years.
7.0 Proposal Evaluation
The City of Renton staff and representatives will evaluate the consultants' statements of
qualifications / proposals based on the project approach, each firm's technical skills and
resources, project team's technical skills, history of performance, and knowledge. After the
statements of qualifications / proposals have been evaluated, the highest ranked firms will be
interviewed. All firms submitting statements of qualifications / proposals will be notified in writing
as to their status in the selection process. Attached are copies of the evaluation criteria that will be
used in determining the short list of firms to be interviewed and the evaluation criteria used for the
interviews. Final selection will be made based upon both the written statements of qualifications /
proposals and the interviews.
8.0 Submission Schedule
November 28, 2008 Request for Proposal Advertised
December 31, 2008 (Wednesday) 4:OOpm Submission Deadline at City Clerk Office (71h fl)
(To be determined) Review Proposals, Short list establishment (if necessary)
(To be determined) Schedule Presentations (if necessary)
(To be determined) Recommendation to City Council
9.0 Solicitation
To be considered, submit one (1) bound original and nine (9) copies to:
City Clerk
City of Renton, 7th Floor
1055 S. Grady Way
Renton, WA 98057
RFP proposals shall be received in a sealed envelope, prior to the time scheduled to receive
proposals, and shall be clearly marked SURFACE WATER UTILITY STORM SYSTEM
Page 7 of 11
INVENTORY MAPPING PROJECT.
10.0 Communications
(See 1st page of request of proposal page.)
Page 8 of 11
ATTACHMENT&
PROJECT AREA BOUNDARY (need new boundaries with all annexation areas....)
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Page 9 of 11
ATTACHMENT B:
SAMPLE FEATURE ATTRIBUTES LIST
Curb Inlets
Horizontally locate curb inlets along the outside curb and gutter and the median curb and
gutter on the roadway.
Report invert elevations.
Report rim elevations.
Report inlet type.
Report condition of structure.
Manholes
Horizontally locate manholes within the right-of-way.
Report manhole's sediment depth and sump depth from lowest invert.
Report invert elevations.
Report rim elevations.
Report diameter.
Report cover type.
Report material type.
Report condition of structure.
Report sump depth.
Report sediment depth and presence of oil.
Catch Basins
Horizontally locate catch basins within the right-of-way.
Report catchbasin sediment depth.
Report invert elevations.
Report rim elevations.
Report type.
Report cover type.
— Report material type.
Report sump depth.
Report sediment depth and presence of oil.
Page 10 of 11
Report condition of structure.
Pipes
Report shape and roughness of pipe.
Pipe size.
The circular pipe diameter in inches.
The non circular pipe height in inches.
The non circular pipe width in inches.
Type of material from which the pipe is constructed.
Roughness of material.
Condition of Pipe.
Rating system, i.e. 1-5.
Crossdrains and Box Culverts
Horizontally locate each end of box culverts and crossdrains. If the opening is 20 feet or
greater(or a series of culverts totally a width of 20-feet), it is considered a bridge. Both
cross under roadways for the purpose of draining excess water.
Roadside Ditches/ Swales
This feature notes the type of road side ditch along the roadway.
Horizontally locate center flowline, top of each bank, and ends.
Note whether grass, paved or open cut (bare ground).
Outfalls
This feature notes the invert elevation and location of outfall into a natural feature, i.e.
channel, stream, river, etc.
Detention, Retention, Infiltration, and Water quality facilities.
This feature notes the inlet and outlet into these facilities, condition, type of structure, and
flow control inlets/information.
Horizontally locate center flowline, top of each bank, and ends.
Note discerning features of condition of structures....i.e. whether grass maintenance is
needed, access is restricted by fencing, etc.
Note type and condition of fencing.
Water quality structures should note type and if structure needs maintenance.
Note type of control structure and it's outlet elevations, orifice sizes, and orifice elevations.
All of the above tasks are meant to serve as a general outline of anticipated steps and
information needed to accomplish project goals. It is recognized that adjustments to this
Minimum Scope of Services may be needed upon mutual agreement between Surface
Water Utility Division and the Consultant.
Page 11 of 11
Structures FlowControftints PipeEnds Conveyance
OBJECTID OBJECTID - `_ -_ OBJECTID
FaciltylD _ _ FacilitylD - OBJECTID
OldRefNo Ownership Ownership
O dRefNo LifeCycleStatus LifeCo cleStatus
- _ - -4 - .
Ownership Ownership Filecode Filec de
LifeC cleStatus - - - --- _ __+ _- _
Y LdeCycleStatus DrawinglmageName Dra_win_glmageNo
Fi ecode Filecode FieldlmageName— FieldlmageNo
Fl--- g -g- m_e -- - - DrawmgImage Na me
IE - -------- ---. ---
--
--- ConveyanceTypeeldlmageName FieldlmageName FlowDirection ConveyanceShap eStructureTYPe WaterQual tty AttUpdateBy
Diameter
MaterialType TWaterQualityType AttUpdateDate Height
CoverT e
_-_. yP Combined GeoUpdateBy Width
GrateElev f TopElev GeoUpdateDate Length
- -_
StructureCond BottomElev p - Length
AttUpdate6 + - - - - GeoU dateSource
Y _ WaterQualityElev Comments UpperlE
AttUpdateDate AttUpdateBy, EnclPtType E
_.- -- - Lowerl
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GeoUpdateBy AttUpdateDate - — Enabled PipeCondition
GeoUpdateDate GeoUpdateBy AncillaryRole AttUpdateBy
-eoUp ateSource _ GeoUpdateDate AttUpdateDate
---- -------
Comments --
eoUpdateSource GeoU date6
StructureDesc
Comments - -_ i GeoUpdateDate
- - +- __
Type - _ FlowCntrlFacilityType
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Enabled -- -
Enabled - --- ----._ - - - Comments
AncillaryRole
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aabled gth
OldDesc TankDiam
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iL,F TankLength �,5'�'•.'.
ResOrCom
Structures FlowControlPoints PipeEnds Conveyance
OBJECTID - ---
OBJE-CTID _...
OBJ ECTID OBJECTID
Facilt ID FacilitylD I---- __Ownership
_
Ownership
OldRefNo OldRefNo LifeCycleStatus LifeCycleStatus
_ - - -
Ownership Ownership Filecode Filecode
LifeCycleStatus LifeCycleStatus DrawinglmageName DrawinglmageNo
Filecode Filecode FieldlmageName FieldlmageNo
DrawinglmageName DrawinglmageName IE ConveyanceType
- -- -
FieldlmageName �-Fieldlmagel\lame Fl_ow_Dire_ction 'ConveyanceShape
e
--- —-
StructureTy
p WaterQuality AttUpdateBy Diameter
MaterialType _ _ {WaterQualityType AttUpdateDate Height
CoverType !Combined P
GeoU dateB :Width
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GrateElev - -- ----'To Elev �-- ----Y- - Wi
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StructureCond -
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AttUpdateBy WaterQualityElev Comments UpperlE
AttUpdateDate AttUpdateBy EndPtType LowerlE
- -
GeoUpdateBy _ AttUpdateDate Enabled PipeCondition
GeoUpdateDate GeoUpdateBy- AncillaryRole AttUpdateBy
--
GeoUpdateSource GeoUpdateDate AttUpdateDate
- - -
Comments GeoUpdateSource -GeoUpdateBy
StructureDesc Comments GeoUpdateDate
Type FlowCntrlFacilityType GeoUpdateSource
- _ -- _
PIanID Enabled Comments
Enabled AncillaryRole Enabled
AncillaryRole TankMaterial Shape_Length
- - 1
OldDesc TankDiam
TankLength
ResOrCom
Ronald Straka - RFP for field mapping Page 1
From: Steve Lee
To: Straka, Ronald
Date: 11/03/2008 3:32:23 PM
Subject: RFP for field mapping
Ron,
I've 'final' redlined the RFP document for our field mapping project(see attached). Please let me know if
you have any questions on this document before I accept all redlines and send it out along with a meeting
request to the following 'Storm Field Mapping Team' you wanted me to get together. The people
interested include the following: (Feel free to add anybody to this list)...
1. JD Wilson (Abdoul has okay'd his time)
2. Bob MacOnie
3. David Christensen-
4. Ron Straka
5. Steve Lee
6. Gary DelRosario
7. Gary Fink
8. ttyrr-f�. Fr C.???
Anybody else?
-Steve
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CITY OF RENTON
SURFACE WATER UTILITY STORM SYSTEM INVENTORY MAPPING PROJECT
REQUEST FOR PROPOSALS
This is the City of Renton's request for proposal issued 2008. Direct inquiries
on this project should be obtained from: Steve Lee; phone: (425) 430-7205; email:
slee(alci.renton.wa.us. All responses to this solicitation shall be in strict accordance with this
document, all City requirements/policies, and the ensuing contract documents.
Sealed proposals will be publicly accepted prior to 4:00pm, December 2, 2008, however only the
names of firms responding will be available for announcement. Proposals received after the
stated date and time shall not be considered. Submit proposals in a sealed envelope and insert
the RFP number, title, due date and time on the envelope.
Submit proposals by mail, ground delivery, or hand deliver to:
Renton City Hall — City Clerks Office — 7th Floor
1055 South Grady Way
Renton, WA 98057
Information the City deems proprietary is included in the proposal response in section(s):
See Paragraph xxx on page 2 for guidelines on submitting proprietary information.
SUBMISSION OF PROPOSAL:
An original (1) and nine (9) copies, for a total of ten (10) copies of your proposal document are
required. Questions regarding this Request for Proposal are to be directed in writing to Steve
Lee, using email address slee _ci.renton.wa.us.
Page 1 of ll
CITY OF RENTON
SURFACE WATER UTILITY STORM SYSTEM INVENTORY MAPPING PROJECT
(MINIMUM REQUIREMENTS)
1.0 Purpose/ Project Description <<� ,SUQ's /��Pf
The City of Renton Surface Water Utility DWision (SWU) rues-the services of a Consultant to
assist with the development, gathering, and/or modification of a geographic-based database and
map, within City right-of-ways, tracts, and easements, for their stormwater asset inventory. The
desirous data needed from the Consultant will be accurate and shall be of a geospatial format to
be fully incorporated into the City's existing GIS system. This asset inventorying project will allow
the City SWU staff to make better decisions and plans for replacing, maintaining, or upgrading S�-MHO
existing infrastructure, and would be a valuable tool for disaster recovery.
-t"i I �..i 1('aM-+-ry i 1 i.. L.� i ... , J' (k1 .�..t/\� 72 V.2J ..-/ Ill HE / Iv d i
The successful consultant (or contractor) will be responsible for collecting data, interpreting data,
input, design (re-design), and integration into the City's existing GIS (ESRI ArcGIS). The
consultant will also be responsible for software/hardware integration, training, and assistance with
the installation process. Training and procedure development for both ongoing maintenance and
updates of the system will be expected, as well as compatibility with the City's existing software
and operating systems.
(!
lk City of Renton, Washington
The City of Renton is generally located in Western Washington immediately east of Lake
Washington, approximately 15 miles southeast of Seattle, 7 miles south of downtown Bellevue,
north of Kent, and is immediately south of Newcastle, Washington. Renton is a community of
more than 8 0 esidents with another 35,000 people employed within the city limits. The City
is approximately xx square miles in size and maintains approximately 380 centerline miles
(Attachment A) o roadway. This approximate centerline miles total includes the recent Benson
Hill Area, Liberty, and New Life Aquabarn annexation areas within it's corporate boundary limits.
2.0 Summary Scope of Work
SI�YM SYlk"'1
The City currently lacks a "true" inventory of it's existing stormwat r infrastructure located within
the City right-of-ways and is seeking a consultant/contractor to verify stormwater asset information
within City right-of-ways. The City is desirous—cif--a ' field mapping project from a
consultant/contractor (herein after termed consultant) to improve it's database and mapping in a
form that will allow seamless integration with the City's current ESRI GIS system and the City's
asset management software, Infor EAM. The City requests a refined scope be developed and
submitted as part of the proposal by the consultant with defined methods, techniques, software to
be utilized, integration methodology with the City software/hardware, deliverables, and a detailed
schedule.
3.0 Background Information
The City of Renton Surface Water Utility Division maintains an existing inventory of stormwater
assets from various types of information collected from County annexed records, private and
public project as-builts with different converted datums, and field maintenance verified data
collected over the last two decades. This City inputted data has been inserted into the City's
existing geo-referenced mapping system (ESRI ArcGIS) which should serve as an useful tool to
guide the consultant crew(s) in collecting new, supplemental and/or verification data collected
Page 2 of 11
from the field.
4.0 Goal of Stormwater Asset Inventory Database
The goal of the SWU asset inventory and database is to obtain an accurate and complete
inventory of the City-owned facilities for seamless integration with the City's existing ESRI
ArcSDE Enterprise Geographic Information System and Infor EAM Maintenance Management
System. All data shall overlay with the existing City GIS data in the form of Washington State
Plane Coordinates, North American Datum, 1983 (NAD `83), latest adjustment (US Feet), and the
North American Vertical Datum, 1988 (NAVD '88), latest adjustment. All data must meet National
Spatial Data Infrastructure (NSDI) and Federal Geographic Data Committee (FGDC)
requirements. FGDC compliant metadata will be required for all data collected. Data collected,
verified, and generated from field mapping shall be used to assist the City Surface Water Utility
(SWU) in the City's National Pollutant Discharge and Elimination (NPDES) activities, as well as
providing valuable information to the City's Operation, Engineering, and Maintenance activities.
The data will also be capable of being used with future City modeling efforts.
t-v-, e,t, "i— r"'jLn.- I a-- 6,»
e l
Page 3of11
The following is a `MINIMUM' scope of services required for this project. All of the tasks
are meant to serve as a general outline of anticipated main tasks. The Consultant proposal
should add additional information and subtasks as part of the proposal. The consultant is
encouraged to submit a modified scope along with their proposal, as described in the
preceding paragraphs.
5.0 Minimum Scope of Services
TASK A: Meetings Scheduling, & Proiect Manaqement:
• Meetings
• Demonstrations (office and field)
• Training of City Staff and recommendations to City on how to integrate on-going field work
Au;, lafter this project.
(Also see sections described after this Minimum Scope of Services Section.)
TASK B: Existing Data/Eguipment/Software/Personnel Evaluation, Data Development Manual,
Business Field Mapping Plan, and Change Management Plan:
The City anticipates that a well planned process be proposed prior to starting work out in the field
on collecting data. In addition, documentation of the project will be required prior to field activities
starting, as well as establishment of acceptance criteria(s) by all stakeholders. The Consultant
should consider benefit versus cost analyses of generating more accurate data as part of this task
and present recommendations to the City.
Prior to beginning work, the Consultant shall meet with appropriate City representatives to discuss
all issues concerning data collection, verification of collected data, reviewing existing data,
defining the design, and delivery. This task shall be completed prior to populating the geo-
database with new field collected information. The City will provide the Consultant with a Feature
Attributes Specifications document (see Attachment B) that specifies the assets to be reported,
along with the attributes to be collected for each asset. This document will also provide the
Consultant a review of existing storm system GIS work completed by the City.
The Consultant shall examine, evaluate, and inspect the usefulness of the City's existing GPS
software, equipment, and other field location equipment. This equipment shall be tested to
determine it's usefulness in assisting the Consultant and shall be factored in overall savings to the
City project budget. The Consultant will also train City staff on the use of existing GPS locating
equipment.
The Consultant shall review the existing City surface water geo spatial database that should be
used as a ghost system for the Consultant to expedite data collection and be used as a field
location guide. The Consultant shall develop a complete new system and evaluate if existing
segments of data can be used in-lieu of re-developing new field data.
A Data Development Manual shall be developed by the Consultant to ensure deliverables meet
City expectations and that future field and office procedures are consistent in the future. This
document will be used by the City Surface Water Utility as the standard manual for field data
collection and processing. The Consultant shall develop the manual and the City project manager
will review and approve the manual. A series of workshops will be scheduled to provide/receive
input into the manual, design, and field process for collecting data. This document shall be used
in the future by City personnel to train future employees in collecting field data.
Page 4 of 11
The Consultant shall develop a Business Plan for the project that shall include how the Consultant
will verify information, how QA/QC management is to be implemented in the field and office, and
how change management would maintain the overall project schedule and budget by the
Consultant. In addition, the Consultant will verify with the City on the precision/accuracy needed
for each collected piece of information to be inserted into geo-spatial database.
The City currently uses the following software:
• City of Renton utilizes ESRI ArcGIS "Server" version x"—
• City of Renton owns Infor EAM as it's maintenance management system.
TASK C. Dynamic Segmentation and Linear Reference System Creation (if needed):
The City is using the King County TNET system currently that has not been updated since
Benson Hill was annexed. The Consultant will utilize the City street centerline and/or Right-of-
Way GIS data layer. The Consultant shall create a Linear Reference System using dynamic
segmentation from this centerline and/or Right-of-Way basemap. Dynamic segmentation uses a
linear referencing system to define a common datum for referencing the linear lines that the City
would call roads. Dynamic segmentation is a standard GIS tool for analysis of roadways used in
transportation. Using dynamic segmentation, information originally stored in a tabular report can
be visualized on a map and displayed, queried and analyzed in GIS. The Consultant shall create
a Linear Referencing System (or utilize the City's existing referencing system) to assist in
collecting and storing stormwater asset inventory information with linear referencing.
TASK D: Sample Pilot Data Development Area, Collection, and Evaluation:
Once the City has approved TASK A and B, a pilot data set sample area will mapped and
recorded for a minimum of one centerline mile divided between a minimum of two separate
streets. For the selected SWU coverage area(s) to be determined between the City and the
Consultant, a sample pilot study area will be processed fully. The final deliverable will be
equivalent to the final geo-database product. During the field mapping task, the Consultant will
work with the City to ensure accurate data and provide the City confirmation of the project
schedule and it's various deliverables. The final pilot deliverable shall contain information to verify
that the final deliverables will meet City standards and expectations. The point and linear assets
features shall be delivered as ESRI feature classes. They shall comply with standards established
by the City's GIS Taskforce and be compatible with the City's ArcSDE and ArcGIS software and
existing ESRI GIS system. Generated Consultant data shall be referenced to the WA State Plane
Coordinate system, North American Datum, 1983 (NAD `83), latest adjustment (US Feet), and the
North American Vertical Datum, 1988 (NAVD '88), latest adjustment. All data must meet National
Spatial Data Infrastructure (NSDI) and Federal standards. Once the City has accepted the
sample data and it meets the accuracy and acceptance criteria, the next phases of the project
may begin.
The Pilot dataset deliverable shall be compatible with the City's operating system and asset
management software for future data integration purposes and represent a sample of the final
data to be provided to the City. A random statistically valid sample of data will be tested by the
City to ensure the quality and accuracy of the deliverables. If the deliverable is unacceptable, the
Consultant shall redevelop field data or include additional data to meet City expectations and
standards without additional costs incurred on the project.
TASK E: Surveying, Field data collection, and Acceptance of collected data:
The Consultant shall use such data collection technologies as needed to provide an accurate
inventory of stormwater facilities and structures within the City, as well as confirming the data to
Page 5 of 11
set City monument data. The data gathered shall be ESRI feature classes which include point and
linear features and associated attributes listed in Attachment B.
The City anticipates the use of automated data collection technologies that may include, but not
be limited to the following: Van based surface data collection; Stereoscopic imagery, Survey,
grade GPS receiver collection, etc. Any method recommended to be used in this data collection
project shall be well defined in this proposal and provide advantages and disadvantages of the
preferred method over other methods. The Consultant should consider benefit versus cost of
data precision location and present recommendations to the City for the best possible project
value to be presented in the proposal.
The City and Consultant will perform quality checks of the data (random sampling of the data will
be performed to ensure quality and accuracy of the deliverables). The City will be able to QA/QC
data from each day's collected data to ensure data is accurate and acceptable during the entire
project with actual City monument information. Data will be scrutinized under the Consultant's
quality control measure and will again be examined and evaluated by City staff to ensure
compliance with the City's requirements and scope.
All point and linear features shall have sub meter horizontal accuracy. Veritcal accuracy shall be
within 2-inch tolerance of error for valley areas and 4-inch tolerance of error for hilly areas within
City properties or easements. All point and linear features shall be delivered with X, Y, Z location,
feature type and attribute data as agreed upon in the Business Plan.
TASK F: Delivery of Stormwater Asset Inventory Geo-Database
Consultant shall provide final product that is all inclusive at time of delivery. V4 All
w
6.0 Estimate (Quote Schedule)
Consultant shall compile an estimate of time/materials/manhours for each project Task and
Subtask along with a detailed schedule, which will correspond to the project proposal scoped by
the consultant. The schedule shall clearly depict landmark submittals and allow up to 4 weeks for
City review on any substantial submittals. Each task and subtask proposed shall have total
number of man-hours and equipment hours needed to complete the task, which will assist the City
in their payment schedule and tracking overall project schedule.
The City is requiring this project be completed within two years from the "notice to proceed" letter
from the City to the Consultant after the Scope of Work has been finalized and accepted by the
City.
7.0 Project Schedule
Within ten (10) working days after the "Notice to Proceed", the Consultant shall provide an
updated detailed project schedule. Said schedule and anticipated payout curve (% project
completed), shall be subject for approval by the City Project Manager. The project schedule shall
not exceed twenty four (24) months in duration with project time beginning at the "Notice to
Proceed". The field mapping and acceptance of delivered data shall be divided into five distinct
areas of the City with total deliverables provided at the end of each five divided areas. If project
seems to be falling behind schedule, the project schedule will be updated (as required by the City)
and changes submitted along with change management methodology proposed of how the
schedule can be met.
8.0 Key Personnel and Past `Successfully' Completed Consultant Project(s)
Provide key personnel and resumes of past work completed by each key personnel. In addition,
the Consultant's past projects list is to be provided to the City along with a summary of each
project (at least 3 similar projects completed by the Consulting Company), client contact
Page 6 of 11
information (contact name, telephone number, and address), and unique challenges
encountered/solved for each project.
The Consultant will list key personnel to be used for this project and what their duties will be within
the proposal. Also state time availability of each project staff member to ensure successful
delivery of the City of Renton mapping project.
Deviations during project term from the listed personnel in the project proposal and Business
Plan, if any, shall be subject to written approval by the City. If Consultant staff is deemed
incapable to perform the project per City standards and within the agreed upon contract project
scope, timelines, and tasks, then the City shall exercise the option of canceling the Consultant
contract with all electronic and paper project materials provided to the City. (The City will
designate a Project Manager who shall be the representative of the City for this project.
9.0 Progress Meetings and Reports
The Consultant shall meet with the City per the accepted Business Plan meeting schedule, and
provide written weekly Progress Reports documenting work completed, problems, and upcoming
work to be completed (long/short term). The progress report will document what was completed,
how much work time was needed, equipment used, and copies of surveyed structure notes.
Presentation materials, which describe the work performed on each task, shall be electronically
available to the City for it's sole discretionary use. Any materials used for the Consultants' future
marketing efforts of the City's system will require the City's authorization. Judgments on whether
work of sufficient quality and quantity has been accomplished will be made by the City's Project
Manager and Supervisor. Consultant will be responsible for all Q & A data.
10.0 City Responsibilities
The City shall provide the following:
1. Existing ESRI geo-database (electronically)
2. Aerial mapping of City corporate limits (electronically)
3. Hardcopy of storm system map book
4. City shall make available key staff members for Consultant interviews in order to draft
procedures for maintenance of storm system inventory after the field mapping project
is completed.
11.0 Proposal Format and Content
Consultants shall prepare proposals as follows:
1. Proposal length shall not exceed 25 pages, which includes the cover sheet.
2. Resumes for team members shall not exceed two pages and is counted separately
from the proposal.
3. Proposals shall be bound and include an organization chart.
4. List at least-five—f5) client references that have utilized Consultants professional
services for field mapping and/or GIS projects within the past five (5) years.
12.0 Proposal Evaluation
City staff evaluation committee will be set up to review proposals received for this RFP. Staff will
evaluate the Consultant RFPs via a selection criteria established with a weighing of each criteria
toward overall selection. A h ted Consultants will then be contacted for an
interview. � NA
13.0 Administered By
City of Renton Surface Water Utility Engineering,
Page 7 of 11
14.0 Submission Schedule
November 24, 2008 C►-OtJ) Request for Proposal Advertised
December 26, 2008 (may) 4:00pm Submission Deadline
(To be determined) W6A Review Proposals, Short list establishment (if necessary)
(To be determined) Schedule Presentations (if necessary)
(To be determined) Recommendation to City Council
15.0 Solicitation
To be considered, submit one (1) bound original and nine (9) copies to:
City Clerk
City of Renton, 7th Floor
1055 S. Grady Way
Renton, WA 98057
RFP proposals shall be received in a sealed envelope, prior to the time scheduled to receive
proposals, and shall be clearly marked SURFACE WATER UTILITY STORM SYSTEM
INVENTORY MAPPING PROJECT.
16.0 Communications
All communications regarding this project shall be submitted in writing. Emailing is acceptable to
slee@ci.renton.wa.us.
Page 8 of 1 1
ATTACHMENT A:
PROJECT AREA BOUNDARY (need new boundaries with all annexation areas....)
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x Potential Annexation Area A.
July 2008
Page 9 of 11
ATTACHMENT B:
SAMPLE FEATURE ATTRIBUTES LIST
Curb Inlets
Horizontally locate curb inlets along the outside curb and gutter and the median curb and
gutter on the roadway.
Report invert elevations.
Report rim elevations.
Report inlet type.
Report condition of structure.
Manholes
Horizontally locate manholes within the right-of-way.
Report manhole's sediment depth and sump depth from lowest invert.
Report invert elevations.
Report rim elevations.
Report diameter.
Report cover type.
Report material type.
Report condition of structure.
Report sump depth.
Report sediment depth and presence of oil.
Catch Basins
Horizontally locate catch basins within the right-of-way.
Report catchbasin's sediment depth.
Report invert elevations.
Report rim elevations.
Report type.
Report cover type.
Report material type.
Report sump depth.
Report sediment depth and presence of oil.
Page 10 of 11
Report condition of structure.
Pipes
Report shape and roughness of pipe.
Pipe size.
The circular pipe diameter in inches.
The non circular pipe height in inches.
The non circular pipe width in inches.
Type of material from which the pipe is constructed.
Roughness of material.
Condition of Pipe.
Rating system, i.e. 1-5.
Crossdrains and Box Culverts
_ Horizontally locate each end of box culverts and crossdrains. If the opening is 20 feet or
greater (or a series of culverts totally a width of 20-feet), it is considered a bridge. Both
cross under roadways for the purpose of draining excess water.
Roadside Ditches / Swales
This feature notes the type of road side ditch along the roadway.
Horizontally locate center flowline, top of each bank, and ends.
Note whether grass, paved or open cut (bare ground).
Outfalls
This feature notes the invert elevation and location of outfall into a natural feature, i.e.
channel, stream, river, etc.
Detention, Retention, Infiltration, and Water quality facilities.
This feature notes the inlet and outlet into these facilities, condition, type of structure, and
flow control inlets/information.
Horizontally locate center flowline, top of each bank, and ends.
Note discerning features of condition of structures....i.e. whether grass maintenance is
needed, access is restricted by fencing, etc.
Note type and condition of fencing.
Water quality structures should note type and if structure needs maintenance.
Note type of control structure and it's outlet elevations, orifice sizes, and orifice elevations.
All of the above tasks are meant to serve as a general outline of anticipated steps and
information needed to accomplish project goals. It is recognized that adjustments to this
Minimum Scope of Services may be needed upon mutual agreement between Surface
Water Utility Division and the Consultant.
Page 11 of 11
Utility Systems GIS Design Team
User Needs Analysis Agenda
10/3 Design team kick-off.
What is GIS and what is meant by Enterprise GIS?
How did we get here and where is that?
What is a user needs analysis?
You want me to do what?
1) Pull together your section's mission statement, core services and outcomes.
(These are parts of the City's Outcome Management process).
2) Your section's primary tasks and work program.
3) A list of your section's job positions and the primary tasks for each
(Include any proposed positions in the new budget).
4) A list of external agencies your section works and/or coordinates with
(Don't forget Customers, the public, and developers).
5) A list of Inter-Departmental interactions.
6) A list of Departmental interactions.
What format? MS Word.
By when? That would be, our next meeting on
10/17 Remember its mostly about data.
What is you service area?
Will it grow and to what extent?
Are there sub areas?
What is your total area of interest?
What data do you have, use and/or maintain? (Forms will be provided)
What applications are used in your section?
What non-spatial; databases or datasets (internal and external) do they use?
What spatial; databases or datasets (internal and external) do they use?
What are the challenges that your section faces?
What data products do you generate? (Maps and analyses)
What do you do with those products?
This is where you interview each member of your section.
11/14 Applications
What additional capabilities would your section like to have?
11/28 GIS Development
Identify the benefits, challenges and priorities for GIS development.
12/12 Pulling it all together and an Initial Review.
Just what it says; the holidays are almost on us.
1/9/08 Final Review.
Any additional comments will be incorporated as appropriate and then the document will then be
routed for buy off.
IT Strategic Planning Session
March 27, 2007
Proposed Enterprise GIS a Vision for the Future
Vision: Provide City staff and public at large with web-based access to up-to-date and accurate map data and
applications via an Enterprise Geographic Information System.
Benefits:
Many benefits of Enterprise GIS are not readily expressed in terms of return on investment(ROI).
These benefits often take the form of improved decision making through access to more complete
data resources.
An Enterprise GIS delivers both soft and hard benefits - both increasing worker productivity and
capacity to deliver goods and services to customers.
• A consolidated perspective on the use of GIS data and applications throughout the City
• Support for the best tools for any job - each department can use its preferred software and data
types, while working from a shared enterprise database e.g. FDM &New World)
• Increasing data accessibility- all users and key decision makers have quick access to the most
accurate and up-to-date data
• Improving communication among departments - an enterprise system requires that all
independent systems communicate quickly and effectively, regardless of data format
• Central relational database(RDBMS) storage provide the benefits of multiple user access,
security(access and data), centralized management, allows for data driven applications
• Enhance speed, reliability and uptime
• Integration of diverse data(e.g. terrain and wireless network nodes) and linkages to the City's
file system
• Enable easy web-based access for data sharing and interagency cooperation
• Increasing productivity:
➢ elimination of redundant data collection and management
➢ eliminates the time wasted to convert or translate data
➢ reduce out-of-sync data or errors
➢ provides a single point of access
➢ opportunities for process reengineering with a spatial focus that will improve overall
efficiency
➢ A simplified user experience for locating, understanding, and using City layers
Reduced redundancy, improved data sharing, faster response, scalability and greater payback from
geospatial investments all make Enterprise GIS the wise choice and provides the City with the best
ROI.
�1
Background:
The City has been trying to build a GIS for years. The first attempt was in 1987 mating
AutoCAD, Computer Aided Drafting software and a Wang central computer. The next
step was in 1991 with the implementation of the state's Growth Management Act
(initially many of the contracts for the mapping of sensitive areas specified maps as the
product, this was change to include the underlying digital data developed to produce the
maps in the first place). Over the years we have developed and/or maintained a number
of data layers.
Most of the efforts to date have been accomplished on borrowed time and resources. We
have done good things despite the lack of institutional planning and support. Landlnfo
(browser based access to map data), Aerial mapping, etc. but these haven't happened
without cost as we are reaching the limits of working harder and smarter.
So what is an Enterprise GIS?
First of all it is a technology: a server-based database driven means of presenting
data and information.
Second it is putting that data and information in the hands of people within each
business unit who need it and providing them the ability to manage that data and
utilize and present the information to suit their needs.
There is an important distinction that needs to be made between IS and GIS. The major
difference is data. Data at its most fundamental level can be defined as attribute and
value; as an example (Item: computer) (Purchased: date) (Cost: dollars) (Location:
address). It is this final attribute location where the really difference lays.
Location is commonly understood as an address, 1055 S Grady Way, a place city hall, a
site, the intersection of Main and Grady, a position, the place under our feet. Although
we can all find it on a map in order to make that map location requires additional
elements, at a minimum Latitude and Longitude or Northing and Easting in other words a
coordinate.
The layer cake of data: with a coordinate we can drill through the layers to determine the
attribute we are looking for be it: elevation, zoning, owner, sensitive area conditions,
utilities,jurisdiction, census tracts, etc. and any of the associated attributes for they layer
or layers at issue.
GIS is an integrating technology if we have a location, however it is defined, we can then
place it on a map. For instance when someone at city hall receives a call asking the
question "What is happening in my street?"using the callers address to search for a city
vehicle located via real-time GPS and linking that to the maintenance management
system to identify the work order and its specifics the question can be answered.
Next Steps:
We are now transitioning to GIS system shared by our neighbors, Bellevue, Redmond,
Kirkland, and King County, to name a few. This system is a true databased GIS sthat
stores data in a RDBMS (Microsoft SQL) and will allow us to link all spatially relevant
data (data that has an address) in all our existing databases such Permitting, Utility
Billing, Police RM, Fire RM and the new MMS.
Currently under contract development are the Sanitary Sewer System, and the Surface
Water System. And, we are negotiating a contract with our proposed MMS Vendor.
This system when combined with appropriate work flows and procedures will enable the
City to enjoy all the benefits of a single point of service for all GIS needs, limited only by
the imagination of the users.
Additional initiatives include:
• Address locator: The existing system only allows input of a formal address or
parcel number. A full address locator will handle, formal addresses forgiving of
spelling, will use alias street names (Cemetery road instead of NE 4ch ST),
intersections, and common place names like City Hall, The Cedars Apartments,
etc.
• New World System Interface (Police RM). Will automate the extraction of data
into the reqd New World format.
• FDM Interface(Fire RM) ditto
• Telcom layer for recording conduit, fiber and wireless infrastructure.
• Routine to take location from address locator and tell if the subject address is
inside or outside city limits. This application is important to development
services, permitting, recreation, the clerk's office given pending annexations.
• Input screens for maintenance modules for the above utilizing ESRI GIS Server
accessed thru a standards based browsers.
Data collection responsibilities:
• Survey, Cadastre, Topography, and Topology rules maintained by PBPW
Technical Services for the corporate limits. Hopefully the T-NET contract will
bring in most data for the remainder of the growth boundary.
• Potable Water and Hydrants maintained by the PBPW water utility engineering
staff. The Utility and Fire Dept. are working with the surrounding water districts
to obtain data for the remainder of the growth boundary.
• Storm Water collection, storage and treatment is under construction, status
unknown.
• Sanitary Sewer collection, pumping and treatment is under construction, status
unknown.
• Transportation Signals, Signage, and Marking the PBPW transportation signal
shop has data w/o positional components and we will move the data into the new
MMS System and provide GIS connections at the same time. Positional
information can be added by digitizing from existing mapping.
• Roads, Drives, and Sidewalks
• Park and Recreational Facilities
• Facilities and Public Structures
• Building Footprints and Setbacks
• Environmental features and hazards
• Zoning, Land use, and Census
• Boundaries
• City Limits
• Police Districts
• Fire Districts
• Utility Service Boundaries
• Zip Codes and Carrier Routes
• Structures and Tanks
• Special Cases
• Traffic counts, accident locations
• Aerial Mapping
Structures FlowCo nt rol Points _ 1. eEnds Convevance
OBJECTID OBJECTID OBJECTID OBJECTID
FaciltylD FacilitylD Ownership Ownership
OldRefNo OldRefNo LifeCycleStatus LifeCycleStatus
Ownership Ownership Filecode Filecode
LifeCycleStatus LifeCycleStatus DrawinglmageName DrawinglmageNo
Filecode Filecode FieldlmageName FieldlmageNo
DrawinglmageName DrawinglmageName _ IE jConveyanceType
FieldlmageName FieldlmageName I FlowDirection ConveyanceShape
StructureType WaterQuality AttUpdateBy Diameter
MaterialType_ WaterQualityType AttUpdateDate Height
CoverType Combined ,GeoUpdateBy Width
GrateElev TopElev GeoUpdateDate Length
StructureCond BottomElev GeoUpdateSource !MaterialType
AttUpdateBy WaterQualityElev Comments UpperlE
AttUpdateDate
AttUpdateBy EndPtType LowerlE
- - _
GeoUpdateBy AttUpdateDate Enabled pipeCondition
-T - -- - -- -- ------
GeoUpdateDate i GeoUpdateBy AncillaryRole AttUpdateBy
GeoUpdateSource GeoUpdateDate AttUpdateDate
- - - -
Comments GeoUpdateSource _ GeoUpdateBy
StructureDesc _ Comments _ _ _ _ GeoUpdateDate _
Type FlowCntrlFacilityType GeoUpdateSource
PlanlD Enabled _ Comments
Enabled AncillaryRole Enabled
AncillaryRole TankMaterial Shape_Length
OldDesc TankDiam
Pk,5L--vi t I) ►✓ TankLength
I -
ResOrCOm - -- - - -
Structures FlowControl Points PipeEnds Conveyance
OBJECTID OBJECTID OBJECTID OBJECTID
FaciltylD FacilitylD Ownership Ownership
OldRefNo OldRefNo LifeCycleStatus LifeCycleStatus
Ownership Ownership Filecode Filecode
LifeCycleStatus LifeCycleStatus DrawinglmageName DrawinglmageNo
Filecode Filecode FieldlmageName FieldlmageNo
DrawinglmageName DrawinglmageName IE ConveyanceType
FieldlmageName FieldlmageName FlowDirection ConveyanceShape
StructureType WaterQuality AttUpdateBy Diameter
- -
MaterialType WaterQualityType AttUpdateDate Height
CoverType Combined GeoUpdateBy Width
GrateElev TopElev GeoUpdateDate Length
StructureCond BottomElev GeoUpdateSource MaterialType
AttUpdateBy WaterQualityElev Comments UpperlE
AttUpdateDate AttUpdateBy EndPtType LowerlE
GeoUpdateBy AttUpdateDate Enabled PipeCondition
GeoUpdateDate GeoUpdateBy AncillaryRole AttUpdateBy
GeoUpdateSource GeoUpdateDate AttUpdateDate
Comments GeoUpdateSource GeoUpdateBy
StructureDesc Comments GeoUpdateDate
Type FlowCntrl Faci lityType GeoUpdateSource
PlanlD Enabled Comments
Enabled AncillaryRole Enabled
AncillaryRole TankMaterial Shape_Length
OldDesc TankDiam
TankLength
ResOrCom