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HomeMy WebLinkAboutProWest and Associates - PSA - Sidewalk Inspection Solution - 8.17.2020 PROJECT ESTI MATE PROWEST Sk A S S O C 1A,-r E 5 GISCONsu LT1NG I DATASERVICES I APPLICATIONS City of Waterloo, IA Sidewalk Inspection Application Date: 8/5/2020 Client: Ben Wagner City of Waterloo, IA 715 Mulberry St Waterloo, IA 50703 PROJECT The City of Waterloo has been inspecting the City's sidewalk for many years using paper forms in the field, then entering the content recorded on these forms into the City's tracking spreadsheet and allowing them to run replacement cost calculations and generate cost reports for property owners. The City would like a mobile solution that would allow staff to create inspections digitally and generate the cost sheets and reports from the information collected in the field in a more automated fashion. Pro-West has met with the City to discuss the current workflows and needs and has developed this scope based on the information collected. The sidewalk inspection solution would be made up of several parts. The parts to be developed under this estimate are discussed and defined below. Sidewalk Inspection Solution 1. A web map displaying parcels a. Within the parcel's pop-up menu will be a link to the Sidewalk Inspection Survey 2. Survey 123 configuration for the Sidewalk Inspection 3. Create inspection report using Microsoft's report designer 4. Develop cost spreadsheet report(exported in .csv format) 5. Create property repair assessment cost report using Microsoft's report designer 6. Develop an Esri Web AppBuilder widget to allow a user to generate reports based on a single parcel or multiple parcels. Report generation will also be based on users input date range. 7. Create Web AppBuilder app for use of the widget Web Map A web map will be created with a configured pop-up (from a parcel) to access the sidewalk inspection form. The web map will display the parcel layer. The parcel layer used must have physical property address,tax mail to address, and parcel number(PIN) automatically populated into the survey form. it's important to know 8239 State 371 NW 1 PO Box 812 1 Walker,MN 56484 PH 320.207.6868 1 FX 320.207.6869 1 www.prowestgis.com I consult@prowestgis.com PROWEST &ASSO68,Cs The web map will be used within an application that will be accessible by field staff via a mobile device. Inspection status tracking will be initiated within the solution to allow City users a way to know where inspections have been completed, what properties have not required an inspection, and what properties have yet to be visited. Inspection Form The inspection form will be built and opened within Survey 123. The form will be completed by the City user.The same information that is currently entered on the paper form will be added with in the digital form. PWA will set a date for final form edits and if edits are received after this date, additional charges may apply. If a property needs to be re-inspected during the same inspection cycle,the inspector will create a new inspection form and flag the inspection with REVISION. Moving forward the reporting will be generated off the newest inspection record for the property. Inspection information gathered will be stored within City's enterprise geodatabase. See example mock-up below. Existing form: WIDTH OF SIDEWALK -L d Feet -15 Fret 1 s,3 Feet 1 cher PRDPERTYADDRESS _ - - DEPTH OF SIDEWALt( -34 i,phea MIixhes L16 inches nxcE-mnc - ox�cAREATCHEREPAIRED C"-. S,F. b'-_.... S.F. V- S.F. Class'A'- S.F. DEwALx ADDITIONAL REPAIRS .. REWIRED I[e loi'DaNba ca hF TRIM d­JN. — - a.an�o.D.impereq� G GEf.Rh11 RE.I CODE F-PATCHES LI Yes rl No No.of Squares with Patches -Y a \ -- CODE - U - III' .Ives nto NOTE',Areesmerked wahan"P'Inn trerepelred hypatchine.All otheraresssheN he repaired by recenslruction or rull sidewalk panels, 2 1,—EeitRI so FIRST INSPECTION AMD FORM MADE BY:. Date — RCYlew recpulRep - FORMED POURED COMPLETED -- Survey123 example: Diagram Sidewalks Sidewalk Loca6on ,1 new. Front Yard Side Yard Back Yard Other se eele.mromue.o ens I I Sidewalk Width .4 feet .Sleet 5.3 feet r Sidewalk Depth _ J 4 inches 5 inches 6 inches Sidewalk Length Inspection Report The inspection report will be built using Microsoft's report designer. This report will be developed to similarly represent the existing City form. This report will be generated in PDF form and available for City users to print when needed. The report will be generated upon user request (see Web App6uilder widget below). 2 PROWEST &ASSOCi81CS Cost Spreadsheet The cost spreadsheet will be automatically generated from the inspection form results. City users will have the ability to update a cost lookup table as annual replacement costs are changed. The output cost spreadsheet will have the same look as the example cost spreadsheet provided. Note:the only major difference will be that the formula used for the total cost calculation will not appear with the output.The calculation occurs in SQL before the output is generated. The cost spreadsheet (.csv) will be generated upon user request (see Web AppBuilder widget below). Property Repair Assessment Cost Report The report will be built using Microsoft's report designer. This report will be developed to similarly represent the existing City assessment pdf(as shown below). This report will be generated as a PDF document and available for City users to print when needed. The report will be generated upon user request (see Esri Web AppBuilder widget below). CITY OF WATERLOO,IOWA SIDEWALK REPAIR PROPOSED ASSESSMENT CONTROL NO.981-1000 PRBPBSEDASSESSMENT $2459.70 BURT,PE RCYIR 1015 MOBILE ST WATERLOO,IA 50703 FOR PROPERTY ADDRESSED: 100 bik Phillips St. FOR PROPERTY DESCRIBED BELOW: SH ILLIAMS FOURTH ADDITION LOT 12 BLK 4 LOT 13 BLK 4 Schedule Report The report will be built using Microsoft's report designer. This report will be developed to similarly represent the existing City Schedule Final pdf(as shown below). This report will be generated as a PDF document and available for City users to print when needed. The report will be generated upon user request (see Esri Web AppBuilder widget below). 3 PROWEST &ASSOCidl CS Esri Web AppBuilder Widget The Esri Web AppBuilder widget will be developed to allow City users to access the inspection forms, property repair cost assessments, and the cost spreadsheet(.csv). The widget will allow users to extract an inspection from and repair assessment by a; single property, multiple properties, or select properties by an inspection date range. The inspection form(s) and repair assessment cost report(s) will be generated as a single multi-page PDF document. This widget will be used in a configured web app to allow City users to access the inspection information. Training and Documentation Pro-West will provide the City documentation on the use of Survey 123 inspection form and documentation on the use of the Esri Web AppBuilder widget that will be developed. Pro-West will also provide up to a 2-hour online training to review the Sidewalk Inspection Solution to all required City staff(staff to be identified by the City). Pro-West&Associates Project Manager: Name: Paul Rariamo Phone: 320-207-6855 Email: prairamo@gmail.com Client Project Manager(PM): Name: Ben Wagner Phone: 319-291-4312 Email: ben.wagner@waterloo-ia.org Project Schedule: TBD 4 PROWEST &ASSOCidl CS CLIENT RESPONSIBILITIES 1. Provide access to parcel data (attributes to include the tax address and PIN). 2. Provide access to the Zone layer 3. Provide access to enterprise geodatabase and SQL server for inspection form development and report generation 4. Provide the cost calculation values to generate cost spreadsheet 5. Provide Schedule calculations to generate schedule final pdf 6. Provide access to the County data currently used in the Cost Est.—Parcel Query spreadsheet 7. Provide property valuation numbers to be used in generating the schedule 8. Provide feedback when asked in a timely matter 9. Provide Pro-West with the City's ArcGIS Online/Portal login information with Admin rights, or provide Pro-West with an account 10. Provide AGO and/or Portal named user licenses for staff as needed, to support the proposed project 11. Provide GPS capabilities to support the project 12. Provide mobile devices to support the project, and configure VPN access, if needed 13. Provide wireless service on mobile devices to support the project 14. Configure the content in the About widget, if using Web AppBuilder *If assistance is needed with client responsibilities, additional costs may apply DELIVERABLES Project Deliverables The City will be receiving: 1. One configured web map for use of initiating the Survey Inspection form 2. One configured Survey123 form 3. Two configured Microsoft designer reports 4. One custom Esri Web AppBuilder widget 5. Documentation on use of Survey form and web app builder widget 6. Two-hour (online)training to review use of survey form and widget with City staff 7. Web AppBuilder app for City staff to access web app builder widget and use 5 PROWEST &ASSOCi81CS PROJECT COMPLETION • • POST PROJECT SUPPORT Project Completion: The project will be completed when: 1. When Pro-West has provided the online training on use of the Survey123 form and web app builder widget Upon project close,the City will take ownership of the configured Survey123 form, the Microsoft designed reports, and the Web AppBuilder widget. If Pro-West assistance is requested in maintenance of any of the delivered items additional costs will charged at current professional service hourly rates. Post Project Support Pro-West understands that support requests and/or general support inquiries will occur after the project is completed. We welcome those inquiries and look forward to supporting you in the future! Below are common inquiries related to general support requests. 1. If there are issues with the deliverables or if clarification is needed regarding the deliverables, contact the Pro-West Project Manager listed in this scope. 2. If the Pro-West Project Manager is contacted after the project is completed,you may be invoiced for that call or email. The PM will discuss invoicing needs during the call. If you contact anyone other than the Pro-West Project Manager after the project is completed, an invoice will be sent based on current hourly rates. 3. If the Project Manager is contacted after the project is completed,they are not available to respond (e.g. the Project Manager is on vacation or is attending a workshop) and the need is urgent; contact Pro-West's main office number for assistance on 320-207-6868 or follow directions listed on the Project Manager's out of office reply(if email is used). a. There may be an invoice sent for the support request based on current hourly rates if Technical staff are contacted directly. The Pro-West Project Manager will follow up when they are available to discuss invoicing. 4. Pro-West asks that both the Pro-West Project Manager and the technical person be copied on emails to ensure prompt service and clarification on needs and any additional fees. If at any time there is a question about an invoice or support need, contact the Pro-West Project Manager. 5. If there are general questions about any topic related to GIS and/or Pro-West Services, contact the Pro-West Project Manager listed in this scope. You may be invoiced for that call or email. The PM will discuss invoicing needs on the call. 6 PROWEST &ASSOCi81CS PROJECT RISKS i MITIGATION 1. Stakeholders are not identified at the beginning of the project a. Mitigation: City and Pro-West will identify stakeholders at the project kick-off. If changes in stakeholders occur,they will be communicated to the stakeholders immediately to eliminate and/or minimize timeline and budget changes. 2. Stakeholders change throughout the project a. Mitigation: Maintain the same project stakeholders throughout the project. If stakeholders do change, it is the client's responsibility to communicate the purpose of the project to the new stakeholder or for Pro-West to communicate changes to the client. If the project changes due to a change in stakeholders, additional charges may apply and the timeline may be affected. 3. Changes to inspection form occur after the project has begun a. Mitigation:the client stakeholders should clearly define report criteria, layers, symbology, labeling and scale dependency needs before the project begins. i. Once an MXD/map is initially configured,the City will be responsible for changes. ii. Once the inspection form items have been defined and configured,the City will be responsible for changes 4. Feedback. Various tasks will be completed throughout the project. Project stakeholders are responsible for ensuring feedback is provided per the agreed-upon timelines. a. Mitigation: communicate feedback/task delays to project stakeholders immediately. Project budget and/or timelines may be affected by delays. PROJECT •► 1. The sidewalk inspection form provided by the City pre-project is the form to be used for Suvery123 form generation and Microsoft Report Designer output 2. The example cost spreadsheet will be used to design the output.csv from the web app builder widget 3. The property repair assessment report received will be used as the example for report that will be generated by Web AppBuilder widget 4. When a user requests a report from the widget,the output will be both the sidewalk inspection report and the property repair assessment cost report as a multi-page PDF document 5. When a user selects multiple parcels from the widget the report output will be all selected properties' sidewalk inspection reports and property repair assessment cost reports as a multi-page PDF document 6. Access to the solution will always be online through a cellular or wifi mobile device or hard wired or wifi personal computer. 7 PROWEST &ASSOCi81CS COST ESTI IVIAJL $$19,786.27 +$2,500.00 (Optional cost) $22,286.27 Optional cost: Additional funds (example$2,500) can be added to the contract for any support or changes to estimate. These funds would be invoiced hourly and only if needed—not to exceed $2,500. This could be used for additional reports, changes to reports, or tooling not identified in the estimate deliverables. Invoicing Schedule: Pro-West will invoice monthly based on the percentage of the project completed. If the scope, objectives, or timeline change significantly before the project is completed,we will agree to discuss any necessary modifications to our agreed-upon fee or to the scope, objectives, or timeline of the project. *Payment is due within 45 days of an invoice date. If payments are not received within 45 days of the invoice date, a late fee of 1.5%of the invoice amount will be charged for each 45-day cycle that the payment is late. **3%convenience fee will be added for payment by credit card To proceed with the described services in this estimate, please sign and date below and return to the Project Manager listed above. CLIENT Pro-West&Associates Acceptance Signature: Signature: Qrw,ylt� }-Fart Date: $i17i2020 l�P� ScL,a cMrL 8-5-2020 Estimate valid for 90 days 8