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HomeMy WebLinkAboutContracts & Agreements_140-2017 AGREEMENT TO PERFORM GIS CONSULTING SERVICES This agreement for the provision of video production services ("Agreement") is made and entered in this 21" day of April,2017 ("Effective Date"), by and between the City of Redlands, a municipal corporation ("City)" and the City of Rancho Cucamonga ("Consultant") City and Consultant are sometimes individually referred to herein as a "Party" and, together, as the "Parties " In consideration of the mutual promises contained herein, City and Consultant agree as follows ARTICLE 1 —ENGAGEMENT OF CONSULTANT I 1 City hereby engages Consultant to provide GIS consulting services to the City (the "Services") 12 The Services shall be performed by Consultant in a professional manner, and Consultant represents that it has the skill and the professional expertise necessary to provide the Services to City at a level of competency presently maintained by other practicing professional consultants in the industry providing like and similar types of Services ARTICLE 2—SERVICES OF CONSULTANT 21 The Services that Consultant shall perform are more particularly described in Exhibit "A," entitled "Scope of Services" which is attached hereto and incorporated herein by reference 22 Consultant shall comply with applicable federal, state and local laws and regulations in the performance of this Agreement including, but not limited to State prevailing wage laws ARTICLE 3 —RESPONSIBILITIES OF CITY 3 1 City shall make available to Consultant information in its possession that may assist Consultant in performing the Services 32 City designates Chris Diggs, Municipal Utilities and Engineering Director, as City's representative with respect to performance of the Services, and such person shall have the authority to transmit instructions, receive information, interpret and define City's policies and decisions with respect to performance of the Services ARTICLE 4—PERFORMANCE OF SERVICES 41 Consultant shall perform and complete the Services in a prompt and diligent manner 42 If Consultant's Services include deliver able electronic visual presentation materials, such materials shall be delivered in a form, and made available to the City, consistent with 11ca1djm\Agreements\Rancho Cucamonga GIs Agreement 2017 doe I City Council adopted policy for the same It shall be the obligation of Consultant to obtain a copy of such policy from City Staff ARTICLE 5 —PAYMENTS TO CONSULTANT 5 1 The total compensation foi Consultant's performance of the Services shall not exceed the amount of Twenty Seven Thousand Dollars ($27,000 00) City shall pay Consultant on a time and materials basis up to the not to exceed amount, at a rate of$90 00 pei hour 52 Consultant shall submit monthly invoices to City describing the Services performed during the preceding month Consultant's invoices shall include a brief description of the Services performed, the dates the Services were performed, the number of hours spent and by whom, and a description of reimbursable expenses related to the Services City shall pay Consultant no later than thirty (30) days aftei receipt and approval by City of Consultant's invoice 53 Any notice or other communication required, of which may be given, pursuant to this Agreement, shall be in writing Any such notice shall be deemed delivered (i) on the date of delivery in person, (ii) five (5) days after deposit in first class registered mad, with return receipt requested, (iii) on the actual delivery date if deposited with an overnight courier, or (iv) on the date sent by facsimile, if confirmed with a copy sent contemporaneously by first class, certified, registered of express mail, in each case propeily posted and fully prepaid to the appropriate address set forth below, of such other address as a Party may provide by notice in accordance with this section City Consultant Chris Diggs, Directoi John Gillison MUED City Manages City of Redlands City of Rancho Cucamonga 35 Capon Street, Suite 15A 10500 Civic Center Drive PO Box 3005 (mailing) Rancho Cucamonga, CA 91730 Redlands, CA 92373 ARTICLE 6— INSURANCE AND INDEMNIFICATION 6 1 Insurance required by this Agreement shall be maintained by Consultant for the duration of its performance of the Services Consultant shall not perform any Services unless and until the required insurance listed below is obtained by Consultant Consultant shall provide City with certificates of insurance and endorsements evidencing such insurance prior to commencement of the Services Insurance policies shall include a provision prohibiting cancellation or modification of the policy except upon thirty (30) days prioi written notice to City 62 The Contractor shall instruct their insurance broker to furnish properly executed certificates of insurance to the City Certificates of insurance shall eleaily evidence 1Aca\djnAAgreementslRancho Cucamonga GIs Agreement 2017 doc 2 coverage required above as well as Its identifying features, such as the name of the Insurer, the number of the policy, Its effective date and its termination date Certificates of Insurance shall be submitted by the broker directly either via email insurance @ citvofredlands ora) or US Mall to City of Redlands, Risk Management Division, PO Box 3005 Redlands, CA 92373 The insurer will notify the City at least thirty(30) days prior to any material changes in provisions or cancellation of the policy The City reserves the right to modify the insurance requirements set forth at any time during the process of solicitation or subsequent thereto 63 A Certificate of Insurance shall be furnished by the successful Contractor upon Notice of Award The certificate(s) shall be completed by the Contractor's authorized agent and submitted to the City's Risk Management Department for review and approval No work shall commence as stated within the Agreement until all of the following types of insurance and shall maintain such Insurance for the duration of the Agreement The Contractor shall secure the minimum insurance coverage described below for the duration of the Agreement, and such Insurance shall be primary with respect to any Insurance or self-insurance programs maintained by the City 64 Comprehensive Commercial General Liability Contractor shall obtain, Commercial General Liability Insurance in an amount of $1,000,000 per occurrence and $2,000,000 aggregate with an insurance carrier acceptable to the City and name the City as additional insured 65 Commercial Automobile Liability Insurance Contractor shall obtain, Automobile Liability Insurance with minimum limits of$1,000,000, combined single limit for bodily injury liability and property damage liability and name the City as additional insured This coverage shall include all owned vehicles, hired and non-owned vehicles, and employee non-ownership vehicles 66 Workers' Compensation and Employer's Liability Insurance If applicable, Workers' Compensation and Employer's Liability Insurance meeting the statutory requirement and with an Insurance carrier acceptable to the City Contractor and any sub-consultants or subcontractors shall comply fully with the California Workers' Compensation Law 67 Consultant shall defend, Indemnify and hold harmless City and its elected officials, employees and agents from and against any and all claims, losses or liability, including attorneys' fees, arising from injury or death to persons or damage to property occasioned by any negligent act or omission by, or the willful misconduct of, Consultant, or Its officers, employees and agents in performing the Services ARTICLE 7 --CONFLICTS OF INTEREST 7 1 Consultant covenants and represents that it does not have any investment or interest in any real property that may be the subject of this Agreement or any other source of I 1ca1dimlAgreements\Rancho Cucamonga GIs Agreement 2017 doe 3 income, interest in real property of investment that would be affected in any manner 01 degree by the performance of Consultant's Services Consultant further covenants and represents that in the performance of its duties hereundei, no person having any such interest shall perforin. any Services under this Agreement 72 Consultant agrees it is not a designated employee within the meaning of the Political Reform Act because Consultant A Does not make a governmental decision whether to (1) approve a rate, rule of regulation, of adopt of enforce a City law, (ii) issue, deny, suspend of revoke any City permit, license, application, certification, approval, order of similai authorization or entitlement, (iii) authorize the City to enter into, modify of renew a contract, (iv) grant City approval to a contract that requires City approval and to which City is a party, of to the specifications foi such a contract, (v) giant City approval to a plan, design, report, study of similar item, (vi) adopt of grant City approval of, policies, standards or guidelines foi City or foi any subdivision thereof B Does not serve in a staff capacity with City and in that capacity, participate in making a governmental decision of otherwise perform the same or substantially the same duties foi City that would otherwise be performed by an individual holding a position specified in City's Conflict of Interest Code under Government Code section 87302 73 In the event City officially determines that Consultant must disclose its financial interests, Consultant shall complete and file a Fan Political Practices Commission Form 700, Statement of Economic Interests, with the City Clerk's office pursuant to the written instructions provided by the City Clerk ARTICLE 8 —GENERAL CONSIDERATIONS 8 1 In the event any action is commenced to enforce of interpret any of the terms 01 conditions of this Agreement the prevailing Party shall, in addition to any costs and other relief, be entitled to the recovery of its reasonable attorneys' fees, including fees foi the use of in-house counsel by a Party 82 Consultant shall not assign any of the Services, except with the prior written approval of City and in strict compliance with the terms and conditions of this Agreement 83 Records, drawings, designs, cost estimates, electronic data files, databases and any other documents developed by Consultant in connection with its performance of the Services, and any copyright interest in such documents, shall become the property of City and shall be delivered to City upon completion of the Services, or upon the request of City Any I 1ca1djmlAgreementsWancho Cucamonga GIS Agreement 2017 doc 4 reuse of such documents, and any use of Incomplete documents, shall be at City's sole risk 84 Consultant is foi all purposes undei this Agreement an independent contractol and shall perform the Services as an Independent contiactor Neithei City nor its agents shall have control over the conduct of Consultant of Consultant's employees, except as herein set forth Consultant shall supply all necessary tools and Instrumentalities required to perforin the Services Assigned personnel employed by Consultant are foi its account only, and in no event shall Consultant or personnel retained by it be deemed to have been employed by City of engaged by City foi the account of, oI on behalf of City Consultant shall have no authority, express of implied, to act on behalf of City in any capacity whatsoever as an agent, nor shall Consultant have any authority, express of implied, to bind City to any obligation 85 Unless earlier terminated as provided far below, this Agreement shall terminate upon completion and acceptance of the Services by City This Agreement may be terminated by City, in its sole discretion, by providing not less than five (5) days prior written notice to Consultant of City's intent to terminate If this Agreement is terminated by City, an adjustment to Consultant's compensation shall be made, but (1) no amount shall be allowed for anticipated profit or unperformed Services, and (2) any payment due Consultant at the time of termination may be adjusted to the extent of any additional costs to City occasioned by any default by Consultant Upon receipt of a termination notice, Consultant shall Immediately discontinue its provision of the Services and, within five (5) days of the date of the termination notice, deliver or otherwise make available to City, copies (in both hard copy and electronic form, where applicable) of project related data, design calculations, drawings, specifications, reports, estimates, summaries and such other information and materials as may have been accumulated by Consultant in performing the Services Consultant shall be compensated on a pro-rata basis foi Services completed up to the date of termination 86 Consultant shall maintain books, ledgers, invoices, accounts and other records and documents evidencing costs and expenses related to the Services foi a period of three (3) years, of for any longer period required by law, from the date of final payment to Consultant pursuant to this Agreement Such books shall be available at reasonable times for examination by City at the office of Consultant 87 This Agreement, including the Exhibits incorporated herein by reference, represents the entire agreement and understanding between the Parties as to the matters contained herein, and any prior negotiations, written proposals or verbal agreements relating to such matters are superseded by this Agreement Except as otherwise provided foi herein, any amendment to this Agreement shall be in writing, approved by City and signed by City and Consultant 88 This Agreement shall be governed by and construed in accordance with the laws of the State of California I 1ca\dim\Agreements\Rancho Cucamonga GIs Agreement 2017 doc 5 89 If one of more of the sentences, clauses, paragraphs oI sections contained in this Agreement is declared Invalid, void of unenforceable by a court of competent jurisdiction, the same shall be deemed severable from the remalndei of this Agreement and shall not affect, impair oI invalidate the remaining sentences, clauses, paragraphs of sections contained herein, unless to do so would deprive a Party of a material benefit of its baigaln under this Agreement I Icaldjm\Agreements\Rancho Cucamonga GIs Agreement 2017 doe 6 IN WITNESS WHEREOF, duly authorized representatives of City and Consultant have signed in confirmation of this Agreement CITY F REDLANDS CITY OF RANCHO C6 AM GA B g N4Enrie artinez, City M er John Gillison, City Manager Attest Jne Donaldson, City Clerk I-Icaldjm\Agreements\Rancho Cucamonga GIs Agreement 2017 doc 7 EXHIBIT "A" SCOPE OF SERVICES The following woik plan will guide the City in the direction to successfully reach Its ultimate goal of enhancing Its Internal business processes as well as offering public access to using web- based geospatial services (through the Esri ArcGIS platform) Consultant will provide an implementation plan to define the goals, strategies and costs of maintaining and enhancing the system TASK I KICK-OFF MEETING AND PROJECT COMMENCEMENT Consultant will meet with City staff prioi to commencement of project to • Establish lines of communication o Clarify the specific project goals and criteria • Develop project schedules to meet requirements and provide foi effective interaction of all involved staff and departments • Establish future meeting dates consistent with the schedule to achieve project milestones TASK 2 CURRENT GIS SYSTEM ASSESSMENT Consultant will conduct a comprehensive assessment of the City's current GIS resources This will include but not limited to the following • GIS servers (internal and external) • IT infrastructure as it pertains to GIS deployment • GTS data formats o Local Government Template • GIS Needs Assessment • Cloud VM's • Local VM's • ArcGIS Online o One Step Authentication/Single Sign-on Incoming Systems • GeoEvent Server o Emeigency Vehicle Preemption o Waze Traffic Integration o Weather monitoring • Geolmage Server o Flood Modeling • GeoAnalytics • ArcGIS 10 5 update (Determine Conflicts) TASK 3 POTENTIAL APPLICATIONS 11caWjm\Agrecments\Rancho Cucamonga GIs Agreement 2017 doc 8 The following are some Esri Applications that Consultant will work with the City in deploying in various departments • Collector • Survey123 • Explorer • Business Analyst • GeoPlannel Apps needing further exploration • Navigatoi • Workforce • Dashboard • Drone2Map • AppStudlo/Web App Builder/Configui able Apps (Device Agnostic) TASK 4 DEVELOPMENT OF EXECUTIVE DASHBOARD The development foi the dashboard will provide decision makers access to calls fol services data in near-to-real time basis Decision makers will have access to incidents data on their phones and tablet devices 24/7 and anywhere The development of this solution will include the following • Easy accessibility of incidents data through the deployment of o Operational Dashboards o Customized mobile apps • Incident Analytics o Call type chart o Apparatus deployment chart o Dally activity by hour pei apparatus • Automation of data processing o Custom python scripts If needed o Installation & deployment of Esri's ArcGIS GeoEvent Processor for Server • Analytical View Design o The analytical view will provide various charts of different variables as specified by City foi its member agencies Some basic analytical charts are shown in Figures 3 — 5 TASK 5 PUBLIC/INTERNAL PORTAL DEVELOPMENT Consultant will develop a number of custom internal applications aimed at making GIS data accessible to City staff The portal will contain critical layers hosted on both internal servers & ArcGIS Online system, allowing staff to search for information relating to parcels, zoning, storm drams and other assets, etc 11ca1djm\Agreements\Rancho Cucamonga G[s Agreement 2017 doc 9 The public facing application will enable residents to obtain property information such as zoning, utilities, special districts, schools, closet paiks, trash pickup day, street sweep day, etc The following applications will be developed • Citizen problem reporter o 311 Replacement • Open Data Portal • Vision Zero Application • Crowd-Source Managei • The Hub (in alpha) Consultant will share the source code foi the app with the City TASK 6 GIS DATABASE DESIGN AND DATA STORAGE Consultant will work with the City staff to implement an enterprise database This enterprise database will consist of data currently maintained by the GIS team The database structure will be a customized version of the Esri local government template specific to the City's data needs and application requirements Activities to be undertaken include • GIS Data Inventory Assessment • Geodatabase Design • Data Conversion and Migration • Data Maintenance and Data Integration • Quality Control • Conversion of othei layers TASK 7 WEB/MOBILE APPLICATION DEVELOPMENT Consultant will design, develop and deploy complete, customized, enterprise-wide, and user- friendly GIS applications, as directed by the City, to enhance access to geospatial data These applications may include • Mobile or field data collection applications/deployment • Automated work processes with python scripting • Mobile applications on multiple platforms ® GPS field data collection applications ® Operations Dashboards development ® Collector foi ArcGIS data collection app ® Survey123 for ArcGIS ® Explorei app will be deployed to semoi staff member with viewing various web maps The following will be evaluated for further usage by City • Navigator • Workforce • AppStudio/Web App Builder/Configurable Apps (Device Agnostic) TASK 8 TRAINING 11caldjm\Agreenienis\Rancho Cucamonga GIs Agreement 2017 doe 10 Consultant will provide comprehensive, hands-on training and support in GIS software including Esri's complete platfoim - ArcGIS foi Desktop and Extensions, Server, ArcSDE, ArcGIS Online, mobile data conversion and integration, and in the customized applications that REGIS Connect develops foi the client This includes ® ArcGIS Online ® Story maps ® Esri maps foi Office ® Esri's ArcGIS fai Desktop and Extensions ® ArcGIS foi Mobile and ArcPad foi field data collection ® Effective Classroom Environments ® One on One training ® Proactive GIS Needs Assessment ® Customer Service I%caldjmlAgreements\Rancho Cucamonga GIS Agreement 2017 doc I