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HomeMy WebLinkAboutContract 52004-A3CSC No. 52004-A3 AMENDMENT NO.3 TO CITY OF FORT WORTH CONTRACT 52004 This Third Amendment is entered into by and between the City of Fort Worth (hereafter 'Buyer"), a home rule municipality, with its principal place of business at 200 Texas Street, Fort Worth, Texas, and VertiGIS North America Ltd. ("Vendor"), Buyer and Vendor may be referred to individually as a Party and collectively as the Parties. WHEREAS, on March 6, 2019, the Parties entered into City Secretary Contract 52004 and 52004-AD1 to provide perpetual software licensing for VertiGIS Geocortex Essentials and other modules along with annual maintenance ("Agreement/Contract"); WHEREAS, the Parties wish to amend the Agreement to add professional services for Floodplain Application Development in the amount of $24,140.00. NOW, THEREFORE, the Parties, acting herein by and through their duly authorized representatives, enter into the following agreement: 1. AMENDMENTS The Agreement is hereby amended to add Exhibit A VertiGIS Floodplain App Development quote OP-VGNA-00000872 attached to this Third Amendment, in the amount of $24,140.00. Upon execution of this Third Amendment, the total amount of the contract will be $33,640.00. 2. ALL OTHER TERMS SHALL REMAIN THE SAME All other provisions of the Agreement which are not expressly amended herein shall remain in full force and effect. 3. ELECTRONIC SIGNATURE This Amendment may be executed in multiple counterparts, each of which shall be an original and all of which shall constitute one and the same instrument. A facsimile copy or computer image, such as a PDF or tiff image, or a signature, shall be treated as and shall have the same effect as anoriginal. OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Third Amendment to Fort Worth City Secretary Contract No. 52004 Page 1 of 14 ACCEPTED AND AGREED: CITY OF FORT WORTH: Vim- OAA--- By: Valerie Washington (Jan 31, 2023 12:08 CST) Name: Valerie Washington Title: Assistant City Manager Date: Jan 31, 2023 APPROVAL RECOMMENDED: RM Name: Kevin Gunn Title: Director, IT Solutions Department gdgUOUn�� ATTEST: % dAPOV:a,o ;>o1°FOX'00'9'��o o nEo By: Name: Jannette Goodall Title: City Secretary VENDOR: VertiGIS North America Ltd. Stephanie Payne Digitally signed by Stephanie Payne Bv: p Date: 2023.01.23 10:51:38 -08'00' Date: Name: Stephanie Payne, VP Operations Title: January 23, 2023 CONTRACT COMPLIANCE MANAGER: By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract, including ensuring all performance and reporting requirements. Ln Steven Vandever (Jan 23, 202314:38 CST) Name: Steven Vandever Title: Sr. IT Solutions Manager APPROVED AS TO FORM AND LEGALITY: By: Name: Taylor Paris Title: Assistant City Attorney CONTRACT AUTHORIZATION: M&C: N/A Approved: N/A 1295: N/A ATTEST: : Name: Title: OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Third Amendment to Fort Worth City Secretary Contract No. 52004 Page 2 of 14 Air.. Exhibit A VertiGIS'" City of Fort Worth Floodplain App Development Reference ID: OP-VGNA-00000872 I November 15, 2022 From: VertiGlS North America Ltd. 300 - 1117 Wharf Street Victoria, 3CV8W 1T7 Canada Contact: Scott Stafford Veale Email: scott.stafford veale@vertigis.com Tel: +1 250-381-8130 Third Amendment to Fort Worth City Secretary Contract No. 52004 Page 3 of 14 VertiGlS Privacy & Confidentiality The contents of this document are confidential and proprietary. Disclosure, distribution or sharing of this information with persons or entities, for which it is not intended, in anyform or for any other purpose than the evaluation of this proposal, is prohibited without the express, written consent of VertiGlS North America Ltd. In situations where information is required to be shared publiclyto complywith policies regarding transparency of information, all statements must be signed off on by both VertiGlS and City of Fort Worth prior to being published. Trademarks Geocortex, VertiGlS Studio, and VertiGlS are registered trademarks of VertiGlS North America Ltd. in the United States and Canada. Essentials is a registered trademark of VertiGlS North America Ltd. in the United States. Other companies and products mentioned are trademarks or registered trademarks of their respective owners. Trademarks provided under license from Esri. Acceptance of Terms & Conditions City of Fort Worth acknowledges that it has reviewed the process, terms, conditions, and reserved rights contained in this proposal and has voluntarily chosen to participate in this proposal subject to those procedures, terms, conditions, and reserved rights. This proposal is valid for 60 calendar days from the date of delivery. All services and deliverables are subject to the terms and conditions of this proposal and shall supersede any conflicting terms in the client's purchase order. All VertiGlS Studio software included in this proposal are subject to the Licensing Terms of Use at www.vertigisstudio.corn/legal. Software subscriptions begin on the date of purchase. © 2022 VertiGlS North Americo Ltd. All Rights Reserved © 2022 VertiGlS North America Ltd. I ConWental Proposal I w vertigis cam Third Amendment to Fort Worth City Secretary Contract No. 52004 Page 4 of 14 VertiGIS Document Control Sheet Version History 1.0 June 27, 2022 1.1 1.2 1.3 Jon Swoveland August 4, 2022 Joshua Zapf August 16, 2022 Jon Swoveland November 15, 2022 Joshua Zapf Approvals Name: Position: Signature: Date: Name: Position: Signature: Date: 1 st Draft Edit to Deliverables page to add notes and clarifications based on comments from the City; deleted Environment Replication bullet from the Technical Project Administration page. Removed Search by Address / Intersection deliverable and adjusted hours accordingly Addition of a contingency fun of hours to Cost Page. © 2022 VertiGl5 North America Lid. I Confidential Proposal I w vertcgis cam 3 Third Amendment to Fort Worth City Secretary Contract No. 52004 Page 5 of 14 VertiGIS Overview This proposal presents the scope of work to deliver the City of Fort Worth a Web GIS application, built on VertiGIS Studio Web and Workflow, providing users the ability to independently research which flood risk products are available in their area of interest, and download those products to be used with their development application. Professional Services By combining innovative software with world -class services, we empower customers to face their GIS challenges with confidence, help them manage risk, and fast -track deployment of world -class web - mapping systems. Project -based Services Custom projects are often necessary to meet the needs of your organization, and our team of experts will help you succeed by providing a range of services from business analysis to project management. Business Analysis Our 20+ years of experience creating web mapping applications for clients around the world has given us the experience to address and understand the unique requirements of your organization. Custom Development For the vast array of intended uses of GIS, building custom functionality or tailoring the platform to meet your specific requirements is a key part of the process. Upgrade/Migration Services As technology evolves, you may have to update your server or platform from time to time. Our services team can help you migrate from one system to another. We can either perform the migration ourselves, or our support team can provide you with assistance. Project Management Our project managers will partner with you to do more with VertiGIS Studio. They will help you establish a project plan, manage tasks, and arrive at a project's successful completion. Your project manager will also provide you with information throughout the project so you always know where things stand. © 2022 VertiGIS North America Ltd. I CunWental Proposal I w vertigis cam Third Amendment to Fort Worth City Secretary Contract No. 52004 Page 6 of 14 VertiGIS Technical Project Administration The following technical tasks maybe performed by the VertiGIS development team to support the overall development effort. Development Environment Setup Project Setup A develc per will create a code repository forth project. If the project involves multiple sites, this will involve modification of the usual repository template. Once the template has been set up, all developers working on the projectwill linktheir local workstations. Remote Connectivity All members ofthe development team will workwith the client to get authenticated access to the client environment and adequate security set on target systems. This may include access to secured ArcGIS Services, Geocortex instances, and remote desktop access to deployment servers. This task typically involves working with the client's network security team to acquire credentials, install VPN software, set up two -factor authentication, and work through issues such as system -specific connectivity problems and password issues. Technical Task Setup The team lead will create and configure a project in VertiGIS' task tracking software QIRA). Tasks will be created and assigned to Epics for each individual work item and populated with acceptance criteria as appropriate. Each Task will be assigned an estimate and assigned a developer. The final step in this task will be to allocate jlRA Tasks to the first development sprint. Developer Project Meetings It is expected that VertiGIS developers and/or technical leads will participate in project kickoff and regularly -scheduled status meetings throughout the duration of the project. © 2022 VertiGIS North America Ltd. I ConWental Proposal I w vertigis cam Third Amendment to Fort Worth City Secretary Contract No. 52004 Page 7 of 14 VertiGlS Deliverables The following is a general understanding of functionality required. Effort listed for each deliverable represents VertiGlS' best estimate but could differ from actual time spent depending on complexity or unforeseen circumstances. VertiGlS will notify the City of Fort Worth (the City) of any deviation between actual time spent and estimated time from this proposal. Installation of VertiGlS Studio On Premises Software Estimate of Effort: 2 hours Resources: Application Development and Services A member of VertiGlS' Professional Services Team will install VertiGlS Studio and the required on -premise server components to the City's environment. At a minimum, this will include VertiGlS Studio Workflow to provide access to local resources. ArcGIS Web Map Configuration Estimate of Effort: 4 hours Resources: Application Development and Services A member of VertiGlS' Professional Services Team will work with GIS staff at the City to configure an ArcGIS Web Map to be used by the Stormwater Download Viewer Application. VertiGlS Studio Web Viewer Configuration Estimate of Effort: 8 hours Resources: Application Development and Services A member of VertiGlS' Professional Services Team will configure an instance of the VertiGlS Studio Web Viewer to host the City's Stormwater Download Viewer Application. Example configuration options include: Viewer layout Map component configuration Tool configuration (e.g. Measuring & Markup) Layer configuration (identify, search, layer extensions) Branding (e.g. the City's seal, colors, etc) "I Want To..." Menu and other means of executing out -of -the -box and custom tools, such as workflows and reports. Disclaimer Page Estimate of Effort: 4 hours © 2022 VertiGlS North America Ltd. I Confidential Proposal I w vertigis.com 6 Third Amendment to Fort Worth City Secretary Contract No. 52004 Page 8 of 14 VertiGIS Resources: Application Development and Services VertiGIS will configure a modal dialog to open at viewer launch to display application information and a legal disclaimer. Users will be required to accept the disclaimer in order to proceed to the application. The user's acceptance of the disclaimer should be persisted to the user's browser via the use of the web storage API or a cookie - so subsequent visits do not cause the disclaimer dialog to display. Note: VertiGIS may configure this pop-up to always appear or based on other rules as determined by the City. Download Stormwater Data Workflow Estimate of Effort: 32 hours Resources: Application Development and Services This workflow will provide users with the ability to download Stormwater data associated with a specific location on the map (polygon feature class). Users will be able to execute this workflow via the following means: Map context menu: Users may right -click the map and select "Download Stormwater Data". When executed from a feature action menu, available stormwater data will be determined based on the clicked -coordinate. From the feature actions menu of various map layers (TBD): When executed from a feature action menu, available stormwater data will be determined based on the geometry of the selected feature. From the viewer's I want to menu and/or Toolbar: When launched from the I want to menu or Toolbar, the user will be provided with the option to use the Search By Address / Intersection form or to click a location on the map to determine the location for which data is to be retrieved. After the location of interest has been determined, users will be presented with a form with the following input elements: Datasets to download. A checkbox list of the datasets available for the specific location. Options to include: Stormwater Management Plan Information Stormwater Studies Elevation Certificates Floodplain Model Studies Name Email Organization © 2022 VertiGIS North America Ltd. I CunWental Proposal I w vertigis cam Third Amendment to Fort Worth City Secretary Contract No. 52004 Page 9 of 14 VertiGIS After entering the above information, the user will be provided a "Download" button. Upon clicking the Download button, the workflow will perform the following actions: Bundle the selected data resources into a ZIP file Log a record of the download with the users' name, email, organization, and a reference to the data downloaded. This may be logged to either a text file or database table (to be provided by the city). Present the user with a hyperlink to download the data. • Note: The hyperlink is to a temporary file used by Geocortex Essentials. Technical Project Administration Estimate of Effort: 6 hours Resources: Application Development and Services Technical project administration tasks, as necessary, as described in the Technical Project Administration section of this proposal. Testing and QA Estimate of Effort: 9 hours Resources: Application Development and Services Prior to development commencing, a developer will create agreed -upon test plans. The finished application will be tested against these test plans and successful completion of the test run will constitute completion ofthe development phase. Documentation and Delivery Estimate of Effort: 6 hours Resources: Application Development and Services The developer will create a delivery package including documentation for the deployment of the delivered code. The developer will deploy the site to the client environment. Project Management Estimate of Effort: 16 hours Schedule: Project Duration Resources: Project Management The project manager will monitor the progress and budget burn for the project. They will provide status updates and reports to the client on an agreed -upon schedule. The project manager will also be responsible for capturing any change requests and generally ensuring the project runs smoothly. © 2022 VertiGIS North America Ltd. I Confidential Proposal I w vertigis.com 8 Third Amendment to Fort Worth City Secretary Contract No. 52004 Page 10 of 14 VertiGlS Project Assumptions The latest versions of VertiGlS Studio will be used in the client environment and will not change during the project. A single user -interface optimised for desktop devices will be provided. Testing will only be done in Google Chrome and Microsoft Edge. Accessibility will conform to VertiGlS Studio's out -of -the -box standards. • The application may not satisfy local accessibility requirements. The UI/UX experience of the app will be in accordance with out of the box look and feel and capabilities of VertiGlS Studio's products. Access to the client environment for installation, development and deployment is via VPN connection and remote desktop (or equivalent). The installer and developer have sufficient administrative access to the client machines for deployment and confguration. Data schema will not change after development commences. Work wiil be completed off -site. VertiGlS shall retain all of the intellectual property rights to the deliverables. Constraints and Dependencies No constraints or dependencies have been identified for this project. © 2022 VertiGlS North America Ltd. I ConWental Proposal I w vertigis cam Third Amendment to Fort Worth City Secretary Contract No. 52004 Page 11 of 14 VertiGlS VertiGlS' Responsibilities • Provide QA/QC on the developed modules, templates, forms, work sheets, etc. • Resolve critical issues found with the application during testing and implementation within an agreed upon timeframe. • Resolve high and medium priority issues found during testing and implementation. Capture low priority defects for future releases. Provide Project status reports to the City of Fort Worth Project Manager on an agreed -to basis. Provide Agile Development Epics and Sprints to revise schedule and cost projection as the project progresses. Manage and escalate Project issues and risks as appropriate. VertiGlS warrants for a period of thirty (30) calendar days from the time of delivery that the deliverables will substantially conform to the specifications set out in this proposal. City of Fort Worth Responsibilities • Provide a primary point of contact for the entirety of each task. • Communicate project needs and priorities to VertiGlS. • Provide Subject Matter Experts to assist with tasks. • Provide sampleidevelopment data and supporting map services. • Manage the overall Project implementation, ensuring scope, budget and schedules are met. Manage and escalate Project issues and risks as appropriate. • Provide the appropriate resources to perform User Acceptance Testing. Coordinate user training, as needed. • Notify VertiGlS of product defects, their priorities and issues for resolution. © 2022 VertiGlS North America Ltd. I Cunhdental Proposal I w vertigis cam Third Amendment to Fort Worth City Secretary Contract No. 52004 Page 12 of 14 VertiGlS Costing Model - Time & Material During the software development process, there are situations and projects that demand flexibility from all the parties involved. Time & Material (T&M) is the preferred approach to managing cost and budget constraints since it allows more control over development progress and cost instead of relying on educated guesses at eventual expenses. VertiGlS uses the T&M model when there is no whole vision of the solution and its implementation specifics. This option is fully negotiable and uses an hourly rate for work applied in the development process. To prevent uncontrolled price growth, we define an upper limit for project budget. One of the biggest benefits of this model is task prioritizing for development projects. Each project is divided into several separate tasks (involving features, use cases, tests, etc.). VertiGlS' project manager gives advice on importance, level of complexity, Implementation, and cost of these tasks. Thus, clients can prioritize the order of features and use cases depending on cost and relevance to the solution. VertiGlS uses the T&M model when at least one of the following situations applies to the project: • When requirements are not precise or specifications cannot be clearly defined. • When there will be a constant flow of tasks or enhancements. • When project scope is unknown or implementation spreads over months. • When the client requires a high level of flexibility or change requests often appear during the development process. • When the client wants more direct control over the process or provides certain resources that can influence the project implementation. In this type of pricing model communication and agreement greatly influence time and cost efficiency of the project. Constant supervision and coordination of effort are the keys to a successful project. Since clients pay only for the hours and accompanying expenses spent on the project, they are provided with timely reports so they can track and control time and expenses, and material. VertiGlS uses a variety of software - from weekly project burn down reports to specialized web applications. VertiGlS uses Intacct Project Accounting and JIRA Issue Tracking to provide all the necessary data, time tracking and communication for successful project management and reporting. © 2022 VertiGlS North America Ltd. I ConWental Proposal I w vertigis cam 11 Third Amendment to Fort Worth City Secretary Contract No. 52004 Page 13 of 14 VertiGIS Cost Page The proposed budget for the project is supplied below and is an estimate only. The estimates are based on our current understanding, and may need to be adjusted as the requirements and specifications evolve over the course of the project. Application Development and Services Project Management Contingency Fund © 2022 VertiGl5 North America Lid. I Confidential Proposal i w vertcgis cam uantity Cost 71 $220 $15,620 16 $220 $3,520 22.75 $220 $5,000 Total $24,140 12 Third Amendment to Fort Worth City Secretary Contract No. 52004 Page 14 of 14