Loading...
HomeMy WebLinkAboutContracts & Agreements_76-2001_CCv0001.pdf AGREEMENT TO FURNISH LIBRARY CONSULTING SERVICES This Agreement is made and entered into this 15th day of May, 2001,by and between the City of Redlands, a municipal corporation (hereinafter"City") and Civic Technologies, Inc., hereinafter("Consultant"). In consideration of the mutual promises, covenants and conditions hereinafter set forth, City and Consultant hereby agree as follows: ARTICLE I - ENGAGEMENT OF CONSULTANT 1.1 City hereby engages Consultant to perform professional consulting services and customize the GIS software known as "Library Decision" ("Services") in connection with City's efforts to determine whether to establish a new branch library in Redlands. 1.2 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 high quality Services for the Project at the 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 2.1 The specific Services which Consultant shall perform are more particularly described in Attachment "A," entitled "Proposal to Develop Library Decision," which is attached hereto and incorporated herein by this reference. ARTICLE 3 -RESPONSIBILITIES OF CITY 3.1 City shall make available to Consultant any information within City's possession that City and Consultant deem pertinent to the performance of Consultant's Services. 3.2 City will make provision for Consultant to enter upon City-owned property, as required by Consultant, to perform the Services. ARTICLE 4 - PERIOD OF SERVICE 4.1 Consultant shall perform the Services in a diligent manner and in accordance with the schedule set forth in Attachment "A." ARTICLE 5 - PAYMENTS TO THE CONSULTANT 5.1 The total compensation for Consultant's performance of the Services shall not exceed Forty-Five Thousand ($45,000) Dollars in accordance with the price proposal described in Attachment "A." 5.2 Consultant shall bill City within ten days following the close of each month by submitting an invoice Indicating the Services performed, who performed the Services, Z:� and any reimbursable costs, including backup documentation. Payments by City to Consultant shall be made within 30 days after receipt and approval of Consultant's invoice,by warrant payable to Consultant. 5.3 All notices shall be given in writing and may be given by personal delivery or by mail. Notices sent by mail shall be addressed as follows: City Consultant John Davidson, City Manager Marc Futterman, President/CEO City of Redlands Civic Technologies, Inc. PO Box 3005 714 W. Olympic Blvd., Suite 701 Redlands, CA 92373 Los Angeles, CA 90015 When so addressed, such notices shall be deemed given upon deposit in the United States Mail. In all other instances, notices shall be deemed given at the time of actual delivery. Changes may be made in the names and addresses of the person to whom notices are to be given by giving notice pursuant to this paragraph. ARTICLE 6 - INSURANCE AND INDEMNIFICATION 6.1 Consultant shall maintain worker's compensation insurance and, in addition, shall maintain insurance to protect City from claims for damage due to bodily injury,personal injury and death, and claims for injury to, or destruction of, tangible property while performing the Services required by this Agreement. Such public liability and property damage insurance shall be in a minimum combined single limit of$1,000,000, and in the aggregate. Consultant shall maintain automobile liability insurance, and, in addition, shall maintain insurance to protect City from claims for damage due to bodily injury, personal injury and death, and claims for injury to or destruction of tangible property while performing the Services required by this Agreement. Automobile liability shall be in a minimum$500,000 blanket, and$50,000 per occurrence. City shall be named as an additional insured under all policies for public liability, property damage and comprehensive automobile liability and professional liability insurance, and such insurance shall be primary with respect to City and non-contributing to any insurance or self-insurance maintained by the City. Consultant shall provide City with certificates of insurance evidencing such insurance coverage prior to commencing the Services. No insurance required under this paragraph shall be canceled or modified during the term of this Agreement except upon thirty(30) days prior written notice to City. 6.2 Consultant shall indemnify, hold harmless and defend City and its elected officials, officers, agents and employees from and against all claims, loss, damage, charges or LdirnAgreerncnW5061 Civic Technologies 2 expense,to which it or any of them may be put or subjected to the extent that they arise out of, or result from, any willful or negligent act or actions, omission or failure to act on the part of the Consultant, its contractors, its suppliers, anyone directly or indirectly employed by any of them, or anyone for whose negligent acts or omissions any of them Z:) maybe liable in the performance of the Services required by this Agreement. ARTICLE 7 - GENERAL CONSIDERATIONS 7.1 In the event any action is commenced to enforce or interpret any of the terms or 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. 7.2 Consultant shall not assign any of the Services required by this Agreement, except with the prior written approval of City and in strict compliance with the terms,provisions and conditions of this Agreement. 7.3 Consultant's key personnel for the Project shall be Marc Futterman. Consultant agrees that Mr. Futterman shall be made available and assigned to the Project, and that he shall not be replaced without concurrence from City. 7.4 All documents,records, drawings, designs, electronic data files and databases and other documents developed by the Consultant pursuant to this Agreement shall become the property of City and shall be delivered to City upon completion of the Services, or sooner upon the request of City. Any reuse of such documents for other projects and any use of incomplete documents will be at City's sole risk. 7.5 Consultant is for all purposes an independent contractor. All personnel employed by Consultant are for its account only, and in no event shall Consultant or any personnel retained by it be deemed to have been employed by City or engaged by City for the account of or on behalf of City. Consultant shall supply all tools and instrumentalities required to perform the consulting Services described in this Agreement. 7.6 Nothing in this Agreement shall give Consultant authority with respect to any City decision beyond the consulting Services described herein. 7.7 Unless earlier terminated, as provided for below, this Agreement shall terminate upon ,r completion and acceptance by City of the Services. 7.8 This Agreement may be terminated by City, without cause,by providing thirty(30) days prior written notice to Consultant(delivered by certified mail, return receipt requested) of intent to terminate. 7.9 Upon receipt of a termination notice, Consultant shall (1) promptly discontinue all services affected, and (2) deliver or otherwise make available to City, copies(in both hard copy and electronic form, where applicable), of any data, design calculations, Ldjmvkgreernents�506 I Civic Technologies drawings, specifications, reports, estimates, summaries and such other information and materials as may have been accumulated by Consultant in performing the Services required by this Agreement. 7.10 Consultant shall maintain books and accounts of all Project related payroll costs and all expenses. Such books shall be available at all reasonable times for examination by the City at the office of Consultant. 7.11 This Agreement, including the attachments incorporated herein by reference, represents the entire agreement and understanding between the parties and any prior negotiations, proposals or oral agreements are superseded by this Agreement. Any amendment to this Agreement shall be in writing, approved by the City Council of City and signed by City and Consultant. 7.12 This Agreement shall be governed by and construed in accordance with the laws of the State of California. IN WITNESS WHEREOF, duly authorized representatives of the City and Consultant have signed in confirmation of this Agreement. City of Redlands Civic Technolog Inc. ("City") ("Con4tu4it t") By: By: PAT GILBREATH MARC FUTTtRMAN Mayor President and EO ATTEST: City Clerk-, City of Redlands Wjrn'LAgreements\5061 Civic Technologies www.civictechtiologies.com T 213JaZ6300 1 F 213.7427282 CIV��Technologies,���. 714 W Qiympc Blvd.1 Suite 701 Los Ange=-es.California 190015 May 8, 2001 Mr. Dan McHugh City Attorney City of Redlands P.O. Box 3005 Redlands, CA 92373-1505 Re: Revisions to the Proposed LIBRARYDECISION Contract Dear Dan, Please find attached two (2) executed Agreement to Furnish Library Consulting Services and accompanying revised Exhibit°A"with the changes requested in your correspondence of May 3, 2001. We have retained in the Proposal as an option to be mutually determined by the City of Redlands and Civic Technologies, Inc. the undertaking of the building program. The scope and price for this element is in addition to the contract amount. We are very excited to begin work on this project. Please let me know if I can provide you with any additional information or answer any questions you may have. Sincerely Yours, Marc Futterma President/CEO Enclosures 0h{q wwmrcivictechnologies.com, T 2133-747.5300 F 2I 3.747.7282 CIVICTechnologies,Inc. i 14',If-Olympk:Blvd.;Suite 701 jos An�eeles.Califom., 900 15 REVISED Proposal To Develop LIBRARYDECISION TM forthe CITY OF REDLANDS, CALIFORNIA Prepared by: CIVIC TECHNOLOGIES mc. May 7,2001 Contact: Marc Futterman, President/CEO Civic Technologies, Inc.All Rights Reserved. Confidential and Proprietary. 714 W.Olympic Boulevard, 701 Tel (213)747-6300 Los Angeles,CA 90015 Fax(213)747-7282 www-civictechnologies,com maf@civictechnotogies.com The infonnation contained in this document is confidential and proprietary to Civic Technologies, Inc. Neither the design nor the underlying conceptual basis may be produced, disclosed to, made available in any way to, or utilized in any way by other party without the prior written consent of Civic Technologies, Inc. T 213 74T63-00 1 F 213,7147,72 82 CIVICTechnolK =^e~,jnc n�vxm'�p�m.�|s"a"m / Los Angeles,Californb 900 REVISED LIBRARYDECISION Proposal to the City ofRedlands,California,May 73,200.Page z @ Civic Technologies,Inc,All Rights Reserved. Confidential and Proprietary. 1.0 Introduction to U |0RARYDECISION Civic Technologies, Inc- ("Civic Technologies")is pleased to provide this proposal to customize ^L|BRm�'BEC/Sx]N" ~ e for City of Redlands, California (^Custnme�)� L|BRxRYDEC|G|Om is a customized GIS application that enables users tovisualize and analyze relationships between library, demographic, geographic and socio-economic data to make better-informed decisions, build consensus faster, work more efficiently,y and `--tereuourcesmorewise\y. TheCityofRed\andmSmi|ayLibraryiwwaU �- respected throughout the region state d tete and it would be professionally rewarding towork with you. LIBRARYDECISION creates internet-based interactive maps that are designed to assist Civic Technologies customers competitively solicit Proposition 14 Library Bond Act Funds, LIBRARYDECISION empowers enterprise-wide decision making by: * Developing spatial library databases. v Analyzing library user needs and community characteristics. ° Determining library service areas and levels. * Assisting in library resource planning for capital and operational expenditures and management. ° Developing library facility program standards. ~ Identifying potential library sites. ° Stimulating user interest through participation in consensus-building processes. * Sharing information through the development of an accessible Redlands library website. L|8RAmYDEC|SIQmud|izas state of the art GIS software from Environmental Systems Research Institute (E8R|) Redlands, (�a|ifornia. including ArcG|Sand Ann|��S (intmrnatW1apServer). These software tools provide" interocti-``~'"smart" maps selectively organized to deliver"need-to-kno\iV' information over secure Intranets or through the public Internet. Civic Technologies is an authorized ESRI Business Partner. Civic Technologies is an application service provider("ASP")with a staff of dedicated and knowledgeable professionals that have cross-disciplinary expertise in GIS, |ibrarieu, urban p|onning, real estate development,andoonnmnunityconsensus-building processes. VVeunderstand the panopy| cfproblems and issues -d by librarians, adnninistrators, commiauiwnero, and elected officials. Civic Technologies is currently customizing LIBRARYDECISION for the County of Los Angeles Public Library (County Libnary) County Library isone ofthe largest library districts inthe nation bypnpu|adnnserved, branohesod|a'^^ionsand circulation. |naddition hothe County ofLos/�nAe|*oPublic Library, Civic Teohno!-"yie� tn^^-emsindudethe Southern CeUforniaAssociation of��overnrnente. 8etevvoyCidee Council °~srnts. and Los Angeles County Metropolitan Transportation Authority, among others. High quality customer service is a hallmark of our company and communication is the key to forging a successful working relationship, Marc Futterman, President/CEO, and Mayee Salgado, Vi omPresident Operations/CTO of Civic Technologies aneinvo|vedqnmachpnoject. reepuns\b| for Customer satisfaction, quality control, contract administration, and budget and schedule adherence. T213.747-6300 F211747J282 ��������� � =� . Inc.��� �� �������K�@0������,^ n^,xu�=���!��m/ � A�geies�oxffo,m"|900/s REVISED 1-113n»R,oEcomwProposal u,the City ofRedlands,California,May r3.2oo1.Page x @ Civic Technologies, Inc.All Rights Reserved, Confidential and Proprietary. 2.0 Overview 2.1 Mettg49100 L|uRARYDECySIOmaddresses all ofalibrary district's GIS needs. Since itiascalable, any district ofany size--fromoneUbnaryhudnzensofbranch*u—oonbonafitfronnLmn/*m'0EC|8|ON. CivioTeuhno|ogies experienced staff works hands-on with your selected representatives and stakeholders b»listen and learn about' your nomdo concerns, issues, budget, ideas, and comnounih/. Then, oonnbiningour rnu|U- diu°'|inaryknowledge QvicTechnologies customizes and serves L|BR^RvDEC\S|0musing Internet- platform technologies. The end product iaan into/net'aooaasib|e. customized GIS that provides the information you need homake better-informed decisions. 2.3 Computer Plafform and Data Civic Technologies utilizes AroG|S 8.x with appropriate extensions such esSpatial Analyst, 3D Analyst, and Gooutadadiom|Aoalyut' and the latest versions ofAro|K4S. Applications are customized on Civic Technologies'Windows NTp|aML platform. }BnARY0EQS0Nusing their standard web browser such as Internet Explorer and Netscape Navigator. 2.2 Rights and Confidential Information All ofCivic Teohno|ogiesInc. ork products are instruments ofsarvioe.QvioTechnologies, Inc. reserves the right tousu for any purpose,— - anyprogrernnningmathodu. ski||s. andteohniqueuaoquinadoruuadby Civic Technologies, Inc. in the pa�onnonoeofthe pn4mot. There shall benorestraint hoCivic ~v ' Technologies,p ~�|nc t boontraotorsinthe use ofthe techniques and skills of computer programming \tmemnp|oyaes. agenuorsuinganddeuignthatmayboaoquiredinth000urseofthepedbrrnancaofthiuprV]act orproviding ~Customer with any rights in Civic Technologies, |no.'s proprietary orconfidential techniques inwhich the Customers programs may hewritten. Civic Technologies, Inc.Will utilize its existing proprietary and confidential know-how and intellectualpropedy(''Con�dm^`tia| Information") including but not necessarily limited to computer programming and design methods, skills, ndtechniques, The Customer and Civic Technologies ahaUaccord hothe other party's Confidential ~~|`|n`--~'adon \hehighestdegreeofcon�danda|ityandprotactionofmhiohitiaoapab|e. including,vitho~`~limitation,—'- proteotimnagainatthe�. bothphysica| ande|eotronic(oonnpubarLheM). /#a minimum eechparty shall xeroieothe same degree ofcare inprotecting the uonUdmnUa| nature ofthe other pnny�party's Confidential Information �/ v�nnationandhopreventunauthorizeddiao|osurebyeachperh/nwnnp|oymes. agents, orrepresentatives. 2.4 Project Management and Quality Control Civic Technologies project management and quality control is based upon shareholder-level staff involvement during all stages ofthe work, Marc Futterman, President/CEO serves aaproject manager responsible for contract administration, schedule and budget adherence, and interacting with public officials, W1uyamSaigadoovenseesdheG|S work responsible for quality control and pn�eotdirection. yWorc budget dschedulerepn�soomparingactua| prugremswithp\onned vviU )u�uennonth|yPn�e�� �» milestones, Marc will initiate regular telephone calls with the Customer toreview issues aythey arise. To facilitate the work process, the Customer will designate a single point of contact for day-to-day project management and contract admin|st/ation� 74 ��������� � K��^ Inc,��� �� �������8��U~�����,^ n4vvOlympic Blvd,|sm�ro/ u°a"��.c"m�" |�m/s REVISED LIBmARYDECISION Proposal mthe City ofRedlands,California,May 73.2001.Page 4 @ Civic Technologies. Inc.All Rights Reserved. Confidential and pmprietan' CUSTOMIZE LiBRARYDECISION -- LmRmRYDECiS/Qmiocomposed of six modules. Each module has abase version that is customized to reflect the unique needs ofthe Cusnym�r� Additional customization can be provided at the Customer' a request through Additional Services which require additional compensation. 3.1 Module 1: Database Development The first module iudatabase development. /�L}�� RYDEC|S|VNaggregates and organizes mwide variety of available data to create a centralized data compendium. Knowing that ra|iab|e, up-to-date data in a centralized location isavailable to all users creates a tremendous value. Database development includes two parts: 1) Collect Data The following ex nA �U data vvi|| becollected from appropriate sources. VVavvorkduua|yvv�hthe Custornarto --�coordinate data collection and confirm its accuracy and relevance. ° Library Data will be obtained from the Redlands Library including but not necessarily limited to the following: � Collections information (total holdings, book holdings, reference holdings, language holdings, video hn|dinga, audio ho|dings, periodioa|u, special collections holdings, literacy holdings, government depository holdings, bvadult/juvenile asappropriate) * Circulation info/motion (adult/juvenile by holding) ° Staff(FTE, parttime) � Programs and special facilities (adult/juvenile programu, audience, volunteers, |ib»naoy omnbar/ppognarns, homaworkcentmr/programs. story time oantar/prograrn. .special collections ~ Borrower information (registered borrowers, adu|t/juvanUa, gate count) w Facility information (siza, uga. etc.) * Seating (adu|b]uvoni|e)and meeting room information � Computer information (on-line public access computers, intarnat, homework, etc.) ° Days and hours open ° Operating costs ~ Public and Private Schools Data will be obtained from the State of California Department of Education web site including school name and location, grades and enrollment, calendar, and computer usage- Land Use Data will beobtained from the City o{Redlands including existing and/or proposed land use and zoning, ° DmmmmgmmphicDatavviUbenbta\nedfrorntheU.S. Cenaua (STF-3year2OOU)inn|udingage. income, poverty status, race/ethnicity, and educational status, among others. ° Socio-Economic Data and Growth Projections for the City of Redlands and San Bernardino County will beobtained from the Southern California Association ofGovernments. • Street Base Data and Community Features will be obtained from the City of Redlands-, GDT, |nc.: urThomas Brothers Maps after consultation with the Customer. C IVI CTech noU og^ies, Inc. n^vxOlympic Blvd.|Su m^m/ Los A"g-eies,cafifolnu |mm/s REVISED LIBRARYDECISION Proposal to the City of Redlands,California,May 73,2001,Page 5 @ Civic Technologies,Inc.All Rights Reserved. Confidential and Proprietary 2) Set Upand Organize the prepare the Civic Technologies vvu atobasedesign and management structure, set«pthe geographic database, and test and confirm funcbono|ity� Civic Technologies can provide Additional Database Development Services including: • Verifying data accuracy. * Research and/or generate original data. * [}eocodalibrary Gard holder information. • Obtain data and provide analysis onadjacent library jurisdictions. • Obtain transportation data such as public transit system services, routes, and stops,and journey to work data. • Obtain public safety data such ascrime risk, type, and location. 3.2 Module 2: Library qenyLice Analysis --------��odu|e is library analysis. The purposeofthe library service analysis is to identify ///�»��"''"''' i Redlands.the prob|ernsand oppn�unitiasboinnprovelibrary uen/ice n Thenaare seven elements au follows: 1. Library Standards and Indicators d established VVorkinglibrary standards vvi|| beravievvedvvdhthe Custonneran au s . ° Square feet per capita w Holdings per capita ° Reader seats per 1.080population served ~ Computers per 1.000population served ° Operational Cost per hour open w Staff per 1.O0Opopulation served ° Others babmdetermined State and national standards will bereviewed oscomparables. 2' Base Year(20O0) User Needs Assessment(Service Area Analysis) ABase Year(2UOO isrecommended) andPlan Horizon Year(2O2Oiarecommended)wi'Ub e assigned. Auser needs assessment for the Base Year will beprepared anfollows: ° Demographic Indicators Analysis A series of demographic indicators will be depicted as groups within the overall population. Geographically derived density grid overlays will be prepared for each group as follows: • Age incategories (e.g,, 0-5, 5-14. 1G-8G. 8Sand up) ~ Race and ethnicity in categories (e.g,, White, Hispanic, African-AmeriGan, Asian, etc.) w Education incategories (e.g.. no high school diploma, high school diploma. college degree, etc.) � T 213,747.6300 ; r 21 j,77471 282 C IV Gech noK ogi^es`l Oc^ n^*Olympic Bivd |4ZWtem/ Los Angeles,c"mv"ni2 |*ms REVISED LiBRARYDECISION Proposal to the City oxRedlands,California,May 73,o0u1.Page e @ Civic Technologies,Inc.All Rights Reserved, Confidential and Proprietary. • Poverty status incategories (e.g.` above orbelow poverty line) * Income insubcategories (e.g�. $D-$25.0OO; $25.00O-850.000; etn,) The demographic indicators analysis will identify population group geographies served by the |ibnsry. Literacy and other characteristics can be inferred. b The library's plan of can then e oonnp-'redvvdbthe existence nfthese demographic groups tod*tornnineservice efhe�ivonems. Target marketing urket\ngoanbeemp|oyedhoobtaininput�onnthmaegroupsandgeognaphiesfor o�e ^noeaiLibrary Steering Committee meet|n0uouhereinafter defined. ° Library Service Indicators Analysis /\series of service indicators will be prepared in tabular format including: ° Collections(total holdings, book holdings, reference holdings, language holdings,video holdings,audio ho|dingu, periodioo|u, special collections ho|dings. literacy holdings, government depository holdings, byadult/juvenile auappropriate) • Circulation (adu|t/juvoni|ebyholding) • Staff(FTE. part time) ° Programs and up�oia\faoi\\beo (adu|t�uvoni|eprogrorno. audience, volunteers, literacy cencenter/programs, ommmo homework oenter/proUrams, story time center/program, ,special collections ~ Bornxwar(registered borrowers, adult/juvenile, gate count) ° Facility size * Seating (adult/juvenile) and meeting room ° Computers (on-line public access computers, internet, homework, etc.) ° Days and hours open ° Operating costs The service indicators analysis will compare Redlands library to state and national standards. Deficiencies will be identified and can be compared to the plan ofservice and capital and operational budgets. Users will be able to sort the service indicators in real time and save and print multiple versions bo compare factors. 3. Horizon Year(282O) User Needs Assessment(Service Area Analysis) AHorizon Year(202O) user needs assessment will beprepared, This will hav�b-�oebops. First, [-� ation projections (prepared by SCAG)will be compared against Bas eYomr(2]OU) library service rvic e levels, This will"depict the degree to which the library needs to grow over the next two decades bz keep "pwith population growth, The second step will betuproject the levels ofservice needed hz meet ustandards for the Horizon Year, These results can, inturn, bequantified into order ofmagnitude capital and operational budgets and mayserve asebasis for policy discussions about how the library will meet future service demands. 4. Public School Support link libraries and public schools will be identified as opportunities to physically and programmatically foUovvs: • Public and private school locations and types (elementary, middle, high school)will be identified. * School characteristics will be prepared for each facility including enrollment number and density, number of instructional computers, number of internet classrooms, etc, to guage demand on library facilities. ��������� � °� . Inc.��� �� ����������y������". n+vvui ����|��m/ ~~ uxA"geeles�C"�""a|mmo REVISED LIBRARYDECISION Proposal to the City of Redlands,California,May 73,2001,Page 7 @Civic Technologies,Inc.All Rights Reserved. Confidential and Proprietary, • School oa|enderowill beidentified and compared for demand patterns, • Dedicated library facility and staff support for homework assignments will be identified. Additional data on School libraries and surveys of school students as to library usage may be undertaken amAdditional Services. 5' Community Compatibility Indicators and Site Location Opportunities Community compatibility indicators will be prepared to identify potential new library site locations and to improve Community connections with the existing Smiley Library as follows: • Location, proxinoity. and density ofother public and cultural facilities (o.g.,ck/iocenter, senior center, nnrnunityoenter. pont Vffioe, etc.)to identify locations of civic activity. • Location, pnoxirnity, densih/, and employment size of retail and entertainment businesses to identify general urban activity areas. • Location and proximity of land use and access inhibitors (e.g., freeways, major roads, industrial land uses, railroad tracks, etc.). ° Location, proximity, and density ofparks and open spaces. 6. Service Area Characteristics L|om/�r/Oso/ommwiU enable users to Using the potential site location opportunitiesi «r�o��d above, existing Smiley Library. Users will also be able to onaai� |ibraryservioe �neas�ornewronnxesano y � measure characteristics ofodesignated service area such osdemographics (nnnbUity. age, ethnicity, income, educational attainment, and povery status); library service levels; and relation to schools, neighborhood facilities, and land uses. 7. Query, Reporting,and Printing Tools hi demographic, Query tools viUbeprepared toenable the user toeffectively identify geognap o. ennognap . service, oonnnnun\ty,and school features. Rmpo�ingtools vvU| beprepared toenable the user to prepare tabular reports from data tables. Printing tools will be prepared to enable the user bo print maps and reports ondesktop printers. In addition, Civic Technologies can, as an additional service, prepare and administer a statistically valid user needs survey to obtain original information and input from the public. 3.3 OatLional Module 3: Library Service Plan and Building qg_ An optional third module is the preparation of library service plan and building program. The reason this is optional is that the specific scope of work will need to be derived from the results of Module 2: Library 8en/iceAoalysis� Arange offeatures can baprepared such aslibrary standards, building progronn.collections expansion program, activities program ({itenacy, homewnrk, story time.etc.). technology plan (Internet accessible computers, etc,), and finance p|an, among others, The specific nuop�' 'faao andschedule wiUbeprovided by��ivicTechnologies upon request ofthe -- Customer. Civic Technologies will associate widhKathyrnPage and Associates(&PA) for this effort. K PA iealibrary building consulting firm dedicated toassisting librarians and designers plan new library facilities. Prior to starting her own company, Kathryn Page was Acting Director nfthe San Francisco Public Library. Recent projects include Preparadom ofebranch facilities master plan for the San Jose Public Library and building programs for the City nr Santa Clara central and branch libraries,the Morgan Hill, California Community Library, and the Ocean View Branch Library in San Francisco, among many others. C IV I Gech nKKogies° Inc. n4vOlympic Blvd.|mwr°m/ unA"geles.c"mv=� i90mm REVISED LIBRARYDECISION Proposal mthe City of Redlands,California,May 73,200.Page 8 @ Civic Technologies, Inc.All Rights Reserved. Qmfidential and Proprietary. 3.4 Module 4: Community Consensus Process The fourth module is the community consensus process. Not only is a library a vital part of community life, it is increasingly a center of life-long learning supporting that community's economic vitality. Civic Technologies'staff has an extraordinary track record organizing and facilitating consensus planning processes to achieve buy-in and structure trade-offs that build support among relevant stakeholders. Community participation will assure that the library program reflects user needs, strengthens community bonds, and establishes apositive basis for City Council action. Toguide the preparation ofL|BRuxmY0EQS|0N. Civic Technologies recommends establishing aLibrary Steering Committee ("LSC")composed of key advisors such as the Librarian, Library Commission President, Counci|nnernbers. community member, City Manager. Inviting the school district administrator topa�icip~-teooanex-ofhoio member may strengthen Proposition 14 linkages, The LSC should undertake broad-based input from community stakeholders at regularly scheduled meetings and workshops. Participants may include neighborhood and community members, business and industry leaders, commercial property and business owners, and parents and teachers. Civic Technologies has budgeted attendance and coordination for four(4) LSC meetings. Civic Technologies will work with the LSC to agendize issues, facilitate discussion, review interim work products, and make decisions. Civic Technologies has budgeted attendance to facilitate one (1)at-large community meeting to be sponsored by the LSC.Additional Community Outreach Services undertaken by Civic Technologies can ino|ude, among others, the following: * Facilitating additional community meetings. ^ Compiling mailing lists and preparing mailings (including preparing invitations and mail house coordination). ° Obtaining invitee telephone numbers and undertaking a telephone bank to encourage attendance. • Securing a venue, audio-visual equipment, furnishings, food, and beverages,among others, Civic Technologies has budgeted attendance at two (2)library commission meetings and two (2)city council meetings. This budget includes preparation of one public presentation; revisions caused by public bodies are Additional Services. 3.5 Module 5: Website Development and Information Access Plan The fifth module is the website development and Information Access Plan (IAP). Civic Technologies will design and develop a Redlands LIBRARYDECISION website for all end users to access the interactive maps prepared under Module 2: Library Service Analysis. Civic Technologies will work with the LSC to develop the IAP to protect confidential library data from being accessed by non-authorized users. Well-tested website security systems will be employed. We anticipate two levels ofaccess: ~ Level I is Confidential data available only iu library management and city officials. Restriction will be managed by a unique password issued to each authorized end-user who will enter it into a secure window accessible from the public website, thereby gaining access to confidential data on interactive maps, Confidential data may include such information aabudget and costs, collections and indicators, borrower information, etc, * Level 2 is generally accessible public information on interactive maps accessed from the library vvebmibe. T 213-1.747.6300 F 713-47,7282 ��������7 � � ` Inc.��� �� ������0X��������. nAW.Olympic Blvd,|Suite m/ LO,Angeles,Califorma i 9001 REVISED UBRARYDECISON Proposal mthe City ofRedlands,California,May 73.uOn1.Page u @ Civic Technologies,Inc.All Rights Reserved. Confidential and Proprietary. The Redlands Library website will employ Civic Technologies' LIBRARYDECISION Website Design Template ("Template").This Template establishes the basic format, size, and parameters of the website. Four pages will beset upunder the Template: • Welcome Page with such relevant information as name of the organization, narrative and photographs about the library and city, and access toa secure password window.Within this page, the Customer can customize text, narrative, and photographic content, some aspects of the layout, and colors. w Public Map Page to work with the maps. This page contains a layout with a geographic window with a series of layers, legends, scale bars, north arrows, and other elements. Some of these elements and their layouts can be customized. Help functions are included, including Frequently Asked Questions. ° Secure Map Page to work with confidential map data. This page will contain the same layout, surround information, help functions, and Frequently Asked Questions from the Public ArcMap Page. ° Links Page including email links to selected library staff and other city officials as determined by the Customer,and tothe vvobmoshar(Civic Toohnu|ogiex); and URL links hoother relevant Redlands city and community websites audetermined bythe Customer. The Redlands LIBRARYDECISION website will be developed and beta-tested on secure pages at the Civic Technologies website. Secure customer access will be provided during development and beta-testing. All pages, including maps will be available in a desktop printing format. Additional website features and content can be developed for an additional cost depending upon the Customer's program as may be determined during the course ofthe work. 4.0 SCHEDULE Civic Technologies anticipates o three tosix month delivery period for bBRu8YDEC|S}0N'. Aspeoifio schedule of activities will be prepared upon execution of the contract documents. Delays in the schedule may be incurred due to factors beyond the reasonable control of Civic Technologies such as obtaining data, obtaining community consensus, and delays due to the LSC and/or other public bodies. 5.0 PRICE PROPOSAL The Price Proposal is organized into two parts: Development Fee and Annual Subscription Fee as follows: 5.1 Development Fee The Development Fee is paid by the Customer for establishing LIBRARYDECISION.The Development Fee has the following three components: 5.1.1 Basic Development Fee The Basic Development Fee isofixed price for setting upthe five base modules defined above, not including the Optional Module 3: Library Service Plan and Building Program. The purpose ofthe fixed price is to assure customers of Civic Technologies ability to deliver the product as promised. The Basic Development Fee for the five base modules is $45,000,00 (forty five thousand dollars and no cents). The Basic Development Fee will be invoiced monthly as a percentage of work completed. Payment is due and payable upon presentation with a period of up to 30 days for receipt thereof. The CIVICTech no0og^es, 'Inc. n+vxowmpic Blvd.{suitcm / Los Anu0e"cmifo°� /900s REVISED LIBRARYDECISION Proposal to the City nfRedlands,California,May,z.m01.Page 10 @ Civic Technologies,Inc,All Rights Reserved. Confidential and Proprietary. price for Optional Module 3: Library Service Plan and Building Program will be provided upon request. The fee may vary between $7,500 and $20,000 depending upon the specific scope of work and schedule, 5'1'2 Reimbursable Expenses Reimbursable Expenses,otherwise called 'Direot/ osts'^are those costs incurredbyCivic Technologies in the execution ofthe work and are charged inaddition to the Reimbursable Expenses are charged ot1'1Otim�mthe wfactual cost ofthe expendituna� Reimbursable Expenses shall not exceed $3'O00 (three thousand dollars and nocents)without the prior written consent nfthe Customer. Supporting documentation a000rnpanyinQthoinvoioesforReinnburseb|eExpenseuthsd substantiate the expenses incurred will beprovided. Reimbursable ExpenaesnnoyindudebutarenotnooeuearUy|inoiiedtothefo||ovving: costuanuociahad with Module 2Database Development such os data and data licenses; costs associated with Module 4 »»P oessouchasspaoeandfurndunarenta|. |arQefornnatnotapaper. nnarxers. Community Consensus food and beveragesmailing house, newspaper and other advertisements, oto�; mileage($U'4Sper mile) and parking; photography, reprographics, printing, copying and color copying, computer output, scanning and other forms ofdata input, and computer aided plotting; long-distance telecommunications, postage, delivery and messenger services. 5.1.3 Additional Development Fees Additional Development Fees are those-kaeureuu|tingfrom work authorized bythe Customer inaddition tothat set forth i» the Basic Development Fee, This may include 1)the Customer authorizing options within the modules;and 2) custom development not set forth herein aurequested bythe Customer. |» any event, Civic Technologies and the Customer shall mutua||yagroeinvridng \nadvanoeuponUhoucopoor the Additional Development Services, Fees, and schedule.