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HomeMy WebLinkAboutContract 43187 (2)• esr CITY SECRETARY 1/ � CONTRACT NO. v� IMPLEMENTATION SERVICES TIME AND MATERIALS AGREEMENT Esri, 380 New York St., Redlands, CA 92373-8100 USA • TEL 909-793-2853 • FAX 909-793-5953 This Implementation Services Time and Materials Agreement (the "Agreement") is entered into by and between Environmental Systems Research Institute, Inc., ("Esri") and the City of Fort Worth ("City" or "Customer"), collectively referred to as the "Parties." On or about September 22, 2011, the Parties previously entered into Esri Agreement No. 2010MPA4409, Task Order No. 4, City Secretary Contract No. 42320 (herein referred to as the "Previous Agreement") for consulting services for the Fort Worth Water Department Water Information Technology plan and update to the Geographical Information System (GIS). The Previous Agreement expired on March 3, 2012, but authorized an extension of the services being provided under the Previous Agreement through December 31, 2012. The Parties agree that this Agreement will operate to extend the services provided in the Previous Agreement at the same pricing, as necessary to complete all original services contemplated. For the mutual promises and covenants set forth herein, the Parties hereby agree as follows: 1. DEFINITIONS "Commercial Off -the -Shelf Software" or "COTS Software" means all or any portion of Esri's proprietary software technology accessed or downloaded from an authorized Esri website or delivered on any media, in any format, including backups, updates, service packs, patches, hot fixes, or permitted merged copies, available under license to the general public. "Map Data" means any digital dataset(s) including geographic, vector data, coordinates, raster, or associated tabular attributes supplied by either party for use in the performance of this Agreement. "Services" means consulting support being performed by Esri as set forth in Exhibit A, Statement of Work, on a time and materials basis in exchange for compensation from Customer Exhibit A is attached hereto and incorporated herein for all purposes. "Services Output" means any work product produced by Esri as a result of Services provided under this Agreement. Services Output can include, but is not limited to, reports, training materials, and custom software code. 2. OWNERSHIP AND GRANT OF LICENSE Except as specifically granted in this Agreement, Esri owns and retains all rights, title, and interest in Services Output. Subject to the terms and conditions in this Agreement, Esri hereby grants to Customer a nonexclusive, royalty -free, worldwide license to use, modify, and/or reproduce Services Output in connection with Customer's authorized use of Esri's COTS Software. 3. PATENTS AND INVENTIONS Esri and Customer shall retain title to any inventions, innovations, and improvements ("Inventions") made or conceived solely by its principals, employees, consultants, or independent contractors ("Inventors") during the term of this Agreement Esri and Customer shall jointly own any Inventions made or conceived jointly by Inventors from both parties. Where Inventions are jointly owned, G363BM 2012C2496 each joint owner shall share equally the costs of acquiring protection for the Inventions and furnish the other joint owner with assistance reasonably required for acquiring protection. Neither Esri nor Customer may license, transfer, or sell its interest in jointly owned Inventions without the written consent of the other party, which shall not be unreasonably withheld. 4. COMPENSATION Services will be performed and invoiced on a time and materials basis. Labor, including travel time, will be invoiced on a monthly basis for actual hours expended during the previous month. The authorized funding amount for this Agreement shall not exceed $305,522.29 as detailed in Exhibit B Price, which is attached hereto and incorporated herein for all purposes. Other direct costs (ODCs), such as travel -related expenses, will be invoiced at actual cost plus Esri's discounted fifteen percent (15%) general and administrative burden. Meals and incidental expenses will be invoiced on a per diem basis in accordance with the most current Federal Travel Regulations. Esri's payment terms are net thirty (30) days. If Customer's credit history has not been established, Esri reserves the right to require full or partial prepayment. Esri may reallocate authorized funding between contracted activities, labor categories, and ODCs as necessary to facilitate the work requirements, provided the overall authorized funding is not exceeded. In the event that Esri reaches the not -to -exceed funding limit, Customer may increase the order funding to allow additional work to be performed, or direct Esri to stop work without further obligation or liability. If Services are required beyond the period of performance stated in the original proposal or resultant order, Esri reserves the right to escalate labor rates up to five percent (5%) per calendar year. 5. LIMITED WARRANTY AND DISCLAIMER OF WARRANTIES Esri warrants for a period of ninety (90) days from the date of performance that Services will conform substantially to the professional and technical standards of the software industry. If Services do not substantially conform to these standards, Customer may require Esri to reperform Services at no additional cost to Customer. Services Output is provided as is without warranty of any kind. Disclaimer of Warranties WITH THE EXCEPTION OF THE LIMITED WARRANTY SET FORTH IN THIS ARTICLE, ESRI DISCLAIMS AND THIS AGREEMENT EXPRESSLY EXCLUDES ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, ORAL OR WRITTEN, INCLUDING, WITHOUT LIMITATION, ANY AND ALL WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE IN ADDITION TO AND WITHOUT LIMITING THE PRECEDING PARAGRAPH, ESRI DOES NOT WARRANT IN ANY WAY MAP DATA. MAP DATA MAY NOT BE FREE OF NONCONFORMITIES, DEFECTS, ERRORS, OR OMISSIONS; BE AVAILABLE WITHOUT INTERRUPTION; BE CORRECTED IF ERRORS ARE DISCOVERED; OR MEET Page 1 of 13 vrricIwL rcCtiurcu CITY SECRETARY FT. WORTH, TX 11/29/2011 April 3, 2012 CUSTOMER'S NEEDS OR EXPECTATIONS. CUSTOMER SHOULD NOT RELY ON ANY MAP DATA UNLESS CUSTOMER HAS VERIFIED MAP DATA AGAINST ACTUAL DATA FROM DOCUMENTS OF RECORD, FIELD MEASUREMENT, OR OBSERVATION. 6. LIMITATION OF LIABILITY AND EXCLUSIVE REMEDY IN NO EVENT SHALL ESRI BE LIABLE TO CUSTOMER FOR PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES; LOST PROFITS; LOST SALES; BUSINESS EXPENDITURES; INVESTMENTS; BUSINESS COMMITMENTS; LOSS OF GOODWILL; OR ANY INDIRECT, SPECIAL, EXEMPLARY, CONSEQUENTIAL, OR INCIDENTAL DAMAGES ARISING OUT OF, OR RELATED TO, THIS AGREEMENT, HOWEVER CAUSED OR UNDER ANY THEORY OF LIABILITY, EVEN IF ESRI HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. ESRI'S TOTAL CUMULATIVE LIABILITY UNDER THIS AGREEMENT, FROM ALL CAUSES OF ACTION OF ANY KIND, SHALL IN NO EVENT EXCEED THE AMOUNT ACTUALLY PAID BY CUSTOMER FOR SERVICES UNDER THIS AGREEMENT FROM WHICH THE LIABILITY DIRECTLY AROSE CUSTOMER HEREBY WAIVES ITS RIGHTS (IF ANY) UNDER THE DECEPTIVE TRADE PRACTICES -CONSUMER PROTECTION ACT, SECTION 17.41 ET SEQ., BUSINESS AND COMMERCE CODE, A LAW THAT GIVES CONSUMERS SPECIAL RIGHTS AND PRO i'ECTIONS. AFTER CONSULTATION WITH AN ATTORNEY OF ITS OWN SELECTION, CUSTOMER_ VOLUNTARILY CONSENTS TO THIS WAIVER. 7. CONFIDENTIALITY To the extent authonzed by law, Services Output is Esri confidential mformation, and to the extent authorized by law, Customer shall preserve and protect the confidentiality of Services Output Customer agrees not to reverse engineer or decompile custom software delivered in object code, executable code, or similar formats (collectively, "Secure Formats"). For custom software delivered in source code or other human -readable formats, Customer shall have met its obligations under this Agreement if its disclosure of custom software is limited to custom software in Secure Formats, provided that the means for reverse engmeering, decompiling, or disassembling the custom software is withheld from such disclosure, and the person or entity in receipt of the custom software similarly agrees not to perform the prohibited acts described above or allow others to do so. Except as provided in the preceding paragraph, Customer shall not disclose Services Output to third parties without the advanced written consent of Esri. Customer may make disclosures to Customer's employees to the extent reasonably required to allow Customer to use Services Output in a manner authorized under the applicable software licenses. Before disclosing all or any portion of Services Output to employees or third parties as permitted in the preceding sentence, Customer shall inform its employees or third parties of the obligations in this Agreement and obtain their agreement to be bound by them. Esri shall store and maintain Customer Information in a secure manner and shall not allow unauthorized users to access, modify, delete or otherwise corrupt Customer Information in any way. Esri shall notify the Customer immediately if the security or integrity of any Customer information has been compromised or is believed to have been compromised 8. EXPORT CONTROLS The disclosures permitted under Article 7, Confidentiality, shall not relieve Customer of its obligation to maintain Services Output in confidence and comply with all applicable laws and regulations of the United States including, without limitation, its export control laws. Customer expressly acknowledges and agrees not to export, reexport, transfer, or release Services Output, in whole or in part, to (i) any US embargoed country (or a national or resident of any US embargoed country); (ii) any person on the US Treasury Depai tuient's list of Specially Designated Nationals; (iii) any person or entity on the US Commerce Department's Table of Denial Orders; or (iv) any person or entity where such export, reexport, or provision violates any US export control laws or regulations mcluding but not limited to, the terms of any export license or licensing provision and any amendments and supplemental additions to US export laws. 9. GENERAL PROVISIONS 9.1 Nonsolicitation. Neither party will directly solicit for hire any employee of the other party who is associated with Services called for under this Agreement during, and for a period of one (1) year after, project completion. The foregoing shall in no way restrict the parties from publicly advertising positions for hire in newspapers, professional magazines, or Internet postings and further shall not apply to an employee of either party who responds to such public advertisement. 9.2 Taxes. Services are quoted exclusive of all state, local, value- added, or other taxes; customs; duties; or other charges (other than income taxes payable by Esn) In the event such taxes and/or charges become applicable to Esn's Services or Services Output, Customer shall pay the applicable tax upon receipt of written notice that it is due. If Customer claims exemption from any taxes, Customer shall provide Esri with proper documentation showmg the same. 9.3 UCC Inapplicability. Services provided under this Agreement will not be governed by the Uniform Commercial Code (UCC) and will not be deemed "goods" within the definition of UCC. 9.4 Order of Precedence. These terms and conditions will take precedence over any Customer teens and conditions included in Customer ordering or authorizing documents, such as purchase orders Any additional terms or conditions in Customer ordering or authorizing documents will be void and may be incorporated into this Agreement only by written amendment signed by both parties. 9.5 Equitable Relief. Customer agrees that any breach of this Agreement by Customer may cause Esri irreparable damage In the event of a breach, in addition to any and all remedies at law, Esri shall have the right to seek an injunction, or other equitable relief in any court of competent jurisdiction to prevent violation of these terms without the requirement of postmg a bond or undertaking or proving injury as a condition of relief. 9.6 Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the State of Texas without reference to its conflict of laws principles. G363BM 2012C2496 Page 2 of 13 11/29/2011 April 3, 2012 9.7 Governmental Powers. It is understood and agreed that by execution of this Agreement, Customer does not waive or surrender any of its governmental powers. 9.8 Compliance with Laws, Ordinances, Rules and Regulations. Esri agrees to comply with all applicable federal, state and local laws, ordinances, rules and regulations. If the Customer notifies Esri of any violation of such laws, ordinances, rules or regulations, Esri shall immediately desist from and correct the violation. 9.9 Notices. Notices required pursuant to the provisions of this Agreement shall be conclusively determined to have been delivered when (1) hand -delivered to the other party, its agents, employees, servants or representatives, (2) delivered by facsimile with electronic confirmation of the transmission, or (3) received by the other party by United States Mail, registered, return receipt requested, addressed as follows: To the CITY/Customer: City of Fort Worth/ Water Department 1000 Throckmorton Fort Worth, TX 76102-6311 Facsimile: (817) 392-8699 ACCEPTED AND AGREED: CITY OF FORT WORTH CUSTOM By: aseks....4 �.�--• To Esri: Environmental Systems Research Institute, Inc. 380 New York Street Redlands, CA 92373-8100 Attn: Contract Manager Tel.: 909-793-2853, extension 2248 Fax: 909-307-3020 With a copy to M Carberry, Contract Administrator 9.10 Entire Agreement. This Agreement is the sole and entire agreement of the parties for Services and supersedes any previous agreements, understandings, and arrangements between the parties relating to the subject matter. The undersigned acknowledges and represents that he/she has read and understands this Agreement and has the authority to bind his/her organization to these terms and conditions. An executed Agreement shall constitute a duplicate if it is transmitted through electronic means, such as fax or e-mail, and reflects the signing of the document by Customer. Duplicates are valid and binding even if an original paper document bearing the original signature is not delivered. ENVIRONMENTAL SYSTEMS RESEARCH INSTITUTE INC. By: 44/9 vv Print Name: Fernando Costa. Assistant City Manaeer Print Name/Title: Address: 1000 Throckmorton Street Date: VeAde Fort Worth. Texas 76102 ATTEST: By: ), ary`fKays City Secreta Address: 380 New York Street ttrort7 �I�a�ate: #41 ao ?). o�:'� „o° 1:1)*: ri Fag . 4 MM D O� ° � 5M6 hIz ob UOa 441 th itig%k -tr APPROVED AS TO FORM AND LEGALITY: tkys Maleshia :• Farmer Assistant Ci • ; orney CONTRACT AUTHORIZATION: M&C: P-11293 Date Approved: 9/20/2011 Redlands. California 92373 MAY 0 ZED?. William C. Fleming Managing business Attorney OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX • G363BM 2012C2496 Page 3 of 13 11/29/2011 April 3, 2012 Exhibit A To Agreement No. 2012C2496 Statement of Work Activity 1—Conceptual Design Esri will provide up to 40 hours of consulting services to work towards preparing a final Conceptual GIS System Design document and participating in up to two on -site meetings to review the document and present the findings to FWWD staff and senior management at their offices in Fort Worth, Texas. Based on FWWD's comments to the draft Conceptual GIS System Design document and results of the review meeting (both previously conducted under Agreement No. 2010MPA4409 Task Order No. 04, Activity 2.2), Esri will work towards incorporating the changes, as mutually agreed, and preparing a final Conceptual GIS System Design document which will be submitted to FWWD. Esri Responsibilities Provide up to 40 hours of consulting services time as described above. FWWD Responsibilities Provide meeting facilities and equipment to host meeting with FWWD staff and senior management. Participate in up to two on -site meetings to review the final Conceptual GIS System Design document. Activity 2 GIS Architecture Design Esri will provide up to 75 hours of consulting services to work towards conducting a capacity planning analysis and developing an Enterprise GIS Architecture Design document based on user requirements, current and target business architecture, application architecture, data architecture, and technology architecture identified in the design requirements and discussed during the on -site workshop (that was previously conducted under Agreement No. 2010MPA4409 Task Order No 04, Activity 3.1). Esri will remotely from Esri offices work towards preparing a draft System Architecture Design document and submit it to FWWD for review and comment Upon receipt, FWWD will have 10 business days to review the draft and provide Esri with consolidated, written comments that have been reviewed and approved by FWWD's Project Manager. Upon receiving FWWD's written consolidated comments, Esri will travel to FWWD's offices in Fort Worth, Texas to participate in a two hour meeting to review the draft System Architecture Design document with FWWD. Based on FWWD's comments and the results of the meeting, Esri will use the remaining time allotted to this activity to work towards incorporating the changes, as mutually agreed, and preparing a final System Architecture Design document which will be submitted to FWWD. Esri Responsibilities Provide up to 75 hours of consulting services time as described above. FWWD Responsibilities Provide Esri with written consolidated comments regarding the draft System Architecture Design document within ten business days of receipt. Participate in a four hour on -site meeting to review the draft System Architecture Design document. G363BM 2012C2496 Page 4 of 13 11/29/2011 April 3, 2012 Activity 3—Requirements for Production Editing Environment Esri will provide up to 120 hours of consulting services to participate in an on -site workshop and document FWWD's production editing requirements. Esri will travel to FWWD offices in Fort Worth, Texas for a period of two consecutive business days to participate in the Requirements Workshop. During the workshop, Esri will meet with FWWD's Project Manager and data editors to assist FWWD to document requirements pertaining to FWWD's GIS production editing environment. Using Esri's Production Mapping as the foundation of FWWD's GIS production editing environment, the requirements will focus data production tools such as automated tools for data loading and data editing including single-click editing, attribution, building favorite attribute combinations, and on the fly validation. It is anticipated that the Requirements Workshop will cover the following areas: Business requirements (functional and nonfunctional) • Non-functional requirements include software and database platforms, system architecture, user roles, etc. • Functional requirements define how the application should function from the end -user's perspective. Workflows/Processes (use cases) that describe step by step procedures for editing GIS data Interface requirements for the editing environment Automated population of Unique IDs Requirements for GIS data change request tracking processes including submission, validation, editing, and notification pertaining to change requests workflows Interoperability needs for migrating data into the geodatabase Operational requirements (including system administration and maintenance) define operations that must be carried out in the background to keep the product or process functioning over a period of time Upon completion of the Requirements Workshop, Esri will remotely from Esri offices work towards preparing a Production Mapping Requirements document with the following information: Business Scenarios A high-level set of activities that users of this solution would perform. The scenarios are developed to help analyze key use cases within the boundary of the requirement sets. High-level use cases —Contains a description of the interaction between the user and the ArcGIS ArcMap Desktop editing software to outline the expected behavior and outcome of the custom functions to be developed. Detailed list of requirements, including functional and nonfunctional requirements- A list of requirements that defines what will be configured as part of FWWD GIS production editing environment and is the baseline for subsequent design and configuration/development activities The list will include a brief description of the requirements and traceability to use cases, business scenarios, and requirements originator. The list will also identify requirements by the following categories: • Production Mapping Configuration - Configuration of Esri commercial -off -the -shelf (COTS) Production Mapping software • Customization - Requires customization (e.g., custom software code development) of Esri's Production Mapping software. Esri will remotely from Esri offices work towards preparing a draft Production Mapping Requirements document and submit it to FWWD for review and comment Upon receipt, FWWD will have 10 business days to review the draft and provide Esri with consolidated, written comments that have been reviewed and approved by FWWD's Project Manager Upon receiving FWWD's written consolidated comments, Esri will travel to FWWD s offices in Fort Worth, Texas to participate in a two hour meeting to review the draft Production Mapping Requirements document with FWWD. Based on FWWD's comments and results of the meeting, Esri will use the remaining time allotted to this activity to work towards incorporating the changes as mutually agreed, and work towards preparing a final Production Mapping Requirements document which will be submitted to FWWD. Esri Responsibilities Provide up to 120 hours of consulting services time as described above. G363BM 2012C2496 Page 5 of 13 11/29/2011 April 3, 2012 FWWD Responsibilities Provide Esri with required supporting documentation, no later than five business days prior to the Requirements Workshop. Identify and schedule the appropriate FWWD staff to attend the workshop (including team leads, functional requirements subject matter experts data requirements subject matter experts, key stakeholders and key technical users). Provide meeting facilities and equipment to host workshop activities. Review the draft Production Mapping Requirements document and provide Esri with reviewed, approved, consolidated written comments within ten business days of receipt Participate in a two hour meeting to review Production Mapping Requirements document. Assumptions The Production Mapping Requirements document will be used as an input to Production Mapping Configuration document in Activity 8.1. If customization is identified, Esri will provide FWWD with a revised proposal and cost estimate for the custom development. Activity 4—Geodatabase Design Workshop and Geodatabase Modeling Esri will provide up to 195 hours of consulting services to work towards creating Physical water, wastewater, and reuse geodatabase schemas. Esri will travel to FWWD offices in Fort Worth, Texas for a period of five business days to participate in a Geodatabase Design Workshop to address modeling requirements for FWWD's water, wastewater, and reuse geodatabase models. Esri anticipates that the modeling effort will be based upon: The Conceptual GIS System Design document Existing FWWD data layers Existing FWWD map products (labeling and annotation) FWWD information product requirements (e.g., reports, maps) FWWD data management requirements Replication requirements Third -party integration requirements Esri Standard Water and Wastewater Utility models The geodatabase schema is anticipated to include the following entities: Water, wastewater, and reuse related features (network and non -network) FWWD boundary and other administrative boundaries FWWD map index Annotation for the above entities (up to 4 annotation feature classes) Using the results of the Geodatabase Design Workshop, Esri will work towards documenting the draft water, wastewater, and reuse Physical Geodatabase Models in UML using a tool such as Microsoft Visio or Geodatabase Diagrammer and will work towards submitting the models to FWWD for review and comment Upon receipt, FWWD will have 10 business days to review the draft models and provide Esri with consolidated, written comments that have been reviewed and approved by FWWD s Project Manager. Upon receiving FWWD's written consolidated comments, Esri will travel to FWWD's offices in Fort Worth Texas to participate in a one day meeting to review the draft water, wastewater, and reuse Physical Geodatabase Models with FWWD. Based on FWWD's comments and results of the meeting, Esri will use the remaining time allotted to this activity to work towards incorporating the changes, as mutually agreed, and prepare the final water, wastewater, and reuse Physical Geodatabase Models which will be submitted to FWWD. G363BM 2012C2496 Page 6 of 13 11/29/2011 April 3, 2012 Esri Responsibilities Provide up to 195 hours of consulting services time as described above. FWWD Responsibilities Identify and schedule the appropriate FWWD staff to attend the workshop. Provide meeting facilities and equipment to host workshop activities. Review the draft Physical Geodatabase Models and provide reviewed, approved, consolidated written comments within ten business days of receipt Participate in a one day meeting to review the draft Physical Geodatabase Models Assumptions Water Utility Geodatabase design does not include base map layers such as streets and parcels. Activity 5—Geodatabase Data Migration Activity 5.1 Data Migration Plan Esri will provide up to 100 hours of consulting services to work towards preparing a Data Migration Plan describing the procedures to migrate FWWD's existing geodatabase data into the newly designed Physical Geodatabase Models. The Data Migration Plan will provide a framework for the migration effort and is anticipated to include the following: Data Mapping Matrix Shows fields in FWWD's existing data and how they will be mapped to corresponding fields in the new geodatabase model. It will be presented in the form of a Microsoft Excel spreadsheet Quality Assurance Plan —Establishes a core set of standard quality control steps for use when FWWD's existing data is loaded into the new geodatabase model. Data Migration Procedures —Describes the processing steps utilized to successfully load FWWD's existing data into the new geodatabase model including the use of any tools and/or scripts used in the process. Esri will work towards preparing a draft Data Migration Plan and submit it to FWWD for review and comment. Upon receipt, FWWD will have ten business days to review the draft and provide Esri with consolidated, written comments that have been reviewed and approved by FWWD's Project Manager. Upon receiving FWWD's written consolidated comments, Esri will travel to FWWD's offices in Fort Worth, Texas to participate in a two hour meeting to review the draft Data Migration Plan with FWWD. Based on FWWD's comments and results of the meeting, Esri will use the remaining time allotted to this activity to work towards incorporating the changes, as mutually agreed, and prepare a final Data Migration Plan which will be submitted to FWWD. Esri Responsibilities Provide up to 100 hours of consulting services time as described above. FWWD Responsibilities Review the Draft Data Migration Plan, and provide reviewed, approved, consolidated written feedback within ten business days of receipt. tiv Participate in a two hour meeting to review the Draft Data Migration Plan. Activity 5.2 Pilot Data Migration Esri will provide up to 210 hours of consulting services to work towards migrating FWWD's existing geodatabase data into the new water wastewater and reuse geodatabases created in Activity 5. Esri will work towards preparing the data migration tools at Esri offices in Redlands, California. Upon completion of data migration tool configuration, Esri will perform the G363BM 2012C2496 Page 7 of 13 11/29/2011 April 3, 2012 QA #O1 QA #02 QA #03 QA #04 QA #05 QA #06 QA #07 geodatabase migration activities based on the procedures that are defined in the Data Migration Plan prepared in Activity 6.1. FWWD will be responsible for providing all required source data based on the timelines established in the project schedule. As the source data is migrated into the geodatabase schema, Esri will verify the completeness of the migration through the use of feature counts. This will involve visual inspection and the review of log files to compare feature counts between the input data files and the migrated data. Log file records that show discrepancies between the source and target data will be examined closely to determine the nature of the problem and resolve issues with either the input data or the configuration of feature dataset and/or feature class properties within the schema. FWWD will be expected to resolve source data issues that may arise. Errors that are the result of shortcomings in the original source data, however, will not be corrected by Esri as part of this project Based on Esri s experience with migrating data it can be anticipated that some errors or issues with data consistency/completeness will be present in the data and that some manual cleanup of these errors by FWWD may be required. Following the migration, the QA/QC checks listed below in table 5-1 will be used by Esri to check and enhance the data completeness, validity, consistency and integrity Table 5-1: QA/QC Checks QA/QC Check QA/QC Check - Description Identify Attributes Inaccuracy or with values "Null", "", or outside predefined domain. Identify the disconnected edges and junctions in the network by checking for the network components that are not connected. Detect features having geometry problems by identifying short segment, multiple parts having empty parts, features having null geometry Identify junctions (Valve, Manhole...) having non -Physical attributes, as reference to the connected edges (pipes) Identify junctions with the wrong number of connected edges or edge features that need to be split at junction features locations Detect Overlapping Junctions in the Network Detect Overlapping Edges in the Network Upon completion of the data migration activities and QA/QC checks, Esri will work towards preparing a Data Migration Memorandum which will contain the following: Report the status of the data migration efforts that were completed during the Data Migration Workshop Identify the errors in the migrated data that existed in the source geodatabases Provide recommendations on the methods to fix the errors due to source data issues FWWD will have ten business days to review the Pilot Data Migration results and provide Esri with consolidated, written comments that have been reviewed and approved by FWWD's Project Manager. Upon receiving FWWD's written consolidated comments Esri will travel to FWWD's offices in Fort Worth, Texas to participate in a four hour meeting to review the Pilot Data Migration with FWWD. Based on FWWD's comments and results of the meeting, Esri will use the remaining time allotted to work towards conducting any necessary rework of the geodatabase design, conducting addition migration work, and updating the Data Migration Plan. G363BM 2012C2496 Page 8 of 13 11/29/2011 April 3, 2012 Esri Responsibilities Provide up to 210 hours of consulting services time as described above. FWWD Responsibilities Address data clean-up, as requested by Esri. Deliver source data based on specifications in the Data Migration Plan. Deliver source data based on the data delivery schedule in the Data Migration Plan. Review the Pilot Data Migration results, and provide reviewed approved, consolidated written feedback within ten days of receipt. Participate in a four hour meeting to review the Pilot Data Migration. Assumptions Pre-processing or cleanup requirements of the source data is the responsibility of FWWD. FWWD will perform QA/QC on the migrated data. FWWD will perform any data cleanup required following the data migration. Esri will utilize existing ArcGIS Data Interoperability Extension functionality in the migration process. No custom tool development is included in this scope of work FWWD will provide Esri with VPN access to the system if additional remote support is required. Activity 5.3 Final Data Migration Upon completion of Activity 7, Esri will provide up to 80 hours of consulting services to work towards migrating FWWD's existing geodatabase data into the new water, wastewater, and reuse geodatabases. Esri will travel to FWWD s offices in Fort Worth, Texas over a period of five consecutive business days to perform the geodatabase migration activities listed below based on the procedures that are defined in the Data Migration Plan. Esri and FWWD will establish a schedule for freezing changes to the geodatabase by FWWD editors until the migrated data is completed and available to FWWD staff for editing. The on -site geodatabase migration activities will include: Installing and configuring the Esri Data Interoperability extension Perform migration of FWWD existing water, wastewater, and reuse geodatabases Perform Quality Assurance procedures on the migrated data Populate relationship classes Create the geometric network Import the Connectivity Rules Configure Production Mapping on the Final geodatabase Upon completion of the five days on -site Final Data Migration activities, FWWD will have ten business days to review the Final Data Migration and Production Mapping configuration and provide Esri with consolidated, written comments that have been reviewed and approved by FWWD's Project Manager Upon receiving FWWD's written consolidated comments, Esri will participate in a two hour remote webcast with FWWD to review the Final Data Migration. If additional Final Data Migration work is required, Esri will use the remaining time allotted to this activity to work towards conducting these activities remotely from Esri offices in Redlands, California. Esri Responsibilities ca Provide up to 80 hours of consulting services time as described above. FWWD Responsibilities E Provide Esri with administrative access to FWWD computers and databases to support the migration as required by Esri. Install the database management system (DBMS) on the database server prior to Esri arriving on -site. Install the operating system on the database server and desktop clients prior to Esri arriving on -site. Install ArcGIS Desktop on the desktop clients prior to Esri arriving on -site. G363BM 20I2C2496 Page 9 of 13 11/29/2011 April 3, 2012 Address data clean-up, as requested by Esri. Provide source data based on specifications in the Data Migration Plan. Provide source data based on the data delivery schedule in the Data Migration Plan. Review the Final Data Migration results, and provide Esri with reviewed, approved, consolidated written feedback within ten days of receipt. Participate in a two hour meeting to review the Final Data Migration. Assumptions Pre-processing or cleanup requirements of the source data is the responsibility of FWWD. FWWD will perform QA/QC on the migrated data. FWWD will perform any data cleanup required following the data migration. Esri will utilize existing ArcGIS Data Interoperability Extension functionality in the migration process. No custom tool development is included in this scope of work FWWD will procure the ArcGIS Data Interoperability Extension license prior to Esri arriving on -site. FWWD will provide Esri with VPN access to the system if additional remote support is required. Activity 6—Geodatabase Connectivity Esri will provide up to 110 hours of consulting support to work towards implementing connectivity rules in FWWD's water, wastewater, and reuse geodatabases. Esri will participate in an on -site meeting to provide an overview of geodatabase connectivity rules and work towards documenting the connectivity rules for the FWWD s water, wastewater, and reuse geodatabases in a Connectivity Rules Matrix in Microsoft Excel format. Upon completion of the meeting Esri will remotely from Esri offices work towards preparing a draft Connectivity Rules Matrix and submit it to FWWD for review and comment. Upon receipt, FWWD will have ten business days to review the draft and provide Esri with consolidated, written comments that have been reviewed and approved by FWWD's Project Manager. Upon receiving FWWD's written consolidated comments, Esri will participate in a remote two hour webcast to review the draft Connectivity Rules Matrix with FWWD Based on FWWD's comments and results of the meeting, Esri will work towards incorporating the changes, as mutually agreed, and prepare a final Connectivity Rules Matrix which will be submitted to FWWD. After the submittal of the Connectivity Rules Matrix, Esri will work towards implementing the connectivity rules documented in Connectivity Rules Matrix in FWWD's water wastewater, and reuse geodatabase and validating the connectivity rules with editing procedures in the Esri's ArcMap application. Esri will remotely from Esri offices work towards submitting the draft water, wastewater, and reuse geodatabases with connectivity to FWWD for review and comment. Upon receipt, FWWD will have five business days to review the draft and provide Esri with consolidated, written comments that have been reviewed and approved by FWWD's Project Manager Upon receiving FWWD's written consolidated comments, Esri will participate in a two hour remote webcast to review the draft geodatabase connectivity Based on FWWD's comments and results of the meeting, Esri will use the remaining time allotted to this activity to work towards incorporating the changes, as mutually agreed, and prepare final water, wastewater, and reuse geodatabases with connectivity which will be submitted to FWWD. Esri Responsibilities 127 Provide up to 110 hours of consulting services time as described above. FWWD Responsibilities Identify and schedule the appropriate FWWD staff to attend the Geodatabase Connectivity meeting. Provide meeting facilities and equipment to host workshop activities. Review the draft Geodatabase Connectivity Matrix and provide Esri with reviewed, approved, consolidated written comments within five business days of receipt Participate in two hour webcast to review the draft Geodatabase Connectivity Matrix G363BM 20I2C2496 Page 10 of 13 11/29/2011 April 3, 2012 Review the draft water, wastewater, and reuse geodatabases with connectivity and provide Esri with reviewed, approved, consolidated written comments within ten business days of receipt. Participate in two hour webcast to review the draft water, wastewater, and reuse geodatabases with connectivity. Activity 7—Production Mapping Configuration Activity 7.1 Production Mapping Configuration Document Esri will provide up to 140 hours of remote consulting support to work towards preparing the Production Mapping Configuration document. Esri will travel to FWWD offices in Fort Worth, Texas for a period of two business days to participate in a Production Mapping Configuration Workshop to document workflows and configuration specifications for the GIS production editing environment. During the workshop, Esri will meet with FWWD's Project Manager and data editors to document workflows pertaining to FWWD's GIS production editing environment. Esri and FWWD will elaborate on the high-level use cases for the GIS production editing environment defined in the final Production Mapping Requirements document prepared in Activity 4. These use cases will define in greater detail how the end users will interact with the GIS production editing environment. Upon completion of the Production Mapping Configuration Workshop, Esri will remotely from Esri offices work towards preparing a Production Mapping Configuration document. The document will describe the configuration from a user perspective and will include the following: Use case models for the configuration components Configuration parameters and editing workflows, including a process for the editing workflow to handle GIS data change requests Requirements traceability matrix (RTM) showing traceability of configuration components to requirements Esri will work remotely from Esri offices towards preparing a draft Production Mapping Configuration document and submit it to FWWD for review and comment Upon receipt, FWWD will have ten business days to review the draft and provide Esri with consolidated, written comments that have been reviewed and approved by FWWD's Project Manager. Upon receiving FWWD's written consolidated comments, Esri will travel to FWWD s offices in Fort Worth, Texas to participate in a two hour meeting to review the draft Production Mapping Configuration document with FWWD. Based on FWWD's comments and results of the meeting, Esri will use the remaining time allotted to this activity to work towards incorporating the changes, as mutually agreed, and preparing a final Production Mapping Configuration document which will be submitted to FWWD. Esri Responsibilities Pk Provide up to 140 hours of consulting services time as described above. FWWD Responsibilities Review the draft Production Mapping Configuration document, and provide Esri with reviewed, approved, consolidated written feedback within ten days of receipt. • Participate in a two hour meeting to review the draft Production Mapping Configuration document. Assumption • The GIS data change request workflow will be limited to the processes handled by the editing group such as receiving requests, validating requests, editing the data, and notification of change. For example, the workflow will not extend how users submit a request from a mobile or web application. Activity 7.2 Production Mapping Configuration Esri will provide up to 110 hours of remote and on -site consulting support to work towards configuring Production Mapping. Upon completion of the final Production Mapping Configuration document, Esri will remotely work towards configuring Production Mapping. Following the remote configuration, Esri will travel to FWWD offices in Fort Worth, Texas for a G363BM 2012C2496 Page 11 of 13 11/29/2011 April 3, 2012 period of two consecutive business days to assist FWWD to validate the Production Mapping configuration according to the final Production Mapping Configuration document. Upon completion of the two day on -site Production Mapping validation activities, FWWD will have five business days to review the Production Mapping configuration and provide Esri with consolidated, written comments that have been reviewed and approved by FWWD's Project Manager Upon receiving FWWD's written consolidated comments, Esri will participate in a remote webcast with FWWD to review the Production Mapping configuration. If additional Production Mapping support is required Esri will use the remaining time allotted to this activity to work towards these activities remotely from Esri offices in Redlands, California. Esri Responsibilities Provide up to 110 hours of consulting services time as described above. FWWD Responsibilities Provide Esri with administrative access to FWWD computers and databases to support the configuration as required by Esri. Provide appropriate technical staff to support Esri while on -site. Provide meeting room and personal computer projector for use during on -site visit. Review the Production Mapping configuration, and provide reviewed, approved, consolidated written feedback within five days of receipt. Participate in two hour webcast to review the Production Mapping configuration. Assumptions FWWD will procure the Esri Production Mapping license prior to Esri arriving on -site. FWWD will provide Esri with VPN access to the system if additional remote support is required. G363BM 2012C2496 Page 12 of 13 11/29/2011 April 3, 2012 Exhibit B To Agreement No. 2012C2496 Price Price by Activity Description Conceptual Design System Architecture Design Production Editing Requirements Geodatabase Design Data Migration Geodatabase Connectivity Production Mapping Configuration Total One -Time Discount Total Not -to -Exceed Price ctivity Estimated Labor $12,512.00 $24,196.00 $33,288.96 $60,143.42 $104,675.30 $30,312.64 $68,032.88 $333,161.20 Estimated Travel $0.00 $1,115.78 $1,164.22 $290.70 $1,457.32 $48.45 $2,231.54 $6,308.01 Total $12,512.00 $25,311.78 $34,453.18 $60,434.12 $106,132.62 $30,361.09 $70,264.42 $0.00 $339,469.21 ($33,946.92) $305,522.29 • G363BM 2012C2496 Page 13 of 13 11/29/2011 April 3, 2012 M&C Review Page 1 of 2 (ciafili7 .__1©UNCIL AGENDA COUNCIL ACTION: Approved on 9/20/2011 Official site of the City of Fort Worth, Texas FOR r WHRTU mire- DATE: CODE: 9/20/2011 REFERENCE NO.: **P-11293 LOG NAF%I1E: PUBLIC HEARING: SUBJECT: Authorize a Purchase Agreement with Environmental System Research Institute, Inc., for Geographic Information, Using a State of Texas Department of Information Resources Contract for the Water Department for an Amount of $374,300.00 for the First Year (ALL COUNCIL DISTRICTS) 13P11-0290 GEODATABASE AGW P TYPE: CONSENT NO RECOMMENDATION: It is recommended that the City Council authorize a Purchase Agreement with Environmental System Research Institute, Inc., for geographic information, using the State of Texas Department of Information Resources Contract Number DIR-SDD-1637, for the Water Department for an amount of $374,300.00 for the first year. DISCUSSION: The Water Department will use this Agreement to update the Geographic Information System (GIS) architecture that stores the water and sewer infrastructure data that is used in the Water Department's Asset Management Program. On August 12, 2003, (M&C C-19708) the City Council authorized the Water Department to implement a series of strategic Information Technology Systems. The implementation included the migration of paper -based water and sewer data into the City's GIS, the implementation of a Customer Relationship Management System to support customer service and billing operations and the implementation of a Maintenance Management System designed to help manage the life -cycle costs of the Water Department's assets. The systems outlined in the strategic plan have been implemented and operational for several years. There is a current need to update the GIS data architecture to ensure the data platform is robust, modular, scalable, sustainable and allows the Water Department to move forward its Asset Management Program. These changes will include designing and implementing a GIS database that will handle the creation, modification and retirement of GIS features associated with the Water Department's assets. Once the update to the data architecture is accomplished, the Water Department will be positioned to integrate spatial data with other systems such as Work Order Management (Maximo), utility billing, and customer relationship management. PRICE ANALYSIS - The Department of Information Resources (DIR) Contract offers fixed discounts for services ranging from one half to 18.75 percent as well as volume discounts ranging from 2 to 12 percent. Staff reviewed the pricing and determined it to be fair and reasonable. COOPERATIVE PURCHASE - State law provided that a local government purchasing an item under a cooperative purchasing Agreement satisfies state laws requiring that the local government seek competitive bids for purchase of these items. The Department of Information Resources Contracts have been competitively bid to increase and simplify the purchasing power of local government http://apps.cfwnet.org/council packet/mc_review.asp?ID=15653&councildate=9/20/2011 5/7/2012 M&C Review Page 2 of 2 entities across the State of Texas. The Department of Information Resources contract was advertised on the Electronic State Business Daily website on January 29, 2010. M/WBE - A waiver of the goal for M/WBE subcontracting requirements was requested by the Purchasing Division and approved by the M/WBE Office because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible. AGREEMENT TERM - Upon City Council's approval, this Agreement shall begin on August 24, 2011 and expire March 3 2012 to coincide with the expiration date of the DIR Contract. This Agreement may be extended prior to the expiration of the DIR Contract for up to nine months as necessary to complete all services. Staff anticipates the DIR Contract will be renewed for another term. FISCAL INFORMATION/CERTIFICATION: The Financial Management Services Director certifies that funds are available in the current operating budget, as appropriated, of the Water and Sewer Fund. BQN\13P11-0290\AGW TO Fund/Account/Centers FROM Fund/Account/Centers Submitted for City Manager's Office bv: Originating Department Head: Additional Information Contact: ATTACHMENTS Karen Montgomery (6222) Lena Ellis (8517) Jack Dale (8357) Aaron Whitson (8354) http://apps.cfwnet.org/council_packet/mc review.asp7ID=15653&councildate=9/20/2011 5/7/2012