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HomeMy WebLinkAboutItem 08 - GIS ContractMEMO TO FROM: MEETING DATE SUBJECT RECOMMENDATION: STEM # mw� __ 9 HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL ROGER NELSON CITY MANAGER DECEMBER 18, 2001 GIS CONTRACT City Council to approve professional service agreement in the amount of $111,855.00 with IT Nexus to develop and implement Phase 3 of the City's Geographic Information System (GIS) program. FUNDING SOURCE: Funds are available in Account 200-44540-533-1, Utility Fund Administrative Services, Professional Services in the amount of $292,000. BACKGROUND: As you may recall, in this year's budget, $292,000.00 was set aside to complete the GIS project. The attached contract with IT Nexus is the third phase of a three-phase project. Over the last 12 months, all work has been completed in a timely manner. The work to be completed over the next nine months by IT Nexus is as follows: • Complete Phase 2 applications • Design and Implementation of Phase 3 applications • Finalize Phase 2 data sets This is the third and final phase of our work with IT Nexus. The system will be installed and being used in the organization by April 2002. The full three-phase project will be completed by next September. Staff recommends approval. KG December 12, 2001 (2:33PM) GENERAL GOVERNMENT CAPITAL PROJECTS GEOGRAPHIC INFORMATION SYSTEM - PHASE III OF III PROJECT DESCRIPTION The budget request is for the phased implementation of a geographic information system (GIS) for the city. The GIS project provides for the acquisition of computer equipment, software, and services for data development and system implementation over a three year time frame. The GIS will support and improve the service capabilities of the City's Police, Fire, Public Works, Development Services, and Parks departments. The City is currently using computer- aided drafting to maintain and generate paper maps for day -today operations. The GIS will improve the City's ability to cost effectively maintain its current maps. The GIS will also allow City departments to easily access and analyze map information using computers instead of relying on paper map copies. GIS is a mature computer technology that has been widely adopted by cities in the Dallas -Fort Worth area and throughout the country. It has been proven to be a highly effective tool for enhancing city services by improving the way a city stores, manages and accesses information routinely used by staff. PROJECT SCHEDULE Begin End INITIAL SYSTEM DEVELOPMENT Oct -99 Sep -00 SYSTEM EXPANSION Oct -00 Sep -0I SYSTEM DEVELOPMENT COMPLETION Oct -01 Sep -02 FISCAL IMPACT Project LTD et Bu � Planned Total Project Expenses 09/30/01 FY -2002 FY -2003 FY -2004 FY -2005- FY -20016 Cost I DW/SOFT 120,318 86,848207,166 73,854 75,904 DATABASE 122,652 25,035 Supplies 1,000 APP.DEV. 1051.912 108,560 5,500 147.687 TRAINING 10,600 13,100 12,000 214,472 CONTINGENCY 32.858 28,119 1,000 23.700 PROD MNGR 123.335 30,600 60.977 TOTAL: $515,675 $292,262 $0 $0 $0 $0 153.935 $807,937 2,000 Total $82,854 $90,404 S92,516 594,792 $0 Funding Source 12,260 100-44540-101-2 200-44540-533-1 203,415 12,260 200-48951-534-3 100,994 292,262 203,415 SCADA Funds 1 199,006 1 1199,006 393.256 TOTAL:$515,675 $292,262 $0 1 $0 1 $0 $0 $807,937 IMPACT ON OPERATING BUDGET Projected Annual FY -2002 FY -2043 FY -2004 FY -2005 FY -2006 Operating Im act Budget Planned Planned Planned Planned Total Personnel Expenses 73,854 75,904 78,016 80,292 308,066 Supplies 1,000 1,500 1,500 1,500 5,500 Maintenance 5,000 12,000 12,000 12,000 41,000 Services 1,000 1,000 1,000 1,000 4.000 Capital Outlay 2,000 2,000 Total $82,854 $90,404 S92,516 594,792 $0 5360,566 AGREEMENT BETWEEN THIS AGREEMENT, between the City of Grapevine, Texas (the City) and IT Nexus, Inc., a Texas corporation having its principal address at 15144 SE 139t` 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 III 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 I - EFFFECTIVE DATE The effective date of this Agreement shall be . This contract expires upon the satisfactory completion of all work contemplated herein or twelve months from the date of execution, whichever is sooner. ARTICLE 2 - GOVERNING LAW 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. 42 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 III 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 III GIS Implementation Support City of Grapevine, Texas 01 -GRP -0o4 IT Nexus, Inc. r ARTICLE S - STANDARD OF CARE 14 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 - LIABILITY AND 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 - COMPLL9NCE 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 III GIS Implementation Support City of Grapevine, Texas 01 -GRP -004 IT Nexus, Inc. 3of8 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. 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: Countersigned: By: Robert W. Finkle President Kathy H. Spivey Vice President (name) (title) Witnessed.- By: itnessed:By: (name) (title) Approved As To Form: By: (name) City Attorney Contract for Phase III GIS Implementation Support City of Grapevine, Texas 01 -GRP -004 IT Nexus, Inc. E 4of8 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 9-10 month schedule. Phase III of the City's GIS will deliver the following components of the GIS: 1. Completion of Four (4) Phase II applications - Ad Hoc Map Plotting - Standard Map Plotting - Fire Map Query and Print - Parks Map Query and Print 2. Develop of 3-5 new GIS applications' This section presents a detailed scope of work that defines the Phase III project tasks that will be performed by IT Nexus. This is followed with a schedule that presents an integrated work plan for the completion of the project tasks. The last section presents the cost estimate for implementing the City's Phase III GIS. Phase Ill Project Tasks Task Series 1: Project Management Task 1.1: Project Coordination IT Nexus will provide monthly progress reports to the IT Manager and the GIS Administrator 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 9 - 12 month project, the President of IT Nexus will conduct one on-site project status and strategy update meeting with the GIS Administrator, the IT Manager and the City's GIS Steering Committee on a schedule to be determined in collaboration with the IT Manager and the GIS Administrator, Task Series 9 - Deliverables Monthly progress reports One on-site project status and strategy update review meetings Contract for Phase III GIS Implementation Support City of Grapevine, Texas 01 -GRP -004 IT Nexus, Inc. 5 of 8 Task Series 2: Phase III Application Development In Task 2, IT Nexus will complete applications initiated during Phase 11, and implement 3-5 new custom GIS applications based on a prioritized list of needed City applications approved by the City's GIS Steering Committee. The following tasks will be performed as part of this task series. Task 2.1: Complete Four Phase 11 Applications In Phase 11 of the project, IT Nexus began requirements definition and development of five applications: (1) Ad Hoc Map Plotting, (2) Standard Map Plotting, (3) Fire Map Query and Print, (4) Parks Map Query and Print. IT Nexus will complete the programming, installation, acceptance testing and documentation of these applications. Task 2.2: Select 3-5 New GIS Applications IT Nexus will work with the GIS Administrator, the IT Manager and the GIS Steering Committee to identify 3-5 custom GIS applications to be implemented. IT Nexus will assist the City'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 2.3: Define Application Requirements and Development Approach IT Nexus and the GIS Administrator will work with City users to define the application requirements for each application selected for development. 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 2.4: 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. ' While it is anticipated that custom application development work can be performed totally within the budget defined in this proposal for custom GIS 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 III GIS Implementation Support City of Grapevine, Texas 01 -GRP -004 IT Nexus, Inc. 6 of 8 Task 2.5: Install, Acceptance Test and Document Applications IT Nexus will work with the GIS Administrator 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. Task Series 2 - Deliverables • Complete and Install 4 Phase II applications • Assistance in the selection of 3-5 new GIS custom applications to implement • Document design requirements for new GIS custom applications • Program custom applications • Install, acceptance test and prepare documentation of custom applications Task 2 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 M..m 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 3.5. 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. On the following page, a high-level schedule is presented for the Phase III GIS Project Tasks. Contract for Phase III GIS Implementation Support City of Grapevine, Texas 01 -GRP -004 IT Nexus, Inc. 00 0 r- d X41 =100j, 7; a. A 8of8 ATTACHMENT B - COMPENSATION The cost estimate addresses the breakdown of labor hours, labor expense, expenses and total cost for the Phase III Project Tasks as defined in the scope of work. Phase N Project Tasks Task Labor Labor Tota! Cost Hours Expense Expenses 1. Project Management and 63 $7,875 $2,250 $10,125 Consulting 2.1 Complete 4 Phase II 280 $28,430 $1,300 $29,730 Applications 2.2 Implement 3-5 Custom 650 $68,400 $3,600 $72,000 Applications Totals $104,705.00 $7,150.00 $111,855.00 Terms of Payment and Contract IT Nexus will invoice the city at the end of each for progress payments on work performed on Phase III project tasks. The City will retain 15% of labor charges for Phase III project tasks pending delivery and acceptance of final products associated . with each task. Contract for Phase 111 GIS Implementation Support City of Grapevine, Texas 01 -GRP -004 IT Nexus, Inc.