Ordering Procedures: GeoSearch Environmental Database ... · GeoSearch Environmental Database Record Search ... The hazmat SME emails the project information, ... Ordering Procedures:

Ordering Procedures GeoSearch Environmental Database Record Search Master Blanket – PO #60100*4590

Procedure Version 1

TxDOT Environmental Affairs Division 510.02.SOP

Effective Date: April 2017 Page 1 of 7

Approval Authority: PPA Section Director Effective Date: April 2017

Review Authority: Terry Dempsey, PPA Version: 1

Purpose of this Procedure

This document supplements and updates the ordering procedures included in the October 20, 2015

memorandum (2015 memo) from Carlos Swonke regarding the GeoSearch, Inc.(see Appendix A below)

statewide contract to provide environmental database search reports. Email is now the preferred

mechanism for placing most TxDOT orders. Email orders may be placed by Environmental Affairs

Division (ENV) or the originating district using the procedures outlined below:

The 2015 memo included instructions for placing orders by email, and on-line via Geo-Search.com.

Reports may still be ordered on-line using the procedures descry described in the memo. However, note

that GeoSearch’s website includes ordering options and uses terminology that may not perfectly match

up with the line items included in the TxDOT contract. Therefore, to avoid confusion, email is the

preferred mechanism for placing most TxDOT orders.

Email orders may be placed using the procedures outlined below

Option 1 – ENV Places the Order and Pays the Invoice

1. Upon identifying the need for an environmental record search report, district personnel contact their

ENV hazardous materials subject matter expert (hazmat SME) with location information and whether

oil and gas well/pipeline information should be included in the report. [Note: adding oil and gas

information to the standard database report can increase costs considerably. The on-line Texas

Railroad Commission (RRC) GIS Viewer may provide sufficient oil & gas information for advanced

planning purposes, and therefore should be utilized when practical.]

2. The ENV hazmat SME reviews the request and determines the cost based on GeoSearch contract

line items and the length of the project. [For long corridors, or for any project where there is

uncertainty about the length, a map showing the limits of the project may be emailed to

[email protected] to request mileage confirmation, or to receive a project specific

cost estimate from GeoSearch.] The length of the corridor should be rounded up to the next higher

mile when calculating the not-to-exceed cost for the purchase order release. As an example, if a

District requests a standard database search for a 5.3 mile corridor, the cost would be calculated for

a 6 mile corridor, based on the contract line items shown in Table 1 below. Line item one covers the

first two miles, with additional miles under line item 2, as shown below.

Line Item 1 (Linear Search, up to 2.0 mile corridor) 1 @ $105.00 = $105.00

Line Item 2 (Linear Search, additional miles exceeding initial 2 miles)

4 @ $35.00 = $140.00

Total Cost (6 mile corridor) = $245.00

Note: For most highway corridor projects, a Linear Search will be used. However, for projects limited

to an intersection or an individual parcel, a Radius Search should be ordered using Contract Line

mailto:[email protected]

Ordering Procedures: GeoSearch Environmental Database Record Search

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Item 3 or 6. Some very short corridors may also be ordered as a Radius Search, but confirm with

GeoSearch customer service prior to ordering.

3. The hazmat SME emails the project information, cost (broken down by contract line item as shown

above), and funding source (usually ENV 111) to the ENV contract administrator. The contract

administrator obtains the required approvals, issues the PO Release in PeopleSoft, and emails the

PO release to the ENV hazmat SME.

4. The hazmat SME places the order by sending an email request to geosearchorders@geo-

search.com. The request should include the project name, a map and description of the project

limits, and the TxDOT PO Release provided by the ENV contract administrator. An email from

GeoSearch confirming receipt should be received shortly after sending the order.

5. The hazmat SME receives the database record search report via email (normally within 1-2 days),

reviews the report for completeness, and forwards to the requestor. The hazmat SME may perform a

more detailed review, depending on the needs of the requestor. Receipt of the report should be

recorded as a deliverable in the ENV Contract Management database to facilitate processing of the

invoice by the ENV contract administrator.

Option 2 – TxDOT District Places the Order and Pays the Invoice

TxDOT district personnel may order the record search from GeoSearch in accordance with steps 1-5

above, with the following caveats:

1. The district environmental specialist originating the order (or another designated District person)

assumes the role of the ENV hazmat SME in placing and receiving the order. The district would not

be required to record receipt of the deliverable in ENV Contract Management database.

2. A district or regional contract administrator or procurement specialist assumes the role of the ENV

contract administrator in setting up the project in PeopleSoft, issuing the Purchase Order release,

and processing the invoice.

3. The district must identify a funding source, with corresponding chartfields set up in PeopleSoft, to

facilitate payment for the order.

4. District personnel may contact their ENV hazmat SME for assistance in reviewing/interpreting the

report findings.

Table 1 GeoSearch Report Ordering Options by Contract Line Item

Line Item Description Units Cost Per Unit

1 Linear Corridor Standard List Search, Up to 2 Mile Corridor (ie. first 2 miles)

Each $105

2 Linear Corridor Standard List Search, Exceeding 2 Mile Corridor Mile $35

3 Radius List Search, Standard Databases Each $70

4 Linear Corridor List Search, Standard Databases Plus Oil and Gas Wells and Pipelines, Up to 2 Mile Corridor (ie first 2 miles)

Each $195




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Line Item Description Units Cost Per Unit

5 Linear Corridor List Search, Standard Databases Plus Oil and Gas Wells and Pipelines, Exceeding 2 Mile Corridor

Mile $80

6 Radius List Search, Standard Databases Plus Oil and Gas Wells and Pipelines

Each $160

For questions about these procedures, please contact Terry Dempsey at 512-416-3010. For assistance in

ordering the database reports, please contact GeoSearch Customer Service at 1-888-396-0042 or

[email protected].



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Appendix A: Memorandum, Swonke, October 20, 2015


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Revision History

Effective Date

Reason for and Description of Change

April 2017 Version 1 was released.

Documents

Ordering Procedures: GeoSearch Environmental Database ... · GeoSearch Environmental Database Record Search ... The hazmat SME emails the project information, ... Ordering Procedures: