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HomeMy WebLinkAbout5.C.5. Authorize Purchase of GIS Computer Software Maintenance Agreement s;c .s-; CITY OF SHAKOPEE Memorandum cOt~~SEr~IT TO: Mayor & City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Authorize Purchase of GIS Computer Software Maintenance Agreement and Customization Work for Timesheets and Phase III Consultant Extension Agreement for GIS DATE: March 5, 2008 INTRODUCTION: This agenda item is for the City Council to consider authorizing the purchase of Computer Software Maintenance Agreement and Customization Work to Support the Public Works GIS System and a consultant extension agreement with 2008 GIS services. BACKGROUND: Attached is a maintenance invoice for Carte-Graph system software programs that the Public Works Department has purchased in association with the GIS Management System and its assets in the Public Works Divisions. Also attached is an agreement with Carte-Graph Systems, Inc. for customization of the computer software programs to assist in time sheet recordings with the street maintenance, sanitary sewer maintenance and storm drainage maintenance work. Previously, in 2007, the City had purchased an eight-pack Carte-Graph System software package which it uses for its asset management of sanitary sewer, storm drainage, signs, pavement management, park maintenance and other assets in the Public Works Maintenance Divisions. In order to keep these programs current and supported by Carte- Graph Systems, a software maintenance agreement needs to be renewed before March 16, 2008. The cost of this maintenance agreement is $13,130.00, which supports all software packages that are utilized by the Public Works Department for GIS asset management including custom modifications in the park maintenance programs for recording the work and placing it into timesheets for the employees. Also included is a customization agreement for the sanitary sewer, storm drainage and street maintenance areas, in which asset management information will be placed into timesheets automatically, similar to what was done in the Park Maintenance Division. The cost of this customization work with Carte-Graph Systems is $7,995.00, with most of the funds to paid out of the Sanitary Sewer Fund and Storm Drainage Fund. Also included with this memo is a Phase III proposal from WSB & Associates, Inc. to serve as the GIS system coordinator with our GIS specialist. This proposal will complete/coordinate the time sheet implementation project for street, sanitary and storm work, integrate call center/work director for work orders, complete data collection form, complete the GIS server work as approved by Telecommunications Advisory Committee earlier in 2007 and GIS coordination throughout the year with our GIS specialist. Other GIS projects, if necessary, would be brought back under a future extension agreement. Funding for this consultant work would be funded as follows and budgeted in the various Public Works Division and utilities: FUNDING SOURCE AMOUNT . Engineering . Street . Park . Sanitary Sewer . Storm Drainage . Telecommunications $ 1,000.00 $ 2,000.00 $ 900.00 $ 3,000.00 $ 3,000.00 $ 2.000.00 Total $11,900.00 Staff did budget for the software maintenance in the various Public Works Division and utility funds and this agreement will be funded as follows: FUNDING SOURCE AMOUNT . Engineering . Street Maintenance . Park Maintenance . Sanitary Sewer Maintenance . Storm Drainage Maintenance $ 2,000.00 $ 2,500.00 $ 2,500.00 $ 3,065.00 $ 3.065.00 Total $13,130.00 In addition to customization, more work to be done by Carte-Graph Systems will be paid as follows: FUNDING SOURCE AMOUNT . Street Maintenance . Sanitary Sewer Maintenance . Storm Drainage Maintenance $1,995.00 $3,000.00 $3.000.00 Total $7,995.00 These agreements are necessary in order to keep the software systems current. Staff also believes the customization work will allow the recording of information to be done in a more timely and efficient manner and save time in preparing time sheets for the Public Works employees. In the various Public Works Divisions and utilities, staff has budgeted the following amounts: . Engineering . Street . Park . Sanitary Sewer . Storm Drainage . Telecommunications $ 5,000.00 $11,000.00 $ 3,500.00 $15,000.00 $15,000.00 $ 2,000.00 Bude:et ImDact: The tax levy division of Engineering, Street Maintenance and Park Maintenance will be expending $12,895.00 for the 2008 year in support, customization and consultant time as compared to the $19,500.00 budgeted. These expenditures are 66% of the funds budgeted which should be the amount needed for the 2008 GIS program. AL TERNA TIVES: 1. Authorize the Maintenance Software Agreement in the amount of $13,130.00 to be paid out of the various funds, as indicated in the memo. 2. Authorize the purchase of Customization Work by Carte-Graph Systems for the street maintenance, sanitary sewer and storm drainage systems to be used for timesheets. 3. Authorize the appropriate city officials to execute the consultant extension agreement from WSB & Associates, Inc. for GIS Services in 2008. 4. Do not authorize funding for the GIS Maintenance Software Agreement. 5. Do not authorize funding for the Customization Work for the street maintenance, sanitary sewer and storm drainage systems. 6. Do not authorize the appropriate city officials to execute the consultant extension agreement from WSB & Associates, Inc. for GIS Services in 2008. 7. Table for additional information. RECOMMENDATION: Staff would recommend Alternative No.1, No.2 and No.3, in order to keep the software programs current and to provide customization of the programs to allow more efficient recording of work on the employee's time sheets and to authorize consultant GIS services for 2008. ACTION REOUESTED: 1. Authorize the Maintenance software Agreement in the amount of $13,130.00 to be paid out of the various funds, as indicated in the memo. 2. Authorize the purchase of Customization Work by Carte-Graph Systems for the street maintenance, sanitary sewer and storm drainage systems to be used for timesheets in the amount not to exceed $7,995.00. 3. Authorize the appropriate city officials to execute the consultant extension agreement from WSB & Associates, Inc. for GIS Services in 2008 in an amount not to exceed $11,900.00. ~~ Public Works Director BUpmp ENGR/2008PROJECTS/2008COUNCJLlGIS-COMPUTER-SOFTW ARE February 27, 2008 Mr. Bruce Loney, PE Public Works Director City of Shakopee 129 Holmes Street S. Shakopee,MN 55379-1328 Re: Proposal to Proceed with Phase III of the GIS/CMMS Implementation City of Shakopee, MN Dear Mr. Loney: I am pleased to submit this proposal on behalf of WSB & Associates, Inc. to proceed forward with Phase III of the Geographic Information System (GIS) and Computerized Maintenance Management System (CMMS) Implementation for the City of Shakopee Public Works Department. It is my goal to build on the successes of Phases I and II and continue the development of the City's CMMS/GIS in Phase III of the project. Continuine: GIS/CMMS DeveloDment In Phase II of the GIS/CMMS Implementation we achieved our goal of migrating the City's GIS data to the GIS server and integrating that information with Cartegraph. In Phase III we will concentrate on managing work flow using WORKdirector, implementing timesheets that are integrated with the CMMS for all Public Works Staff, distributing maps using internet technology, and creating digital data collection forms for Storm and Sanitary Sewer. As always, we will concentrate on improving operating efficiency. During Phase III we will deliver the following: 1. GIS Coordination The continued development of the GIS and CMMS and City Staff will be supported as is needed during 2008. The overall goal will be for the City's GIS Specialist to handle the bulk of this task with support from myself as necessary. This task also covers time spent completing miscellaneous tasks as directed by the Public Works Director or Assistant City Engineer. C:\])ocumenls and Settings'JJloney\LocaJ SettJngslTemporary Internet Flles\OLKJOSi.LTR PROP-b Joney-022708.doc Mr. Bruce Loney February 27,2008 Page 2 2. Timesheet Implementation Integrated electronic time sheets will be deployed for the remainder of the Public Works Department. These time sheets will integrate time entry for the City digital time sheet system with WORKdirector in the CMMS. This will streamline data entry. Staff will be trained on recording time, equipment, and materials used. Support will also be provided with the assistance of the GIS Specialist. 3. Call Center / WORKdirector Implementation The WORKdirector module and a set of Standard Operating Procedures (SOP) will be developed to support the management of maintenance requests and work orders in the WORKdirector module. When a request for service is received by staff, this information will be recorded as a Request for Work in the CMMS and routed to the appropriate supervisor. The supervisor will decide if the issue needs to be escalated to a Work Order. All time spent by staff to address the Work Order will be tracked in the CMMS when they complete their time sheet. 4. Sanitary/Storm Sewer Data Collection Forms Data collection forms will be developed for the GPS unit to record NPDES inspection information and sanitary sewer inventory information as staffGPS the City's sewer infrastructure. This will streamline NPDES reporting and the collection of sanitary sewer field data. 5. GIS Server As approved by the Telecommunications Advisory Commission, the GIS Server will be upgraded to distribute maps via internet protocol over the City's network. Cost SummarY This proposal to complete Phase III of the GIS/CMMS Implementation will concentrate on managing work flow using WORKdirector, implementing integrated time sheets, distributing maps using internet technology, and creating data collection forms for Storm and Sanitary Sewer infrastructure. It is proposed that this project be completed on a cost not to exceed basis, with total cost not exceeding $11,900. Detailed costs are shown on the attached spreadsheet. If you are in agreement with the terms as outlined above, please sign where indicated on the following page and return one copy to our office. C:\DocurMnts and Setttngslbloney\LocaJ Settings\Temporary lnterrlet Fi/esIOLKJ OB'iLTR PROp.b loney-022708.doc Mr. Bruce Loney February 27, 2008 Page 3 Thank you for this opportunity to continue to develop the GIS/CMMS for the City of Shakopee. I am confident that the level of service on this project will meet or exceed your expectations. If you should have any questions regarding this proposal, please contact me at 763-287-7194. Sincerely, WSB & Associates, Inc. ~J"~ John Mackiewicz GIS Consultant Attachments ACCEPTED BY: City of Shakopee By: Title: Date: c: \Documents and Settings'lbloney\Loc:aJ Setttngs\Temporary Internet FJks\OLKJ08\LTR PROP-b loney-022708.doc . WSB & Associates. Inc. Infrastructure. Engineering. Planning. Construction 701 Xenia Avenue South Suite 300 Minneapolis. MN 55416 Tel: 763541-4800 Fax: 763541-1700 February 27, 2008 Mr. Bruce Loney, PE Public Works Director/City Engineer Shakopee Public Works 400 Gorman Street Shakopee,MN 55379 Re: Extension Agreement - Phase III of the GIS/CMMS Implementation Dear Mr. Loney: According to our Agreement for Professional Services within the City of Shakopee, this extension agreement is written to provide services for the above-referenced project. We are proposing to complete this work on a cost-reimbursable basis, as necessary, in accordance with the proposal dated February 27, 2008, with a maximum not-to-exceed cost of$11,900. The City of Shakopee agrees to reimburse WSB & Associates for these services in accordance with Section IV of the Agreement for Professional Services. If this agreement meets with your approval, please sign below and return one copy to our office. Sincerely, WSB & Associates, Inc. f71 John Mackiewicz GIS Consultant City Administrator City Clerk Mayor Date Task 1: GIS/CMMS Coordination ')llSk~:Tirnf!lJ~f!littlrnPltt.rnf!nta.tic)ll. .. .. .. .. .. !ask~:. .9.aIICentttrlVV()~~~ir.e.ct()rlrnPI.ttrnel1ta.tiol1 Task 4: Sanitary I Storm Sewer GPS Form Task 5: Internet GIS Server Setup Total 3744 1920 2400 1920 1920 11904 Cartegraph Systems Inc. 3600 DIGITAL DRIVE DUBUQUE IA 52003 Phone (800)688-2656 FAX (563) 556-8149 KevinKline@cartegraph.com INVOICE Invoice # R-04844 Invoice Date 12/27/2007 Support Exp Date 3/16/2008 Payment Terms Net 30 Bill To: City of Shakopee, MN Bruce Loney 500 Gorman Street Shakopee MN 55379 Customer ID SHAKOCIMN Creatl (952) 233-3803 Qty 1.00 1 1 1 Modules Covered CarteFLEX 8-pack Subscription Renew Modification Support Service #1014 Modification Support Service #1015 Modification Support Service #1501 Unit Price Extended Price $10,000.00 $1,388.00 $1,342.00 $400.00 $10,000.00 $1,388.00 $1,342.00 $400.00 Subtotal Tax Total $13,130.00 $0.00 $13,130.00 Your maintenance agreements on the above listed module(s) will soon expire. To continue without interruption please return payment within 30 days. Platinum Maintenance is 20% of the current list price of the software. However, if allowed to lapse, the renewal cost will be 40% of the current list price of the software. Please make checks payable to CarteGraph Systems, Inc. To make payment by credit card please complete the following and remit to the address above, or phone Kevin Kline at 800-688-2656, ext. 6234. VISA MASTERCARD AMERICAN EXPRESS DISCOVER Amount Card # Expiration Date Signature If you have any questions please contact Kevin Kline at 800-688-2656 ext. 6234 or by e-mail atKevinKline@cartegraph.com CarteGraph Better Government d City of Shakopee, MN Software and Services Agreement C0802004 with CarteGraph Systems, Inc. CarteGraph Systems, Inc. I 3600 Digital Drive I Dubuque, Iowa 52003 800.688.2656 I 563.556.8120 www.cartegraph.com CarteGraph I Better Government ..dl Table of Contents Software and Services Agreement ........ ........... ........... ..... ........... ........... ..... ....... 3 Scope of Project ...... .......................... ......... ............ ............................... 3 Project Services........................................................................................... 3 Support Services.......................................................................................... 3 Project Assumptions...................................................................................... 3 Customer Responsibilities............................................................................... 4 Project Investment.. ......... .............. .......... ................... ..... ...... ................ 5 Software and Services Provided. ........... ........... ........... ..... ........... ........... ........... 5 Payment Terms and Conditions......................................................................... 5 General Terms...................................................................................... 6 PROPRIETARY INFORMATION: The City of Shako pee acknowledges that all materials and documents associated with this project are proprietary in nature. This specifically includes pricing information, training materials and consulting documents as described. The City of Shako pee further agrees not to copy or otherwise make available such materials outside of the City of Shako pee and its divisions and departments without the prior written consent of Carte Graph Systems, Inc., except as required by law. City of Shako pee, MN February 15, 2008 Software and Services Agreement THIS AGREEMENT is made and entered into between City of Shakopee, hereinafter referred to as "Customer" or "Licensee," whose address is City of Shako pee, 500 Gorman, Shakopee, MN 55379, and CarteGraph Systems, Inc., 3600 Digital Drive, Dubuque, Iowa 52003, hereinafter referred to as "CarteGraph." Scope of Project Project Services CarteGraph shall provide the following Project Services to implement and deploy the Software Products. CarteGraph shall be responsible for the timely performance of all Project Services and warrants that all professional and technical services provided to Customer pursuant to this Agreement shall be of good and workmanlike quality and will meet or exceed standards of similar professional services within the industry. CarteGraph makes no further warranty, representation or promise not expressly set forth in this Agreement. 1) Modification Services: CarteGraph will construct modifications to the Software Products as defined below, which Customer approves through acceptance of this Agreement. These Modifications include: Description Document Tracking ill WORKdirector Modification Services to expand associate asset event functions in Worksheets 1264 Support Services 1) Modification Support Service: These services apply to the Modifications described above. During the term of this Agreement, CarteGraph will provide the following services as part of this Agreement. a) Modification Upgrade Support: Customer will perform all normal upgrade processes for CarteGraph generally available applications and will perform and follow documented upgrade processes for the Modification. CarteGraph will ensure that the functionality of the Modifications will persist when Customer upgrades to a newer generally available release of Carte Graph applications. b) Modification Technical SUDport: Customer will receive unlimited toll-free ongoing support via phone, fax or e-mail (support@cartegraph.com) through the CarteGraph Help Desk for technical issues relating to the use of the Modifications. Telephone support will be available Monday through Friday between the hours of7:30 a.m.-5:30 p.m. Central time by dialing 800-688-2656, ext. 6200. Technical support is available for the latest Major Release and one Major Release prior as applicable to Customer's specific version of the CarteGraph application software that is modified and for the same database in which the Custom Modifications are deployed. Major Releases are defined as major enhancements to the CarteGraph application software and are designated by the number to the immediate left of the first decimal point (e.g. 6.0 is a major enhancement to 5.0) in CarteGraph's published versioning. c) Term of Agreement: The Initial Term of the Service Support shall be coterminous with Customer's Maintenance Agreement and shall automatically renew at the end of the Initial Term for unlimited, successive 12-month Renewal Terms. Customer may terminate Service Support at the end of the Initial Term or any subsequent Renewal Term by notifying CarteGraph in writing of their intention to do so at least 60 days prior to the applicable End Date for that term. d) Maintenance Requirement: Customer must maintain a current Maintenance Agreement as a condition of Modification Support Service. e) Scope of Service: The scope of this service offering will be evaluated and expanded, as necessary, for any additional services for which Customer may contract. Project Assumptions Project Services are CarteGraph's not to exceed estimates or fixed fee quotations (see Software and Services Provided) based on projects of similar size and scope and on Customer's assumption of designated responsibilities. C0802004 3 City of Shakopee, MN February 15, 2008 Customer Responsibilities Customer accepts responsibility for all aspects of project planning, management and execution not specifically described under Scope of Project. Ongoing management of the day-to-day allocation of Customer resources, and management of Customer project tasks is the responsibility of Customer. Customer will provide overall guidance and direction for the project and will direct the project accordingly. Further, and with regard to the CarteGraph obligations listed under the Scope of Project section, Customer understands that it is vital to the success of the project that Customer provides assistance in the following matters: 1) For those services listed under Project Services, CarteGraph personnel will conduct information gathering and evaluation sessions with various Customer users and management. While CarteGraph respects the time and workload of Customer staff, dedicated time on the part of the appropriate Customer resources is necessary to complete these exercises. 2) The installation process requires the periodic assistance of Customer personnel and suitable access to hardware and systems (e.g., security clearance). Customer is encouraged to supervise the installation process while systems are accessible to CarteGraph. It is assumed all hardware, both Personal Computers and Network and Database servers, will be installed and operating in a manner that delivery and execution of CarteGraph Project Services will not be impeded. 3) Customer understands that the successful performance of Project Services depends upon Customer fulfilling its responsibilities. The Project assumes that Customer will provide all personnel required to achieve a successful implementation. 4) Customer shall install and network its own hardware and communications and this will not affect the timing or the delivery of Carte Graph services. 5) Customer will provide Internet access and IT staff support as required. C0802004 4 City of Shako pee, MN February 15, 2008 Project Investment Customer will compensate CarteGraph for the Software Products, Project Services, and Expenses provided pursuant to this Agreement in the amount listed below. Software and Services Provided PROJECT SERVICES: Units Unit Type Total WORKdirector Modification Services to expand associate asset event functions in 1 Fixed $7,995.00 Worksheets (#1264) SUPPORT SERVICESl Modification Support 1 Fixed Included TOTAL PROJECT COST $7,995.00 Future years' annual Modification Support Service fees are estimated to be $1,673.00 for all purchased CarteGraph Custom Modifications described in Project Services. Additional Services. In the event it becomes apparent to CarteGraph that service efforts detailed in the Agreement will be exceeded due to any changes in the scope of services required, CarteGraph will notify Customer prior to exceeding the approved efforts. CarteGraph will also provide such additional professional services, including consultation services, customization, data conversion, integration services and training sessions, as may be requested by Customer. In either event, such services shall require advanced written quotation from CarteGraph and approval from Customer. Additional Services are available to Customer at the rate of$175 per hour for remote services. CarteGraph's onsite service rate is $1,450 per day plus travel expenses. All onsite services require a two-day minimum. Payment Terms and Conditions In consideration for the Services and Products provided by CarteGraph to Customer, Customer agrees to pay CarteGraph Software Costs and Professional Service Fees in U.S. Dollars as described below: 1) Delivery: Software Products shall be licensed upon acceptance of this Agreement and Maintenance services will begin upon licensing of the Software Products. Project Services will be scheduled and delivered upon your acceptance of this Agreement, which will be considered as your notification to proceed. 2) Invoicing: Invoicing for any given Software Product shall occur upon delivery. Invoicing occurs monthly for Project Services as they are incurred on the project. Partial billings on fixed fee costs will be invoiced monthly as incurred. 3) Expenses: In providing the services included in this agreement, CarteGraph shall be reimbursed for any reasonable out-of-pocket costs, including, but not limited to, travel, lodging, and meals. Out-of-pocket expenses are billed based on actual costs incurred and are due separately. 4) Payment Terms: All payments are due Net 30 days from date of invoice. 1 Total Fees for Support Services are not-to-exceed figures for the Initial Term of the Support Service Fees. Final invoicing will be adjusted to reflect a Support Service Term End date that is coterminous with Customer's existing Maintenance Agreement. C0802004 5 City of Shako pee, NfN February 15, 2008 General Terms This Agreement takes precedence over all attachments in the event of conflicting terms and conditions. The terms and conditions of any and all Exhibits and Attachments to this Agreement are incorporated herein by this reference and shall constitute part of this Agreement as if fully set forth herein. Article and Section headings used herein are for reference purposes only and shall not be deemed a part of this Agreement. This Agreement, together with all Exhibits and Attachments hereto, constitute the entire Agreement between the parties and supersedes all previous Agreements including promises and representations, whether written or oral, between the parties with respect to the subject matter hereof. 1) Limitation Of Liability: Except for damages resulting from bodily injury or patent or copyright infringement, each party's total liability to the other for damages under this Agreement shall not exceed the total amount of this Agreement. No action, regardless of form, arising out of this Agreement may be brought by either party more than one year after the cause of the action has occurred, except that an action for non-payment may be brought at any time. 2) Disclaimer of Warranties: CarteGraph makes no warranty, representation or promise not expressly set forth in this Agreement. CarteGraph disclaims and excludes any and all implied warranties of merchantability, fitness for a particular purpose. 3) Relationship of the Parties: CarteGraph and Customer are independent of each other. This Agreement does not and is not intended to create in any way or manner or for any purpose an employee/employer relationship or a principal-agent relationship. Neither party is authorized to enter into agreements for or on behalf of the other, to create any obligation or responsibility, express or implied, for or on behalf of the other, to accept payment of any obligation due or owed the other, or to accept service of process for the other. CarteGraph is an independent contractor, customarily engaged in the performance of similar services for other parties. 4) Severability: The terms and conditions of this Agreement are severable. If any term or condition of this Agreement or the application thereof to any person or circumstances is held invalid, this invalidity shall not affect the other terms, conditions or applications which can be given effect without the invalid term, condition or application. 5) Transfer of Agreement: CarteGraph shall not transfer or assign any of its rights or obligations under the agreement to any other party without the prior written consent of Customer, which consent may not be unreasonably withheld. 6) Notices: All notices or communications required or permitted as a part of this agreement shall be in writing and shall be delivered at the address set forth in this Agreement. 7) Attorney's Fees/Legal Proceedings: In the event of any litigation or other proceeding between the parties relating to this Agreement, the prevailing party shall be entitled to reasonable attorney's fees and other reasonable costs incurred in connection therewith and in pursuing collection, appeals and other relief to which that party may be entitled. This contract shall be construed in accordance with the laws of the State ofIowa. Venue for any legal proceedings shall be in Dubuque County, Iowa. All undelivered Project Services shall expire 365 days from the signing of this Agreement. C0802004 6 City of Shakopee, MN February 15, 2008 The parties, each acting under due and proper authority, have executed this Agreement as of the day, month and year written below: CITY OF SHAKOPEE By 500 Gorman St. Signature Shakopee,~ 55379 Datel: Please Print Name Title CARrEGRAPH SYSTEMS, INC. By 3600 Digital Drive Mark Weber, CFO Dubuque, Iowa 52003 Date1: 1 For this Agreement to be effective and binding, the City of Shakopee and CarteGraph must authorize this Agreement within thirty (30) business days of each other. C0802004 7