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HomeMy WebLinkAboutContract 55200-A1 CSC No.55200-A1 Task Order No. 1 THE esrl, WHERE Task Order No. 1 Issued under Esri Agreement No.00277310.0 In accordance with the terms and conditions of the above-referenced Agreement between Environmental Systems Research Institute,Inc. ("Esri")and the City of Fort Worth("Customer"),this Task Order authorizes delivery of the Services described in accordance with the terms, schedule,and start/end date(s) specified below. Scope of Work: See Exhibit 1,which is attached hereto and incorporated herein by this reference. 1. Esri Redistricting License: The Esri Redistricting license being purchased hereunder is provided in accordance with the Esri Redistricting License Addendum,which is attached hereto as Exhibit 2 and incorporated herewith by this reference. 2. Total Task Order Value: The total firm fixed price for this Task Order is$86,000. The price breakdown by major component is presented in the tables below. Esri will invoice the City as follows: (1)The Esri Redistricting license(Pricing Table 1)will be invoiced upon Task Order execution; (2)The Professional Services(Tasks 1 and 2)will be invoiced on a percentage complete basis for firm fixed price Deliverables; (3)Training and Knowledge Transfer(Task 3)will be invoiced upon Task Order execution. Pricing Table 1: Esri Redistricting Implementation—Year 1 Item Total Esri Redistricting—Year-1 Licensing $46,800 Task 1 -Application and Data Configuration Support(Up to 40 Hours $14,500 -Remote) Task 2-Deployment Support(Up to 40 Hours-Remote) $14,500 Virtual Training and Knowledge Transfer $10,200 Firm Fined Price for Year 1: $86,000 3. Delivery Schedule: The Effective Date shall be upon execution of this Task Order and will be completed in accordance with the mutually agreed project schedule.This Task Order expires one year from completion of Task 2. 4. Project Contacts: City Project Manager: Michelle Swindle,(817)392-8861,Michelle.Swindle@fortworthtexas.gov City Invoicing Contact: April Jacquez,(817)392-6049,April.Jacquez e,fortworthtexas.gov, City Remit To Address: supplierinvoicesAfortworthtexas.gov Esri Project Manager: Angeline Soon(636)949-6620 Ext. 8532,asoonAesri.com Esri Contract Manger: Jason Ongoco,(909)793-2853 Ext. 3405,jon oco e,esri.com OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Task Order No. 1 (00291790.0) 1 of 11 Y , MA(00277310.0) ACCEPTED AND AGREED: CITY OF FORT WORTH ENVIRONMENTAL SYSTEMS RESEARCH (City) INSTITUTE,INC. (Esri) Ya/ercg Waslunafv, � F Signature: Valerie W sshi ggton(.Iai,I 0 15:58 C%) Signature: 1-7 Printed Name:Valerie Washington Printed Name: John Perry Title: Assistant City Manager Title: PS Contracts Department Mgr. Date: Mar 9,2021 Date: Mar 4,2021 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Task Order No. 1 (00291790.0) 2 of 11 , MA(00277310.0) ACCEPTED AND AGREED: CITY: CITY OF FORT WORTH CONTRACT COMPLIANCE MANAGER: By signing I acknowledge that I am the person responsible for the monitoring and administration YaCs�ce-Wa�lis�utfar� of this contract,including ensuring all By.Valerie Washington(Mar9,2o 15s8CST) performance and reporting requirements. Name: Valerie Washington Title: Assistant City Manager Date: Mar 9, 2021 By.Steven Vandever(Mar 5,202109:14 C5T) Name: Steven Vandever APPROVAL RECOMMENDED: Title: Sr. IT Solutions Manager APPROVED AS TO FORM AND LEGALITY: By: Name: Kevin Gunn t p� Title: Director,IT Solutions By:JB Strong(Mar 9, 2115:26CST) Name: John B. Strong ATTEST: 0o44n��� Title: Assistant City Attorney p�°FoRrad pPJ6 G��d CONTRACT AUTHORIZATION: U ` U pvo By: p� �o °o*�d Date Approved:NA Name: Mary J.Kayser da °°°°°°°°°° a Title: City Secretary �a�nEXASoQp Form 1295 Certification No.: NA VENDOR: ENVIRONMENTAL SYSTEMS RESEARCH INSTITUTE,INC.(Esri) By: A";�- Name: John Perry Title: PS Contracts Department Mgr. Date: M a r 4, 2021 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Task Order No. 1 (00291790.0) 3 of 11 Y , MA(00277310.0) Exhibit 1 to Task Order No. 1 Issued under Esri Agreement No.00277310.0 SCOPE OF WORK IMPLEMENTATION SUPPORT The City has chosen to deploy the Esri Redistricting solution on-premises on City-provided physical, virtual, or cloud server platform infrastructure. The Tasks below describe the work required to complete this deployment option. Task 1 Application and Data Configuration Support During this task, Esri will provide up to 40 hours of remote, pre-deployment, support for application and data configuration. During this task, Esri will provide the City with a pre- deployment questionnaire. This questionnaire will be used to identify the following: • Map cartography • Demographics • Default geographic region • Default basemap • Reference map layers and symbology • User roles • Data table fields and relationships • Application branding (e.g. logos) • Other application and data configuration details During this task the City will also be required to provide a representative sample data set for use within the configuration. Following completion of the pre-deployment questionnaire and delivery of the sample data set, Esri will establish a pre-deployment configuration, hosted on Esri infrastructure. Esri will review the pre-deployment configuration with the City by remote webcast. Once the pre-deployment configuration has been reviewed and finalized, Esri will move to deployment on the City's infrastructure. Representative sample data set has a 1-1 relationship v City will be available for questions and will provide input and guidance on application and data configuration Esri Deliverable • Up to 40 hours of remote support Task Order No. 1 (00291790.0) 4 of 11 February 19,2021/JO MA(00277310.0) Task 2 Remote Deployment Support The City has chosen to deploy the Esri Redistricting solution on City-provided infrastructure. Esri technical resources will provide up to 40 hours of remote consulting support for the deployment of Esri Redistricting, inclusive of the necessary costs for preparation. The Esri technical resource will work collaboratively with the City's technical resources during the deployment of the various components of the Esri Redistricting application on City-provided infrastructure. Prior to remote deployment, the City and Esri will review and finalize the pre-deployment configuration, as outlined within Task 1 above. Deployment support activities will include: • City Environment Infrastructure Configuration—Esri will setup the base components of the underlying hosting environment infrastructure to enable the City's access to the Esri Redistricting application. T • Required Cloud Infrastructure includes: 1 Cloud server with 4 virtual computing units and 32 GB of virtual memory • The named users and ArcGIS Enterprise software included in the Solution can only be used with the Esri Redistricting application and cannot be deployed into an existing ArcGIS Enterprise environment. • Data Loading & Management—Esri will support the loading and updating of up to 20 GB of City data to the hosting environment prior to deployment of the Esri Redistricting application, once Esri receives the data in the agreed upon format and delivery method. • Esri Redistricting Application Deployment Support—Following setup of the infrastructure components, and the loading of the data content described above, Esri will deploy the Esri Redistricting application, and Esri will work with the City to verify user access. • Testing—Following deployment, Esri will remotely demonstrate the solution deployed in the City's environment to City staff. The demonstration may include interactive "question and answer" sessions to validate that the configuration operates as designed, and in accordance with the pre-deployment configuration as agreed in Task 1 above. If required, a new Esri proposal will be provided to the City for any capabilities that the City identifies as desirable, but that were not previously agreed on in the pre-deployment configuration in Task 1. Task Order No. 1 (00291790.0) 5 of 11 February 19,2021/JO MA(00277310.0) • Knowledge Transfer—Esri will review the Esri-provided product documentation and deployment steps with City technical resources. • Any remaining time following Knowledge Transfer will be used for ad hoc technical consulting support. • City System Administrators will available to assist with access or permissions to 1 install software on the servers and troubleshoot any potential firewall or network configuration issues • Sufficient storage space is available to host the hosting environment and the Esri Redistricting application Esri Deliverable • Up to 40 hours of remote support Task 3 Training and Knowledge Transfer One Esri consultant will provide one day of remote training and knowledge transfer. This task includes necessary preparation time for training and knowledge transfer, and the following: • Training and knowledge transfer materials and exercises in Microsoft PowerPoint and Word format(digital and hardcopy format) • Provide one day of remote training and knowledge transfer • The City will provide an example data set to be used during training, otherwise representative example data will be utilized. • The City will manage student enrollment (limited to no more than 20 students). Esri Deliverable 3. One day of remote custom training Task Order No. 1 (00291790.0) 6 of 11 February 19,2021/JO MA(00277310.0) Table 1.Summary of Project Deliverables Deliverable No. Deliv Deliverable Application and Data Configuration 1 Support(Up to 40 hours of remote Remote Support support) 2 Deployment Support(Up to 40 hours Remote Support of remote support) 3 One day of remote custom training Custom Training Task Order No. 1 (00291790.0) 7 of 11 February 19,2021/JO MA(00277310.0) Appendix A to Exhibit 1 to Task Order No. 1 Issued under Esri Agreement No.00277310.0 CITY RESPONSIBILITIES,ASSUMPTIONS AND DELIVERABLE REVIEW AND ACCEPTANCE A.I. General City Responsibilities • Designate a project team with defined team leads,including a project manager,and key project stakeholders and share the project team points of contact with Esri.The team leads will possess the appropriate knowledge of City operations and technical requirements.The City's project manager will be the main technical point of contact for the Esri's project manager. • Coordinate and ensure the participation of appropriate City staff in all project-related activities.Activities include,but are not limited to: o Meetings. o Webcasts. o Training. o Testing. o Installation. • Provide Esri with access to the following items during the project,as needed: o Background materials. o Source documents. o Data. o Meeting facilities. o Hardware and software environments(directly,or via VPN). • Unless otherwise specified in the Task Order,procure and/or license all necessary hardware,data,Esri COTS software,and third-party software prior to commencement of the project. • Install and configure City-provided hardware and software environments according to specifications provided by Esri. • Provide access to and facilitate interactions between Esri and any City stakeholders. A.2. General Assumptions • Unless otherwise stated in the Task Order,work will be performed remotely from an Esri office. • Unless otherwise stated in the Task Order,remote work will be provided via telephone,email,and/or webcast and only during normal Esri business hours,Monday—Friday,8:00 a.m.to 5:00 p.m.Pacific time, excluding Esri holidays. • Esri will be provided with internet and VPN access to all project-related City environments. • Esri will be provided with system administration rights to City environments,as required. • City end users are already knowledgeable in the use of ArcGIS software,or will complete the training classes recommended by Esri,if included in this Task Order. • The City has qualified Information Technology and GIS administrators to maintain the installed software and support the Esri Redistricting solution and hosting environment. Task Order No. 1 (00291790.0) 8 of 11 February 19,2021/JO MA(00277310.0) • The project schedule will identify task dependencies.The commencement of work on subsequent tasks with dependencies on preceding Deliverables will be contingent upon Esri receiving written acceptance for the preceding Deliverables. • The City is responsible for executing Esri's standard commercial software license agreement prior to deployment of the Esri Redistricting solution. Hardware/Software • All work will be performed on the latest version of Esri products,unless otherwise specified in the Task Order. • Extending infrastructure capacity to support increased peak operational hours;increased usage;or upgrades,modifications,or additions to the software or hardware components will require additional scope and funding which is not included in the scope of this effort. • Documentation for ArcGIS COTS software is available in ArcGIS Help online,and is not included in any project-specific documentation;nor is documentation for third-party software or hardware. • Unless otherwise specified in the Task Order price section,this Task Order does not include the costs of any Esri COTS software,third-party software,or hardware. Data • Default demographic data provided with the Esri Redistricting solution is Census PL94-171 data. • Data to be migrated will be provided by the City in an Esri-compatible or Esri-convertible format. • Esri and the City will mutually agree upon the appropriate data content,format,and delivery within 10 days after contract award. • Unless otherwise specified in this Task Order,Esri will not be responsible for data cleaning. • Existing errors in the source data will not be corrected by Esri as part of any data upload. Testing • Bugs found in Esri COTS software will be handled by the City under the terms of its Esri COTS software licenses. • The City is responsible for the procurement and configuration of all hardware related to establishing the required City environments prior to commencement of testing and deployment activities. A.3.Deliverable Review and Acceptance The following acceptance process and review cycles for each Deliverable type specified in the matrix below will be followed,and the City is responsible for providing Esri with written acceptance for each Deliverable specified in the matrix. Deliverable Type Moklob Acceptance Process _M Custom Training • Upon completion of custom training the training is deemed accepted. • Remote support is deemed accepted when Remote Support Esri provides the number of hours of support, as proposed. Task Order No. 1 (00291790.0) 9 of 11 February 19,2021/JO MA(00277310.0) Exhibit 2 to Task Order No. 1 Issued under Esri Agreement No.00277310.0 Esri Redistricting License Addendum This Esri Redistricting License Addendum("Addendum")adds terms and conditions to Customer's existing Agreement between Esri and Customer with respect to Customer's license to Esri Redistricting. This Addendum supersedes any previous agreements or understandings related to the Esri Redistricting license. All other terms and conditions of the Agreement and any preceding addenda will remain in full force and effect. Software to be Provided Under this License: Esri Redistricting solution. 1. GRANT OF LICENSE In consideration of Customer's payment of all applicable fees and in accordance with the terms and conditions of the Agreement and this Addendum,Esri grants to Customer a perpetual license to the Esri Redistricting solution as set forth in the applicable ordering documents. 2. SCOPE OF USE 2.1 Permitted Uses. a) Customer may use the software licenses included with the Esri Redistricting solution solely to enable the capabilities of the Esri Redistricting solution as defined in the Esri Redistricting Documentation.No other use of software licenses included with the Esri Redistricting solution is permitted. 2.2 Uses Not Permitted. a) Customer may not install the Esri Redistricting solution at any third party locations/organizations without written permission from Esri. For assistance,please contact redistricting@esri.com. b) Components of the Esri Redistricting solution may only be used with the Esri Redistricting solution and may not be deployed into a separate ArcGIS Enterprise environment. 3. Updates and Support Customer may elect to purchase a subsequent Support Term at an additional cost. Task Order No. 1 (00291790.0) 10 of 11 February 19,2021/JO MA(00277310.0) Exhibit 3 to Task Order No. 1 Issued under Esri Agreement No.00277310.0 Esri Redistricting Updates and Support Addendum 1. Updates A. Updates: Esri may identify areas for solution optimization. Throughout the Support Term,Esri will make associated updates available to Customer. 2. Support A. Scope of Support Response: During the Support Term identified in the above-identified Task Order,Customer shall receive support for the Esri Redistricting solution in accordance with the terms of this Addendum. B. Email Support Request: To initiate support,Customer may send an email to redistricting@esri.com with the following information: a. Name of organization and Esri customer number b. Name,telephone number,and email address for a point of contact for the support request c. Identification of whether the Esri Redistricting solution is being hosted by Esri or by Customer d. Description of the technical issue for which Customer is seeking support e. If applicable, exact wording of any error message that appears on the screen f. If applicable,any steps taken to resolve the problem C. Support Response: Esri will respond to a support request during Esri's operating hours,as follows: a. 8:00am—5:00pm PST,Monday through Friday,except Esri Holidays Task Order No. 1 (00291790.0) 11 of 11 February 19,2021/JO MA(00277310.0)