R2008-55 AUTHORIZING GIS SEWER MAP QUALITY CONTROL AGREEMENT

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. �• • . Engineering & Infrastructure Memorandum NO. 2008 - 28 DATE: April 16,2008 TO: Honorable Mayor Osborne and City Council I FROM: Steve Gar City Manager /�G-j �� Richard G. rley, P.E., Director of En 'neering& Infrastructure � Matthew C. Newell,P.E., City Engi SUBJECT: GIS Sewer Map Quality Control, City Project 08-04 SUMMARY RECOMMENDATION: It is recommended by staff that the City Council approve the attached resolution approving an agreement with Bainbridge, Gee, Milanski & Associates, Inc. (BGM), for professional services to provide technical review and quality control of the Geographic Information System (GIS) sewer map being prepared by Eastern Illinois University (EIU) for the City of Decatur. The resolution authorizes the Mayor to execute an agreement with BGM and for the expenditure of up to $135,000.00 under this agreement for sewer map review, correction, and quality control to aid in the preparation of an accurate GIS based map of the City's sewer system. BACKGROUND: The City Council has authorized an intensive effort to implement a GIS system. Currently the City is contracting with EIU to locate, using GPS, all of the City's sewer manholes and placing them on a GIS based map. The following map preparation procedure is generally being followed: 1. Manholes, catch basins and storm inlets are located using GPS by EIU students in the field. 2. Using the GPS coordinates the manhole locations are placed on the GIS based map. 3. With manholes placed on the map, EIU students will "connect the dots" and begin drawing in the City's sewer system including pipe locations and the direction of flow. The students will use existing City sewer maps as a reference. 4. As the sewer system is plotted, discrepancies with the current City sewer maps will be found. 5. City staff, assisted by Telescan, Inc. as necessary, will attempt to resolve discrepancies. 6. An initial draft of the GIS based map is prepared for review unresolved discrepancies. 7. BGM will perform a technical review of the new map and correct noted inaccuracies or discrepancies. 8. BGM will note the type of flow for each pipe segment, i.e. separate sanitary, separate storm water, or a combination of both. 9. BGM will determine sewer ownership and note it on the map (i.e. Sanitary District of Decatur, City of Decatur, or Private). 10. The reviewed and updated map is returned to EIU for final drafting. 11. EIU finalizes the map and sends final version to City for use. Tasks 7, 8, and 9 are proposed to be performed by BGM because of their specific knowledge of the City's sewer system which in many cases predates that of City staff. Additionally due to their continuum of business relationship with the Sanitary District of Decatur, BGM has extensive knowledge of the Sanitary District of Decatur sewer system. Page � 1