HomeMy WebLinkAboutStaff Report 391-09TO: HONORABLE CITY COUNCIL
FROM: CITY MANAGER DEPARTMENT: UTILITIES
DATE: OCTOBER 5, 2009 CMR: 391:09
REPORT: CONSENT
SUBJECT: Approval of a Utilities Enterprise Fund Contract with CAD Masters, Inc. in
an Amount Not to Exceed $995,398 for a Geospatial Design and Management
Solution Project to Maintain Electric, Water, Gas, Wastewater, Fiber Optic,
Traffic Signal, and Street Light Data -Capital Improvement Program WS-
02014-502 and EL-02011-501
RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or his designee to
execute the attached contract with CAD Masters, Inc. (Attachment A) in a total not to exceed
amount of $904,907 for the development and implementation of a Geospatial Design and
Management Solution Project and first year support & maintenance.
Staff also recommends that Council approve and authorize the City Manager or his designee to
negotiate and execute one or more change orders to the contract with CAD Masters, Inc. for
additional services that may be required during the data conversion, interface customization, and
project deployment portions ofthe project, the total value of which shall not exceed $90,491.
DISCUSSION
Currently the Utilities Department is maintaining the data for electric, water, gas, wastewater,
fiber optic, traffic signal, and street light utilities on various databases or systems: the electric
data is maintained in 4DataLink System; fiber optic, street light, water, & gas data are
maintained in AutoCAD drawing format; and traffic signal & wastewater data utilize the City
Enterprise Geographical Information System (GIS). The scope of work to be performed under
the contract is for the development and implementation of a single geospatial design and
management system platform for all utilities managed by the Utilities Department.
The goal of this project is to interface the various utility data sources into one common platform
using the existing GIS database as the sole repository of all City of Palo Alto Utilities
infrastructure data and to achieve general GIS viewing querying and analysis capabilities.
CMR: 391:09 Page 1 of3
The creation of a unified database to store and manage all Utility infrastructure will improve the
efficiency for viewing all utility information in one place, allow multi-users to update utility
features at the same time, avoid duplicated drafting effort in updating utility information on
different maps within any particular utility, increase design productivity and preparation of
construction documents, facilitate timely updates of the system maps, maintain the connectivity
model using Topobase software, perform spatial analysis, support the construction workflow and
project collaboration with engineering delivery, field crews, and asset management personnel
and others across the entire utility, and ensure public and workers' safety by having more precise
record drawings to improve the accuracy of Underground Services Alert (USA) markings to
prevent construction dig-ins.
S ummaryo fS r . o ICltatlOn P rocess
Proposal DescriptionlNumber Geospatial Design and Management Solution Project!
RFP 132135
Proposed Length of Project 18 months
Number of Proposals Mailed 8
Total Days to Respond to Prop 19
Pre-proposal Meeting Date July 23, 2009
Number of Company Attendees at Pre-12
proposal Meeting
Number of Proposals Received: 3
Company Name Location (City, State) Selected for oral interview?
1. Autodesk, Inc. San Rafael, CA Yes
2. CAD Masters, Inc. Walnut Creek, CA Yes
3. Infosys Plano, TX No
Range of Proposal Amounts Submitted $837,136 to $941,040
Utilities staff have worked closely with the Information Technology (LT.) staff to prepare the
scope of services. LT. staff was also involved in reviewing and ranking the proposals.
Three proposals were received and two firms were interviewed. CAD Masters, Inc. was selected
based on its demonstrated understanding of the project's objectives. CAD Masters, Inc. is a
reputable local company that has outstanding experience in the industry and its staff possesses
excellent technical qualifications. This company is familiar with the City'S existing Enterprise
GIS and current CAD Standards. In addition, it proposed a timely development and
implementation plan for a design and data management solution to allow the City to benefit from
the new system within twelve months.
RESOURCE IMPACT
Funds for this project are available in the WGW (WBS Element WS-02014-502) and Electric
(WBS Element EL-02011-50l) Funds Capital Improvement Program budgets.
POLICY IMPLICATIONS
This recommendation is consistent with the Council-approved Utilities Strategic Plan Key
Strategy #3, Streamline and manage business processes to allow CPAU to work efficiently and
cost-effectively.
CMR: 391:09 Page 2 of3
ENVIRONMENTAL REVIEW
This project does not meet the definition of a "project" under California Public Resources Code
Section 21065, thus California Environmental Quality Act (CEQA) review is not required.
ATTACHMENTS
A. Contract
B. Proposal
C. Selection Criteria
PREPARED BY:
APPROVED BY:
DEPARTMENT APPROVAL:
CITY MANAGER APPROVAL:
CMR: 391:09
~ilvia Santos, Project Engineering .f'.:f"~m Thompson, Senior Power Engineer
~~~ag~
Assistant Director, Engineering
Page 3 of3
ATTACHMENT A
CITY OF PALO ALTO CONTRACT NO.: Cl0132135
AGREEMENT BETWEEN THE CITY OF PALO ALTO AND
CAD MASTERS, INC.
FOR PROFESSIONAL SERVICES
GEOSPATIAL DESIGN AND MANAGEMENT SOLUTION PROJECT
This AGREEMENT is entered into on this 5th day of October, 2009, by and between
the CITY OF PALO ALTO, a California chartered municipal corporation ("CITY"), and CAD
MASTERS, INC., a California corporation, located at 1111 Civic Center Drive, Suite 130, Walnut
Creek, California ("CONSULTANT").
RECITALS
The following recitals are a substantive portion of this Agreement.
A. CITY intends to create a unified database to store and manage all Utility infrastructure
(including electric, water, gas, wastewater, and fiber optic) ("Project") and desires to engage a
consultant to create the unified database in connection with the Project ("Services").
B. CONSULTANT has represented that it has the necessary professional 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", attached to and made a part of this Agreement.
NOW, THEREFORE, in consideration of the recitals, covenants, terms, and conditions, this
Agreement, the parties agree:
AGREEMENT
SECTION 1. SCOPE OF SERVICES. CONSULTANT shall perform the Services described in
Exhibit "A" 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. TERM.
The term of this Agreement shall be from the date of its full execution through completion of the
services in accordance with the Schedule ofPerfonnance attached as Exhibit "B" unless terminated
earlier pursuant to Section 19 of this Agreement.
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SECTION 3. SCHEDULE OF PERFORMANCE. Time is ofthe essence in the performance of
Services under this Agreement. CONSULTANT shall complete the Services within the term of this
Agreement and in accordance with the schedule set forth in Exhibit "B", attached to and made a part
ofthis Agreement. Any Services for which times for performance are not specified in this Agreement
shall be commenced and completed by CONSULTANT in a reasonably prompt and timely manner
based upon the circumstances and direction communicated to the CONSULTANT. CITY's
agreement to extend the term or the schedule for performance shall 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 ofthe Services described in Exhibit "A", including both payment
for professional services and reimbursable expenses, shall not exceed Nine Hundred Four Thousand
Nine Hundred Seven Dollars ($904,907.00). In the event Additional Services are authorized, the
total compensation for services and reimbursable expenses shall not exceed Ninety Thousand Four
Hundred Ninety One Dollars ($90,491.00). The applicable rates and schedule of payment are set out
in Exhibit "C-l ", entitled "HOURLY RATE SCHEDULE," 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 "C". 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 "A".
SECTION 5. INVOICES. In order to request payment, CONSULTANT shall submit monthly
invoices to the CITY describing the services performed and the applicable charges (including an
identification of personnel who performed the services, hours worked, hourly rates, and reimbursable
expenses), based upon the CONSULTANT's billing rates (set forth in Exhibit "C-l ''). If applicable,
the invoice shall also describe the percentage of completion of each task. The information in
CONSULTANT's payment requests shall be subj ect to verification by CITY. CONSULT ANT shall
send all invoices to the City's project manager at the address specified in Section 13 below. The City
will generally process and pay invoices within thirty (30) days of receipt.
SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All of the Services shall be
perfonned by CONSULTANT or under CONSlJLT ANT's supervision. CONSULTANT represents
that it possesses the professional and technical personnel necessary to perform the Services required
by this Agreement and that the personnel have sufficient skill and experience to perform the Services
assigned to them. CONSULTANT represents that it, its employees and sub consultants, if permitted,
have and shall maintain during the term of this Agreement all licenses, permits, qualifications,
insurance and approvals of whatever nature that are legally required to perform the Services.
All 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.
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SECTION 7. COMPLIANCE WITH LAWS. CONSULT ANT shall keep itself informed of and
in compliance with all federal, state and local 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. CONSULTANT shall procure all permits and licenses, pay all
charges and fees, and give all notices required by law in the performance of the Services.
SECTION 8. ERRORS/OMISSIONS. CONSULTANT shall correct, at no cost to CITY, any and
all errors, omissions, or ambiguities in the work product submitted to CITY, provided CITY gives
notice to CONSULTANT. If CONSULT ANT has prepared plans and specifications or other design
documents to construct the Project, CONSULTANT shall be obligated to correct any and all errors,
omissions or ambiguities discovered prior to and during the course of construction of the Project.
This obligation shall survive termination of the Agreement.
SECTION 9. COST ESTIMATES. If this Agreement pertains to the design of a public works
project, CONSULTANT shall submit estimates of probable construction costs at each phase of
design submittal. If the total estimated construction cost at any submittal exceeds ten percent (10%)
of the CITY's stated construction budget, CONSULTANT shall make recommendations to the CITY
for aligning the PROJECT design with the budget, incorporate CITY approved recommendations,
and revise the design to meet the Project budget, at no additional cost to CITY.
SECTION 10. INDEPENDENT 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 ofthe CITY.
SECTION 11. ASSIGNMENT. The parties agree that the expertise and experience of
CONSlJLT ANT are material considerations for this Agreement. CONSULT ANT shall not assign or
transfer any interest in this Agreement nor the performance of any of CONSUL T ANT's obligations
hereunder without the prior written consent of the city manager. Consent to one assignment will not
be deemed to be consent to any subsequent assignment. Any assignment made without the approval
of the city manager will be void.
SECTION 12. SUBCONTRACTING.
CONSULT ANT shall not subcontract any portion ofthe work to be performed under this Agreement
without the prior written !lUthorization of the city manager or designee.
CONSULTANT shall be responsible for directing the work of any subconsultants and for any
compensation due to subconsultants. CITY assumes no responsibility whatsoever concerning
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 13. PROJECT MANAGEMENT.
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CONSULTANT will assign Michelle Selfas the
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project manager to have supervisory responsibility for the performance, progress, and execution of
the Services and Paul Petrowsky as the project technical manager to rept:esent CONSULTANT
during the day-to-day work on the Project. If circumstances cause the substitution of the project
director, project coordinator, or any other key personnel for any reason, the appointment of a
substitute project director and the assignment of any key new or replacement personnel will be
subject to the prior written approval of the CITY's project manager. CONSULTANT, at CITY's
request, shall promptly remove personnel who CITY [mds 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's proj ect manager is Silvia Santos, Utilities Department, Purchasing Division, 1007 Elwell
Court, Palo Alto, CA 94303, Telephone:650-566-4520. The project manager will 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 14. OWNERSHIP OF MATERIALS. Upon delivery, all work product, including
without limitation, all writings, drawings, plans, reports, specifications, calculations, documents,
other materials and copyright interests developed under this Agreement shall be and remain the
exclusive property of CITY withoutrestriction or limitation upon their use. CONSULT ANT agrees
that all copyrights which arise from creation of the work pursuant to this Agreement shall be vested
in CITY, and CONSULTANT waives and relinquishes all claims to copyright or other intellectual
property rights in favor ofthe CITY. Neither CONSULTANT nor its contractors, if any, shall make
any of such materials available to any individual or organization without the prior written approval of
the City Manager or designee. CONSULTANT makes no representation of the suitability of the
work product for use in or application to circumstances not contemplated by the scope of work.
SECTION 15. AUDITS. CONSULTANT will 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 16. INDEMNITY.
16.1. To the fullest extent permitted by law, CONSULTANT shall protect,
indemnitY, 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
("Claims") 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.
16.2. Notwithstanding the above, nothing in this Section 16 shall be construed to
require CONSULTANT to indemnitY an Indemnified Party from Claims arising from the active
negligence, sole negligence or willful misconduct of an Indemnified Party.
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16.3. The acceptance of CONSULTANTs services and duties by CITY shall not
operate as a waiver of the right of indemnification. The provisions of this Section 16 shall survive
the expiration or early tennination of this Agreement.
SECTION 17 . WAIVERS. The waiver by either party of any breach or violation of any covenant,
tenn, condition or provision ofthis Agreement, or of the provisions of any ordinance orlaw, will not
be deemed to be a waiver of any other tenn, covenant, condition, provisions, ordinance or law, or of
any subsequent breach or violation of the same or of any other tenn, 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 tenn of this Agreement, the insurance coverage described in Exhibit "D".
CONSULT ANT and its contractors, if any, shall obtain a policy endorsement naming CITY as an
additional insured under any general liability or automobile policy or policies.
18.2. All insurance coverage required hereunder shall be provided through carriers
with AM Best's Key Rating Guide ratings of A-:Vll or higher which are licensed or authorized to
transact insurance business in the State of California, Any and all contractors of CONSULTANT
retained to perfonn 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 additional
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 will be subject to the approval 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 CONSULT ANT'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 full and total amount of any damage, injury, or loss 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. TERMINATION OR SUSPENSION OF AGREEMENT OR SERVICES.
19.1. 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 (10) days prior written notice
thereof to CONSULTANT. Upon receipt of such notice, CONSULTANT will immediately
discontinue its performance of the Services.
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19 .2. CONSULTANT may tenninate this Agreement or suspend its perfonnance of
the Services by giving thirty (30) days prior written notice thereofto CITY, but only in the event of a
substantial failure of perfonnance by CITY.
19.3. Upon such suspension or tennination, CONSlJLTANT shall deliver to the
City Manager immediately any and all copies of studies, sketches, drawings, computations, and other
data, whether or not completed, prepared by CONSULTANT 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.
19.4. Upon such suspension or tennination 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., 10 days after giving notice) of suspension or tennination; provided,
however, ifthis Agreement is suspended or terminated on account ofa 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 detennination may be made by
the City Manager acting in the reasonable exercise ofhislher discretion
19.5. No payment, partial payment, acceptance, or partial acceptance by CITY will
operate as a waiver on the part of CITY of any of its rights under this Agreement.
SECTION 20. 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 Palo Alto
Post Office Box 10250
Palo Alto, CA 94303
With a copy to the Purchasing Manager
To CONSULTANT: Attention of the project director
at the address of CONSULTANT recited above
SECTION 21. CONFLICT OF INTEREST.
21.1. In accepting this Agreement, CONSULT ANT covenants that it presently has
no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which would
conflict in any manner or degree with the perfonnance of the Services.
21.2. CONSlJLT ANT further covenants that, in the perfonnance of this Agreement,
it will not employ subconsuitants, contractors or persons having such an interest. CONSULTANT
certifies that no person who has or will have any financial interest under this Agreement is an officer
or employee of CITY; this provision will be interpreted in accordance with the applicable provisions
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of the Palo Alto Municipal Code and the Government Code of the State of California.
21.3. If the Project Manager determines that CONSULTANT is a "Consultant" as
that tenn is defined by the Regulations of the Fair Political Practices Commission, CONSULTANT
shall be required and agrees to file the appropriate fmancial disclosure documents required by the
Palo Alto Municipal Code and the Political Reform Act.
SECTION 22. NONDISCRIMINATION. As set forth in Palo Alto Municipal Code section
2.30.510, CONSULTANT certifies 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, familial status,
weight or height of such person. CONSULTANT acknowledges that it has read and understands the
provisions of Section 2.30.510 of the Palo Alto Municipal Code relating to Nondiscrimination
Requirements and the penalties for violation thereof, and agrees to meet all requirements of Section
2.30.510 pertaining to nondiscrimination in employment.
SECTION 23. ENVIRONMENTALLY PREFERRED PURCHASING. The City of Palo Alto
is a green business and works to purchase and provide products in an environmentally sustainable
manner. CONSULTANT will use production methods that reduce waste and environmentally toxic
products, as well as have less packaging. CONSULTANT will adhere to the standard that printed
materials will be, at a minimum, printed on 30% post consumerrecycled paper with vegetable based
ink. The designer will check with the project manager to discuss the maximum recycled content
paper available for each project. FSC (Forest Stewardship Council) certified paper that is "process
free" is preferred. CONSULTANT will use methods that reduce energy use and thus the carbon
footprint for the development, production and delivery of products. CONSULTANT shall adhere to
the City's Environmentally Preferred Purchasing policies as may be amended from time to time.
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 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. The prevailing party shall be entitled to recover an amount equal to the fair market value of
legal services provided by attorneys employed by it as well as any attorneys' fees paid to third
parties.
24.4. This document represents the entire and integrated agreement between the
parties and supersedes all prior negotiations, representations, and contracts, either written or oral.
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
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to, and will bind, the heirs, successors, executors, administrators, assignees, and consultants 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 full 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
Palo Alto and the Palo Alto Municipal Code. This Agreement will terminate without anypenalty (a)
at the end of any fiscal year in the event that funds are not appropriated for the following fiscal year,
or (b) at any time within a fiscal year in the event that funds are only appropriated for a portion of the
fiscal year and funds for this Agreement are no longer available. This Section 24.8 shall take
precedence in the event of a conflict with any other covenant, term, condition, or provision ofthis
Agreement.
24.9. The individuals executing this Agreement represent and warrant that they have
the legal capacity and authority to do so on behalf of their respective legal entities.
24.10 All unchecked boxes do not apply to this agreement.
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 CAD MASTERS, INC.
City Manager By: lJ.M"V n.u a.tt<"~~ "
APPROVED AS TO FORM:
Name: b rt~\o.! t3 U cJ'" S ( e r
Title: \J,' Le.. -P .. e { ~ J e I(lt
Senior Asst. City Attorney
Attachments:
EXHIBIT "A":
EXHIBIT "B":
EXHIBIT "C":
EXHIBIT "C-l ":
EXHIBIT "D":
SCOPE OF WORK.
SCHEDULEOFPERFO~CE
COMPENSA nON
SCHEDULE OF RATES
INSURANCE REQUIREMENTS
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Exhibit A
Scope of Work
All features and requirements defined in the RFP 132135 "Attachment C -Scope of
Work" are included in consultant's proposed solution even if not specifically reiterated
here.
Consultant shall assess current conditions and make detailed recommendations for program
speCifications and data model configuration to meet the goals of CPAU as defined in the RFP.
Objectives include:
• Gain a clear understanding of CPAU, its disciplines, and project work.
• Gain a clear understanding of current organizational structure and business processes.
• Gain a clear understanding of existing CPAU technologies and data.
• Refine the proposed solution model, as needed, based on the experience and vision of key
CPAU staff members.
This process shall identify the best mapping engine to replace 4DataLink. Topobase Electric is
selected for this application since it, like Autodesk Utility Design, runs within AutoCAD Map 3D. It
is important that key tasks for which 4DataLink is used are duplicated and/or improved upon
while continuing to operate inside an AutoCAD framework. Topobase provides a server and client
side application programming ioterface (API) which will allow us to make necessary program
feature additions and modifications.
Consultant shall verify functionality of event driven synchronization (e.g. job posting, feature
edits) of Topobase's native Oracle database with the GIS database as well as a direct link to the
GIS database using Autodesk's Feature Data Object (FDO) provider. Consultant shall provided a
second BLOB field within the GIS database to maximize performance and compatibility of the
systems. Consultant shall provide evaluation using linked servers for a portion of the data access
between the SQL Server database and the disparate systems currently in use within CPAU. A
linked server configuration allows Microsoft SQL Server to execute commands against OLE DB
data sources. Since the client side application must attach to the SQL Server database this is not
a viable alternative for data synchronization to the Topobase database. Other methods will be
detailed to handle this portion of the data access.
Required Input:
• Interviews with various CPAU staff -CMI will need to interview staff members to get a better
idea of the job descriptions and flow of work between staff members and between
departments.
• Sample Data -CMI will need access to the existing CPAU base maps and the Enterprise GIS to
gain a clear understanding of existing data.
• Current CAD Standards -Any and all program development will incorporate the existing
standards for CAD drawings.
• Review of assets owned -Our recommendations will leverage owned assets so that new
technology purchases will avoid redundancy.
CPAU Geospatial Design and Management Solution Project
Deliverables:
• Documented specifications for configuration/customization of Autodesk Topobase for the
various utility departments' needs.
• Documented program specifications for any custom applications required to interface with the
GIS or to automate the conversion of eXisting data.
• Documented recommendations for CAD standards, workflow, and processes to ensure success
with the new systems.
• Complete listing of all software and hardware acquisitions required with seat costs, quantities,
and extension.
Timeline and Division of Work:
CMI shall dedicate all available project resources to this data collection and review process.
Meetings, Milestones and Checkpoints:
CPAU shall review Consultant's progress to date schedule. CPAU and Consultant shall meet on an
as needed basis to discuss this progress, desired changes, and budget conformance. This phase
will be iterative and will continue until agreement has been reached on the specifications and
deliverables for the entire project.
CPAU shall approve of the solution(s) specifications delivered in Task 1 per the following
processes: data model refinement, application development, Topobase customization, and CAD
standards refinement. Migration of data bounded by the "86" 4DL Electric Map will also
commence at this time in preparation for the Proof of Concept at the end of this phase. The Proof
of Concept will include all utilities.
Objedives/deliverables include:
• Implementation of replacement software for 4DataLink with software customizations, as
needed, to limit application feature loss as part of this transition.
• Customization of Topobase data models and implementation of Topobase within the
department divisions to handle asset management.
• Development and implementation of CAD standards to help maintain data integrity and quality
in any data transfer operation between CAD and GIS. This will include development of vertical
product drafting and object styles within the respective AutoCAD platforms.
• Development of "round-trip" GIS/CAD tools for preliminary! deSign, construction and as-built
data along with check-out and check-in procedures from within the existing AutoCAD vertical
products.
• Development of user friendly applications to add, edit, and delete the GIS data store records
directly via FDO from within the various AutoCAD platforms that support Autodesk's FDO
provider. Implement Topobase data models.
• Integration of business processes within the new data management system.
• Integration of the Autodesk Utility Design work-order system.
• Integration of electric data, accounts, stores and HR modules in SAP as specified in Task 2.6.
• Migration of data bounded by the "86'! 4DL Electric Map.
• Provide a compelling proof of solution concept which includes all utilties.
• Provide a software rollout strategy.
CPAU Geospatial Design and Management Solution Project Page 2 of 14
Meetings, Milestones and Checkpoints:
CPAU shall be provided opportunities to review consultant's progress throughout Task 2.
Consultant shall meet initially to collect additional information and data and then periodically to
discuss progress towards completion, any desired changes, and budget conformance. Iterations
of the Proof of Concept shall be provided as changes are required.
No rollout of any application shall occur during this phase unless CPAU deems it reasonable to do
so prior to full data migration.
Data Merge, Model Creation &: Network Connectivity (Tasks 3-6)
The data migration that began as part of Task 2 in a limited area will be completed for all
remaining CPAU data during this phase. Consultant shall utilize SAFE Software's FME product to
convert existing databases to the GIS data structure. Where possible when converting AutoCAD
based data consultant may create custom tools to automate the accurate transfer of geometry
and annotation.
Network connectivity for the various systems will be established within Topobase in order to
leverage the application feature set and speed the delivery of the data models. Where applicable,
custom plug-ins will be created to speed these tasks. Tools will be created to build system
connectivity for new facilities, while following connectivity rules, as they are added.
Our objectives! deliverables include:
• All CPAU data merged into Enterprise GIS.
• Ability to directly access from within AutoCAD Map 3D based applications all GIS data.
.• Create tools for addition of an independent utility system model.
• Deliver data comparison tools for gas values and fire hydrants between AutoCAD and GIS
data.
• Create and/or validate connectivity for each CPAU disdpline as necessary.
• Deliver connectivity tools to meet the requirements of each diSCipline.
• Collect input from IT regarding deployment reqUirements or backbone infrastructure issues to
ensure successful deployment.
• Begin application deployment and training to CPAU staff members.
Completion of Phases 4 and 5 (Tasks 7, 8, and 9) concurrently by discipline.
Timeline and Division of Work:
Tasks 3-8 shaH be performed concurrently by discipline. Tasks 3-6, shall be handled by the Data
Integration and Training Team. The Application Development Team shall handle Tasks 7 and 8
concurrently. Each team shall work on one discipline at a time, so that live data and functional
design tools can be rolled out to each discipline as they are completed. Training for the staff in
each diSCipline, Task 9 shall occur immediately following the completion and rollout of each
diSCipline.
CPAU Geospatial Design and Management Solution Project Page 3 of 14
Data Integration Team (Phase 3) Application Dev. Team (Phase 4)
Data Migration, Integration (Task 3-4)
GIS Model Creation (Task 5)
Data Connectivity/Validation (Task 6)
Documentation of Procedures
and Workflow (Task 9)
Development of Course (TasK 9)
Curriculum for that Discipline
Development of CADD Tools
and Desktop Publishing Tools
GIS Extensions
Integration of Outside Systems
QA/QC of Applications
Documentation of Programs
Data Integration Team (Phase 5)
Deployment and Training for Discipline
Technical Support and Additional Programming as Necessary
Repeat the Above for next Discipline
(Task 7)
(Task 8)
(Task 8)
(Task 9)
The order of the disciplines will be agreed upon in advance by both CMI and CPAU. A preliminary
work order would be as follows:
Electric
Traffic Signal
Wastewater
Water
Gas
Fiber OptiC / Street Light / Cathodic Protection
Each discipline shall receive deployment and training immediately upon completion of that
discipline's tool set and data migration.
Meetings, Milestones and Checkpoints:
It is important that as this portion of the project ramps up that CMI staff interface with CPAU staff
to ensure we have the latest data and to provide CMI staff an opportunity to see the project from
a CPAU perspective. CPAU will be provided opportunities to review our progress throughout this
phase. We will meet to discuss that progress, any desired changes, and budget conformance. As
each discipline is completed and rolled out, progress will be reviewed and lessons learned will be
applied to future disciplines.
CADD Tools and Desktop Publishing (Task 7): Leveraging customization capabilities of
AutoCAD Map 3D and Topobase shall be provided to CPAU in document production. In this phase,
CMI shall create appropriate tool sets to automate these processes.
Objectivesl deliverables include:
• Extend AutoCAD Map 3D's existing block book map page creation to automatically create the
map book styles required by the various. divisions of CPAU.
• Identify or create a customizable report interface to allow maximum flexibility in CPAU
reporting processes.
• Deliver tools to extract utilities information from the Enterprise GIS with automatic placement
into the customary CPAU service orders.
CPAU Geospatial Design and Management Solution Project Page 4 of 14
• Follow-up to Phase 3 (Task 2): Modify the Autodesk Utility Design work order system
information to be shared across the network.
• Deliver drafting tools for WGW engineering to speed document creation processes. CMI
Standards Manager provides built-in functions to speed document production and will also be
leveraged to deliver tools to WGW through an intuitive and user-friendly interface. CMI Tools
for Civil 3D 2010 will also be provided to help speed engineering design tasks.
• Deliver automated service order routines for the differing types of service requests. Drafting
macros will be incorporated with direct element links to CPA stores inventory. CMI Standards
Manager will again playa role in organizing and delivering this production system to CPAU
staff.
• Automate the list of materials generation for project design and work orders.
GIS Extensions and Outside Systems Integration (Task 8): Solution development for Task
8 includes linking external database sources to the Enterprise GIS database.
Objectives/ deliverables include:
• Creation of an SAP notification system with automated extraction of work order data to SAP.
CPAU has requested a direct tie between SAP material inventories to service orders. Since
SAP does not allow direct access to its tables we may need to dump this data periodically into
the GIS database. CMI will investigate the possibilities and determine the most effective
methods for development.
• Identify or create an application to replace the functionality of WGW engineering's Document
Retrieval System. Look for data link opportunities to expand this functionality.
• Create a mobile work order system and data collection system to complete as-built GIS
records and develop in-office procedures to dump this data and print final as-built service
orders. Since this process will occur late in the project schedule we will wait to specify exact
system specifications but will provide an antiCipated not to exceed cost for this task. This will
allow us to choose from the most recent hardware and software solutions in the marketplace
at that time.
• Trimble provides support for GPS data dump direct to AutoCAD Civil 3D. This solution will be
tested and implemented.
• The only current standalone engineering application within CPAU that allows GIS data import
is MWH Soft H20map. Direct links may not be possible but a variety of data import options
are available that would allow periodic data dumps as new projects begin. These options will
be explored and most effective methods will be detailed and implemented.
• ICOM3-DSS software currently accepts data dumps from the Enterprise GIS as Shape files.
We may be able to further automate this task but the staff at ICOMMM does not believe that
direct data links provide a significant advantage over the current environment. ICOMMM has
provided us with the exact data format used in the current systems translation. We will
review this information and provide a final solution that meets CPAU needs.
Timellne and Division of Work:
This phase of development will be handled by Paul's Application Development Team and will
happen concurrently with Phase 3 (Tasks 3-6) being handled by Drew's Data Integration Team.
The tools required will be created one discipline at a time, so that deployment and training can
happen for that discipline immediately upon completion of the development for that discipline. As
described previously, our timeJine detail is as follows:
CPAU Geospatial Design and Management Solution Project Page 5 of 14
Data Integration Team (Phase 3)
Data Migration, Integration (Task 3-4)
GIS Model Creation (Task 5)
Data Connectivity/Validation (Task 6)
Documentation of Procedures
and Workflow (Task 9)
Development of Course (Task 9)
Curriculum for that Discipline
Application Team (Phase 4)
Development of CADD Tools
and Desktop Publishing Tools
GIS Extensions
Integration of Outside Systems
QA/QC of Applications
Documentation of Programs
Data Integration Team (Phase 5)
Deployment and Training for Discipline
Technical Support and Additional Programming as Necessary
Repeat the Above for next Discipline
Meetings, Milestones and Checkpoints:
(Task 7)
(Task 8)
(Task 8)
(Task 9)
CPAU shall be provided opportunities to review consultant's progress throughout this phase.
Consultant shall meet initially to collect additional information and data and then periodically to
discuss progress towards completion, any deSired changes, and budget conformance. Iterations
of the Proof of Concept will be provided as changes are required.
In this phase consultant shall develop and execute a comprehensive training curriculum.
Objectives include:
• Final clarification and documentation of tasks at each staff level within each discipline to
ensure quality training.
• Develop a custom curriculum for each utility and staff level, complete with materials that will
incorporate all workflows, processes and standards developed during the project.
• Develop and test a final deployment configuration of the new technologies and custom
applications to be used on each workstation throughout CPAU.
Execute staff training and complete software deployment.
• Provide support resources as necessary to CPAU Staff to ensure their success.
• Have CPAU Staff bring all data not covered as part of this proposal fully current and verified
within the new system. CMI will assist as requested.
Required Input:
• Input from IT regarding deployment requirements or backbone infrastructure issues to ensure
successful deployment.
Deliverables:
• Modularized courses with outlines and complete course materials. Each module will address a
specific utility and/or staff level. Curriculum will incorporate real-world project data sets
whenever possible.
• Execution of training.
• Deployment of software.
CPAU Geospatial Design and Management Solution Project Page 6 of 14
Timeline and Division of Work:
This phase of implementation will be handled by Data Integration and Training Team. As the
tasks in Phase 3 and 4 are completed for each specific discipline, that discipline's staff shall
receive training and software deployment. CPAU shall dictate the priority of disciplines in the
rollout and each discipline shall be completed and deployed prior to moving to the next discipline.
Consultant shall be dedicated to assisting the deployed disciplines so that they are as productive
as possible as the remainder of the disciplines come on board. Improvements to tools shall be
provided as requested by the deployed disciplines in order to ensure their satisfaction and success
with the new system. Support and additional training will be delivered immediately and as
necessary to deployed disciplines to ensure their success.
CMI shall be available for ongoing support and maintenance of the CPAU applications and staff.
CPAU shall be required to purchase Autodesk Subscription annually for all of Autodesk assets as
well as CMI Standards Manager Subscription.
CPAU Geospatial Design and Management Solution Project Page 7 of 14
SCHEDULE
Phase 1 -Assessment & Recommendations
1. Interview and Audit Existing Conditions
2. Research and Develop Proposed Solution
3. Iteration and Acceptance
Phase 2 -Development of Proposed Solution
1. Develop Replacement for 4DataLink
2. Implement Check-In and Check-Out
3. Develop Direct CAD/GIS roundtrip Data App
4. Integrate AUD Workorder System
5. Integrate SAP and Other Systems
6. CAD Standards Development / Update
7. Integrate Business Processes
8. Integrate Water and Gas Data
9. Proof of Concept
10. Iteration and Acceptance
Phase 3 -Data Integration
1. Task 3 -Data Integration Electric, Traffic, WW
2. Task 4 -Data Integration for Water and Gas
3. Task 5 -GIS Model Creation for Fiber Optic,
Street Light, Cathodic Protection, and New
4. Task 6 -Network Connectivity
Phase 4 -CADD Tools and Outside Systems Integration
1. Task 7 -CADD Tools and Desktop Publishing
2. Task 8 -GIS Extensions and Outside Systems
Integration
3. QAlQC of Applications
Phase 5 -Documentation and Training
1. Documentation of Procedures and Workflow
2. Documentation of Programs
3. Development of Course Curriculum
4. Execution of CPAU Staff Training
5. Ongoing Support for Deployed Disciplines
6. Additional Programming for Deployed
Disciplines
LEGEND:
2 3 4 5 6 7 8 9 10 11 12
~ Multi-Discipline Task
_ Electric Discipline Task
_ Traffic Discipline Task
... Wastewater Discipline Task
---•
",...----,"---""
Water Discipline Task
Gas Discipline Task
Fiber Optic, Street Light, & Cathodic Protection Task
Meetings between CMI and CPAU
CPAU Geospatial Design and Management Solution Project
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CPAU Geospatial Design and Management Solution Project
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See Rate Sheet for Detail
CPAU Geospatial Design and Management Solution Project
Develop Comparative Analysis Tools (Task 4) Assistant Project Manager 40 $150 $6,000 I r--~~~~~~
$125 Programmer I Engineer 80 $10,000 i
CAD Designer 40 $75 $3,0001
Sub-Total Not To Exceed Task 4 Task 4 $27,000
Create Fiber Optic, Street Light, and Cathodic Protection Models Project Manager 16 $200 $3,200
(Tasks 5.1-5.3) Assistant Project Manager 16 $150 $2,400
Engineer 160 $125 $20,000
CAD Designer 80 $75 $6,000
Develop Tools to Create New Models (Task 5.4) Project Manager 8 $200 $1,600
(utilizing Topobase functionality) Assistant Project Manager 8 $150 $1,200
Engineer 40 $125 $5,000
CAD Designer (Testing) 8 $75 $600
Sub-Total Not To Exceed Task 5 Task 5 $40.000
Provide Tools to Build and Add Connectivity (Tasks 6.1 & 6.2) Project Manager 8 $200 $1,600
Assistant Project Manager 8 $150 $1,200
Programmer I Engineer 80 $125 $10,000
~~~~~~
CAD DesiQner (Testing) 16 $75 $1,200
Convert and Complete Electric Connectivity (Task 6.3) Project Manager 40 $200 $8,000
Assistant Project Manager 40 $150 $6,000
f~~~~ Programmer I Engineer 80 $125 $10,000 i
~. CAD Designer 40 $75 $3,000 i
Review and Complete Connectivity for Wastewater (Task 6.6) Project Manager 40 $200 $8,000 I
Assistant Project Manager 40 $150 $6,000 I
Programmer I Engineer 80 $125 $10,000
CAD Designer 40 $75 $3,000 I
~... ---1
Create Connectivity for Gas, Water, Project Manager 40 $200 $8,000 I
Fiber Optic, and Street Lights (Tasks 6.4, 6.5-6.8) Assistant Project Manager $150 I 40 $6,000 ,
Programmer I Engineer 80 $125 $10,000 i
CAD Designer 80 $75 $6,OOO!
Travel and Living Expenses $140/night for hotel only 5 $140 $700
Sub-Total Not To Exceed Task 6 Task 6 $98,700
Total Not To Exceed Phase 3 (Tasks 3-6) $205,700
CPAU Geospatial Design and Management Solution Project
CPAU Geospatial Design and Management Solution Project
for Al! of the Above
Total Not To Exceed Phase 6 First Year and Maintenance
Total Not to Exceed ALL P ALL TASKS
..
CPAU Geospatial Design and Management Solution Project
CPAU Geospatial Design and Management Solution .Project
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EXHIBITD
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 AM 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 CITY'S INSURANCE REQUIREMENTS AS SPECIFIED BELOW' , ,
MINIMUM LIMITS
REQUIRED TYPE OF COVERAGE REQUIREMENT EACH
OCCURRENCE AGGREGATE
YES WORKER'S COMPENSATION STATUTORY
YES EMPLOYER'S LIABILITY STATUTORY
BODILY INJURY $1,000,000 $1,000,000
YES GENERAL LIABILITY, INCLUDING
PERSONAL INJURY, BROAD FORM PROPERTY DAMAGE $1,000,000 $1,000,000
PROPERTY DAMAGE BLANKET
CONTRACTUAL, AND FIRE LEGAL BODILY INJURY & PROPERTY DAMAGE $1,000,000 $1,000,000
LIABILITY COMBINED.
BODILY INJURY $1,000,000 $1,000,000 -EACH PERSON $1,000,000 $1,000,000 -EACH OCCURRENCE $1,000,000 $1,000,000
YES AUTOMOBILE LIABILITY, INCLUDING
ALL OWNED, HIRED, NON-OWNED PROPERTY DAMAGE $1,000,000 $1,000,000
BODILY INJURY AND PROPERTY $1,000,000 $1,000,000
DAMAGE, COMBINED
YES PROFESSIONAL LIABILITY,
INCLUDING. ERRORS AND
OMISSIONS, MALPRACTICE (WHEN
APPLICABLE), AND NEGLIGENT
PERFORMANCE ALL DAMAGES $1,000,000
YES THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED: CONTRACTOR, 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 CONTRACTOR AND
ITS SUBCONSUL TANTS, IF ANY, BUT ALSO, WITH THE EXCEPTION OF WORKERS' COMPENSATION, EMPLOYER'S
LIABILITY AND PROFESSIONAL INSURANCE, NAMING AS ADDITIONAL INSUREDS CITY, ITS COUNCIL MEMBERS,
OFFICERS, AGENTS, AND EMPLOYEES.
I. INSURANCE COVERAGE MUST INCLUDE:
A. A PROVISION FOR A WRITIEN THIRTY DAY ADVANCE NOTICE TO CIfY OF CHANGE IN COVERAGE OR. OF-
COVERAGE CANCELLATION; AND
8. A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE FOR CONTRACTOR'S
AGREEMENT TO INDEMNIFY CITY.
C. DEDUCTIBLE AMOUNTS IN EXCESS OF $5,000 REQUIRE CITY'S PRIOR APPROVAL.
II. CONTACTOR MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED COVERAGE.
III. ENDORSEMENT PROVISIONS, WITH RESPECT TO THE INSURANCE AFFORDED TO "ADDITIONAL INSUREDS"
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 INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE ADDITIONAL INSUREDS.
B. CROSS LIABILITY
Rev. 11107
EXHIBITD
INSURANCE REQUIREMENTS
THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER THE POLICY
SHALL NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED A~AINST ANOTHER,
BUT THIS ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS, SHALL NOT INCREASE THE TOTAL
LIABILITY OF THE COMPANY UNDER THIS POLICY.
C. NOTICE OF CANCELLATION
1. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY REASON OTHER THAN THE
NON-PAYMENT OF PREMIUM, THE ISSUING COMPANY SHALL PROVIDE CITY AT LEAST A THIRTY
(30) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION.
2. 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.
NOTICES SHALL BE MAILED TO:
Rev. 11107
PURCHASING AND
CONTRACT ADMINISTRATION
CITY OF PALO ALTO
P.O. BOX 10250
PALO ALTO, CA 94303.
ATTACHMENT B
Geospatial Design and Management Solution Project
of Work
All features and requirements defined in the RFP "Attachment C -Scope of Work" are
included in our proposed solution even if not specifically reiterated here. The following
Work Plan expands on topics that require additional detail and addresses CMI's ability and plan to
complete these tasks within the proposed budget and timeline.
In this phase we will assess current conditions and make detailed recommendations for program
specifications and data model configuration to meet the goals of CPAU as defined in the RFP. Our
objectives include:
• Gain a clear understanding of CPAU, its disciplines, and project work.
• Gain a clear understanding of current organizational structure and business processes.
Gain a clear understanding of existing CPAU technologies and data.
• Refine the proposed solution model, as needed, based on the experience and vision of key
CPAU staff members.
A key element of this process will be identifying the best mapping engine to replace 4DataUnk.
Currently, we believe Topobase Electric is the best choice for this application since it, like
Autodesk Utility Design, runs within AutoCAD Map 3D. It is important that key tasks for which
4DataLink is used are duplicated and/or improved upon while continuing to operate inside an
AutoCAD framework. Topobase provides a server and client side application programming
interface (API) which will allow us to make necessary program feature additions and
modifications.
We will verify functionality of event driven synchronization (e.g. job posting, feature edits) of
Topobase's native Oracle database with the GIS database as well as a direct link to the GIS
database using Autodesk's Feature Data Object (FDO) provider. We anticipate a second BLOB
field may be required within the GIS database to maximize performance and compatibility of the
systems. Additionally, we will evaluate using linked servers to provide a portion of the data
access between the SQL Server database and the disparate systems currently in use within CPAU.
A linked server configuration allows Microsoft SQL Server to execute commands against OLE D8
data sources. Since the client side application must attach to the SQL Server database this is not
a viable alternative for data synchronization to the Topobase database. Other methods will be
detailed to handle this portion of the data access.
Required Input:
• Interviews with various CPAU staff CMI will need to interview staff members to get a better
idea of the job descriptions and flow of work between staff members and between
departments.
• Sample Data -CMI will need access to the existing CPAU base maps and the Enterprise GIS to
gain a clear understanding of existing data.
• Current CAD Standards -Any and all program development will incorporate the existing
standards for CAD drawings.
• Review of assets owned Our recommendations will leverage owned assets so that new
technology purchases will avoid redundancy.
CPAU Geospatial Design and Management Solution Project Page 1 of 14
Deliverables:
• Documented specifications for configuration/customization of Autodesk Topobase for the
various utility departments' needs.
• Documented program specifications for any custom applications required to interface with the
GIS or to automate the conversion of existing data.
• Documented recommendations for CAD standards, workflow, and processes to ensure success
with the new systems.
Complete listing of all software and hardware acquisitions required with seat costs, quantities,
and extension.
Timeline and Division of Work:
In order to move quickly at the commencement of the project CMI will dedicate all available
project resources to this data collection and review process. Our intent here is to build our team
synergy rapidly by immersing our project staff in the issues and create a sense of urgency for the
delivery of the solutions that carries through the life of the project.
Meetings, Milestones and Checkpoints:
CPAU will have the opportunity to review progress to date. We will meet to discuss that progress,
any desired changes, and budget conformance. This phase will be iterative and will continue until
agreement has been reached on the specifications and deliverables for the entire project.
Upon CPAU approval of the solution(s) specifications delivered in Phase 1, the following processes
will commence: data model refinement, application development, Topobase customization, and
CAD standards refinement. Migration of data bounded by the "B6" 4DL Electric Map will also
commence at this time in preparation for the Proof of Concept at the end of this phase. The Proof
of Concept will include all utilties.
Our objectivesjdeliverables include:
• Implementation of replacement software for 4DataLink with software customizations, as
needed, to limit application feature loss as part of this transition.
• Customization of Topobase data models and implementation of Topobase within the
department divisions to handle asset management.
• Development and implementation of CAD standards to help maintain data integrity and quality
in any data transfer operation between CAD and GIS. This will include development of vertical
product drafting and object styles within the respective AutoCAD platforms.
Development of "round-trip" GIS/CAD tools for preliminary, design, construction and as-built
data along with check-out and check-in procedures from within the existing AutoCAD vertical
products.
• Development of user friendly applications to add, edit, and delete the GIS data store records
directly via FDO from within the various AutoCAD platforms that support Autodesk's FDO
provider. Implement Topobase data models.
• Integration of business processes within the new data management system.
Integration of the Autodesk Utility Design work-order system.
Integration of electric data, accounts, stores and HR modules in SAP as specified in Task 2.6.
• Migration of data bounded by the "B6" 4DL Electric Map.
Provide a compelling proof of solution concept which includes all utilties.
Provide a software rollout strategy.
CPAU Geospatial Design and Management Solution Project Page 2 of 14
Timeline and Division of Work:
Our Application Development Team, with Paul Petrowsky as Project Manager, will tackle the bulk
of the items in this phase. Our Data Integration and Training Team, with Drew Burgasser as
Project Manager, will handle the migration of the data set bounded by"B6". The teams will work
concurrently, testing each other's work product as they move forward. Drew's team will also
begin documentation during this phase.
Meetings, Milestones and Checkpoints:
CPAU will be provided opportunities to review our progress throughout this phase. We will meet
initially to collect additional information and data and then periodically to discuss progress
towards completion, any desired changes, and budget conformance. Iterations of the Proof of
Concept will be provided as changes are required.
No rollout of any application will occur during this phase unless CPAU deems it reasonable to do
so prior to full data migration.
Data Merge, Model Creation & Network Connectivity (Tasks 3-6)
The data migration that began as part of Phase 2 in a limited area will be completed for all
remaining CPAU data during this phase. We plan to utilize SAFE Software's FME product to
convert existing databases to the GIS data structure. Where possible when converting AutoCAD
based data we will create custom tools to automate the accurate transfer of geometry and
annotation.
Network connectivity for the various systems will be established within Topobase in order to
leverage the application feature set and speed the delivery of the data models. Where applicable,
custom plug-ins will be created to speed these tasks. Tools will be created to build system
connectivity for new faCilities, while following connectivity rules, as they are added.
Our objectivesjdeliverables include:
• All CPAU data merged into Enterprise GIS.
Ability to directly access from within AutoCAD Map 3D based applications all GIS data.
Create tools for addition of an independent utility system model.
• Deliver data comparison tools for gas values and fire hydrants between AutoCAD and GIS
data.
Create and/or validate connectivity for each CPAU discipline as necessary.
Deliver connectivity tools to meet the requirements of each discipline.
• Collect input from IT regarding deployment requirements or backbone infrastructure issues to
ensure successful deployment.
Begin application deployment and training to CPAU staff members.
• Completion of Phases 4 and 5 (Tasks 7, 8, and 9) concurrently by discipline,
Timeline and Division of Work:
Tasks 3-8 will be performed concurrently by discipline. This Phase 4, Tasks 3-6, will be handled
by Drew's Data Integration and Training Team. Paul's Application Development Team will tackle
Tasks 7 and 8 concurrently (See Phase 4), The teams will work on one discipline at a time, so
that live data and functional design tools can be rolled out to each discipline as they are
completed. Training for the staff in each diScipline, Task 9 (See Phase 5) will occur immediately
following the completion and rollout of each discipline.
CPAU Geospatial Design and Management Solution Project Page 3 of 14
. Concurrently
Drew's Team (Phase 3)
Data Migration, Integration (Task 3-4)
GIS Model Creation (Task 5)
Data Connectivity/Validation (Task 6)
Documentation of Procedures
and Workflow (Task 9)
Development of Course (Task 9)
Curriculum for that Discipline
Paul's Team (Phase 4)
Development of CADD Tools
and Desktop Publishing Tools
GIS Extensions
Integration of Outside Systems
QA/QC of Applications
Documentation of Programs
Drew's Team (Phase 5)
Deployment and Training for Discipline
Technical Support and Additional Programming as Necessary
Repeat the Above for next Discipline
(Task 7)
(Task 8)
(Task 8)
(Task 9)
The order of the disciplines will be agreed upon in advance by both CMI and CPAU. A preliminary
work order would be as follows:
Electric
Traffic Signal
Wastewater
Water
Gas
Fiber Optic I Street Light I Cathodic Protection
Because we do not want migrated, current data to become stale, it is critical that each discipline
receive their deployment and training immediately upon completion of that discipline's tool set
and data migration.
Meetings, Milestones and Checkpoints:
It is important that as this portion of the project ramps up that CMI staff interface with CPAU staff
to ensure we have the latest data and to provide CMI staff an opportunity to see the project from
a CPAU perspective. CPAU will be provided opportunities to review our progress throughout this
phase. We will meet to discuss that progress, any desired changes, and budget conformance. As
each discipline is completed and rolled out, progress will be reviewed and lessons learned will be
applied to future disciplines.
CADD Tools and Desktop Publishing (Task 7): Leveraging customization capabilities of
AutoCAD Map 3D and Topobase will provide an instant benefit to CPAU in document production.
In this phase of our solution development, CMI will create appropriate tool sets to automate these
processes.
Our objectives/deliverables include:
Extend AutoCAD Map 3D's existing block book map page creation to automatically create the
map book styles required by the various divisions of CPAU.
Identify or create a customizable report interface to allow maximum flexibility in CPAU
reporti ng processes.
CPAU Geospatial Design and l'1anagement Solution Project Page 4 of 14
Deliver tools to extract utilities information from the Enterprise GIS with automatic placement
into the customary CPAU service orders.
Follow-up to Phase 3 (Task 2): Modify the Autodesk Utility Design work order system
information to be shared across the network.
Deliver drafting tools for WGW engineering to speed document creation processes. CMI
Standards Manager provides built-in functions to speed document production and will also be
leveraged to deliver tools to WGW through an intuitive and user-friendly interface. CMI Tools
for Civil 3D 2010 will also be provided to help speed engineering design tasks.
Deliver automated service order routines for the differing types of service requests. Drafting
macros will be incorporated with direct element links to CPA stores inventory. CMI Standards
Manager will again playa role in organizing and delivering this production system to CPAU
staff.
Automate the list of materials generation for project design and work orders.
GIS Extensions and Outside Systems Integration (Task 8): Solution development for Task
8 includes linking external database sources to the Enterprise GIS database.
Our objectives/deliverables include:
Creation of an SAP notification system with automated extraction of work order data to SAP.
CPAU has requested a direct tie between SAP material inventories to service orders. Since
SAP does not allow direct access to its tables we may need to dump this data periodically into
the GIS database. CMI will investigate the possibilities and determine the most effective
methods for development.
Identify or create an application to replace the functionality of WGW engineering's Document
Retrieval System. Look for data link opportunities to expand this functionality.
Create a mobile work order system and data collection system to complete as-built GIS
records and develop in-office procedures to dump this data and print final as-built service
orders. Since this process will occur late in the project schedule we will wait to specify exact
system specifications but will provide an anticipated not to exceed cost for this task. This will
allow us to choose from the most recent hardware and software solutions in the marketplace
at that time.
Trimble provides support for GPS data dump direct to AutoCAD Civil 3D. This solution will be
tested and implemented.
The only current standalone engineering application within CPAU that allows GIS data import
is MWH Soft H20map. Direct links may not be possible but a variety of data import options
are available that would allow periodic data dumps as new projects begin. These options will
be explored and most effective methods wili be detailed and implemented.
ICOM3-DSS software currently accepts data dumps from the Enterprise GIS as Shape files.
We may be able to further automate this task but the staff at ICOMMM does not believe that
direct data links provide a significant advantage over the current environment. ICOMMM has
provided us with the exact data format used in the current systems translation. We will
review this information and provide a final solution that meets CPAU needs.
Timeline and Division of Work:
This phase of development will be handled by Paul's Application Development Team and will
happen concurrently with Phase 3 (Tasks 3-6) being handled by Drew's Data Integration Team.
The tools required will be created one discipline at a time, so that deployment and training can
happen for that discipline immediately upon completion of the development for that discipline. As
described previously, our timeline detail is as follows:
CPAU Geospatial Design and Management Solution Project Page 5 of 14
FcCCg,ncurrent':yl'~'i:.,~),?t /'Jl":ri
Drew's Team (Phase 3)
Data Migration, Integration (Task 3-4)
GIS Model Creation (Task 5)
Data Connectivity/Validation (Task 6)
Documentation of Procedures
and Workflow (Task 9)
Development of Course (Task 9)
Curriculum for that Discipline
Drew's Team
Paul's Team (Phase 4)
Development of CADD Tools
and Desktop Publishing Tools
GIS Extensions
Integration of Outside Systems
QA/QC of Applications
Documentation of Programs
Deployment and Training for Discipline
Technical Support and Additional Programming as Necessary
Repeat the Above for next Discipline
Meetings, Milestones and Checkpoints:
(Task 7)
(Task 8)
(Task 8)
(Task 9)
CPAU will be provided opportunities to review our progress throughout this phase. We will meet
initially to collect additional information and data and then periodically to discuss progress
towards completion, any desired changes, and budget conformance. Iterations of the Proof of
Concept will be provided as changes are required.
In this phase we will develop and execute a comprehensive training curriculum.
Our objectives include:
Final clarification and documentation of tasks at each staff level within each discipline to
ensure quality training.
Develop a custom curriculum for each utility and staff level, complete with materials that will
incorporate all workflows, processes and standards developed during the project.
Develop and test a final deployment configuration of the new technologies and custom
applications to be used on each workstation throughout CPAU.
• Execute staff training and complete software deployment.
• Provide support resources as necessary to CPAU Staff to ensure their success.
Have CPAU Staff bring all data not covered as part of this proposal fully current and verified
within the new system. CIVIl will assist as requested.
Required Input:
Input from IT regarding deployment requirements or backbone infrastructure issues to ensure
successful deployment.
Deliverables:
IVlodularized courses with outlines and complete course materials. Each module will address a
specific utility and/or staff level. Curriculum will incorporate real-world project data sets
whenever possible.
Execution of training.
• Deployment of software.
CPAU Geospatial Design and IVlanagement Solution Project Page 6 of 14
Timeline and Division of Work:
This phase of implementation will be handled by Drew's Data Integration and Training Team. As
the tasks in Phase 3 and 4 are completed for each specific discipline, that discipline's staff will
receive their training and software deployment. In this way, migrated data will not become stale.
The CPAU will dictate the priority of disciplines in the rollout and each discipline will be completed
and deployed prior to moving to the next discipline.
A subset of CMI staff will be dedicated to assisting the deployed disciplines so that they are as
productive as possible as the remainder of the disciplines come on board. Improvements to tools
will be provided as requested by the deployed disciplines in order to ensure their satisfaction and
success with the new system. Support and additional training will be delivered immediately and
as necessary to deployed disciplines to ensure their success.
CMI will be available for ongoing support and maintenance of the CPAU applications and staff.
Our services are billed on a T&M basis. Our past maintenance contracts for CPA for the GIStoCAD
and other support have had a Not To Exceed value of $5,000 annually. We would need to
increase this amount to include Utilities. Our estimate for maintenance and support services
would be less than $25,000 annually. In addition, the CPAU will be required to purchase
Autodesk Subscription annually for all of their Autodesk assets as well as o·n Standards Manager
Subscription.
CPAU Geospatial Design and Management Solution Project Page 7 of 14
SCHEDULE
Phase 1 -Assessment & Recommendations
1. Interview and Audit Existing Conditions
2. Research and Develop Proposed Solution
3. Iteration and Acceptance
Phase 2 -Development of Proposed Solution
1. Develop Replacement for 4DataLink
2. Implement Check-In and Check-Out
3. Develop Direct CAD/GIS roundtrip Data App
4. Integrate AUD Workorder System
5. Integrate SAP and Other Systems
6. CAD Standards Development / Update
7. Integrate Business Processes
8. Integrate Water and Gas Data
9. Proof of Concept
10. Iteration and Acceptance
Phase 3 -Data Integration
1. Task 3 Data Integration Electric, Traffic, WW
2. Task 4 Data Integration for Water and Gas
3. Task 5 GIS Model Creation for Fiber Optic,
Street Light, Cathodic Protection, and New
4. Task 6 Network Connectivity
Phase 4 -CADD Tools and Outside Systems Integration
1. Task 7 CADD Tools and Desktop Publishing
2. Task 8 -GIS Extensions and Outside Systems
Integration
3. QNQC of Applications
Phase 5 -Documentation and
1 Documentation of Procedures and Workflow
2. Documentation of
3. Development of Course Curriculum
4. Execution of CPAU Staff
5. Ongoing Support for Deployed
6. Additional Programming for Deployed
Disciplines
LEGEND:
2
Multi-Discipline Task
Electric Discipline Task
Traffic Discipline Task
Wastewater Discipline Task
CPAU Geospatial Design and Management Solution Project
3 4
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5 6 7 8 9 10 11 12
Water Discipline Task
Gas Discipline Task
Fiber Optic, Street Light, & Cathodic Protection Task
Meetings between CMI and CPAU
Page 8 of 14
Project Costs
Labor Categories
CPAU Geospatial Design and Management Solution Project Page 9 of 14
CPAU Geospatial Design and Management Solution Project Page 10 of 14
Develop Comparative Analysis Tools (Task 4, Assistant Project Manager 40 $150 $§!Q~Q~
Programmer / Engineer 80 $125 $1(),000j
CAD Designer 40 $75 $3,000
Sub-Total Not To Exceed Task 4 Task 4 $2"71000 ..
Create Fiber Optic, Street Light, and Cathodic Protection Models Project Manager 16 $200 $3,200
(Tasks 5.1-5.3) Assistant Project Manager 16 $150 $~)~OO
Engineer 160 $125 $20,000
CAD Designer 80 -----------$75 $§,OOQ
Deve!op Tools to Create New Models (Task 5.4) Project Manager 8 $200 $1,600
(utilizing Topobase functionality) Assistant Project Manager 8 $150 $1,200
~~~~~~-------- ------------------..
$125 Engineer 40 $§)QQQ ----------------
CAD Designer (Testing) 8 $75 $600
Sub-Total Not To Exceed Task 5 Task 5 $40,000
Provide Tools to Build and Add Connectivity (Tasks 6.1 & 6.2) Project Manager 8 $200 $1,600
Assistant Project Manager 8 $150 $1,~QQ..
Programmer / Engineer 80 $125 $10,000 --
CAD Designer (Testing) 16 $75 $1,200 --
COnvert and Complete Electric Connectivity (Task 6.3) Project Manager 40 $200 $13,QQQ
Assistant Project Manager 40 $150 $6,000
Programmer I Engineer 80 $125 $10,000
CAD Designer 40 $75 $3 , OO.Q..
Review andC:().r:I'1J~lete Connectivitl:: for Wastewater (Task 6.6) Project Manager 40 $200 $8,000
Assistant Project Manager 40 $150 $6,QQQ... ----------------
Programmer I Engineer 80 $125 $10,000
CAD Designer 40 $75 $3,000
Create Connectivitl:: for Gas, Water, Project Manager 40 $200 $8,()QQ...
Fiber Optic, and Street Lights {Tasks 6.4, 6.5-6.8) Assistant Project Manager 40 $150 $6,()OCL
Programmer I EnQineer 80 $125 $10,000
CAD Designer 80 $75 $6,OQQ
Travel and Living Expenses $140/night for hotel only 5 $140 $700
Sub-Total Not To Exceed Task 6 Task 6 $98,700
Total Not To Exceed Phase 3 (Tasks 3-6) J'205,7()()
CPAU Geospatial Design and Solution Page 11 of 14
CPAU Geospatial Design and Management Solution Project Page 12 of 14
fur~l~ ~:~~~~~-------------------~~~~~~~----~~~~~~+-~~~
Total Not To Exceed Phase 6 First Year and Maintenance
Total Not to Exceed ALL PH ALL TASKS $904.907
CPAU Geospatial Design and Management Solution Project Page 13 of 14
CPAU Geospatial Design and Management Solution Project Page 14 of 14
Proposal Evaluation Matrix
Consultant Selection -Final Evaluation
Team Aggregate Score Sheet
Evaluator: Eyaluation Team ofSjx (see list on next pa~e)
RFP Number: 132135 Date: 9/8/09
Project: Geospatial Design & Management Solution
Rating: Two companies were interviewed; therefore ranking is between 1st and 2nd
EXPERIENCE & QUALIFICATIONS
• Company's experience in the industry
• Project Manager's experience in the 30 industry 27 • Project Manager's technical 26 qualification 0-30 30 • Other staff's experience in the industry 20 • Other staffs technical qualification 30 • Company's experience with similar
type of projects
• Frequency of onsite staff-presence
FAMILIARITY WITH THE CITY
• Prior contracts with the Utilities 15 Department? 22 • Prior contracts with other Departments 22 within the City? 0-25 16 • Familiar with City's existing enterprise 10 GIS? 23 • Knowledge of CPAU's existing CAD
Standards?
METHODOLOGY
• How well does the proposal follow the
itemized requirements?
• Use State-of-the-art techniques?
• Logical implementation approach? 15
• Do we have a clear understanding of 16
how the end product will meet our 0-20 14
tasks? 18
• Is the stated project duration 10
reasonable? 17
• Clear stated understanding of their use
of sub-consultants?
• Does the proposal state each party's
nsibilities
PURCHASING GUIDE -ApPENDIX C PAGE1OF2
ATTACHMENT C
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PROPOSED PROJECT COST
• Does the cost seem reasonable (not
too high, not too low)?
• Does the cost seem enough to cover
all tasks needed?
• How much license fees or any re-
occurring fees would cost the City after
the project concludes?
• Is the cost within the Department's
budget?
Evaluation Team
Greg Scoby
Jim Thompson
John Thayer
Ron Long
Jose Jovel
Silvia Santos
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ApPENDIX C -PROPOSAL EVALUATION MATRIX
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