HomeMy WebLinkAboutStaff Report 407-06TO:
FROM:
City of Palo Alto
City Manager’s Report
HONORABLE CITY COUNCIL~x 2
CITY MANAGER DEPARTMENT: ADMINISTRATIVE
SERVICES
DATE:
SUBJECT:
NOVEMBER 13, 2006 CMR: 407:06
APPROVAL OF PROFESSIONAL SERVICES
WITH GEODESY IN THE AMOUNT OF
DEVELOPMENT SUPPORT OF NEW
APPLICATIONS LINKED TO THE
INFORMATION SYSTEM (GIS)
AGREEMENT
$154,425 FOR
COMPUTER
GEOGRAPHIC
RECOMMENDATION
Staff recommends that Council approves and authorizes the City Manager or his designee to
execute the attached agreement in the amount of $154,425 for a professional services agreement
with Geodesy for development support of GIS applications.
DISCUSSION
Proiect 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 initiative for infrastructure management, which has been identified as a Top 3 priority
by the City Council. The GIS is a central element of the City’s information infrastructure that is
being 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. These include: software
enhancements to simplify the management of this growing system without increasing the need
for support staff, extracting additional data from the outdated Building Optical Disk Storage
(BODS) document management system in the Fire department to the enterprise-wide DOX
system which allows fast, non-proprietary access to any digital document, integrating several
existing infrastructure management systems in Public Works and Utilities with the GIS,
improving GIS field data editing capabilities, streamlining data replication tools and procedures,
updating and enhancing software for GIS data editing and finally, adding new documentation
and training so that users can utilize these improvements to the GIS. 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.
CMR:407:06 Page 1 of 2
Request for Proposals
A Request for Proposals was developed and transmitted to six firms specializing in supporting
GIS systems similar to Palo Alto’s. Proposals were received from Turf Image, Inc. of Monterey,
CA and Geodesy of San Francisco. Geodesy’s proposal was judged to be superior based on the
criteria set forth in the RFP and its experience in previous work for the City of Palo Alto.
Geodesy’s depth of knowledge regarding Palo Alto’s GIS efforts is without equal and will allow
them to continue development with no lost time and related expense. Maximum value will be
achieved by continuing to build on the core GIS applications rather than essentially starting over
in many areas with a new vendor. Productivity of internal staff resources will also be enhanced
because of their ability to leverage knowledge gained in prior GIS development efforts using the
same software tools. Geodesy has a proven track record of delivering effective and innovative
solutions on schedule and within budget. While both proposals came in at approximately the
same amount for cost of services, the alternative bidder’s proposal required purchase of
additional software at a cost of approximately $100,000. (See attached evaluation form.)
RESOURCE IMPACT
Tasks under this agreement total $154,425. Funds for this project are budgeted in CIP TE-
02015. Based on the Technology Fund Strategic Plan, the Enterprise Fund will pay 60 percent
and the General Fund will pay 40 percent of the expenses.
POLICY IMPLICATIONS
This agreement does not represent 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.
PREPARED BY:
DAVE MATSON
GIS Manager, Information Technology
DEPARTMENTAL HEAD APPROVAL:
CARL
ministrative Services
CITY MANAGER APPROVAL:
EMILY HARRISON
Assistant City Manager
ATTACHMENTS
Attachment A: Evaluation Form
Attachment B: Agreement
CMR:407:06 Page 2 of 2
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ATTACHMENT A
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ATTACHMENT B
CITY OF PA/~0 A!~TO cONTRACT NO. S07117854
AGREEMENT BETWEEN THE CITY OF PALO ALTO AND
GEODESY, a Partnership,
FOR PROFESSIONAL SERVICES
GIS Consultant Services
This AGREEMENT is entered into 10/16/2006, 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
Services.
B. CONSULTANT has represented that it and any subconsultants have
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", 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~fENT
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 shall be from the
date of its full execution to 10/31/2007, unless terminated earlier
pursuant to Section 20 of this Agreement. Agreement may be
extended, upon mutual agreement of both parties, for up to two (2)
additional one (i) year periods.
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SECTION 3~<.~SCHEDULE.~F<:~ERFORMA~CE.< Time is
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 CONSUITANT 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
fifty four thousand four hundred twenty five dollars ($154,425.00).
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 "C"). 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 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
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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 al! 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 project manager,
in writing, any discrepancy or inconsistency it discovers in the
laws, ordinances, regulations, orders, and/or guidelines in
relation to the Project of the performance of the Services.
All documentation prepared by CONSULTANT shall provide for a
completed project that conforms to all appl~cable codes, rules,
regulations and guidelines that are in force at t~e time such
documentationis prepared.
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. Requests from the CITY for quick response progranuning
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 Ag.reement 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 engaging all
persons necessary to perform the Services. All contractors and
emp!oyees of CONSULTANT are deemed to be under CONSULTANT’S
exclusive direction and control. CONSULTANT shall be responsible
for their performance.
SECTION i0. ASSIGNMENT. The parties agree that the expertise and
experience of CONSULTANT are material considerations for this
Agreement. CONSULTANT shall not assign or transferany interest in
this Agreement nor the performance of any of CONSULTANT’s
obligations hereunder without the prior written consent of the city
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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.
SUBCONSULTANTS AUTHORIZED] 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 "’AH. 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 MANAGEI~ENT. CONSULTANT will assign Chip
Eitzel as the project director to have supervisory responsibility
for the performance, progress, and execution of the Services. If
circumstances or conditions subsequent to the execution of this
Agreement cause the substitution of the project director or any
other key personne! for any reason, the appointment of a substitute
project director and the assignment of any key new or replacement
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. Glenn Loo 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 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
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the prior written approval of the city manager or designee.
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. To the fullest extent permitted by law,
CONSULTANT shall protect, indemnify, defend and hold harmless CITY,
its Counci! 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., agent@ or contractors under.
this Agreement, regardless of whether or not it is caused in part
by an Indemnified Party.
The acceptance of CONSULTANT’s services and duties by CITY shall
not operate as a waiver of the right of 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.
SECTION 18.INSUBANCE.
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.
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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 wil! 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 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. TERMINATION OR SUSPENSION OF AGREEI~ENT OR SERVICES.
20.1.The city manager may suspend the performance of
the Services, in whole or in part, or terminate this Agreement,
with or without cause, by giving ten (I0) days’ prior written
notice thereof to CONSULTANT. Upon receipt of such notice,
CONSULTANT will immediately discontinue its performance of the
Services.
20.2.CONSULTANT may terminate this Agreement or
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 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
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connection with this Agreement.
property of CITY.
Such materials will become the
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 ~ill 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, postageprepaid, 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 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 will have any financial
interest under this Agreement is an officer or employee of CITY;
this provision wil! 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 "Consultant" as that term is defined by the Regulations of the
Fair Political Practices Commission, CONSULTANT shall be required
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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
Municipal Code section 2.30.510, CONSULTANT agrees that in the
performance of this Agreement, it shall not discriminate in the
employment of any person because of the race, skin color, gender,
age, religion, disability, national origin, ancestry, sexual
orientation, housing status, marital status, 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 "E".
SECTION 24.MISCELLANEOUS PROVISIONS.
24.1. This Agreement will be governed by the laws of
the State of California.
24.2.In the event that an action is brought, the
parties agree that trial of such action will be vested exclusively
in the state courts of California or in the United States District
Court for the Northern District of California in the County of
Santa Clara, State of California.
24.3.The prevailing party in any action brought to
enforce the provisions of this Agreement may recover its reasonable
costs and attorneys’ fees~expended in connection with that action.
24.4.This document represents the entire and
integrated agreement between the parties and supersedes all 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.
any
24.7. All exhibits referred to in this Agreement and
addenda, appendices, attachments, and schedules to this
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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 any
penalty (a) at the end of any fiscal year in the event that funds
are not appropriated for the following fisca! 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 of this Agreement.
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IN WITNESS WHEREOF, the parties hereto have by their duly
authorized representatives executed this Agreement on the date
first above written.
CITY OF PALO AJLTO
APPROVED AS TO FORM:
Senior Asst. City Attorney
APPROVED:
Assistant City Manager
GEODESY
Name :
Title :
(If corporation: President or Vice-President)
By:
Name :
Director of Administrative
Services
Title:
(If corporation: Secretar!/ or Treasurer)
Taxpayer Identification No.
INSURANCE REVIEW:
Contract Manager
Attachments :
EXHIBIT "A" :
EXHIBIT "B":
EXHIBIT "C":
EXHIBIT "D":
(Compliance with Corp. Code § 313 is
reqdired 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)
SCOPE OF SERVICES
COMPENSATION
INSURANCE
NONDISCRIMINATION COMPLIANCE FORM
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EXHIBIT A-SCOPE OF SERVICES
GIS Consultant Services
CONSULTANT will perform the services described below related to the City of Palo Alto’s
Geographic Information System (GIS).
The City’s GIS is comprised of graphic and attribute data stored in SQL Server and Microsoft
Access databases along with a suite of Windows desktop applications to view and edit the data.
Each of the applications is tailored to a portion of the City’s work flow to maximize the
efficiency of GIS operations and minimize the time spent training city staff.
The majority of the City’s GIS .applications are built upon a set of ActiveX components called
Encompass (http://www.geodesy.net/encompass.htm). The use of and development of
Encompass is shared by a number of local government agencies and is supported by Geodesy of
San Francisco. The Encompass base provides a consistent look and feel to the City’s GIS
applications and speeds the development, enhancement, and user acceptance of the applications.
A11 software provided by this Agreement must function within Palo Alto’s existing GIS software
and data environment.
Software requiring the use of additional third-party software not currently used will not be
accepted unless it can be demonstrated that no alternatives are available.
Following is a detailed description of each specific task to be completed in this Service
A~eement:
1. Encompass Administrator Application Development
The City uses a database table ’of variable name/value pairs that is served centrally and read by all
"GIS applications at startup to configure the application. This table is called "AppVars". and acts
as a cross-user, cross-computer, centrally administered ".ini" file. This task calls for an
extension to the AppVars data model and the creation of an AppVars Administrator application.
Extend the existing application variable meta-data to include legal values, default values, groups,
a flag to indicate users may set and save their own values for the variable, administrator’s
comments, and date and timestamp.
Create a Windows application to edit the meta-data and manage replication across GtS instances.
Create a Windows dialog to allow end-users to set, save and recall application variables.
Also under this task, extend the existing Feature Dictionary Manager application. The existing
Feature Dictionary Manager provides a user interface for the GIS administrator to edit the City’s
GIS meta-data tables such as the GIS’ list of feature classes and the list of attributes for each
feature class. In this task Consultant shall also:
Add forms for editing the font list, line styles, fill patterns, and related feature classes.
Integrate the existing S3anEdit application into the Feature Dictionary Manager so the entire
contents of a feature dictionary may be managed from one application.
2. Extract Fire Department BODS Documents
The Palo Alto Fire Department has historic documents stored on-line in an optical disk farm
system called BODS. BODS is now on aging hardware and is unsupported. This past year
(2005-06), BODS documents for the Building and Planning departments were extracted from
BODS and placed into the City’s Dox document management system. Next year (2006-07), the
City would like to have the Fire Department’s BODS documents extracted and placed into Dox.
During this task, Consultant shall:
Review document access and security requirements with the Deputy Chief- Ops.
Extract the Fire Department documents from the BODS database.
Assemble the individual document pages into multi-page PDFs.
Build an address-based folder structure (like those for the Building- and Planning departments)
and index the PDFs into it.
Develop a utility to delete documents of a selected age.
Provide training and documentation to support its use by the PAFD.
3. Third Party Data Integration
In this Task, Consultant shall support the integration of and data conversion between the Palo
Alto’s Encompass-based GIS and other software used by the City. These include the ICOMM
facility management software used by Utilities Waste Water, and the incorporation of specific
elements of the Metropolitan Transportation Commission’s "Street Saver" software within the
PMMS Pavement Manager application currently used by Palo A!to’s Public Works Department.
Users of these systems must be interviewed to assess their needs and enhancements provided to
existing applications to meet these requirementsl Upon completion, document the modifications
and provide user training.
4. Field Data Editing Enhancements
Currently, Palo Alto’s Encompass-based GIS graphics editing application, Avec, can be run
stand-alone on a tablet PC in the field and when the tablet is reconnected to the City’s intranet,
the field edits are synchronized with the master GIS data.
In this task, Consultant shall work with the GIS administrator to develop secure yet seamless
wireless network synchronization procedures. Minimal user intervention should be required in
the synchronization process. Assist in deployment of automated updating of GIS data in mobile
units using wireless access points in key facilities such as fire stations. The synchronization
methods used should be consistent with those used for the "PANDA" task above. Train users of
mobile units in the use of these access points.
Also in this task, Consultan shall provide a hardware plan and write software extensions to
receive and apply DGPS corrections from the City’s base station (located on the roof of City
Hall) as or soon after data is entered into the tablets in the field.
5. GIS Data Replication
The City’s OIS data and applications are currently repiicated for use on multiple (intentionally
redundant) servers and disconnected PCs like off-site notebooks. The replication is done using
an Encompass-based application called Convert.
In this task, update Convert to optionally run as a scheduled task to keep these copies of the GIS
database up-to-date with minimal attention from the GIS administrator and with minimal
interruption to end users. When run as a scheduled task, a log file and exception report should be
generated from Convert.
Interview the GIS administrator to determine the locations of the replicated database instances
and authorization sensitivities. Upon completion of this task provide documentation to support
the use of Convert.
6. End-User Documentation and Training
In this task Consultant shall:
Hyperlink the existing Avec tool and training documentation and tie the documents to the
Encompass applications so they can be used as on-line help.
Extend the existing Avec tool documentation to include the main menus, map toolbar, and the
Map Contents, Reclassify Feature, Create Labels, and Polygon Overlay forms.
Create a four-page laminated quick.reference guide for the MapView application.
Provide six days of on-site Encompass GIS user training.
7. GIS Data Editing Process Improvements
The City of Pal0 Alto uses the Encompass-based Avec application to edit its GIS graphics and
attribute data, the Gist application (also Encompass-based) to edit and analyze attribute data, and
the Feature Dictionary to organize GIS meta-data: Several key modifications will allow these
tools to be used more efficiently:
Extract the Wastewater utility macro code from existing GIS applications and add it to a new
DLL that is callable from any Windows application. Document the programmatic interface and
provide source code so city staff and third parties may more easily develop additional macros
from the existing examples.
Interview Water and Gas staff to identify repetitive OIS data maintenance tasks.-Develop macros
in the new DLL that are similar to those for Wastewater to simplify the construction of gas and
water services based on service orders, block maps or other sources. These macros must
automatically create standard configurations at the service meter, populate all type, size, material
and other attributes, locate the appropriate main and create a nodal connection.
Extend the GIS meta-data stored in Palo Alto’s GIS Feature Dictionary to support the grouping
of attributes in the Attribute Editor GIS component. Update the Attribute Editor component to
use the new grouped vaIues to automatically generate a tabbed interface that is similar to the
attribute presentation currently in the GeoTree application.
13 osommo
Interview the GIS Administrator to identi~ more AutoCalc attribute functions like the
AutoCalcLength function that is used for pipes. Implement those functions (a minimum of three)
that appear most advantageous to the staff. Possible candidates are automatic sequencing (like
sequential parcel numbering when adding new parcels) and field concatenation (Iike
automatically building an APN from Book, Page, and Parcel numbers).
8. Service Order Enhancements
The City’s Gist and Avec applications currently include macros to generate one-page service
orders (a.k.a. ’:minor orders"). In this task, Consultant shall update the service order macros to:
Allow Water, Gas and Wastewater Utiiity users to create field work design documents in a bulk
mode.
Minimize requirements for user input. For example, a cross-street name currently needs to be
entered but could be found algorithmically.
Provide service order data in electronic form for.use by the City’s SAP system. (SAP tracks
labor and materials related to service orders.)
Create double-page (front and back) print frames as a hybrid of the existing single-page print
frames and the many-page map series print frames currently used in Encompass applications.
Provide access to the new print frames from the updated service order macros.
For detailed requirements ~or the new macros, interview the Utility Operations and GIS staff and
upon completion provide training and documentation to support their use.
9..Dox Update
Dox is the City’s folder-and-file-based document management system. D0x documents are
maintained on a Windows server in a folder structure organized by city street name, address, and
unit. Using this structure, the Encompass GIS applications are able to display the Dox
documents as features related to addresses. InDox is a Windows application that supports the
scanning of new paper documents into DOX and the indexing of those electronic copies into the
address folders. DoxView is a stand-alone Dox document viewer.
In this task Consultant shall:
Update the DoxView application so that it can be deployed over the network to users with
minimal (browser-only) system privileges.
Extend Dox to include the use of keywords for document searching. The specifics of the design
should incorporate the requirements from Public Works’ as-built card file and the City Clerk’s
document set.
14 o5o?~o
EXHIBIT "B"
COMPENSATION
The CITY agrees to compensate the CONSULTANT for professional services
performed in accordance with the terms and conditions of this Agreement, and as set
forth in the budget schedule below. Compensation shall be calculate~t based on the
hourly rate schedule attached as exhibit B-1 up to the not to exceed budget amount
for each task set forth below.
The compensation to be paidto CONSULTANT under this Agreement for all services
described in Exhibit "A" ("Basic Services") and reimbursable expenses shall not
exceed $154,425.00. CONSULTANT agrees to complete all Basic Services,
including reimbursable expenses, within this amount. Any work performed or
expenses incurred for which payment would result in a total exceeding the maximum
amount of compensation set forth herein shall be at no cost to the CITY.
CONSULTANT shall perform the tasks and categories of work as outlined and
budgeted below. The CITY’s Project Manager may approve in writing the transfer of
budget amounts between any of the tasks or categories listed below provided the
total, compensation for Basic Services, including reimbursable expenses, does not
exceed $154,425.00.
BUDGET SCHEDULE NOT TO EXCEED
AMOUNT
Task 1
Encompass Adminstrator Applications Development
Task 2
Extract Fire Department BODS Documents
Task 3
Third Party Data Inte.qration
Task 4
Field Data Editinq Enhancements
Task 5
GIS Data Replication
$13,775.00
$18,125.00
$14,500.00
$15,950.00
$10,150.00
Task 6
End-User Documentation and.Traininq
Task 7
GIS Data Editinq Process Improvements
$23,200.00
$ 23,925.00
15 050310
Task 8
Service Order Enhancements
$14,500.00
Task 9
Dox Update
$ 20,300.00
Sub-total Basic Services $154,425.00
Reimbursable Expenses included in above
Total Basic Services and Reimbursable expenses $154,425.00
Additional Services (Not to Exceed)$ 0.00
Maximum Total Compensation $154,425.00
REIMBURSABLE EXPENSES
CITY shall reimburse CONSULTANT for reimbursable expenses including, postage,
mileage and other miscellaneous costs, at cost. All requests for payment of
expenses shall be accompanied by appropriate backup information. Any expense
anticipated to be more than $250.00 shall be approved in advance by the CITY’s
project manager.
ADDITIONAL SERVICES
The CONSULTANT shall provide additional services only by advanced, written
authorization from the CITY. The CONSULTANT, at the CITY’s project manager’s
request, shall submit a detailed written proposal including a description of the scope
of services, schedule, level of effort, and CONSULTANT’s proposed maximum
compensation, including reimbursable expense, for such services based on the rates
set forth in Exhibit B-1. The additional services scope, schedule and maximum
compensation shall be negotiated and agreed to in writing by the CITY’s Project
Manager and CONSULTANT prior to commencement of the services. Payment for
additional services is subject to all requirements and restrictions in this Agreement
Work required because the following conditions are not satisfied or are exceeded
shall be considered as additional services:
EXHIBIT "B-I"
COMPENSATION
The CITY agrees to compensate the CONSULTANT for professional services
performed in accordance with the terms and conditions of this Agreement
based on the hourly rate of $145.00. This rate is all inclusive and includes all
-expenses including all overhead costs.
17 o5o3~o
EXHIBIT C
INSURANCE REQUIREMENTS
CONTRACTORS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL
FOR THE TERM OF THE CONTRACT OBTAIN AND MAINTAIN INSURANCE IN THE ~IOUNTS
FOR THE COVERAGE SPECIFIED BELOW, AFFORDED BY COMPANIES WITH A BEST’S KEY
RATING OF A-:VII, OR HIGHER, LICENSED TO TRANSACT INS~CE BUSINESS IN THE
STATE OF CA_LIEORIqIA.
AWARD IS CONTINGENT ON COMPLIANCE WITH CITY’S INSURANCE REQUIREMENTS, AS
SPECIFIED, BELOW:
REQUIRED
NO
YES
YES
NO
YES
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 AUTOMOBILE
LIABILITY, INCLUDING, OWNED,
HIRED, NON-OWNED
PROFESSIONAL LIABILITY,
INCLUDING, ERRORS AND
OMISSIONS, MALPRACTICE (WHEN
APPLICABLE), AND NEGLIGENT
PERFORMANCE
REQUIREMENT
STATUTORY
STATUTORY
BODILY INJURY
PROPERTY DAMAGE
BODILY INJURY &PROPERTY DAMAGE
COMBINED.
BODILY INJURY
EACH PERSON
EACH OCCURRENCE
PROPERTY DAMAGE
BODILY INJURY AND PROPERTY DAMAGE,
COMBINED
EACH
OCCURRENCE
MINIMUM LIMITS
AGGREGATE
$I,000,000
$i,000,000
$i,000,000
$300,000.00
$300,000.00
$300,000.00
$300,000.00
$300,000.00
$i,000,000
$i,000,000
$i,000,000
$300,000.00
$300,000.00
$300,000.00
$300,000.00
$300,000.00
ALL DAMAGES $I,000,000
THE CITY OF PA_LO IZ~LTO IS TO BE NAMED AS A!q 2dDDITIONA_L INSURED: PROPOSER, AT ITS SOLE COST AND
EXPENSE, SHALL OBTAIN AND MAINTAIN, IN FULL FORCE AND EFFECT THROUGHOUT THE ENTIRE TE~4 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, Ni~d4ING AS !~HDDITIONA-L INS[IRES CITY, ITS COUNCIL I~EFIBERS, OFFICERS,
AGENTS, ~ EI~PLOYEES.
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 18, S~!IPLE
AGREEMENT FOR SERVICES.
SUBMIT CERTIFICATE(S) OF INSURANCE EVIDENCING REQUIRED COVERAGE, OR COMPLETE
THIS SECTION AND IV THROUGH V, BELOW.
A.NAME AND.ADDRESS OF COMPANY AFFORDINGCOVERAGE (NOT AGENT OR BROKER):
B.NAglE, ADDRESS, AND PHONE NUMBER OF YOUR INSURANCE AGENT/BROKER:
C.POLICY NUMBER(S):
DEDUCTIBLE AMOUNT(S) (DEDUCTIBLE ~MOUNTS IN EXCESS OF $5,000 REQUIRE
CITY’S PRIOR APPROVAL):
III.AWARD IS CONTINGENT ON COMPLIANCE WITH CITY’S INSURANCE REQUIREMENTS, AND
PROPOSER’S SUBMITTAL OF CERTIFICATES OF INSURANCE EVIDENCING COMPLIANCE WITH
THE REQUIREMENTS SPECIFIED HEREIN.
IV.ENDORSEMENT PROVISIONS,WITH RESPECT TO THE INSURANCE AFFORDED TO
"ADDITIONAL INSURES"
A.PRIMARY COVERAGE
WITH RESPECT TO CLAIMS ARISING OUT OF. THE OPERATIONS OF THE NAMED INSURED,
INSURANCE AS AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT ADDITIONAL TO OR
CONTRIBUTING WITH ANY OTHER INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE
ADDITIONAL INSURES.
B.CROSS LIABILITY
THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSURES UNDER THE
POLICY SHALL NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED
AGAINST ANOTHER, BUT THIS ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS, SHALL
NOT INCREASE THE TOTAL LIABILITY OF THE COMPANY UNDER THIS POLICY.
Co NOTICE OF CANCELLATION
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.
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 (i0) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE
DATE OF CANCELLATION.
19 o2o31o
PROPOSER CERTIFIES THAT PROPOSER’S INSURANCE COVE~hGZ MEETS THE ABOVE
REQUIRZMENTS:
THE INFORMATION HEREIN IS CERTIFIED CORRECT BY SIGNATURE(S) BELOW.
SIGNATURE(S)MUST BE SAME SIGNATUItE(S)AS APPEAR(S ON SECTION II,
ATTACHI~ENT A,PROPOSER’S INFORMATION FORM.
Firm:
Signature:
Name:
(Print Or type name)
Signature:
Name:
Print or type name)
NOTICES SHALL BE MAILED TO:
PURCHASING AND
CONTRACT ADMINISTRATION
CITY OF PALO ALTO
P.O. BOX 10250
PALO ALTO, CA 94303.
2O 050310
CORD
DUCER
~nly Insurance Brokerage, Inc.
). Box 26630
CERTIFICATE OF LIABILITY INSURANCE OATE(MM,OO )
08/1112006
THIS CERTIFICATE IS ISSUED AS A MATTER’OF INFORMATION
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
Francisco CA 94126-6630
Geodesy
8 California St. STE 650
VERAGES
San Francisco CA 94110
INSURERS AFFORDING COVERAGE
INSURERA: Zurich Insurance
INSURER B:
INSURER C:
INSURER D:
INSURER E:
NAIC #
HE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING
NY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH "THIS CERT]FICATE MAY BE ISSUED OR
AY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH
OLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
~ N~N S~’~ POLICY EFFECTIVE
GENERAL LIABILITY~COMME RCIAL GENERAL LIABILITY PPS41557613 11121/05
-’~ CLAIMS MADE ~7 OCCUR
GEN’L AGGREGATE LIMIT APPLIES PER:
POLICYI---} I--7LOC
AU.___TOMOBtLE MAJBtUTY
ANY AUTO
ALL OWNED AUTOS
SCHEDULED AUTOS
HIRED AUTOS
NON-OWNED AUTOS
GARAGE ~ABIUTY~ANY AUTO
EXCESSIUMSRELLA LIABILITY
~ OCCUR D CLAIMS MADE
~DEDUCTIBLE
RETENTION $
WORKERS COMPENSATION AND
EMPLOYERS’ LIABIMTY
ANY PROPRIETOR/PARTNER’EXECUTIVE
OFFICEPJMEMB ER P_XCLUDFD?
If yes. describe under
SPECIAL PROVISIQNS below
OTHER
POLICY EXPIRATIONDATE IMM/DD/YY~
11/21/06
LIMITS
EACH OCCURRENCE $ 1,000,000
DAMAGE TO RENTED ’
PREMISFS (F. ncnuren(:R~$ 1,000,000
MED EXP (Any one person)$ I 0,000
P~:RSONAL & AOV INJURY $ excluded
GENERAL AGGREGATE $ 2,000,000
PRODUCTS - COMP/OP AGG $ 2,000,000
COMBINED SINGLE LIMIT(Ea acciden!)
BODILY INJURY(Per person)
BODILY INJURY(Per accident)
PROPERTY DAMAGE(Per accidenl)
AUTO ONLY - EA ACCIDENT
OTHER THAN EA ACC
AUTO ONLY:AGG
EACH OCCURRENCE
AGGREGATE
$
~$
$
$
$
$
TORY IMIT~
E.L EACH ACCIDENT
E.L. DISEASE - EA EMPLOYEE
E.L. DISEASE -POLICY LIMIT
~CRIPTION OF OPERATIONS I LOCATIONS I VEHICLES I EXCLUSIONS ADDED BY ENDORSEMENT I SPECIAL PROVISIONS
certificate holder is named as additional insured as their interest may appear.
~RTIFICATE HOLDER CANCELLATION
The City of PaiD Alto
Attn:Dave Matson
250 Hamilton Avenue, 2nd Floor
Paid Alto, CA 94301
.’ORD 25 (2001108)
SHOULD ANY OFTHE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION
BATE THEREOF, THE ISSUING INSURER VV~LL ENDEAVOR TO MAiL 30 DAYS WRll-rEN
NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL
IMPOSE NO OBLIGATION OR LIABIU~( OF ANY KIND UPON THE INSURER, ITS AGENTS OR
REPRESENTATIVES.
AUTHOREED REPRESENTATIVE ~/", <DA>
~) AC{~F~C~-R’P~I:[ATION 1988
EXHIBIT D
Certification of Nondiscrimination
As suppliers of goods or services to the City of Palo Alto, the firm and individuals listed
below certify 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.
4.If Proposer is INDIVIDUAL, sign here:
Date:
Proposer’s Signature
Proposer’s typed name and title
o If Proposer is PARTNERSHIP or JOINT VENTURE, at least (2) Partners or
each of the Joint Venturers shall sign here:
Partnership or Joint Venture Name (type or print)
Date:
Date:
Member of the Partnership or Join[ Venture signature
If Proposer is a CORPORATION, the duly authorized officer(s) shall sign as
follows:
The undersigned certify that they are respectivelyI
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
0~03 [0
behalf of the below named CORPORATION, and that they are authorized to execute
same for and on behalf of said CORPORATION.
Corporation Name (type or print)
By:
Title:
By:
Title:
Date:
Date:
0503 [ 0