HomeMy WebLinkAboutStaff Report 282-0814City of Palo Alto
City Manager’s Report
TO:HONORABLE CITY COUNCIL
ATTENTION:CITY MANAGER DEPARTMENT: ADMINISTRATIVE
SERVICES
DATE:JUNE 23, 2008 CMR: 282:08
SUBJECT:APPROVAL OF A PROFESSIONAL SERVICES AGREEMENT WITH
GEODESY IN THE AMOUNT OF $149,930 PER YEAR UP TO A THREE
YEAR TERM 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 $149,930 for a professional services
agreement with Geodesy and authorize the City Manager or his designee to extend this
agreement for up to two additional years. Cost for additional years will be predicated on
actual scope of services required and will not exceed cost for this year $149,930 plus an
annual increase not to exceed CPI.
DISCUSSION
Proj ect Description
The Geographic Information System (GIS) provides accurate citywide property, utility
and infrastructure information to all City staff and the public. It is a vital component of
the CityWorks program for infrastructure management. The GIS is a central 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 further 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, Fire Department, and Police Department have all adopted DOX as their
document management system. Hundreds of thousands of documents that were locked in
CMR:282:08 Page 1 ot’4
the 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. Further enhancements to this tool, which will enable automated archiving
based on mandated retention schedules and support for ongoing input of new documents,
are included in 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. At a glance, dispatchers can now view all dispatched
incidents, and the location of their mobile assets using Automated Vehicle Location
(AVL) technology. This includes Police, Fire, Utilities and AnimalControl units. These
mobile units can view the same information in their vehicles providing them with a
comprehensive view of incidents.
As use of the SAP system for asset management increases, the ability of SAP to link to
the vast database of these assets in the GIS becomes increasingly important. As part of
the conversion of the Utilities Customer Information System from its current software
platform to a new .SAP software platform, Geodesy will be supporting the development
of an updated master address database. The high accuracy and rigorous maintenance of
the GIS’ address database make it an appropriate resource to be used by this new system
as well as all other enterprise systems using address-based data. This common address
platform will expand the ability of all these systems to better share information.
Geodesy will provide other services under this contract to further enable City staff to take
advantage of the GIS including;
Additional training programs in the use of data editing tools.
Analysis and updating of the address database to allow it to be certified by the
United States Postal Service, Such certification will qualify the City for lower
postal rates leading to significant cost savings on targeted bulk mailings.
Last year, Geodesy ,modified Palo Alto’s Pavement Management System
(PMMS) so that it now conforms to all requirements of the Metropolitan
Transportation Commission (MTC) for such systems. Palo Alto’s street condition
information can now be compared to other agencies in the Bay Area because of
these modifications. Geodesy will make further enhancements to the PMMS
under this contract to include analysis capabilities such as budget forecasting.
The City has recently been awarded an Urban Forestry Management Plan grant
from CalFire to inventory and improve management of the City’s urban forest.
Using funds provided by this grant, Geodesy will extend the City’s existing GIS
tree management application (GeoTree) to include service request and work order
interfaces. These activities will be coordinated with SAP and exchange of data
between these systems will be facilitated by Geodesy’s work under this grant.
CMR:282:08 Page 2 of 4
The City’s Utilities Water Gas Wastewater department has made many updates to
their infrastructure information that they would now like to merge with existing
asset attribute information in the GIS. To this end, Geodesy will work with the
Utilities department and their consultants to update existing automation software
for this purpose and develop new tools to expedite the data aggregation.
Training in the use of applications affected by these changes. 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 $149,930.00. Funds for this project are budgeted in CIP
02015 Citywide GIS Data, Infrastructure & Applications. Based on the method of
allocation of costs for GIS the Enterprise Fund will pay 60 percent of the expenses and
the General Fund will pay 40 percent of the expenses.
POLICY IMPLICATIONS
This agreement does not represent any 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.
ATTACHMENTS
Attachment A:
PREPARED BY:
Agreement
DAVE MATSON
GIS Manager, Information Technology
CMR:282:08 Page 3 of 4
DEPARTMENTAL HEAD APPROVAL:
LALO
Director Admink,e Services
CITY MANAGER APPROVAL:
DelSuty City Managers
MORARIU
CMR:282:08 Page 4 of 4
ATTACHMENT A ’!
CITY OF PALO ALTO CONTRACT NO. C08!26816
AGPdEE~NT BE-~EN THE CITY OF PALO ALTO
GEODESY, a Partnership,
FOR PROFESSIONAL SERVICES
GIS Consultant Services
This AGREEMENT is entered into 07/01/2008, by and
between the CITY OF PALO ALTO, a chartered city and a
municipal corporation of the State of California ("CITY" , and
GEODESY, a Partnership, located 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 Support Services.
B. CONSULTANT has represented that it and any subconsultants
have the necessary professional expertise, qualifications, and
capability, and all required licenses and/or certific.ations to
provid9 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 Services, 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.
NOW, THEREFORE, in consideration of the recitals,
covenants, terms, and conditions, this Agreement, the parties
agree:
AGREE~4ENT
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. TERM. The term of this Agreement shal! be from
the date of its full execution to 06/30/2009, unless
terminated earlier pursuant to Section 20 of this Agreement.
CITY maintains the option to renew for up to two additiona!
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one year periods.
SECTION 3. SCHEDULE OF PERFORMANCE. Time is of the essence in
the performance of Services under this Agreement. CONSULTANT
shall 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
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 of the Services described
in Exhibit "A", Scope of Services, including both payment for
professional services and reimbursable expenses, shall not
exceed one hundred forty nine thousand nine hundred thirty
dollars ($149,930.00). 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 "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 "B~). If
applicable, the invoice shall also describe the percentage of
completion of each task. The information in CONSULTANT’s
payment requests shall be subject to verification by CITY.
SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All of the
Services shall be performed by CONSULTANT or under
CONSULTANT’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 subconsultants have and shall maintain
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during the term of this Agreement all licenses, permits,
qua!ificat±ons, i~surance and approvals of whatever nature
that are legally required to_perform the ~e_v!ces
All of the services to be furnfshed 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.
SECTION 7. COMPLIANCE WITH LAWS. CONSULTANT 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.
CONSULTANT shall report immediately to the CITY’s pro3ect
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.
All 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/OMISSIONS. CONSULTANT shall correct, a< no
cost to CITY, any and all errors, omissions, or ambiguities in
the work product submitted to CITY, provided CITY gives notice
to CONSULTANT. 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. 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 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 will be responsible for employing or eng.aging all
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persons necessary to perform the Services. All contractors
and employees o~ 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 material 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
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 II. SUBCONTRACTING. Notwithstanding Section I0 above,
CITY agrees that subconsultants may be used to complete the
Services. The subconsultants authorized by CITY to perform
work on this Project are identified in Exhibit "A".
CONSULTANT 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 fo< 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 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 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° Dave Matson is designated as the project
manager for the CITY. 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 13. DUTIES of CITY. To assist CONSULTANT in the
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performance of the Services, CITY will 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 and remain the property of CITY without restriction or
limitation upon their use. 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.
SECTION 15. AUDITS. CONSULTANT will permit CITY to audit, ar
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 an least three (3)
years after the expiration or earlier termination of this
Agreement.
SECTION 16. INDEMNITY. To the fullest extent permitted by
law, CONSULTANT shall protect, indemnify, 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 bhether 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 indemnification.
The provisions of this Section 16 shall survive the expiration
or early termination of this Agreement.
SECTION 17. WAIVERS. The waiver by either 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.
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SECTION 18. INSURA~NCE.
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
additional 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 ratings of A-:VII or higher which are admitted to
transact insurance business in the State of California. Any
and all 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 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 wil! 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
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 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. 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 employer to be insured against liability for workers’
compensation or to undertake self-insurance in accordance with
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the provisions of that Code, and certifies that it will comply
with such provisions, as applicable, before commencing and
during the performance of the Services.
SECTION 20.
SERVICES.
TEP, MINATION OR SUSPENSION OF AGREEI~fENT OR
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
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 al! 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.
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 will operate as a waiver on the
part of CITY of any of its 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 Palo Alto
7 050310
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 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, financial or
otherwise, which would conflict in any manner or degree with
the performance of the Services.
22.2.CONSULTANT further covenants that, in.the
performance of this Agreement, it will not employ
subconsultants,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 employee 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
CONSULTANT is a "ConsultantH as that term is defined by the
Regulations of the Fair Political 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 Palo Alto
Municipa! 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 co!or,
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 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. MISCELLA!qEOUS PROVISIONS.
24.1.This Agreement will be governed by the
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laws of the State of California.
24.2.In the event that an ac<ion 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
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 to, and will bind, the
heirs, successors, executors, administrators, assignees, and
CONSULTANTs, 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 full
force and effect.
24.7. All exhibits referred~to in this Agreement
and any addenda, appendices, attachments, and schedules
this Agreement which, from time to time, may be referred ~o 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 Municipa! Code. This Agreement will terminate
without any penalty (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 shal! take precedence in the event of a
conflict with any other covenant, term, condition, or
provision of this Agreement.
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IN WITNESS WHEREOF, the parties hereto have by their
duly authorized r@presentatives executed this Agreement on the
date first above written.
CITY OF PA2LO ALTO
APPROVED AS TO" FORM:
Senior Asst. City Attorney
APPROVED:
Assistant City Manager
GEODESY
Name : ~--~,~--~--~ t~ <-~ ~-~<-
Title : ~ ~O__~ <~
(If corporation: President or Vice-President
By:
Name :
Director of Administrative
Services
INSURANCE REVIEW:
Contract Manager
Title:
(If corporation: Secretary or Treasurer)
Taxpayer Identification No.
(Compliance with Corp. Code § 313 1s
required if the entity on whose behalf
this contract is signed is a corporation.
In the alternative, a certified corporate
resolution attesting to the signatory
authority 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 COMPLIANCE FORM
April 16, 2008 Exhibit A Page 1
Scope Of Work for Fiscal Year 2008 - 2009
This scope of work describes the tasks to be performed by Geodesy in support of
the PAGIS project for fiscal year 2008 - 2009. Geodesy’s proposed work plan
focuses on data exchange and integration with other City systems and on
broadening access to the GIS data.
The total cost for this scope of work is $149,930. The cost basis is 1034 hours at
the rate of $145.00 per hour. Billing will be on a monthly basis for hours worked.
Task 1: Dox Enhancements, Utilities, and Data Processing
This task provides for continuing enhancements to the Dox document
management system. Dox is a Windows folder and file structure currently used
to organize the electronic documents for the Building, Planning, and Fire
departments and the City Clerks office. This task may include, for example, work
for the Fire Department automating their retention schedule and setting-up InDox
as well as work for the Planning Department indexing newly scanned documents
into their document vault.
Task 2: CADStat Extensions
This task provides for the continuing evolution of CADStat, the City’s GIS viewer
for emergency and field operations. Activities under this task may include:
Extend the application for use by utility operations field, including dispatch
and wall-map use.
Add map graphics from on-line sources so that the system may be used for
AVL and incidents outside of the City’s mapped extent.
Add driving directions for shortest path routing from on-line sources.
Mark police posts. Posts that are occupied for field operations could be color
coded.
Enhance the map graphics used in CadStat by, for example, adding a
keymap, allowing the map to rotate when used in-vehicle so that the direction
of travel is up on the map, and improving map display speed.
Task 3: Reg-Free Application Updates
In this task, Geodesy will continue the migration of GIS applications away from
the use of the Windows Registry so that the applications can be more easily
installed and administered by the City’s GIS staff. Most significantly, the reg-free
movement allows network security to be increased across the City while still
allowing the GIS applications to automatically receive the latest updates. This is
April 16, 2008 Exhibit A Page 2
an extension to the effort applied to the DoxView application in FY 06-07 and
CadStat in FY 07-08.
Task 4: Systems integration and Import/Export Automation
This task provides time to link or move data between the GIS and other
information systems used by the City. For example, possible activities may
include:
Format the GIS address data for uploading to the US Census Bureau.
Provide a data mapping between the GIS locations such as addresses and
meter locations to SAP regional structures, premises, and device structures.
Develop a process for loading and maintaining ZIP+4 for CASS compliance.
Streamline the process to geocode Accela-based building permits and link
permit documents to permit locations.
Task 5: Pavement Management Extensions
In FY 07-08, the City’s Pavement Management System (PMMS) was updated to
comply with Metropolitan Transportation Commission (MTC) condition
assessment criteria. Under this task, PMMS will be extended to include analysis
capabilities such as budget forecasting similar to MTC’s Street Saver application.
Task 6: CalFire GeoTree Updates
The City has recently been awarded an Urban Forestry Management Plan grant
from CalFire to inventory and improve management of the City’s urban forest.
This grant stipulates that a portion of the funding be directed towards GIS
automation.
Under this task, GeoTree, the City’s existing GIS tree management application,
will be extended to include service request and work order interfaces. These
activities will be coordinated with SAP,,e!ther through programmatic services or
import/export functions. "
Task 7: Browser-based Point Editing Automation
The Gedit application was introduced in FY 07-08 to allow for on-line editing of
GIS point features such as trees and gas meters. This task will provide
extensions to Gedit including a sub-system to assist the GIS staff in reconciling
edits made on-line with the data already in the GIS and will extend the use of
Gedit for generalized GIS map and attribute viewing such as building and street
permit locations and information.
April 16, 2008 Exhibit A Page 3
Task 8: G~S/CA£) Integration Updates
The City’s Utilities Engineering has completed a significant update to the gas and
water system graphics. Utility Operations desires these updates be merged with
existing asset attribute information in the GIS. To this end, Geodesy will work
with CadMasters, the City’s AutoCAD consultant, to update existing GIS/CAD
automation and develop new tools to expedite the data aggregation.
Task 9: GIS Export Enhancements
The demand for and use of GIS export formats such as DXF, Shape, and
especially KML is increasing. This task will provide for extensions to the GIS’
data expo.rt capabilities. Extensions may include:
¯Export time series data to KML such as the dates permits have been issued.
°Draw map tiles to on-line viewers on demand. This will decrease
administrative work in creating tile series for presentation in browser-based
map viewers and decrease on-line data latency.
o Refine the GIS administrator’s control over the type and amount of GIS data
exported by individual user groups.
Task 10: Special Project Support
This task provides time to support various departmental special projects.
example, possible activities may include:
°Develop macros for routine procedures.
°Create custom print layouts.
¯Add support for new GPS equipment.
°Reconcile locations from external datasets with the GIS.
For
Exhibit B
Estimate for FY 08-09 16-April-08
Task
1
2
3
4
5
6
7
8
9
10
Description
Dox Enhancements, Utilities, and Data Processing
CADStat Extensions
RegFree Application Updates
Systems Integration and Import/Export Automation
Pavement Management Extensions
CaIFire GeoTree Updates
Browser-based Point Editing Automation
GIS/CAD Integration Updates
GIS Export Enhancements
Special Project Support
Total:
Hours
90
180
75
70
60
200
80
84
70
125
1034
Cost
13,050
26,100
10,875
10,150
8,700
29,000
11,600
12,180
10,150
18,125
149,930
Billing rate: $145 per hour
Page 1
EXHIBIT C
INSUFLANCE REQUIREMENTS
CONTRACTORS TO THE CITY QF 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 CITY’S INSURANCE REQUIREMENTS, AS SPECIFIED,
BELOW:
REQUIRED
YES
YES
YES
YES
NO
TYPE OF COVERAGE
WORKER’S COMPENSATION
AUTOMOBILE LIABILITY
COMPREHENSIVE GENERAL
LIABILITY, INCLUDING PERSONAL
INJURY, BROAD FORM PROPERTY
DAMAGE BLANKET CONTRACTUAL,
AND FIRE LEGAL LIABILITY
COMPREHENSIVE Au~rOMOBILE
LIABILITY, INCLUDING, OWNED,
HIRED, NON-OWNED
PROFESSIONAL LIABILITY,
INCLUDING, ERRORS AND
OMISSIONS, MALPRACTICE 0/VHEN
APPLICABLE), AND NEGLIGENT
PERFORMANCE
REQUIREMENT
STATUTORY
STATUTORY
BODILYINJURY
PROPERTY DAMAGE
BODILY INJURY &PROPERTY
DAMAGECOMBINED.
BODILYINJURY
EACH PERSON
EACH OCCURRENCE
PROPERTYDAMAGE
BODILYINJURY AND PROPERTY
DAMAGE, COMBINED
ALLDAMAGES
MINIMUM LIMITS
EACH
OCCURRENCE
$1,000,000
$1,000,000
$1,000,000
$300,000
$300,000
$300,000
$300,000
$300,000
$7,000,000
AGGREGATE
$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 COI~NCIL
MEMBERS, OFFICERS, AGENTS, AND EMPLOYEES.
II.
INSURANCE COVERAGE MUST INCLUDE:
A PROVISION FOR A WRITTEN THIRTY DAY ADVANCE NOTICE TO CITY OF CHANGE IN
COVERAGE OR OF COVERAGE CANCELLATION; AND
A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE FOR
CONTRACTOR’S AGREEMENT TO INDEMNIFY CITY - SEE SECTION TBD, SAMPLE
AGREEMENT FOR SERVICES.
SUBMIT CERTIFICATE(S) OF INSURANCE EVIDENCING REQUIRED COVERAGE, OR COMPLETE
THIS SECTION AND IV THROUGH V, BELOW.
NAME AND ADDRESS OF COMPANY AFFORDING COVERAGE (NOT AGENT OR
BROKER):
ao NAME, ADDRESS, AND PHONENUMBER OF YOUR INSURANCE AGENT/BROKER:
POLICY NUMBER(S):
~xhibit D
Ce~ification of Nondiscrimination
As suppliers of goods or seHices to the City of Palo Alto, the firm and individuals listed
below ce~ify that they do not discriminate in employment of any person because of
race, skin color, gender, age, religion, disability, national origin, ancestry, sexual
orientation, housing status, marital status, familial status, weight or height of such
person; that they are in compliance with all Federal, State and local directives and
executive orders regarding nondiscrimination in employment,
1. If Proposer is INDIVIDUAL, sign here:.
Date:
Proposer’s Signature
Proposer’s typed name and title
If Proposer is PARTNERSHIP or JOINT VENTURE, at least (2) Partners or
each of the Joint Venturers shall sign here:
Geodesy
Partnership or Joint Venture Name (type or print)
of the Partners~i~ o"~oint
Date:
Member Venture
signature
Member of the Partnership or Joint Venture
signature
If Proposer is a CORPORATION, the duly authorized officer(s) shall sign as
follows:
The undersigned certify that they are respectively:
and
Title Title
Of the corporation named below; that they are designated to sign the Proposal Cost
Form by resolution (attach a certified copy, with corporate seal, if applicable,
notarized as to its authenticity or Secretary’s certificate of authorization) for and on
13 050310