HomeMy WebLinkAboutGIS Technology Inc; 2004-07-30;AMENDMENT NO. I TO EXTEND THE AGREEMENT FOR GEOGRAPHIC INFORMATION
SERVICES WITH GIS TECHNOLOGY, INC. TO LINK GEOGRAPHIC INFORMATION SYSTEM
WITH DOCUMENT MANAGEMENT SYSTEM
GIS Technology, Inc. (GTI)
This Amendment No. 1 is entered into and effective as of the ’30 day of r)Jhc, , 2005, extending the agreement dated July 30, 2004 (the “Agreement”)
by and between the City of Carlsbad, a municipal corporation, (“City”), and GIS TECHNOLOGY
INC. (GTI), (“Contractor“) (collectively, the “Parties”).
A. The Parties desire to extend the Agreement for a period of one (1) year; and
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. The Agreement, as may have been amended from time to time, is hereby
extended for a period of one (I) year ending on July 30,2006.
2. All other provisions of the Agreement, as may have been amended from time to
time, shall remain in full force and effect.
3. All requisite insurance policies to be maintained by the Contractor pursuant to the
Agreement, as may have been amended from time to time, shall include coverage for this
Amendment.
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4. The individuals executing this Amendment and the instruments referenced on
behalf of Contractor each represent and warrant that they have the legal power, right and actual
authority to bind Contractor to the terms and conditions hereof of this Amendment.
CONTRACTOR CITY OF CARLSBAD, a municipal
ere)
Jeffrev A. Hecht, VP/CEO
(print namehitle)
jhechtaaistech. com ATTEST:
(e-mail address)
Debbie Huffert, Secretary
(print namehitle)
d huffertag istech .com
(e-ma i I address)
If required by City, proper notarial acknowledgment of execution by contractor must be attached.
If a Corporation, Agreement must be signed by one corporate officer from each of the following two groups.
*Group A.
Chairman,
President, or
Vice-president
"Group B.
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant
secretary under corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
RONALD R. BALL, City Attorney
By:
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AGREEMENT FOR GEOGRAPHIC INFORMATION SERVICES WITH
GIS TECHNOLOGY, INC. TO LINK GEOGRAPHIC INFORMATION SYSTEM WITH
DOCUMENT MANAGEMENT SYSTEM
is made and entered into as of the
GIS TECHNOLOGY, INC. (GTI), a California corporation,
30 fi day of
, 2004, by and between the CITY OF CARLSBAD, a municipal
("Contractor").
RECITALS
A. City requires the professional services of a geographic information
services firm that is experienced in linking a geographic information system with a
document management system.
B. Contractor has the necessary experience in providing professional
services and advice related to linking geographic information systems with document
management systems.
C. Selection of Contractor is expected to achieve the desired results in an
exped'fed fashion.
D. Contractor has submitted a proposal to City and has affirmed its
willingness and ability to perform such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render, those services
(the "Services") that are defined in attached Exhibit "A', which is incomorated bv this
reference in accordance with this Agreement's terms and'conditions.
2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional
care and skill customarily exercised by reputable members of Contractor's profession
practicing in the Metropolitan Southern California Area, and will use reasonable
diligence and best judgment while exercising its professional skill and expertise.
3. TERM
The term of this Agreement will be effective for a period of one (1) year from the date
first above written. The City Manager may amend the Agreement to extend it for three
(3) additional one (I) year periods or parts thereof in an amount not to exceed amount
of the original Agreement per agreemen: year. Extensions will be based upon a
satisfactorv review of CxWctor's performance, City needs, and appropriation of funds
by the City Council. T:ie parties will prepare a written amendment indicating the effective date and ;mgth of !he e:;;.siided Agreement.
4.
Time is of the essence for each and every provision of this Agreement
TIME IS OF THE ESSENCE
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5. COMPENSATION
The total fee payable for the Sewixs, software, and maintenance associated with
implementation of this technology will [not exceed ninety five thousand dollars ($95,000)
per agreement year. No other compensation for the Services will be allowed except for
items covered by subsequent amendments to this Agreement. The City reserves the
right to withhold a ten percent (10%) retention until City has accepted the work and/or
Servicx specified in Exhibit "A'.
GTI will separately invoice for Software, Professional Services, and Service and
Maintenance. Incremental payments, if applicable, should be made as outlined in
attached Exhibit "A'.
City may cancel items without charge or obligation to GTI, up to thirty (30) days in
advance of the item's delivery and installation.
6. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent
contractor and in pursuit of Contractor's independent calling, and not as an employee of
City. Contractor will be under control of City only as to the result to be accomplished,
but will consult with City as necessary. The persons used by Contractor to provide
services under this Agreement will not be considered employees of City for any
purposes.
The payment made to Contractor pursuant to the Agreement will be the full and
complete compensation to which Contractor is entitled. City will not make any federal or
state tax withholdings on behalf of Contractor or its agents, employees or
subcontractors. City will not be required to pay any workers' compensation insurance or
unemployment contributions on behalf of Contractor or its employees or subcontractors.
Contractor agrees to indemnify City within thirty (30) days for any tax, retirement
contribution, social security, overtime payment, unemployment payment or workers'
compensation payment which City may be required to make on behalf of Contractor or
any agent, employee, or subcontractor of Contractor for work done under this
Agreement. At the City's election, City may deduct the indemnification amount from any
balance owing to Contractor.
7. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval
of City. If Contractor subcontracts any of the Services, Contractor will be fully
responsible to City for the acts and omissions of Contractor's subcontractor and of the
persons either directly or indirectly employed by the subcontractor, as Contractor is for
the acts and omissions of persons directly employed by Contractor. Nothing contained
in this Agreement will create any contractual relationship between any subcontractor of
Contractor and City. Contractor will be responsible for payment of subcontractors.
Contractor will bind every subcontractor and every subcontractor of a subcontractor by
the terms of this Agreement applicable to Contractor's work unless specifically noted to
the contrary in the subcontract and approved in writing by City.
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8. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
9. INDEMNIFICATION
Contractor agrees to indemnify and hold harmless the City and its officers, officials,
employees and volunteers from and against all claims, damages, losses and expenses
including attorneys fees arising out of the performance of the work described herein
caused in whole or in part by any willful misconduct or negligent act or omission of the
Contractor, any subcontractor, anyone directly or indirectly employed by any of them or
anyone for whose acts any of them may be liable.
The parties expressly agree that any payment, attorney's fee, costs or expense City
incurs or makes to or on behalf of an injured employee under the City's self-
administered workers' compensation is included as a loss, expense or cost for the
purposes of this section, and that this section will survive the expiration or early
termination of this Agreement.
10. INSURANCE
Contractor will obtain and maintain for the duration of the Aqreement and any and all
amendments, insurance against claims for injuries to persons or damage to -property
which may arise out of or in connection with performance of the services by Contractor
or Contractor's agents. representatives, employees or subcontractors. The insurance
will be obtained from an insurance carrier admitted and authorized to do business in the
State of California. The insurance carrier is required to have a current Best's Key Rating
of not less than "A-:V'.
10.1 Coverases and Limits.
Contractor will maintain the types of coverages and minimum limits indicated below,
unless City Attorney or City Manager approves a lower amount. These minimum
amounts of coverage will not constitute any limitations or cap on Contractor's
indemnification obligations under this Agreement. City, its officers, agents and
employees make no representation that the limits of the insurance specified to be
carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If
Contrbctor believes that any required insurance coverage is inadequate, Contractor will
obtain such additional insurance coverage, as Contractor deems adequate, at
Contractor's sole expense.
10.1.1 Commercial General Liability Insurance. $1,000,000 combined
single-limit per occurrence for bodily injury, personal injury and property damage. If the
submitted policies contain aggregate limits, general aggregate limits will apply
separately to the work under this Agreement or the general aggregate will be twice the
required per occurrence limit.
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10.1.2 Automobile Liability (if the use of an automobile is involved for
Contractor's work for City). $1,000,000 combined single-limit per accident for bodily
injury and property damage.
10.1.3 Workers' Compensation and Emolover's Liability. Workers'
Compensation limits as required by the California Labor Code and Employer's Liability
limits of $1,000,003 per accident for bodily injury. Workers' Compensation and
Employer's Liability murance will not be required if Contractor has no employees and
provides, to City's ss.iisfaction, a declaration stating this.
Professional Liability. Errors and omissions liability appropriate to
Contractor's profession with limits of not less than $1,000,000 per claim. Coverage must
be maintained for a period of five years following the. date of completion of the work.
10.2. Additional Provisions. Contractor will ensure that the policies of insurance
required under this Agreement contain, or are endorsed to contain, the following
provisions:
10.1.4
10.2.1 The City will be named as an additional insured on General
Liability.
10.2.2 .:;ontractor will obtain occurrence coverage, excluding Professional
Liability, which will be written as claims-made coverage.
10.2.3 This insurance will be in force during the life of the Agreement and
any extensions of it and will not be canceled without thirty (30) days prior written notice
to City sent by certified mail pursuant to the Notice provisions of this Agreement.
10.3
of this Aareement. Contractor will furnish certificates of insurance and endorsements to
Providinq Certificates of Insurance and Endorsements. Prior to City's execution
I City.
10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these
insurance coverages, then City will have the option to declare Contractor in breach, or
may purchase replacement insurance or pay the premiums that are due on existing
policies in order to maintain the required coverages. Contractor is responsible for any
payments made by City to obtain or maintain insurance and City may collect these
payments from Contractor or deduct the amount paid from any sums due Contractor
under this Agreement.
10.5 Submission of Insurance Policies. City reserves the right to require, at anytime,
complete and certified copies of any or all required insurance policies and
endonzments.
11. BUSINESS LICENSE
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Contractor will obtain and maintain a City of Carlsbad Business License for the term of
the Agreement, as may be amended from time-to-time.
12. 4CCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred
under this Agreement. All records will be clearly identifiable. Contractor will allow a
representative of City, or any State or Federal agency, during normal business hours to
examine, audit, and make transcripts or copies of records and any other documents
created pursuant to :his Agreement. Contractor will allow inspection of all work, data,
documents, proceeciigs, and activities related to the Agreement for a period of three
(3) years from the da'e of final payment under this Agreement.
13. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors
pursuant to this Agreement is the property of City. In the event this Agreement is
terminated, all work product produced by Contractor or its agents, employees and
subcontractors pursuant to this Agreement will be delivered at once to City. Contractor
will have the right to make one (1) copy of the work product for Contractor's records.
14. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City
and Contractor relinqilishes all claims to the copyrights in favor of City.
15. NOTICES
The name of the persons who are authorized to give written notices or to receive written
notice on behalf of City and on behalf of Contractor under this Agreement.
For City: For Contractor:
Name Karl von Schlieder Name Jeff Hecht
Title GIS Manager Title Project Manager
Dept Geographic Information Systems
Citv of Carlsbad Adbress ___ 1635FaradayAvenue
Phone No __ (760) 6-34 Phone No: (909) 798-8030
Address - 535 West State Street, Suite 670
Carlsbad CA 92008 Redlands CA 92373
Each party will notify the other immediately of any changes of address that would
require any notice or delivery to be directed to another address.
16. CONFLICT OF INTEREST
City will evaluate Contractor's duties pursuant to this Agreement to determine whether
disclo?clre under the Political Reform Act and City's Conflict of Interest Code is required
of Contractor or any of Contractor's employees, agents, or subcontractors. Should it be
determined that disclosure is required, Contractor or Contractor's affected employees,
agents, or subcontractors will complete and file with the City Clerk those schedules
specified by City and contained in the Statement of Economic Interests Form 700.
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Contractor, for Contractor and on behalf of Contractor's agents, employees,
subcontractors and consultants warrants that by execution of this Agreement, that they
have no interest, present or contemplated, in the projects affected by this Agreement.
Contractor further warrants that neither Contractor, nor Contractor's agents, employees,
subcontractors and consultants have any ancillary real property, business interests or
income that will be affected by this Agreement or, alternatively, that Contractor will file
with the City an affidavit disclosing this interest.
17. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and
regulations which in any manner affect those employed by Contractor, or in any way
affect the performance of the Services by Contractor. Contractor will at all times observe
and comply with these laws, ordinances, and regulations and will be responsible for the
compliance of Contractor's services with all applicable laws, ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and Control Act
of 1986 and will comply with those requirements, including, but not limited to, verifying
the eligibility for employment of all agents, employees, subcontractors and consultants
that the services required by this Agreement.
18. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations
prohibiting discrimination and harassment.
19. DISADVANTAGED BUSINESS ENTERPRISE (DEE) PARTICIPATION
A. The City has established no goals for the participation of DBE for this
Agreement. However, Contractor shall be fully informed respecting Part
26, Title 49, Code of Federal Regulations (CFR), which is incorporated by
reference, and is urged to obtain DBE participation should a clearly
defined portion of the work become available.
It is the policy of City that certified DBE firms shall have the maximum
opportunity to participate in the performance of Agreements financed in
whole or in part with federal funds. Contractor shall ensure that certified
DBE firms, as defined in the CFR, have the maximum opportunity to
participate in the performance of this Agreement and shall take all
necessary and reasonable steps, as set forth in CFR, Part 26, for such
assurance. Contractor shall not discriminate on the basis of race, color,
national origin, or sex in the award and performance of subcontractor.
Failure to carry out the requirements of this paragraph shall constitute a
breach of Agreement and may result in termination of this Agreement or
such other remedy that City may deem appropriate.
8.
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C. If DBE participation is obtained, Contractor shall maintain records of all
subcontractor agreernents entered into with DBE subcontractors and
records of materials purchased from DBE suppliers. Such records shall
show each subcontractor's and vendor's name and address and the actual
dollars paid to each. Upon completion of the Agreement, a summary of
these records shall be prepared, certified correct and submitted on the
form "FINAL REPORT - UTILIZATION OF DISADVANTAGED BUSINESS
ENTERPRISES (DBE), FIRST - TIER SUBCONTRACTORS", or
equivalent, by Contractor or his authorized representative to the City of
Carlsbad's Contract Manager showing total dollars paid to each DBE
subcontractor and supplier.
Any DBE firm working as a subcontractor under this Agreement must be
responsible for the execution of a distinct element of the work and must
carry out its responsibility by actually performing, managing, and
supervising the work.
Contractor shall make every reasonable effort to replace a certified DBE
firm that is unable to perform the provisions of this contract with another
certified DBE firm.
20. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following
procedure will be used to resolve any questions of fact or interpretation not otherwise
settled by agreement between the parties. Representatives of Contractor or City will
reduce such questions, and their respective views, to writing. A copy of such
documented dispute will be forwarded to both parties involved along with recommended
methods of resolution, which would be of benefit to both parties. The representative
receiving the letter will reply to the letter along with a recommended method of
resolution within ten (IO) business days. If the resolution thus obtained is unsatisfactory
to the aggrieved party, a letter outlining the disputes will be forwarded to the City
Manager. The City Manager will consider the facts and solutions recommended by each
party and may then opt to direct a solution to the problem. In such cases, the action of
the City Manager will be binding upon the parties involved, although nothing in this
procedure will prohibit the parties from seeking remedies available to them at law.
D.
E.
21. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services,
City may terminate this Agreement for nonperformance by notifying Contractor by
certified mail of the termination. If City decides to abandon or indefinitely postpone the
work or services contemplated by this Agreement, City may terminate this Agreement
upon Liritten notice to Contractor. Upon notification of termination, Contractor has five
(5) business days to deliver any documents owned by City and all work in progress to
City address contained in this Agreement. City will make a determination of fact based
upon the work product delivered to City and of the percentage of work that Contractor
has performed which is usable and of worth to City in having the Agreement completed.
Based upon that finding City will determine the final payment of the Agreement.
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Either party upon tendering thirty (30) days written notice to the other party may
terminate this Agreement. In this event ard upon request of City, Contractor will
assemble the work product and put it in ordei for proper filing and closing and deliver it
to City. Contractor will be paid for work performed to the termination date; however, the
total will not exceed the lump sum fee payable under this Agreement. City will make the
final determination as to the portions of tasks completed and the compensation to be
made.
22. COVENANTS AGAINST CONTINGENT FEES
Contrxtor warrants that Contractor has not employed or retained any company or
person, other than a bona fide employee working for Contractor, to solicit or secure this
Agreement, and that Contractor has not paid or agreed to pay any company or person,
other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift,
or any other consideration contingent upon, or resulting from, the award or making of
this Agreement. For breach or violation of this warranty, City will have the right to annul
this Agreement without liability, or, in its discretion, to deduct from the Agreement price
or consideration, or otherwise recover, the full amount of the fee, commission,
percentage, brokerage fees, gift, or contingent fee.
23. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to
City must be asserted as part of the Agreement process as set forth in this Agreement
and not in anticipation of litigation or in conjunction with litigation. Contractor
acknowledges that if a false claim is submitted to City, it may be considered fraud and
Contractor may be subject to criminal prosecution. Contractor acknowledges that
California Government Code sections 12650 et sea, the False Claims Act applies to
this Agreement and, provides for civil penalties where a person knowingly submits a
false claim to a public entity. These provisions include false claims made with deliberate
ignoraice of the false information or in reckless disregard of the truth or falsity of
information. If City seeks to recover penalties pursuant to the False Claims Act, it is
entitled to recover its litigation costs, including attorney's fees. Contractor acknowledges
that the filing of a false claim may subject Contractor to an administrative debarment
proceeding as the result of which Contractor may be prevented to act as a Contractor
on any public work or improvement for a period of up to five (5) years. Contractor
acknowledges debarment by another jurisdiction is grounds for City to terminate this
Agreement.
24. JURISDICTIONS AND VENUE
Any action at law or in equity brought by either of the parties for the purpose of
enforcing a right or rights provided for by this Agreement will be tried in a court of
competent jurisdiction in the County of San Diego, State of California, and the parties
waive all provisions of law providing for a change of venue in these proceedings to any
other county.
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25. SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and
Contractor and their respective successors. Neither this Agreement or any part of it nor
any monies due or to become due under'it may be assigned by Contractor without the
prior consent of City, which shall not be unreasonably withheld.
26. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated
by it, including the Professional Services Agreement, the Support and Maintenance
Agreement, the Software License Agreement, and the Contractors response to the
City's Request for Proposal, along with the purchase order for this Agreement and its
provisions, embody the entire Agreement and understanding between the parties
relating to the subject matter of it. In case of conflict, the terms of the Agreement
supersede the purchase order. Neither this Agreement nor any of its provisions may be
amended, modified, waived or discharged except in a writing signed by both parties.
Ill
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27. AUTHORITY
The individuals executing this Agreement and the instruments referenced in it on behalf
of Contractor each represent and warrant that they have the legal power, right and
actual authority to bind Contractor to the terms and conditions of this Agreement.
GTI TECHNOLOGY, INC.,
a California corporation
CITY OF CARLSBAD, a municipal
corporation of the State of California
(print Aame/title)
ATTEST
LORRAINEM W66D
City Clerk
If required by City, proper notarial acknowledgment of execution by contractor
must be attached. If a Corporation, Agreement must be signed by one corporate
officer from each of the following two groups.
*Group A.
Chairman,
President, or
Vice-president
**Group B.
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or
assistant secretary under corporate seal empowering the officer@) signing to bind the
corporation.
AP?ROVED AS TO FORM:
RONALD R. B*City Attorney
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,
CALIFORNIA ALLPURPOSE ACKNOWLEDGMENT
State of California
County of Sen 3c~nmrg:nn
0 personally known to me B proved to me on the basis of satisfactory
evidence
to be the person(s) whose name@) idlare
subscribed to the within instrument and
acknowledged to me that hklsllelthey executed
the same in hislhdrltheir authorized
capacity(ies), and that by hlslhetltheir
signature@) on the instrument the person@), or
the entity upon behalf of which the person(s)
acted, executed the instrument.
OPTIONAL
Though the information below is no1 required by law. it may prove valuable to persons relying on the dmumsnt and could prevml
fraudulent removal and reanachmenl of lhis form lo another document.
Description of Attached Document
Title or Type of Document:
Document Date: Number of Pages:
Capacity(ies) Claimed by Signer
Signer's Name:
0 Individual
0 Corporate Officer - Title@):
0 Partner - 0 Limited 0 General
0 Attorney-in-Fact
0 Trustee
Guardian or Consewator
0 Other:
Signer Is Representing: u
EXHIBIT “A”
SCOPE OF SERVICES
Contractor will perform the Tasks as listed on the following sixteen (16) pages on
a time and materials basis not to exceed $93,585 without written authorization
from the City of Carlsbad. Hourly rates as shown on the attached pages may be
adjusted annually beginning January 1, 2005. Any requested change in hourly
billing rate must be approved by the City of Carlsbad in writing prior to said rate
increase going into effect.
The City will be invoiced for services monthly as the work progresses. The City
will be invoiced for Software per the following schedule:
-
-
-
Payment is due within thirty (30) working days from the date the invoices are
received by the City of Carlsbad.
50 percent of software costs upon delivery of software at Carlsbad
40 percent of software costs upon the software being placed into production
10 percent of software costs on completion of the limited warranty period
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Exhibit “A” - Page 1 of 17
SCOPE OF WORK FOR
CITY OF CARLSBAD GIs-DMS LINK
APRIL 27, 2004
............................... 4
.................... 4
ROLES ............... .................................... ........................... 6
.............................................................................
.................................. 7 ............................... 7
........................... 8
3. I.
3.2. Link De
3,~. Link D
Initial Software Installation ......................................................
11
3.6. Ikvelop ('ustom Application Specificdtion
3.7.
3.8.
3.9.
4.1.
4.2.
4.3. lie\,ieu..'Revise/Accept Training Plan ............................................
4.4. .......................... 1 1
4.5. I'crforni Prototype Training for Web and Desktop ........................................... 11
4.6. Re\ie\\./Revise/Accept Training Materials ....................................................... 11
5. Production Implementation ................................................
5.1. Acceptance Test Procedures Development .......
5.2. Installation .................
6. Training Delivery ............... .......................
6. I. System Administration ................................................ 12
6.2. Training bacility Prepa
6.3. Advanced User Traini ....................... 12
6.4. Advanced User Training Evaluation.
6.5. Routine User Training.
6.7. Training Material Ad.justtnent ...........
Kevie\h.!Iicvise/Accept Custom Application Specification .............................. 10
Customization Application Coding and Testing ............................................... 10
Re\' icw/Revi sciAccept Customizations and Configuration.. ...
lhclop Training Customization Plan and Specification ................................. 11
Develop Customized Training for Web and Desktop.
4. Training Development ........
Rebien Standard Training with Project Team .................................................. 11
....
..
6.6. Koutinc User Training Evaluation .............. .................
7. support .................................................................................................................. 13
7. I System Shakedown .................................................. ............. 13 . ............
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Exhibit "A" - Page 2 of 17
7.2. Systciii Acceptance Testicg ._.__._,.. ........................................................ 13
7.3. Bug FidWarranty Period. .......................................................... 13 7.4. Ongoing Maintenance and Technical Support ............................... .._....... 13
COS’I‘ ......... ... ...................................... 15
GTI PROFESSIONAL SERVICES RATES .................................................................... 17
. , . . . . , . . , . . . . . . . . . , , . . . . . . . . . . . . , . . . . . . . . . . . . . . .
City Attorney Approved DEE Version #04.16.02
Exhibit “A” - Page 3 of 17
Introduction
GT’ is oleased to submit this scope of work for implementing a link between the City’s
document management system (DMS) and geographic information system (GIS). The
work plan seeks to bring about the desired outcome the City articulated in its request for
proposal by concentrating on three factors critical for project success ~ technology, data
quality. and system acceptance by users.
We will focus on cacli of these factors through a phased approach that begins with a pilot
and ends with iniplcmentation ofthe production system. The pilot will provide a venue
for working.jointl) with City staff on each of the success factors.
Technology
GTl proposes to implement a system that achieves the City’s desired outcome based
on its proven line of products, IDM for ESRI GIS. which links FileNet’s Panagon
Documen( Management System with ESRI GIS products.
The <;TI solution will provide the functionality that the City desires in a generic and
commercially supported set of products. Defining relationships between the schemas
of‘ the <;IS database and the document repository spatially enables documents. Map
features and documents are connected through document properties that correspond
to (i.ature attributes in the GIS. We call these associations “links”, and describe our
integration as bci!ig at the schema level. This means that it is not necessarily
required to link each document to each feature. Rather, the link definitions enable
the softuare to associate documents and map features on the fly, yielding a very
robust and llesible integration. GTI interface products include tools for defining and
editing links. In addition, the software can be configured though preferences and
’custom buttons’ that combine several operations into a single step. GTI will work
with City staffduring the pilot to configure the software and to identify and close
gaps in tunctionality through custoniization.
The pilot also provides an opportunity to work with the City’s data. Though our
primary focus will be on extracting value from data that already exists in the DMS
and the GIs. bve will devote some effort to improving and extending the data
rclationsliips between the two systems. This will include developing and executing
scripts to improve ovcrall data quality where practical as well as identifying options
for strengthening data relationships going forward.
System Acceptance by Users
System acceptance is promoted by user participation in the implementation process;
effective training; and by system reliability.
City Attorney Approved DBE Version #04.16.02
Exhibit “A” - Page 4 of 17
llser participation is needed both to insure that we get the technology right and to
foster e\'entual system acceptance. We recommend establishment of focus group of
end users that \Gill review and advise we go through the implementation process.
The plan for the pilot depends significaiitly on participation by the Project Team and
the User Focus Group.
Well planned training that is relevant to users is also an important key to system
acceptance. <t 1'1 offers several standard training classes including IDM for ArcIMS,
IDM for Arc(; :S and IDM for ArcIMS System Administrators. We will customize
the two end ~1.w classes and to train both the end users and the system administrators
in this lirst p1ilx.e of your implementation. In the process: we propose to enable the
City to perforll-1 future end user trainings on an in-house basis. We believe our
existing IDM for ArcIMS Administrator Training will meet the City's needs without
customization. Administering IDM for ArcGIS is simple enough that training can be
pro\ ided informally throughout the pilot.
To be acceptable to users: any system must be reliable and software maintenance and
technical support are critical to system reliability. The project plan provides for an
initially high I.::.cI of support that gradually diminishes to a standard level. GTI will
be on-site e\'e!':' day during the initial system shakedown period. Following this, the
City will opcr;:;e the software during an acceptance period with immediate access to
(3'1'1 resources io resolve any problems that arise. Following formal system
acceptance. Ci ; i will provide unlimited phone and email support and timely bug
fives during a Lvarranty period. After the warranty period, standard support will be
available in several foinis as outlined in our proposal.
City Attorney Approved DEE Version #04.16.02
Exhibit "A" - Page 5 of 17
GTI Roles manager Has overall responsibility for GTI
deliverahles; point of contact for
official communication; maintains
project plan and journal; provides
hi-weekly status reports.
Works with the City staff throughout
the pilot to refine requirements and
configure the solution.
Produces customized training
materials; provides training to end
uses and to City staff who will
provide training in the future.
Customizes the software; provides
technical support.
Training
Specialist :-
Jeff Hecht
Bruce Cranfill,
Jeff Hecht
Bruce Cranfill
Dr. Ravi Narasimhan,
Dr. Heinz Bierman
~
PI......-
I
City Roles
I Project
~ Coordinator
bet- b---- Administrator
Administrator
hiner
Has overall responsibility for
facilitating cooperation between GTI
and City staff; point of contact for
official communication.
Provides access to Panagon; assists
in data analysis.
Provides access to GIS data; assists
in data analysis.
Key administrators and department
heads behind the project that guide
implementation; responsible for
system review and acceptance.
End users who participate in the
pilot to review the user interface and
training materials.
Assists in develooment of training I materials; learns to provide training;
assists in training delivery.
To Be Determined
To Be Determined
To Be Determined
To Be Determined
To Be Determined
To Be Determined
City Attorney Approved DBE Version #04.16.02
Exhibit "A" - Page 6 of 17
Tasks and Deliverables
1. Project Kickoff
GTI meets with the project team to lay the groundwork for the GIS/DMS link
implementation. The goals of the kickoff will include:
o Introductions of project personnel
0
o
o
o
o
o Establish issue tracking procedures
Identify key roles within the prqject team including project coordinator for the
City. s! stem administrator(s, and lead trainer
Establisl; lines of communication, and project tracking procedures
1~’nmilixize GTI with working environment; establish logins for GTI staff
I’rescniir: ion and refinement ofthe project plan to resolve scheduling conflicts
Identily project risks and mitigation measures
Deliverables:
G Meeting Notes
o Updated Prqject Plan
2. Project Management
G’II will develo-, and continuously maintain a project plan that defines the work and
describes ho\v tile tasks will be executed. Planning will begin with a definition of the
specific ~ork to be performed and other constraints and goals that define and bind the
pro,ject.
Thc prqject plan will include the following elements:
Work Breakdown Structure
Sequence of tasks to be performed
DeliLcrables associated with the project
Dependency relations between tasks
Resources required for performing each task
Schedule of all tasks to be performed
Time Budget for performing each task
‘I ask Deliverables
Revie~./revisioii/acceptance steps to insure quality
The plan will be continuously updated throughout the project.
The project plan will serve as GTl’s basis for the project’s monitoring, controlling,
and reporting activities. By following the project plan and gathering relevant data for
stat~is niectings and reports, information will be available to accurately identify issues
and probleim early. minimize project risks. and monitor. control, and report progress.
Prqject tracking will define processes to:
City Attorney Approved DEE Version #04.16.02
Exhibit “A” - Page 7 of 17
o Track and monitor prqject activities to measure actual performance vs.
planned performance.
Review and communicate status and future actions on both a formal and
informal basis.
o
o Monitor and mitigate potential problems. thus reducing the likelihood of
occuri-cnc‘e.
o Establisl-t a change management process to control changes to the project’s
objecti\ c:;. specifications. and overall definition.
Establish an issue tracking process to ensure that a central repository for
prqject issues is maintained and that they are addressed in a timely fashion.
o CiTI will develop and provide the following for review by the City:
o A status report which will be submitted to City staff for review on a
biweekly basis.
Crcai.: an email distribution list for delivery of the biweekly status report
to bc , lelivered on every Friday afternoon to appropriate staff and team
men:mx
o Maintain a journal of all project activities including meetings, phone and
email communications and identification and resolution of issues.
o
o
Deliverables:
o Prqject Plan
o Prqject Journal
o Bi-m.ecl<ly Status Reports
3. Pilot Project
The pilot pro.jcct focuses on the three success factors identified in Section 1 -
Integration ‘Iechnology. Quality and Completeness of Link Data, and User
Acceptance of the System. We address the Integration Technology through
configuration and customization of the out-of-the-box products. We address Link
Data Quality directly by processing both GIs and DMS data through semi-automated
means and indirectly by identifying the best manual methods for further
improveinent. We propose to w~ork with Nobel Systems to provide a data services
option for improving the link data. The pilot is designed to foster user acceptance by
~ncluding end tisers in a review and recommendation capacity with respect to both
technology and training development.
3.1. Initial Software Installation
City Attorney Approved DEE Version #04.16.02
Exhibit “A” ~ Page 8 of 17
Bruce Cranfill performs an initial installation and configuration of both the
web and desktop products. The City System Administrator(s assist,
performing the work when possible.
3.2. Link Design
CiTI will work with the project team to analyze relationships between the GIS
and thc DMS and will create GDL files.
Lklixrahlc:;:
o (;DL Files
3.3. Link Data Improvement
The data will be processed through semi-automated means to improve the quality
of link ticlds. For example. if some records have empty link fields in Panagon
but can he related to corresponding records in the GIS via an alternate
rclationship. the empty fields in Panagon would be populated with corresponding
did values in the GIS. Also: the data will be examined for format errors in link
fields that can be corrected through an algorithm (e.g. inserting or removing
dashes or concatenating link values from other fields). The level of improvement
resulting froiii these processes will be assessed.
Deliverable::
c Imnrcwd link data
3.4. Evaluation of Manual Data Improvement Options
Michael Samuel of Nobel Systems assists in evaluating manual methods for
improving link quality. Our goal in this step will be to first identify the best
manual procedures for completinghmproving the link data and second to provide
an option to the City for data services to accomplishing the improvement.
Ikliverables:
o Findings related to link quality
o Semi-automated methods used to improve link quality including
any scripts or programs involved
o Recommended procedures for further improvement by manual
means
o Link Design Document describing:
o Quote for Optional Data Services
This document will provide the City with an option to further
improve link quality through data services.
3.5. Customize OTB User Interface with Configuration Tools and Evaluate
City Attorney Approved DBE Version #04.16.02
Exhibit "A" ~ Page 9 of 17
GTI works with the project team to create custom buttons and to otherwise tailor
the user interface of the two systems to the City’s needs. The result will be
evaluated by the IJser Focus Group.
Delivcrables:
o Configured CUI for Web
o Coiiligured GUI for desktop
3.6. Develop Custom Application Specification
Working \\ i?h the Prqject Team and User Focus Groups, GTI develops a
spccilication that will describe the operation and look and feel of the application.
-Ihe goal wiii be to develop a user interface that is intuitive for end users and that
can be implemented within the time budgeted for customization.
Deli\erables:
o Custom application specification.
3.7. Review/Revise/Accept Custom Application Specification
GTI works with the City through a reviewirevise process until the specification is
acceptcd b! ihe Project Team.
3.8. Customization Application Coding and Testing
Code is de\c,loped and tested in Redlands.
Ikliverables:
o Customized Application Installation
3.9. Re\ie\\-/Revise/Accept Customizations and Configuration
GTI works with the Project Team and User Focus Group through a reviewirevise
process culminating is acceptance of the customization and configuration.
Deliverablcs:
o Final Application Configuration
4. Training Development
This group oftasks develops customized training based on the City’s data and
business processcs and that takes account of any system customizations. We
anticipate that two courses will be developed, generally following our existing
%mdard trainings for the Web and Desktop environments, and that these courses will
correspond to the training envisioned for routine and advanced users referred to in
Section 6 ofthe RFP. We believe OUT existing IDM for ArcIMS Administrator
Training will meet the City’s needs without customization. Administering IDM for
ArcGlS is simple enough that training can be provided informally throughout the
pilot.
City Attorney Approved DEE Version #04.16.02
Exhibit ”A” - Page 10 of 17
These tasks also seek to transfer this ability lo train the lead trainer designated by the
City. The customized training materials will remain with the City so that future
trainings can be performed in-house.
4.1. Review Standard Training with Project Team
GTI reviebvs the standard trainings with the Project Team as a starting point
4.2. Develop Training Customization Plan and Specification
GTI develop.; a plan and specification for training based on the review above.
Ilelivcrables:
n Draii rraining Plan and Specification
4.3. Keview/Kcvise/Accept Training Plan
GTI works with the Project Team and IJser Focus Group through a reviewirevise
process culminating is acceptance of the Training Plan.
Deliverable:
o Final Training Plan and Specification
4.4. Develop Customized Training for Web and Desktop
<;TI de\elnp training materials off-site. Training materials include a training
manual gcnei-ally similar to those for our standard trainings, PowerPoint
prcsentatioc: tutorials. and accompanying data sets (if needed). The City will
o~vn these and will be able to utilize them for in-house trainings if desired.
Ikliverablc:
o Draft Training Materials
4.5. Perform Prototype Training for Web and Desktop
GTI provides prototype training to the Project Team and User Focus Group.
4.6. Review/Kevise/Accept Training Materials
GTI works with the Project Team and User Focus Group through a reviewirevise
process culminating is acceptance of the Training Materials.
Deliverable:
c Training Materials
5. Production Implementation
This group of tasks implements the production system.
5.1. Acceptance Test Procedures Development
GTl works with the Project Team to develop system acceptance test procedures.
1)eliverable:
City Attorney Approved DEE Version #04.16.02
Exhibit "A" - Page 1 1 of 17
o Acceptance Test Document
This document outlines the criteria and procedures for system acceptance.
5.2. Installation
Working with the City‘s system administrator(s, GTI finalizes software
installation.
6. Training Deli\ cry
6.1. Systcm Aiiministration Training
G.1‘1 pro\,it:ics its standard training for system administrators.
6.2. Training Facility Preparation
GTI and the City‘s system administrator(s install software and generally prepare
the City’s training facility for end user training.
6.3. Advanced User Training
Advanced users receive the customized desktop (IDM for ArcGIS) training. GTI
delivers the training in one half day class with the City’s lead trainer.
Delivcrahl;:
o On!: half day training class
6.4. Advanced ilser Training Evaluation
Forms are distributed to students for evaluating the training. GTI summarizes
student feedback.
Deliverable:
o Advanced User Training Evaluation Summary
6.5. Routine liser Training
Routine users are trained in two half day sessions. GTI delivers the training with
the City’s lead trainer.
Dcliverahles:
o T\vo half day training classes.
6.6. Routine User Training Evaluation
Forms are distributed to students for evaluating the training. GTI summarizes
st iident fccd bac k .
Deli\ crahle:
o Koutine User Training Evaluation Summarq
6.7. Training Material Adjustment
City Attorney Approved DBE Version #04.16.02
Exhibit “A” - Page 12 of 17
The City's lead trainer adjusts the training materials in response to student
evaluations.
7. Support
This group of tasks insures quality and a smooth handoff of primary responsibility for
the system from GTI to the City.
7.1. System Shakedown
G'l'l is on-,;irc every day for the first week of production operation in order to
answer iisi~' questions and to trouble shoot any problems that arise. The City's
system ad,^.. liiistrator(s accept primary responsibility for system administration at
the end or [he system shakedown. Bug reporting and technical support
procedures are established at this time.
Deliverable:
Milestone:
o
o System Administration Handoff
Bug Reporting and Technical Support Procedures
7.2. System Ai:ceptance Testing
The City ki-. the option to operate the system for 20 working days following the
system sha!..edoun period before formal acceptance. The system acceptance test
is perform$ :! a1 the end ofthis period.
Milcstoiie:
o System Acceptance
7.3. Bug Fix/Warranty Period
GTI immediately fixes all bugs reported during the bug fix period which begins
with installation and continues through the system acceptance period and beyond
for n total of 45 working days. Thereafter, bugs are handled through ongoing
maintenance and technical support.
7.4. Ongoing Maintenance and Technical Support
Software maintenance and technical support will be provided following the bug
fixkarranty period.
Maintenance is offered for a flat annual fee. Software Maintenance includes bug
lises. functionality enhancements, and ongoing compatibility with new releases
of ArclMS. ArcGlS and Panagon. Maintenance is included in the cost.
Several options exist for technical support.
Standard technical support includes telephone and email support that is made
available on a per incident basis. Authorized users contact GTI for technical
support with a problem or question. A technical support incident is expended if
City Attorney Approved DBE Version #04.16.02
Exhibit "A" - Page 13 of 17
call meets certain criteria. Please see Attachment 3, Technical Support and
Warrant? Policy for details. Technical support incidents are pre-purchased in
groups of IO for a flat fee. On pack of 10 incidents is included in our cost.
On-site technical support is available on a time and materials basis for a flat rate
uith a one daq minimum. Travel expenses are not included in the rate. This
support option is not included in the cost.
On-line technical support via Microsoff's Live Meeting service is available for a
llat rate. Live Meeting enables us to meet with your users via the web. We can
share your ~iscr's desktop to observe problems and to demonstrate solutions
through a qecure communications link. There is no minimum purchase
requirement or travel expense associated with this option. This support option is
not included in the cost.
City Attorney Approved DBE Version #04.16.02
Exhibit "A" - Page 14 of 17
Software Cost
IDM Ihr ESRI GlS Base Cost Base cost for integration deployment $3.495.00
IDM for ESRI CIS Intranet Deployment
IDM fur ESRl GlS shared mer license for 5 users
Base cost for intranet deployment
IO Shared User licenses
$3,495.00
$1 0,345.00
TOTAL SOFTWARE $17,335.00
Upgrades, bug fixes, ongoing compatibility with ArcGIS, ArclMS and
Description I cost I
$4850.00
1 IDM Ibr €SKI (;IS Internet Deplo men1 $3,495.00
I 1
Professional Services Cost
Product Installation
Prqiect Mana, 'Vinrnt
Pro-iect Implcmentation'Data Conversion
Training (Assuiiir 25 users)
Custom Progaiii iii i iy
~ yintenance Costs
2" Year 1 Per year $4850.00 I
Panagon
$1000.00
Per day $ 1000.00 Est. of days 8 $8000.00
Per day $ 920.00 Est. ofdays 28 $25,760.00
Per day $1500.00 Est. ofdays 3 $4,500.00
Perday $1000.00 Est. ofdays 15 $15,000.00
Other Costs - Please List
Custom I raining Development
Technical Support Incident Pack (IO incidents)
On-situ 1 Ccliiiical Siipporr (optional)
On-line Technical Suppol-1 (optional)
Tntal Cost
City Attorney Approved DBE Version #04.16.02
Exhibit "A" - Page 15 of 17
~ Per day $920.00 I Est. of days 17 $15,640.00
Perday $1000.00 1
Per hour $150.00 I
$1,500.00
593,585.00
3"' Year
NOTE: Maintenance costs increase as the number
of licenses increases. Cost is calculated as 15% of
the combined cost of licenses and customization.
Other Costs - Please List
Technical Support Incident Pack (as needed)
~~
~-
-
Per year $4850.00
$1500.00
GTl offered the City a site license option for Si5,OOO.OO. This cost is discounted
$20,000.00 from our standard site license price. A site license would entitle the City to
an unlimited number of user licenses foi all ofthc components of IDM for ESRI GIS.
GT1 extends the option to upgrade to a site licerise for the difference between the
software cost in this scope of work and the originally proposed site license price (is.
$37.665.00). This option will expire on January 1, 2005.
City Attorney Approved DBE Version #04.16.02 Exhibit"Al'-Page 16 of 17
GTI Professional Services Rates
Category RateiHr.
Principal. Consultant. SW Engineer $175.00
Senioi- Analyst. Proprniner $155.00
Anal)si. Traiiicl- $135.00
Assistnnt $105.00
Clerical $65.00
City Attorney Approved DEE Version #04.16.02
Exhibit “A” - Page 17 of 17