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HomeMy WebLinkAbout2004-09-13 City Council (13)City of Palo Alto City Manager’s Report TO: ATTENTION: HONORABLE CITY COUNCIL CITY MANAGER DEPARTMENT: ADMINISTRATIVE SERVICES DATE:SEPTEMBER 13, 2004 CMR: 409:04 SUBJECT:APPROVAL OF PROFESSIONAL SERVICES AGREEMENT WITH GEODESY IN THE AMOUNT OF $130,000 FOR DEVELOPMENT SUPPORT OF NEW COMPUTER APPLICATIONS LINKED TO THE GEOGRAPHIC INFORMATION SYSTEM (GIS) RECOMMENDATION Staff recommends that Council approve and authorize the Mayor to execute the attached one-year professional services agreement with Geodesy in the mnount of $130,000 for development of computer applications linked to the GIS system. DISCUSSION Proi 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 initiative for infrastructure management, which has been identified as a Top 5 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 are new tasks that will further improve the integration of the GIS with these and other systems. The capabilities of the Police Computer-Aided Dispatch system will be enhanced by Geodesy by creating an active display of all call locations as they are received, greatly improving coordination between dispatching staff. To address the problem of an obsolescent document scanning and storage system, tools will be developed to allow Planning, Building and others to scan, store, and retrieve their documents quickly and easily at a very low cost. Data will be stored in industry-standard formats, allowing users to retrieve it through multiple applications, including the GIS, and making it accessible to future enterprise-wide systems that may be developed. CMR:409:04 Page 1 of 3 Existing GIS application capabilities will be improved in the areas of data editing and GIS and Utility CADD data integration. The ability to do editing of utility and other data in the field using mobile computing devices.will be implemented and supported by high-level synchronization of the field edits with the enterprise database. Support of the over 300 GIS users in the City will be enhanced through new GIS administration tools. Internet access to the GIS will be extended to make customer self-service capabilities available to much ofthe information that currently has to be provided by City staff, especially at the City’s development center. 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 This contract was determined to be exempt from competitive solicitation requirements under Municipal Code Sections 2.30.360 (b) (impractical, unavailing) and 2.30.360 (d) (sole source). Geodesy has been instrumental in the development of Palo Alto’s GIS and related applications, including many of the applications previously mentioned. A competitive solicitation would not have produced any advantage to the City and there is no equivalent service provider available in that Geodesy has a unique understanding of the City’s specialized GIS system, has extensive experience in developing GIS applications for the City, and has expertise in the City’s GIS software environment that another service provider cannot match. RESOURCE IMPACT Tasks under this agreement total $130,000. Funds for this project are budgeted in CIP 10215. 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. ATTACHMENTS Attachment A:Agreement CMR:409:04 Page 2 of 3 PREPARED BY: DAVE MATSON GIS Manager, Information Technology DEPARTMENTAL HEAD APPROVAL: C~’~ __~.~.~ Director~inistr~i’ti~e Services CITY MANAGER APPROyAL: "~MI~Y HANSON Assistant City Manager CMR:409:04 Page 3 of 3 CONTRACT NO. BETWEEN THE CITY OF PALO ALTO AND GEODESY FOR GEOGRAPHIC INFORMATION SYSTEM (GIS) SUPPORT This Contract No. is entered into by and between the CITY OF PAL0 ALTO, a chartered city and a municipal corporation of the State of Californfa ("CITY"), and GEODESY, a general partnership (Taxpayer Identification No. 94-3191197), ("CONTRACTOR"). RECITALS: WHEREAS, CITY desires certain professional services ("Services"i in support of City’s Geographic Information System (GIS), including, but not limited .to, creating an interim document management system, developing a Public Safety Dispatch Center application and enhancements to browser-based capabil~ties, as more fully described in Exhibit "A"; and WHEREAS, CITY desires to engage CONTRACTOR, including its employees, if any, in providing the Services by reason of its qualifications and experience in performing the Services, and CONTRACTOR has offered to complete the project on the terms and in the manner set forth herein. NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Contract, the parties agree: SECTION i. TERM i.i This. Contract will commence on the date of its execution by CITY, and continue in full force and effect through June 30, 2005, unless this Contract is earlier terminated by CITY. Upon the receipt of CITY’s notice to proceed, CONTRACTOR will commence work in accordance with the time schedule set forth in Exhibit "A" Time is of the essence Of this Contract. It is understood and agreed that the services to be performed by CONTRACTOR will be in response to the needs of CITY that arise during the term of the Contract, and each task shall be performed in a timely manner appropriate to the need therefor. SECTION 2.SCOPE OF PROJECT; CHANGES &CORRECTIONS 2.1 CONTRACTOR shall perform the Services accordance with the Scope of Work attached as Exhibit "A". in 040824 sm 0100289 1 2.2 CITY may order substantial changes in th~ scope or character of the Services described in Exhibit "A", either decreasing or increasing the amount of work required of CONTRACTOR. In the event that such changes are ordered, subject to the approval of CITY’s City Council, as may be required, CONTRACTOR will be entitled to full compensation for all work performed prior to CONTRACTOR’s receipt of the~notice of change and further will be entitled to an extension of the time schedule. Any increase in compensation for substantial changes will be determined in accordance with the provisions of this Contract. CITY will not be liable for the cost or payment of~ -any change in work, unless the amount of additional compensation attributable to the change in work is agreed to, in writing, by CITY before CONTRACTOR commences the performance of any such change in work. 2.3 Any and all errors, omissions, or ambiguities in the CONTRACTOR’s work product, which are discovered by CITY, will be corrected by CONTRACTOR at no cost to CITY, provided CITY gives notice to CONTRACTOR. SECTION 3. CONTRACTOR QUALIFICATIONS,STATUS,AND DUTIES OF 3.1 CONTRACTOR represents and warrants that it has the expertise and professional qualifications to furnish or cause to be furnished the Services. CONTRACTOR further represents and warrants that the project director and every individual, including any CONTRACTOR (including contractors), charged with the performance of the Services are duly l±censed or certified by the State of California, to the extent such licensing or certification is required by law to perform the Services, and that the Services will be executed by them or under their supervision. CONTRACTOR will furnish to CITY for approval, prior to execution of this Contract, a list of all individuals and the names of their employers or principals to be ~mp~oyed as subcontractors. 3.2 In reliance on the representations and warranties set forth in this Contract, CITY hires CONTRACTOR to execute, and CONTRACTOR covenants and agrees that it will execute or cause to be executed, the Services. 3.3 CONTRACTOR will assign Charles Eitzel as the project director to have supervisory responsibility for the performance, progress, and execution of the Services and will also represent CONTRACTOR on a day-%o-day basis. If circumstances or conditions subsequent to the execution of this Contract cause the substitution of the project director or 040824 sm 0100289 2 project coordinator for any reason, the appointment of a substitute project director or substitute project coordinator will be subject to the prior written approval of the project manager. 3.4 CONTRACTOR represents and warrants that it will: 3.4.1 Procure all permits and licenses, pay all charges and fees, and give all notices which may be necessary and incident to the due and lawful prosecution of the Services; 3.4.2 Keep itself fully informed of all existing and future Federal, State of California, and local laws, ordinances, regulations, orders, and decrees which may affect those engaged or employed under this Contract and any materials used in CONTRACTOR’s performance of the Services; 3.4.3 At all times ~observe and comply with, and cause its employees and CONTRACTORs, if .any, who are assigned to the performance of this Contract to observe and comply with, the laws, .ordinances,regulations, orders and decrees mentioned above; and 3.4.4 Report immediately to the project manager, in writing, any discrepancy or inconsistency it discovers in the laws, ordinances, regulations, orders, and decrees mentioned above in relation to the Deliverables. 3.5 Any documents, drawings, designs, data or other work product ("Deliverables") given to, or prepared or assembled by, CONTRACTOR or its subcontractor’s, if any, under this Contract will become the property ~of CITY and will not be made available to any individual or organization by CONgRACTOR or its subcontractors, if any, without the prior written approval of the City Manager. 3.6 coNTRACTOR will provide CITY with three (3) copies of any documents which are a part of the Deliverables upon their completion and acceptance by CITY. 3.7 If CITY requests additional copies of any documents which are a part of the Deliverables, CONTRACTOR will provide such additional copies and CITY will compensate CONTRACTOR for its duplicating costs. 3.8 CONTRACTOR will be responsible for employing or engaging all persons necessary to execute the Services. All subcontractors of CONTRACTOR will be deemed to be directly controlled and supervised by CONTRACTOR, which will be 040824 sm 0100289 3 responsible for their performance. If any employee or subcontractor of CONTRACTOR fails or refuses to carry out the provisions of this Contract or appears to be incompetent or to act in a disorderly or improper manner, the employee or subcontractor will be discharged immediately from further performance under this Contract on demand of the project manager. 3.9 In the execution of the Services, CONTRACTOR and its subcontractors, if any, will at all times be considered independent contractors and not agents or employees of CITY. 3.10 CONTRACTOR will be responsible for employing all subcontractors deemed necessary to assist CONTRACTOR in the performance of the Services. The appointment of subcontractors must be approved, in advance, by CITY, in writing, and must remain acceptable to CITY during the term of this Contract. SECTION 4.DUTIES OF CITY 4.1 CITY will furnish or cause to be furnished the services listed in Exhibit "A" and such information regarding its requirements applicable to the project as may be reasonably requested by CONTRACTOR. 4.2 CITY will review and approve, as necessary, in a timely manner the Deliverables and each phase of work performed by CONTRACTOR. CITY’s estimated time of review and approval will be furnished to CONTRACTOR at the time of submission of each phase of work. CONTRACTOR acknowledges and understands that the interrelated exchange of information among CITY’s various dePartments makes it extremely difficult for CITY to firmly establish the time of each review and approval task. CITY’s failure to review and approve within the estimated time schedule will not constitute a default under this Contract. 4.3 The City Manager will represent CITY for all purposes under this Contract. DAVE MATSON is designated as the project manager for the City Manager. The project manager will supervise the performance, progress, and execution of the project. 4.4 If CITY observes or otherwise becomes aware of any default in the performance of CONTRACTOR, CITY will use reasonable efforts to give written notice thereof to CONTRACTOR in a timelymanner. // 040824 sm 0100289 4 SECTION 5.COMPENSATION 5.1 CITY will compensate CONTRACTOR for the following services and work: 5.1.1 In consideration of the full performance of the Services, including any authorized reimbursable expenses, CITY will pay CONTRACTOR a fee not to exceed One Hundred Thirty Thousand Dollars ($130,000). The amount of compensation will be calculated at the rate of One Hundred Twenty Five Dollars ($i~5.00) per hour on a time and materials basis, up to One Thousand Forty Hours (1,040) hours. CONTRACTOR expressly agrees that it can perform each task within the budgeted hours set forth for each task, as shown on Exhibit "B". The fees of the subcontractors who have direct contractual relationships with CONTRACTOR, will be approved, in advance, by CITY. CITY reserves the right to refuse payment of such fees, if such prior approval is not obtained by CONTRACTOR. 5.2 The schedule of payments will be made as follows: 5.2.1 Payment will be made within thirty (30) days of submission, in triplicate, of CONTRACTOR’s invoice. Final payment will be made by CITY after CONTRACTOR has submitted all Deliverables,. including, without limitation, reports which have been approved by the project manager. 5.2.2 CONTRACTOR’s invoices shall detail the task, hours worked on each task and authorized reimbursable expenses. SECTION 6.ACCOUNTING, AUDITS, OWNERSHIP OF RECORDS 6.1 Reco’rds of the direct personnel expenses and expenses incurred in connection with the performance of the Services will be prepared, maintained, and retained by CONTRACTOR in accordance with generally accepted accounting pr nci ies ~d will be made available to CITY for auditing purposes at mutually convenient times during the term of this Contract and for three (3) years following the expiration or earlier termination of this Contract. 6.2 The originals of the ©eliverables prepared by or under the direction of CONTRACTOR in the performance of this Contract will become the property of CITY irrespective of whether the Project is completed upon CITY’s payment of the amounts required to be paid to CONTRACTOR. These originals will be delivered to CITY without additiona! compensation. CITY will have the right to utilize any final and incomplete drawings, estimates, specifications, and any other documents prepared 040824 sm 0100289 5 hereunder by CONTRACTOR, but CONTRACTOR disclaims any responsibility or liability for any alterations or modifications of such documents. SECTION 7.INDEMNITY 7.1 CONTRACTOR agrees to protect, indemnify, defend and hold harmless CITY, its Council members, officers, emp!oyees an~ agents,from any and all demands, claims, or liability of any nature,including death or injury to any person,~ property damage or any other loss, caused by or arising out of CONTRACTOR’s, its officers’, agents’, subcontractors’ or employees’ negligent acts, errors, or omissions, or willful misconduct, or conduct for which applicable law may impose strict liability on CONTRACTOR in the performance of or failure to perform its obligations under this Contract. SECTION 8.WAIVERS 8.1 The waiver by either party of any breach or violation of any covenant, term, condition or provision of this Contract or of the provisions of any ordinance or law will not be deemed to be a waiver of any such covenant, term, condition, provision, ordinance, or law or of any subsequent breach or violation of the same or of any other covenant, term, condition, provision, ordinance or law. The subsequent acceptance by either party of any fee or other money which may become due hereunder will not be deemed to be a waiver of any preceding breach or violation by the other party of any covenant, term, condition or provision of this Contract or of any applicable law or ordinance. 8.2 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 Contract. SECTION 9.INSURANCE 9.1 CONTRACTOR, at its sole cost and expense, will obtain and maintain, in full force and effect during the term of this Contract, the insurance coverage described in Exhibit "C", insuring not only CONTRACTOR and its subcontractors, if any, but also, with the exception of workers’ compensation, employer’s liability and professional liability insurance, naming CITY as an additional insured concerning CONTRACTOR’s performance under this Contract. 9.2 All insurance coverage required hereunder will be provided through carriers with Best’s Key Rating Guide ratings 040824 srn 0100289 of A:VII or higher which are admitted to transact insurance business in the State of California. Any and all subcontractors of CONTRACTOR retained to perform Services under this Contract will obtain and maintain, in full force and effect during the term of this Contract, identical insurance coverage, naming CITY as an additional insured under such policies as required above. 9.3 Certificates of such insurance, preferably on the forms provided by CITY, will be filed with CITY concurren£1y with the execution of this Contract. 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 altered by the insurer except after filing with the CITY’s City Clerk thirty (30) days’ prior written notice of such cancellation or alteration, and that the City of Palo Alto is named as an additi®nal insured except in policies of workers’ compensation, employer’s liability, and professional liability insurance. Current certificates of such insurance will be kept on file at all times during the term of this Contract with the city clerk. 9.4 The procuring of such required policy or policies of insurance will not be construed to limit CONTRACTOR’s liability hereunder nor .to fulfill the indemnification provisions of this Contract.NotWithstanding the policy or policies of insurance, CONTRACTOR 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 Contract, including such damage, injury, or loss arising after the Contract is terminated.or the term has expired. SECTION !~0.WORKERS’ COMPENSATION i0.i CONTRACTOR, by executing this Contract, certifies that it is aware of the provisions of the Labor Code of the State of Calif0rnia W~ch 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 the performance of the project. PROJECT SECTION ii.TERMINATION OR SUSPENSION OF CONTRACT OR ii.i The City Manager may suspend the execution of the project, in whole or in part, or terminate this Contract, with or without cause, by giving thirty (30) days’ prior written notice thereof to CONTRACTOR, or immediately after submission to 040824 sm 0100289 7 CITY by CONTRACTOR of any completed item of Services. Upon receipt of such notice, CONTRACTOR will immediately discontinue its performance under this Contract. I~.2 CONTRACTOR may terminate this Contract or suspend its execution of the project by giving thirty (30) days’ prior Written notice thereof to CITY, but only in the event of a substantial failure of performance by CITY or in the event CITY indefinitely withholds .or withdraws its request for the initiation or continuation of Services~ 11.3 upon such suspension or termination by CITY, CONTRACTOR will be compensated for the Services performed and Deliverables receiyed and approved prior to receipt of written notice from CITY of such suspension or abandonment, together with authorized additional and reimbursable expenses then due. If the project is resumed after being suspended, for more than 180 days, any change in CONTRACTOR’s compensation will be subject to renegotiation and, if necessary, approval of CITY’s City Council. If this Contract is suspended or terminated on account of a default by CONTRACTOR, CITY will be obligated to compensate CONTRACTOR only for that portion of CONTRACTOR’s services which are of direct and immediate benefit to CITY, as such determination may be made by the city manager in the reasonable exercise of his or her discretion. 11.4 In the event of termination of this Contract or suspension of work on the project by CITY where CONTRACTOR is not in default, CONTRACTOR will receive compensation as follows: 11.4.1 For approved items of services, CONTRACTOR will be compensated for each item of service fully performed in the amounts authori~zed under this Contract. 11.4.2 For approved items of services on which a notice to proceed is issued by CITY, but which are not fully performed, CONTRACTOR will be compensated for each item of service in an amount which bears the same ratio to the total fee otherwise payable for the performance of the service as the quantum of service actually rendered bears to the services necessary for the full performance of that item of service. 11.4.3 The total compensation payable under the preceding paragraphs of this Section will not exceed the payment specified under Section 5 for the respective items of service to be furnished by CONTRACTOR. 11.5 Upon such suspension or termination, CONTRACTOR will deliver to the city manager immediately any and all copies 040824 sra 0100289 8 of the Deliverables, whether or not completed, prepared by CONTRACTOR or.its subcontractors, if any, or given to CONTRACTOR or its subcontractors, if any, in connection with this Contract. Such materials will become the property of CITY. 11.6 The failure of CITY to agree with CONTRACTOR’s independent findings, conclusions, or recommendations, if the same are called for under this Contract, on the basis of differences in matters of judgment, will not be construed as a failure on the part of CONTRACTOR to fulfill its obligations under this Contract. SECTION 12.ASSIGNMENT 12.1 This Contract is for the personal services of CONTRACTOR; therefore, CONTRACTOR will not assign, transfer, convey, or otherwise dispose of this Contract or any right, title or interest in or to the same or any part thereof without the prior written consent of CITY. A consent to one assignment will not be deemed to be a consent to any subsequent assignment. Any assignment made without the approval of CITY will be void and, at the option of the city manager, this Contract may be terminated. This Contract will not be assignable by operation. oflaw. SECTION 13.NOTICES 13.1 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 To CONTRACTOR: Attention of the project director at the address of CONTRACTOR recited above SECTION 14.CONFLICT OF INTEREST 14.1 In accepting this Contract, CONTRACTOR 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. 14.2 CONTRACTOR further covenants that, in the performance of this Contract, it will not employ contractors or 040824 sm 0100289 9 persons having such an interest mentioned above. CONTRACTOR certifies that no one who has or will have any financial interest under this Contract is an officer or employee of CITY; this provision will be interp<eted in accordance with the applicable provisions of the Palo Alto Municipal Code and the Government Code of the State of California. SECTION 15. NONDISCRIMINATION 15.1 As set forth in the Palo Alto MuniCipal Code, no discrimination will be made in the employment of persons under this Contract 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. If the value of this Contract is, or may be, five thousand dollars ($5,000) or more, CONTRACTOR agrees to meet all requirements of the Palo Alto Municipal Code pertaining to nondiscrimination in employment, including completing the requisite form furnished by CITY and set forth in Exhibit "D". 15.2 CONTRACTOR agrees that each contract for services from independent providers will contain a provision substantially as follows: "[Name of Provider] will provide CONTRACTOR with a certificate stating that [Name of Provider] is currently in compliance with all Federal and State of California laws covering nondiscrimination in -employment; and that [Name of Provider] will not discriminate in the employment of any person under this contract because of the age, race, color, national origin, ancestry, religion, disability, sexual preference or gender of such person." 15.3 If CONTRACTOR is found in violation of the nondiscrimination provisions of the State of California Fair Employment Practices Act or similar provisions of Federal law or executive order in the performance of this Contract, it will be in default of this Contract. Thereupon, CITY will have the power to cancel or suspend this Contract, in whole or in part, or to deduct the sum of twenty-five dollars ($25) for each person for each calendar day during which such person was subjected to discrimination, as damages for breach of contract, or both. Only a finding of the State of California Fair Employment Practices Commission or the equivalent federa! agency 040824 sm 0100289 1 0 or officer will Contract. constitute evidence of a breach of this SECTION 16.MISCELLANEOUS PROVISIONS 16.1 CONTRACTOR represents and warrants that it has knowledge of the requirements of the federal Americans with Disabilities Act of 1990, and the Government Code and the Health and Safety Code of the State of California, relating to access to public buildings and accommodations for disabled persons, and relating to facilities for disabled persons. CONTRACTOR will comply with or ensure by its advice that compliance with such provisions will be effected pursuant to the terms of this Contract. 16.2 Upon the agreement of the parties, any controversy or claim arising out of or relating to this Contract may be settled by arbitration in accordance with the Rules of the American Arbitration Association, and judgment upon the award rendered by the Arbitrators may be entered in any court having jurisdiction thereof. 16.3 This Contract will be governed by the laws of the State of California, excluding its conflicts of law. 16.4 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. 16.5 This document represents the entire and integrated Contract 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. 16.6 All provisions of this Contract, whether covenants or conditions, will be deemed to be both covenants and conditions. 16.7 The covenants, terms, conditions and provisions of this Contract will apply to, and will bind, the heirs, successors, executors, administrators, assignees, and subcontractors, as the case may be, of the parties. 16.8 If a court of competent jurisdiction finds or rules that any provision of this Contract or any amendment thereto is void or unenforceable, the unaffected provisions of 040824 sm O100289 this Contract and any amendments thereto will remain in full force and effect. 16.9 All exhibits referred to in this Contract and any addenda, ~appendices, attachments, and schedules which, from time to time, may be referred to in any duly executed amendment hereto are by such reference incorporated in this Contract and will be deemed to be a part of this Contract. 16.10 This Contract may be executed in any number of counterparts, each of which will be an original, but all of which together will constitute one and the same instrument. 16.11 This Contract is subject to the fiscal provisions of the Charter of the City of Palo Alto and the Palo Alto Municipal Code. This Contract 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 Contract are no longer available. This Section 16.12 will take precedence in the event of a conflict with any other covenant, term, condition, or provision of this Contract. II II /i ii II II II II II II II II II 040824 sm 0100289 1 2 IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives executed this Contract on the date first above written. ATTEST:CITY OF PALO ALTO City Clerk Mayor APPROVED AS TO FORM:GEODESY Senior Asst. City Attorney By: Its: APPROVED:Taxpayer I.D. No. 94-3191197 Assistant City Manager Director of Administrative Services Insurance Review Attachments: EXHIBIT "A": EXHIBIT "B"" EXHIBIT "C"- EXHIBIT "D": SCOPE OF WORK FOR FISCAL YEAR 2004-2005 SCHEDULE OF RATES AND HOURS PER TASK INSURANCE NONDISCRIMINATIONCOMPLIANCE FORM 040824 sm 0100289 13 CERTIFICATE OF ACKNOWLEDGMENT (Civil Code § i189) STATE OF COUNTY OF ) ) ) On O~/~//~-/~ ~., ~x30~ before me, the undersigned, a notary public in and for said County, personally appeared personally known to me (or proved to me on the basis of satisfactory evidence) to be the person(~ whose name(~) is/am-e subscribed to the within instrument, and acknowledged to me.that he/she/~h~y executed the same in his//~er/t4~gi-r authorized capacity(i-es), and that by his/4%er/th~iq~ signature(~) on the instrument the person(~@-, or the entity upon behalf of which the person(s~ acted, executed the instrument. WITNESS my hand and official seal. !~ MyComm. Exp. May18,2008 [ 040824 sm 0100289 May 25, 2004 Exhibit A Page 1 Scope of Work for Fiscal Year 2004 - 2005 This scope of work describes the tasks to be performed by Geodesy in support of the PAGIS project for fiscal year 2004 - 2005. The focus for the year is on creating an. interim document management system, a Public Safety Dispatch Center application, and enhancements to browser-based capabilities. The total cost for this scope of work is $130,000.00. The cost basis is 1,040 hours at the rate of $125.00 per hour. Time will be billed on a monthly basis for hours worked. Task 1 : CADStat - A Public Safety Application CADStat will be a multi-user Windows-based application that provides a map display on desktop monitors, on large format screens (plasma or projector), or possibly extended to a wireless environment for the field (mobile data computers). The user interface will be simple - primarily comprised of an interactive map. The look- and-feel of CADStat will be similar to MapView, the City’s existing casual user GIS application. Dispatchers will be able to set the map contents by picking from a list of pre-defined map views and turning layers on or off (including the aerial photo). In order to maintain consistency between dispatchers, the application will not allow symbology and colors to be changed. The symbols may flash, change color, and change shape depending on incident status. A Communications Administrator will define the map definitions, symbology, and colors. Task 2: Interim Document Management System The Planning, Building, and Fire departments have been using BODS to store and retrieve pictures of paper documents for the last 10 years. BODS links to a scanner which is used to create digital copies of project files and then categorizes and files the scanned documents into a proprietary database. The documents stored ,in BODS are used to provide historical background for permitted .activities and to confirm that projects were approved. Documents areretrieved primarily by street address, but Assessor’s parcel number and permit numbers are also used as indexes. Because BODS is no longer supported, the scanning activity has been halted and a two- year backlog has developed. Although the City plans to select and implement an enterprise-wide Document Management System, that implementation is too far in the future to alleviate the backlog pressure. Consequently, an interim DMS is desired. Task 2 provides for an interim DMS that will: categorize and file scanned documents, , store all documents in files accessible through Windows Explorer, provide simple access to documents through a small standalone application as well as through the existing GIS related document interface, and May 25, 2004 Exhibit A Page 2 ¯provide administrative support for managing the on-disk documents. Time to review the existing BODS data structure is included in this scope, but not time to extract the existing documents from BODS. The intent of the BODS review is to determine the feasibility for the City’s staff or Geodesy to extract documents and keys from BODS’ existing Informix database. If it is not feasible, a more rigorous extraction approach will need to be pursued through a document management vendor. Task 3: Edit Feature Relations The PAGIS GIS data model allows feature class relationships to be defined. For example, a manhole may be connected to pipes, a parcel may contain addresses, and a road centerline may support multiple utility and paving projects. Some feature classes may relate to non-graphic data such as parcels-to-owners. In the case of parcels as related to addresses, values in the table that joins the parcel and address tables must be added and edited directly in the join table. This task provides time to create a user interface for easily defining relationships between features that are in two different feature classes. This will include the ability to identify the features to be related by clicking on them or selecting them from a list as well as editing any attribute values that are stored in a join table. Task 4: Centralize GIS Administrator Applications There are currently a number of administrative applications and data files used to support PAGIS applications: -Feature Dictionary Manager- manages metadata in Feature Dictionaries. ¯Symbol Editor- edits GIS graphic symbols in Feature Dictionaries. ¯AppVars MDB - defines application variables on a user-by-user basis. ¯Image Server Ini File- defines background image sets and locations. ¯User Administration - assigns feature class and attribute permissions to users. Under this task, most of these applications and files will be integrated into one administrative application. Additionally, support to identify discrepancies between multiple Feature Dictionaries and synchronize them will. be included. Task 5: CD/DVD Publishing Extensions Currently, the entire GIS data set and applications are published onto a CD or DVD (if the orthophoto backgrounds are included). This capability enables operations and public safety staff to take the GIS into the field in a stand-alone mode on laptop computers. Task 5 will extend the current publishing capabilities to include related documents, web links, and possibly a replicated hazardous materials UniDocs site. May 25, 2004 Exhibit A Page 3 Task 6: Field Data Synchronization Support When GIS data is edited, historical records of the edited features are kept and the edit is logged so administrators can track data changes. The City would like to extend this editing capability to stand-alone laptops running CD/DVD-based applications. Under this task, the Feature Editor application will be extended to support GIS data editing in a stand-alone mode. GIS features being edited will be transferred to the laptop’s local hard drive, local edit logging will be enabled, and support for the reconciliation of logged edits with the master data set once the laptop is connected into the City’s network will be added. Task 7:. NetMap and PdaMap Updates NetMap will be extended to support deep-links and access related documents through its browser-based interface under this task. Possibly, both NetMap and PdaMap will be updated to allow attribute edits. Task"8: Web Service for the Image Server Under this task, a Web Service will be created to provide images from the existing PAGIS Image Server over Palo Alto’s intranet and optionally the internet. This enhancement will allow existing web and desktop software to request and display aerial photo backdrops. Task 9: AutoCAD and ESRI Data Conversion Enhancements The current AutoCAD Project Setup and DXF Out Converter convert a user-specified area of an entire map view and produce a multi-layered, small area data set in AutoCAD. The current Shape and Geodatabase converters convert entire layers, but do not work on user-specified areas. Under this task, the Project Setup and DXF converter will be extended to convert entire layers, and the Shape and Geodatabase converters will be extended to convert all the features displayed in any map view that overlaps a user-specified area. Exhibit B Estimate for FY 04-05 Task 1 2 3 4 5 6 7 8 9 Description CADStat - A Public Safety Application Interim Document Management System Related Feature Editing Centralize GIS Administrator Applications CD/DVD Publishing Extensions Field Data Synchronization Support NetMap and PDA Map Updates Web Service for the Image Server AutoCAD and ESRlData Conversion Enhancements Total: Billing rate: $125 per hour Hours 240 160 96 8O 80 96 144 80 64 1,040 25-May-04 Cost 30,000 20,000 12,000 10,000 10,000 12,000 18,000 10,000 8,000 130,000 Page1 ACORDTM CERTiFiCATE OF "I~RODUCER Stanly Insurance Brokerage Inc 8 California Street, Ste. 202 San Francisco, CA 94111 NSURED Geodesy 8 California Street, Ste.# San Franciso, CA 94111 COVERAGES EXHIBIT C LIABILITY 650 INSURANCE 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. INSURERS AFFORDING COVERAGE INSURER A:ZU_z’i Ch Insurance INSURER B: INSURER C: INSURER D: INSURER E: THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN iSSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES, AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. NSRLTR A TYPE OF INSURANCE GENERAL LIABILITY ~X~ COMMERCIAL GENERAL LIABILITY -- ----~ CLAIMS MADE [] OCCUR GEN’L AGGREGATE LIMIT APPLIES PER: ~-~-] POLICY [~PRO-JECT ~--~ LOC AUTOMOBILE LIABILITY ANY AUTO ALL OWNED AUTOS SCHEDULED AUTOS _~ HIRED AUTOS NON-OWNED AUTOS GARAGE LIABILITY~ANY AUTO EXCESS LIABILITY ----~ OCCUR [~ CLAIMS MADE ~DEDUCTIBLE RETENTION $ WORKERS COMPENSATION AND EMPLOYERS" LIABILITY OTHER POLICY NUMBER POLICY EFFECTIVEDATE IMM/DD(YY) PAS041557513 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS POLICY EXPIRATIONDATE (MM/DD/YY)LIMITS EACH OCCURRENCE FIRE DAMAGE (Any one fire) MED EXP (Any one person), PERSONAL & ADV INJURY GENERAL AGGREGATE PRODUCTS - COMP/OP AGG COMBINED SINGLE LIMIT{Ea accident) BODILY INJURY(Per person) BODILY INJURY(Per accident) PROPERTY DAMAGE(Per accident) AUTO ONLY - EA ACCIDENT OTHER THAN EA ACC AUTO ONLY:AGG EACH OCCURRENCE AGGREGATE IWC STATU-TORY LIMITS I l° t E.L. E,t*CH ACCIDENT EL DISEASE - EA EMPLOYEE E.L. DISEASE - POLICY LIMIT ~i,000,000 300,000 I0,000 ~excluded ~2,000,000 ~2,000,000 $ $ $ $ $ $ $ $ $ $ Software Programmer-mapping The certificate holder is named as additional insured as their interest may appear. Except for i0 days non-payment. CERTIFICATE HOLDER I% I ADDITIONAL INSURED; INSURER LETTER: Dave Matson The City of Palo Alto 250 Hamilton Avenue, 2nd Palo Alto, CA 94301 Fax: 650 617 3109 ACORD 25-S (7/97) Floor CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL 3 0 DA.YS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR REP RE~S~,TIVES, ~1 (~ACORD ORPORATION 1988 CERTIFICATION OF NONDISCRIMINATION EXHIBIT D SECTION 410 Certification of Nondiscrimination As suppliers of goods or services to the City of Palo Alto, the firm and individuals listed below hereby certify: a)that they are currently in compliance with all federal and state of California taws covering nondiscrimination in employment; and b)that, if awarded the contract, the proposer will not discriminate in employment of any person under the contract because of race, color, national origin or ancestry, religion, disability, gender or marital status of such person. THE INFORMATION HEREIN IS CERTIFIED CORRECT BY SIGNATURE(S) BELOW. Signature: ~’~c~~-~ Name:C P~,,&, ~_._L...~<---2 -~ ~."~ "~._E_~L." (PRINT OR TYPE NAME) Signature: Name: Note: (PRINT OR TYPE NAME) California Corporations Code Section 313 requires two corporate officers to execute contracts. *The signature of First Officer* must be one of the following: Chairman of the Board; President; or Vice President. **The signature of the Second Officer** must be one of the following: Secretary; Assistant Secretary; Chief Financial Officer; or Assistant Treasurer. (in the alternative, a certified corporate resolution attesting to the signatory authority of the individuals signing in their respective capacities is acceptable) CITY OF PALO ALTO PAGE 1 OF 1