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HomeMy WebLinkAboutContract 42320 CITY SECRETARY i& esri- CONTRACT NO. ya3a-� Esri,380 New York St.,Redlands,CA 92373-8100 USA•TEL 909-793-2853-FAX 909-307-3034 Esri Agreement No. 201OMPA4409 Texas DIR Contract No. DIR-SDD-1637 Task Order No. 04 This Task Order between Environmental Systems Research Institute, Inc. ("Esri"), and the City of Fort Worth (the "Licensee" or"City"), a home rule municipal corporation situated in portions of Tarrant, Denton and Wise Counties, Texas, is subject to and governed by the applicable terms and conditions of the State of Texas Department of Information Resources Contract for Products and Related Services No. DIR-SDD-1637, which is incorporated herein by reference and made a part of this Agreement for all purposes. This Task Order authorizes delivery of the consulting services described in accordance with the terms, schedule, and start/end date(s)specified below. 1. Scope of Work. ESRI shall provide consulting services for the Fort Worth Water Department (FWWD) Water Information Technology (WIT) plan and update to the Geographical Information System (GIS). Such services are more specifically described and set forth in Exhibit 1, which is attached hereto and incorporated herein by this reference. 2. Contract Type: Time and Materials (T&M). 3. Total Task Order Not-to-Exceed Value: The total not-to-exceed value of this Task Order is $374,297.83 as detailed in Exhibit 2 Pricing, which is attached hereto and incorporated herein by this reference. 4. Licensee Address for Receipt of Esri Invoice: 1000 Throckmorton Street, Fort Worth, Texas 76102. 5. Delivery Schedule/Start and End Dates: October 3, 2011 to March 2, 2012. This March 2, 2012 mirrors the expiration date of the State of Texas Department of Information Resources Contract for Products and Related Services No. DIR-SDD-1637 ("the Master Contract'). Esri and the City mutually acknowledge and agree that the Scope of Work contained in this Task Order No. 04 cannot be completed by March 2, 2012. At the time of drafting, Esri and the City intend (if mutually agreed) to extend the period of performance of this Task Order No. 04 through December 2012 after the Master Contract has been extended in 2012. If the Master Contract is not extended as anticipated, Esri and the City mutually agree to amend this Task Order No. 04 to descope the Scope of Work to be completed to correspond with the expiration of the Master Contract. 6. Special Considerations: a. Confidential Information. Esri shall store and maintain Licensee Information in a secure manner and shall not allow unauthorized users to access, modify, delete or otherwise corrupt Licensee Information in any way. Esri shall notify the Licensee immediately if the security or integrity of any Licensee information has been compromised or is believed to have been compromised. b. Compliance with Laws.Ordinances. Rules and Reaulations. Esri agrees to comply with all applicable federal, state and local laws, ordinances, rules and regulations. If the Licensee notifies Esri of any violation of such laws, ordinances, rules or regulations, Esri shall immediately desist from and correct the violation.,. - om 2010MPA4409(1.0.NO.04/M() Page 1 of 19 SeptempVr J,3 Oil Ts '�"4 t w c. Notices. Notices required pursuant to the provisions of this Task Order 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/Licensee: To Esri: City of Fort Worth/Water Department Esri Contract Administrator listed in Article 7. 1000 Throckmorton Fort Worth TX 76102-6311 Facsimile: (817) 392-8699 d. Governmental Powers. It is understood and agreed that by execution of this Task Order, Licensee does not waive or surrender any of its governmental powers. 7. Esri Project Manager: David Wachal, Phone: (909)793-2853, ext. 5676. Esri Contract Administrator: M Carberry, Phone: (909)793-2853, ext. 3446. Licensee Project Manager: Homer Garza, Phone: (817) 392-8633, E-mail: Homero.Garza@fortworthgov.org Licensee Contract Administrator: Barbara Wilson, Phone: (817) 392-8633, E-mail: barbara.wilsonefortworthgov.org This Task Order, including the schedule of exhibits attached hereto and any documents incorporated herein by reference, contains the entire understanding and agreement between Esri and the Licensee, as to the matters contained herein. Any prior or contemporaneous oral or written agreement is hereby declared null and void to the extent in conflict with any provision of this Task Order. The person signing this Task Order hereby warrants that he/she has the legal authority to execute this agreement on behalf of the respective party, and that such binding authority has been granted by proper order, resolution, ordinance or other authorization of the entity. The other party is fully entitled to rely on this warranty and representation into this Task Order. [SIGNATURE PAGE FOLLOWS] 2010MPA4409(1.0.NO.04/M(') Page 2 of 19 September 13,2011 IN WITNESS WHEREOF, the parties hereto have executed this Task Order on the date last written below. CITY OF FORT WORTH: ENVIRONMENTAL SYSTEMS (Licensee) RESEARCH INSTITUTE, C. (Esri) By: By: Fernan to N erry Assistant City Manager Title: C/ontlacts Manager i Professional e ices Date: Date: AT � ,�y p�O��000000 Marty Hendrix � 0 0 pTYY ¢City Secretary 00 x d 00O 0 0 0O O0O 000000 00GY APPROVED AS TO FORM AND LEGALITY: � 0 4oaA' B : Male is B. Farmer AssistAnt City Attorney CONTRACT AUTHORIZATION: M&C: 1 < < co 3-- Date Approved: q I OFFICAIAL RECORD CITY SECRETARY FT WORTH, TX 201OMPA4409('1.0.NO.04/M(') Page 3 of 19 September 13,2011 Exhibit 1 to Task Order No. 04 Esri Agreement No. 201OMPA4409 Texas DIR Contract No. DIR-SDD-1637 SCOPE OF WORK Introduction: The Fort Worth Water Department(FWWD)has requested the support of Environmental Systems Research, Inc. (Esri)to provide consulting to help FWWD assess how existing enterprise data sources and applications currently interact with GIS and how FWWD envisions they will interact with FWWD's planned GeoDatabase Phase II design and implementation. Activity 1—WIT Plan Review Esri will provide up to 40 hours of consulting services to participate in the review of FWWD's Water Information Technology(WIT)Plan. Esri will travel to FWWD offices in Fort Worth, Texas for a period of two consecutive business days to work towards participating in the review of FWWD's WIT Plan strategic vision and roadmap documents with FWWD staff. The WIT Plan strategic vision and roadmap documents consist o£ ■ The applicable GIS and systems integration tasks of the WIT Plan ■ Proposed Water Department GIS Strategies and Roadmap ■ WIT Master Plan Following the on-site meeting,Esri will work towards preparing a summary report(up to 10 pages)based on the results of the review. This summary report is envisioned to document the objectives for FWWD's planned GeoDatabase Phase II implementation according to the WIT Plan strategic vision and roadmap documents and is intended to be utilized in the remaining activities as follows: ■ Alignment of project activities and planned implementation with the WIT Plan strategic vision and roadmap documents ■ Identify objectives that were slated as'future'objectives in the WIT Plan strategic vision and roadmap documents that are not being addressed with this scope of work ■ Alignment of new objectives and datasets discovered in workshops with the WIT Plan strategic vision and roadmap documents ■ Identify goals and objectives of the WIT Plan strategic vision and roadmap documents which require modification due to changes in governance expectations, developing/maturing technologies, or new/modified business processes Esri Responsibility ■ Provide up to 40 hours of consulting services time as described above. FWWD Responsibilities ■ Provide meeting facilities and equipment to host all on-site meeting activities. ■ Identify and schedule the appropriate FWWD staff to attend the on-site meeting activities. ■ Provide Esri with access to the WIT Plan during the on-site meeting. 201OMPA4409(T.O.NO.04/MC) Page 4 of 19 September 13,2011 Activity 2—Discovery Workshops and Conceptual Design Activity 2.1 Discovery Workshops Esri will provide up to 90 hours of consulting services to participate in two,three-day Discovery Workshops. 20 days prior to the start of Activity 2.1,Esri will provide FWWD with a survey related to the data and applications being used by FWWD. FWWD will review and complete the survey and return it to Esri within 10 business days of receipt. The survey results will be used to assist Esri and FWWD with initial data collection and preparing for the workshops. Workshop 1 Esri will travel to FWWD offices in Fort Worth,Texas for a period of three consecutive business days to participate in a workshop with FWWD to identify geospatial data sources and understand how they currently interact with the FWWD's geodatabase and how FWWD envisions they will interact with FWWD's planned GeoDatabase Phase I1 design and implementation. Esri envisions interviewing five divisions(Pollution Control,Production,Engineering and Fiscal Services,Business Services,and Field Operations)and may address the following topics with each group: ■ Meet with the data stewards and review existing geospatial data sources identified in the survey, and discovered during the workshop,to discuss how they are used and maintained ■ Determine system of record for data sources that are shared by more than one system or duplicated in more than one system ■ Identify data in the geodatabase that will be used,or populated,by data sources in other enterprise systems ■ Identify data sources from other enterprise systems that will be used to populate the geodatabase ■ Identify primary and foreign keys between geodatabase features and related data in other enterprise systems to map data relationships between enterprise systems ■ Capture information regarding the data quality of identified data sources for completeness and accuracy ■ Review GIS software and tools used to maintain identified data sources for documenting data maintenance workflows Following the Discovery Workshops,Esri will work towards preparing a summary Data Matrix based on the results of the survey and workshop that will be used to support the second three day workshop and Activity 2.2. Workshop 2 Esri will travel to FWWD offices in Fort Worth,Texas for a second three consecutive business day period to participate in a workshop with FWWD to review the organization's asset management life cycles and how GIS will interact with other applications. Esri envisions discussing the following topics: ■ Events triggering the creation, modification, and retirement of GIS features ■ Best practice workflows for managing data in the geodatabase such as creating/ modifying/retiring features,defining a pipe segment,breaking mains, and handling attribute data for pipes splits ■ Best practice workflows for integrating GIS with Maximo such as determining system of origin, system of record, use of shared fields, handling pipe splits, and synchronizing edits made in either system 201OMPA4409(T.O.NO.04/MC) Page 5 of 19 September 13,2011 ■ High-level business processes for integrating GIS with other systems such as CCTV(IT Pipes), hydraulic modeling(InfoWater and InfoSewer),Utility Billing(SunGard),Customer Relationship Management(PeopleSoft), Laboratory Information Management System,and Document Management System ■ Software version compatibility ■ High-level system architecture including supported environments(development, staging, production),location of hardware and software, location and number of users. Esri Responsibility ■ Provide up to 90 hours of consulting services time as described above. FWWD Responsibilities ■ Provide meeting facilities and equipment to host workshop activities. ■ Provide access to the water, wastewater,and reuse GIS data and other enterprise system data as required by Esri during the workshops. ■ Identify and schedule the appropriate FWWD staff to attend the workshop. Assumptions ■ FWWD and IBM will contract separately and IBM will participate in the Workshop 2 providing input to the best practices for integrating GIS with Maximo. Activity 2.2 Conceptual GIS System Design Document Based on the results of Activity 2.1,Esri will provide up to 85 hours of consulting services to work towards preparing a Conceptual GIS System Design document and participating in an on-site meeting to review the draft document with FWWD at their offices in Fort Worth,Texas. Esri envisions the Conceptual GIS System Design document will consist of the following information (see Appendix A for sample Table of Contents): ■ Data inventory including a description of each data source,key fields including primary and foreign keys,relationships with other data sources,and short comings or issues with the data ■ GIS data change request workflows ■ Data requirements for FWWD's planned GeoDatabase Phase II design and recommendations for a geodatabase model that will facilitate best practices for maintaining the geodatabase,reducing data silos, and integration with other enterprise systems ■ Use cases for interaction between identified data sources and the geodatabase which will describe how the data is maintained and how data from multiple sources are kept in sync ■ Workflows describing data management processes in GIS and planned integration workflows between GIS and Maximo ■ Business processes describing the planned interaction between GIS and other systems ■ Software compatibility matrix ■ Conceptual system design defining the components of the planned system and how the systems will exchange information Esri will remotely from Esri offices work towards preparing a draft Conceptual GIS System 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, 2010MPA4409(T.O.NO.04/MC) Page 6 of 19 September 13,2011 Esri will travel to FWWD's offices in Fort Worth, Texas to participate in a four hour meeting to review the draft Conceptual GIS System Design document with FWWD. Based on FWWD's comments and results of the review meeting,Esri will use the remaining time allotted to this activity to work towards incorporating the changes, as mutually agreed,and prepare a final Conceptual GIS System Design document which will be submitted to FWWD. Esri Responsibilities ■ Provide up to 85 hours of consulting services time as described above. FWWD Responsibilities ■ Provide Esri with written consolidated comments to the draft Conceptual GIS System Design document within ten business days of receipt. ■ Participate in a four hour on-site meeting to review the draft Conceptual GIS System Design document. Assumptions ■ High-level system architecture requirements will not include a capacity analysis or specifics on number or types of servers. ■ FWWD and IBM will contract separately and IBM will provide up to 40 hours of documentation support. Activity 3—GIS Architecture Design Activity 3.1 Enterprise GIS Architecture Requirements Workshop Esri will provide up to 60 hours of consulting services towards participating in an Enterprise GIS Architecture Requirements Workshop at FWWD's offices Fort Worth, Texas for a period of two consecutive business days. Esri will participate in a kick-off meeting and provide a request for information pertaining to the system design requirements. FWWD will be responsible for collecting the information prior to the on-site visit. The purpose of the Enterprise GIS Architecture Requirements Workshop is to review the design requirements information collected by FWWD, and evaluate the information in the context of FWWD's current and future business architecture, application architecture, data architecture, and technology architecture as input for a new GIS system architecture design. Esri will participate in the workshop and meet with appropriate IT and GIS staff from FWWD. Prior to the workshop Esri will work towards reviewing information provided by FWWD and preparing to discuss the design requirements in more detail and in the context of the FWWD enterprise design. It is envisioned that the following topics will be covered during the on-site Enterprise GIS Architecture Requirements Workshop: 2010MPA4409(7.0.NO.04/M(') Page 7 of 19 September 13,2011 ■ Architecture Vision- enterprise mission,vision, strategy, and goals ■ System Architecture Design Process and Enterprise GIS ■ User Locations—Data Center, Intranet Sites and Remote Sites ■ User Types—Desktop, Terminal Server/Citrix, Web and Mobile ■ Critical Business Architecture-current and future business needs ■ Application Architecture-software, usage and workflows ■ Data Architecture-storage and accessibility ■ Technology Architecture—existing and target ■ Capacity Planning—platform load analysis Esri Responsibilities ■ Provide up to 60 hours of consulting services time as described above. FWWD Responsibilities ■ Communicate project needs and priorities to Esri. ■ Fill out and return request for information to Esri five days prior to the on-site workshop. ■ Provide meeting facilities and equipment to host workshop activities. ■ Identify and schedule the appropriate FWWD staff to attend the workshop. ■ Provide all necessary input information on business processes,application architecture,GIS services,data sources,user operations,workflows,user workload per operation,data architecture, and data size while Esri staff is on-site. Assumptions ■ The scope of this Enterprise GIS Architecture Design is limited to the GIS infrastructure at FWWD. ■ IT Architecture and appropriate GIS operations representatives from FWWD will be represented during the on-site workshop. ■ This workshop does not include installing,configuring,testing, or tuning of Esri products. ■ The Conceptual GIS System Design document prepared in Activity 2.2. will be used as input to the workshop. Activity 3.2 Enterprise System Architecture Design Esri will provide up to 60 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(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. 2010MPA4409("1.0.N0.04/MC) Page 8 of 19 September 13,2011 Esri Responsibilities ■ Provide up to 60 hours of consulting services time as described above. FRI"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. Activity 4—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. 201 OMPA4409(T.O.NO.04/MC) Page 9 of 19 September 13,2011 ■ 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. 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 5--Geodatabase Design Workshop and Geodatabase Modeling Esri will provide up to 210 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 201 OMPA4409(1.0.NO.04/MC) Page 10 of 19 September 13,2011 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 Diagram 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. Esri Responsibilities ■ Provide up to 210 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. 2010MPA4409(1.0.NO.04/M(') Page I I of 19 September 13,2011 Activity 6—Geodatabase Data Migration Activity 6.1 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. ■ Participate in a two hour meeting to review the Draft Data Migration Plan. Activity 6.2 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 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 2010MPA4409(T.O.NO.04/MC) Page 12 of 19 September 13,2011 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 6-1 will be used by Esri to check and enhance the data completeness,validity,consistency and integrity: Table 6-1: QA/QC Checks QA/QC Check QA/QC Check-Description Identify Attributes Inaccuracy or with values "0", "Null", "", or QA#O1 outside predefined domain. QA#02 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 QA#03 segment, multiple parts having empty parts, features having null geometry QA#04 Identify junctions (Valve, Manhole...) having non-Physical attributes, as reference to the connected edges(pipes) QA#05 Identify junctions with the wrong number of connected edges or edge features that need to be split at junction features locations QA#06 Detect Overlapping Junctions in the Network QA#07 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. 2010MPA4409(YO.NO.04/MC) Page 13 of 19 September 13,2011 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 6.3 Final Data Migration Upon completion of Activity 8, 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 ■ Provide up to 80 hours of consulting services time as described above. 2010MPA4409(T.O.NO.04/M(') Page 14 of 19 September 13.2011 FWWD Responsibilities ■ 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. ■ 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 7—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. 2010MPA4409(1.0.NO.04/MC) Page 15 of 19 September 13,2011 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 ■ 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 ■ 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 8—Production Mapping Configuration Activity 8.1 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 2010MPA4409(TO.NO.04/MC) Page 16 of 19 September 13,2011 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 ■ 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 8.2 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 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. 2010MPA4409(1.0.NO.04/MC) Page 17 of 19 September 13,2011 ■ 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. Exhibit 2 to Task Order No. 04 Esri Agreement No. 201OMPA4409 Texas DIR Contract No. DIR-SDD-1637 PRICING 201OMPA4409(T.O.NO. 04/MC) Page 18 of 19 September 13.2011 The total not-to-exceed(NTE)price for this Task Order No. 04 is $374,297.83 as detailed in the following pricing table. Price by ctivity Estimated Estimate Activity Description Labor d Travel Total Review WIT Plan $11,988.00 $105.45 $12,093.45 Discovery Workshops and Conceptual Design $53,148.68 $369.09 $53,517.77 System Architecture Design $38,822.10 $1,287.45 $40,109.55 Production Editing Requirements $33,497.28 $1,340.18 $34,837.46 Geodatabase Design $65,170.86 $316.36 $65,487.22 Data Mi ration $106,527.92 $1,720.73 $108,248.65 Geodatabase Connectivity $30,502.72 $52.73 $30,555.45 Production Mapping Configuration $68,462.02 $2,574.91 $71,036.93 Total $408,119.58 $7,766.90 $415,886.48 ($41,588.65 Volume Discount Total Not-to-Exceed Price $374,297.83 Pricing Build-up Rates Estimated Hours Labor Category 2011 2012 2011 2012 Total Principal/GIS Program Manager $396.33 $416.15 0 0 $0.00 Senior GIS Consultant/Project Manager $299.70 $314.69 168 407 $178,428.43 GIS Consultant/Project Manager $237.49 $249.36 0 0 $0.00 Senior GIS System/Software Architect $310.91 $326.46 4 125 $42,051.14 GIS System/Software Developer $251.34 $263.91 0 711 $187,640.01 GIS Technical Specialist/Engineer $192.93 $202.58 0 0 $0.00 GIS Database Specialist/Analyst $163.79 $171.98 0 0 $0.00 Estimated Other Direct Costs ODCs $7,766.90 Total $415,886.48 Volume Discount $41,588.65 Total Not-to-Exceed Price $374,297.83 201 OMPA4409(1.0.NO.04/M(') Page 19 of 19 September 13.2011 M&C- Review Page 1 of 2 Official site of the City of Fort Worth,Texas CITY COUNCIL AGENDA FoR�� COUNCIL ACTION: Approved on 9/20/2011 REFERENCE ** 13P11-0290 DATE: 9/20/2011 NO.: P-11293 LOG NAME: GEODATABASE AGW CODE: P TYPE: CONSENT PUBLIC NO 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) 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 entities across the State of Texas. http://apps.cfwnet.org/council_packet/mc_review.asp?ID=15653&councildate=9/20/2011 9/21/2011 M&;'' Review Page 2 of 2 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\1 3P1 1-0290\AGW TO Fund/Account/Centers FROM Fund/Account/Centers Submitted for City Manager's Office by: Karen Montgomery (6222) Originating Department Head: Lena Ellis (8517) Additional Information Contact: Jack Dale (8357) Aaron Whitson (8354) ATTACHMENTS http://apps.cfwnet.org/council packet/mc review.asp?ID=15653&councildate=9/20/2011 9/21/2011