HomeMy WebLinkAboutContract 41868 CITY SECRETARY
CONTRACT NO. ,4.I$C0 8
esri-
ESRI,380 New York St.,Redlands,CA 92373-8100 USA•TEL 909-793-2853•FAX 909-793-5953
ESRI Agreement No.2010WA4409
TX DIR Contract DIR-SDD-1637
Task Order No.02
This Task Order between Environmental Systems Research Institute, Inc. (Esri) and the City of Fort Worth (Licensee or
City) is governed by the terms and conditions of Texas Department of Information Resources Contract DIR-SDD-1637 between
Environmental Systems Research Institute,Inc.(Esri),and the Texas Department of Information Resources(DIR),which is
attached hereto and incorporated herein. In accordance with Contract DIR-SDD-1637,this Task Order hereby authorizes delivery
of the Deliverables described in accordance with the terms,schedule,and start/end date(s)specified below.
1. Scope of Work: See Exhibit 1,attached hereto and incorporated herein by reference.
In addition to the foregoing,Licensee agrees that its employees,representatives,and subcontractors will cooperate and
communicate with Esri during performance of this Task Order. Without cost to Esri,Licensee shall provide,allow access
to,or assist Esri in obtaining all data Esri requests for performance of this Task Order,including,but not limited to,
(1)copies of previously prepared reports,maps,plans,surveys,records,and other documents in the control or possession of
Licensee and(2)copies of ordinances,codes,regulations,or other governmental documents.
2. Contract Type:Firm Fixed Price(FFP)
3. Total Task Order Value:The Total Task Value for this task order is$97,825.00,as further described in Exhibit 1.
4. Start/End Date(s):The period of performance is from May 25,2011 through June 9,2013.
5. Special Considerations:None
6 Esri Project Manager:Erin Ross,Ph:909-793-2853 x 2073 Email:eross @esri.com
Esri Sr.Contract Administrator:Robin Espinoza,Ph: 909-793-2853 X3918 Email:REspinoza @esri.com
Licensee Project Manager:
Licensee Contract Administrator:
ACCEPTED AND AGREED:
OFFICIALRWORD IENTAL SYSTEMS RESEARCH
CITY OF FORT WORTH CITY SEC #k 9 INC.
(Licensee)
FT. WORTH, TX
Signature: Signature:
Printed Name: Fernando Costa printed Name: ny
h D. Pe
TR*.le: Title: ntracts Manager Professional Services
db�TabTa�1
`.ate: Date: May 25,2011
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!'ROVED AS'. ;.� Attested by� p�o ° A �
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2010MPA (T.0.'02 /RE) Page Llof 7 arty Henam, city Secretary
;0RtraC Authorization
Gesdo
ESRI,380 New York St.,Redlands,CA 92373-8100 USA•TEL 909-793-2853•FAX 909-793-5953
Exhibit 1 to Task Order No.02
TX DIR Contract DIR-SDD-1637
Esri Contract No.201OMPA4409
1.0 Scope of Services:
Esri will provide Managed Services for the Redistricting Solution, which includes providing external HTTP
access to the Redistricting Online application, operational hosting and monitoring, and troubleshooting technical
support incidents through Tier 2 Hosted Environment Support. Esri's Redistricting Solution will address the
following service level targets*to support the City's operational requirements:
• 24/7 System Access
• 95% System Availability
• Hosting Environment to support up to 100 active users
• 20 GB of Custom City Data Storage
• Data Backup and Archive
• Annual Update of Custom City Data
• 24/7 Tier 2 Hosted Environment Support and Monitoring
*Note: These service levels are targets only. This scope of service does not incorporate any service level
agreements.
The Managed Services describes the recommended Hosting Environment to support the Redistricting Solution.
Task 1.1 Hosting Environment Infrastructure Setup
Esri will set up the base components comprising the underlying Hosting Environment infrastructure including the
relevant hardware, power, facilities and network infrastructure to enable the City's external HTTP access to the
Redistricting Online application. Extending infrastructure capacity to support increased peak operational hours;
increased usage; or upgrades, modifications, or additions to the software or hardware components will require
changes to the infrastructure specification and require additional funding.
The Hosting Environment will include the following software technology components:
0 Windows Server 2008
® ArcGIS Server Enterprise Standard 10
0 ArcGIS API for Flex
M Redistricting Online application
Esri Responsibilities
201 OMPA4409(T02/RE.) Page 2 of 7
05/20./2011
esri•
ESRI,380 New York St.,Redlands,CA 92373-8100 USA•TEL 909-793-2853•FAX 909-793-5953
Set up the Hosting Environment required to support up to 100 active u
application. sers using the Redistricting Online
Install the software technology components outlined above.
City Responsibilities
0 None.
Task 1.2 Data Loading
Esri will load and update up to 20 GB of City data content (hereinafter referred to as "Data Content") annually to
the Hosting Environment prior to Task 1.3 when received in the agreed upon format and delivery method.
Esri Responsibility
Load the City Data Content described above to the Hosting Environment.
Test and verify the Data Content after it is loaded into the Hosting Environment
City Responsibilities
Provide the City Data Content in the agreed upon format and delivery method.
Procure and maintain(if necessary)the appropriate data licensing for the Data Content.
Task 1.3 Redistricting Online Application Deployment
After setup of the infrastructure components listed in Task 1.1 and loading the Data Content described in Table 1,
Esri will deploy and test Redistricting Online application and will work remotely with the City to verify access
through a URL provided by Esri. The City will provide Esri with written confirmation that Redistricting Online
application is accessible within five (5) days of receiving notification from Esri that deployment is ready for
verification.
Esri Responsibilities:
0 Deploy the Redistricting Online application to the Hosting Environment.
n Notify the City when Redistricting Online application has been deployed by sending a URL, and allow up
to five(5)days for testing accessibility.
■ Troubleshoot issues that may occur while the City is testing accessibility to the Redistricting Online
application.
City Responsibilities.
201 OMPA4409(T02/RE.)
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05/20/2011
i
esdo,
ESRI,380 New York St.,Redlands,CA 92373-8100 USA•TEL 909-793-2853•FAX 909-793-5953
0 Test the availability of the Redistricting Online application once Esri has provided notification that it is
available in the hosting environment.
Provide Esri with written (email) confirmation that the Redistricting Online application is accessible
within five(5)business days.
Task 1.4 Data Management
Esri will load the updated Data Content for the Redistricting Online application to the staging hosting
environment. Esri will notify the City when the updated Redistricting Online application is available with the
latest version of the Data Content deployed to the staging environment by sending a URL,and will work remotely
with the City to verify access to the updated Data Content. The City will provide Esri with written confirmation
that the Data Content in Redistricting Solution is accessible and represents the appropriate changes within five(5
days of receiving notification from Esri that data updates are ready for verification. Once confirmation has been
received, Esri will deploy the Redistricting Online application to the production hosting environment and notify
the City when it is available. The City will verify accessibility and provide written confirmation to Esri.
Esri Responsibilities:
Deploy the Redistricting Online application with updated Data Content to the staging environment.
Notify the City when the updated Redistricting Online application is available in staging by sending a
URL,and allow up to five(5)days for testing accessibility,
City Responsibilities.
IN Test the updated Data Content in the Redistricting Online application once Esri has provided notification
that it is available in the staging environment.
Provide Esri with written (email) confirmation that the Data Content is available in staging and reflects
the appropriate changes within five(5)business days.
Verify that the updated version of the Redistricting Online application is accessible in the production
environment and provide Esri with written(email)confirmation.
Task 1.5 Technical Support
1.5.1 Tier 1 Helpdesk Support
The City will provide the first point of contact(Tier 1 Helpdesk Support) for Redistricting Online application end
users to address any operational use or technical issues. This support consists of answering user questions,
replicating and reviewing reported issues, addressing application use or training requirements (if appropriate), and
documenting and communicating validated technical issues to Tier 2 Hosted Environment Support staff.
Esri Responsibilities
i None.
201 OMPA4409(T02/RE.)
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0512012011
•
esri•
ESRI,380 New York St.,Redlands,CA 92373-8100 USA•TEL 909-793-2853•FAX 909-793-5953
City Responsibilities
Designate up to two (2) primary points of contact (POC) and send the names and contact information to
Esri's Tier 2 Hosted Environment Support staff.
I
Spport end
in the daily operation of the Redistricting Online application and resolve technical issu s,iifpossible.users
Document procedures and the results of such procedures which the
technical issues. City followed to troubleshoot the
Escalate documented, unresolved, validated technical issues (Technical Support Incidents) to Esri Tier 2
Hosted Environment Support staff. Upon escalating the Technical Support Incident to Esri, the City will
provide Esri with the supporting documentation describing what steps they undertook to troubleshoot the
technical issue prior to escalation.
1.5.2 Tier 2 Hosted Environment Support
Tier 2 Hosted Environment Support includes 24/7 monitoring the operation of the Hosting Environment,
troubleshooting and resolving infrastructure issues, and responding to Technical Support Incidents escalated by
the City's Tier 1 Helpdesk Support staff. It is anticipated that a Technical Support Incident would be escalated to
Esri's Tier 2 Hosted Environment Support POC only after the City's Tier 1 Help esk Su
all potential resolution approaches and considerations,and could not successfully resolve port staff have exhausted
Monthly usage reports can be provided upon request to the City which include the following statistics:
• Number of Hits
• Number of Hits per visit
• Unique Visitors
• Number of Visits
• Number of Visits per Visitor
• Number of Page Hits
• Number of Pages per Visit
Esri Responsibilities
® Investigate, assess and track Technical Support Incident(s) escalated by the City's Tier I Helpdesk
Support staff on a 24/7 basis.
® Respond to incidents escalated to Tier 2 Hosted Environment Su
commercially reasonable efforts in the identification of potential within reso resolution(s) or undertake suggested
workaround(s). ggested
■ Provide details of potential resolution(s) or suggested workaround(s) to Tier 1 Helpdesk Support staff, as
appropriate.
® Provide monthly usage reports as requested by the City.
201 OMPA4409(T02/RE.)
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esri6
ESRI,380 New York St.,Redlands,CA 92373_8100 USA•TEL 909-793-2853
ity •FAX 909_793_5953
CResponsibilities
Communicate Technical Support Incidents to Esri via agreed upon process.
Provide Esri with the supporting documentation describing the steps the City nook to troubleshoot
undertook
the technical issue prior to escalation.
Support interaction with Redistricting Solution end users, including followiin
Promptly respond to questions Esri poses during Tier 2 Hosted Environment Support
activities.
Support Incident has been resolved.
g up after a Technical
Implement the Esri-suggested workaround or resolution,as appropriate.
2.0 Assumptions
This proposal assumes a twenty-four(24)month hosting commitment commencin g u pon execution of the
appropriate contract documents signed by both parties.
Managed Services provided beyond this 24 month term are subject to a rice es
can provide a proposal. p escalation for which Esri
Managed Services does not include maintenance of the Redistricting Online application I'cation to operate on
versions of the core application technology components that are different from those out lined in Task 1.1.
downtime or interruption
The targeted system availability for the hosting environment excludes scheduled
due to causes beyond the direct control of Esri.
There will be up to 100 active users of the Redistricting Online application
time.
logged in at the same
Esri will respond to incidents detected by system monitors or escalated to Tier 2
support within 24 hours and undertake commercially reasonable efforts in the identification Host d
resolution(s)or suggested Hosted Environment
ggested workaround(s)associated with this support. of potential
Tier 2 Hosted Environment Support as defined in Task 1.5.2 will be provided
based on mutually agreed
specifications and versions of the application technology outlined in Task 1.1 above.
Esri will use the City Data Content described in Task 1.2 as-is and is not res ponsible for cleansing any
erroneous data received from the City.
The Data Content described Task 1.2 will not exceed 20 GB.
3.0 Schedule:
The schedule will be finalized within 10 days of receipt of the signed task or der and purchase order
authorizing these services.
2010MPA4409(T02/RE.)
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Oesn",
ESRI,380 New York St.,Redlands,CA W"13-8100 USA•TEL 909-793-2853 FAX 909_793_5953
4.0 Pricing:
The total price for the proposed Scope of Services is$97,825.00 which includes all upfront fees for the
Redistricting solution and the Managed Services .
p
Table 1 Pricing for Redistricting Online(F
irm Fixed Price)
Mairitela
nCe.
Redistricting Solution Fees(reference Section 2.0) � .w�'ee ^F
$38,025* $11,700
*DIR pricing which reflects an 18.75%discount to the Tier losoluti
$49,725
on list price of$¢6 800.
Table 2 Pricing for Esri Managed Services(Firm Fixed Price)
E7
� v
k �e$CT'il)ti0n: i
Setup DePlOYment Fees I'er l k
Year:2
• Setup of the Hosting Environment
• Initial load of the Data Content $16,900
• De lolment and testin of Redistrict,, (one-time n/a
Online
Managed Services Hosting Environment Operations Fees upfront fee)
• Hosting Environment to support up to 100 active users
• Annual Data and Application Update $1 300 $1,300
• 24/7 Tier 2 Hosted Environment Support (per month for (per month for
Annual Total 12 months) 12 months)
32,500 $15,600
Grand Total
2010MPA4409(T02/IZE.)
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05/20/2011
M&C Review Page 1 of 2
Official site of the City of Fort.Worth,Texas
ORT�TII
CITY COUNCIL AGENDA F �
COUNCIL ACTION: Approved on 5/3/2011
REFERENCE ** 065000REDISTRICTING
DATE: 5/3/2011 NO.: C-24882 LOG NAME: SOFTWARE
CODE: C TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: Authorize Execution of an Agreement with Environmental Systems Research Institute to
Purchase an On-Line Redistricting Software and Services Solution Using a State of Texas
Department of Information Resources Contract at a Cost Not to Exceed $100,000.00 (ALL
COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council authorize the City Manager to execute a contract with
Environmental Systems Research Institute for their On-line Redistricting Solution software including
licenses and maintenance at a cost not to exceed $100,000.00.
DISCUSSION:
On April 19, 2011, the City Council received a briefing on the 2010 Census and the disproportionate
population growth among the eight Council districts. Due to the disproportionate growth, the City of
Fort Worth must submit a redistricting plan to the U.S. Justice Department for approval prior to the
May 2013 municipal election. City staff recommends use of Environmental Systems Research
Institute (ESRI) redistricting software and services to enable citizens to prepare redistricting plans
online rather than needing to visit City facilities. ESRI is the provider of the City's Geographic
Information System (GIS) and is the only firm offering an online redistricting tool.
ESRI will be hosting the service and providing software support. This purchase will include one week
of off-site pre-deployment support and one week of on-site support. City staff will work with ESRI to
customize the software as needed to address internal security and firewall considerations. On-line
help, tutorials, training videos and other supporting documentation will be available at ESRI's
Redistricting Online Solution Resource Center. In addition, citizens will be able to call or e-mail City
staff for assistance.
City staff will provide software training to citizens at public meetings this summer and fall. Citizens will
also be able to use paper maps if preferred.
The Planning and Development Department will use State of Texas Department of Information
Resources (DIR) contract number DIR-SDD-1637 for the purchase of this service. Pursuant to state
law, use of this contract satisfies otherwise applicable competitive bidding requirements.
M/WBE -A waiver of the goal for M/WBE subcontracting requirements was requested by the
Planning and Development Department and approved by the M/WBE Office because the purchase of
goods or services is from sources where subcontracting or supplier opportunities are negligible.
RENEWAL OPTIONS - The license agreement may be renewed for up to two additional one-year
terms in accordance with the DIR contract. This action does not require specific City Council approval
provided that the City Council has appropriated sufficient funds to satisfy the City's obligation during
the renewal term.
http://apps.cfwnet.org/council_packet/mc—review.asp?ID
M&C Review Page 2 of 2
TERM -The term of the agreement shall be for two years effective upon the date of execution.
This project will serve Fort Worth residents in all COUNCIL DISTRICTS.
FISCAL INFORMATION/CERTIFICATION:
The Financial Management Services Director certifies that funds are available in the current operating
budget, as appropriated, of the General Fund.
TO Fund/Account/Centers FROM Fund/Account/Centers
GG01 539120 0065000 $100,000.00
Submitted for City Manager's Office by: Fernando Costa (6122)
Originating Department Head: Randle Harwood (6101)
Additional Information Contact: Susan White (8541)
ATTACHMENTS
http:/'/apps.cfwnet.org/council_packet/mc-rev iew.asp?I D-14970&counci(date-5/3/201 1 06/07/2011