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WORK ORDER INITIATION FORM - GAS SERVICE LINE CARD CONVERSION TO GIS CITY OF CLEARWATER CLEARWATER GAS SYSTEM JONES EDMUNDS AND ASSOCIATES. INC. WORK ORDER INITIATION FORM Date: November 3,2006 Jones Edmunds Project Number: 03720-025-01 City Project Number: 1. PROJECT TITLE: Gas Service Line Card Conversion to GIS 2. SCOPE OF SERVICES: Clearwater Gas System (CGS) has requested assistance in the conversion of their gas distribution service lines into ArcGIS to support the SPL implementation. The service lines are located on hardcopy service cards. CGS would like assistance converting the service lines into GIS and attributing the lines with selected information on each card. CGS currently has approximately 20,000 service cards of existing customers, 5,000 service cards of overlaps or duplicates, and 5,000 relocation service cards. The service cards have maintenance records and other information about each line as well as a small sketch of the service lines. The service lines are drawn in different ways. Some cards have dimensions allowing for relatively accurate digitization of the service line, others have been roughly sketched. We propose the following tasks to complete the project: · Service Card Scanning and File Naming · Utility Management System (VMS) Linking · Geocoding Service Locations · Geodatabase Design and Clean-up · Service Line Digitization and Attribution · Geodatabase Design and Cleanup · Automated Service Lateral Generation and Reconciliation 1. Project Kickoff and Data Collection Jones Edmunds will attend a Kick-Off meeting with CGS to discuss the methodology and logistics of the project. Additionally, Jones Edmunds will be provided data by CGS to assist in completing the project. The data will include: · Customer Service Tables · Aerial Photography and Parcel Data · Maps and Documentation of the Gas Distribution System 2. Service Card Scanning and File Naming Jones Edmunds will work with CGS to scan all service cards on-site. The scanning of cards is a very important step that will streamline the project work flow, help us achieve your project schedule, and save you money. We will name each scanned card with UMS number preferably or alternatively the service location address (prior to 1999). Naming each file with the documented UMS number (i.e. 8078433.pdf) for the :t 7000 cards will allow us to link to the actual record in the UMS database. The remaining files will be named with the premise or address (1550 Citrine Trail.pdf). These scanned file names will be concatenated into our file database. Jones Edmunds will use an experienced, licensed and insured scanning subcontractor who will complete all scanning on-site. The scanning subcontractor will perform the file naming off-site at their location. It is anticipated the scanning process will take 2 weeks to complete following our Kick-off Meeting. The naming of the files will take an additional 4 weeks to complete. However, the digital service cards will be delivered in batches to ensure the project does not get delayed. 3. Utility Management System (UMS) Linking The City of Clearwater leverages a Utility Management System (UMS) which is used by the customer service department to amongst other things, generate new service orders. The UMS maintains a UMS identification number which will provide Jones Edmunds the database cross- walk or database relationship between the :t 7000 service cards and their correct address in UMS. Jones Edmunds will link our service card file database with the associated records in UMS. This will be a straight-forward relationship for the files named with UMS numbers. However, the majority of the files will require database address matching. Jones Edmunds recognizes that this process will likely be a 90-95% automated match. The remaining address named files will require some level of manual manipulation. Jones Edmunds recently went through a similar database matching procedure for both Gainesville Regional Utilities and Pinellas County Utilities, preparing over one hundred thousand billing records for geocoding and parcel matches for modeling. Jones Edmunds will work with CGS to ensure our service card file database matching procedures are successful. We will also work with CGS to ensure that any failed matches are resolved. We will provide CGS with interim and final deliverables of Task 3. 4. Geocoding Service Locations Jones Edmunds will utilize the addresses and/or Parcel ID if available, to geocode each service card to a service location. We will use a detailed geocoded street database that the City uses and the UMS/address database to geocode each service card as a point file to the proper service location. The point file will contain both addresses and UMS numbers for each geocoded service location. Jones Edmunds recognizes that this process will require quality control checks. Jones Edmunds is also aware CGS maintains cut & cap or replacement/relocation service cards in a separate filing system. We understand CGS does not necessarily remove or update the original service card when a cut and cap or replacement job has been completed. As a result, a number of service locations will have two or three service cards linked to each geocoded service location. Jones Edmunds will work with CGS to develop a methodology to decide which card represents the most up to date service line, potentially based upon date. Only the most current line will be digitized, helping limit any overlap or duplicate work at each service location. Jones Edmunds will deliver a pilot and interim deliverables of our geocoding services to CGS. This will include a point geodatabase linking each service location to a UMS number and address. Additionally, each service point location will have a hyperlink to the scanned service card image. 5. Geodatabase Design and Cleanup Both short and long-term, CGS will greatly benefit from a gas distribution data model or geodatabase design. A well-connected geodatabase of your gas distribution system will benefit the City in many different ways. It will allow for GIS based valve isolation traces and automated customer notifications. Additionally, gas distribution modeling software, like Advantica/Stoner's SynerGEE will take advantage of a well designed and connected gas geodatabase, saving the City money in its future modeling efforts. During this project, the gas data model will not only ensure data integrity but also help to leverage relationships between feature classes (for example service points at the end of service laterals, taps or tees at the connection of each service lateral to mains, etc). We will also develop snapping tolerances for our digitized services to mains as well as to the property appraiser planimetric data (house footprints). ESRI's gas distribution data model will be used as the basis for the geodatabase. The model breaks out the gas system into three parts: · Devices and Facilities (Meters, Regulators, etc.) · Pipes and Maintenance (Mainlines, Services) · Cathodic Protection Only the information in the existing database will be imported into the data model. Future work could include collection and refinement of additional information to develop a comprehensive gas distribution database. The existing main line database will be cleaned up and refined the data into the data model. This will ensure a connected database for incorporating the service lines. The clean up will include: · Snapping of mainlines to ensure connectivity · Removal of overhangs or redundant lines Additionally domains and fields will be added to the data model to illustrate the information included on the service cards. 6. Digitize Service Lines and Attribution We propose to have one of our GIS staff on-site at CGS to perform service line digitizing. This onsite role will help us resolve any initial kinks in the proposed workflow. The service cards will be in digital format allowing for the majority of the work to be completed off-site. However, we are aware CGS prefers to have someone on-site at least initially during the project. Once a methodology has been defined, some of the digital service cards will be sent off-site to be worked on by additional technicians. This will ensure the project deadline is met. The service lines will be digitized using the VMS service location file created in Task 4. The technician will click on the desired point bringing up the scanned image of the service card. They will digitize the service lines based off the sketch drawn on each card. Weare aware that some sketches have dimensions and will be drawn to scale. Other drawings are roughly sketched and will be based off of aerial photography. Accuracy will vary greatly and the digitization process will be documented in a field (i.e. cogo, aerial photo, etc.). Additionally, the VMS tables, in some cases, track a code that indicates the relative location of the meter in relation to the house. Jones Edmunds will develop an automated routine to link this record to the geocoded service line records to help streamline parts of our digitizing workflow, increasing our accuracy and productivity. The service lines will be snapped to the mains by setting up snapping tolerances in the geodatabase. Each service line will be attributed with the required attributes on each service card. The required attributes and field types/lengths are as follows: Field VMS Location Number Drawing Completed By Inspected By Contractor Leak Repair Original Installation Replacement Cut & Cap Reactivate Testing Pressure Test Time Type Test Type of Test Gauge Passed Operating Pressure Other Size Main Tapped Main Material Type Length Units Domain Numeric 10 Character 20 Character 20 Character 20 Character 20 Date MM/DD/YYYY Date MM/DD/YYYY Date MM/DD/YYYY Date MM/DD/YYYY Date MM/DD/YYYY Numeric 3 PSI Numeric 2 Hrs Alphanumeric 20 Alphanumeric 20 Character 1 Y /N Numeric 3 PSI Alphanumeric 30 Numeric 2 Inch Alphanumeric 10 Insulated at Main Character Y/N Depth of Service Numeric 4 Inch Service Line Material Alphanumeric 10 Size Service Line Numeric 2 Inch Kind Of Pavement Alphanumeric 12 Size of Pavement Replaced Alphanumeric 12 Anode Size Alphanumeric 10 AnnuallJP A Character 8 Remarks Alphanumeric 30 Database domains (drop down lists) will be developed in the geodatabase with input from CGS to maintain data integrity and lessen the amount of typing thus making the process more efficient. 7. Automated Service Lateral Generation and Reconciliation Jones Edmunds has recently developed an automated ArcGIS routine that watches a table within a customer information system, similar to VMS, and auto-generates (and retires) service laterals and service points with an ArcSDE gas geodatabase. This minimizes the manual maintenance efforts associated with this dynamic and time consuming service point process. Assuming VMS maintains its tables in a non-proprietary relational database like SQL or Oracle, this automated task can be accomplished. 8. Training (Optional Task) Training is a common component of projects of this nature. This optional task is performed onsite and will vary in complexity depending on the approach chosen. If CGS determines the need for this task, funding can be obtained through the training option. Exclusions and Conditions a) The proposal and costs are based on the knowledge of 30,000 service cards plus 100 per month for a total of 31,000 new cards. b) CGS will provide comments and feedback necessary to complete reports and finalize deliverables to Jones Edmunds. c) During the address matching tasks (3 and 4), every attempt will be made to ensure an exact match. However, there may be instances where it may be impossible to match the address to a service location using the data available. d) For Task 7, it is assumed that Jones Edmunds will have read-only access to the required tables databases. CGS will also provide a person or documentation to describe the table structures and the relationships to allow Jones Edmunds to extract the needed information. 3. PROJECT GOALS: The purpose of this study is the conversion of CGS's hardcopy gas service line cards into ArcGIS to support the SPL implementation. The service lines are located on hardcopy service cards. CGS would like assistance converting the service lines into GIS and attributing the lines with selected information on each card. In addition, Jones Edmunds will cleanup CGS's existing mainline Geodatabase which will allow for GIS based valve isolation traces and automated customer notifications. Additionally, gas distribution modeling software, like Advantica/Stoner's SynerGEE will take advantage of a well designed and connected gas geodatabase, saving the City money in its future modeling efforts. 4. BUDGET: This fee includes all labor and expenses anticipated to be incurred by Jones Edmunds for the completion of these tasks, on a lump sum basis, for an amount of $270,786 which includes a training option to be used only upon authorization of the City's project manager. A breakdown of the budget is shown in Attachment A. 5. SCHEDULE: The project (Tasks 1-7) will be completed on or before June 15\2007. 6. STAFF ASSIGNMENT (Consultant): Jones, Edmunds & Associates, Inc. - Key Staff: Thomas Friedrich, P .E. Client Services Manager Mark Nelson, P.E. GIS Director Matthew Terella David Jenkins Brian Rosenfeld Project Manager Database Administrator TBD GIS Analyst On-Site GIS Technician 7. CORRESPONDENCE/REPORTING PROCEDURES: ENGINEER's project correspondence shall be directed to Matt Terella. All CGS project correspondence shall be directed to Bruce H. Griffin, Gas Program Coordinator. 8. INVOICING/FUNDING PROCEDURES: Invoices are to be mailed to the Clearwater Gas System, Attention: BruceH.Griffin, Gas Program Coordinator, 400 N. Myrtle Ave, Clearwater, FL 33755. Optional services will be billed as incurred only after written authorization provided by CGS to proceed with those services. City Invoicing Code: 315-96382 10. SPECIAL CONSIDERATIONS: PREPARED BY: Stan F. Ferreira, Jr. Chief Operating Officer Jones Edmunds and Associates, Inc. 1k{z4~4 Date APPROVED BY: Countersigned: City of Clearwater, Florida .~ ~ By: ~~.~-n:. Fta8'k Hibbard William B. Horne, II ,- . Mayor City Manager -- - - - APg::~ Laura Lipowski Assistant City Attorney Attest: -'- ATTACHMENT A CLEARWATER GAS SYSTEM Gas Service Line Card Conversion to GIS PROJECT BUDGET Jones Edmunds and Associates, Inc. Task Description Subconsultant Services Total 1.0 Project Kickoff & Data Review 2.0 Service Card Scanning and File Naming 3.0 Utility Management System (UMS) Linking 4.0 Geocoding Service Location 5.0 Digitize Service Lines and Attribution 6.0 Geodatabase Design and Cleanup 7.0 Automated Service Line Generation and Reconciliation 17,050 Training Option - (Task 8) Grand Total Labor 3,481 3,808 14,571 11,310 178,670 11,310 11,400 Subtotal $3,481 $20,858 $14,571 $11,310 $178,670 $11 ,3 10 $11,400 $246,169 $24,617 $270,786