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HomeMy WebLinkAboutItem 12 - GIS Contractnom.= MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: ROGER NELSON, CITY MANAGER MEETING DATE: NOVEMBER 7, 2000 SUBJECT: GIS CONTRACT RECOMMENDATION: City Council to approve a professional service agreement in the amount $175,000 with IT Nexus to develop and implement Phase 2 of the City's Geographic Information System (GIS) program. FUNDING SOURCE: Fund 200-48951-534-3 (SCADA Funds) $199,006 BACKGROUND: As you may recall, in this year's budget, $300,000 was set aside to continue work on the GIS Project. The attached contract with IT Nexus is the second phase of a three-phase project. Over the past 15 months, all work approved in the Phase 1 agreement has been completed by the consultant. The work to be completed over the next 12 months by IT Nexus is as follows: • Complete the utility system database • Create data elements of the following information; zoning, floodway and floodplain boundaries, park boundaries, park facilities and building footprints • Development of six to nine new GIS applications • Provide on-site project management and system administration The basic objective of the GIS system is to centralize, digitize and display information so that citizens, the council and staff have the most up-to-date records possible that are usable and easy to understand. GIS is a proven tool to make better, more informed and more efficient decisions at all levels of the organization. WE October 30, 2000 (4:02PM) Page 1 of 12 AGREEMENT BETWEEN THE CITY OF GRAPEVINE, TEXAS AND IT NEXUS, INC. THIS AGREEMENT, between the City of Grapevine, Texas (the City) and IT Nexus, Inc., a Texas corporation having its principal address at 15144 SE 139th Street, Newalla, Oklahoma (IT Nexus); WITNESSETH WHEREAS, the City has reviewed the scope of work presented by IT Nexus (herein Services) and has selected the IT Nexus as the provider of these Services for Phase II GIS Implementation Support; and WHEREAS, IT Nexus is qualified and prepared to perform the Services; NOW THEREFORE, in consideration of the promises contained in this Agreement, the City and IT Nexus agree as follows: ARTICLE 1- EFFFECTIVE DATE The effective date of this Agreement shall be ARTICLE 2 - GOVERNING LA ti' This agreement shall be governed by the laws of the state of Texas. ARTICLE 3 - SERVICES TO BE PERFORMED BY THE CITY IT Nexus shall perform the Services described in Attachment A, Scope of Services. Specification, drawings, schedules, and other material pertinent to the ability of IT Nexus to perform the Services under this Agreement will be furnished to IT Nexus by the City. ARTICLE 4 - COMPENSATION 4.1 Method of Payment. The City shall pay IT Nexus in accordance with labor rates, budgeted hours, expenses and conditions as documented in Attachment B, Compensation. 4.2 Time of Payment. IT Nexus will submit monthly progress payment invoices to the City. The City will retain 15% of the labor portion identified on the invoice as associated with Phase II Project Tasks. The City will release the retained portioned of fees associated with each task upon receipt and approval off all products and services associated with the task. If the City objects to any statement submitted by IT Nexus, the City shall so advise IT Nexus in writing giving reasons therefore within fourteen days of receipt of such statement. If no such objection is made, the statement will be considered acceptable by the City. 4.3 Payment Terms. The City shall pay IT Nexus within thirty (30) days of the time the City receives its IT Nexus invoice. Contract for Phase 11 GIS Implementation Support City of Grapevine, Texas 99 -P -GRP -003 IT Nexus, Inc. Page 2of12 ARTICLE 5 - STANDARD OF CARE IT Nexus shall exercise the same degree of care, skill, and diligence in the performance of the Services as is ordinarily possessed and exercised by providers of GIS consulting services under similar circumstances. Work under this Agreement shall be termed approved and completed upon written acceptance by the City. IT Nexus shall warrant all services and project related work for a period of six (6) months from the date of the city's acceptance of the completed project. ARTICLE 6 - LIABILITYAND INDEMNIFICATION 6.1 Indemnification. IT Nexus shall release and hold harmless to the extent allowed by law the City from and against all claims for damages, including attorneys' fees, arising out of the performance of the Services of IT Nexus to the extent such claims are caused or alleged to be caused by any negligent act, error, or omission of IT Nexus or any person or organization for whom IT Nexus is legally liable. The City shall release and hold harmless to the extent allowed by law IT Nexus from and against all claims for damages, including attorneys' fees, arising out of conduct of the City to the extent such claims are caused or alleged to be caused by any negligent act, error, or omission of the City or any person or organization for whom the City is legally liable. 6.2 Employee Claims. IT Nexus shall release and hold harmless to the extent allowed by law the City from and against liability for damages arising out of claims by the employees of IT Nexus. The City shall release and hold harmless to the extent allowed by law IT Nexus from and against liability for damages arising out of claims by the City's employees. 6.3 Survival. Upon completion of all Services, obligations, and duties provided for in this Agreement, or in the event of termination of this Agreement for any reason, the terms and conditions of this Article shall survive. ARTICLE 7 - INDEPENDENT CONTRACTOR IT Nexus undertakes performance of the Services as an independent contractor and shall be wholly responsible for the methods of performance. The City shall be the general administrator and coordinator of the Services performed by IT Nexus and shall facilitate the exchange of information among IT Nexus and the City's employees as necessary for the coordination and performance of the Services. ARTICLE 8 - COMPLIANCE WITH LA WS This Agreement requires the City, in the performance of services, to comply with all applicable laws, statutes, ordinances, rules, and regulation of the Federal government, and the laws of the State of Texas. In performance of the Services, IT Nexus shall comply with applicable regulatory requirements including federal, state, and local laws, rules, regulations, orders, codes, criteria, and standards. Contract for Phase II GIS Implementation Support City of Grapevine, Texas 99 -P -GRP -003 IT Nexus, Inc. Page 3 of 12 ARTICLE 9 — NOTIFICAITON All notices to be given hereunder shall be in writing and shall be sent certified mail, return receipt requested, postage prepaid, to the parties at the addresses set forth at the beginning of this Agreement. ARTICLE 10 — PUBLICITY IT Nexus may issue news releases, public announcements, advertisements, or other form of publicity concerning efforts in connection with all work performed for and accepted by the City under this Agreement. ARTICLE 11— ENTIRE AGREEMENT This Agreement and its Addendums constitute the entire agreement between the parties hereto pertaining to the subject matter contained herein and supersedes all prior and contemporaneous agreements, representations, and understandings of the parties. No supplement, modification, or amendment of this agreement shall be binding, unless executed in writing by both parties to this Agreement. No waiver of any of the provisions of this Agreement shall be deemed or shall constitute a waiver of any other provision, whether or not similar, nor shall any waiver constitute a containing waiver. No waiver shall be binding unless executed in writing by the party making the waiver. ARTICLE 12 — SEVERABILITY The invalidity of any portion of this Agreement shall not affect, nor shall it be deemed to affect, �the validity of any other provision. In the event that any provision of this Agreement is held to be invalid, the parties agree that the remaining provisions shall be deemed to be in full force and effect. IT NEXUS, INC. THE CITY OF GRAPEVINE Date: Date: By: By: Robert W. Finkle (name) President (title) Countersigned: Witnessed: By: By: Kathy H. Spivey (name) Vice President (title) Approved As To Form: By: (name) Contract for Phase II GIS Implementation Support City of Grapevine, Texas 99 -P -GRP -003 IT Nexus, Inc. Page 4 of 12 City Attorney Contract for Phase 11 GIS Implementation Support City of Grapevine, Texas 99 -P -GRP -003 IT Nexus, Inc. 3 Page 5 of 12 ATTACHMENT A —SCOPE OF SERVICES Summary of Services and Deliverables IT Nexus will serve as the City's general contractor, responsible for implementing Phase 11 of the City's GIS over a 12 -month schedule. Phase II of the City's GIS will deliver the following components of the GIS: 1. Complete of the utility system database - migration of remaining map sheets for water, sewer and storm drain system AutoCAD data into GIS database - graphic clean-up and attribute population of water, sewer and storm drain system GIS data with the assistance of City staff 2. Create Phase II data elements using existing digital and paper map information available from the City: - Zoning - Floodway and Floodplain Boundaries - Park Boundaries - Park Facilities Building Footprints 3. Develop of 6-9 applications' 4. Demonstrate Phase II GIS to management and staff 5. Provide of an on-site Project Manager/System Administrator 2 -days per week, to: - organize User Group and conduct routine meetings - finalize Phase 11 application priorities with the GIS Steering Committee - finalize Phase II hardware and software configuration - define and supervise in-house data preparation and quality control tasks - manage GIS project tasks, schedule and budget - order, install and configure Phase 11 hardware and software - administer GIS vendors and vendor contracts - define and perform GIS system administration Contract for Phase II GIS Implementation Support City of Grapevine, Texas 99 -P -GRP -003 IT Nexus, Inc. Page 6 of 12 Scope of Work This section presents a detailed scope of work that defines the Phase 11 project tasks that will be performed by IT Nexus. This is followed with a schedule that presents an integrated work plan for the work of the project tasks and the activities of the Project Manager/System Administrator. The last section presents the cost estimate for implementing the City's Phase 11 GIS. Phase 11 Project Tasks Task Series 1: Project Management Task 1.1: Project Coordination IT Nexus will provide monthly progress reports to the IT Manager as part of its monthly invoices. Progress reporting will focus on the status of work in progress, the attainment of scheduled milestones, an explanation of expenditures to date, and the identification and recommended resolution of issues that relate to achieving project success and meeting project expectations. During the course of the 12 month project, the President of IT Nexus will conduct two on-site project status and strategy update meetings with the GIS PM/SA, the IT Manager and the City's GIS Steering Committee on a schedule to be determined in collaboration with the IT Manager. Task 1.2: Direct and Advise GIS Project Manager/System Administrator IT Nexus will be responsible for overseeing, technically directing and ensuring the quality performance of the GIS PM/SA. IT Nexus will initially review plans, schedules, and progress reports developed by the GIS PM/SA to ensure the technical accuracy, appropriateness and quality of this work until the GIS PM/SA is oriented to the project and performing to the satisfaction of the IT Manager. IT Nexus will also work directly with the GIS PM/SA to orient him to the City's existing environment, GIS needs and the recommendations of the GIS Implementation Plan and to provide on-going technical advise on all activities. Task Series 1 - Deliverables • Monthly progress reports • Two on-site project status and strategy update review meetings • On-going oversight and technical direction of GIS PM/SA Task Series 2: Data Migration and Database Development In this task series IT Nexus, working in conjunction with the GIS PM/SA and City staff, will develop the Phase 11 database. Task 2.1: Complete Water, Sewer, Storm System Data The Engineering Department maintains a complete set the City's water, sewer and storm drain system maps in AutoCAD. During Phase 1, IT Nexus developed a pilot database that confirmed the content and the database development strategy for building the City's utility system GIS data. Contract for Phase 11 GIS Implementation Support City of Grapevine, Texas 99 -P -GRP -003 IT Nexus, Inc. Page 7 of 12 In Phase 11, IT Nexus will complete water, sewer and storm system data conversion using the City's AutoCAD source data and the procedures defined during the pilot. The following outlines the sub -tasks that will be implemented to migrate the remaining water, sewer and storm system CAD data and develop the complete the utility system components of the GIS database: Perform Manual Clean-up Tasks The GIS PM/SA will continue to supervise the tasks being performed by City staff to compile, mark-up and prepare the water, sewer and storm drain maps. Import CAD Data to Arc/Info and Perform Graphic Clean-up Tasks IT Nexus will migrate the City's AutoCAD data to Arc/Info and perform a series of automated and manual clean-up tasks to correct the data. Clean-up tasks will include: • the movement and addition of map features based on the information provided on the City's map mark-up, • the assignment of unique ID's to facility components, • the generation of logical networks for each utility system network, • the correction map of annotation Cartographic clean up of the map data beyond that of the source documents will not be performed and instead be reserved for a City program of map maintenance that improves the data over time. Task 2.2: Create Additional Phase 11 GIS Data Sets During Phase II, IT Nexus will develop the City's Zoning, Flood Plain, Park Boundaries, Park Facilities, and Building Footprint GIS data sets using the following City information sources and data conversion processes: GIS Data Set Source Information Process Zoning City's AutoCAD map Overlay with parcels, adjust and assign zoning information to parcels Flood Plain Floodway/Ultimate Development Migrate data to Arclnfo, adjust, Boundaries AutoCAD map files, NCTCOG FEMA map graphically edit and enter attribute data, and map mark-ups prepared by data City Park Boundaries Park Boundary paper maps and map Digitize paper map mark-ups, enter mark-ups prepared by City attribute data Park Facilities Park site plan and trail system paper Digitize paper map mark-ups, enter maps and map mark-ups prepared by attribute data City Building City's AutoCAD planimetric map data, Migrate data to Arclnfo, adjust, Footprints Fire Box System maps and map graphically edit and enter attribute mark-ups prepared by City data Contract for Phase II GIS Implementation Support City of Grapevine, Texas 99 -P -GRP -003 IT Nexus, Inc. Page 8 of 12 Task 2.3: Install and Demonstrate Phase 11 Database IT Nexus will work on-site at the City to install the Phase 11 database components created under task 2.1 and 2.2. IT Nexus will then perform * a2-4 hour demonstration of the City's Phase 11 GIS database. The demonstration will focus on illustrating basic GIS view and query capabilities supported by the database, illustrating each of the components developed for the Phase 11 database and identifying the objectives and tasks of the City's on-going data maintenance and data improvement program. Task Series 2 - Deliverables • Completion of water, sewer, storm drain system database • Development and installation of additional Phase 11 GIS data sets • Demonstration of Phase 11 data sets Task 2 Ci!y of Grapevine Acceptance Procedure Task series 2 includes two data deliveries: 1) the completion of the water, sewer, storm drain system database and 2) the development and installation of the Phase 11 data sets described above. IT Nexus will guarantee these data product meet the following quality, accuracy and content requirements: • Water, sewer, storm system data will be consistent with the content, accuracy and quality of the City's water, sewer and storm drain AutoCAD source maps and data • Phase 11 data converted from the City's digital and paper maps will be consistent with the content, accuracy and quality of the City's source maps • All GIS data will be topologically structured to support GIS analysis • All map features will have linkage to attribute data consistent with the database design IT Nexus will demonstrate to City staff the Phase 11 database as part of Task 2.3. The demonstration will focus on showing how the quality, accuracy and content acceptance criteria defined above have been met. Within 30 calendar days of the demonstration the City will provide IT Nexus with either written acceptance of the Phase 11 and pilot area databases or conditional acceptance upon the incorporation of revisions or additions identified in the letter and consistent with the acceptance criteria defined above. IT Nexus will review any requested revisions or additions with the City and work out an agreed to schedule and process for achieving full acceptance of the data, with the goal of completing data corrections within a 30-45 day calendar schedule. Task Series 3: Phase 11 Application Development IT Nexus will also implement 6-9 GIS applications based on a prioritized list of Phase 11 applications approved by the City's GIS Steering Committee. The following tasks will be performed as part of this task series. Contract for Phase 11 GIS Implementation Support City of Grapevine, Texas 99 -P -GRP -003 IT Nexus, Inc. Page 9 of 12 Task 3.1: Select 6-9 Phase 11 Applications IT Nexus will work with the GIS PM/SA, the IT Manager and the GIS Steering Committee to identify 6-9 applications to be implemented. IT Nexus will assist theCity's selection by advising them on the availability of data, our experience with the complexity and time required to implement various applications and our thoughts on applications that can achieve the highest impact on the success of the program. Task 3.2: Define Application Requirements and Development Approach It is expected that the City will be able to acquire some of the Phase 11 applications as 311 party commercial off the shelf (COTS) software. Others, however, will require custom development. IT Nexus will assist the City in identifying appropriate COTS software applications to be reviewed by members of the User Group and GIS Steering Committee. As necessary, we will assist in the definition of customization requirements to COTS applications and the structuring of contracts for the purchase of these applications. For applications that require custom development, IT Nexus and the GIS PM/SA will work with City users to define the application requirements that need to be developed. For each application to be custom developed, IT Nexus will document the design requirements and work with the appropriate user(s) to review and sign -off on all application requirements prior to initiating programming. Task 3.3: Program Applications With the completion of the applications requirements document, IT Nexus will prepare an effort estimate and schedule for programming the application'. We will then develop the application program, testing it off site on the City's GIS data to confirm it is working properly and in compliance with documented requirements. Task 3.4: Install, Acceptance Test and Document Applications IT Nexus will work with the GIS PM/SA to install any custom developed applications at the City. We will then perform an acceptance test of the application under the review of the user(s) and the IT Manager to confirm it is working without error and that it provides the capabilities documented in the statement of requirements. Any requested revisions or enhancements to the program identified during the acceptance test will be documented and scheduled. With the completion of the application, IT Nexus will prepare a short user manual that describes what the application does and provides instructions on how to use the application. While it is anticipated that custom application development work can be performed totally within the budget defined in this proposal for Phase II applications, it is possible that the choice of applications and the definition of their requirements may result in a level of programming that was not anticipated. For this reason, we will always prepare an effort estimate and seek city approval prior to programming the application. In some cases, IT Nexus may be able to work with the City to identify simplifications that do not reduce the effectiveness of the application. In other cases, the City may determine the full capabilities defined for the application are needed and approve the use or contingency funding for the programming of the application. Contract for Phase II GIS Implementation Support City of Grapevine, Texas 99 -P -GRP -003 IT Nexus, Inc. Page 10 of 12 For applications that are purchased, IT Nexus will work with the GIS PM/SA to define an installation and acceptance test procedure that will be implemented by the product vendor to ensure the application is properly working and that any enhancements that were requested have been implemented according to the contract. Task Series 3 - Deliverables • Assistance in the selection of 6-9 applications to implement • Assistance in the identification of available 3`d party applications • Documentation of requirements for custom applications • Programming of custom applications • Installation, acceptance testing and user documentation of custom applications • Definition of acceptance test procedures for acquired 3" party applications Task 3 City of Grapevine Acceptance Procedure The acceptance of custom developed GIS applications will consist of a two step acceptance process. In step 1, IT Nexus will document a detailed set of application requirements for each application and submit it to the City for review. IT Nexus will then work with the City to complete and achieve City sign -off on the requirements definition document associated with each application. Step 2 will consist in the delivery and acceptance testing of each application as part of Task 3.4. IT Nexus will demonstrate each application to appropriate City staff with the objective of confirming that each of the requirements defined by the requirements document is met. Any requirement failing acceptance will be documented and scheduled for re -delivery and final acceptance testing. Within 10 working days of the final delivery of each application the City will provide IT Nexus with either written acceptance of the application or conditional acceptance upon the incorporation of revisions or additions identified in the letter and consistent with the documented application requirements. IT Nexus will review any requested revisions or additions with the City and work out an agreed to schedule and process for achieving full acceptance of the application, with the goal of completing the application within 10 working days. Schedule On the following page, a high-level schedule is presented for the Phase 11 GIS Project Tasks. Contract for Phase II GIS Implementation Support City of Grapevine, Texas 99 -P -GRP -003 IT Nexus, Inc. N r T I I I Z r I N N cz CL y L � !� o� I N d T I I I m �- U !� N � U CL 1 IN y i i2 L LL � IL i m c �— •Qi pC N r-� i%. i^ C1 V I T I I I 1 IN � I I i ...T if �.. i i I � �'- i i �i• i j I , 1 I j I I I I I I U ico'. fp m C is .� .gym i ! �m p j� I€ O a�mlm� ollrnlal C C 'ol© ,p I0' c Eioja!V N `m UIa CO, I°dI n !I2 ai i y.. o I.S. to 0 n �� ' 0 1 m l c = o' ¢Ic Iv) -6 ;a` c t- E- m m r Page 12 of 12 The cost estimate addresses two components: 1) a breakdown of labor hours, labor expense, expenses and total cost for the Phase 11 Project Tasks as defined in the scope of work and 2) a monthly cost for providing a GIS Project Manager/System Administrator to work on- site at the City 2 -days per week. Phase I/ Project Tasks Task 1. Project Management 2. Data Migration/Conversion 3. Application Development Totals Labor Labor Total Cost Hours Expense Expenses 126 $15,750 $2,250 $18,000 1,097 $79,420 $12,580 $92,000 714 $61,920 $3,080 $65,000 1,937 $157,090 $17,910 $175,000 GIS Project Manager/System Administrator IT Nexus will provide the City a qualified GIS Project Manager/System Administrator to work on-site at the City 2 days per week over the 12 month Phase 11 project schedule 2. It is proposed the GIS Project Manager/System Administrator work Monday and Tuesday at the City, observing the City's standard work schedule. The City will be responsible for providing the GIS Project Manager/System Administrator a location to work at the City, appropriate office supplies and computer access to perform his work responsibilities. On-site GIS Project Manager/ System Administrator - Monthly fee for 2 -days per week 2 $3,900 Terms of Payment and Contract The following identifies the terms of administration of the Phase 11 contract: - IT Nexus will invoice the city at the end of each month for the GIS Project Manager/System Administrator and for progress payments on work performed on Phase 11 project tasks. The City will retain 15% of labor charges for Phase 11 project tasks pending delivery and acceptance of final products associated with each task. 2 The work schedule is calculated based on a 52 week year minus standard holidays and 11 vacation days resulting in a 48 -week work year. The GIS PM/SA will work 2 days a week at the City's site over the 48 -week work year for a total of 768 hours. Contract for Phase 11 GIS Implementation Support of Grapevine, Texas 99 -P -GRP -003 IT Nexus, Inc.