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CONTRACT K-2021-72: A CONTRACT BY AND BETWEEN THE NORMAN UTILITIES AUTHORITY AND MESHEK & ASSOCIATES, LLC, IN THE AMOUNT OF $67,000 TO PROVIDE SERVICES FOR LINKING AS-BUILT RECORDS TO THE CITY GEOGRAPHIC INFORMATION SYSTEM FOR WATER AND SANITARY SEWER PROJECTS AND BUDGET TRANSFERS BETWEEN PROJECT ACCOUNTS.
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BACKGROUND: The Norman Utilities Department currently operates and maintains the water and sanitary sewer systems including approximately 620 miles of water mains and 500 miles of sanitary sewer mains and associated appurtenances. These mains were installed through a combination of private development projects and capital improvement projects. Upon the completion of construction, the originally approved plans are marked up by the engineer to document as-built conditions or how the project was actually built to match or account for field conditions.
The City of Norman currently utilizes a file folder system for the storage and access of as-built record documents. While this provides access to the files, the search for the documents can sometimes be inefficient due to variations in file naming or lack of specific record number for each project.
DISCUSSION: Other utilities and municipalities use systems that link records to infrastructure that is stored within a geospatial database or geographic information system (GIS). Through such a system, a unique record identifier is created for each as-built record document and this information is linked to the assets within the GIS database. The records are then accessible by clicking on the asset, by map location.
Meshek & Associates, LLC has previously completed work regarding this effort for the Utilities Department. This work was for a small sample but demonstrated the technology and its ability to be maintained and replicated by City GIS staff for future projects.
Budget transfers are required to fund this project. Funding for the project will be from transfers from separate accounts within the Water Fund (031) and the Water Reclamation Fund (032). Transfers to fund the project are proposed as follows:
Requested Transfer from Segment D Water Line Phase IV, Construction (account 31993360-46101; project WA0239) - $33,500
Requested Transfer from Wastewater Effluent Reuse, Construction (account 32999911-46101; project WW0058) - $33,500
The total funding proposed is $67,000 and the funds will be transferred into Miscellaneous Water Projects, Design (account 31993395-46201; project WA0365)
RECOMMENDATION: Staff recommends the NUA approve Contract K-2021-72 in the amount of $67,000 with Meshek & Associates, LLC for As-Built Record Document Linking Services and authorize budget transfers of $67,000 into the Miscellaneous Water Projects, Design account.