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HomeMy WebLinkAboutStaff Report 378-07City of Palo Alto City Manager’s Repor TO: ATTENTION: HONORABLE CITY COUNCIL [l~ CITY MANAGER DEPARTMENT: ADMINISTRATIVE SERVICES DATE:OCTOBER 15, 2007 CMR: 378:07 SUBJECT:APPROVAL OF PROFESSIONAL SERVICESAGREEMENT WITH GEODESY IN THE AMOUNT OF $149,495 FOR DEVELOPMENT SUPPORT OF NEW COMPUTER APPLICATIONS LINKED TO THE GEOGRAPHIC INFORMATION SYSTEM (GIS) RECOMMENDATION Staff recommends that Council approve and authorize the City Manager or his designee to execute the attached agreement in the amount of $149,495 for a professional services a~eement with Geodesy. DISCUSSION The Geographic Information System (GIS) provides accurate citywide property, utility and infrastructure infonr~ation to al! City staff and the public. It is a vital component of the CityWorks initiative for infrastructure management, as well as providing support for several of the City Council’s Top 4 priorities. The GIS is a centra! element of the City’s information infrastructure that has been integrated with several other major information systems including the Police Computer Aided Dispatch System, Records Management System, and the Utilities Computer-Aided Design and Drafting (CADD) system. The services to be provided under this agreement will fm-ther improve the integration of the GIS with these and other systems. Previously, Geodesy implemented DOX, a Document Management System that replaced the Building Optical Disc Storage System (BODS) as the City’s document repository. The Building, Planning, Real Estate, Public Works Engineering Divisions and City Clerk’s office and Fire Department have all adopted DOX as their document management system. Hundreds of thousands of documents that were locked in BODS’ proprietary database have been extracted, indexed, and stored in the open standards database used by DOX, allowing any authorized user to access them from any city computer. Based on this success, the Police Department records, currently stored in the old BODS system, will be extracted to the open DOX system as part of this contract. Also in the public safety area, tools that have been developed to support the Computer Aided Dispatch function will be extended to make real-time incident information available in the City’s Emergency Operations Center, allowing EOC staff to monitor events as they are reported. As the uses of the SAP system for asset management system increase, the ability of SAP to link to the vast database of these assets in the GIS becomes increasingly inaportant. Improved integration between these systems is an important part of this project. Although there are already hundreds of users of Palo Alto’s GIS who derive great value from its CMR:378:07 Page 1 of 2 Although there are already hundreds of users ofPalo Alto’s GIS who derive great value from its tools and data, this pales in comparison to the number of web-based users seeNng the sane information from their PCs at home or in the office. Leveraging mainstream web applications like Google Earth, citizens will be able to access data that they now have to request in person at the Development Center or other City office, resulting in savings to al! involved and dramatically improved customer service. To further enable City staff to take advantage of the GIS, additional training programs will be provided in using the GIS editing tools. As part of this training, improved documentation and help screens will also be developed. These tasks, identified in the attached scope of work, are consistent with the objectives of the GIS Strategic Plan and will improve the system for all GIS users. SOLE SOURCE CONTRACT Geodesy has been instrumental in the development of Palo Alto’s GIS and related applications, including many of the applications previously mentioned. Geodesy’s unique understanding of the City’s specialized GIS system, their experience in developing GIS applications for the City, and their expertise in the City’s GIS software environment make it necessary to render the award as a sole source contract. RESOURCE IMPACT Tasks under this agreement total $149,495. Funds for this project are budgeted in CIP 10215. Based on the Tectmology Fund Strategic Plan, the Enterprise Fund will pay 60 percent and the General Fund will pay 40 percent of the expenses. POLICY IMPLICATIONS This agreement does not represent may change to existing City policies. ENVIRONMENTAL ASSESSMENT Approval of this agreement does not constitute a project under the California Environmental Quality Act (CEQA); therefore, no environmental assessment is required. PREPARED BY: DAVE MATSON GIS Manager, Information Teclmology DEPARTMENTAL HEAD APPROVAL: CITY MANAGER APPROVAL: ATTACHMENTS Attaclament A: Agreement CARL]fEATS Dire~tt6r, Administrative Services /EMILY HAt~,I~ON Assistant City Manager CMR:378:07 Page 2 of 2 ATTACHMENT A C!TY OF Pg_LO ALTO COh-TP-ACT NO. C08124169 AGREEME#~ BETWEEN THE CITY OF PALO ALTO A!qD GEODESY, a Partnership, FOR PROFESSIONAL SERVICES GiS Consultant Services This AGREEMENT is entered into 10/16/2007, by and between the CITY OF PALO ALTO, a chartered city and a municipa! corporation of the State of California (~CITY"), and GEODESY, a Partnership, !ocated at 8 California Street, Suite 650, San Francisco, CA, 94111, ~CONSULTANT") . RECITALS The following recitals are a substantive portion of this Agreement. A. CITY desires to engage a consultant to provide GIS Consultant Services. B. CONSULTANT has represented that it and any subconsuitants have the necessary professiona! expertise, qualifications, and capability, and all required licenses and/or certifications to provide the Services. C. CITY in reliance on these representations desires to engage CONSULTANT to provide the Services as more fully described in Exhibit ~A", Scope of Se~ices, attached to and made a part of this Agreement. D. CONSULTANT has agreed to perform the Services on the terms and conditions contained in this Agreement. covenants, agree: NOW, THEREFORE, in consideration of the recitals, terms, and conditions, this Agreement, the parties AGREEME~ Section i. SCOPE OF SERVICES. CONSULTANT shall perform the Services described in Exhibit "A", Scope of Services, in accordance with the terms and conditions contained in this Agreement. The performance of all Services shall be to the reasonable satisfaction of CITY. SECTION 2. TE~M. The term of this Agreement shall be from the date of its ful! execution to 10/31/2008, unless terminated earlier pursuant to Section 20 of this Agreement. SECTION 3. SCHEDULE OF PERFORMAI~CE. Time is of the essence in the performance of Services under this Agreement. CONSULTANT shall 050310 complete the Services within the term of this Agreement. Any Services for which times for performance are not specified in this Agreement shall be commenced and completed by CONSULT~NT in a reasonably prompt and timely manner based upon the circumstances and direction communicated to the CONS-~mT~T. CITY’s agreement to extend the term or the schedule for performance shal! not preclude recovery of damages for delay if the extension is required due to the fault of CONSULTANT. SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to CONSULTanT for performance of the Services described in Exhibit "A", Scope of Services, including both payment for professional services and reimbursable expenses, shal! not exceed one hundred forty nine thousand four hundred ninety five dollars ($149,495.00). The applicable rates and schedule of payment are set out in Exhibit ~’B", entitled ~COMPENSATION," which is attached to and made a part. of this Agreement. Additional Services, if any, shall be authorized in accordance with and subject to the provisions of Exhibit ~B". CONSULTANT shall not receive any compensation for Additional Services performed without the prior written authorization of CITY. Additional Services shall mean any work that is determined by CITY to be necessary for the proper completion of the Project, but which is not included within the Scope of Services described in Exhibit SECTION 5. INVOICES. In order to request payment, CONSULTANT shal! submit monthly invoices to the CITY describing the services performed and the applicable charges (including an identification of personne! who performed the services, hours worked, hourly rates, and reimbursable expenses), based upon the CONSULTANT’s billing rates (set forth in Exhibit "B") . If applicable, the invoice shal! also describe the percentage of completion of each task. The information in CONSULTANT’s payment requests shal! be subject to verification by CITY. SECTION 6. QUALIFICATIONS/STANDARD OF CARE. Al! of the Services shal! be performed by CONSULTANT or under CONSULTANT’s supervision. CONSULTThNT represents that it possesses the professional and technical personnel necessary to perform the Services required by this Agreement and that the personnel have sufficient skil! and experience to perform the Services assigned to them. CONSULTANT represents that it, its employees and subconsultants have and shal! maintain during the term of this Agreement al! licenses, permits, qualifications, insurance and approvals of whatever nature that are legally required to perform the Services. Al! of the services to be furnished by CONSULTANT under this agreement shall meet the professional standard and quality that prevail among professionals in the same discipline and of similar knowledge and skill engaged in related work throughout California under the same or similar circumstances. 2 050310 SECTION 7. COMPLI_~TCE WITH LAWS. CONSULT~T shall keep itself informed of and in compliance with al! federa!, state and !oca! laws, ordinances, regulations, and orders that may affect in any manner the Project or the performance of the Services or those engaged to perform Services under this Agreement. CONSULTA!{T shal! procure all permits and licenses, pay all charges and fees, and give all notices required by law in the performance of the Services. CONSULTANT shall report immediately to the CITY’s project manager, in writing, any discrepancy or inconsistency it discovers in the laws, ordinances, regulations, orders, and/or guidelines in relation to the Project of the performance of the Services. Al! documentation prepared by CONSULTANT shall provide for a completed project that conforms to all applicable codes, rules, regulations and guidelines that are in force at the time such documentation is prepared. SECTION 8. ERRORS/OM!SSIONS. CONSULTANT shall correct, at no cost to CITY, any and al! errors, omissions, or ambiguities in the work product submitted to CITY, provided CITY gives notice to CONSLVmT.~NT. Requests from the CITY for quick response programming resulting in Software solutions delivered which are not tested for all applications, which the CITY acknowledges as such, are excepted. SECTION 9. Ih~EPENDENT CONTRACTOR. it is understood and agreed that in performing the Services under this Agreement CONSULTANT, and any person employed by or contracted with CONSULTANT to furnish labor and/or materials under this Agreement, shall act as and be an independent contractor and not an agent or employee of the CITY. The manner and means of conducting the Services are the responsibility of and under the control of CONSULTANT, except to the extent they are limited by applicable law and the express terms of this Agreement. CONSULTANT wil! be responsible for employing or engaging all persons necessary to perform the Services. Al! contractors and employees of CONSULTANT are deemed to be under CONSULTANT’S exclusive direction and control.CONSULTANT shall be responsible for their performance. SECTION i0. ASSIGNMENT. The parties agree that the expertise and experience of CONSULTANT are materia! considerations for this Agreement. CONSULTANT shall not assign or transfer any interest in this Agreement nor the performance of any of CONSULTanT’s obligations hereunder without the prior written 3 050310 consent of the city manager. Consent to one assignment will not be deemed to be consent to any subsequent assignment. assignment made without the approva! of the city manager will be void. SECTION llo SUBCOh~P~ACTING. Notwithstanding Section !0 above, CITY agrees that subconsu!tants may be used to complete the Services. The subconsultants authorized by CITY to perform work on this Project are identified in Exhibit "A". CONSULT~_NT shall be responsible for directing the work of the subconsultants and for any compensation due to subconsultants. CITY assumes no responsibility whatsoever concerning such compensation. CONSULTANT shall be fully responsible to CITY for all acts and omissions of a subconsultant. CONSULTANT shall change or add subconsultants only with the prior approval of the city manager or his designee. SECTION 12. PROJECT MANAGEMENT. CONSULTANT will assign Chip Eitzel as the project director to have supervisory responsibility for the performance, progress, and execution of the Services. If circumstances or conditions subsequent to the execution of this Agreement cause the substitution of the project director or any other key personne! for any reason, the appointment of a substitute project director and the assignment of any key new or replacement personne! wil! be subject to the prior written approval of the CITY’s project manager. CONSULTA~NT, at CITY’s request, shall promptly remove personnel who CITY finds do not perform the Services in an acceptable manner, are uncooperative, or present a threat to the adequate or timely completion of the Project or a threat to the safety of persons or property. The city manager will represent CITY for all purposes under this Agreement. Glenn Loo is designated as the project manager for the CITY. The project manager wil! be CONSULTANT’s point of contact with respect to performance, progress and execution of the Services. The CITY may designate an alternate project manager from time to time. SECTION 13. DUTIES of CITY. To assist CONSULTANT in the performance of the Services, CITY wil! furnish or cause to be furnished the specified services and/or documents described in Exhibit ~A" and such other available information as may be reasonably requested by CONSULTANT. SECTION 14. OWNERSHIP OF MATERIALS. All drawings, plans, reports, specifications, calculations, documents, other materials and copyright interests developed or discovered by CONSULTANT or any other person engaged directly or indirectly by CONSULTANT to perform the services required hereunder shall be 4 050310 and remain the property of C!TY without restriction or limitation upon their use. Neither CONSULT_<NT nor its contractors, if any, shall make any of such materials available to any individual or organization without the prior written approva! of the city manager or designee. SECTION 15. AUDITS. CONSULTANT wil! permit CITY to audit, at any reasonable time during the term of this Agreement and for three (3) years thereafter, CONSULTANT’s records pertaining to matters covered by this Agreement. CONSULTANT further agrees to maintain and retain such records for at least three (3) years after the expiration or earlier termination of this Agreement. SECTION !6. INDEMNITY. To the fullest extent permitted by law, CONSULTANT shall protect, indenm.ify, defend and hold harmless CITY, its Council members, officers, employees and agents (each an ~Indemnified Party") from and against any and all demands, claims, or liability of any nature, including death or injury to any person, property damage or any other loss, including all costs-and expenses of whatever nature including attorneys fees, experts fees, court costs and disbursements (~’C!aims~) resulting from, arising out .of or in any manner related to performance or nonperformance by CONSULTANT, its officers, employees, agents or contractors under this Agreement, regardless of whether or not it is caused in part by an Indemnified Party. The acceptance of CONSULTANT’s services and duties by CITY shall not operate as a waiver of the right of indeKunification. The provisions of this Section 16 shall survive the expiration or early termination of this Agreement. SECTION 17. WAIVERS The waiver by eluhe_ party of any breach or violation of any covenant, term; condition or provision of this Agreement, or of the provisions of any ordinance or law, will not be deemed to be a waiver of any other term, covenant, condition, provisions, ordinance or law, or of any subsequent breach or violation of the same or of any other term, covenant, condition, provision, ordinance or law. SECTION 18. INSURANCE. 18.1.CONSULTANT, at its sole cost and expense, shall obtain and maintain, in full force and effect during the term of this Agreement, the insurance coverage described in Exhibit "D". CONSULTANT and its contractors, if any, shall obtain a policy endorsement naming the City of Palo Alto as an additiona! insured under any general liability or automobile policy or policies. 18.2. All insurance coverage required hereunder shall be provided through carriers with Best’s Key Rating Guide 5 050310 ratings of A-:VII or higher which are admitted to transact insurance business in the State of California. Any and al! contractors of CONSULTANT retained to perform Services under this Agreement will obtain and maintain, in full force and effect during the term of this Agreement, identical insurance coverage, naming CITY as an additiona! insured under such policies as required above. 18.3.Certificates evidencing such insurance shall be filed with CITY concurrently with the execution of this Agreement. The certificates wil! be subject to the approva! of CITY’s Risk Manager and will contain an endorsement stating that the insurance is primary coverage and will not be canceled, or materially reduced in coverage or limits, by the insurer except after filing with the Purchasing Manager thirty (30) days’ prior written notice of the cancellation or modification, CONSULTANT shall be responsible for ensuring that current certificates evidencing the insurance are provided to CITY’s Purchasing Manager during the entire term of this Agreement. 18.4.The procuring of such required policy or policies of insurance will not be construed to limit CONSULTANT’s liability hereunder nor to fulfill the indemnification provisions of this Agreement. Notwithstanding the policy or policies of insurance, CONSULTANT will be obligated for the ful! and total amount of any damage, injury, or !oss caused by or directly arising as a result of the Services performed under this Agreement, including such damage, injury, or loss arising after the .Agreement is terminated or the term has expired. SECTION 19. WORKERS’ COMPENSATION. CONSULTANT, by executing this Agreement, certifies that it is aware of the provisions of the Labor Code of the State of California which require every emp!oyer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that Code, andcertifies that it wil! comply with such provisions, as applicable, before commencing and during the performance of the Services. SECTION 20.TERMINATION OR SUSPENSION OF AGREEMENT OR SERVICES. 20.1. The city manager may suspend the performance of the Services, in whole or in part, or terminate this Agreement, with or without cause, by giving ten (i0) days’ prior written notice thereof to CONSULTANT. Upon receipt of such notice, CONSULTANT will immediately discontinue its performance of the Services. 20.2 .CONSULTANT may terminate this Agreement or 050310 suspend its performance of~ the Services by giving ten (i0) days prior written notice thereof to CITY, but only in the event of a substantial failure of performance by CITY. 20.3.Upon such suspension or termination, CONSULTanT shall deliver to the City Manager immediately any and a!l copies of studies, sketches, drawings, computations, and other data, whether or not completed, prepared by CONStVmT~]T or its contractors, if any, or given to CONSULTanT or its contractors, if any, in connection with this Agreement. Such materials will become the property of CITY. 20.4.Upon such suspension or termination by CITY, CONSULTANT will be paid for the Services rendered or materials delivered to CITY in accordance with the scope of services on or before the effective date (i.e., i0 days after giving notice) of suspension or termination; provided, however, if this Agreement is suspended or terminated on account of a default by CONSULTANT, CITY will be obligated to compensate CONSULTANT only for that portion of CONSULTANT’s services which are of direct and immediate benefit to CITY as such determination may be made by the City Manager acting in the reasonable exercise of his/her discretion 20.5. No payment, partial payment, acceptance, or partial acceptance by CiTY wil! operate as a waiver on the part of CITY of any of i~ ._~s rights under this Agreement SECTION 21. NOTICES. All notices hereunder will be given in writing and mailed, postage prepaid, by certified mail, addressed as follows: To CITY:Office of the City Clerk City of Pa!o Alto Post Office Box 10250 Palo Alto, CA 94303 With a copy to the Purchasing Manager. To CONSULT~_NT: Attention of the project director at the address of CONSULTANT recited above SECTION 22.CONFLICT OF INTEREST 22.1.In accepting this Agreement, CONSULTANT covenants that it presently has no interest, and will not acquire any interest, direct or indirect, financia! or otherwise, which would conflict in any manner or degree with the performance of the Services. 7 050310 22.2. CONSULTANT further covenants that, in the performance of this Agreement, it will not employ subconsu!tants, contractors or persons having such an interest. CONSULTANT certifies that no person who has or wil! have any financial interest under this Agreement is an officer or emp!oyee of CITY; this provision will be interpreted in accordance with the applicable provisions of the Palo Alto Municipal Code and the Government Code of the State of California. 22.3.if the Project Manager determines that CONSULT.~NT is a "Consultant" as that term is defined by the Regulations of the Fair Politica! Practices Commission, CONSULTANT shall be required and agrees to file the appropriate financial disclosure documents required by the Palo Alto Municipal Code and the Political Reform Act. SECTION 23. NONDISCRIMINATION. As set forth in Pa!o Alto Municipal Code section 2.30.510, CONSULTANT agrees that in the performance of this Agreement, it shall not discriminate in the employment of any person because of the race, skin color, gender, age, religion, disability, national origin, ancestry, sexual orientation, housing status, marital status, familia! status, weight or height of such person. CONSULTANT acknowledges that it has read and understands the provisions of Chapter 2.28 of the Palo Alto Municipal Code relating to Nondiscrimination Requirements and the penalties for violation thereof, and agrees to meet all requirements of Chapter 2.28 pertaining to nondiscrimination in employment, including completing the form furnished by CITY and set forth in Exhibit "D". SECTION 24. MISCELLANEOUS PROVISIONS. 24.1. This Agreement will be governed by the laws of the State of California. 24.2.In the event that an action is brought, the parties agree that trial of such action will be vested exclusively in the state courts of California or in the United States District Court for the Northern District of California in the County of Santa Clara, State of California. 24.3.The prevailing party in any action brought to enforce the provisions of this Agreement may recover its reasonable costs and attorneys’ fees expended in connection with that action. 24.4. This document represents the entire and integrated agreement between the parties and supersedes all 8 050310 prior negotiations, representations, and contracts, either written or ora!. This document may be amended only by a written instrument, which is signed by the parties. 24.5.The covenants, terms, conditions and provisions of this Agreement will apply to, and will bind, the heirs, successors, executors, administrators, assignees, and CONSULT~_NTs, as the case may be, of the parties. 24.6.If a court of competent jurisdiction finds or rules that any provision of this Agreement or any amendment thereto is void or unenforceable, the unaffected provisions of this Agreement and any amendments thereto will remain in ful! force and effect. 24.7.All exhibits referred to in this Agreement and any addenda, appendices, attachments, and schedules to this Agreement which, from time to time, may be referred to in any duly executed amendment hereto are by such reference incorporated in this Agreement and will be deemed to be a part of this Agreement. 24.8.This Agreement is subject to the fiscal provisions of the Charter of the City of Pa!o Alto and the Pa!o Alto Municipa! Code. This Agreement wil! terminate without any penalty (a) at the end of any fisca! year in the event that funds are not appropriated for the fol!owing fiscal year, or (b) at any time within a fiscal year in the event that funds are only appropriated for a portion of the fisca! year and funds for this Agreement are no !onger available. This Section 24.8 shal! take precedence in the event of a conflict with any other covenant, term, condition, or provision of this Agreement. 9 050310 IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives executed this Agreement on the date first above written. CiTY OF PALO ALTO APPROVED AS TO FORM: Senior Asst. City Attorney APPROVED: Assistant City Manager GEODESY Name: Charles Eitze! Title: Partner (If corporation: President or Vice-President By : Name : Director of Administrative Services INSURANCE REVIEW: Contract Manager Title : (!f corporation: Secretary or Treasurer) Taxpayer Identification No. 94-3191197 (Compliance with Corp. Code § 313 required if the entity on whose behalf this contract is signed is a corporation. In the alternative, a certified corporate resolution attesting to the signator-lauthority of the individuals signing in their respective capacities is acceptable) Attachments: EXHIBIT "A": EXHIBIT "B": EXHIBIT "C": EXHIBIT "D": SCOPE OF SERVICES COMPENSATION INSURANCE NONDISCRIMINATION COMPLIAI~CE FORM !0 050310 Exhibit A Pa~÷ I Scope o~ Wo~-k for Fiscal Year 2007 o 2008 This scope of work describes the tasks to be pedormed by Geodesy in support of the PAGIS project for fiscal year 2007- 2008. Geodesy:s propcsed work pian focuses on support for emergency preparedness and infrastructure management. The total cost for this scope of work is $149,495.00. The cost basis is 1031 hours at the rate of $145.00 per hour. Billing will be on a monthly basis for hours worked. Task 1 : Police ODI Document Extraction Geodesy will extract the Police Department’s document images from their aging ODI document storage system and organize them into folders of multi-page PDF files on the City’s network. This effort will be similar in scope and approach to the BQDS extractions previously performed by Geodesy for the Building, Planning, and Fire departments. The resulting documents will be accessible to Police Department staff by’ browsing the Windows folders and through the existing Dox software. Task 2: EOC Extensions to CADStat This task will extend the City’s existing CADStat application to create a map- centric Windows application to support the City’s Emergency Operations Center (EOC) ability to respond to catastrophic events. In addition to having immediate access to dispatch call and incident data: EOC responders will be able to place on the map resources such as barricades, temporary shelters, and command posts as well as pertinent non-dispatch incident locations such as ATC ratings and bridge coilapses. Task 3: KML Exporter Geodesy will create a KML file exporter for use by Palo Alto’s Encompass applications. The KML exporter will be similar in operation and capability to the existing DXF and Geodatabase exporters. KML files can be imported into and viewed with Google Maps and particularly well with Google Earth. City staff will be able to use Google Earth to view selected GIS data (like parcels, buildings and CIP locations, for example) from an aerial perspective in a context that is not constrained by the city limits. Task 4: Public Participation Using Web Toois Geodesy will extend a page oi Pa!o A’,to’s website to include an embedded Google or \.,, L~I Ea£h mas, and automation (via the Google or Microsoft ,~.,as ~ to display relevant GIS data and allow public groups to create and edit GtS point features such as trees or resident!a! utility shutoff locations, or to provide alerts regarding potholes and graffiti. Access to the page will be controlled by password and administered by the GtS staff. Task 5: Automate Links to Googte Earth and Microsoft Live Images The City’s GIS staff current!y has the ability to manually link building features in the GIS to specific oblique images (aerial photos taken at an angle) on the Google Earth and Microsoft Live 3D imagery websites as related documents. This allows the GIS users to click on a building and then click on the associated link (or links) provided to see aerial photos of the building. This task provides for automation to assist the manual linkage process, making it easier and faster for the GIS staff to find and associate the aerial images with buildings across the City. This will allow the City to better leverage the numerous free, up-to-date photo resources that are available via the Internet. Task 6: Macro Development Under this task, Geodesy will extend the existing set of utility macros to support Utilities Operations activities. Possible macros may include valve card printing for water and gas valves or enhancing the current Waste Water macros to accommodate atypical conditions. Task 7: End-User Training and Documentation This task provides for updates and extensions to the existing GIS administrative and end-user documentation and on-site user training as directed by the City’s GIS staff. Training may be in the form of formal classroom sessions or one-on- one. Task 8: Third Party Integration Under this task, Geodesy will automate the import, geocoding, and update of the Public Works Accela-based permit information into a managed feature class in the GIS. Both updates to existing records and the addition of new records wi!l be supported. Public Works will be responsible for defining a permit CSV file format and routinely extracting the Accela data. The City will be upcrading their S, This ’~’~.~s:,( provides time to track the changes as mey pe4ain to existing S A ~ ~r,.-.,-.., Jr__~,compass integrations and to make aiterations as requ~re~d. :a~,x 10: Dox Utilities Under this task, Geodesy will continue to add software utilities i,q suppo~ of Paio Alto’s interim document management system, Oox. For example, Geodesy might create an application to allow the GIS staff to bulk-edit keywords stored in the PDF files in some or all of the Dox folder trees. Task 11" RegFree CADStat In this task, Geodesy will make the existing CADStat application "reg-free" (free of the use of the Windows Registry) so that it can be more easily installed and administered by the City’s GtS staff. Most significantly, reg-free allows network security to be increased across the City while still allowing the GIS applications to automatically receive the latest updates. This is similar to the effort applied to the DoxView application in FY 06-07 and a step on the path towards making a!l of the GIS applications reg-free. Task 12: Planning Projectauppor," This task provides ten hours per month to support Planning Department special projects. Possible activities may include enhancements to the Parcel Report, macro development for routine polygonal analysis, and reconciling databases such as the Historic Inventory with the GIS. Task13" Surrounding Jurisdiction Data Import Automation Geodesy will develop macros to routinely convert and import parcel and street centerline data from San Mateo County and Santa Clara County. The addition of the surrounding jurisdiction data will support public safety mutual aid in adjacent jurisdictions and extend the coverage of the GIS for reports such as notification mailing labels. Exhibit B Tcsk 3 4 5 6 7 8 9 ]0 11 12 13 Descriotion m~’U,~Cost Police ODI Dccumen~ Extraction i65 23,925 EOC Extensions to CADStat 180 25,1C0 KML Exporter 70 10,150 Public Participation Using Web Tools 100 14,500 Automate Links to Google Earth and Microsoft Live Imag,40 5,800 Macro Development 40 5,800 End-User Training and Documentation 60 8,700 Third Party Integration 60 8,700 SAP Integration 16 2,320 Dox Utilities 80 ] 1,600 RegFree CADStat 40 5,800 Planning Project Support 120 17,400 Surrounding Jurisdiction Data Import Automation 60 8,700 Total:1031 149,495 Billing rate: $!45 per hour Page EXHIBIT C INSURANCE REQUIREMENTS CONTRACTORS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERM OF THE CONTRACT OBTAIN AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE SPECIFIED BELOW, AFFORDED BY COMPANIES WITH A BEST’S KEY RATING OF A-:VII, OR HIGHER, LICENSED OR AUTHORIZED TO TRANSACT INSURANCE BUSINESS IN THE STATE OF CALIFORNIA. AWARD IS CONTINGENT ON COMPLIANCE WITH CI~’S INSURANCE REQUIREMENTS, AS SPECIFIED, BELOW: REQUIRED YES YES YES YES NO TYPE OF COVERAGE REQUIREMENT MINIMUM LIMITS EACH OCCURRENCE AGGREGATEI WORKER’S COMPENSATION I STATUTORYAUTOMOBILE LIABILITY t STATUTORY BODILY INJURY COMPREHENSIVE GENERAL LIABILITY, INCLUDING PERSONAL INJURY, BROAD FORM PROPERTY DAMAGE BLANKET CONTRACTUAL, AND FIRE LEGAL LIABILITY COMPREHENSIVE AUTOMOBILE LIABILITY, INCLUDING, OWNED, HIRED, NON-OWNED PROPERTY DAMAGE BODILY INJURY&PROPERTY DAMAGE COMBINED. BODILYINJURY EACH PERSON EACH OCCURRENCE PROPERTY DAMAGE BODILYINJURYANDPROPERTY DAMAGE, COMBINED ALL DAMAGES PROFE’~SIONAL LIABILITY, INCLUDING, ERRORS AND OMISSIONS, MALPRACTICE (WHEN APPLICABLE), AND NEGLIGENT PERFORMANCE Sl,OOO,OO0 $1,000,000 $1,000,000 $300,000 $300,000 $300,000 $300,000 $300,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $300,000 $300,000 $300,000 $300,000 $300,000 YES THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED: PROPOSER, AT ITS SOLE COST AND EXPENSE, SHALL OBTAIN AND MAINTAIN, IN FULL FORCE AND EFFECT THROUGHOUT THE ENTIRE TERM OF ANY RESULTANT AGREEMENT, THE INSURANCE COVERAGE HEREIN DESCRIBED, INSURING NOT ONLY PROPOSER AND ITS SUBCONSULTANS, IF ANY, BUT ALSO, WITH THE EXCEPTION OF WORKERS’ COMPENSATION, EMPLOYER’S LIABILITY AND PROFESSIONAL INSURANCE, NAMING AS ADDITIONAL INSURES CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, AND EMPLOYEES. INSURANCE COVERAGE MUST INCLUDE: Ao A PROVISION FOR A WRITTEN THIRTY DAY ADVANCE NOTICE TO CITY OF CHANGE IN COVERAGE OR OF COVERAGE CANCELLATION; AND go A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE FOR CONTRACTOR’S AGREEMENT TO INDEMNIFY CITY -SEE SECTION TBD, SAMPLE AGREEMENT FOR SERVICES. II.SUBMIT CERTIFICATE(S) OF INSURANCE EVIDENCING REQUIRED COVERAGE, OR COMPLETE THIS SECTION AND IV THROUGH V, BELOW. Ao NAME AND ADDRESS OF COMPANY AFFORDING COVERAGE (NOT AGENT OR BROKER): NAME, ADDRESS, AND PHONE NUMBER OF YOUR INSURANCE AGENT/BROKER: POLICY NUMBER(S): DEDUCTIBLE AMOUNT(S) (DEDUCTIBLE AMOUNTS tN EXCESS OF $5,000 REQUIRE CITY’S PRIOR APPROVAL): AWARD IS CONTINGENT ON COMPLIANCE WITH CITY’S INSURANCE REQUIREMENTS, AND PROPOSER’S SUBMITTAL OF CERTIFICATES OF INSURANCE EVIDENCING COMPLIANCE WITH THE REQUIREMENTS SPECIFIED HEREIN. IV.ENDORSEMENT PROVISIONS, WITH RESPECT TO THE INSURANCE AFFORDED TO "ADDITIONAL INSURES" A.PRIMARY COVERAGE WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED INSURED, INSURANCE AS AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT ADDITIONAL TO OR CONTRIBUTING WITH ANY OTHER INSURANCECARRIED BY OR FOR THE BENEFIT OF THE ADDITIONAL INSURES. B.CROSS LIABILITY THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSURES UNDER THE POLICY SHALL NOT, FOR THATREASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED AGAINST ANOTHER,BUT THIS ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS, SHALLNOT INCREASE THE TOTAL LIABILITY OF THE COMPANY UNDER THIS POLICY~ C.NOTICE OF CANCELLATION IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY REASON OTHER THAN THE NON-PAYMENTOF PREMIUM, THE ISSUING COMPANY SHALL PROVIDE CITY AT LEASTA THIRTY (30) DAY WRI’Ft’EN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON- PAYMENT OF PREMIUM, THE ISSUING COMPANY SHALL PROVIDE CITY AT LEAST A TEN (10) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION. PROPOSER CERTIFIES THAT PROPOSER’S INSURANCE COVERAGE MEETS THE ABOVE REQUIREMENTS: THE INFORMATION HEREIN iS CERTIFIED CORRECT BY SIGNATURE(S) BELOW. SIGNATURE(S) MUST BE SAME SIGNATURE(S) AS APPEAR(S) ON SECTION !1, ATTACHMENT A, PROPOSER’S INFORMATION FORM. Firm: Signature: Name: Geodesy t.. Charles Eitzel (Pdnt or type name) (Print or type name) Signature: Name: NOTICES SHALL BE MAILED TO: PURCHASING AND CONTRACT ADMINISTRATION CITY OF PALO ALTO P.O. BOX 10250 PALO ALTO, CA 94303. Deh~ll the be!ow named CORPORATION, and that they are ~.,,o,l_..d to execute same foi" and oi~ behalf of said CORPORATION. Corporation Name (type or pdnt) By: Title: By: Title: Date: Date: 050310