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HomeMy WebLinkAboutResolutions - 2003.09.18 - 27333September 4, 2001 'MISCELLANEOUS RESOLUTION #103241 BY: PLANNING AND BUILDING COMMITTEE - CHARLES E. PALMER, CHAIRPERSON IN RE: DRAIN COMMISSIONER/AUTOMATION OF DRAIN COMMISSIONER'S WATER, SANITARY/COMBINED SEWER AND STORM WATER RECORDS - PHASE 2 To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS recent federal regulatory actions surrounding the newly introduced concept of Capacity Management for Operations and Maintenance (CMOM) will lead to future significant environmental related projects; and WHEREAS financial reporting requirements of newly issued Statement #34 of the Governmental Accounting Standards Board (GASB) require capitalization of all infrastructure assets, including water, sewer and drain systems; and WHEREAS these demands result in an increased need for a standardized infrastructure records management system; and WHEREAS the Infrastructure Management Geographic Information System will automate all water, sanitary/combined sewer and storm water records maintained by the Oakland County Drain Commissioner and convert those records to a GIS format; and WHEREAS the functions in the future system will integrate with the County's GIS program and support day-to-day operations, public education, preventive maintenance, compliance matters, assessing, planning/modeling, and other functions critical to the operation of the Drain Commissioner's Office; and WHEREAS this effort will permit future access to the records by the public, developers, consulting engineers and other individuals; and WHEREAS this effort will provide future benefit to cities, villages, and townships within Oakland County; and WHEREAS monies previously appropriated to the Drain Commissioner's Office have been used to review technology and data requirements, establish defined standard data elements, upgrade computer hardware and complete Phase 1 of the Drain Commissioner's Infrastructure Management Geographic Information System; and WHEREAS included are supporting documents: Exhibits A, showing high-level cost estimates for completion of Phase 2 and, Exhibit B, a detailed cost and scope and approach for the Water portion of the conversion effort; and WHEREAS $2,070,000 has been designated in the County's General Fund for Phase 2 of the Drain Commissioner's Office Infrastructure Management Geographic Information System; and NOW THEREFORE BE IT RESOLVED that the Board of Commissioner's approves Phase 2 of the Drain Commissioner's Infrastructure Management Geographic Information System conversion project with a total estimated cost of $2,365,718. Chairperson, on behalf of the Planning and Building Committee I move the adoption of the foregoing resolution. PLANNING AND BUILDING COMMITTEE Planning & Building Committee Vote: Motion carried on unanimous roll call vote EXHIBIT A DRAIN GIS/IT APPROPRIATION - PHASE 2: FULL CONVERSION ESTIMATE Ite tr,, .- 40101#1,, rairlAPPt0Priati3Orl: _ GIS Data Automation GIS Water System Conversion _ $ 855,000 GIS Sewer System Conversion $ 500,000 _ GIS Storm System Conversion _ $ 500,000 Microfilm Conversion $ 35,000 GIS Application Development _ Map Series Extension See Note #1 $ 10,000 ArcGIS Infrastructure Maintenance Toolset $ 10,000 _ Drain Apportionment Application $ 15,000 eDrain Application Enhancements _ $ 10,000 _ OCDC Staff Costs User Support III See Note #2 $ 102,534 _ GIS/CAD Technician Supervisor _ See Note #2 $ 97,133 GIS/CAD Technician I _ See Note #2 $ 76,144 GIS/CAD Technician I _ See Note #2 $ 76,144 Engineering Aide _ See Note #3 $ 78,763 _ Total Costs: $ 2,365,718 _ Monies Already Appropriated: $ 300,000 _ Total Appropriation: $ 2,065,718 Notes: 1. The GIS Application Development are cost estimates for IT development hours. More refined costs will be quantified once the final specifications are developed and the appropriate IT resources identified. 2. Costs include 80% of the salaries and fringes for a one and a half year (18 month) period. Based on 2003 salary figures at a 5 year step. 3. Costs include 100% of the salaries and fringes for a one and a half year (18 month) period. Based on 2003 salary figures at a 5 year step. Revised: August 18, 2003 EXHIBIT B OAKLAND COUNTY DRAIN COMMISSIONER INFRASTRUCTURE MANAGEMENT GIS FULL WATER CONVERSION SCOPE OF SERVICES I. INTRODUCTION This document defines the services that will be provided by Woolpert LLP to produce a water distribution GIS for the Oakland County Drain Commissioner (OCDC) as part of a county wide Infrastructure Management GIS. 2. PROJECT TEAM The respective Project Managers will administer the day-to-day operations of the project. Routine project communications and deliveries between Woolpert and Oakland County should be directed to: Woolpert Project Manager OCDC Project Administrator Mr. John Przybyla, PE Partner 409 East Monument Ave Dayton, OH 45402-1261 Phone: (937) 461-5660 Fax: (937) 461-0743 Email: iohn.przybyla@woolpert.com Mrs. Jenny Shaw User Support Specialist III One Public Works Drive, Building 95W Waterford, MI 48328-1907 Phone: (248) 858-1071 Fax: (248) 858-1066 Email: shawj(&,co.oakland.mi.us The following key project members will also be available to support the water conversion project. Woolpert Phase Manager Mrs. Traci Berlingieri 409 East Monument Ave Dayton, OH 45402-1261 Phone: (937) 461-5660 Fax: (937) 461-0743 Email: traci.berlingieri@woolpert.com Oakland County Liaison Mr. R. Scott Oppmann Chief of Land Management Technologies Oakland County Information Technology 1200 N. Telegraph Rd., Bldg. 49W Pontiac, MI 48341-0421 Phone: (248) 452-9198 Fax: (248) 858-1006 Email: oppmanns@co.oakland.mi.us Additional project team members are listed in the detailed scope sections. Page 1 of 8 August 14, 2003 EXHIBIT B 3. PROJECT OVERVIEW Introduction This project is the continuation of the OCDC Infrastructure Management GIS project, which includes four major phases. 1. Technology Plan 2. Pilot Project Data Automation and Conversion 3. Remaining Data Automation and Conversion 4. Applications and Integration This scope of services is for the conversion of a water distribution GIS, which is part of Phase 3, the Remaining Data Automation and Conversion, of the overall project. Full conversion of the sewer and drain system will be defined in separate scopes of services. This project includes three major phases: 1. Project Management 2. Update Conversion Tools 3. Perform Data Conversion Requirements Documents The approach to be used for data conversion is described in the following document: Infrastructure GIS Conversion Plan and Procedures, prepared as part of Phase 2 of this project, and dated August 2003. (Referred to as the Updated Conversion Plan). Woolpert will convert and deliver all data using the OCDC water model that was modified in the pilot data conversion as part of phase 2 of the overall project. Reference and Source Materials The following digital reference and source materials will be acquired by Woolpert and used in the conversion process: From Oakland County: • Orthophotos (updated from 2002 project) • Street centerlines • Parcel GIS dataset • Hydrography GIS dataset From OCDC: • 1/4 section CAD drawn water maintenance maps • 1/4 section hand drawn water maintenance maps • Township water index maps Page 2 of 8 August 14, 2003 EXHIBIT B • Record Drawings • Construction drawings • Water district boundaries • Database information (project information, hydrants, gate wells, etc.) • GPS locations of fire hydrants Water Service Area The water features within the communities served by OCDC (see below) will be converted into the GIS as part of this project. OCDC will send scanned source drawings for each delivery area as shown on the table in Section 6. Source documents will be considered frozen for conversion purposes as of August 1, 2003. Water GIS Features The following utility features will be converted within the pilot areas (as described above): • Water features (mains, valves, hydrants, appurtenances, etc) • Water service lines and service points OCDC's Water Index Maps were reviewed, and features were estimated for each CVT (City/Village/Township) service area. The number of services were counted from the billing system. The feature counts and number of water services (accounts) by community are given below: Water Main Water Water CVT Priority Features Accounts Farmington Hills 1 14,594 22,643 Commerce Township 2 1,972 5,079 Oakland Township 3 1,407 2,357 Oxford Township 4 1,345 1,716 Bloomfield Hills 5 1,286 1,486 Highland Township 6 644 903 Lyon Township 7 419 550 Keego Harbor 8 991 1,114 Orchard Lake 9 (included above) 919 Beverly Hills 10 1,474 0 Royal Oak 11 535 991 Bingham Farms 12 385 366 Springfield 13 54 33 Novi (Grand Court well house only) 14 2 0 Franklin (well house only) 15 2 21 Totals 25,110 38,183 Page 3 of 8 August 14, 2003 EXHIBIT B 4. DETAILED PROJECT SCOPE Task 1: Project Management The specific steps that make up Task 1 are as follows: , Steps and Resources for Task 1 Step Step Leader Resources 1. Project Start-up John Przybyla Brian Dye, Ken Chaffman, Traci Berlingieri, Rob Parsons 2. Manage Conversion John Przybyla Traci Berlingieri, Rebecca Edgerton, Lori Watts 3. Final Delivery and Closeout John Przybyla Traci Berlingieri Step 1: Project Start-up Woolpert will organize all the source and reference materials prior to the initiation of the conversion effort. Woolpert will set up the GIS database in ESRI's SDE and will use SDE as the data repository during the conversion process. Using billing records provided by OCDC, Woolpert will locate services by use of Parcel PINs in the billing records or, where they do not exist, by geocoding of billing system records so that services can be placed only on parcels that receive water service. Woolpert will conduct a water data model review workshop at OCDC (in which the other models will also be briefly reviewed) upon initiation of the project. This workshop will allow all team members to review and update the data model before conversion begins. Following the workshop, Woolpert will finalize the agreed-to changes in the geodatabase model and the model will remain static for duration of the conversion project. Woolpert will also develop an electronic scoresheet that will document target delivery areas and , conversion progress. The scoresheet will be reviewed with OCDC staff prior to conversion starting. Step 2: Manage the Conversion Process This task includes the management of the conversion team, preparation of progress reports, attendance at project meetings, documentation of status issues, and other project management tasks. Woolpert will hold internal progress meeting at least once every two weeks to monitor production progress and optimize conversion processes. Step 3: Final Delivery and Closeout The Conversion Plan and Procedures document will be updated to incorporate the findings of the water conversion effort, and delivered in final form. Page 4 of 8 August 14, 2003 EXHIBIT B Deliverables • Updated water geodatabase model • Progress tracking scoresheet • Updated Conversion Plan and Procedures (water only) Task 2: Update Conversion Tools and Deliver to OCDC The specific steps that make up Task 2 are as follows: _ Steps and Resources for Task 1 , Step Step Leader Resources 1. Update Conversion Tools Eric Hrnicek Ken Chaffman, Bryan Dickerson 2. Deliver Tools to OCDC Eric Hrnicek Ken Chaffinan, Bryan Dickerson Step 1: Update Conversion Tools A series of conversion tools have already been developed to aid in the pilot conversion process. However some of the discoveries made during the pilot project have sponsored additional requirements for the conversion tools. These requirements include: • Update composite feature tool to support complex hydrant features • Develop automated service lead creation tool • Develop tool to link Record drawings or construction drawings to features Step 2: Deliver Tools to OCDC Although the tools developed above have not been developed for commercial sale, they will be of assistance to OCDC staff as they begin to maintain their GIS data. Following initial delivery of Area 1, the tools developed in Step 1 will be delivered to Oakland County staff to be incorporated into the County's GIS maintenance tool set. Woolpert staff will conduct a 1/2 day training session for the County's developers to aid them in the understanding of the tools, and will provide follow-up phone support for a period of 30 days after installation. Woolpert will provide the SmartMapper QC tool and the QA/QC rules set (in XML) for the water system for use by OCDC as they maintain the water system data. Woolpert will also provide the limited end-user documentation describing the operation of the tools. Deliverables • SmartMapper data creation tools • SmartMapper QC tools • Limited documentation for each tool Task 3: Perform Data Conversion The specific steps that make up Task 3 are as follows: Page 5 of 8 August 14, 2003 EXHIBIT B Steps and Resources for Task 3 Step Step Leader Resources 1. Perform Initial Conversion Traci Berlingeri Dave Cole, Kelly Claypoole, others 2. Perform Internal QAJQC Traci Berlingeri Dave Cole, Kelly Claypoole 3. Update to meet client QA/QC comments Traci Berlingeri Dave Cole, Kelly Claypoole, others 4. Submit final data Traci Berlingeri Dave Cole, Kelly Claypoole Step 1: Perform Initial Conversion Woolpert will convert the data into ArcGIS personal geodatabase format for each delivery area. Spatial data will be converted and attribute information from the source documents will be populated into the geodatabase fields. The work will include rectifying scans of source materials, linking each feature to its parent scan. The pilot delivery areas will be updated to incorporate changes to the database, update services based on actual billing records, and moving fire hydrants to match the GPS fire hydrant locations. Detailed procedures are documented in the Updated Conversion Plan. During the conversion process, Woolpert will develop Conversion Issue Resolution (OR) events and OCDC will respond to them as documented in the Updated Conversion Plan. Step 2: Perform Internal QAIQC and Submit Woolpert will perform the QA/QC steps as described the Conversion Plan. Upon completion of the internal QA/QC, Woolpert will submit each delivery area to OCDC for review. The delivery schedule is defined in Section 3, above. Following the initial delivery of a data set, OCDC will have 10 business days to review the data. If the data set is not reviewed and comments returned to Woolpert within 15 days after receipt by OCDC, it will be considered accepted by OCDC. OCDC's acceptance criteria for each delivery set are defined as follows: 95% of the features must pass all QA/QC tests with no errors. Any dataset which fails to meet the acceptance criteria will be rejected by OCDC and returned with errors clearly identified and explained to Woolpert for rework and resubmittal. A review meeting will be held at OCDC within 15 days after the delivery of Area 1 to review the initial delivery, and discuss any issues that have arisen from OCDC's initial review. Step 3: Update to meet QA/QC Requirements If OCDC returns a rejected dataset, Woolpert will update the data based on the QA/QC comments and resubmit to OCDC for review. It is anticipated that Woolpert will resubmit rejected datasets to OCDC within 20 working days of receipt. If the data set is not reviewed and comments returned to Woolpert within 15 days after receipt by OCDC, it will be considered accepted by OCDC. This process will be repeated until for each delivery set until it is accepted. Page 6 of 8 August 14, 2003 EXHIBIT B Deliverables • Personal Geodatabases populated for each delivery area for the water system. • Geo-rectified scanned drawings for each delivery area 5.0 SUMMARY OF DELIVERABLES This phase will result in all of the following deliverables: • Updated water geodatabase model • Progress tracking scoresheet • Updated Conversion Plan and Procedures (water only) • SmartMapper data creation tools • SmartMapper QC tools • Limited documentation for each tool • Personal Geodatabases populated for each delivery area for the water system. • Geo-rectified scanned drawings for each delivery area All deliverables will be provided in electronic format. Page 7 of 8 August 14, 2003 EXHIBIT B 6.0 DELIVERY AREAS AND FEES Delivery Areas The initial delivery areas will encompass the City of Farmington Hills. Remaining delivery areas will encompass multiple communities. Assuming a start date of August 13, 2003, a detailed list of tasks, the schedule for deliveries, and fees is as follows: Water Delivery Areas Source Scans Initial Fees from OCDC Delivery Date PHASE A Phase A Management $27,664 Conversion Initiation $23,720 Update Conversion Tools and Deliver 11/1/03 $43,123 Delivery Area 1: Farmington Hills (NE) 8/29/03 10/10/03 $96,220 Sections 1-3, 10-12, 13-15 Delivery Area 2: Farmington Hills (NW) 9/19/03 11/7/03 $94,180 Sections 4-6, 7-9, Oakland Township PHASE A SUBTOTAL $284,907 PHASE B Phase B Management $33,456 Delivery Area 3: Farmington Hills (SW) 10/17/03 12/5/03 $94,180 Sections 16-1819-21, 28-30, Delivery Area 4: Farmington Hills (SE) 11/7/03 12/31/03 $94,180 Sections 22-24, 25-27, 31-33 Delivery Area 5: Commerce Township and 34- 12/5/03 2/1/04 $94,180 36 Delivery Area 6: Oxford Township, 12/31/03 3/1/04 $94,180 Bloomfield Hills, Highland Township and Lyon Township , Delivery Area 7: Keego Harbor, Orchard 2/1/04 4/30/04 $132,360 Lake, Beverly Hills, Royal Oak Township, Bingham Farms, Springfield, Novi and Franklin Final Updated Deliveries (Project 5/30/04 $27,724 Completion) PHASE B SUBTOTAL $570,260 PROJECT TOTAL $855,167 Page 8 of 8 August 14, 2003 Resolution #03241 September 4, 2003 The Chairperson referred the resolution to the Finance Committee. There were no objections. FISCAL NOTE (M.R. #03241) September 18, 2003 BY: FINANCE COMMITTEE, CHUCK MOSS, CHAIRPERSON IN RE: DRAIN COMMISSIONER - AUTOMATION OF DRAIN COMMISSIONER'S WATER, SANITARY/COMBINED SEWER AND STORM WATER RECORDS - PHASE 2 TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS Chairperson, Ladies and Gentlemen: Pursuant to Rule XII-C of this Board, the Finance Committee has reviewed the above referenced resolution and finds: 1. Oakland County Drain Commissioner is requesting a continuation of funding for Phase 2 of converting records maintained for water, sewer and storm water systems into a Geographic Information System format. 2. Total estimated cost for Phase 2 is $2,365,718 with most of the costs being capitalized. 3. Funding is available from $300,000 remaining in the Drain Equipment Fund from Phase I appropriations and $2,070,000 from General Fund Designated Fund Balance (GL# 9407-76000). 4. The following budget amendment is recommended for fiscal year 2003: FY 2003 General Fund (101) Revenue 90-190000-14000-1582 Prior Year Balance Expenditures 90-310000-98639-8001 Transfer Out Drain Equipment Fund (639) Revenue 61-311317-98101-1701 Transfer In Equity 61-311317-35400-8005 Change in fund Equity $2,o70,000 $2,070,000 - 0 - $2,070,000 $2,070,000 - 0 - FINANCE COMMITTEE FINANCE COMMITTEE Motion carried unanimously on a roll call vote with Moffitt and Gregory absent. G. William Caddell, County Clerk Resolution #03241 September 18, 2003 Moved by Wilson supported by Coulter the resolutions on the Consent Agenda, be adopted (with accompanying reports being accepted). AYES: Coleman, Coulter, Crawford, Douglas, Gregory, Hatchett, Jamian, Knollenberg, KowaII, Law, Long, McMillin, Middleton, Moffitt, Moss, Palmer, Patterson, Potter, Rogers, Scott, Suarez, Webster, Wilson, Zack, Bullard. (25) NAYS: None. (0) A sufficient majority having voted therefore, the resolutions on the Consent Agenda, were adopted (with accompanying reports being accepted). ••••" Y APPROVE THE }ONGOING RESOLUTION //214/05 STATE OF MICHIGAN) COUNTY OF OAKLAND) I, G. William Caddell, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and accurate copy of a resolution adopted by the Oakland County Board of Commissioners on September 18, 2003, with the original record thereof now remaining in my office. In Testimony Whereof, I have hereunto set my hand and affixed the seal ofjpe County of Oakland at Pontiac, Michigan this 18th day of September, 2003.