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Home My WebLink AboutStaff Report 2404-2870CITY OF PALO ALTO CITY COUNCIL Special Meeting Monday, June 03, 2024 Council Chambers & Hybrid 5:30 PM Agenda Item 4.Approval of Contract Amendment No. 4 to Contract No. C15159248 with Geodesy in the Amount of $495,000 (for a new not-to-exceed of $2,425,00) and Extend the Term for Three Years for Encompass GIS Software Maintenance and Support. CEQA status - not a project. City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: IT Department Meeting Date: June 3, 2024 Report #:2404-2870 TITLE Approval of Contract Amendment No. 4 to Contract No. C15159248 with Geodesy in the Amount of $495,000 (for a new not-to-exceed of $2,425,00) and Extend the Term for Three Years for Encompass GIS Software Maintenance and Support. CEQA status - not a project. RECOMMENDATION Staff recommends that City Council approve and authorize the City Manager or their designee to execute Contract C15159248 Amendment No. 4 with Geodesy (Attachment A) for the provision of professional software development, data support, maintenance and support through June 30, 2029 in an amount not-to-exceed $495,000 for the Encompass GIS software. This amendment results in a revised total contract not-to-exceed amount of $2,425,000 for a total term of 12 years. EXECUTIVE SUMMARY The citywide Geographic Information System (GIS) solution consists of geographic information, software applications, an information network, and a management structure providing GIS information to all users. The GIS solution supports all departments and mission-critical departmental business processes, including Utilities, Police, Fire, and the Office of Emergency Services. BACKGROUND The City Council, on September 13, 2004, approved a contract with Geodesy, exempt from competitive solicitation requirements (CMR 409:041), acknowledging its sole-source nature and impracticality to seek alternatives. Subsequent agreements with Geodesy, approved on October 1 September 13, 2004 Report: https://www.cityofpaloalto.org/files/assets/public/v/1/agendas-minutes- reports/reports/city-manager-reports-cmrs/year-archive/2004/09-september/3703.pdf 15, 2007 (CMR: 378:072), February 13, 2012 (CMR 24633), and June 29, 2015 (CMR 57454), were also rendered as sole-source contracts, reflecting Geodesy's specialized understanding of the City's GIS system and its role in developing GIS applications. In response to a reassessment in FY 2017, aligning Geodesy's services with evolving GIS needs, a decision was made in FY 2018 to transition to Environmental Systems Research Institute, Inc. (ESRI) as the City’s new GIS platform. The adoption of the ESRI GIS system provides the city with a comprehensive and industry-leading solution, addressing functional gaps present in the Geodesy system. Both systems will operate concurrently until ESRI fully replaces Geodesy, which is estimated to occur by Fiscal Year 2027. Once ESRI is fully functional, the Geodesy platform will be retired, rendering the existing contract unnecessary. Even though the Geodesy platform will be retired soon, Geodesy is providing valuable professional services in assisting with the City's transition to the ESRI ArcGIS platform. Their deep understanding of the City's GIS data and department-specific GIS data workflows is assisting in a successful transition to the new ArcGIS platform. An exemption to competitive solicitation pursuant to Palo Alto Municipal Code section 2.30.360(b)(2) due to the impracticality to solicit was approved by the City Manager. ANALYSIS The following tasks will be performed by Geodesy in support of the City’s GIS needs for fiscal years 2025 – 2027. This work plan will include but is not limited to the following tasks on an as- needed basis. A service request will be created to track the deliverables and cost. 1. Standard software maintenance and support: $15,000 per year 2. Software enhancement based on Projects approved by the GIS Program Manager: $75,000 per year. This can include: a. performing administration services such as managing user authorizations, maintaining services and scheduled tasks, and updating data definitions for the legacy Encompass GIS. b. assisting staff in the use of the Encompass GIS for operational activities, Extract Transform and Load (ETL) processes, geocoding, and data imports and exports. c. supporting data quality processes. d. keeping the ArcGIS and Encompass data in sync by managing the ETL process for the initial migration of Encompass-based PAGIS data to ArcGIS and then, once editing control is moved to ArcGIS, back to Encompass as the master data is edited. 2 October 15, 2007 Report: https://www.cityofpaloalto.org/files/assets/public/v/1/agendas-minutes- reports/reports/city-manager-reports-cmrs/year-archive/2007/cmr-378-07.pdf 3 February 13, 2012 Report: https://www.cityofpaloalto.org/files/assets/public/v/1/from-archive/agendas- minutes-reports/reports/city-manager-reports-cmrs/2012/geodesy-2463.pdf 4 June 29, 2015 Report: https://www.cityofpaloalto.org/files/assets/public/v/1/agendas-minutes- reports/reports/city-manager-reports-cmrs/year-archive/2015/cmr-5745.pdf e. converting sketch files (unmanaged project data) for use in ArcGIS. f. assisting in map definition creation in ArcGIS. g. coordinating with and supporting the city’s GIS data vendors such as Lynx, the city’s GIS data maintenance vendor and ARC, the city’s document scanning vendor. h. managing GIS data housekeeping in coordination with the City’s other GIS and Computer Aided Dispatch (CAD) vendors. i. providing light weight, task specific application development in the ArcGIS environment using ESRI APIs for web apps and desktop add-ins. j. attending GIS Modernization team meetings and responding to issues raised. FISCAL/RESOURCE IMPACT Funding for this contract amendment in FY 2025 is within the proposed budgeted levels to be adopted by the City Council on June 17, 2024, no additional funding is requested. Funding for subsequent years of the contract will be subject to approval through the annual budget development process. The Information Technology Department is funded by an internal service fund. Approximately 44% of the department is General Fund funded with the remaining 56% funded by enterprise and special revenue funds. STAKEHOLDER ENGAGEMENT The services were coordinated with internal stakeholders and the service provider. ENVIRONMENTAL REVIEW The approval of this contract is exempt from review under the California Environmental Quality Act (CEQA) under CEQA Guidelines section 15061(b)(3) because it can be seen that there is no possibility that the activity in question may have a significant effect on the environment. ATTACHMENTS Attachment A: Amendment No. 4 to Contract No. C15159248 Between the City of Palo Alto and Geodesy APPROVED BY: Darren Numoto, Chief Information Officer Vers.: Aug. 5, 2019 Page 1 of 8 AMENDMENT NO. 4 TO CONTRACT NO. C15159248 BETWEEN THE CITY OF PALO ALTO AND GEODESY This Amendment No. 4 (this “Amendment”) to Contract No. C15159248 (the “Contract” as defined below) is entered into as of June 3, 2024, by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and GEODESY, a Partnership, located at 315 Montgomery Street, 10th Floor, San Francisco, CA 94104 (“CONSULTANT”). CITY and CONSULTANT are referred to collectively as the “Parties” in this Amendment. R E C I T A L S A. The Contract (as defined below) was entered into by and between the Parties hereto for the provision of professional software development, data support, maintenance, and support of the Encompass GIS software applications project, as detailed therein. B. The Parties now wish to amend the Contract in order to extend the term of the Contract by three years to June 30, 2027, and increase the not to exceed compensation by Four Hundred Ninety-Five Thousand ($495,000), from One Million Nine Hundred Thirty Thousand ($1,930,000) to Two Million Four Hundred and Twenty-Five Thousand Dollars ($2,425,000), as detailed herein. NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Amendment, the Parties agree: SECTION 1. Definitions. The following definitions shall apply to this Amendment: a. Contract. The term “Contract” shall mean Contract No. C15159248 between CONSULTANT and CITY, dated July 15, 2015, as amended by: Amendment No.1, dated June 29, 2018 Amendment No.2, dated November 26, 2018 Amendment No.3, dated July 1, 2021 b. Other Terms. Capitalized terms used and not defined in this Amendment shall have the meanings assigned to such terms in the Contract. SECTION 2. Section 2 “TERM”, of the Contract is hereby amended to read as follows: “The term of this Agreement consists of the following: the Original Term of this Agreement shall be from the date of its full execution through June 30, 2018; the Extension Term of this Agreement (Amendment No.1) shall be from July 1, 2018 through September 18, 2018; and the Renewal Term of this Agreement (Amendment No.2) shall be from September 19, 2018 through DocuSign Envelope ID: 722A4F81-F8A0-435D-B861-610651EB88D8 Vers.: Aug. 5, 2019 Page 2 of 8 June 30, 2021;the Renewal Term of this Agreement (Amendment No.3) shall be from July 1, 2021 through June 30, 2024; the Renewal Term of this Agreement (Amendment No.4) shall be from July 1, 2024 through June 30, 2027; unless terminated earlier pursuant to Section 19 of this Agreement.” SECTION 3. Section 4 “NOT TO EXCEED COMPENSATION”, of the Contract is hereby amended to read as follows: The compensation to be paid to CONSULTANT for performance of the Services described in Exhibit “A”, Exhibit “A-1” and Exhibit “A-2”, including payment for professional services and any reimbursable expenses, shall not exceed Two Million Four Hundred and Twenty-Five Thousand Dollars ($2,425,000), as detailed in Exhibit “C”. The applicable hourly rates are set out at Exhibit “C-1”. Additional Services, if any, shall be authorized in accordance with and subject to the provisions of Exhibit “C”. CONSULTANT shall not receive any compensation for Additional Services performed without the prior written authorization of CITY. Additional Services shall mean any work that is determined by CITY to be necessary for the proper completion of the Project, but which is not included within the Scope of Services described at Exhibit “A” and/or Exhibit “A-1” and/or Exhibit “A-2”.” SECTION 4. The following exhibit(s) to the Contract is/are hereby amended or added, as indicated below, to read as set forth in the attachment(s) to this Amendment, which is/are hereby incorporated in full into this Amendment and into the Contract by this reference: a. Exhibit “A-2” entitled “SCOPE OF SERVICES, AMENDMENT NO. 4”, ADDED b. Exhibit “C” entitled “COMPENSATION AMENDMENT NO.4”, AMENDED, REPLACES PREVIOUS. c. Exhibit “C-1” entitled “HOURLY RATE OF SCHEDULE AMENDMENT NO.4”, AMENDED, REPLACES PREVIOUS. SECTION 5. Legal Effect. Except as modified by this Amendment, all other provisions of the Contract, including any exhibits thereto, shall remain in full force and effect. SECTION 6. Incorporation of Recitals. The recitals set forth above are terms of this Amendment and are fully incorporated herein by this reference. (SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.) DocuSign Envelope ID: 722A4F81-F8A0-435D-B861-610651EB88D8 Vers.: Aug. 5, 2019 Page 3 of 8 SIGNATURES OF THE PARTIES IN WITNESS WHEREOF, the Parties have by their duly authorized representatives executed this Amendment effective as of the date first above written. CITY OF PALO ALTO City Manager APPROVED AS TO FORM: City Attorney or designee GEODESY Officer 1 By: Name: Title: Attachments: EXHIBIT A-2 entitled “SCOPE OF SERVICES, AMENDMENT NO. 4”, (ADDED) EXHIBIT C” entitled “COMPENSATION AMENDMENT NO. 4”, (AMENDED, REPLACES PREVIOUS) EXHIBIT C-1 entitled “HOURL RATE OF SCHEDULE AMENDMENT NO.4”, (AMENDED, REPLACES PREVIOUS) DocuSign Envelope ID: 722A4F81-F8A0-435D-B861-610651EB88D8 Chip Eitzel Partner Vers.: Aug. 5, 2019 Page 4 of 8 EXHIBIT A-2 SCOPE OF SERVICES, AMENDMENT NO. 4 (ADDED) Consultant will provide the following services detailed in this Exhibit “A-2” (“Scope of Services, Amendment No.4”), in addition to Task 1 and Task 2 detailed in Exhibit “A” (“Scope of Services”). The Parties understand and agree that Tasks 1 and Task 2 of Exhibit “A” (“Scope of Services”) will be performed throughout the term of the Agreement, through June 30, 2027. Task 3 work, detailed below, shall be performed as assigned commencing with Contract Year 10, as detailed in Exhibit “C”. Consultant shall perform GIS support work at the direction of the City’s Information Technology Department. As directed by the City’s GIS Program Manager, the Consultant will provide support, data, app development, and administrative GIS tasks. These tasks may include, but are not limited to: • performing administration services such as managing user authorizations, maintaining services and scheduled tasks, and updating data definitions for the legacy Encompass GIS. • assisting the Palo Alto staff in the use of the Encompass GIS for operational activities, ETL processes, geocoding, and data imports and exports. • supporting data quality processes. • keeping the ArcGIS and Encompass data in sync by managing the ETL process for the initial migration of Encompass-based PAGIS data to ArcGIS and then, once editing control is moved to ArcGIS, back to Encompass as the master data is edited. • converting sketch files (unmanaged project data) for use in ArcGIS. • assisting in map definition creation in ArcGIS. • coordinating with and supporting the city’s GIS data vendors such as Lynx, the city’s GIS data maintenance vendor and ARC, the city’s document scanning vendor. • managing GIS data housekeeping in coordination with the City’s other GIS and CAD vendors. • providing light weight, task specific application development in the ArcGIS environment using Esri APIs for web apps and desktop add-ins. • attending GIS Modernization team meetings and responding to issues raised. DocuSign Envelope ID: 722A4F81-F8A0-435D-B861-610651EB88D8 Vers.: Aug. 5, 2019 Page 5 of 8 EXHIBIT C COMPENSATION AMENDMENT NO. 4 (AMENDED, REPLACES PREVIOUS) 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 for Task Item #1 shall be a lump sum payment per fiscal year, and compensation for work under Task Item #2 and Task Item #3, as assigned, shall be calculated based on the hourly rate schedule, attached as Exhibit C-1, up to the not to exceed budget amount for each task set forth below. The compensation to be paid to CONSULTANT under this Agreement for all services described in Exhibit “A”, Exhibit “A-1”, and Exhibit “A-2”, including expenses, shall not exceed the amounts specified in this Exhibit “C”. CONSULTANT agrees to complete all services, including expenses, within the specified amounts. In the event CITY authorizes any Additional Services, the maximum compensation shall not exceed the amount specified herein. 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 all services, including reimbursable expenses, and the total compensation for any Additional Services, as applicable, do not exceed the amounts set forth in Section 4 of this Agreement. REIMBURSABLE EXPENSES The administrative, overhead, secretarial time or secretarial overtime, word processing, photocopying, in-house printing, insurance and other ordinary business expenses are included within the scope of payment for services and are not reimbursable expenses. CITY shall reimburse CONSULTANT for the following reimbursable expenses at cost. Expenses for which CONSULTANT shall be reimbursed are: None. 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 C-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. Additional Services budgeted pursuant to this Agreement: None. DocuSign Envelope ID: 722A4F81-F8A0-435D-B861-610651EB88D8 Vers.: Aug. 5, 2019 Page 6 of 8 BUDGET SCHEDULE DocuSign Envelope ID: 722A4F81-F8A0-435D-B861-610651EB88D8 Vers.: Aug. 5, 2019 Page 7 of 8 Not-To-Exceed Amount Per Fiscal Year for Task 1 (Exhibit “A-2”) (Encompass Maintenance and Support) Not-To-Exceed Amount Per Fiscal Year for Task 2 (Exhibit “A-2”) (Consulting, Software Dev’t, Data Support, Training, & Staff Support Services) Not-To-Exceed Amount Per Fiscal Year for Task 3 (Exhibit “A-2”) (Dept.-Specific Data Support Work) Not-To-Exceed Amount Per Fiscal Year for All Tasks (1-3) (Exhibit “A-2”) RENEWAL TERM (Amendment. No.4) July 1, 2024 – June 30, 2027 Contract Year 10 July 1, 2024 – June 30, 2025 $15,000 $75,000 $75,000 $165,000 Contract Year 11 July 1, 2025 – June 30, 2026 $15,000 $75,000 $75,000 $165,000 Contract Year 12 July 1, 2026 – June 30, 2027 $15,000 $75,000 $75,000 $165,000 Sub-total Renewal Term (Amendment No.3) $45,000 $225,000 $225,000 $495,000 TOTAL NOT-TO-EXCEED AMOUNT OF THE AGREEMENT ORIGINAL TERM, RENEWAL TERM (Amendment No.2), RENEWAL TERM (Amendment No.3), AND RENEWAL TERM (Amendment No.4) $2,425,000 DocuSign Envelope ID: 722A4F81-F8A0-435D-B861-610651EB88D8 Vers.: Aug. 5, 2019 Page 8 of 8 EXHIBIT C-1 HOURLY RATE OF SCHEDULE AMENDMENT NO.4 (AMENDED, REPLACES PREVIOUS) Time will be billed on an hourly basis (and invoiced on a monthly basis) for Task Item #2 and Task Item #3, as detailed in Exhibit “A”, Exhibit “A-1”and Exhibit “A-2”, at the following rates, not to exceed the amounts provided for in Exhibit “C”: Consultant Staff Rate 1. Chip Eitzel: $150/hour 2. Jean-Paul Lavoie: $150/hour 3. Dave Matson: $100/hour 4. Jon Solera: $150/hour DocuSign Envelope ID: 722A4F81-F8A0-435D-B861-610651EB88D8