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HomeMy WebLinkAbout4.2 Amendment to the Agreement with Lynx Technologies, Inc. for GIS Consulting Services Agenda Item 4.2 alp woo STAFF REPORT DUBLIN CITY COUNCIL CALIFORNIA DATE: April 18, 2023 TO: Honorable Mayor and City Councilmembers FROM: Linda Smith, City Manager SU B.ECT: Amendment to the Agreement with Lynx Technologies, Inc. for GIS Consulting Services Prepared by: Kira Evers, GIS Coordinator EXECUTIVE SUMMARY: The City Council will consider approving an amendment to the agreement with Lynx Technologies, Inc. for Geographic Information Systems (GIS) consulting services. STAFF RECOMMENDATION : Adopt the Resolution Approving an Amendment to the Agreement with Lynx Technologies, Inc. for GIS Consulting Services. FINANCIAL IMPACT: All charges will be in accordance with assigned project and on-call work and will be charged to the Public Works Department in accordance with the adopted budget. DESCRIPTION : On June 1, 2021,the City Council adopted Resolution No. 53-21 approving an agreement with Lynx Technologies, Inc. (Lynx) for Geographic Information Systems (GIS) services. Services include support and development of the City of Dublin GIS, including database management, data maintenance and collection, and GIS-based web development. The agreement included a not-to- exceed compensation amount of$232,000. Over the first two years of the agreement, Lynx Technologies has been utilized more than anticipated due to increased GIS requests and needs of City Staff. It is projected that there will be an increase in required GIS support in Fiscal Year 2023-24, in addition to the current workload, which was not included as part of the original proposal scope or compensation terms. Lynx is projected to provide increased support to achieve the goals that Staff has determined will improve and grow the City's GIS infrastructure. Increased support from Lynx will enable Staff to focus on Page 1 of 2 18 large-scale projects such as upgrading ArcGIS Server to 11.0, migrating map services to ArcGIS Pro/Portal, implementing the process to link documents to GIS, integrating GIS into EnerGov and Brightly, and rolling out the use of ArcGIS Online and Field Maps. Staff recommends a compensation limit increase of$125,000 to facilitate the increased GIS requests and large-scale GIS software migration and integration projects planned within the agreement term. If approved,the amendment will increase the not-to-exceed compensation amount to $357,000. STRATEGIC PLAN INITIATIVE: None. NOTICING REQUIREMENTS/PUBLIC OUTREACH: The City Council Agenda was posted. ATTACHMENTS: 1) Resolution Approving an Amendment to the Agreement with Lynx Technologies, Inc. for GIS Consulting Services 2) Exhibit A to the Resolution -Amendment to Consulting Services Agreement Between the City of Dublin and Lynx Technologies, Inc. for GIS Consulting Services 3) Agreement between the City of Dublin and Lynx Technologies, Inc. for GIS Consulting Services Page 2 of 2 19 Attachment I RESOLUTION NO. XX — 23 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN APPROVING AN AMENDMENT TO THE AGREEMENT WITH LYNX TECHNOLOGIES, INC. FOR GIS CONSULTING SERVICES WHEREAS, on June 1, 2021, the City Council adopted Resolution No. 53-21 approving an agreement with Lynx Technologies, Inc. for geographic information systems (GIS) consulting services; and WHEREAS, the City and Lynx Technologies, Inc. desire to amend the agreement to increase the not-to-exceed compensation amount to $357,000 and modify the scope of work and compensation schedule. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby approve the amendment to the agreement with Lynx Technologies, Inc., attached hereto as Exhibit A. BE IT FURTHER RESOLVED that the City Manager is authorized to execute the amendment to the agreement, attached hereto as Exhibit A, and make any necessary, non- substantive changes to carry out the intent of this Resolution. PASSED, APPROVED AND ADOPTED this 18th day of April 2023, by the following vote: AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk Reso. No. XX-23, Item X.X, Adopted 04/18/2023 Page 1 of 1 20 DocuSign Envelope ID:34F55871-75C2-4132-90AB-5CBE7CD2C954 Attachment 2 AMENDMENT #1 TO CONSULTING SERVICES AGREEMENT BETWEEN THE CITY OF DUBLIN AND LYNX TECHNOLOGIES, INC. FOR GIS CONSULTING SERVICES WHEREAS, on July 1, 2021, the City of Dublin (hereinafter referred to as "CITY") and Lynx Technologies, Inc. (hereinafter referred to as " CONSULTANT ") entered into a Consulting Services Agreement for GIS Consulting services (hereinafter referred to as the "AGREEMENT"); and WHEREAS, the CITY and CONSULTANT now wish to amend the Agreement to increase the not-to-exceed compensation amount to $357,000 by modifying Section 2, and update the scope of work and compensation schedule by modifying Exhibit A and Exhibit B of the Agreement. NOW THEREFORE, for good and valuable consideration, the sufficiency of which is hereby acknowledged, the AGREEMENT is amended as follows: 1) Section 2 COMPENSATION, the first paragraph shall be rescinded in its entirety and replaced with the following: Section 2.0 COMPENSATION. City hereby agrees to pay Consultant a sum not to exceed $357,000, 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 in writing, Consultant shall not bill City for duplicate services performed by more than one person. 2) Exhibit A, the scope of services shall be rescinded in its entirety and replaced, attached hereto and incorporated herein as Exhibit A. 3) Exhibit B, the compensation schedule shall be rescinded in its entirety and replaced, attached hereto and incorporated herein as Exhibit B. 4) Except to the extent inconsistent with this First Amendment, the Parties ratify and confirm all of the terms and conditions of the AGREEMENT. 5) All requisite insurance policies to be maintained by the Consultant pursuant to the Agreement, as may have been amended from time to time, shall include coverage for the amended term, as described above. Page 1of5 21 DocuSign Envelope ID:34F55871-75C2-4132-90AB-5CBE7CD2C954 6) The individuals executing this Amendment and the instruments referenced in it on behalf of Consultant each represent and warrant that they have the legal power, right and actual authority to bind Consultant to the terms and conditions of this Amendment. SIGNATURES ON THE FOLLOWING PAGE Page 2 of 5 22 DocuSign Envelope ID:34F55871-75C2-4132-90AB-5CBE7CD2C954 IN WITNESS WHEREOF, the parties hereto have caused this First Amendment to be executed as of the date of the City Manager's signature below. CITY OF DUBLIN LYNX TECHNOLOGIES, INC. DocuSigned by: B y y 31-32213C7DGA4DD.. Linda Smith, City Manager Patrick Kelleher, CEO Dated: ATTEST: By: Marsha Moore, City Clerk APPROVED AS TO FORM: By: City Attorney Page 3 of 5 23 DocuSign Envelope ID:34F55871-75C2-4132-90AB-5CBE7CD2C954 EXHIBIT A SCOPE OF SERVICES GIS Professional Services July 2021 through June 2024 Services will be performed as directed by the GIS Coordinator at the City of Dublin. This agreement will provide ongoing support and further development of the City's Geographical Information System (GIS). Lynx staff will be dedicated to the City's GIS team as work is assigned. Staff will conduct work both on and off site as required. Services are provided on a time and materials basis. The tasks will vary, but may involve any of the roles listed or related below: • ArcGIS Enterprise / Geocortex Essentials design, implementation, and maintenance • Database management, and administration, including design and documentation • Web development within the ArcGIS Enterprise/ Geocortex Essentials framework • Web development within the ArcGIS Online framework, this includes site management, user management and App development using Web App Builder, Field Apps, and Survey123 • Base feature layer maintenance including parcels, streets, addresses, roadway, tract, and boundary changes, including associated tables and annotation. These feature layers are maintained on a 30- day cycle and coordinated with adjacent cities and the county. • Data maintenance of other layers within the GIS such as utility networks, planning and engineering overlays. These feature layers are updated as-needed • Trak- IT Management, IT' s Helpdesk will be monitored on a daily basis, Lynx will respond to the City's request within 24 hours of new GIS- related tickets. Work will be assigned and processed accordingly, tickets will be completed (hours, results, status) and closed • Onsite work to collect and capture data. For example, staff could be assigned to go through engineering data to infill missing data, or there may be a special project that city staff requires a GIS technician in which significant interaction is required. Scanning to Laserfiche is another option onsite task that may be required as-needed • Field work as required, this may include field inspection such as sidewalk surveys or current land use, or high precision GPS capture of city assets • Ad hoc GIS analysis and presentations Project assignments will proceed with an estimate of required hours; a detailed scope of work will be provided for unusual or one-time projects. A simple email exchange of hours and approval is all that will be required for maintenance work. Page 4 of 5 24 DocuSign Envelope ID:34F55871-75C2-4132-90AB-5CBE7CD2C954 EXHIBIT B COMPENSATION SCHEDULE The total budget will not exceed $357,000. All work will be billed on a time and materials basis according to the following rate schedule over the next three years: Year Rate I 2021/2022 $75 2022/2023 $77 2023/2024 $80 Page 5 of 5 25 Attachment 3 CONSULTING SERVICES AGREEMENT BETWEEN THE CITY OF DUBLIN AND LYNX TECHNOLOGIES, INC. FOR GIS CONSULTING SERVICES THIS AGREEMENT for GIS consulting services is made by and between the City of Dublin ("City") and Lynx Technologies, Inc. ("Consultant") (together sometimes referred to as the "Parties") as of July 1, 2021 (the "Effective Date"). 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 Effective Date and shall end on June 30, 2024 the date of completion specified in Exhibit A, and Consultant shall complete the work described in Exhibit A on or before 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 referenced in Section 8. Notwithstanding the foregoing this Agreement may be extended on a month to month basis for up to 6 months upon the written consent of the Consultant and the City Manager, provided that: a) sufficient funds have been appropriated for such purchase, b) the price charged by the Consultant for the provision of the serves described in Exhibit A does not increase. None of the foregoing shall 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. 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 Subsection 1.2 above and to satisfy Consultant's obligations hereunder. 1.5 'Intentionally Deleted]. 1.6 'Intentionally Deleted]. Consulting Services Agreement between City of Dublin and July 1, 2021 Lynx Technologies, Inc. for GIS Consulting Services Page 1 of 14 26 Section 2. COMPENSATION. City hereby agrees to pay Contractor a sum not to exceed for the proposed three-year term allows for a total not-to-exceed amount of$232,000, notwithstanding any contrary indications that may be contained in Contractor's proposal, for services to be performed and reimbursable costs incurred under this Agreement. In the event of a conflict between this Agreement and Contractor's proposal, attached as Exhibit A, regarding the amount of compensation, the Agreement shall prevail. City shall pay Contractor 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 Contractor for services rendered pursuant to this Agreement. Contractor shall submit all invoices to City in the manner specified herein. Except as specifically authorized by City in writing, Contractor shall not bill City for duplicate services performed by more than one person. Contractor and City acknowledge and agree that compensation paid by City to Contractor under this Agreement is based upon Contractor's estimated costs of providing the services required hereunder, including salaries and benefits of employees and subcontractors of Contractor. Consequently, the Parties further agree that compensation hereunder is intended to include the costs of contributions to any pensions and/or annuities to which Contractor 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. No individual performing work under this Agreement shall bill more than 2,000 hours in a fiscal year unless approved, in writing, by the City Manager or his/her designee. 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; ■ A copy of the applicable time entries or time sheets shall be submitted showing the following: o Daily logs of total hours worked by each individual performing work under this Agreement o Hours must be logged in increments of tenths of an hour or quarter hour o If this Agreement covers multiple projects, all hours must also be logged by project assignment o 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; Consulting Services Agreement between City of Dublin and July 1, 2021 Lynx Technologies, Inc. for GIS Consulting Services Page 2 of 14 27 ■ The Consultant's signature; ■ Consultant shall give separate notice to the City when the total number of hours worked by Consultant and any individual employee, agent, or subcontractor of Consultant reaches or exceeds 800 hours within a 12-month period under this Agreement and any other agreement between Consultant and City. Such notice shall include an estimate of the time necessary to complete work described in Exhibit A and the estimate of time necessary to complete work under any other agreement between Consultant and City, if applicable. 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 jlntentionally Deletedi 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 on the compensation schedule attached hereto as Exhibit B. 2.6 [Intentionally Deletedi 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 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. Consulting Services Agreement between City of Dublin and July 1, 2021 Lynx Technologies, Inc. for GIS Consulting Services Page 3 of 14 28 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 fully executing this Agreement, Consultant, at its own cost and expense, unless otherwise specified below, shall procure the types and amounts of insurance listed below 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. Consistent with the following provisions, 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, and that such insurance is in effect prior to beginning work. 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 or proposal. 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 to City that such insurance is in effect. VERIFICATION OF THE REQUIRED INSURANCE SHALL BE SUBMITTED AND MADE PART OF THIS AGREEMENT PRIOR TO EXECUTION. Consultant shall maintain all required insurance listed herein for the duration of this Agreement. 4.1 Workers' Compensation. 4.1.1 General Requirements. 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 $1,000,000 per accident. In the alternative, Consultant may rely on a self-insurance program to meet these requirements, but only if the program of self-insurance complies fully with the provisions of the California Labor Code. Determination of whether a self-insurance program meets the standards of the California Labor Code shall be solely in the discretion of the Contract Administrator. The Workers' Compensation policy shall be endorsed with a waiver of subrogation in favor of the entity for all work performed by the Consultant, its employees, agents, and subcontractors. 4.1.2 Submittal Requirements. To comply with Subsection 4.1, Consultant shall submit the following: Consulting Services Agreement between City of Dublin and July 1, 2021 Lynx Technologies, Inc.for GIS Consulting Services Page 4 of 14 29 a. Certificate of Liability Insurance in the amounts specified in the section; and b. Waiver of Subrogation Endorsement as required by the section. 4.2 Commercial General and Automobile Liability Insurance. 4.2.1 General Requirements. Consultant, at its own cost and expense, shall maintain commercial general liability insurance for the term of this Agreement in an amount not less than $1,000,000 and automobile liability insurance for the term of this Agreement in an amount not less than $1,000,000 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 (most recent edition) covering comprehensive General Liability on an "occurrence" basis. Automobile coverage shall be at least as broad as Insurance Services Office Automobile Liability form CA 0001, 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 a certified endorsement to the policy: a. The Insurance shall cover on an occurrence or an accident basis, and not on a claims-made basis. b. City, its officers, officials, employees, and volunteers are to be covered as additional insureds as respects: liability arising out of work or operations performed by or on behalf of the Consultant; or automobiles owned, leased, hired, or borrowed by the Consultant. c. Consultant hereby agrees to waive subrogation which any insurer or contractor may require from vendor by virtue of the payment of any loss. Consultant agrees to obtain any endorsements that may be necessary to effect this waiver of subrogation. Consulting Services Agreement between City of Dublin and July 1, 2021 Lynx Technologies, Inc. for GIS Consulting Services Page 5 of 14 30 d. For any claims related to this Agreement or the work hereunder, 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. 4.2.4 Submittal Requirements. To comply with Subsection 4.2, Consultant shall submit the following: a. Certificate of Liability Insurance in the amounts specified in the section; b. Additional Insured Endorsement as required by the section; c. Waiver of Subrogation Endorsement as required by the section; and d. Primary Insurance Endorsement as required by the section. 4.3 Professional Liability Insurance. 4.3.1 General Requirements. 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 $2,000,000 covering the licensed professionals' errors and omissions. Any deductible or self-insured retention shall not exceed $150,000 per claim. 4.3.2 Claims-Made Limitations. The following provisions shall apply if the professional liability coverage is written on a claims-made form: a. The retroactive date of the policy must be shown and must be before the date of the Agreement. b. Insurance must be maintained and evidence of insurance must be provided for at least 5 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 shall purchase an extended period coverage for a minimum of 5 years after completion of work under this Agreement. d. A copy of the claim reporting requirements must be submitted to the City for review prior to the commencement of any work under this Agreement. Consulting Services Agreement between City of Dublin and July 1, 2021 Lynx Technologies, Inc. for GIS Consulting Services Page 6 of 14 31 4.3.3 Additional Requirements. A certified endorsement to include contractual liability shall be included in the policy. 4.3.4 Submittal Requirements. To comply with Subsection 4.3, Consultant shall submit the Certificate of Liability Insurance in the amounts specified in the section. 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 A:VII. 4.4.2 Verification of Coverage. Prior to beginning any work under this Agreement, Consultant shall furnish City with complete copies of all Certificates of Liability Insurance delivered to Consultant by the insurer, including complete copies of all endorsements attached to the policies. All copies of Certificates of Liability Insurance and certified endorsements shall show the signature of a person authorized by that insurer to bind coverage on its behalf. If the City does not receive the required insurance documents prior to the Consultant beginning work, it shall not waive the Consultant's obligation to provide them. The City reserves the right to require complete copies of all required insurance policies at any time. 4.4.3 Deductibles and Self-Insured Retentions. Consultant shall disclose to and obtain the written 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. 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, employees, and volunteers; or the Consultant shall provide a financial guarantee satisfactory to the City guaranteeing payment of losses and related investigations, claim administration and defense expenses. 4.4.4 Wasting Policies. No policy required by this Section 4 shall include a "wasting" policy limit (i.e. limit that is eroded by the cost of defense). 4.4.5 Endorsement Requirements. Each insurance policy required by Section 4 shall be endorsed to state that coverage shall not be canceled by either party, except after 30 days' prior written notice has been provided to the City. 4.4.6 Subcontractors. Consultant shall include all subcontractors as insureds under its policies or shall furnish separate certificates and certified endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein. 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 Consulting Services Agreement between City of Dublin and July 1, 2021 Lynx Technologies, Inc.for GIS Consulting Services Page 7 of 14 32 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. Refer to the attached Exhibit C, which is incorporated herein and made a part of this Agreement. 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. This Agreement shall not be construed as an agreement for employment. 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 Subsection 1.3; however, otherwise City shall not have the right to control the means by which Consultant accomplishes services rendered pursuant to this Agreement. Consultant further acknowledges that Consultant performs Services outside the usual course of the City's business; and is customarily engaged in an independently established trade, occupation, or business of the same nature as the Consultant performs for the City and has the option to perform such work for other entities. 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 Not an 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. Consulting Services Agreement between City of Dublin and July 1, 2021 Lynx Technologies, Inc.for GIS Consulting Services Page 8 of 14 33 7.2 Compliance with Applicable Laws. Consultant and any subcontractors shall comply with all laws and regulations applicable to the performance of the work hereunder, including but not limited to, the California Building Code, the Americans with Disabilities Act, and any copyright, patent or trademark law. Consultant's failure to comply with any law(s) or regulation(s) applicable to the performance of the work hereunder shall constitute a breach of contract. 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, sex, gender, religion (including religious dress and grooming practices), national origin, ancestry, physical or mental disability, medical condition (including cancer and genetic characteristics), marital status, age, sexual orientation, color, creed, pregnancy, genetic information, gender identity or expression, political affiliation or belief, military/veteran status, or any other classification protected by applicable local, state, or federal laws (each a "Protected Characteristic"), 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 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, Consulting Services Agreement between City of Dublin and July 1, 2021 Lynx Technologies, Inc.for GIS Consulting Services Page 9 of 14 34 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 include, but are not limited to, the following: 8.6.1 Immediately terminate the Agreement; 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. Consulting Services Agreement between City of Dublin and July 1, 2021 Lynx Technologies, Inc. for GIS Consulting Services Page 10 of 14 35 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 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 Subsection 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 $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 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. 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. Consulting Services Agreement between City of Dublin and July 1, 2021 Lynx Technologies, Inc. for GIS Consulting Services Page 11 of 14 36 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 Section 1090 et seq. Consultant hereby warrants that it is not now, nor has it been in the previous 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 12 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 California Government Code Section 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 California Government Code Section 1090 et seq., and, if applicable, will be disqualified from holding public office in the State of California. At City's sole discretion, Consultant may be required to file with the City a Form 700 to identify and document Consultant's economic interests, as defined and regulated by the California Fair Political Practices Commission. If Consultant is required to file a Form 700, Consultant is hereby advised to contact the Dublin City Clerk for the Form 700 and directions on how to prepare it. 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. 10.9 Contract Administration. This Agreement shall be administered by the City Manager ("Contract Administrator"). All correspondence shall be directed to or through the Contract Administrator or his or her designee. Consulting Services Agreement between City of Dublin and July 1, 2021 Lynx Technologies, Inc. for GIS Consulting Services Page 12 of 14 37 10.10 Notices. Any written notice to Consultant shall be sent to: Patrick Kelleher 1350 41 st Ave, Suite 202 Capitola, CA 95010 Patrickk@lynxgis.com Any written notice to City shall be sent to: City of Dublin Att: Tim Eisler 100 Civic Plaza Dublin, CA 94568 10.11 Integration. This Agreement, including the scope of work attached hereto and incorporated herein as Exhibits A, and B represents the entire and integrated agreement between City and Consultant and supersedes all prior negotiations, representations, or agreements, either written or oral. Exhibit A Scope of Services Exhibit B Compensation Schedule & Reimbursable Expenses 10.12 Counterparts. This Agreement may be executed in multiple counterparts, each of which shall be an original and all of which together shall constitute one agreement. 10.13 Certification per Iran Contracting Act of 2010. In the event that this contract is for one million dollars ($1,000,000.00) or more, by Consultant's signature below Consultant certifies that Consultant, and any parent entities, subsidiaries, successors or subunits of Consultant are not identified on a list created pursuant to subdivision (b) of Section 2203 of the California Public Contract Code as a person engaging in investment activities in Iran as described in subdivision (a) of Section 2202.5, or as a person described in subdivision (b) of Section 2202.5 of the California Public Contract Code, as applicable. SIGNATURES ON FOLLOWING PAGE Consulting Services Agreement between City of Dublin and July 1, 2021 Lynx Technologies, Inc. for GIS Consulting Services Page 13 of 14 38 The Parties have executed this Agreement as of the Effective Date. The persons whose signatures appear below certify that they are authorized to sign on behalf of the respective Party. CITY OF DUBLIN LYNX TECHNOLOGIES, INC. DocuSigned by: DocuSigned by: PatridC E33836CFFC044E0... 3F32219F7D6A4RR Linda Smith, City Manager Patrick Kelleher, CEO Attest. DocuSigned by: V.°U)V6t- V(4.°7 9BB70815D22F40A... Marsha Moore, City Clerk Approved as to Form: DocuSigned by: jerkilk, biS619 for 5ED7F38973DC484 City Attorney 3070368.1 Consulting Services Agreement between City of Dublin and July 1, 2021 Lynx Technologies, Inc. for GIS Consulting Services Page 14 of 14 39 EXHIBIT A SCOPE OF SERVICES [Please see attached proposal] Consulting Services Agreement between City of Dublin and Last revised May 25, 2021 Lynx Technologies, Inc. for GIS Consulting Services Exhibit A— Page 1 of 1 40 EXHIBIT B COMPENSATION SCHEDULE & REIMBURSABLE EXPENSES [Please see attached proposal] Consulting Services Agreement between City of Dublin and Last revised May 25, 2021 Lynx Technologies, Inc. for GIS Consulting Services Exhibit B— Page 1 of 1 41 EXHIBIT C INDEMNIFICATION Consultant shall indemnify, defend with counsel acceptable to City, and hold harmless City and its officers, elected officials, employees, agents and volunteers from and against any and all liability, loss, damage, claims, expenses, and costs (including without limitation, attorney's fees and costs and fees of litigation) (collectively, "Liability") of every nature arising out of or in connection with Consultant's performance of the services called for or its failure to comply with any of its obligations contained in this Agreement, except such Liability caused by the sole negligence or willful misconduct of City. Notwithstanding the forgoing, to the extent this Agreement is a "construction contract" as defined by California Civil Code Section 2782, as may be amended from time to time, such duties of Consultant to indemnify shall not apply when to do so would be prohibited by California Civil Code Section 2782. The Consultant's obligation to defend and indemnify shall not be excused because of the Consultant's inability to evaluate Liability or because the Consultant evaluates Liability and determines that the Consultant is not liable to the claimant. The Consultant must respond within 30 days to the tender of any claim for defense and indemnity by the City. If the Consultant fails to accept or reject a tender of defense and indemnity within 30 days, in addition to any other remedy authorized by law, so much of the money due the Consultant under and by virtue of this Agreement as shall reasonably be considered necessary by the City, may be retained by the City until disposition has been made of the claim or suit for damages, or until the Consultant accepts or rejects the tender of defense, whichever occurs first. Consulting Services Agreement between City of Dublin and Last revised May 25, 2021 Lynx Technologies, Inc. for GIS Consulting Services Exhibit C— Page 1 of 1 42 EXHIBIT A SCOPE OF SERVICES V4i row, 1► GIS Professional Services July 2021 through June 2024 Services will be performed as directed by the Information Systems Manager at the City of Dublin. This agreement will provide ongoing support and further development of the City's Geographical Information System (GIS). Two Lynx staff will be dedicated to the City's GIS for up to 1,000 hours annually. Staff will conduct work both on and off site as required. Services are provided on a time and materials basis. The tasks will vary but may involve any of the roles listed or related below: • ArcGIS Enterprise/Geocortex Essentials design, implementation and maintenance, • Database management, and administration, including design and documentation • Web development within the ArcGIS Enterprise/Geocortex Essentials framework. • Web development within the ArcGIS Online framework, this includes site management, user management and App development using Web App Builder, Field Apps, and Survey123 • Base feature layer maintenance including parcels, streets, addresses, roadway, tract, and boundary changes, including associated tables and annotation. These feature layers are maintained on a 30-day cycle and coordinated with adjacent cities and the county. • Data maintenance of other layers within the GIS such as utility networks, planning and engineering overlays. These feature layers are updated as-needed, • Trak-IT Management, IT's Helpdesk will be monitored on a daily basis, Lynx will respond to the City's request within 24 hours of new GIS-related tickets. Work will be assigned and processed accordingly, tickets will be completed (hours, results, status) and closed, • Onsite work to collect and capture data. For example, staff could be assigned to go through engineering data to infill missing data, or there may be a special project that city staff requires a GIS technician in which significant interaction is required. Scanning to Laserfiche is another option onsite task that may be required as-needed. • Field work as required, this may include field inspection such as sidewalk surveys or current land use, or high precision GPS capture of city assets. • Ad hoc GIS analysis and presentations, Project assignments will proceed with an estimate of required hours; a detailed scope of work will be provided for unusual or one-time projects. A simple email exchange of hours and approval is all that will be required for maintenance work. Consulting Services Agreement Page 1 of 2 43 EXHIBIT B COMPENSATION SCHEDULE Ilk v4 1► The total budget will not exceed $232,000. All work will be billed on a time and materials basis according to the following rate schedule over the next three years: RI Rate Total Not to Exceed M Hours Amount 2021/2022 $75 1000 $75,000 2022/2023 $77 1000 $77,000 2023/2024 $80 1000 $80,000 Consulting Services Agreement Page 1 of 2 44 GIS Maintenance & General GIS Consulting Services IP PPMII _4 -� ai t 6-3:71.41INT III Ill MI Ai ' . N 01 I ___. . , .. 1 ; - ifil ' ' •� A L I F O R \ I A � s C S'�-' e T •�� I _iw 1 rya v+ i _. ' ia y� s illk ti — Y m+ e wor- p. . Ott ty,7 r , k 7, , • , I/1 -k--- k • 14 . ........ -----"--- 4- - , . . - :: fir' tea, . 'g ti .i .. a w ,_ 1. Viiii Respectfully Submitted to: Mr. Tim Eisler Information Systems Manager xiiiisiiii 100 Civic Plaza Dublin, CA 94568 tim.eisler@dublin.ca.gov Lynx Technologies, Inc. Response to: City of Dublin RFQ-GIS11921 `.a Prepared by: ri Patrick C. Kelleher, CEO ` `. ti patrickk@lynxgis.com `. 1 ~ (408) 482-3255 ' ';_l_ °, Lynx Technologies 1350 41st Ave, Suite 202 Capitola, CA 95010 FEBRUARY 8, 2G45 DUBLIN TABLE OF CONTENTS CALIFORNIA THE NEW AMERICAN BACKYARD Cover Letter Page 2 Statement of Understanding Page 3 Qualifications and Experience Page 5 Relevant Experience Summary Page 10 References Page 11 Key Staff Page 17 Project Approach Page 22 Cost Schedule Page 30 Schedule Page 34 Confirmation of City Requirements Page 34 Appendix A Page 35 CITY OF DUBLIN GIS SERVICES 46 T Cover Letter February 8 2021 `ti', I a.� Mr.Tim Eisler I Information Systems Manager City of Dublin Information Technology Department/GIS Division 100 Civic Plaza Dublin, California 94568 Subject: GIS Maintenance & Geographic Information System Consulting Services Dear Mr. Eisler: Thank you for this opportunity to submit our proposal to provide geographic information system consulting services to the City of Dublin (City). For over two decades, Lynx Technologies has successfully provided GIS planning, implementation, and operations services to the Tri-Valley area and we are keenly aware of the GIS initiatives throughout the region. Lynx Technologies has many service engagements throughout Alameda County, including an integral component of the County's core base feature layer development.These relationships, along with our understanding of the region, will be beneficial to the City in its collaboration with other agencies. Our proposed team consists of senior professionals who are experts in GIS and municipal business functions and in efficiently performing task order-based services.We have a unique combination of technical and subject matter expertise,available resources, and project management and communication skills. Our approach will engage and apply GIS and best business practices, and tailor them to address the City's unique requirements and constraints. Our team will apply a methodology structured to evaluate each key component of the GIS program and make recommendations based on their analysis of what works best for the City. We look forward to discussing our qualifications with you further. I will serve as the primary point of contact to answer any questions and I am authorized to obligate and negotiate the contract on behalf of Lynx Technologies. Ms. Lynda Anastacio,will serve as technical manager. If we are awarded the contract, our team is committed to working with the City for the duration of the project. I may be reached at (408) 482-3255 or patrickk@lynxgis.com. Sincerely, Patrick Kelleher, President Lynx Technologies Digitally signed by Patrick Kelleher CITY OF DUBLIN GIS SERVICES DN: cn=Patrick Kelleher, o=Lynx Technologies, ou=Lynx, email=patrickk@lynxgis.com, c=US 47 Date: 2021 .02.05 13:42:12 -08'00' Statement of Understanding The City of Dublin is seeking a professional GIS services firm to perform ongoing maintenance, development and enrichment of the City's Enterprise Geographic Information System (GIS). Lynx Technologies is pleased to have the opportunity to present our credentials and to demonstrate the case for selecting our company. We have the depth of resources and 60+years of combined experience to assign the appropriate staffing to meet each assignment and fully address all services requested by the City. Moreover, we have worked as a team for nearly 20 years and we understand each other's strengths. Our cost is based on projects our team has performed while working for the City on past projects as well as work we are conducting elsewhere on similar engagements. Three initiatives are outlined in the RFQ: ■ Ongoing GIS Maintenance of the City's core spatial asset data ■ ArcGIS Enterprise System Assessment and Design ■ Maintain and enhance the City's current Web-Based GIS Environment:ArcGIS Enterprise, Geocortex Essentials,ArcGIS Online (AGOL).This includes integration with other critical business systems in use by the City such as, Laserfiche, Dude Solutions, HDL, Business License, etc. Lynx Technologies, Inc. (Lynx) meets all of the requirements set forth in Considerations section of the RFQ: ■ All work is conducted locally, Lynx does not outsource its services and never has. ■ Lynx has a long-standing working relationship within Alameda County,the Tri-Valley area and the City of Dublin specifically. Indeed, our relationship within Alameda County spans every City, and spans over twenty(20)years, ■ Lynx has current, ongoing contracts with all of the agencies in the region including:The cities of Livermore and Pleasanton,Alameda County Zone 7 Water Agency (Zone 7), Livermore- Pleasanton Fire Department (LPFD), and the Alameda County Regional Emergency Communications Center(ACRECC), and the Alameda County Sheriff's Office (ALSO). Most of these contracts have as similar histories. ■ Lynx participated in the original Tri-Valley consortium and continue to foster mutual data sharing and cooperative ventures. We are currently working with the City's partner agencies on the Storm Water Permitting application, and working to get a tri-valley group for a shared Homeless Encampment app and repository. We regularly share core feature layer data particularly on an ad hoc basis. ■ Lynx has extensive experience with Latitude Geographics' suite of web development products: Geocortex Essentials, Workflow and Report Builder. We have been working with Geocortex since 2012 and have built sites for about 20 agencies throughout the SF Bay area. ■ Lynx has extensive experience with the full ESRI ArcGIS Enterprise suite and are fully engaged with its development and paradigm shift towards Open Data, and open platform-based GIS, i.e. GIS in the cloud, access to GIS for non-GIS people, and analytical tools for the organization. Lynx has built several ArcGIS Enterprise configurations for smaller agencies (Tier 3-5), a number of CITY OF DUBLIN GIS SERVICES 48 ArcGIS Online apps using existing template libraries. We have also helped agencies set up their own AGOL organizational accounts and start to build their own libraries of maps and apps. ■ The partnership between the City of Dublin and Lynx is mission critical.This is a core premise for Lynx and we take it very seriously. Our past experience working directly with the IT Manager/GIS Coordinator and other subject matter experts will continue;the IT Manager will have direct access to the Principal, Project Manager and Technicians at Lynx. • Onsite services is a part of many of our contracts to augment City's GIS staffing needs. We plan to have one (1) staff member onsite one (1) day per week to manage Helpdesk tickets and to work directly with subject matter experts for ad hoc projects. For specific projects our technicians can be available onsite for short term engagements.The Principal will be available to report to the IT Manager on a bi-weekly basis to set priorities and discuss any issues that arise. ■ Lynx is a registered Silver Business Partner with ESRI and we've begun a good working relationship with the Solutions Engineers based in Sacramento. They have extended offers to help Lynx in any way possible and will reach out to them as required. • Lynx has an open approach to find GIS solutions and soliciting outside help where it is appropriate; our governing philosophy is to define the problem first and then combine resources to derive the right solution. CITY OF DUBLIN GIS SERVICES - 49 Qualifications and Experience One of Lynx Technologies' core competencies is to design, develop and manage spatial data. We have been in business for 30 years and have helped develop GIS data for hundreds of Cities throughout California. As a local firm, we have worked for nearly every city within the nine counties comprising the San Francisco Bay area, and Alameda County is no exception. Indeed,we built the initial landbase for Alameda County including parcels, streets and address points and we continue to maintain the streets and address layers under agreements with the County Sheriff and Fire Dispatch agencies. We also helped craft the MOU that the governs the data sharing agreement for these data countywide. We've worked for every city in Alameda County except Berkeley, many in collaboration with other GIS consulting firms. We serve as the GIS consultants, augmenting City staff for the cities of Emeryville and Albany and manage their data, collaboratively employing multiple platforms including ArcGIS Enterprise, ArcGIS Online (AGOL) and Geocortex Essentials. The Livermore-Amador Valley is a Lynx core site and we have long standing agreements with these agencies: • City of Livermore (1996 to present) • City of Pleasanton (2003 to present) • City of Dublin (2016—July 2020) • Alameda County Water Agency, Zone 7 (2017 to present) • Alameda County Sheriff(2005 to present) • Livermore-Pleasanton Fire Department (1996 to present) • Alameda County Regional Emergency Communications Center(2019-2023) We were also part of the initial development of the Tri-Valley Consortium and with our extensive understanding of the people and data that comprise this GIS network, we continue to foster data design, sharing and ongoing developments of the region's GIS systems. Ongoing support, staff augmentation, and on-and off-site maintenance is an extension of our data management expertise. Up until the pandemic, Lynx had four staff members providing onsite support for over a dozen agencies including 60% FTE for one staff at Alameda County Public Works, and 40% FTE at the City of Livermore. Even during the pandemic era, we have established secure remote access to all our clients through various media platforms. However,we miss the collegial problem-solving environment that onsite support provides and look forward to continue offering this service once the country has control over the pandemic. Many of the data layers for our ongoing management services require either quick-turnaround times, or need constant attention and regular updates. For example, we routinely have requests from community development staff that need a GIS map or some spatial analysis for a report, citizen request, or a request from management or city council that requires a 1-2-day turnround. City staff will work directly with our staff to develop the products they need. Lynx staff is also well-practiced at 30-day routine maintenance schedules; indeed,this is our standard approach to maintaining parcel, street, address and utility data sets. CITY OF DUBLIN GIS SERVICES 50 r)ata Conversion Services Data conversion services is the foundation of Lynx Technologies ,, and goes back to our early AutoCAD mapping in 1986. We have • a{ converted all forms of feature data including complete 14, � , ? `Ti to countywide parcels for Santa Cruz, San Mateo, San Benito, / " �4 Monterey and Alameda Counties, as well as utility 'gatiri "' " tam►rf ;-4.: a i , infrastructure for nearly every city in the San Francisco Bay • , ` ,} 's; �!ra; T p fy. Vet. Area. We have also migrated tens of agencies from legacy environments into ESRI based geodatabases.All forms of conversion services are included in our resume from high precision coordinate geometry(COGO), heads-up trace digitizing, raster-to-vector and vector- to-vector conversion, and field GPS data collection methods. In 2017 we completed a project for the City of Los Angeles to digitize the street trees, sidewalk, driveway, landscape and curb and gutter from high resolution digital orthophotography.This project involved 19 staff,was completed in 13 months and spanned 11,000 miles of streets, System Design Services Lynx Technologies has worked with local government agencies helping ±°'"'°" to develop and implement GIS Enterprise geodatabases for over 30 years. Our experience ranges from working with smaller communities such as Los Gatos, Menlo Park and Portola Valley to our largest project, I w �w ..Wu on completed in 2014, comprised 62 public safety agencies covering all of San Diego County.The design process includes local GIS analysts and operational stakeholders from a variety of disciplines to build an Enterprise GIS to support nearly a dozen business systems. We use ESRI's Local Government Information Model (LGIM) as an authoritative source and augment this schema with local subject matter expertise. We also reference regional models wherever available, and ESRI's ArcGIS Solutions to include forward-thinking schemas that may be useful in future applications. We have current engagements with the City of Milpitas to implement a data model for Sewer, Storm Water,Traffic Signals and Signal Interconnect systems;these designs started with ESRI's LGIM and progressed to include the City's Traffic Engineer, Systems Operation manger, GIS Staff and Public Works maintenance operations.A similar engagement is underway with staff at the Alameda County Zone 7 Water Agency. We have also engaged ESRI Consulting Services team to advise us regarding hardware system architecture including on premise and cloud services. Our process always integrates stakeholder interviews to define the database requirements regardless of the size of the organization. We also help many cities migrate older GIS systems into ESRI Geodatabases employing the newest technologies offered by ESRI and Microsoft. CITY OF DUBLIN GIS SERVICES 51 GIS Web Development Lynx Technologies has been an ESRI Registered Silver Business esn- ,,,„,,,,liPartner since 2000. Lynx Technologies has been providing Web Development services to small cities since 2003. We started with alp �M Autodesk's MapGuide 6.0 and Adobe's ColdFusion, and this �y primarily client-side development framework offered excellent 5� ," performance. However, the industry evolved quickly and the 1 a advantages of server-side development ment became the new g p paradigm, Lynx eagerly adopted ESRI's ArcGIS Server. In 2013 we added Latitude Geographic's Geocortex Essentials software that extends the ArcGIS Server platform to allow rapid development of highly configurable client web sites. Numerous near out-of-the-box functions save hundreds of programming hours and allow us to provide clients with the functionality, look and feel of the popular ArcGIS desktop experience with the ease of web-based applications. Currently we manage, maintain and develop sites for the following cities: • Albany • Los Gatos • Campbell • Menlo Park • Emeryville • Pleasanton • Gilroy • San Benito County • Livermore • Saratoga • Los Altos Hills ArcGIS Online,ArcGIS Portal and Web-Based Field Applications is a growing portion of our business and many cities are looking to either augment their Enterprise GIS solution to include these tools or migrate to them. Indeed,ArcGIS Solutions offer a full range of disciplines and out-of-the-box templates to implement across the city's GIS inventory. Lynx has developed Operational Dashboards, Web Applications, Story Maps, and Field Map/Collector applications for various cities over the last four years. We have configured an ArcGIS Enterprise Portal Base Deployment for San Benito County and are poised to develop systems for the City of Livermore and the Alameda County Water Agency. Integration Lynx Technologies has collaborated with many different development environments and worked on many projects to integrate GIS with various business systems. Nat ® These include land development software from Accela,Tyler Technologies' r,C Energov, Central Square's Trackit, and MGO, plus the popular older systems illtlt Permits Plus, and Tidemark.This year we will be working with the City of Gilroy to LQ launch their Energov system integrated with ArcGIS Portal and the City of Saratoga's Central Square Landtrak system;the City of Campbell has Lynx developing an AGOL application for public access to their My Government Online (MGO) permitting system. Los Gatos' Accela system is synchronized with our hosted environment nightly so that internal users can access permit status via Geocortex Essentials, and similarly San Bruno's Community Development staff use their on-premise Central Square/Geocortex Essentials environment to access real-time permit conditions. CITY OF DUBLIN GIS SERVICES 52 CMMS application experience includes working with the popular vendors: Cartegraph, MaintStar, and Cityworks, and the less common NexGen and iWorQ. In San Bruno we maintain the GIS/MaintStar databases and provide support for public works staff. In Campbell we are transitioning street light maintenance staff from a non-spatial iWorQ environment to an integrated Geocortex/iWorQ platform in which staff use Geocortex to edit and maintain the spatial data and iWorQ to generate work orders. We also have experience integrating the document imaging systems from Digital Reel from BMI, Application Extender, Laserfiche and OnBase from Hyland. Currently we working with the City of San Mateo Public Works division to develop the system specification and GIS requirements for Laserfiche, and an implementation and GIS integration project for the City of San Bruno's OnBase/Geocortex platforms. Lynx also has extensive experience with many public safety CAD products including Tiburon,Tritech, Sunridge, New World, Intergraph and Spillman/Motorola. We currently manage the GIS support for CAD/RMS for the cities of Livermore, Emeryville, Campbell, Sunnyvale, Los Gatos/Monte Sereno and Gilroy. Field Survey / GPS Data Collection Services We have been contracted by numerous agencies to collect data using GPS and traditional field mapping techniques. Lynx maintains GPS data collectors and post processing software from Trimble and Leica (RX1200). Our devices span different degrees of horizontal and vertical accuracy from GIS quality to survey grade. Some of our past projects include: • City of Albany Traffic and Street Sign Update, Collector/AGOL App • City of Gilroy Fire Hydrant Inventory, Survey-grade GPS �_1 • City of Carlsbad Sign Project—30,000 signs, GIS-grade GPS • City of Albany Tree Project, Field Mapping with Arborist • City of Piedmont Sanitary Sewer Collection, survey grade GPS aoflo • City of Mountain View Water, Storm, and Sewer Upgrade, survey grade GPS • Town of Los Gatos Address Verification Project, field mapping • Sunnyslope Water District Mapping, survey grade GPS • City of Sonoma Stormwater Outfall Project,field mapping and GPS • City of Sonoma Street Signs Project, GIS-grade GPS Maintenance ana Support Services One of our core competencies, Lynx Technologies has helped maintain GIS systems for over 20 years in varying capacities from full-time onsite staff to as-needed GIS services. We currently have support agreements with over a dozen agencies throughout the San Francisco Bay Area (More detail is provided in the next section of our submittal). While our focus is small to medium sized agencies, we have also maintained large organizations such as the San Diego County Public Safety Consortium (2008—2014). We have many tools to help support our offsite staff and City staff including:VPN/RDC connections, Lync, Team Viewer and Zoom WebEx sessions, and Replication and Synchronization of GIS databases in both connected and disconnected environments. CITY OF DUBLIN GIS SERVICES 53 Training and Documentation Lynx Technologies has a long history providing training agencies in ArcGIS. We have also begun training programs for ArcGIS Pro, particularly to help transition from ArcGIS Desktop. Classes and curricula are often set as part of larger project. For example, the San Benito County Assessor's Office has recently expressed its commitment to engage Lynx to migrate from AutoCAD to ArcGIS;this project will include over 40 hours of ArcGIS Pro training to enable the assessor's office to maintain and publish their map pages in the GIS Enterprise. Our San Diego County Public Safety Project is another example in which we trained approximately 50 firefighters and engineers to develop pre-fire plans. This engagement included 4 days of training and a training manual. In many of our ongoing engagements, we typically develop How To documents for specific tasks. For example, "How to Perform a Spatial Query of All Parcels that are in the Flood Plain", and "How to Do a Public Notice, both using Geocortex Essentials. knowledge transfer is part of our commitment to ensure that the project is successful. 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Current contract period: GIS Professional Services From: 6/11/2019 To: 6/11/2021 Value of Contract: $375,000 Project Description: A comprehensive, multi-phase GIS Professional Services contract,that spans 20 years. Approximately 300 database objects are present to support the business of approximately 10 divisions within the City; most of these data sets were developed by Lynx.The current 2-year contract covers several broad areas: • Database design, implementation, and administration • Web application development • Ad hoc development(e.g.ArcGIS for AutoCAD for Engineering) • ArcGIS Online • Maintenance Onsite and Offsite The City Enterprise GIS system is an integrated set of applications including: ESRI's ArcGIS Enterprise, Microsoft's MSSQL Server 2012, and Latitude Geographics' Geocortex Essentials. Autodesk's AutoCAD (Map and Civil) is also supported for the Engineering department. Several critical business applications are integrated with the GIS including Accela's Civic Plus for Community Development, Accela's CMMS for Public Works, NexGEN CMMS for the Water Resources Division,the City's document management solutions (Laserfiche and Digital Reel), and Sun Ridge System's RIMS CAD for the Police Dept. Web development and maintenance spans several sites for both internal and external users. Customization is user-driven and constantly developing richer content; development environments include Geocortex Essentials Workflow(4 and 5), Report Designer(4&5), and Python. Web based development has expanded to integrate ArcGIS Online and several applications are deployed for the EOC, Water Resources and Community Development. Maintenance support includes all departments and is based on a 30-day cycle. Maintenance includes onsite support for 2 days per week. 2019 projects include:ArcGIS Portal development, automation for synchronization, and Pipelogix integration. CITY OF DUBLIN GIS SERVICES 56 Name of Customer: Customer Contact: Town of Los Gatos Mr. Chris Gjerde Information Systems Manager Customer Address: Customer Phone Number: 110 East Main Street 408-354-6814 Los Gatos,CA 95030 Customer Email: cgjerde@losgatosca.gov Type of Project: What was the period of performance? GIS Professional Services Current contract period: From: 7/1/2018 To: 6/30/2021 Value of Contract: $46,000 Project Description: GIS Professional Services contract renewed annually, since 2002.The Town has no in-house GIS staff and Lynx conducts all maintenance and hosting services, including onsite and offsite staffing.The Town maintains 3 Desktop licenses shared by 3-4 Community Development and Engineering staff and a replica of the ArcSDE database is maintained through ESRI's synchronization toolset via XML file exchanges monthly. Lynx Technologies developed the landbase (2002) using coordinate geometry (COGO); overall accuracy of 1.5 feet is maintained throughout the City. Spatial-tabular relations are maintained for assessor's secured and property characteristics via agreements with the County and updated weekly.A Master Address Database was developed and maintained in GIS. In 2007 Lynx conducted a field survey of the entire Town to verify all situs addresses including business suites and apartment units that is continually updated. Maintenance is based on a 30-day cycle and includes onsite support 2 days per month, and 1 day per month for the Town's Tiburon CAD system. GIS is visualized through several sites developed on ArcGIS Enterprise and Geocortex Essentials, custom development is ongoing. Integration with Accela (on premise) is accomplished via automated nightly backup and restore procedures and staff can view and analyze active and historical permits and code enforcement cases. Integration has also been implemented with the Town's Laserfiche document imaging and Cartegraph CMMS applications; Cartegraph's is a two-way synchronization for the Town's street sign and street light inventory. Lynx implemented several custom applications-based Essentials WF toolset for public noticing and map update processing (MURF), and to enable staff to edit their own discrete data such as the police department's CERT, NROP, and On-Watch Camera programs, and Community Development's Current Projects site, integrated with Civic Plus' Document Library. In August 2019 will convert the annual contract to a 5-year agreement, based on the following narrative, "Per the Town's Purchasing Policy professional services selection guidelines,the Community Development and Information Technology departments continue to select Lynx as the most qualified provider of GIS consulting services based on their demonstrated competence and qualifications. If the Town were to begin a new GIS consulting contract with a different consultant it would be incredibly disruptive to the years of the Town's progress with Lynx and the Town would lose Lynx's vast institutional knowledge of its various computer systems." CITY OF DUBLIN GIS SERVICES 57 Name of Customer: Customer Contact: City of Campbell Mr. Cecil Lawson Information Systems Manager Customer Address: Customer Phone Number: 70 North First Street 408-866-2753 Campbell, CA 95008 Customer Email: cecill@cityofcampbell.com Type of Project: What was the period of performance? Current contract period: GIS Professional Services From: 1/1/2017 To: 6/30/2021 Value of Contract: $05,000 Project Description: GIS Professional Services contract. Started in 2017 with a $30,000 grant funded task to help the police department implement their Tritech CAD System and provide ongoing maintenance.This project evolved dramatically and now includes an on-premise environment including ArcGIS Pro/ArcGIS Server/Tritech Web tools. We maintain the GIS data: street, address point and common place, and provide onsite support monthly to update the CAD, RMS, and Mobile mapping environments. In 2018 the City signed an agreement with Lynx Technologies for GIS Professional Services and the contract is managed through the IT Department.The City does not have GIS Staffing although a few planning, engineering and public works staff have experience with GIS; GIS data was distributed in file- based formats (shape files, personal geodatabases and AutoCAD drawings). Most GIS interaction had been through GIS Web Site hosted by Santa Clara County and the City wanted to move away from the environment to be able to provide more functionality. Lynx migrated all file-based data into a centralized ArcSDE/SQL Server database that we currently host. Maintenance of core data sets: parcels, assessor, streets, address point is maintained on a 30-day cycle. Over the 2019 fiscal year Lynx will work with City staff to develop standard best-management practices to re-design the database using the ESRI Local Government Information Model as a guide.After this is accomplished the database will be replicated on the City's server to allow city staff to maintain subject data as required. Lynx developed the current Geocortex/ArcGIS Server site for internal users. Editing tools were developed to allow city staff to maintain many discrete data sets such as City Benchmarks, Street Lights, Street Moratorium, and Storm Drain system via the internal Geocortex site. Integration with My Government Online (MGO), the City's new Permit Tracking System, is under development. Lynx developed the City's Annual Garage Sale application to allow the public to enter their garage sale online and to create their own 'route' to filter by Sale Items and plot a map/report. Lynx released the public facing Geocortex site that is under review. CITY OF DUBLIN GIS SERVICES 58 Name of Customer: Customer Contact: City of Los Angeles Mr. Gregg Vandergriff, PE Assistant Division Engineer Customer Address: Customer Phone Number: 200 N. Main Street,Suite 1500 213 482-0366 Los Angeles,CA 90012 Customer Email: greg.vandergriff©Iacity.org Type of Project: What was the period of performance? Current contract period: GIS Professional Services From: 1/1/2017 To: 1/1/2018 Value of Contract: $1.3 million Project Description: The City of Los Angeles Bureau of Engineering is the lead agency for the City's 30-year, $1.4 billion program to repair sidewalks across Los Angeles and make sidewalks more accessible. One of the first steps in the program was to develop an inventory of sidewalks for the 11,000 miles of streets. Psomas was selected by HDR with Lynx as the prime GIS data conversion company to develop a database mapping all sidewalks,trees, curb ramps, driveways, curbs, and parkways within the public right-of-way. As a subcontractor to HDR, Lynx completed the mapping within 15 months from project kick-off.The final GIS represented over 3 million features.The project began with a pilot to develop and document mapping standards to assure the City's information needs were met and the completed GIS database represents a consistent interpretation of the City's diversity of sidewalk configurations. For example,the configuration of sidewalks, driveways, and curbs are laid out differently in commercial, modern residential, older residential, and hillside developments.The written standards provided guidance for mapping and the standard for evaluating quality. Lynx implemented a rigorous quality management process using statistical data validation and visual inspection.The resulting City-wide database complied 100%with 32 specific quality tests and well over 98%accurate results of visual inspection. Lynx deployed an online GIS Viewer that facilitated the City review and markup of each of 10 mapping modules.This online review approach reduced the review cycle to help achieve the aggressive project schedule. Each error or omission identified by the City was corrected by Lynx. In addition to mapping sidewalks and related features, Lynx mapped all trees within the public right-of- way.The trees mapped from LARIAC aerial photos were then matched to a 20-year-old tree inventory database. CITY OF DUBLIN GIS SERVICES 59 Name of Customer: Customer Contact: Alameda County Zone 7 Water Agency Mr. Tom Rooze Associate Hydrogeologist Customer Address: Customer Phone Number: 100 North Canyons Parkway 925 699-3638 Livermore,CA 94551 Customer Email: trooze@zone7water.com Type of Project: What was the period of performance? Current contract period: GIS Professional Services From: 5/1/2017 To: 6/30/2021 Value of Contract: $42,000 Project Description: The agency has recognized that new GIS tools, platforms, and environments are available.The projects primary goal is to allow everyone access to the GIS in some form, managers, support staff, and the public, without formal GIS training or prior experience. Lynx was selected to help implement this vision, modernize the GIS program, and support GIS operations for all divisions within organization: Groundwater, Flood Control, Engineering, and Integrated Planning. The project has several components: • Needs assessment • System Architecture • Database Design, Centralization and Migration • Project-Based Implementation • Standardization, Documentation and Knowledge Transfer The needs assessment was completed in 2018 in which we interviewed over 25 stakeholders and identified over 50 projects that are prioritized. Also, in 2018 Zone 7 entered into an EA licensing arrangement with ESRI which provides access to the full Enterprise suite of products. Our team has developed a preliminary staging architecture based on a two-machine deployment of ArcGIS Server, MS SQL Server, Desktop (ArcMap and ArcGIS Pro) and ArcGIS Online. Several web apps have been deployed for field data collection using the Collector and Survey123 apps; many more web maps and apps are deployed for different divisions including an operational dashboard for Water Conservation, an organizational Project Tracking application, a Citizen Request app that integrates with MS Office, and a Flood Control project app. Database design and migration are working in parallel; all data is being migrated into SQL/SDE into a staging environment with documentation for each feature class. Integration with several critical business systems is currently underway including 2 groundwater water modeling databases and several custom applications. CITY OF DUBLIN GIS SERVICES 60 Name of Customer: Customer Contact: City of Pleasanton Mr. William Wang Customer Address: Customer Phone Number: 123 Main Street 925-931-5077 Pleasanton,CA 94566 Customer Email: wwang@cityofpleasantonca.gov GIS Coordinator Type of Project: What was the period of performance? Current contract period: GIS Professional Services From: 7/1/2020 To: 6/30/2021 Value of Contract: $60,000 Project Description: Lynx has worked for the City of Pleasanton since approximately 2003. We digitized the original Water, Sewer and Storm Drain utility systems from thousands of design drawings, field work and collaboration with GIS and Operations staff. Lynx was also engaged to migrate the parcel and planimetric data from the original GenaMap platform to the current ESRI ArcGIS environment, and adjusted all data to high resolution digital orthophotography. Over the years, we have been asked to add additional content to their Enterprise GIS. Over the last 10 years,the City has continued its contract with Lynx on a yearly basis to augment GIS staffing requirements. Currently we have one staff member dedicated to maintaining the City's parcels, utility systems, street lights curb ramp,tract, Accela APO data as well as many ad hoc requests.These data sets are synchronized with City's system on a 30-day basis. Lynx is also under contract with the Alameda County Sheriff's Office and the Alameda County Fire Dispatch Center to maintain street centerline and address point data for all of Alameda County. These 3-and 5-year contracts allow us to share the data with all members of the Tri-valley area. Over the past 2 years Lynx has added support for the City's Geocortex Essentials GIS system. We are tasked to help with workflow development, site normalization and improvement through user engagement. We have spent the last several months developing an enhanced public noticing application that integrates a CAS certified database to validate existing mailing lists for general mailing and the new 5G cell site requests. CITY OF DUBLIN GIS SERVICES 61 Key Staff As a small firm Lynx Technologies' staff is designed to adjust quickly to an ever-changing GIS space, eliminate hierarchy, and enable staff to work directly with the client.The proposed staff structure assigned to the City is illustrated in the figure below. Patrick Kelleher Project Manager • i , i • Lynda Anastacio Administrative Technical Manager Support i • • r - —, . -• GIS Analyst GIS Analyst GIS Technician Stefanie Gee Frank Blom Eric Dole • / \ J Three staff members planned for the term of the agreement are Patrick Kelleher,the company's president, Lynda Anastacio, Lynx's project manager and Stefanie Gee for onsite technical work; Frank Blom will act as back-up support for ad hoc offsite projects. All staff have been working with the City for many years, have extensive experience with the data and work well with the City and its staff. Lynda will be responsible for coordinating off-site task orders and monthly meetings with Tri-Valley activities; indeed, she is already the lead when working on behalf of the cities of Livermore and Pleasanton,the Livermore-Pleasanton Fire Department, coordination with ACRECC, and monthly landbase deliverables to the County.Additional meetings may be required where her presence is valuable. Mr. Kelleher will work directly with the IT Manager on several different tasks: • Geocortex Management and Development • Integration with Other Business Systems • ArcGIS Enterprise System Design • Database Administration Meetings will be held bi-weekly, generally for 1 hour at which point we will update project status, assess current priorities and review project schedules. Additional meetings may be arranged to work with subject matter experts for a particular project, data set or integration implementation. Stefanie Gee will be our dedicated staff person to the City of Dublin. We are proposing one day per week to handle Helpdesk traffic, and to work directly with the City on specific projects. Additional staff is also available for longer term projects as required. Frank Blom has expertise in GPS data collection, utility networks and has worked onsite for Alameda County Public Works for over four years. Eric Dolle often works with Lynda on the countywide addresses, parcels and streets. CITY OF DUBLIN GIS SERVICES 62 Patrick Kelleher I Lynx Technologies GIS Administrator Mr. Kelleher started Lynx Technologies in 1991 and acts as the Chief Executive Officer. He engages in all aspects of the company including management, financial and technical issues.Mr. Kelleher provides oversight for the technical managers and typically acts as project lead for large engagements.He also provides on-site support for long-term clients,providing GIS expertise, Vfi specializing in geodatabase design and administration, ArcGIS Server and Geocortex Essentials. Experience City of Menlo Park GIS Administration,Web Development, Menlo Park, CA:On-site consultant for the City's GIS program, a multi-year, multi-phase EDUCATION project including GIS Enterprise design and development,web development, 1986/MS/Geochemistry/University and database administration. Strategic Plan completed in 2011. The current of California,Santa Cruz system includes management of 3 city staff+ 1-2 interns. Web Development 1983/BS/Biology and and integration with the City's permitting system is ongoing. Geology/University of California, Santa Cruz City of Livermore GIS Implementation, Livermore, CA:Management of three off-site staff to conduct maintenance of the City's GIS data layers.Also provide PROFESSIONAL on-site support synchronizing updates,and providing ad hoc requests. Bay Area Automated Mapping Currently engaged to provide web development using Geocortex Essentials Association(BAAMA) framework and integration services for the City's Accela Land Management, Association of Monterey Bay Area Asset Management,Pipe Inspections, and BMI Document Imaging application. Governments(AMBAG) Developed situational awareness damage assessment app for EOC using Collector. EXPERIENCE With Lynx for 30 years; City of Gilroy GIS Implementation, Gilroy, CA:GIS Consultant for the City with other firms for 4 years of Gilroy including geodatabase and web hosting. Responsible for managing initial conversion(2002-2007), 6 staff members, database design.Current agreement (2012-2017)expands development,maintenance, and migration to ArcGIS Server. Current projects include Tiburon/Tritech CAD upgrade, coordination with Santa Clara County Assessor's Office, Implementation of Cityworks Asset management, and providing field access to Public Works operations staff. Coordinates with GIS Users and fields GIS functional requirement; provides on-site training for City staff. City of Los Angeles Sidewalk Asset Mapping, Los Angeles, CA:Project Manager for Lynx under subcontract to Psomas.Designed and managed mapping process to map sidewalks,parkways, driveway ramps, curbs and ADA ramps for 11,000 miles of streets.Performed GIS data conversion and first round of quality control. Managed production process including an initial pilot project and monthly module deliverables over a 14-month period. Maintained and achieved project schedule milestones throughout the project. Achieved well over the 98%accuracy requirements. CITY OF DUBLIN GIS SERVICES 63 Lynda Anastacio I Lynx Technologies Technical Manager Ms.Anastacio started with Lynx Technologies in 1999 and is the technical manager '4": • for the company.Lynda has managed teams ofup to eight GIS technicians and subject matter professionals for dozens of large projects over the years. Her particular expertise includes ArcGIS desktop,geodatabase management,network analysis and management for all utility systems.Ms.Anastacio leads many long- term maintenance agreements and manages 30-day cycle deliveries without exception. She services many clients onsite for technical meetings. Experience EDUCATION Cities of Pleasanton, Livermore, and Dublin GIS Conversion/Maintenance: One of the primary technicians that developed the initial utility infrastructure 1973/Akron University, Akron OH (water,sewer, and storm) systems for both cities (1999-2010). Although these are CERTIFICATION independent projects they developed in similar ways; all three agencies currently 2006/Intergraph/CAD 8.0.1-8.1.2 work together,and Lynda currently serves as the technical manager and lead for all of them. This includes coordination,on-site meeting, technical work, and 2004/Esri ArcGIS Certificate managing up to three Lynx staff.Also developed several ETL processes to manage 2002/MS Access Certificate specific vendor requirements of GIS data supplied monthly. PROFESSIONAL City of Mountain View, Utilities Mapping, Mountain View,CA:Lead technician AFFILIATIONS and manager for this project.Project implemented over several phases: initial Bay Area Automated Mapping conversion of 701 atlas maps,project g manager for GPS field mapping, q subse uent Association(BAAMA) rectification,utility mapping update project(750 CIP projects). 2014 project Association of Monterey Bay Area developed analytical tools to test and correct address data set from outside Governments(AM BAG) vendor. Current agreement to provide ongoing as-needed updates to basemap and YEARS OF EXPERIENCE utility updates from CIP plans and AutoCAD dwg files following City design With Lynx for 19 years specifications. Alameda County Sheriff's Office,Alameda,CA:Maintains street and address point data for Intergraph CAD system.Acts as lead and manages one other staff person. System is countywide(400,000+addresses, 120,000 road segments). 30- day update cycle,project has been extended three times over 10 years.Developed ETL processes to export geospatial data for CAD requirements. City of Dublin Storm Drain System Conversion,Dublin,CA:Initial project converted all Atlas maps from 200-scale mylars to ESRI geodatabase. Subsequent projects include: 1)realignment to digital orthophotography;2)update system from CIP Project plans;and 3)design and implement network model and reassign feature ID's using in-house system and network following routine. 2014- 2016 blanket contract to provide on-site and off-site GIS services. Town of Los Gatos GIS Conversion and Maintenance, Los Gatos, CA:Digitize and maintain parcel,address, and street centerline, storm water systems on a 30- day cycle,post to GIS Web(hosted) and to client server.Uses two-way replication and synchronization to coordinate production, web, and client geodatabases. Developed ETL process to extract and combine County assessor, MetroScan and local data for web noticing application. CITY OF DUBLIN GIS SERVICES 64 Stefanie Gee I Lynx Technologies Ms. Gee has been with Lynx Technologies for over 15 years. She began her career as an intern at the City of Redwood City while earning her BS degree in civil engineering. After graduating from San Jose State University, she continued to work for the City as ' an Engineering Technician. While at the City Ms. Gee acquired skills in AutoCAD 4" Map/Civil and ArcView working on the utility infrastructure systems. She also worked on the City's Document Imaging System scanning CIP drawing files and adding vr associated metadata. Ms. Gee left the City to join Lynx in 2005. Experience EDUCATION City of Dublin GIS Maintenance:Maintained parcel,address, and street 2003/BS Civil Engineering centerline data. As-needed updates to zoning and zoning maps. On-site for San Jose State University specific mapping required by City staff such as park master plan, street sweeping, and traffic count maps. CERTIFICATION 2020/Esri ArcPro Certificate San Benito County GIS Maintenance, Hollister, CA: Current agreement to provide 2005/Esri ArcGIS Certificate ongoing updates to basemap including parcel COGO,address, street centerline, zoning, and general plan data. Worked with County Fire to update fire wall maps for each of PROFESSIONAL AFFILIATIONS their stations. Provided basic GIS training in ArcGIS Desktop beginning in 2009 to SOPAC various City and County staff. CSRC/CRTN Silicon Valley Government Orange County Sanitation District,Fountain Valley,CA: Move and adjust pipes and GIS Collaborative structures of multiple interconnected systems to align with current basemap and spatial projection.Various systems include Air&Oxygen,Chemical,Drain,Foul Air,Gas Handling, YEARS OF EXPERIENCE Solids Handling,Wastewater,and Water piping systems.Use engineering plans to visually With Lynx for 15 years look for abnormalities and adjust or digitize corrections.Check attributes to ensure the With Redwood City 2 years Domain values are valid.Uses two-way replication and synchronization to coordinate client geodatabases. Many drawing profiles require complex interpretation of three-dimensional perspective drawings. 20 65 Frank Blom I Lynx Technologies GIS Analyst Mr. Blom is one of the company's senior analysts and has been with Lynx Technologies for nearly 20 years. 777— Experience Alameda County Department of Public Works,Alameda County,CA:Frank has 16. _ spent the last five years working under the direction of County Public Works staff working on-site as a GIS Technician for development of the County's Flood Control _ and Storm Drain GIS. He has been the lead technician responsible for verifying an earlier body of work to develop the County's storm and flood control systems. This — has required researching all engineering plans, inspecting each of the infrastructure assets, and comparing the data to the GIS. Specifically, he reviewed spatial accuracy, direction of flow, elevation values(and vertical datum), and other attribute values. As part of this project,Frank also works with Psomas programming staff to help EDUCATION troubleshoot integration tasks with the County's CMMS system.A key component 1998/Cabrillo College,CA of his effort was to ensure and correct asset keys and orphaned assets so that the 1989-91/Technical Installation data could be synchronized between the two systems. College,Amsterdam, NL 1975-78/Mechanical Engineering City of Gilroy,CA:Lead technician for the initial conversion and ongoing Degree,Amsterdam, NL maintenance of the City's landbase and utilities systems. This project began in 2002; initial conversion was completed in 2005 and Frank has been the primary CERTIFICATION technician to maintain the system on an ongoing basis. The original development 2004 ESRI ArcGIS Certificate involved COGO development of the parcels,and building the infrastructure using engineering plans,local valve schematic books(for water), and PROFESSIONAL AFFILIATIONS redline markups from City staff. Bay Area Automated Mapping Association City of Dublin,CA:Initial project converted all Atlas maps from 200-scale Association of Monterey Bay Area mylars to ESRI geodatabase. Subsequent projects include: 1)realignment Governments to digital orthophotography;2)update system from CIP Project plans;and 3)design and implement network model and reassign feature ID's using in-house YEARS OF EXPERIENCE system and network following routine. 2014-2016 blanket contract to provide With Lynx for 20 years; onsite and offsite GIS services. with other firms for 4 years City of Sonoma,CA:The City of Sonoma has been a Lynx client for nearly 20 years and Frank has been an integral part of the GIS development and implementation. He worked on the original parcel and utility conversion effort from 400-scale atlas maps effort and many subsequent projects to improve spatial accuracy and content. This included survey grade GPS collection of all storm and water above ground structures, a subsequent project to map all storm water outfalls,and new GPS data capture of street lights and street signs in the City. CITY OF DUBLIN GIS SERVICES 66 Project Approach Our proposed approach will focus on accomplishing the tasks identified in the RFQ: • Digital Conversion and Maintenance of the City's Data • Technical Support and Knowledge Transfer for the City's Existing GIS Enterprise System Design • Maintaining and Integrating Web-Based Applications Using ArcGIS Enterprise,ArcGIS Online (AGOL), Geocortex Essentials and Other Business Systems Overall, we have different strategies and staffing for each of these roles, discussed below. Project Management Good project management is critical to the success of this engagement and we propose several different methods. First, we propose scheduled bi-weekly, 1-hr. meetings between Mr. Kelleher and the IT Manager using Zoom, or onsite.These catch-up meetings will provide a forum for the City to raise any issues that arise, introduce new task orders, and update the City on the status of any long-term projects. Second, Lynx will have direct access to the City's Helpdesk Ticket system. We have used this system with the City in the past, use similar systems in other engagements, and it is an efficient communication method that provides all team members an accurate status of GIS requests. Using this system, Ms. Gee will access the Helpdesk daily for any new tickets;this grants her the ability to plan her scheduled day with the City,flag anything that looks critical ("I need this today if possible"), and, if necessary, start communicating with the requesting City staff. Third, we will encourage direct communication between Lynx Technicians and the City's staff. Finally, we propose to develop and manage a list of Task Orders for non-routine requests.Task orders are the individual project requests initiated by the City.The illustration below is one we implemented for the City of Campbell; it is posted on our SharePoint site so that it can be edited by both parties. A B C D E G H 1 Master Address layer i.e.GIS is Addressing authoritative source that will work All • Critical Et 50 2 for all applications Integrate with MyGoyt 3 Online Al Critical 5 4 Add parcels outside City at least 500' Ali 30 Critical r„,ff ..rrsrnrtxev tor........................ ............ ............ ........... .........,. ..._.._.. ......._... ..................... ............ ....................... 5 A. Planning ...,..,.....25 Critical I 6 Parcel Report owner's mailing list not working Planning 20 Critical �99 Public Noticing Automaticallygeneratea map Planning Critical ' 0 7 showing buffered parcels Public Portal Create a public interface All 60 High With the County site going $ down,being able to-share g Address Fixes See list from Marge ! All ! 25 High ,_... 10 Identify Private R/W All 50 High • 0 Integrate with City Web Site All 60 High I 0 I 11 . The list would be reviewed bi-weekly and priorities adjusted as required; it will provide a visual aide to articulate expectations and outcomes to the City. CITY OF DUBLIN GIS SERVICES 67 For new Task Orders Lynx will utilize a proven methodology for defining the scope, assigning resources, and managing the project implementation. If, for example, a new business system is acquired by the City and requires integration with GIS,we would develop the project through the following documented steps: ■ Project Justification (purpose, stakeholders, deliverables) • Statement of Work • Schedule (hours and timeline) • Create a Project Plan ■ Project Management In other words, a project would start with a formalized request followed by a document that defines its parameters. As part of the Statement of Work we would meet with SME's as required to help frame the project deliverables.The Project Plan would include any milestones. Summary of Deliverables/Key Points: ■ Bi-Weekly Managers Meetings ■ Daily Helpdesk Management ■ Direct Communication with staff ■ Shared Task Order Management (1) Digital Conversion and Maintenance of the City's Data — Core Layers 30 Day Cycle Routine maintenance of the City's GIS data,the first priority of the RFQ,will be split ];22'2019 between two staff members. Lynda Anastacio will manage what we consider Base Feature Layers and will include: a) Parcels, 7128/2019— b) Street centerlines, c) Address points, d) Assessor's data, both Secured Role and Property Characteristics 84i2019— e) Record Boundaries(Tract, Parcel Map, Records of Survey) f) Jurisdictional Boundaries (City Limits, County, Federal) 811/2019— This task is a well-established workflow that Lynda performs as part of agreements with neighboring agencies and Alameda County, and follow a well-documented 30-day cycle (right)that follows the monthly release of the assessor's data. All line and polygon feature 8;18,2019 layers will be entered by coordinate geometry methods (COGO) and spliced into the existing air r2a"e feature classes using an affine method, control points and/or the 2020 County Aerial imagery. We propose to implement ESRI's Distributed Database tools (two-way replication and synchronization in a disconnected environment)to help manage the coordination between Lynx and the City.This will simplify data exchange by tracking changes, and sending/receiving small XML files to transfer new or changed content. We are using this method now for the City of Livermore and implementing it for City of Pleasanton's data that we maintain. CITY OF DUBLIN GIS SERVICES 68 Finally, Lynx will manage the synchronization of Tyler Eden business and permit data with GIS on a monthly basis in addition to the base layer maintenance listed above. We understand that is a complex task, one that has several intermediate staging products however, we know that this data is a critical part of the web-based GIS content that the GIS User community depends on. Moreover, we believe that this is an integral step of the maintenance process and including it as part of Lynx's monthly responsibility is appropriate. Knowledge transfer to Lynx, additional staff, and adequate credentials will be assigned to this stage as determined by the IT Manager. (1) Digital Conversion and Maintenance of the City's Data — Helpdesk Tickets Other layer maintenance, new content, map requests, ad hoc requests, GIS analysis etc. will be processed by Stefanie Gee, through the City's IT Helpdesk system. Frank Blom, Eric Dolle and other Lynx technicians can be employed as required but our experience has been that additional help is not necessary for Helpdesk tasks.As mentioned above, Ms. Gee will login to the Helpdesk system daily to look for critical tickets. When these occur, and they are requesting a one-or two-day turnaround, Lynx will make every attempt to process the request within the requested timeframe. If that is not possible, at a minimum, Ms. Gee will reach out to the City staff person making the request to inform them when they can expect the job can be completed. For less time sensitive tickets, Ms. Gee will have 8 hours per week dedicated to the City of Dublin for GIS maintenance work. She will be free to work with City staff directly to answer any questions, provide product(s) and get more information. If the ticket cannot be closed within the same day, a comment will be added to the ticket to reflect the current status. If all Tickets are processed and closed, she will use that time to work on other projects from the Task Order tracking sheet discussed above. For example, the storm drain system is missing many attributes and she could use the remaining budgeted time to update the assets by working through the as-built drawings to fill in missing profile data (rim and invert elevations, slope, depth, etc.). (1) Digital Conversion and Maintenance of the City's Data — Project Based Task Orders Extended projects that require more than a few weeks will require a third approach. We propose a list of potential tasks at the end of our proposal that fit in this category; other long-term tasks include some of the GIS Enterprise Design and Strategy projects that are discussed in the next section. Depending on the scope of the task, a simple email exchange detailing the request and estimated time should suffice; for other projects we will follow the procedure discussed above (see Project Management)to formally adopt a plan, systems specification, and budget. Once the project is initiated, status of the project will be reported to the IT Manager as part of the bi-weekly meetings. The scope of long-term tasks will vary considerably and an important consideration is staffing and budget. Our projected cost is$75,000 per year with about 85% dedicated towards maintenance operations, thus$10,000 could be invested in longer term projects. CITY OF DUBLIN GIS SERVICES 69 Summary of Deliverables Task 1: • 30-day delivery update cycle for core layers • 1-2-day turnaround time for critical Helpdesk tickets • Dedicated 8-hours per week to process ad hoc and longer-term Helpdesk tickets • 2 minimum staff dedicated to GIS data maintenance (2) Technical Support and Knowledge Transfer for the City's Existing GIS Enterprise System Patrick Kelleher will lead the effort to meet the requirements of this task. Mr. Kelleher has a working knowledge of the City's existing ArcGIS Enterprise/Geocortex Essentials architecture and has eight(8) years of experience in this realm in ten (10) other cities. He will be able to provide immediate assistance maintaining, troubleshooting and providing development support. We are aware of a small presence in the ArcGIS Online (AGOL)space. Lynx has been working in this arena for the last seven years and prepared to help develop or provide recommendations to expand the City's presence. Similarly, we are unaware if the City has deployed ArcGIS Portal, or has plans to do so. Mr. Kelleher has implemented single machine ArcGIS Portal base deployments for two sites in the last two years, and is working within this realm for the City of Menlo Park. Currently Lynx uses subconsultants to implement such as ESRI Solutions Architects (Sacramento). The following discussion is our prescription to analyze the current GIS environment and develop a plan to expand the GIS infrastructure and user experience. Documentation and Knowledge Transfer. Lynx will inventory and document the City's Enterprise GIS environment which will include: • Hardware and Software Diagram • GIS Inventory, Schema and Data Model • Metadata of all current layers We are well aware of the hardware investment developed for Dublin's GIS and confident that this strength will support future development with minimal investment. If a diagrammatic representation of the hardware and software exists, we can adopt it; a sample of a model from the City of Menlo Park illustrates our proposed deliverable and is included in Appendix A of this submittal. The GIS Inventory will document all layers,tables, domains and relationships participating in the GIS including AGOL content and regional data.The resulting data model will help communicate the existing condition, and provide a platform to upgrade content and set the stage for future applications. Based on our experience with the City's data we recommend imposing specific standards for all layers such as: field naming convention, primary keys, editor tracking, metadata, etc. We believe that this not only helps the user experience, it helps with maintenance and will also help future application development and integration. For example, the Storm Drain System was originally digitized by Lynx in 2005 and the schema has not materially changed. However,this schema will not support the current storm water solutions available in ArcGIS. We recommend upgrading the design so that it is aligned with the current ESRI LGIM. CITY OF DUBLIN GIS SERVICES 70 Metadata will be populated for all layers and tables in the GIS database(s). This will help facilitate users with an understanding of each layer's quality and integrity.This will also help publishing to the web as these data are included in web services. We follow the FGDC standard as well as other helpful conventions we have developed in other cities. Our intent is to complete this effort in the first 100 days of our engagement. ArcGIS Enterprise and Geocortex Essentials Technical Support As mentioned above, Mr. Kelleher has extensive experience with ArcGIS Server and Geocortex Essentials and will be able to support the IT Manager and GIS User community with administration, upgrades, troubleshooting and user-driven requests and enhancements. Our understanding is that the City currently has a very robust hardware environment and mature and stable software platform consequently,we believe that our maintenance effort will be minimal and primarily involve software upgrades, maintenance patches, and troubleshooting. Some upgrades/implementation that may be required include: • ArcGIS Server current version: 10.8.1 • Geocortex Essentials current version: 4.14.1 • Geocortex HTML5 Viewer current version:4.14 • Geocortex Workflow on-premise: 5.19 • Geocortex Reporting on-premise: 5.10 • ArcGIS Desktop & License Manager: 10.8.1 • ArcGIS Pro current version: 2.7 ArcGIS Server security should be reviewed and, if necessary, Lynx will work with the IT Manager to set up Users and Roles and impose token security on existing feature services to prevent inadvertent corruption of data. We are also very familiar with ArcGIS Pro and can help high-level GIS Users transition from ArcGIS Desktop to this platform. Recommendations We have experience in the additional implementations listed eltorne to the San Benito Coui ly UI5 Open uaL, Portal below.These tools are not required for the existing system but are common implementations we have worked with for other Cities. If the City is planning to expand its GIS footprint into additional platforms, these offer relatively fast developments that can be included within our proposed scope of work. • Open Data Portal.This tool would open the GIS environment to the public by providing a centralized location to access downloadable data.The figure to the right is one example, San Benito County, a current client has implemented. CITY OF DUBLIN GIS SERVICES 71 • AGOL Organizational Site Development.The City owns an organizational account however, we believe it is under-utilized. Over the past few years, we have worked with cities that include AGOL capabilities with Geocortex site development. Most users continue to enjoy the centralized approach and rich capabilities that Geocortex Essentials offers, however,targeted applications that are available in AGOL provide an additional tool for a specific audience. The snapshot below is one example of an operational dashboard from Menlo Park's Portal Gallery. This allows City Manager's Office staff to get a quick picture of current sale history.The app consumes the same feature service as Geocortex Essentials users but applied using out-of-the- box tools available in AGOL and Portal. ----no I-INf1 p0 -- Last 120 Days of Property : 11 m =r 9 • ■ . ,10,3 O Total Assessed Value Su sm m al Sale Amounts for the last Total Sales in the ' Total Number of living u 120 Days last 120 Days Units i $22,262,437,665 $96,000,948 35 17,886 • Integrate Geocortex with ArcGIS Online and configure single-sign on authentication. • Configure ArcGIS Portal Base Deployment in a Single Server Staging Environment.This implementation would provide an opportunity to stress test a full deployment and allow for capacity planning and design without impacting the rest of the ArcGIS Enterprise. • Consider Field Apps utilizing Survey123 and AGOL Collector app. Lynx would interview Stakeholders particularly within Public Works to test the level of interest. We have developed applications for Stream Maintenance, Outfall Inspections and Homeless Encampments for other clients. Summary of Deliverables Task 2: • Geodatabase Data Model of Existing • Software Upgrades Database(s) • Implement Open Data Portal • FGDC Metadata • Configure ArcGIS Online Site and Apps • Apply Geodatabase Standards and • ArcGIS Portal Base Deployment on Schema Upgrades Staging Environment Server CITY OF DUBLIN GIS SERVICES 72 (3) Maintain Web-Based GIS app with ArcGIS Enterprise, and Geocortex; Integrate with other Business Systems Patrick Kelleher will also represent Lynx Technologies to work within the current ArcGIS Enterprise/ Geocortex Essentials Framework to integrate GIS with the City's different business systems. As discussed above, Mr. Kelleher has over eight years of experience working with both of these applications, and has worked to integrate GIS with many common government business systems over the last 30 years. He has worked closely with the IT Manager in the past, and spent many hours discussing and learning the current automated workflows that help integrate the Tyle Eden permit and business finance software with GIS;that effort will be an advantage for further development. Indeed, our goal is be completely self-sufficient with the proposed parcel /address/owner(APO)workflow on a consistent 30-day cycle. We have not worked with the Dude Solutions CMMS software. However, we have experience with most of the CMMS vendors as described above, and the prevailing convention is to manage integration by providing feature services via REST. We typically allow the vendor to review the current service and/or meet with them to see if schema changes or other characteristics are required (number of services, dynamic vs tiled, coordinate system, etc.). Lynx has started this process with Tyler LMS for the City of Gilroy, City of Livermore's Public Works NexGen, and the City of Emeryville's Lucity CMMS. We also have working experience with Laserfiche in the Cities of Livermore, Los Gatos, San Mateo and Vista using different methods to integrate with Geocortex Essentials and Autodesk's MapGuide. Geocortex Workflow and Reporting are also tools to help extend the GIS User experience. Mr. Kelleher has been working in this environment for many years and is eager to work with City to continue to use these tools to solve complex problems. We believe that a user-driven approach will serve the City most efficiently so that we can target our time to develop a complex report, specific map template, or automate a workflow that fills a specific City staff need.The Council/Board Conflict of Interest map is one such example in which an elected official must recuse themself if they live within 500' of a proposed development project. Maintaining this data is currently a manual process that we believe can be automated in several ways using Geocortex Essential's tools. A number of other automation tasks like this are listed in our proposed projects list in Appendix A. One project that we just completed for the City of Pleasanton integrates a Geocortex workflow for public noticing workflow with the SmartyStreets application.This is a SaaS, CAS certified vendor,that validates a list of addresses extracted from GIS and returns a list of valid mailable addresses. We used their API to develop the function for planning application public notices and small cell site notification, the tool also publishes a map showing the buffered selection and the subject parcel. Whether a proposed task involves an integration, Geocortex Workflow or Report, or a new web service, the development process is similar: priorities will be determined by the IT Manager,then follow these basic procedural steps: ■ Work closely with key stakeholders to document the objective and desired outcome ■ Develop and implement a pilot • Use the pilot results to document the scope of work, schedule and cost • Generate a Task Order to implement the project. CITY OF DUBLIN GIS SERVICES 73 Once the project is accepted as a Task Order, bi-weekly status meetings with the IT Manager will keep the City and its stakeholders informed until implementation is complete. Recommendations Regional Collaboration. Data sharing is already a part of the City's GIS ecosystem: as members of the Alameda County Sheriff's Office MOU,ACRECC County Fire Dispatch, and informal exchanges of utility and other infrastructure with DSRSD and the cities of Livermore and Pleasanton. We recommend formalizing the process and developing a strategy to synchronize the data exchange process so that it is much more efficient. Specifically,we propose to act on the City's behalf to form the Tri-City GIS Group. Mr. Kelleher experience in the region places him in a unique position to accomplish this task. The initial goals would: a) identify areas-of-interest, b) document data-sharing requirements and c) potential collaboration methodologies. Immediate examples of specific regional existing/proposed projects include: ■ Zone 7 would like to collaborate their Flood Control Inspection and Maintenance AGOL Application. • Homeless Encampments is a shared challenge and without borders, particularly in the flood channels and Arroyos. Lynx developed and AGOL app for the Police Department that could be shared by all enforcement in the valley and posted to a common dashboard. ■ Regional Stormwater Permit data and application involving Trash Capture and Outfalls.There is a countywide effort that includes data and applications. ■ ACRECC has asked Lynx to host a Utility service for the Valley's water, sewer and storm systems in case of a catastrophic event or regional emergency. User Group Meetings. We believe that scheduled GIS User Group meetings can be an effective tool to get input regarding the current health of the GIS system, and solicit new requests for data and functionality; Mr. Kelleher would lead these discussions. Our experience has been that bi-monthly or quarterly meetings provides a balance between frequency and engagement. Summary of Deliverables Task 3: ■ Integration with Dude Solutions and Lasefiche ■ SmartyStreets Integration with Public Noticing ■ As Needed Geocortex Workflow and Reporting Development ■ Regional Data Sharing ■ GIS User Group CITY OF DUBLIN GIS SERVICES 74 + v' C „....,,,, 44 o on 10 co 3 CO M U mU a) __ 71- CO- LO i.j > C at 4--I r l + 4r a) = t 9- 69- En # W C to w 1� 4 <— to ifil Q E a 10 z O rJ o I- . I. crs i ,Zr 4-4 vs - N 1.f5 O _Z c .2 Allill C, U 54 CZ U do a1 -CVIv C Lb ti 00 o O C - i- 0 .-1 rn ,-1 0 kO U a 4-4 4% D 4 S a) u fs L al CU O Sd) i -O O O to a) U =• f6 4) a- C_ O• O O Ln +� N to Q C _Cto - n5. QJ C N -c) -0 4--) R7 in C < -a 10 o C vi J o_ CU 10 eP -, I to N O N N n Z C v tJ 7 C o 0000000. a) 43 C L- o CF Ca o 0 0 x 6 O� In co.M Len fl in l p_ L1`) i Q) C N Q Q) N rn i t v 4h +h 4h +h Jam+ ttn �' C ° D a) V7 ❑ ❑ i O (1J a1 t ,_.)c Lc) to (3) H +-' to LA 5/5 O v 0 V C U a > en jE 0_ til 43 UTli L a)• V J ul ra.o d N CO f0 +-' C Cl.) J� C }� CU • 4- onZ as CO f6 u7 4 v) m +-' U = C� 1— O LL 0 J a) u a7 "r a7 C N an O 0 O . U u 1— La r0 C ToCO O O W rr rCa r0 r0 z J +�.' Cl I— in s/} this _C Q.C .C i— N ° aa) m '- o c � I- mE = E L riJ i a o o v ,- 0 I- v 75 Labor Rates and Budget Discussion Labor Rate. We use a single standard rate for all services provided regardless of staff position,thus the hours and budget amounts in the chart above are based on a shop rate for the 2021/2022 fiscal year of $75 per hour. In subsequent years,the rate will have modest increases according to the following schedule: 2021/2022 $75 2022/2023 $80 2023/2024 $85 2024/2025 $85 2025/2026 $85 Discussion. Dublin will receive invoices on a monthly basis, terms are Net30. Each invoice will include the date, hours worked to the%-hour, the staff person and description of work. Lynx Technologies' policy is to bill for hours worked and therefore the worksheet above is a guide to constrain hours and personnel across 3 distributed tasks. In other words,the hours above are not set amounts, and will fluctuate based on the base map maintenance and helpdesk tickets submitted each month.This provides the City with the option to either dedicate the remaining budgeted hours to Task Orders and long-term projects, reserve these hours for later, or not use them at all. Finally,the worksheet is intended to communicate the hours to be dedicated to the City, roughly 1.5 FTE over 3 Lynx staff members. Additional staff time can be increased with additional budget as directed by the City. CITY OF DUBLIN GIS SERVICES 76 Estimating Costs Item Hours Rate Cost Comment la) 50 Lot Subdivision Tract Boundary 1 $75 $75 Closed traverse, least squares adjustment, residuals reported if> .001 Parcel Lots 7 $75 $525 Separated into R/W and Parcel Lots consistent with existing themes Parcel Polygon 1 $75 $75 Attributes populated consistent with Street Centerline 1 $75 $75 current requirements for County and local public safety CAD requirements Street Name 0.5 $75 $38 Address Point 0.5 $75 $38 Attributes populated consistent with current schema Address Annotation 0.25 $75 $19 Orientation and classification based on current requirements QA/QC 0.5 $75 $38 Topology Check Splicing 1.5 $75 $113 Sub-total 13.25 $994 Overhead 15% $149 Includes project management and material cost Total $2,137 Item Hours Rate Cost Comment 1b) Utility Map Conversion Note:Attributes for all systems include plan and profile, and will follow current schema as wells as a second delivery in the schema supported by the current CMMS application; cost for such included in Overhead. Water Mains (5,280') 6 $75 $450 Laterals and Meters 2 $75 $150 (50) Fire Hydrants(5) 1 $75 $75 Valves 1.5 $75 $113 Not specified but apply typical scenario Fittings 1.5 $75 $113 Not specified but apply typical scenario Recycled Water Mains (5,280') 6 $75 $450 Fire Hydrants(5) 0.5 $75 $38 Valves 1.5 $75 $113 Not specified but apply typical scenario Fittings 1.5 $75 $113 Not specified but apply typical scenario, Based on Average Tract CITY OF DUBLIN GIS SERVICES 77 1b) Item Hours Rate Cost Comment Sanitary Sewer Mains (5,280') 4 $75 $300 Laterals(50) 1 $75 $75 Specification has 1 but using typical reach Manholes (17) 1 $75 $75 (300') Storm Drain Mains (5,280') 6 $75 $450 Inlets (35) 3 $75 $225 Manholes (20) 1.5 $75 $113 Specification has 1 but using typical tract Fittings(5) 0.25 $75 $19 Not specified but apply typical scenario Splicing 1 $75 $75 QA/QC 1 $75 $75 Connectivity Sub-total 40.25 $3,019 Overhead $0 $453 Includes project management and material cost Total $3,469 Item Hours Rate Cost Comment 1c) ArcGIS Enterprise Base Deployment* Hardware System 4 $75 $300 SSL Certificates, Check Hardware and IIS Configuration System Specifications Install Configure 4 $75 $300 Server Install Configure Portal 4 $75 $300 Configure Web 1 $75 $75 Adaptors Install and Configure 4 $75 $300 Data Store Federate Servers 1 $75 $75 Total 18 $1,350 * Recommendations For Single Machine Base Deployment expand memory to 32 GB and 250 MB of storage capacity, monitor CPU and memory usage for all tiers before considering expanding resources (machines) and licensing requirements. Resource contention between App tier and Data tier will be the most likely reason for expansion. Other considerations: High availability and failover protection (using offsite passive method), Staging/Development server. Consider ArcGIS Monitor to build metrics for expansion. CITY OF DUBLIN GIS SERVICES 78 Schedule A diagrammatic representation of our team for the 12-month term is illustrated below: Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Basemap Helpdesk T -A- Status g1 ❑ ® • • Meetings f ❑ ❑ ® 1 ■ ® ■ ■ ■ ■ ■/ -1 Task Orders • 30-day schedule for basemap Maintenance; within 10 days after the Assessor posts data (Lynda). • Helpdesk tickets monitored daily, critical products produced within 1-2 days if possible (Stefanie). • Helpdesk tickets dedicated 8-hours per week, any remaining time goes toward Task Orders (Stefanie). • Status Meetings.Twice per month, 1-hr (max) each. (Patrick) • Task Orders. GIS Infrastructure, Database Administration, Geocortex Work,ArcGIS Server, Integration, etc. 18 hours per month minimum.Task Orders project list(Patrick, Stefanie). Confirmation of City Requirements Lynx Technologies acknowledges that Patrick Kelleher is authorized to represent the company, has read the City's Standard Consulting Agreement and Insurance Requirements, and unconditionally accepts its terms and conditions and meets the insurance requirements. A sample of our insurance certificates is attached. CITY OF DUBLIN GIS SERVICES 79 Appendix A Projects Below is a list of projects compiled from past notes, it is not meant as an exhaustive list and can be considered topics of discussion to be added to our task orders Proje Categor Priority Comment Eden APO to XAPO Integration 2 Data direct from GIS via FME/Workflow Yearly CIP Projects Report Web GIS 2 Create Report Template so can be done by Finance Staff API for SmartyStreets Web GIS 1 Integrate into Public Noticing App Annual Banner Ads Web GIS 2 Enable/Train ED staff to do themselves Digital Submittal Standards Knowledge Transfer 2 Review existing,write to include GIS Conflict of Interest Maps Web GIS 2 Create workflow so staff can do themselves Geocortex:integrate 3rd Party Web GIS 2 Pictometry,Google Street View,Public is broken(?) Apps Street Furniture Data Management 2 Develop schema,content,integrate with Dude Solutions(Trash cans,benches,news racks,etc.) Integration with City Web Site Web GIS 2 e.g.,(frame,links to/from Laserfiche Integration 2 Centralized image storage,develop spatial component in GTX Dude Solutions Integration Integration 1 Parcel Fabric in ArcGIS Pro Data Management 3 Justification, Discussion Parcel Report Generator Web GIS 2 Internal and Public:Commercial vs Residential e.g. FAR,set-back requirements Parks&Rec Story Map Web GIS 3 Link to City Registration Page Cell Site Notification Web GIS 1 Get requirements,enable for public(?) Storm Drain System Data Management 1 30-50%profile data missing CIPs linked Review/Modernize schemas Data Management 1 Evaluate in context of Web GIS for present day Development Projects Story Map Web GIS 2 Manage by CD staff via Excel/GTX or Portal Easements Data Management 1 Go through legal documents,access to County Recorder Templates,Charts,Reports for Web GIS 1 User-driven, interview stakeholders internal users Tract/Parcel Map Overlay Data Management 2 Link to Laserfiche Utility Network Model Web GIS 3 Discussion CITY OF DUBLIN GIS SERVICES 80 a) 1 � d c • g a f0 « a) ` t, N O • LL d d N G 0 m e E "m c. 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