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CITY OF COLUMBUS, OHIO DEPARTMENT OF PUBLIC UTILITIES

REQUEST FOR PROPOSAL for PROFESSIONAL SERVICES for GIS Sewer Lateral Data Conversion Services

Submittal Date: Friday, August 2, 2013 by 4:00 p.m.

Michael B. Coleman, Mayor Greg J. Davies, Director of Public Utilities

PROPOSAL PACKAGE CONTENTS SECTION

PAGE

Proposal Package Contents

2

Request for Proposals

3

Contact Information

3

Submittal Requirements

5

Evaluation Criteria

7

Purpose and General Information

8

Background Information

8

Scope of Services

8

Equal Business Opportunity Commission Guidelines

17

Professional Services Guidelines

18

Professional Consultants Reimbursement Policy

23

Appendix A Estimate of Labor Hours

26

Appendix B Cost Summary

28

Appendix C Maximum Labor Rates

29

Appendix D Sample Permits and Plans

Separate PDF Document

Page 2 of 29

1. REQUEST FOR PROPOSAL 1.1. Introduction The City of Columbus, Ohio is soliciting Request for Proposal (RFP) pursuant to Columbus City Code 329.14 from experienced professional consulting/engineering firms to assist the Division of Sewerage and Drainage with its need to represent Sewer Lateral connections in the GIS. The laterals and other associated GIS features and tables will be created from existing paper and digital sources. Selection of professional services shall be in accordance with Section 329.14 of Columbus City Codes, 1959. Any agreement or contract entered into will be in accordance with the provisions of Chapter 329, of Columbus City Codes, 1959, the standard agreements rules and regulations. All offerors, and their proposed subcontractors, shall have valid City of Columbus Contract Compliance Numbers (CCCN). Applications for certification may be obtained from the City of Columbus website (www.columbus.gov), or from: City of Columbus, Equal Business Opportunity Commission Office, 109 North Front Street, 4th Floor, Columbus, Ohio 43215-9020 or by calling (614) 645-4764. 1.2. Proposal Due Date No later than 4:00 PM (EST) on August 2, 2013. 1.3. Pre-Bid Conference A pre-bid Conference will be held June 27th between 1:00 PM and 3:00 PM at the Department of Public Utilities of the City of Columbus, Ohio at its office at 910 Dublin Road, 1 st Floor Auditorium. Bidders shall comply with and be responsible for the bid specifications and information discussed at the pre-bid conference. 1.4. Questions All questions shall be submitted in writing by email to Todd Pulsifer, [email protected] , GIS Manager, Department of Public Utilities, 3rd floor, Utilities Complex, 910 Dublin Road, Columbus, OH 43215. In order to receive consideration, questions must be received no later than 4:00 PM on July 12, 2013. Any interpretations of questions, which in the opinion of the City require clarifications, will be issued by email to all consultants who have provided contact information. The City will not be bound by oral interpretations which are not reduced in writing and included in the question summary. Answers to RFP questions will be given no later than 4:00 PM on July 19, 2013. DPU will not answer questions to individual proposers. A written summary of questions and answers will be provided to all consultants who have provided contact information. 1.5. Submission Information Six (6) hard-copies and one (1) PDF digital copy on DVD media of the proposal documents shall be submitted in a sealed envelope (or envelopes) to: Public Utilities Directors Office 910 Dublin Rd 4th Floor Columbus, OH 43215 Page 3 of 29

The envelopes shall be clearly marked on the exterior to denote both the names of the submitting firm and the particular professional services contract for which the proposals are offered. Proposals shall be limited to eighty (80) pages on forty (40) 8-1/2” by 11” sheets. A front and back binding cover (printed both sides, if desired) may be included in addition to the eighty page limit. The cover letter must be bound inside of the proposal and is considered part of the eighty pages. Tabbed dividers will not be counted as part of the eighty pages as long as they contain only section headings and/or generic marketing graphics (i.e. firm logo). Proposals in excess of the eighty page limit will be rejected and returned and will not be considered. Consultant is advised that the DPU requires that proposals prepared in response to this RFP be submitted on recycled paper, and that all copies be printed on both sides of paper. While the appearance of proposals is important, and professionalism in proposal presentation should not be neglected, the use of non-recyclable or non-recycled glossy materials is discouraged. In addition, it is requested that proposals be in flat bound form to facilitate filing. Do not submit proposals in loose-leaf ringed binders. Submittals must be received at the 910 Dublin Rd. Utilities Complex no later than 4:00 PM (EST) on Friday, August 2nd, 2013 in order to be considered. Late submittals will not be accepted. It is the sole responsibility of the Consultant to see that the DPU properly receives its submittal before the deadline. Consultant shall bear all risk associated with private delivery services or delays in the U.S. Mail. Submittals shall become the property of the DPU to be used in any manner and for any purpose the DPU determines is in their best interest. All submittals become a matter of public record at the conclusion of the selection process. All submittals will be regarded as public information with the exception, to the extent permitted by law, of those parts of each submittal which are defined by the Consultant as business or trade secrets and plainly marked as “Confidential”. Consultant is not allowed to mark the entire proposal as “Confidential”. Any items marked as “Confidential” require a separate unbound written letter addressing the reason why the information is to be considered confidential. This letter is not considered as one of the eighty pages. 1.6. Revisions to the Request for Proposal The DPU reserves the right to revise the RFP prior to, and including the date of submission. Revisions to the RFP shall be provided to all potential proposers who provide either a mailing address or Email address. 1.7. General Security Clause Please note: In the performance of this project, it may be necessary for the consultant to have access to nonpublic and/or security records that belong to the City. The City intends to require appropriate confidentiality agreements to protect such records from disclosure by the consultant.

Greg Davies, Director, Department of Public Utilities

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2. SUBMITTAL REQUIREMENTS The submitted proposals should contain the following sections, separated by a tabbed divider: 2.1. Section 1: Competence to Perform the Required Service A. Provide the name of your firm and all subconsultants proposed to be part of the team. Include general information, products, and services relevant to the proposal. B. Provide a list of personnel who will have a significant role in the project. Provide an organizational chart of the proposed project team including the names any subconsultants and their role in the project. C. Provide resumes detailing qualifications, including education and experience, of all personnel who will participate in the work. D. Please provide a City of Columbus Contract Compliance Number CCCN for the submitting firm and all proposed subcontractors. For those not holding a valid CCCN, submit a copy of the completed, submitted Contract Compliance Certification Application. 2.2. Section 2: Past Performance A. Provide a description of current and past work performed on projects of a similar nature and size that would substantiate the qualifications of the Consultant Firm. The statement should include names of clients, a contact person for each client and telephone number, type of project, description of the Consultant Firm's activities, and dates of activities. 2.3. Section 3: Proposed Project Approach A. Provide a detailed project approach covering your firms recommendations for accomplishing the tasks outlined in the Scope of Services. In addition, the proposal should include any recommendations that may not have been addressed in this RFP that would be pertinent to the success of the project. B. Provide a detailed QA/QC methodology which will be followed. Describe how source data discrepancies will be handled.

2.4. Section 4: Proposed Project Schedule and Proposed Cost A. Provide a project schedule (relative to the Notice to Proceed) showing each task, the deliverables, and the significant completion dates (days after contract start) for the major tasks of the project. B. Include with the schedule, any anticipated problems and proposed approaches to the proposed solution (technical and management) that may be encountered. If the DPU’s participation is required, the Consultant should identify the DPU’s tasks and timeline. C. Please provide a breakdown of the percentage of time each team member will be dedicated to this project. D. Provide an estimate of cost for both Option A and Option B as outlined the Scope of Services section. The proposed cost shall include a breakdown by Scope tasks, labor categories, hours, subconsultant cost proposals, and hourly cost multiplier. The hours and costs shall be summarized in a tabular forms Page 5 of 29

provided in the Request for Proposal (RFP); Appendices A – Phase I Estimate of Labor Hours, B Estimate of Costs. The forms are available in Microsoft Excel format. The Proposal shall cover those Tasks and sub-tasks as exactly contained in the Scope of Services (SOS). Any cost associated with additions or deletions to the SOS shall be documented apart from the basic SOS cost as "if authorized" work Hourly rates listed in Appendix C shall be average hourly rates for labor categories for personnel expected to be engaged in the project, for the duration of the project. Additionally, maximum (cap) hourly rate shall be provided for all labor categories for every calendar year of the contract duration (2013, 2014, & 2015). Contract billing shall be based on actual labor rates of personnel performing work. 2.5. Section 5: Locations of All Offices Performing Work/Assigned Personnel A. Provide the locations of offices where key project personnel are normally located. Discuss how key personnel located outside of the local office will be able to effectively participate in the project. Include corporate office addresses and local office addresses of the Prime Consultant and each proposed Subconsultant. B. Provide information to demonstrate the percentage of Team’s project labor costs that are: 1) Assignable to employees paying City of Columbus Income Tax on the date the proposal is submitted. 2) Assignable to employees that work in an office location within Franklin County, if the office was established prior to 1995, on the date the proposal is submitted. 3) Assignable to employees that work in an office location within Franklin County but outside of Columbus Corporation Limits, on the date the proposal is submitted. 2.6. Section 6: Other Pertinent Information A. Section 6 should be used by the Consultant for items not addressed in this RFP but which should be considered during the selection process.

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3. EVALUATION CRITERIA Submissions will be evaluated by the Evaluation Committee based on the following criteria and rating: Proposal Evaluation Criteria

Total Maximum Points

3.1. Proposal Quality: A. Does Consultant present and explain their project team, experience, and project management methodologies in a clear/concise manner? (5) B. How easily does the proposal lend itself to review and evaluation? (5) C. How does is the QA/QC approach ensure the overall quality of the deliverable? (10) D. How well does the project management plan ensure the success of the project? (10)

30 Points Total

3.2. Competence of the Project Team to perform: A. Does project manager’s education/training/experience fit the project needs? (15) B. Do other selected team members possess the required knowledge to complete the tasks? (15)

30 Points Total

3.3. Relevant Project Experience: A. Does the team demonstrate prior experience which meets the objectives of this RFP? (15) B. Does the proposed schedule appear reasonable based on the projected staffing? (5)

20 Points Total

3.4. Local Workforce: A. At least 90% of the Team’s project labor costs are assignable to employees paying City of Columbus income tax on the date the proposal is submitted, or at least 90% of the Team’s project labor costs are assignable to the office location within Franklin County if office established prior to 1995. (20) B. At least 75% of the Team’s project labor costs are assignable to employees paying City of Columbus income tax on the date the proposal is submitted (15) C. At least 90% of the Team’s labor cost will be performed in an office location within Franklin County but outside of the Columbus Corporate limits on the date the proposal is submitted (15) D. At least 50% of the Team’s project labor costs are assignable to employees paying City of Columbus income tax on the date the proposal is submitted (10)

20 Points Total

Note: The offer shall indicate their percentage of local workforce and show how this number was determined. The Team includes the prime consultant and all subconsultants. Total Available points:

100 Points Total

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4. SCOPE OF SERVICES 4.1. Purpose and General Information The City of Columbus, Ohio is soliciting Request for Proposal (RFP) pursuant to Columbus City Code 329.14 from experienced professional consulting/engineering firms to assist the Division of Sewerage and Drainage with its need to represent Sewer Lateral connections in the GIS. The laterals and other associated GIS features and tables will be created from existing paper and digital sources. 4.2. Background and Source Data Description The City of Columbus DPU has approximately 195,000 sewer customers within the corporate limits of the City and also serves approximately 67,000 customers in surrounding communities who are referred to in this RFP as Suburban Customers. Additionally, the City performs maintenance of the sanitary sewer infrastructure within several areas of the County which are referred to as County Contract Maintenance Areas. There are approximately 3,000 of these customers. The created GIS data will be in an Esri Geodatabase format and will participate in a geometric network with the other sewer layers. Upon acceptance of the data, it will be loaded into the City’s Esri SDE environment. There are numerous data sources available to the consultant for this effort. These sources are not listed in any specific order with respect to accuracy, completeness or ability to complete the tasks outlined in the Scope of Services. A. Customer Data: The DPU’s customer billing system includes the premise number, customer number, premise address, customer name, service types and rate type. There are other fields available; however, the ones identified above may be the most pertinent to the Scope of Services. B. Record Plans: As-built drawings for sewers. Most contemporary plans will clearly show tap locations, often in tabular form with xy coordinates within the first few pages of the plan set. Older record plans may or may not show the actual tap locations. C. Permits: The core characteristics of each permit are the permit number, street address, permit date, and tap location (typically a linear measurement relative to a nearby manhole). Some permits also include sewer lateral diameter, sewer lateral material, sewer main diameter, sewer main engineering plan number, and a sketch of the constructed lateral created during the inspection process. Address, permit number and record plan number also exist in tabular form as a subset of the DPU’s document management system. An unknown number of addresses in this dataset are missing street type, prefix, and suffix directional. Street names that have changed over time may or may not be reflected in this table. D. Sewer Network: The GIS network of sewer collection infrastructure with the DPU’s sewer service area. E. Water Meters: GIS point feature representing water customer locations with the DPU’s water service area. This information was recently created through a contract managed by the GIS Mapping & Damage Prevention Section. Attributes include the customer premise number. The oldest portion of Columbus’s sewage collection system dates back to the late 1800’s. This long history has produced a diverse set of historical documents. Distinct differences within each type of document type will be found depending on the age of the record. For example, until 2000, all permits and inspections were hand written on paper then scanned and imported to the document management system. In 2000, the DPU created an Page 8 of 29

electronic permit form to record this information. While all permits contain similar information, their physical form is different and the quality and quantity of information has fluctuated through the years. 4.3. GIS Data Creation The sewer lateral will be comprised of 3 different features each in their own feature class and 1 related standalone table. These features will participate in a geometric network: A. “Sewer Tap” Point feature – this is the location of the tap at the main line. It must be snapped to the main sewer line; however, it will not break the main. B. “Sewer Lateral” Linear feature – this line will represent the lateral from the Sewer Tap to the Cleanout. C. “Customer Clean-out” Point feature – this point represents the termination point for the Sewer Lateral. D. “Permit” Esri related stand-alone table with a relationship class based on Premise which links the related permit numbers to the “Customer Cleanout” feature class. DPU is evaluating two different approaches to the conversion: A. Option A - will provide a simple representation of each sewer tap and lateral. This option will produce data similar to Option B with the exception of a measured sewer tap location. The intent of this approach is to ignore the actual tap location and just represent a lateral which connects to the correct main and goes to the edge of the appropriate building footprint. B. Option B - will be slightly more accurate as the consultant will locate sewer taps based on permit inspections and as-built plans. This option will produce more accurate location data for the tap, i.e. sewer tap located 135 ft. upstream of manhole number 600. This approach does not include the accurate mapping of the lateral itself and it is anticipated that the lateral will just be a straight line from the tap location to an agreed upon general point on the customer property such as the closest corner of the structure.

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Option A DPU wishes to represent each sanitary sewer service connection using the following model. A. Each service location will be a point feature called "Customer Cleanout". B. Each customer cleanout will connect to the sewer main through a line feature called "Sewer Lateral". C. A point feature called "Sewer Tap" will be at the intersection of each sewer lateral and sewer main. Geometry Specifics: A. Each customer cleanout must be within the appropriate parcel at the edge of the appropriate building footprint B. Each sewer lateral line must start at the customer cleanout and end at the sewer tap. C. The minimum length of each sewer lateral will be 20 feet. Exceptions will be buildings located less than 20 feet from the sewer main. D. Each feature type (Customer Cleanout, Sewer Lateral, and Sewer Tap) will participate in an existing geometric network. Proper snapping and digitizing direction is required. Permit Linking: A. A link should be created between each Customer Cleanout and its corresponding permit(s). It is expected that this will occur through the use of a relationship class and a stand-alone table. B. The consultant will attribute each sewer permit database record with its corresponding premise number. C. This link should be created for all repair permits as well. D. “Premise” number, described further in the Source Data section, is a unique service location number found in the DPU’s billing database. Suggested Project Approach: A. Geocode all sanitary sewer customer premises based on service location address found in the billing system database. B. Many premises have recently been geocoded by the Division of Water and are found in the water meter dataset. These locations should be utilized to avoid duplication of geocoding efforts. C. Sewer taps and sewer laterals should be located by creating a perpendicular line from each customer locations to the nearest sanitary or combined sewer main. D. Source data includes all sewer permits (including the permit sketch), record plan drawings, customer billing data, water meter locations, and sewer network. E. Properties with multiple “nearby” sewer mains will require further research to determine the correct sewer main. These properties include, but are not limited to: corner lots and properties with a sewer main in both the front and rear of the property. F. Sewer laterals exceeding 100 feet should be reviewed to ensure that the receiving sewer main is not missing from the Sewer Network dataset. Page 10 of 29

G. Record plans and permits will provide the necessary information to validate “nearby” and “greater than 100 feet” situations. Suburban/Township: A. This project has separate requirements for Suburban/Township sewer laterals. Due to incomplete records and our intended use of the data the DPU does not want laterals or taps created for these customers. DPU wants customer cleanouts created for these customers and their address and premise numbers are available in the billing system data. County Contract Maintenance Areas: A. The DPU does perform maintenance of sanitary sewer infrastructure within several areas of the County (approximately 3.5 square miles). Customer cleanouts, laterals, and taps should be created for customers in these areas.

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Output Data Table Schema Option A: Customer Cleanout Field Name Premise Number

Format Long Integer

Domain Values

Sewer Lateral Field Name

Format

Domain Values

Purpose

Sewer Tap Field Name

Format

Domain Values

Purpose

Permit Table Field Name Permit Number

Format Text

Premise Number

Long Integer

Domain Values

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Purpose Will link each customer cleanout point to the corresponding sewer permit(s).

Purpose Provided by DPU, this will allow DPU to join Premise_Number values to the document management database. Will link each permit to the corresponding customer cleanout.

Option B DPU wishes to represent each sanitary sewer service connection using the following model. A. Each service location will be a point feature called "Customer Cleanout". B. Each customer cleanout will connect to the sewer main through a line feature called "Sewer Lateral". C. A point feature called "Sewer Tap" will be at the intersection of each sewer lateral and sewer main. D. Sewer laterals that connect directly to a sewer manhole instead of the sewer main will not have a sewer tap. Geometry Specifics: A. Each customer cleanout must be within the appropriate parcel at the edge of the appropriate building footprint A. Each sewer lateral line must start at the customer cleanout and end at the sewer tap. Where possible, the lateral should be perpendicular to the sewer main. B. The minimum length of each sewer lateral will be 20 feet. C. When multiple buildings utilize the same sewer tap (referred to as a shared service) the consultant will create unique sewer taps for each premise. Each "dummy" tap will be incrementally spaced two feet from the actual tap location. Each dummy tap will be flagged as a “shared service” in the sewer tap point attribute table. D. Each feature type (Customer Cleanout, Sewer Lateral, and Sewer Tap) will participate in an existing geometric network. Proper snapping and digitizing direction is required. Permit Linking: A. A link should be created between each Customer Cleanout and its corresponding permit(s). B. The consultant will attribute each sewer permit database record with its corresponding premise number. C. This link should be created for all repair permits as well. D. “Premise” number, described further in the Source Data section, is a customer account number found in the DPU’s billing database. Suggested Project Approach: A. Sewer tap locations should be located as accurately as the source data will allow. B. Source data includes all sewer permits, record plan drawings, customer billing data, water meter locations, and sewer network. C. Tap locations should be determined by the following hierarchy: first by the permit, second by the record plan, and third by a perpendicular line from the cleanout to the sewer main. D. Source of tap location will be an attribute of each tap. E. The DPU does not plan to have taps or laterals field located during this project. Page 13 of 29

F. The consultant shall review each sewer permit to determine the tap location. G. If the sewer tap location cannot be determined from the permit, then the record plan drawings should be used. Suburban/Township: A. This project has separate requirements for Suburban/Township sewer laterals. Due to incomplete records and our intended use of the data the DPU does not want laterals or taps created for these customers. DPU wants customer cleanouts created for these customers and their address and premise numbers are available in the billing system data. County Contract Maintenance Areas: A. The DPU does perform maintenance of sanitary sewer infrastructure within several areas of the County (approximately 3.5 square miles). Customer cleanouts, laterals, and taps should be created for customers in these areas.

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Output Data Table Schema Option B: Customer Cleanout Field Name Premise Number

Format Long Integer

Domain Values

Sewer Lateral Field Name

Format

Domain Values

Sewer Tap Field Name Location Source Code

Format Text

Domain Values Purpose Permit, RP, CC, Geocode, Indicator of tap location Other data quality

Permit Table Field Name Permit Number

Format Text

Premise Number

Long Integer

Domain Values

Purpose Will link each customer cleanout point to the corresponding sewer permit(s).

Purpose

Purpose Provided by DPU, this will allow DPU to join Premise_Number values to the document management database. Will link each permit to the corresponding customer cleanout.

4.4. Deliverables Option A The following are expected deliverables for Option A: A. “Customer Cleanout” Esri Point Feature Class in a File Geodatabase B. “Sewer Lateral” Esri Line Feature Class in a File Geodatabase C. “Sewer Tap” Esri Point Feature Class in a File Geodatabase D. “Permit” Esri related stand-alone table with a relationship class based on Premise which links the related permit numbers to the “Customer Cleanout” feature class.

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Option B The following are expected deliverables for Option B: A. “Customer Cleanout” Esri Point Feature Class in a File Geodatabase B. “Sewer Lateral” Esri Line Feature Class in a File Geodatabase C. “Sewer Tap” Esri Point Feature Class in a File Geodatabase D. “Permit” Esri related stand-alone table with a relationship class based on Premise which links the related permit numbers to the “Customer Cleanout” feature class.

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5. NOTICE OF EQUAL BUSINESS REQUIREMENTS The City of Columbus strongly encourages the participation of City certified minority and female business enterprises. All bidders/offerors shall identify all subcontractor(s) who will perform any type of contracting on City bid/proposal(s). All bidders/offeror(s) shall include in their bid/proposal response the anticipated cost and scope of work performed by all subcontractor(s), along with their contract compliance number(s). If the bidders/offerors do not have minority/female business participation in the bid/proposal, an explanation must be given and included with the bid/proposal in order to satisfy this requirement.* All bidders/offerors and subcontractors that do not have (1) an application in their bid/proposal(s) to secure a contract compliance number or (2) a valid contract compliance number at the time the bid/proposal is submitted the bid/proposal will be deemed non-responsive and will not be considered. Expired contract compliance numbers will be given 7 business days after the submittal date to update their contract compliance information. If the information has not been updated after 7 business days the bid/proposal will be deemed non-responsive and will no longer be considered. This information is gathered and monitored by the Equal Business Opportunity Commission Office (EBOCO). Please contact EBOCO for assistance with identifying potential M/FBE contractors or to check the status of your contract compliance numbers. Equal Business Opportunity Commission Office 109 N. Front Street, 4th Floor Columbus, Ohio 43215 (614) 645 –4764 M/FBE Certification and Contract Compliance

Tia Roseboro

645-2203

*While the participation and/or partnering of certified minority and female owned businesses is strongly encouraged, the level of minority and female participation will not be a condition of the bid award.

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6. PROFESSIONAL SERVICES GUIDELINES FOR THE CITY OF COLUMBUS DEPARTMENT OF PUBLIC UTILITIES It is the City’s intention to enter into a Professional Services Contract as a result of this Request for Proposal process. The City shall offer to the successful Proposer the current standard agreements for Professional Services of the Department of Public Utilities. The intent of the following guidelines is to provide an overview of basic Professional Services to be provided for Department of Public Utilities. The following items present an overview of clauses in these agreements; however, the actual agreement is subject to change. 1. GENERAL A. In the performance of all services, the CONSULTANT shall comply with all current and applicable laws and administrative regulations (including OSHA regulations), including the Fair Labor Standards Act, and with all pertinent regulations and rules of the Department of Public Utilities. The CONSULTANT shall also render itself cognizant of personnel and operational procedures of the Department of Public Utilities which may be substantially impacted by the designs recommended by the CONSULTANT, and shall identify such impact to the City. B. The CITY and the CONSULTANT recognize that the conduct of professional services must at all times be characterized by mutual trust and confidence of both parties. C. The CONSULTANT will render services of professional quality and also with efficiency and economy consonant with preservation of the integrity of the work. D. The CONSULTANT selected to perform this work shall attend a pre-contract meeting to review the contract format with the CITY and discuss issues specific to the performance of the required work. E. The CONSULTANT shall attend a start-up meeting with the CITY to review the work schedule and ensure all applicable parties are aware of the types, locations and approximate dates the various activities will be performed to minimize misunderstandings and conflicts. 2. COMPENSATION CHANGES A. During the performance of services under this Contract, the CONSULTANT shall submit detailed invoices for payment no more often than once monthly. Invoices shall be in the format requested by the City, shall be accompanied by adequate documentation, and shall include a brief progress report referencing the items of work delineated herein. B. Reimbursable expenses shall conform to the Mayor’s “Reimbursement Policy,” effective April 1, 1988, except as modified by Ordinance No. 966-91 providing for the reimbursement rate for jobrelated mileage equal to the Internal Revenue Service allowable rate for business mileage in effective on each succeeding July 1 (for the succeeding six (6) months) and January 1 (for the succeeding (6) months). The full text of the Mayor’s “Reimbursement Policy” may be viewed at the end of this document. 3. CHANGES A. The CITY may, at any time during the performance of the services under this Contract, propose Modification of the Contract by a properly authorized written instrument. Upon execution of such Modification by both parties hereto, it shall be fully incorporated into this Contract and shall govern all subsequent performance under the Contract. B. The scope, details, compensation, and time schedule for the services under this Contract are to be delineated and made a part of that contract. If actions by the CITY, or of others beyond the control of the CONSULTANT, significantly impact the scope, timing, or other matters affecting the execution of services as described in the Contract and Schedules attached hereto, the CONSULTANT shall inform the CITY immediately as such impacts become known. The CITY Page 18 of 29

agrees to consider the CONSULTANT’s claim for increased cost, extension of time, etc. as necessary to adjust for the changed conditions of service. 4. SUSPENSION OF SERVICES A. The CITY may order the CONSULTANT, in writing, to suspend, delay or interrupt all or any part of the services for such period of time as may be determined to be appropriate for the convenience of the CITY. If such suspension, delay, or interruption by direction of the City causes an increase in the CONSULTANT’s cost of performance for the balance of the services, the CITY agrees to consider the CONSULTANT’s claim to cover such increased costs at such time as the CITY may direct the resumption of the services. 5. AUDITS, RECORDS TO BE MAINTAINED, ACCESS TO RECORDS A. The CONSULTANT shall maintain account books, records, documents and other evidence directly pertinent to performance and billing of the services under the Contract in accordance with generally accepted professional and accounting practices. The CITY or its duly authorized representative shall have access to such account books, records, documents, and other evidence for the purpose of inspection, audit and copying. The CONSULTANT shall provide proper facilities for such access and inspection. B. Audits conducted pursuant to this provision shall be in accordance with generally accepted accounting principles. The CONSULTANT agrees to disclose to the CITY all information and reports resulting from access to records pursuant to this Section. Such access shall not include access to tax, profile, and other confidential or non-project related information. Where the audit concerns the CONSULTANT, the CITY’S representative will afford the CONSULTANT and opportunity for an audit exit conference and an opportunity to comment on pertinent portions of the draft audit report, prior to any disclosure by the CITY of the contents of the audit report. The final audit report will include the written comments, if any, of the CONSULTANT. C. The CONSULTANT shall maintain copies of the complete records of the execution of the project, including, but not limited to, survey notes, computations, design development documents, logs, physical investigations, correspondence, material submittals, and photographs, as necessary to assist in the defense of any legal action claiming professional liability or neglect of duty which may involve the CITY. The CITY shall also have access to these records. These records shall be maintained for a period of not less than three years after the earliest date which the applicable statutes may establish for the release of potential professional liability for the services under the Contract. D. Accounting records shall be maintained and made available during performance of the services under this Contract and until three years from data of final payment for the project. In addition, those records which relate to any appeal, agreement, litigation, or the settlement of claims arising out of such performance or cost, or items to which an audit exception has been taken, shall be maintained and made available until three years after the data of resolution of such appeals, litigation, claims, or exception. 6. INSURANCE AND INDEMNITY A. The CONSULTANT all worker’s compensation laws of the State of Ohio and shall carry at least the following minimum amount of insurance coverages: Public Liability and Automobile Insurance in an amount not less than One Million Dollars ($1,000,0000.00) for injuries, including those resulting in death, to any one person, and property damage. Said insurance shall be maintained in full force and effect during the life of this Contract and shall protect the its employees, agents, and representatives from claims for damages for personal injury and wrongful death and for damages to property arising in any manner from the negligent or wrongful acts, Page 19 of 29

errors or omissions of the CONSULTANT, its employees, agents or representative in the performance of the services under this Contract. B. The CONSULTANT shall assume the defense of and indemnify and save harmless the CITY from any claims or liabilities, of any type or nature to any person, firm or corporation, arising in any manner from the CONSULTANT’s negligent performance or the work covered by this Contract, and shall pay any judgment obtained or growing out of said claim or liabilities. C. Certificates showing the CONSULTANT is carrying the above described insurance in at least the above specified minimum amounts shall be furnished to the CITY before the CITY is obligated to make any payment to the CONSULTANT for the services under the Contract. Such certificates shall name the CITY as an additional insured party under all coverage’s except professional liability and workers compensation, and shall provide for notice to the CITY not less than 30 days prior to the effective date of any modification or cancellation of any coverage. 7. TERMINATION A. The CITY may, at any time prior to the completion of full performance by the Consultant or all services under the Contract terminate the Contract by giving written notice by registered mail not les than fifteen (15) days prior to the effective date of its intention to do so. If the termination is for the CITY’S convenience, payment to the CONSULTANT will be made promptly for the amount of any fees earned to the date of the notice of termination, less any payments previously made. Such request for reimbursement shall be supported with factual data and shall be subject to the CITY’S approval. In the event this Contract is terminated prior to the completion of services hereunder, the CONSULTANT shall deliver to the CITY all reports, field books, drawings, electronic data files, and other documents which have been prepared in the course of the services performed under this Contract. B. All such material is, and shall remain the property of the CITY, to be used in such manner and for such purpose as the CITY may choose. It is further agreed that in the event the CITY terminates the Contract due to failure of the CONSULTANT to properly perform in manner satisfactory to the Director of Public Utilities, the CITY may make such arrangements as it shall deem desirable for the completion of the Project. C. The CONSULTANT shall make no claim for additional compensation against the CITY by reason of such termination. 8. NON-DISCRIMINATION A. The CONSULTANT shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, physical handicap, or age. The CONSULTANT shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their race, color, religion, sex, or national origin. Such action shall include, but is not limited to, the following: employment, upgrading demotion, or termination; rates of pay or other forms of compensation; and selection for training. The CONSULTANT agrees to post in conspicuous places, available to employees and applicants for employment, notices summarizing the provisions of the Equal Opportunity Clause. B. The CONSULTANT will, in all solicitations or advertisements for employees placed by or on behalf of it, state that it is an equal opportunity employer. C. It is the policy of the CITY Of Columbus that business concerns owned and operated by minority and female persons shall have the maximum practicable opportunity to participate in the performance of contracts awarded by the CITY. D. The CONSULTANT shall permit access to any relevant and pertinent reports and documents by the Executive Director of the Equal Business Opportunity Commission Office (EBOC Office) for the sole purpose of verifying compliance with this paragraph, and with the regulations of the EBOC Office. All such materials provided to the Executive Director by the CONSULTANT shall be considered confidential. Page 20 of 29

E. The CONSULTANT will not obstruct or hinder the Executive Director or the Executive Director’s deputies and assistants in the fulfillment of the duties and responsibilities imposed by Article I, Title 39, Columbus City Codes. F. The CONSULTANT and its subcontractors will each include a summary of this Equal Opportunity Clause in every subcontract. The CONSULTANT will take such action with respect to any subcontract as is necessary as to means of enforcing the provisions of this Equal Opportunity Clause. G. The CONSULTANT agrees to refrain from subcontracting any part of the contract or contract modification thereto to a subcontractor not holding a valid certification number as provided for in Article I, Title 39. H. Failure or refusal of the CONSULTANT or any of its subcontractors to comply with the provisions of Article I, Title 39 may result in cancellation of this Contract. 9. CITY INCOME TAX TO BE WITHHELD A. The CONSULTANT shall withhold all City Income Taxes due or payable under the provisions of Chapter 361, Columbus City Codes, for wages, salaries, and commissions paid to its employees and further agrees that its subcontractors shall be required to agree to withhold any such City Income Taxes due under this chapter for services under this Contract. 10. CONFLICTS OF INTEREST; OBJECTIVITY A. In the performance of services under this Contract, the CONSULTANT shall endeavor at all times to render objective and impartial technical and other judgments in all matters. To avoid compromise of the objective spirit required for such service, the CONSULTANT shall not: 1) Employ any subconsultant who is actually or potentially a supplier of items specified in the design, to be furnished in the construction work. 2) Maintain a business interest in any of the equipment or patented process specified in the Design. 11. PUBLIC RECORDS & CONFIDENTIALITY A. All proposals submitted are to be considered public records. B. Any information submitted that the Consultant wants to be considered confidential and/or proprietary must be clearly marked as such using the term “Confidential” and must be accompanied by written letter addressing the reason why the information is to be considered confidential. Marking information confidential does not guarantee that it will not be released; as such decisions are governed by State law. Furthermore, the City Of Columbus reserves the right to have any requests for confidential information be reviewed by the City Attorney’s Office. 12. APPLICABLE LAWS A. Any contract resulting from this proposal shall be governed by the law of Ohio and the ordinances of the City of Columbus. 13. REMEDIES A. All claims, counterclaims, disputes and other matters in question between the City, its agents and employees, and the Contractor arising out of or relating to this agreement or its breach will be decided in a court of competent jurisdiction within the County of Franklin, State of Ohio. Terms and conditions, submitted with this proposal, which are contrary to City Code or Charter shall be Page 21 of 29

disregarded for the purpose of any subsequent contract. The successful bidder shall be notified as to which terms and conditions, if any, have been deleted. 14. NOTICE OF EQUAL BUSINESS OPPORTUNITY REQUIREMENTS A. Minority and Female Business Enterprise (MBE and FBE) Participation: Title 39 of the Columbus City Code (C.C.C.) provides for certification of minority business enterprises and female business enterprises. Under the current legislation, a minority business enterprise is defined as a for-profit business performing a commercially useful function which is owned and controlled by a person or persons having an African American ancestry. C.C.C. §3901.01 (G). A female business enterprise is defined as a for-profit business performing a commercially useful function which is owned and controlled by one or more females of non-African American descent. C.C.C. §3901.01 (F). B. Specific Contract M/FBE goals: Specific Contract M/FBE goals shall not apply to this selection. C. In collaboration with the Equal Business Opportunity Commission Office, the Department of Public Utilities encourages the utilization of city-certified minority, female and small business enterprises and minority business registrants. D. In addition to the current requirements of Title 39, Columbus City Codes, 1959, all or part of this contract may be undertaken with State and/or Federal funding assistance. The City may, therefore, be required to conform to certain utilization goals in order to conform fully to those programs. Documentation suggested: Include the name, description of the work, and the dollar value of all certified M/FBE’s and MBR’s included in the proposal. For information related to minority, female and small business enterprises, please contact the Equal Business Opportunity Commission Office at (614) 645-4764.

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7. PROFESSIONAL CONSULTANT REIMBURSEMENT POLICY The purpose of this policy is to clarify for professional consultants hereinafter referred to as Contractor to the City of Columbus what the City considers to be a reasonable level of reimbursement for project costs other than direct labor. In general, all reimbursement requests will require complete and proper documentation, and must be necessary and reasonable for the completion of the project. As the City reserves the right to review and/or disallow any expenses, it is in the Contractor's best interest to obtain written City approval before incurring any cost which may be questionable. Without exception, expenses which include reimbursement for the costs of meals or any other gratuity for employees of the City will be disallowed. Public employees categorically are not permitted to accept gratuities in any form from any entity doing business with the division in which they are employed. 1.

2.

Temporary Living Expenses a.

The City will provide for a comfortable, but not extravagant, standard of living for those out-ofstate Contractors who are temporarily assigned to Columbus in the course of project work. For reimbursement purposes, "temporarily" shall be defined as a duration of less than six (6) months. The Contractor will be required to stipulate at the project's outset those employees who will be assigned to a City project and the length of each employee's assignment to the project. The City will retain the option to determine at what point the City's needs are better served by relocating the employee to central Ohio.

b.

The City will reimburse receipted expenses for meals/incidentals not to exceed $30 per day, for consultants who have a home office in excess of 50 miles from Columbus and are on temporary assignment here.

c.

The City will reimburse for lodging at reasonable, actual single room rates with corporate discounts. The City will determine at what point it becomes more cost-effective to provide temporary housing in the form of an apartment rather than a hotel.

d.

Entertainment, alcoholic beverages, and personal expenses are not allowable for reimbursement.

e.

Laundry costs will be allowed with itemized receipts if the employee is required to be away from home on City business over five (5) consecutive business days.

f.

The City will reimburse for no more than one (1) trip home per employee for the convenience of the employee. If the employee chooses to travel home each week, the City will reimburse up to the cost of maintaining the employee over Saturday and Sunday, or a maximum of $30/day plus the agreed-upon cost of lodging.

g.

The City will reimburse the employee for one (1) safe arrival call home per stay in Columbus. Other personal calls are not reimbursable.

Relocation of Employees a.

If it is decided and placed in writing that it is in the best interest of the City of Columbus and the employee of a contractor to relocate that employee to Columbus, the City will reimburse that employee for transportation of the employee and family, furnishings and personal items to the new residence. The City will reimburse the lowest of three (3) common carrier estimates up to Page 23 of 29

maximum of $3,000. Other associated costs of transportation the household to Columbus will be evaluated on a per-case-basis and must be approved in writing by the City to be allowable for reimbursement.

3.

4.

b.

The City will not reimburse the Contractor for other costs related to relocation of employees, including items such as Realtor commissions, loan origination fees, closing costs, mortgage interest, subsidies, house-hunting trips, compensation for loss on the sale of property, telephone installation, vehicle tags, driver's licenses, etc.

c.

After an employee has relocated, the City will not reimburse the Contractor for any living expenses for that employee such as rents, meals, etc. The only exception will occur when the employee is required to travel on the City's behalf outside of Columbus, at which time temporary living guidelines will apply.

d.

The City will not reimburse the Contractor for the relocation of an employee to another city, or any other associated costs, after project completion, or contract or employee termination.

Air Transportation a.

Reimbursable air transportation for out-of-state travel is to be provided by commercial airlines, coach seating, and is to be receipted. If possible, advantage should be taken of special rates or discounts and flights should be scheduled as far in advance as possible.

b.

Transferable premiums or discounts with cash value, if any, are to become the property of the City.

c.

The traveler is personally liable for any charges assessed for unused travel reservations which are not released within the time limits specified, unless failure to cancel can be shown as unavoidable to the City's satisfaction

d.

Travel plans should be filed with the City of Columbus at least 24 hours in advance of travel, if possible. Plans should specify purpose of travel, personnel involved and deviations from above policy, if any. The City reserves the right to disallow any travel which is deems unnecessary for completion of the project. Exceptions to this policy will be considered on a case-by-case basis.

Lease/Purchase of Capital Equipment and Other Nonconsumable Items a.

For purposes of this policy, a "capital" item shall be defined as an item costing more than $50.00 and/or having a useful life of five (5) years or more.

b.

All contracts involving capital purchases will stipulate that ownership of all items purchased will be retained by the City.

c.

The Contractor will provide specifications for the rental, lease, or purchase of capital item(s) to the Contracting Agency, which will review them for reasonableness and appropriateness. The Contracting Agency will forward the specifications to the City's Purchasing Office, which will solicit bids, and provide to the Contractor all bids which meet the approved specifications. The Contractor will then rent/lease/purchase the item(s) from the lowest bidder, unless the Contractor can provide to the Purchasing Office an acceptable justification for obtaining the item(s) from another of the bidders. Any deviation from this procedure must receive prior written approval from the Purchasing Office and the Contracting Agency; otherwise, the City reserves the right to disallow reimbursement for capital items. Page 24 of 29

5.

6.

d.

All data processing equipment will receive approval from the City's Information Services Commission prior to purchase or lease.

e.

Before any vehicle or other major equipment items can be rented, leased or purchased, the Contractor will provide for the City adequate justification of need, including what employee(s) will have use of the equipment, and how long the equipment will be needed. The City reserves the right to determine whether rental, lease of purchase best suits the needs of the project and the City.

f.

Vehicles will only be provided for the project if other means of on-the-job transportation cannot be provided by the Contractor or the City. Whenever practical, the Contractor will be required to provide his own vehicles and will be reimbursed at the established City rate per mile for jobrequired mileage. Under no circumstances will the City provide vehicles or mileage reimbursement for Contractor employees' personal travel.

g.

The Contractor shall be required to maintain for the City a current detailed inventory of all items purchased with City funds. At the termination of a contract, the Contractor will be required to repair or replace any equipment prior to transfer to the City, normal wear and tear excepted.

Maintenance of Office Space a.

The City will not consider any costs associated with the establishment of a place of business in Columbus, Ohio as reasonable expenses. The Contractor will be responsible for his own local office facilities, including rent, office furnishings, and other costs not directly related to the City's project.

b.

The City will reimburse for the reasonable costs of maintaining a project management office at the project site. Furnishings will be purchased as previously outlined.

Miscellaneous Items a.

The City reserves the right to question any item submitted for payment and may reduce, modify or refuse to pay any item which is unreasonable or incompatible with reimbursement policies.

b.

The City will not reimburse for the following:

           

coffee service/bottled water fines and penalties first class airfare entertainment expenses including movies alcoholic beverages barber/hairstylist, manicures, massages, etc. clothing gifts, gratuities and favors for City employees donations damaged personal possessions losses due to the theft during travel This list in not all-inclusive, but represents a sample of the type of items that will not be reimbursed by the City of Columbus.

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APPENDIX A – ESTIMATE OF PRIME LABOR HOURS

TASK NO. ACTIVITY

LABOR HOURS PR

SPM

PM

GA

GT

CL

1 2 3 4

Total Hours

PR - Principal SPM – Senior Project Manager

PM - Project Manager GA – GIS Analyst

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GT – GIS Technician CL - Clerical

TOTAL

APPENDIX A – ESTIMATE OF SUBCONSULTANT LABOR HOURS

TASK NO. ACTIVITY

LABOR HOURS PR

SPM

PM

GA

GT

CL

1 2 3 4

Total Hours

PR - Principal SPM – Senior Project Manager

PM - Project Manager GA – GIS Analyst CL - Clerical

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GT – GIS Technician

TOTAL

1. 4.

CITY: COLUMBUS, OHIO DEPT. OF PUBLIC UTILITIES NAME OF CONSULTANT:

PROJECT TITLE: GIS Sewer Lateral Creation

5.

ADDRESS:

6. TYPE OF CONTRACT:

Direct Hourly w/ Multiplier

7.

DIRECT LABOR (DL)

EST. HRS.

EST. COST

TOTALS

DIRECT LABOR (DL)TOTAL:

$

8.

LABOR CATEGORY

2. GIS Sewer Lateral Creation

HOURLY RATE

3. VERSION:

HOURLY COST MULTIPLIER (HCM) HCM = (1+OR) * (1+NF) where: OR=Overhead Rate composed of Payroll and Administrative markups. NF=Net Fee or profit.

9.

TOTAL LABOR COSTS

(Line 7 x Line 8)

10.

OTHER DIRECT COSTS (ODC) a. Travel Transportation _______ mi @ $ _______ /mile

EST. COST

Travel Subtotal:

$

E, M & S Subtotal:

$

$

b. Equipment, materials, supplies (provide itemized breakdown of these costs on separate sheet)

c. Subcontracts

Subcontracts Subtotal:

$

d. Other (Specify categories)

Other Subtotal: $ OTHER DIRECT COSTS (ODC) TOTAL: 11.

Contingency (15%)

$ $

12.

Total

$ Page 28 of 29

Ref. No.

Position Description

Max Hourly Rate 2013

Page 29 of 29

Max Hourly Rate 2014

Max Hourly Rate 2015