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HomeMy WebLinkAboutItem 4.13 GIS Portal Info Systemor 19 82 /ii � 111 DATE: TO: STAFF REPORT CITY COUNCIL August 19, 2014 Honorable Mayor and City Councilmembers CITY CLERK File #600 -30 FROM: Christopher L. Foss, City Manager �?14 " SUBJECT: Amendment to the Agreement with Psomas for GIS Portal evelopment Prepared by Steve Pappa, Information Systems Manager EXECUTIVE SUMMARY: The City Council is being asked to consider an amendment to the agreement with Psomas extending the agreement to develop the City's Geographic Information System (GIS) Portal to October 31, 2014. FINANCIAL IMPACT: Funding for this Agreement is available in the FY 2014 -15 Capital Improvement Project G13513 budget to complete the GIS Portal development. The contract amount is not to exceed $55,530, and would remain effective for the term of the amended agreement. RECOMMENDATION: Staff recommends that the City Council adopt the Resolution approving the Amendment to the Agreement with Psomas for the Geographic Information System Portal development. Submitted By Administrative Services Director DESCRIPTION: %\ Reviewed By Assistant City Manager The current Agreement with Psomas was authorized by the City Council on January 21, 2014, and expired on July 30, 2014 (Attachment 2). Challenges related to new versions of software used in the GIS portal development have impacted progress on the project. If approved by the City Council, the proposed Amendment would be effective as of August 19, 2014 and would extend the term of the Agreement through October 31, 2014, at the current scope of services and contract amount of $55,530. Page 1 of 2 ITEM NO. 4.13 NOTICING REQUIREMENTS /PUBLIC OUTREACH: None. ATTACHMENTS: 1. Resolution approving an Amendment to the Agreement between the City of Dublin and Psomas for GIS Portal Development. (Amendment to Agreement attached as Exhibit A to the Resolution). 2. Agreement dated January 22, 2014 Page 2 of 2 RESOLUTION NO. xx - 14 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN APPROVING AN AMENDMENT TO THE AGREEMENT BETWEEN THE CITY OF DUBLIN AND PSOMAS FOR GIS PORTAL DEVELOPMENT WHEREAS, the City executed an agreement with Psomas on January 22, 2014 for Geographic Information System Portal Development; and WHEREAS, the project was delayed due to unforeseen software development issue; and WHEREAS, the original agreement expired on July 30, 2014; and WHEREAS, Psomas requires until October 31, 2014 to complete development and training City staff on the GIS Portal with no additional cost to the City. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby approve the amendment to the Agreement and authorize the City Manager to execute the amendment to the Agreement with Psomas for GIS Portal development. PASSED, APPROVED AND ADOPTED this 19th day of August, 2014, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: City Clerk Mayor ATTACHMENT 1 AMENDMENT TO CONSULTING SERVICES AGREEMENT BETWEEN THE CITY OF DUBLIN AND ECONOMIC & PSOMAS THIS FIRST AMENDMENT TO CONSULTING SERVICES AGREEMENT BETWEEN THE CITY OF DUBLIN AND PSOMAS is hereby entered into this day of August, 2014 by and between the City of Dublin ( "City ") and Psomas ( "Consultant). RECITALS A. City and Consultant entered into that certain Consulting Services Agreement between the City of Dublin and Psomas, dated January 22, 2014 ( "Agreement ") whereby Consultant agreed to provide certain consulting services pertaining to the development of a Geographic Information System Portal, and more completely described in Exhibit A of the Agreement. B. Pursuant to Section 1.1, the Agreement expired on July 30, 2014 and the work agreed to in the Agreement is not completed. C. City and Consultant desire to extend the term of the Agreement to allow for completion of the work described. NOW, THEREFORE, CITY AND CONSULTANT hereby agree as follows: Section 1.1 of the Agreement is hereby amended to read in full as follows: 1.1 Term of Services. The term of this Agreement shall begin on the date first noted above and shall end on October 31, 2014, and Consultant shall complete the work described in Exhibit A prior to that date, unless the term of the Agreement is otherwise terminated or extended, as provided for in Section 8. The time provided to Consultant to complete the services required by this Agreement shall not affect the City's right to terminate the Agreement, as provided for in Section 8. IN WITNESS WHEREOF, the parties hereto have cause this Amendment to be executed as of the date and year first above written. CITY OF DUBLIN Christopher L. Foss, City Manager Attest: Caroline Soto, City Clerk Approved as to Form: John D. Bakker, City Attorney CONSULTANT Craig H. Gooch, Vice President . ■ = GEOGRAPHIC INFORMATION SYSTEM PORTAL DEVELOPMENT SERVICES AGREEMENT BETWEEN THE CITY OF DUBLIN AND PSOMAS THIS AGREEMENT for consulting services is made by and between the City of Dublin ( "City ") and Psomas ( "Consultant ") as of January 22, 2014. Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Consultant shall provide to City the services described in the Scope of Work attached as Exhibit A at the time and place and in the manner specified therein. In the event of a conflict in or inconsistency between the terms of this Agreement and Exhibit A, the Agreement shall prevail. 1.1 Term of Services. The term of this Agreement shall begin on the date first noted above and shall end on the date of completion specified in Exhibit A, and Consultant shall complete the work described in Exhibit A prior to that date, unless the term of the Agreement is otherwise terminated or extended, as provided for in Section 8. The time provided to Consultant to complete the services required by this Agreement shall not affect the City's right to terminate the Agreement, as provided for in Section 8. 1.2 Standard of Performance. 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 its profession. Consultant shall prepare all work products required by this Agreement in a substantial, first -class manner and shall conform to the standards of quality normally observed by a person practicing in Consultant's profession. 1.3 Assignment of 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 reassignment of any such persons, Consultant shall, immediately upon receiving notice from City of such desire of City, reassign such person or persons. 1.4 Time. Consultant shall devote such time to the performance of services pursuant to this Agreement as may be reasonably necessary to meet the standard of performance provided in Section 1.1 above and to satisfy Consultant's obligations hereunder. Section 2. COMPENSATION. City hereby agrees to pay Consultant a sum not to exceed, $55,530.00 notwithstanding any contrary indications that may be contained in Consultant's proposal, for services to be performed and reimbursable costs incurred under this Agreement. In the event of a conflict between this Agreement and Consultant's proposal, attached as Exhibit A, regarding the amount of compensation, the Agreement shall prevail. City shall pay Consultant for services rendered pursuant to this Agreement at the time and in the manner set forth herein. The payments specified below shall be the only payments from City to Consultant for services rendered pursuant to this Agreement. Consultant shall submit all invoices to City in the manner specified herein. Except as specifically authorized by City, Consultant shall not bill City for duplicate services performed by more than one person. Consultant and City acknowledge and agree that compensation paid by City to Consultant under this Agreement is based upon Consultant's estimated costs of providing the services required hereunder, including salaries and benefits of employees and subcontractors of Consultant. Consequently, the parties Consulting Services Agreement between January 22, 2014 City of Dublin and Psomas Page 1 of 18 further agree that compensation hereunder is intended to include the costs of contributions to any pensions and/or annuities to which Consultant and its employees, agents, and subcontractors may be eligible. City therefore has no responsibility for such contributions beyond compensation required under this Agreement. 2.1 Invoices. Consultant shall submit invoices, not more often than once a month during the term of this Agreement, based on the cost for services performed and reimbursable costs incurred prior to the invoice date. Invoices shall contain the following information: • Serial identifications of progress bills; i.e., Progress Bill No. 1 for the first invoice, etc.; • The beginning and ending dates of the billing period; • A Task Summary containing the original contract amount, the amount of prior billings, the total due this period, the balance available under the Agreement, and the percentage of completion; • At City's option, for each work item in each task, a copy of the applicable time entries or time sheets shall be submitted showing the name of the person doing the work, the hours spent by each person, a brief description of the work, and each reimbursable expense; • The total number of hours of work performed under the Agreement by Consultant and each employee, agent, and subcontractor of Consultant performing services hereunder, as well as a separate notice when the total number of hours of work by Consultant and any individual employee, agent, or subcontractor of Consultant reaches or exceeds 800 hours, which shall include an estimate of the time necessary to complete the work described in Exhibit A; • The Consultant's signature. 2.2 Monthly Payment. City shall make monthly payments, based on invoices received, for services satisfactorily performed, and for authorized reimbursable costs incurred. City shall have 30 days from the receipt of an invoice that complies with all of the requirements above to pay Consultant. 2.3 Final Payment. City shall pay the last 10% of the total sum due pursuant to this Agreement within sixty (60) days after completion of the services and submittal to City of a final invoice, if all services required have been satisfactorily performed. 2.4 Total Payment. City shall pay for the services to be rendered by Consultant pursuant to this Agreement. City shall not pay any additional sum for any expense or cost whatsoever incurred by Consultant in rendering services pursuant to this Agreement. City shall make no payment for any extra, further, or additional service pursuant to this Agreement. In no event shall Consultant submit any invoice for an amount in excess of the maximum amount of compensation provided above either for a task or for the entire Agreement, unless the Agreement is modified prior to the submission of such an invoice by a properly executed change order or amendment. 2.5 Hourly Fees. Fees for work performed by Consultant on an hourly basis shall not exceed the amounts shown in Exhibit B. Consulting Services Agreement between January 22, 2014 City of Dublin and Psomas Page 2 of 18 2.6 Reimbursable Expenses. Reimbursable expenses shall not exceed the amount shown in Exhibit B. 2.7 Payment of Taxes. Consultant is solely responsible for the payment of employment taxes incurred under this Agreement and any similar federal or state taxes. 2.8 Payment upon Termination. In the event that the City or Consultant terminates this Agreement pursuant to Section 8, the City shall compensate the Consultant for all outstanding costs and reimbursable expenses incurred for work satisfactorily completed as of the date of written notice of termination. Consultant shall maintain adequate logs and timesheets in order to verify costs incurred to that date. 2.9 Authorization to Perform Services. The Consultant is not authorized to perform any services or incur any costs whatsoever under the terms of this Agreement until receipt of authorization from the Contract Administrator. Section 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Consultant shall, at its sole cost and expense, provide all facilities and equipment that may be necessary to perform the services required by this Agreement. City shall make available to Consultant only the facilities and equipment listed in this section, and only under the terms and conditions set forth herein. City shall furnish physical facilities such as desks, filing cabinets, and conference space, as may be reasonably necessary for Consultant's use while consulting with City employees and reviewing records and the information in possession of the City. The location, quantity, and time of furnishing those facilities shall be in the sole discretion of City. In no event shall City be obligated to furnish any facility that may involve incurring any direct expense, including but not limited to computer, long- distance telephone or other communication charges, vehicles, and reproduction facilities. Section 4. INSURANCE REQUIREMENTS. Before beginning any work under this Agreement, Consultant, at its own cost and expense, shall procure "occurrence coverage" insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by the Consultant and its agents, representatives, employees, and subcontractors. Consultant shall provide proof satisfactory to City of such insurance that meets the requirements of this section and under forms of insurance satisfactory in all respects to the City. Consultant shall maintain the insurance policies required by this section throughout the term of this Agreement. The cost of such insurance shall be included in the Consultant's bid. Consultant shall not allow any subcontractor to commence work on any subcontract until Consultant has obtained all insurance required herein for the subcontractor(s) and provided evidence thereof to City. Verification of the required insurance shall be submitted and made part of this Agreement prior to execution. 4.1 Workers' Compensation. Consultant shall, at its sole cost and expense, maintain Statutory Workers' Compensation Insurance and Employer's Liability Insurance for any and all persons employed directly or indirectly by Consultant. The Statutory Workers' Compensation Insurance and Employer's Liability Insurance shall be provided with limits of not less than ONE MILLION DOLLARS ($1,000,000.00) per accident. In the alternative, Consultant may rely on a self- insurance program to meet those requirements, but only if the program of self- insurance complies fully with the provisions of the California Labor Consulting Services Agreement between January 22, 2014 City of Dublin and Psomas Page 3 of 18 Code. Determination of whether a self- insurance program meets the standards of the Labor Code shall be solely in the discretion of the Contract Administrator. The insurer, if insurance is provided, or the Consultant, if a program of self- insurance is provided, shall waive all rights of subrogation against the City and its officers, officials, employees, and volunteers for loss arising from work performed under this Agreement. An endorsement shall state that coverage shall not be suspended, voided, canceled 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. 4.2 Commercial General and Automobile Liability Insurance. 4.2.1 General requirements. Consultant, at its own cost and expense, shall maintain commercial general and automobile liability insurance for the term of this Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000.00) per occurrence, combined single limit coverage for risks associated with the work contemplated by this Agreement. If a Commercial General Liability Insurance or an Automobile Liability form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit. Such coverage shall include but shall not be limited to, protection against claims arising from bodily and personal injury, including death resulting therefrom, and damage to property resulting from activities contemplated under this Agreement, including the use of owned and non - owned automobiles. 4.2.2 Minimum scope of coverage. Commercial general coverage shall be at least as broad as Insurance Services Office Commercial General Liability occurrence form CG 0001 (ed. 11/88) or 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. Automobile coverage shall be at least as broad as Insurance Services Office Automobile Liability form CA 0001 (ed. 12/90) Code 1 ( "any auto "). No endorsement shall be attached limiting the coverage. 4.2.3 Additional requirements. Each of the following shall be included in the insurance coverage or added as an endorsement to the policy: City and its officers, employees, agents, and volunteers shall be covered as insureds with respect to each of the following: liability arising out of activities performed by or on behalf of Consultant, including the insured's general supervision of Consultant; products and completed operations of Consultant; premises owned, occupied, or used by Consultant; and automobiles owned, leased, or used by the Consultant. The coverage shall contain no special limitations on the scope of protection afforded to City or its officers, employees, agents, or volunteers. Consulting Services Agreement between January 22, 2014 City of Dublin and Psomas Page 4 of 18 The insurance shall cover on an occurrence or an accident basis, and not on a claims -made basis. C. An endorsement must state that coverage is primary insurance with respect to the City and its officers, officials, employees and volunteers, and that no insurance or self- insurance maintained by the City shall be called upon to contribute to a loss under the coverage. d. Any failure of CONSULTANT to comply with reporting provisions of the policy shall not affect coverage provided to CITY and its officers, employees, agents, and volunteers. e. An endorsement shall state that coverage shall not be suspended, voided, canceled 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. 4.3 Professional Liability Insurance. Consultant, at its own cost and expense, shall maintain for the period covered by this Agreement professional liability insurance for licensed professionals performing work pursuant to this Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000) covering the licensed professionals' errors and omissions. 4.3.1 Any deductible or self- insured retention shall not exceed $150,000 per claim. 4.3.2 An endorsement shall state that coverage shall not be suspended, voided, canceled 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. 4.3.3 The policy must contain a cross liability or severability of interest clause. 4.3.4 The following provisions shall apply if the professional liability coverages are written on a claims -made form: The retroactive date of the policy must be shown and must be before the date of the Agreement. Insurance must be maintained and evidence of insurance must be provided for at least five years after completion of the Agreement or the work, so long as commercially available at reasonable rates. C. If coverage is canceled or not renewed and it is not replaced with another claims -made policy form with a retroactive date that precedes the date of this Agreement, Consultant must provide extended reporting coverage for a minimum of five years after completion of the Agreement or the work. The City shall have the right to exercise, at the Consultant's sole cost and Consulting Services Agreement between January 22, 2014 City of Dublin and Psomas Page 5 of 18 expense, any extended reporting provisions of the policy, if the Consultant cancels or does not renew the coverage. d. A copy of the claim reporting requirements must be submitted to the City prior to the commencement of any work under this Agreement. 4.4 All Policies Requirements. 4.4.1 Acceptability of insurers. All insurance required by this section is to be placed with insurers with a Bests' rating of no less than ANIL 4.4.2 Verification of coverage. Prior to beginning any work under this Agreement, Consultant shall furnish City with certificates of insurance and with original endorsements effecting coverage required herein. 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 City reserves the right to require complete, certified copies of all required insurance policies, at any time. 4.4.3 Subcontractors. Consultant shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein. 4.4.4 Variation. The City may approve a variation in the foregoing 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. 4.4.5 Deductibles and Self- Insured Retentions. Consultant shall disclose to and obtain the approval of City for the self- insured retentions and deductibles before beginning any of the services or work called for by any term of this Agreement. During the period covered by this Agreement, only upon the prior express written authorization of Contract Administrator, Consultant may increase such deductibles or self- insured retentions with respect to City, its officers, employees, agents, and volunteers. The Contract Administrator may condition approval of an increase in deductible or self- insured retention levels with a requirement that Consultant procure a bond, guaranteeing payment of losses and related investigations, claim administration, and defense expenses that is satisfactory in all respects to each of them. 4.4.6 Notice of Reduction in Coverage. In the event that any coverage required by this section is reduced, limited, or materially affected in any other manner, Consultant shall provide written notice to City at Consultant's earliest possible opportunity and in no case later than five days after Consultant is notified of the change in coverage. Consulting Services Agreement between January 22, 2014 City of Dublin and Psomas Page 6 of 18 4.5 Remedies. In addition to any other remedies City may have if Consultant fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, City may, at its sole option exercise any of the following remedies, which are alternatives to other remedies City may have and are not the exclusive remedy for Consultant's breach: ■ Obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due under the Agreement; ■ Order Consultant to stop work under this Agreement or withhold any payment that becomes due to Consultant hereunder, or both stop work and withhold any payment, until Consultant demonstrates compliance with the requirements hereof; and/or ■ Terminate this Agreement. Section 5. INDEMNIFICATION AND CONSULTANT'S RESPONSIBILITIES. Consultant shall indemnify, defend with counsel selected by the City, and hold harmless the City and its officials, officers, employees, agents, and volunteers from and against any and all losses, liability, claims, suits, actions, damages, and causes of action arising out of any personal injury, bodily injury, loss of life, or damage to property, or any violation of any federal, state, or municipal law or ordinance, to the extent caused, in whole or in part, by the willful misconduct or negligent acts or omissions of Consultant or its employees, subcontractors, or agents, by acts for which they could be held strictly liable, or by the quality or character of their work. The foregoing obligation of Consultant shall not apply when (1) the injury, loss of life, damage to property, or violation of law arises wholly from the negligence or willful misconduct of the City or its officers, employees, agents, or volunteers and (2) the actions of Consultant or its employees, subcontractor, or agents have contributed in no part to the injury, loss of life, damage to property, or violation of law. It is understood that the duty of Consultant to indemnify and hold harmless includes the duty to defend as set forth in Section 2778 of the California Civil Code. Acceptance by City of insurance certificates and endorsements required under this Agreement does not relieve Consultant from liability under this indemnification and hold harmless clause. This indemnification and hold harmless clause shall apply to any damages or claims for damages whether or not such insurance policies shall have been determined to apply. By execution of this Agreement, Consultant acknowledges and agrees to the provisions of this Section and that it is a material element of consideration. In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City. Section 6. STATUS OF CONSULTANT. 6.1 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 services rendered pursuant to this Agreement and assignment of personnel pursuant to Subparagraph 1.3; Consulting Services Agreement between January 22, 2014 City of Dublin and Psomas Page 7 of 18 however, otherwise City shall not have the right to control the means by which Consultant accomplishes services rendered pursuant to this Agreement. Notwithstanding any other City, state, or federal policy, rule, regulation, law, or ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors providing services under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any and all claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in the California Public Employees Retirement System (PERS) as an employee of City and entitlement to any contribution to be paid by City for employer contributions and/or employee contributions for PERS benefits. 6.2 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. Section 7. LEGAL REQUIREMENTS. 7.1 Governing Law. The laws of the State of California shall govern this Agreement. 7.2 Compliance with Applicable Laws. Consultant and any subcontractors shall comply with all laws applicable to the performance of the work hereunder. 7.3 Other Governmental Regulations. To the extent that this Agreement may be funded by fiscal assistance from another governmental entity, Consultant and any subcontractors shall comply with all applicable rules and regulations to which City is bound by the terms of such fiscal assistance program. 7.4 Licenses and Permits. Consultant represents and warrants to City that Consultant and its employees, agents, and any subcontractors have all licenses, permits, qualifications, and approvals of whatsoever nature that are legally required to practice their respective professions. Consultant represents and warrants to City that Consultant and its employees, agents, any subcontractors shall, at their sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals that are legally required to practice their respective professions. In addition to the foregoing, Consultant and any subcontractors shall obtain and maintain during the term of this Agreement valid Business Licenses from City. 7.5 Nondiscrimination and Equal Opportunity. Consultant shall not discriminate, on the basis of a person's race, religion, color, national origin, age, physical or mental handicap or disability, medical condition, marital status, sex, or sexual orientation, against any employee, applicant for employment, subcontractor, bidder for a subcontract, or participant in, recipient of, or applicant for any services or programs provided by Consultant under this Agreement. Consultant shall comply with all applicable federal, state, and local laws, policies, rules, and requirements related to equal opportunity and nondiscrimination in employment, contracting, and the provision of any services that are the subject of this Agreement, including but not limited to the satisfaction of any positive obligations required of Consultant thereby. Consulting Services Agreement between January 22, 2014 City of Dublin and Psomas Page 8 of 18 Consultant shall include the provisions of this Subsection in any subcontract approved by the Contract Administrator or this Agreement. Section 8. TERMINATION AND MODIFICATION. 8.1 Termination. City may cancel this Agreement at any time and without cause upon written notification to Consultant. Consultant may cancel this Agreement upon 30 days' written notice to City and shall include in such notice the reasons for cancellation. In the event of termination, Consultant shall be entitled to compensation for services performed to the effective date of termination; City, however, may condition payment of such compensation upon Consultant delivering to City any or all documents, photographs, computer software, video and audio tapes, and other materials provided to Consultant or prepared by or for Consultant or the City in connection with this Agreement. 8.2 Extension. City may, in its sole and exclusive discretion, extend the end date of this Agreement beyond that provided for in Subsection 1.1. Any such extension shall require a written amendment to this Agreement, as provided for herein. Consultant understands and agrees that, if City grants such an extension, City shall have no obligation to provide Consultant with compensation beyond the maximum amount provided for in this Agreement. Similarly, unless authorized by the Contract Administrator, City shall have no obligation to reimburse Consultant for any otherwise reimbursable expenses incurred during the extension period. 8.3 Amendments. The parties may amend this Agreement only by a writing signed by all the parties. 8.4 Assignment and Subcontracting. City and Consultant recognize and agree that this Agreement contemplates personal performance by Consultant and is based upon a determination of Consultant's unique personal competence, experience, and specialized personal knowledge. Moreover, a substantial inducement to City for entering into this Agreement was and is the professional reputation and competence of Consultant. Consultant may not assign this Agreement or any interest therein without the prior written approval of the Contract Administrator. Consultant shall not subcontract any portion of the performance contemplated and provided for herein, other than to the subcontractors noted in the proposal, without prior written approval of the Contract Administrator. 8.5 Survival. All obligations arising prior to the termination of this Agreement and all provisions of this Agreement allocating liability between City and Consultant shall survive the termination of this Agreement. 8.6 Options upon Breach by Consultant. If Consultant materially breaches any of the terms of this Agreement, City's remedies shall included, but not be limited to, the following: 8.6.1 Immediately terminate the Agreement; Consulting Services Agreement between January 22, 2014 City of Dublin and Psomas Page 9 of 18 8.6.2 Retain the plans, specifications, drawings, reports, design documents, and any other work product prepared by Consultant pursuant to this Agreement; 8.6.3 Retain a different consultant to complete the work described in Exhibit A not finished by Consultant; or 8.6.4 Charge Consultant the difference between the cost to complete the work described in Exhibit A that is unfinished at the time of breach and the amount that City would have paid Consultant pursuant to Section 2 if Consultant had completed the work. Section 9. KEEPING AND STATUS OF RECORDS. 9.1 Records Created as Part of Consultant's Performance. All reports, data, maps, models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that Consultant prepares or obtains pursuant to this Agreement and that relate to the matters covered hereunder shall be the property of the City. Consultant hereby agrees to deliver those documents to the City upon termination of the Agreement. It is understood and agreed that the documents and other materials, including but not limited to those described above, prepared pursuant to this Agreement are prepared specifically for the City and are not necessarily suitable for any future or other use. City and Consultant agree that, until final approval by City, all data, plans, specifications, reports and other documents are confidential and will not be released to third parties without prior written consent of both parties. 9.2 Consultant's Books and Records. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services or expenditures and disbursements charged to the City under this Agreement for a minimum of three (3) years, or for any longer period required by law, from the date of final payment to the Consultant to this Agreement. 9.3 Inspection and Audit of Records. Any records or documents that Section 9.2 of this Agreement requires Consultant to maintain shall be made available for inspection, audit, and/or copying at any time during regular business hours, upon oral or written request of the City. Under California Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds TEN THOUSAND DOLLARS ($10,000.00), the Agreement shall be subject to the examination and audit of the State Auditor, at the request of City or as part of any audit of the City, for a period of three (3) years after final payment under the Agreement. Section 10 MISCELLANEOUS PROVISIONS. 10.1 Attorneys' Fees. If a party to this Agreement brings any action, including an action for declaratory relief, to enforce or interpret the provision of this Agreement, the prevailing party shall be entitled to reasonable attorneys' fees in addition to any other relief to which that party may be entitled. The court may set such fees in the same action or in a separate action brought for that purpose. Consulting Services Agreement between January 22, 2014 City of Dublin and Psomas Page 10 of 18 10.2 Venue. In the event that either party brings any action against the other under this Agreement, the parties agree that trial of such action shall be vested exclusively in the state courts of California in the County of Alameda or in the United States District Court for the Northern District of California. 10.3 Severability. If a court of competent jurisdiction finds or rules that any provision of this Agreement is invalid, void, or unenforceable, the provisions of this Agreement not so adjudged shall remain in full force and effect. The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement. 10.4 No Implied Waiver of Breach. The waiver of any breach of a specific provision of this Agreement does not constitute a waiver of any other breach of that term or any other term of this Agreement. 10.5 Successors and Assigns. The provisions of this Agreement shall inure to the benefit of and shall apply to and bind the successors and assigns of the parties. 10.6 Use of Recycled Products. Consultant shall prepare and submit all reports, written studies and other printed material on recycled paper to the extent it is available at equal or less cost than virgin paper. 10.7 Conflict of Interest. Consultant may serve other clients, but none whose activities within the corporate limits of City or whose business, regardless of location, would place Consultant in a "conflict of interest," as that term is defined in the Political Reform Act, codified at California Government Code Section 81000 et seq. Consultant shall not employ any City official in the work performed pursuant to this Agreement. No officer or employee of City shall have any financial interest in this Agreement that would violate California Government Code Sections 1090 et seq. Consultant hereby warrants that it is not now, nor has it been in the previous twelve (12) months, an employee, agent, appointee, or official of the City. If Consultant was an employee, agent, appointee, or official of the City in the previous twelve months, Consultant warrants that it did not participate in any manner in the forming of this Agreement. Consultant understands that, if this Agreement is made in violation of Government Code §1090 et.seq., the entire Agreement is void and Consultant will not be entitled to any compensation for services performed pursuant to this Agreement, including reimbursement of expenses, and Consultant will be required to reimburse the City for any sums paid to the Consultant. Consultant understands that, in addition to the foregoing, it may be subject to criminal prosecution for a violation of Government Code § 1090 and, if applicable, will be disqualified from holding public office in the State of California. 10.8 Solicitation. Consultant agrees not to solicit business at any meeting, focus group, or interview related to this Agreement, either orally or through any written materials. Consulting Services Agreement between January 22, 2014 City of Dublin and Psomas Page 11 of 18 10.9 Contract Administration. This Agreement shall be administered by Steve Pappa, Information Systems Manager ( "Contract Administrator "). All correspondence shall be directed to or through the Contract Administrator or his or her designee. 10.10 Notices. Any written notice to Consultant and City shall be sent to: Consultant Citv Craig H. Gooch, Vice President ATTN City Manager Psomas City of Dublin 2010 Iowa Avenue, Suite 101 100 Civic Plaza Riverside, CA 92507 -2465 Dublin, CA 94568 10.11 Integration. This Agreement, including the scope of work attached hereto and incorporated herein as Exhibit A, represents the entire and integrated agreement between City and Consultant and supersedes all prior negotiations, representations, or agreements, either written or oral. CITY OF DUBLIN Christopher L. Foss, Acting City Manager Attest: City Clerk CONSULTANT Craig H. Gooch, Vice President Consulting Services Agreement between January 22, 2014 City of Dublin and Psomas Page 12 of 18 W:1:11.3ir_1 SCOPE OF SERVICES Scope of Work Psomas will perform design and implementation of the GIS Portal through a series of structured tasks outlined in the following scope of work. This work plan provides appropriate flexibility to define and address specific requirements for the GIS Portal functions, configuration, training, and support in the absence of pre- defined GIS Portal specifications. Term of Services The completion of work covered by the agreement shall be before July 30, 2014. Task 1. Project Management Project management involves coordination of the project team, facilitating project meetings and deliverables, managing work, and reporting on progress. A project kickoff meeting will be held at the project initiation to review the work plan with the GIS Steering Committee. Bi weekly or more frequent project coordination meetings will be held by web conference to review project actions and address questions. Monthly project status reports will be prepared and presented to the City. Deliverables: • Project Kickoff Meeting • Bi- Weekly Status Updates • Monthly Progress Reports Task 2. Define the GIS Portal Requirements The purpose of this task is to define and document the GIS Portal requirements. Psomas will facilitate a workshop with the GIS Steering Committee and any additional staff representatives to define GIS Portal Requirements. The requirements that have been identified in the RFP and those that are implicit with the current GIS viewer will be a starting point for requirements definition. (See Attachment A: GIS Portal Requirements). Psomas will produce a draft GIS Portal Design Memorandum and present it to the GIS Steering Committee for review, comment, and prioritization. Psomas will update the memorandum based on City direction. During the project, addition, removal, or reprioritization of unimplemented functions may occur as the City's understanding of the Portal capabilities expands. Consulting Services Agreement between January 22, 2014 City of Dublin and Psomas Page 13 of 18 Assumptions: Deliverables: • The City will have required necessary has Esri and Latitude Geographics software licenses prior to installation and configuration. • Administrative rights to the servers will be provided to Psomas during the installation process or facilitated through the GIS Coordinators access. • GIS Portal Requirements Workshop • GIS Portal Design Memorandum City Staff Participation Broad participation of department representatives is encouraged in this phase to assure they are aware of the GIS Portal and its expected capabilities. At least one representative from each department should participate in the 2 hour requirements workshop. Task 3. Configure GIS Infrastructure The purpose of this task is to assess the current GIS infrastructure, recommend architecture to fulfill near and long term GIS Portal needs, and support the implementation of the initial GIS architecture. Psomas will review the current architecture and develop a Visio base architecture diagram showing servers, software installed firewalls, network connections, and other elements of the GIS infrastructure relevant to the GIS Portal. The design will embrace best practices for enterprise level GIS infrastructure configuration consistent with the Esri, Geocortex, and SQL Server software. The architecture will address system scalability, security, reliability, efficiency and will be structured to support City staff with an Intranet based server and the public with an Internet accessible server. The design will address a single published data repository to serve intranet and Internet users. Server configurations will include development, test, and production. Psomas will assure the GeoCortex Essentials software is configured on the servers correctly per the approved system architecture. Deliverables: • GIS System Architecture Design • Geocortex Installation and Infrastructure Configuration Support City Staff Participation ITD will be the key participants and should include the GIS Coordinator and staff responsible for server, network, and security. Participation should be about % day of Consulting Services Agreement between January 22, 2014 City of Dublin and Psomas Page 14 of 18 effort. Task 4. Recommend Map Services Following the development of requirements, Psomas will work with the GIS Coordinator to define map services to support the GIS Portal and serve additional use for desktop GIS and perhaps exposing for other agencies to consume. Psomas will prepare a map services memorandum that summarizes recommendations for configuration. Topics include tiling structure, projections, map service segregation, map cache, vector services, and use of scale dependent display, attribute aliasing and other elements. Map services used for search, query, and analysis within the GIS Portal may be defined with greater specificity by Psomas. The City GIS Coordinator will be responsible for implementing the map services used in the GIS Portal. Deliverables: • Map Services Memorandum City Staff Participation The GIS Coordinator may spend up to 40 hours developing and refining the map services over several months. The initial production of the map services may take 2 or 3 days of effort depending on the current state of the mapping standards at the City. Subsequent refinement is likely as Portal users experience the map services and suggest modifications. Task 5. Implement Portal Application The viewer will be implemented in a series of releases that provide incremental functionality with each release. The first release will be a basic framework of out -of -the box Geocortex Essentials functions that have been identified through the requirements. This initial release will link with GIS map services and SIDE to an enable City personnel to begin testing and learning about the new viewer capabilities. Psomas will work closely with the GIS Coordinator to provide guidance on map services establishment and optimization. Consideration will be given to external database linking and integration, service reusability, and reusability. Subsequent releases of the viewer will incorporate design changes, bug fixes, and new features. Workflows and linkages with non -GIS data sources will be implemented during the second release. The third release is intended to address comments from city users and implement reporting and map printing features. Quality testing of each release involves deploying the GIS Portal in the City test Consulting Services Agreement between January 22, 2014 City of Dublin and Psomas Page 15 of 18 environment and exercising each of the functions. Psomas then releases the application to the GIS Coordinator for initial review. Once approved, the GIS Portal is available for broader review by the City GIS community. GIS Portal releases will initially be deployed with the Geocortex Essentials Silverlight API. Once functionality is accepted in the Silverlight environment, supported features will be published and tested in the Geocortex Essentials HTMLS API. Psomas has included optional budget hours to support the GIS Portal after development and deployment. Assumptions: Deliverables: • The city will respond with comments following each release of the viewer • Psomas will have VPN access to the development server for application development • Initial viewer release • Advanced function release • Final release • Post deployment support City Staff Participation This phase of the project requires City staff to perform review of each of the GIS Portal releases and submit written comment to Psomas. The GIS Coordinator and a small group of other City representative should perform extensive testing. A broader user group should participate in final acceptance testing. 4 hour per person per release should be planned. Task 6. Documentation and Training Psomas will prepare an administration documentation that includes configuration requirements and data dependencies. Geocortex Essentials will be used extensively to implement the functionality using the Essentials configuration tools. The configuration details will not be documented in the administrator guide since they are self- evident when viewing the settings in Essentials. Geocortex Essentials integrated documentation will be supplemented with custom workflow documentation where needed. This will serve as the GIS Portal user documentation. Training will be provided to the GIS Coordinator and the GIS Steering Committee for each release of the application. It is assumed that the GIS coordinator will serve as a trainer for other city staff. Consulting Services Agreement between January 22, 2014 City of Dublin and Psomas Page 16 of 18 Deliverables: • System Admin Documentation • Integrated User Documentation • Application Demonstrations City Staff Participation This phase of the project requires City staff to perform review of each of the GIS Portal releases and submit written comment to Psomas. The GIS Coordinator and a small group of other City representative should perform extensive testing. A broader user group should participate in final acceptance testing. Four (4) hours per person per release should be planned. Consulting Services Agreement between January 22, 2014 City of Dublin and Psomas Page 17 of 18 1 *:1:11.3111111111111-? COMPENSATION SCHEDULE Psomas has prepared a fee for the services outlined in the scope of work based on our experience implementing similar applications with other clients. The fee is structured using an estimate of hours for the anticipated services. Contingency is included to provide the City with flexibility to increase the scope of functions beyond what is proposed within this statement of work, and to address unforeseen complications during deployment. During projects of this nature, clients consistently gain perspectives of their needs and wish to make feature or design modification that were not intended. Moreover, many of the expected GIS Portal functions are vague and subject to varied expectations. The Agile project development approach provides the City with flexibility to address these needs and preferences during the project implementation through prioritization of functions. The proposed project fee is $55,530. Consulting Services Agreement between January 22, 2014 City of Dublin and Psomas Page 18 of 18