HomeMy WebLinkAbout4.14 GIS & Consult SvcsCITY CLERK #0600-30
AGENDA STATEMENT
CITY COUNCTL MEETTNG DATE: February 15, 2000
SUBJECT:
Approval of Agreement with Califomia CAD Solutions to Provide
Consultant Services for Development of Geographic Information
System Master Plan
Report Prepared by: Lee S. Thompson, Public Works Director
ATTACHMENTS:
1. Resolution
2. Agreement
RECOMMENDATION: ~ Adopt Resolution
FINANCIAL STATEMENT:
The City's Capital Improvement Program for FY 1999-2000
includes a project entitled, "Development Services Data
Processing". This project includes the implementation of a
Geographic Information System (GIS). Of the $34,478 budgeted for
this project, $19,000 is designated to fund consulting services for the
development of a GIS Master Plan, collecting and recommending
various databases, setting criteria for mapping standards and
recommending methods of providing data links between existing
databases.
DESCRIPTION: It has been a goal of the City for the past few years to develop a City
Geographic Information System (GIS) that is integrated with the City's existing Development Services
activities. At this time the City has purchased the computer hardware to create a workstation for this
system. The City has also purchased digital aerial photos and base maps through a regional GIS project
that will be used in developing the City's GIS.
In order for the City to approach the development of the GIS in an organized manner, it is necessary for
the City to utilize the services of a consultant who specializes in setting up and managing this type of
system. The consultant will establish a GIS program for the City that includes setting up various
databases and creating data links between existing databases. Other services will include conducting a
data inventory, creating graphical specific-use City base maps and databases, establishing data links with
other departments and other agencies, and establishing standard input and reporting formats.
g:\engr contracfiCAD Soln\agst CA CAD agmt
COPIES TO: Richard Ortiz, California CAD Solutions
After interviewing several different consultants, it was determined that California CAD Solutions (CSS) is
best equipped to meet the needs of the City. This firm is currently working with two other public
agencies with which the City needs to share infrastructure. Ultimately, CCS will assist City Staff in
integrating the City's GIS with the new City permitting system and will advise Staff on the development
of the GIS system maintenance procedures.
CCS has submitted a proposal to the City to make modifications to the existing Dublin San Ramon
Services District (DSRSD) data which will update the information to-date and will create a database for
common reports and exhibits. CCS also proposes to begin the preparation of the City's GIS Master Plan,
including phasing, determining implementation priorities, estimating maintenance costs and creating data
linkages. This agreement with California CAD Solutions will cover consulting services for the remainder
of the 1999-2000 fiscal year.
Staff recommends that the City Council adopt the resolution approving the Agreement.
RESOLUTION NO. - 2000
A RESOLUTION OF THE CITY.COUNCIL
OF THE CITY OF DUBLIN
APPROVING AGREEMENT WITH CALIFORNIA CAD SOLUTIONS, INC.
FOR GEOGRAPHICAL INFORMATION SYSTEM (GIS) MASTERPLANNING AND
CONSULTING SERVICES
/!
WHEREAS, the City .of Dublin desires to develop a City Geographical Information System (GIS)
that is to be integrated with the City's existing Development Services activities; and
WHEREAS, the Public Works Department desires to approach the development of the GIS in an
organized manner that will facilitate the ultimate use of the system by other departments and agencies;
and
WHEREAS, the City requires the services of a consultant specialized in developing a GIS master
Plan, and setting up and managing the system; and
WHEREAS, the City of Dublin desires to utilize the services of California CAD Solutions, Inc. to
provide the City with masterplanning and consulting services in the development of the City's GIS.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby
approves the agreement with California CAD Solutions, Inc. for consulting services.
BE IT FURTHER RESOLVED that the Mayor is authorized to execute the agreement.
PASSED, APPROVED AND ADOPTED this 15th day of February, 2000.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Mayor
City Clerk
g:engr-contracfiCA CAD Soln~eso agmt
STANDARD
CONSULTING ENGINEERING SERVICES AGREEMENT
THIS AGREEMENT is made at Dublin, California, as of January 18, 2000, by and
between the CITY OF DUBLIN, a municipal corporation ("City"), and California CAD Solutions~ Inc.
("Consultant"), who agree as follows:
1. SERVICES. Subject to the terms and conditions set forth in this Agreement,
Consultant shall provide to City the services described in Exhibit A. Consultant shall provide said
services at the time, place, and in the manner specified in Exhibit A.
2. PAYMENT. City shall pay Consultant for services rendered pursuant to this
Agreement at the time and in the manner set forth in Exhibit B. The payments specified in Exhibit B
shall be the only payments to be made to Consultant for services rendered pursuant to this Agreement.
Consultant shall submit all billings for said services to City in the manner specified in Exhibit B; or, if no
manner be specified in Exhibit B, then according to the usual and customary procedures and practices
which Consultant uses for billing clients similar to City.
3. FACILITIES AND EQUIPMENT. Except as set forth in Exhibit C, Consultant shall, at
its sole cost and expense, furnish all facilities and equipment which may be required for furnishing
services pursuant to this Agreement. City shall furnish to Consultant only the facilities and equipment
listed in Exhibit C according to the terms and conditions set forth in Exhibit C.
4. GENERAL PROVISIONS. The general provisions set forth in Exhibit D are part of
this Agreement. In the event of any inconsistency between said general provisions and any other terms or
conditions of this Agreement, the other term or condition shall control insofar as it is inconsistent with the
general provisions.
5. EXHIBITS. All exhibits referred to herein are attached hereto and are by this reference
incorporated herein.
6. SUBCONTRACTING. The Consultant shall perform the work contemplated with
resources available within its own organization and no portion of the work pertinent to this contract shall
be subcontracted without written authorization by the City, except that which is expressly identified in the
Consultant's proposal.
7. CHANGES. City may from time to time require changes in the scope of the services by
Consultant to be performed under this Agreemento Such changes, including any change in the amount of
Consultant's compensation which are mutually agreed upon by City and Consultant, shall be effective as
amendments to this Agreement only when in writing.
8. RESPONSIBLE CHARGE. Consultant shall assign a project manager(s) to the project
for the duration of the project. There shall be no change in the Project Manager or members of the
Agreement
'Pa__
1
of 2
rage
02/07/00
project team without prior written approval by the City. The Project Manager for Consultant shall be
Richard Ortiz of Cali£omia CAD Solutions, Inc. The Project Manager shall not be removed or replaced
without prior written approval by the City's Contract Administrator.
9. CONTRACT ADMINISTRATION. This Agreement shall be administered by LEE S.
THOMPSON ("Administrator"). All correspondence shall be directed to or through the Administrator or
his or designee.
10. NOTICES. Any written notice to Consultant shall be sent to:
Mr. Richard Ortiz
California CAD Solutions, Inc.
1620 North Carpenter Road, Suite C-28
Modesto, CA 95352
Any written notice to City shall be sent to:
Lee S. Thompson
Director of Public Works/City Engineer
P. O. Box 2340
Dublin, CA 94568
Executed as of the day first above stated:
CITY OF DUBLIN,
a municipal corporation
By
Attest:
City Clerk
By
"Consultant"
Approved as to form:
City Attomey
Agreement
Page 2 of 2
02/07/00
EXHIBIT A
SCOPE OF SERVICES AND SCHEDULE
California CAD Solutions shall provide Geographical Information System (GIS) masterplanning
and consulting services which include, but shall not be limited to, the following:
GIS Master Plan implementation
1. Conduct data inventory;
2. Advise and if needed assist City Staff in formation of a graphical specific-use City base maps
and databases;
3. Provide quality control to resolve any errors in the previouslY formed City GIS System*.
4. Advise and if needed assist City Staff in the formation data links with other departments and
other agencies;
5. Advise and if needed assist City Staff in the establishment standard input and reporting
formats;
Develop GIS implementation schedule and costs;
Develop a Training of City Staff schedule, and conduct training on specific City GIS uses;
Advise and if needed assist City Staff in the Integration of GIS system with new City
permitting system;
9. Advise City staff on the development of GIS system maintenance procedures and costs.
o
*Not responsible for hardware, system software, programming costs outside this scope of work.
Exhibit A
Page 1 of 1
02/07/00
EXHIBIT B
PAYMENT SCHEDULE
City shall pay Consultant the rates as shown on the attached Exhibit B-1 on a time
and materials basis, not to exceed the total sum of $19,000 for one year of services to be
performed pursuant to this Agreement. Consultant shall submit invoices on a monthly basis.
City shall make no payment for any extra, further or additional service pursuant to
this Agreement unless such extra service and the price therefor is agreed to in writing executed
by the City Manager or other designated official of City authorized to obligate City thereto prior
to the time such extra service is rendered and in no event shall such change order exceed twenty-
five percent (25%) of the initial contract price.
The term of this Agreement is designated as approximately five (5) months,
terminating on June 30, 2000; however, the services to be provided under this Agreement may be
terminated without cause at any point in time in the sole and exclusive discretion of City. If the
Agreement is terminated by City, Consultant shall be entitled to receive just and equitable
compensation for any satisfactory work completed on such documents and other materials to the
effective date of such termination. In that event, all finished and unfinished documents and other
materials shall, at the option of the City, become City's sole and exclusive property. Consultant
hereby expressly waives any and all claims for damages or compensation arising under this
Agreement. Consultant shall maintain adequate logs and timesheets in order to verify costs
incurred to date.
The Consultant is not authorized to perform any services or incur any costs
whatsoever under the terms of this Agreement until receipt of a fully executed Purchase Order
from the Finance Department of the City of Dublin.
Exhibit B
Page 1 of 1
02/10/00
CALIFORNIA MULTIPLE AWARD SCHEDULE (CMAS)
CALIFORNIA COMPUTER AIDED DESIGN SOLUTIONS, INC.
3-99-70-0838A
Labor Category Hourly Rate
Senior Interdisciplinary Technologist $153.55
Interdisciplinary Technologist $122.25
~enior Information Technologist
I
$103.44
Information Technologist $ 87.19
Systems Analyst $ 75.00
Junior Systems Analyst $ 65,00
Technology Associate $ .55.00
1/111_09
12
EXHIBIT C
City shall furnish physical facilities such as desks, filing cabinets, and conference
space, as may be reasonably necessary for Contractor's use while consulting with City employees
and reviewing records and the information in possession of City. The location, quantity, and
time of furnishing said physical facilities shall be in the sole discretion of City. In no event shall
City be obligated to furnish any facility which may involve incurring any direct expense,
including, but not limiting the generality of this exclusion, long-distance telephone or other
communication charges, vehicles, and reproduction facilities.
Exhibit C
Page 1 of 1
02/07/00
EXHIBIT D
GENERAL PROVISIONS
,
INDEPENDENT CONTRACTOR. At all times during the term of this Agreement, Consultant
shall be an independent contractor and shall not be an employee of City. City shall have the right
to control Consultant only insofar as the results of Consultant's engineering services rendered
pursuant to this Agreement; however, City shall not have the right to control the means by which
Consultant accomplishes services rendered pursuant to this Agreement.
.
LICENSES; PERMITS; ETC. Consultant represents and warrants to City that he has all
licenses, permits, qualifications and approvals of whatsoever nature which'are legally required
for Consultant to practice his profession. Consultant represents and warrants to City that
Consultant shall, at his sole cost and expense, keep in effect at all times during the term of this
Agreement any licenses, permits, and approvals which are legally required for Consultant to
practice his profession.
.
TIME. Consultant shall devote such time to the performance of services pursuant to this
Agreement as may be reasonably necessary for satisfactory performance of Consultant's
obligations pursuant to this Agreement.
.
INSURANCE REQUIREMENTS. Consultant shall procure and maintain for the duration of the
contract insurance against claims for injuries to persons or damages to property which may arise
from or in connection with the performance of the work hereunder by the Consultant, his agents,
representatives, employees or subcontractors. The cost of such insurance shall be included in the
Consultant's bid.
A. Minimum Scope of Insurance. Coverage shall be at least as broad as:
(1)
Insurance Services Office form number GL 0002 (Ed. 1/73) covering
comprehensive General Liability and Insurance Services Office form number GL
0404 covering Broad Form Comprehensive General Liability; or Insurance
Services Office Commercial General Liability coverage ("occurrence" form CG
000~).
(2)
Insurance Services Office form number CA 0001 (Ed. 1/78) covering Automobile
Liability, code 1 "any auto" and endorsement CA 0025.
(3)
Worker's Compensation insurance as required by the Labor Code of the State of
California and Employers Liability Insurance.
B. Minimum Limits of Insurance. Consultant shall maintain limits no less than:
Exhibit D
Page 1 of 4
02/07/00
Ce
De
(1)
General Liability: $1,000,000 combined single limit per occurrence for bodily
injury, personal injury and property damage. If commercial General Liability
Insurance or other form with a general aggregate limit is used, either the general
aggregate limit shall apply separately to this project/location or the general
aggregate limit shall be twice the required occurrence limit.
(2)
Automobile Liability: $1,000,000 combined single limit per accident for bodily
injury and property damage.
(3)
Workers Compensation and Employers Liability: Workers Compensation limits
as required by the Labor Code of the State of California and Employers Liability
limits of $1,000,000 per accident.
Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must
be declared to and approved by the City. At the option of the City, either the insurer shall
reduce or eliminate such deductibles or self-insured retentions as respects the City, its
officers, officials and employees; or the Consultant shall procure a bond guaranteeing
payment of losses and related investigations, claim administration and defense expenses.
Other Insurance Provisions. The policies are to contain, or be endorsed to contain, the
following provisions:
(1) General Liability and Automobile Liability Coverages.
(a)
The City, its officers, officials, employees and volunteers are to be covered
as insureds as respects: liability arising out of activities performed by or
on behalf of the Consultant; products and completed operations of the
Consultant, premises owned, occupied or used by the Consultant, or
automobiles owned, leased, hired or borrowed by the Consultant. The
coverage shall contain no special limitations on the scope of the protection
afforded to the City, its officers, officials, employees or volunteers.
(b)
The Consultant's insurance coverage shall be primary insurance as respects
the City, its officers, officials, employees and volunteers. Any insurance
or self-insurance maintained by the City, its officers, officials, employees
or volunteers shall be excess of the Consultant's insurance and shall not
contribute with it.
(c)
Any failure to comply with reporting provisions of the policies shall not
affect coverage provided to the City, its officers, officials, employees or
volunteers.
Exhibit D
Page 2 of 4
02/O7/OO
(d)
The Consultant's insurance shall apply separately to each insured against
whom claim is made or suit is brought, except with respect to the limits of
the insurer's liability.
(2) Worker's Compensation and Employers Liability Coverage.
The insurer shall agree to waive all rights of subrogation against the City, its
officers, officials, employees and volunteers for losses arising from work
performed by the Consultant for the City.
(3) All Coverages.
'Each insurance policy required by this clause shall be endorsed to state that
coverage shall not be suspended, voided, cancelled by either party, reduced in
coverage or in limits except after thirty (30) days prior written notice by certified
mail, return receipt requested, has been given to the City.
Eo
Acceptability of Insurers. Insurance is to be placed with insurers with a Bests' rating of
no less than A:VIII.
Fo
Verification of Coverage. Consultant shall fumish City with certificates of insurance and
with original endorsements effecting coverage required by this clause. The certificates
and endorsements for each insurance policy are to be signed by a person authorized by
that insurer to bind coverage on its behalf. The certificates and endorsements are to be
received and approved by the City before work commences. The City reserves the right
to require complete, certified copies of all required insurance policies, at any time.
Ge
The Risk Manager of City may approve a variation of those insurance requirements upon
a determination that the coverages, scope, limits and forms of such insurance are either
not commercially available or that the City's interests are otherwise fully protected.
.
CONSULTANT NO AGENT. Except as City may specify in writing, Consultant shall have no
authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent.
Consultant shall have no authority, express or implied, pursuant to this Agreement to bind City
to any obligation whatsoever.
.
ASSIGNMENT PROHIBITED. No party to this Agreement may assign any right or obligation
pursuant to this Agreement. Any attempted or purported assignment of any right or obligation
pursuant to this Agreement shall be void and of no effect.
.
PERSONNEL. Consultant shall assign only competent personnel to perform services pursuant to
this Agreement. In the event that City, in its sole discretion, at any time during the term of this
Agreement, desires the removal of any such persons, Consultant shall, immediately upon
receiving notice from City of such desire of City, cause the removal of such person or persons.
Exhibit D
Page 3 of 4
02/07/00
.
.
10.
11.
STANDARD OF PERFORMANCE2 Consultant shall perform all services required pursuant to
this Agreement in the manner and according to the standards observed by a competent
practitioner of the profession in which Consultant is engaged in the geographical area in which
Consultant practices his profession. All instruments of service of whatsoever nature which
Consultant delivers to City pursuant to this Agreement shall be prepared in a substantial, first
class and workmanlike manner and conform to the standards of quality normally observed by a
person practicing in Consultant's profession.
HOLD HARMLESS AND RESPONSIBILITY OF CONSULTANTS. Consultant shall take all
responsibility for the work, shall bear all losses and damages directly or indirectly resulting to
him, to any subconsultant, to the City, to City officers and employees, or to parties designated by
the City, on account of the negligent performance or character of the work, unforeseen
difficulties, accidents, occurrences or other causes predicated on active or passive negligence of
the Consultant or of his subconsultant. Consultant shall indemnify, defend and hold harmless the
City, its officers, officials, directors, employees and agents from and against any or all loss,
liability, expense, claim, costs (including costs of defense), suits, and damages of every kind,
nature and description directly or indirectly arising from the negligent performance of the work.
This paragraph shall not be construed to exempt the City, its employees and officers from its own
fraud, willful injury or violation of law whether willful or negligent. For purposes of Section
2782 of the Civil Code the parties hereto recognize and agree that this Agreement is not a
construction contract. BY execution of this Agreement Consultant acknowledges and agrees that
he has read and understands the provisions hereof and that this paragraph is a material element of
consideration.
Approval of the insurance contracts does not relieve the Consultant or subconsultants from
liability under this paragraph.
GOVERNMENTAL REGULATIONS. To the extent that this Agreement may be funded by
fiscal assistance from another governmental entity, Consultant shall comply with all applicable
rules and regulations to which City is bound by the terms of such fiscal assistance program.
DOCUMENTS. All reports, data, maps, models, charts, designs, plans, studies, surveys,
photographs, memoranda or other written documents or materials prepared by Consultant
pursuant to this Agreement shall become the property of City upon completion of the work to be
performed hereunder or upon termination of the Agreement. No such materials or properties
produced in whole or in part under this Agreement shall be subject to private use, copyrights, or
patent rights by Consultant in the United States or in any other country without the express
written consent of City. City shall have unrestricted authority to publish, disclose (as may be
limited by the provisions of the California Public Records Act), distribute, and otherwise use,
copyright or patent, in whole or in part, any such reports, studies, data, statistics, forms or other
materials or properties produced under this Agreement.
Exhibit D
Page 4 of 4
02/07/00