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R2000-031 03-13-00RESOLUTION NO. R2000-31 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS, AUTHORIZING THE CITY MANAGER OR HIS DESIGNEE TO ENTER INTO A CONTRACT WITH GEOGRAPHIC TECHNOLOGIES GROUP, INC FOR PROFESSIONAL SERVICES ASSOCIATED WITH THE CITY'S GEOGRAPHIC INFORMATION SYSTEM. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS: Section 1. That certain contract by and between the City of Pearland and Geographic Technologies Group, Inc., a copy of which is attached hereto as Exhibit "A" and made a part hereof for all purposes, is hereby authorized and approved. Section 2. That the City Manager or his designee is hereby authorized to execute and the City Secretary to attest a contract with Geographic Technologies Group, Inc. for technical services associated with the City's geographic information system. PASSED, APPROVED and ADOPTED this the 13th day of March , A.D., 2000. ATTEST: J d/A .14 ' 4UNG �� a t Y SEP~'ETA 'Y APPROVED AS TO FORM: DARRIN M COKER CITY ATTORNEY TOM REID MAYOR CONTRACT NO.: 0309001 CONTRACT AMOUNT $50,000 AWARD DATE* 3/13/00 CONTRACT TERM: 180 Days CLIENT: City of Pearland, Texas This CONTRACT, effective upon execution and terminating on midnight of September 30th, 2000 by and between Geographic Technologies Group, Inc. (hereinafter called "GTG"), and the City of Pearland, TX (hereinafter called "CLIENT"); IN CONSIDERATION of the mutual covenants hereinafter contained, the parties agree to the provisions specified in Commercial Conditions, Special Conditions, General Conditions, and Attachments hereto.* IN WITNESS WHEREOF, the parties hereto have caused this contract to be executed by their duly authorized officials. *In the event of a conflict between the provisions specified hereto, the order of precedence is Special Conditions, Commercial Conditions, General Conditions, and Attachments By Title Date CLIENT /co en'Y NtiW�9C6-e By Title Date /00 WORKSCOPE/DELIVERABLES: GTG agrees to provide the following services and deliverables as specified in Attachment A & B, WORK SCOPE / DELIVERABLES: Phase I GIS Existing Conditions, Needs Assessment and Feasibility Analysis Phase ll Implementation Planning: Three -Year Strategic GIS Implementation Plan Phase 111 GIS Implementation: GIS technical services on an hourly basis (not to exceed $25,000) - as specified in GTG, Inc's hourly billing rates in attachment B COMMERCIAL CONDITIONS AUDIT RIGHTS GTG shall keep accurate records and books of accounts in machine-readable form supporting the items and costs billed under this agreement. CLIENT, or its agents, shall have the right to audit without restrictions and at no additional cost to CLIENT, at any time during normal working hours, all 1 costs incurred by GTG and billed to CLIENT and may examine GTG's records specifically relating thereto. Any payments to GTG which are not in accordance with contract terms or are not supported by valid evidence shall be refunded to CLIENT. GTG shall preserve and make available its records, both manual and those which are in machine readable form, for a period of 1 year from the date of final payment by CLIENT. Misrepresentation Of Cost Or Pricing Data. If any price, including profit or fee, negotiated in connection with this contract, or any cost reimbursable under this contract was increased by any significant amount because GTG or a subcontractor misrepresented cost or pricing data in negotiations, the price or cost shall be reduced accordingly. This provision also applies to any future supplement or modification to this contract which involves the submission of cost or pricing data. S ubcontracts. GTG shall include the requirements of this section in each subcontract hereunder. CERTIFICATE OF FINANCIAL INTEREST AND COMPENSATION: GTG, by entering into the contract, certifies that it has no undisclosed financial or other interest that would conflict with or affect the full and faithful performance of services hereunder. COMPENSATION (FIXED PRICE): P rice For the satisfactory completion and acceptance by CLIENT of the deliverables described in a task authorization order scope of work, designated as fixed price, CLIENT agrees to pay GTG a firm fixed price as negotiated and specified for that individual work order. This price shall be fixed and is not subject to change except pursuant to a fully executed written supplement to this contract. CONTRACT MONETARY LIMITATION: The total of payments under this contract shall not exceed the sum of fifty thousand dollars ($50,000). N o minimum amount of work under this contract is guaranteed. GTG expressly understands and agrees that CLIENT shall not be liable for any amounts in excess of this monetary limit except pursuant to a fully executed written supplement to this contract authorizing any additional amount. INDEMNITY: GTG, by entering into agreement for the scope of work covered by the contract, acknowledges awareness of the location, nature and hazards of such work scope. As such, GTG releases CLIENT, its agents and employees, from all liability for GTG's personal injuries, property damage, or loss of life or property arising out of or in any way connected with the performance of this contract. GTG will indemnify and defend CLIENT, its agents and employees, and save each of them harmless from any and all liability to GTG's employees or any third parties for personal injuries, property damage, or loss of life or property resulting from or in any way connected with the performance of this contract. However the foregoing indemnification shall not apply to injuries or damages to persons or property for which the proximate cause is the sole negligence of CLIENT, its agents or employees. 2 TERM OF CONTRACT: The term of this contract shall begin with its effective date and end September 30th,2000. TERMS OF PAYMENT - MILESTONE PAYMENTS: Payment(s), less such deductions provided by this contract or by law, will be made for the achievement of milestones for equipment as established for each task order. A milestone payment will not be approved until all preceding milestones have been approved. The milestones and applicable payments are as follows: 1 — On -Site Interviews 2 — DRAFT Needs Assessment/Implementation Plan 3 — FINAL Needs Assessment/Implementation Plan 4 — GIS Technical Services $10,000 $10,000 $ 5,000 $25,000 Lump -Sum Fee Lump Sum Fee Lump Sum Fee Hourly Billing The acceptance by GTG of the final payment shall operate as and shall be a release to CLIENT and its officers and agent from all claims and liability to GTG for anything done or furnished, for or relating to the work, or for any act or omission of CLIENT or of any person relating to or affecting the work. When any payment is made under this contract title to all material acquired and work performed under this contract, shall vest in CLIENT, and title to all like property thereafter acquired or produced by GTG and properly chargeable to the contract under generally accepted accounting principles shall vest in CLIENT. This provision is intended to vest in CLIENT full, absolute title and not merely a security interest. This provision shall not be construed as relieving GTG from the sole responsibility for the care and protection of such property or the restoration of any damaged work until completion of the contract or as a waiver of the right of CLIENT to require fulfillment of all of the terms of the contract. GTG shall preserve and make available its records, data and databases, both manual and those which are in machine readable form, for a period of 1 year from the date of final payment by CLIENT. Neither payment nor acceptance by CLIENT for the limited purpose described in this clause shall constitute a waiver of any rights under the contact or law, including rights under Commercial Condition Warranty. For purposes of this provision only, the following definitions shall apply: "Proper invoice" shall mean a numbered and dated invoice, containing the CLIENT contract number, contract amount, previously billed amount, and itemized by the line items as detailed in the contract, together with any documentation required to be submitted therewith by any other provision of the contract. "Acceptance" shall mean receipt by CLIENT of the work, material, or equipment meeting the contract requirements and acknowledgment by an authorized representative of CLIENT that such contract specifications have been met. All invoices shall be submitted to the CLIENT identified with the specific task order. Payments under this contract are subject to the provisions of the Prompt Payment Act. For amounts due CLIENT, GTG shall pay CLIENT interest, at the rate payable by CLIENT under the Prompt Payment Act, on any overdue amount. Interest shall run from the date payment is due under this contract until the date CLIENT receives payment or the date the remittance is postmarked, whichever is earlier Payment of interest shall be due thirty (30) days after CLIENT's invoice for such interest is dated and shall be accrued at a rate of 3% per annum. 3 WARRANTY OF PROFESSIONAL SERVICES LIABILITY: GTG warrants that all services provided under this contract shall be performed in accordance with prevailing professional standards. GTG shall be held responsible for all services performed by GTG's personnel under GTG s supervision, including work performed in its home office, other offices, or at a specific CLIENT work location. It is expressly understood that the requirements of this subsection are also applicable to GTG's subcontractors and that GTG shall be solely responsible for compliance by its subcontractors. In the event GTG fails to perform a task or some portion thereof in accordance with prevailing professional standards, and CLIENT so notifies GTG within 30 days after discovery, and if discovery occurs within one year of CLIENT's first use or implementation of work provided by GTG but in no event later than three years after termination of this contract, GTG shall be responsible for the following: 1. GTG shall reperform such deficient services, at no additional cost to CLIENT; and 2. In addition GTG shall be responsible for the costs of such reanalysis, redesign, removal, and reconstruction (hereinafter called "rework') as may be required as a result of such deficient services; provided that, where GTG's failure to perform its services in accordance with prevailing professional standards was not the sole cause requiring such rework, GTG shall only be responsible for such costs in proportion to GTG's fault. SPECIAL CONDITIONS GTG RESPONSIBILITIES: GTG agrees to provide the services of qualified personnel to perform the services as more fully described elsewhere in this contract, when and as requested by CLIENT and agreed upon by GTG. CLIENT reserves the right to request GTG's personnel to perform services at other CLIENT locations and facilities. CLIENT reserves the right to assign to other contractors work related to the scope of work contained in this contract or perform the work itself if such assignment is determined to be in the best interest of CLIENT. GTG shall provide such services as authorized by the CLIENT and under the direction of the CLIENT. In the performance of work hereunder, GTG commits to utilize its resources and programs in a manner that promotes innovative and creative approaches, including any design standards and computer programs which GTG shall provide to CLIENT, that would support improved products and the efficiencies of work performance. GTG agrees to utilize and make available to CLIENT the state-of- the-art technologies techniques, and industry -related information in effect at the time of the services. All personnel assigned by GTG to perform services hereunder shall meet the requirements of the contract. Personnel assigned to perform services under this contract shall begin work only after indoctrination as to CLIENT's established practices and procedures that govern the performance of all assignments. DELIVERABLE REQUIREMENTS AND REPORTS: GTG shall perform all work pursuant to the technical requirements as provided by the CLIENT and applicable laws codes, rules, and regulations in effect at the time of the services. GTG shall be responsible for the development and technical preparation, review, and approval of all deliverables and associated schedules for deliverables. GTG's responsibility and liability for services provided shall be as set forth in the contract. 4 INSURANCE: Unless otherwise specified in this contract, GTG shall secure and maintain in effect, at all times during the performance of work, insurance coverages with limits not less than those set forth below with insurers and under forms of policies satisfactory to CLIENT. GTG shall deliver to CLIENT no later than ten (10) days after execution of the purchase order, and in any event prior to commencement of work on a CLIENT site, a completed Certificate of Insurance, attached hereto. GTG shall also furnish certified copies of the policies to the CLIENT promptly upon CLIENT's request. Coverage Minimum Amounts and Limits 1. Workers Compensation Statutory requirements 2 Employer's Liability $100,000 each occurrence General Liability 3. Bodily Injury and Property Damage Automobile Liability (owned, hired, and non -owned) 4. Bodily Injury $1,000,000 each occurrence $1,000,000 each person $5,000,000 for CLIENT vehicles $1,000,000 each occurrence $5,000,000 for CLIENT vehicles 5. Property Damage $1,000,000 each occurrence $5,000,000 for CLIENT vehicles Deductibles or retention amounts under the policies described above shall not exceed 5 percent of the per occurrence coverage limits, without the express written consent of the CLIENT. Contractor's using CLIENT owned vehicles should see clause titled "Contractor's Use of CLIENT Vehicles." A. CLIENT is not maintaining any insurance on behalf of GTG covering against loss or damage to the work or to any other property of GTG unless otherwise specifically stated herein and as may be described by appendix hereto. In the event GTG maintains insurance against physical loss or damage to GTG's construction equipment and tools, such insurance shall include an insurer's waiver of rights of subrogation in favor of CLIENT, the United States, and their employees and agents. B. The policy of insurance which affords General Liability shall contain a provision or endorsement stating that such insurance: 1 Applies to the indemnity liability assumed by GTG under this purchase order, subject to all of the terms and conditions of such insurance; 2. Provides coverage for premises/operations, at least 2-year products/completed operations, and other coverages or endorsements required by the CLIENT. C. Should any of the work: 1 Be upon or contiguous to navigable bodies of water, GTG shall also carry insurance covering its employees for benefits available under the U.S. Longshoremen's and Harbor Workers' Compensation Act or Jones Act to the extent required by law; 2. Involve watercraft owned or operated by GTG, liability arising out of such watercraft shall be insured by the Comprehensive General Liability insurance or by equivalent insurance such as Protection and Indemnity insurance with a combined single limit not less than $5,000,000 each occurrence. If the hull is insured such insurance shall provide for an insurer's waiver of subrogation rights in favor of CLIENT the United States, and their employees and agents; 5 Involve aircraft (fixed wing or helicopter) owned or operated by GTG, liability arising out of such aircraft shall be insured for a combined single limit not less than $10,000,000 each occurrence and such limit shall apply to Bodily Injury (including passengers) and Property Damage Liability. If the aircraft is insured, such insurance shall provide for an insurer's waiver of subrogation rights in favor of CLIENT, the United States, and their employees and agents. D. All liability insurance provided under this purchase order (including General Liability, Automobile Liability, and Excess Liability coverages) shall provide that: 1. CLIENT, the U.S , their officers, agents, employees, and volunteers are added as additional insureds on a primary noncontributory basis to GTG's (liability) insurance policies shown above and with respect to any liability of additional insureds arising out of or resulting from GTG's operations performed for the additional insureds, including, but not limited to, liability of the additional insureds for the general supervision of such operations. 2. It includes an insurer's waiver of rights of subrogation in favor of CLIENT, the United States, and their employees and agents. It states that it is primary, noncontributory insurance and contains a cross liability or severability of interest clause. E. The requirements contained herein as to types and limits, as well as CLIENT's approval of insurance coverage to be maintained by GTG, are not intended to and shall not in any manner limit or qualify the liabilities and obligations of GTG under the purchase order. F. GTG shall provide at least thirty (30) days written notice of cancellation, expirations, terminations, and alterations of the insurance policies. G. GTG shall require each of its subcontractors to maintain Workers' Compensation insurance at least in accordance with statutory requirements. In the event GTG requires any of its subcontractors to provide any additional insurance, GTG shall require that CLIENT the United States, their officers, agents, employees and volunteers be named as additional insureds with respect to such insurance, and that such insurance shall provide for the insured's waiver of subrogation rights in favor of CLIENT, the United States and their employees and agents. H. Failure by GTG or its subcontractors to provide and maintain current, valid certificates of insurance throughout the purchase order performance period shall be a material breach of purchase order for which CLIENT may exercise any rights or remedies it may have under the purchase order or at law, including the right to withhold moneys due and owing GTG hereunder. In the alternative, CLIENT may at its sole option, accept GTG's written certification that it or its subcontractors self - insure in accordance with applicable workers' compensation laws for all duties, liabilities, and obligations it has or may have under such laws; provided, however that GTG must provide to CLIENT satisfactory written evidence showing that its or its subcontractors self-insurance plan(s) have been authorized by the appropriate State regulatory entity. LIMITATIONS OF SPECIAL OR CONSEQUENTIAL DAMAGES. GTG's liabil ty for special or consequential damages (except for willful delay or refusal to perform) shall not exceed the contract price. GTG shall not be liable for special or consequential damages for delay in performance or defects in the equipment furnished when in the judgment of the CLIENT such delay or defects are due to reasonable efforts of GTG to improve the performance or expedite manufacture, delivery or installation of the equipment through technological advances in design or materials or manufacturing, shipping, or installation methods. GTG must obtain the written consent of the CLIENT before implementing any such technological advances. Any such defects in the equipment shall be promptly corrected by GTG. 6 NEWS RELEASES: GTG shall not make any announcement, take any photographs, or release any information concerning this agreement, or the project or any part thereof to any member of the public, press, business entity, or any official body without prior written consent by the CLIENT unless such release is required in compliance with any applicable Federal, State, or local laws, ordinances, statutes, rules, and regulations in effect at the time. QUALIFICATIONS OF GTG'S PERSONNEL: CLIENT reserves the right to request from GTG in writing, prior to assigning any personnel to perform services, individual's qualifications and relevant experience, and assignment shall be made thereafter o nly with CLIENT's written approval. Upon request, GTG shall provide a record of qualifications and experience for any personnel to CLIENT. GTG shall be responsible for determining that all subcontractors and GTG's personnel are qualified to perform their assigned work. GTG shall not employ any person undergoing sentence of imprisonment at hard work, except those exceptions covered by Executive Order 11755. If it is determined that a subcontractor or GTG's personnel fail to meet CLIENT's qualifications, performance requirements, or for any other reason fails to meet the standards established in this contract, CLIENT reserves the right to direct GTG to discontinue the services of such subcontractor or personnel. CLIENT shall not be required to provide GTG or GTG's personnel with any justification for such action. CLIENT further reserves the right to require GTG, at no cost to CLIENT, to review any work provided by such u nqualified personnel and, if such work is determined not to be in accordance with the standards established in this contract, GTG shall be responsible for reperforming such work at no additional cost to CLIENT. Notice to GTG may be given either in writing or orally, if given orally, CLIENT shall confirm the oral notice in writing within five (5) working days. CLIENT has in place an overall security system. GTG shall become familiar with the security system requirements and ensure compliance by all of its employees. GTG shall determine that each GTG e mployee or subcontractor assigned to perform services at a CLIENT facility shall be required to u ndergo medical examination and security investigation as CLIENT may require. GTG's employees assigned to perform services who cannot work within any applicable medical restriction imposed, or who do not meet CLIENT's security requirements or whose access to the site is denied or revoked, shall not be permitted to perform services for CLIENT. GTG will credit to CLIENT the expenses for GTG's employees who fail the specified security clearance requirements the medical examinations and/or fail to meet contractual requirements. QUANTITY: Goods or services shall be provided in such quantities, to the locations, and at such times, as requested by CLIENT or its agents on individual releases or telephone orders confirmed by releases. CLIENT makes no guarantee or representation whatsoever that it will purchase the e stimated amount or any amount, and CLIENT reserves the right to purchase the materials covered by this agreement from other sources It is agreed that this is not a requirement Agreement and that CLIENT shall have a legal obligation to purchase only the amounts for which CLIENT issues specific releases Clarifications shall be secured by GTG from requester. Quantity volume discounts shall apply only to individual releases requesting a single delivery location and delivery date, unless agreed otherwise. REPORTING REQUIREMENTS: Throughout the contract performance period GTG shall submit various periodic reports as requested by CLIENT The information shall be submitted in the frequency (generally monthly) and form designated by CLIENT. Such reports shall be consistent with and follow the format of established CLIENT reporting mechanisms Periodic reports shall be submitted weekly to the designated CLIENT representative and the Contract Officer and may typically include but not be limited to schedule update, 7 safety report, and employee hours and/or headcount (including its subcontractor s employees of any tier). The cost of such reports is included in the contract pricing, and CLIENT will not authorize additional expenditures for such reports. SITE WORK: Upon arrival at the job -site, GTG shall notify the CLIENT and report directly to the CLIENT named in the Contract or their designated site representative. Upon final departure from the job -site, GTG shall notify the CLIENT and coordinate processing out with the CLIENT or their designated site representative in accordance with site procedures. GTG shall confine its operations to the areas assigned by CLIENT. The use of any off -site areas shall be at GTG's expense. GTG shall coordinate its work with the operations of CLIENT and other GTGs so as to avoid confusion and delay. CLIENT reserves the right to require GTG to schedule the order of performance of its work in such a manner as will minimize interference with the work of any of the parties involved. GTG shall promptly notify CLIENT of any work impact due to collateral work by others. GTG may be required to furnish an inventory list of all equipment brought to the CLIENT project site. The list will be used by the CLIENT or his designated representative to check equipment on to and off of the job -site. The possession, transportation, gift, sale, or use of controlled substances, alcohol, explosives, firearms (that are not on site as part of GTG's performance), or incendiary devices is prohibited at the CLIENT job - site. In addition to any other remedies CLIENT may have at law or under this contract CLIENT may require GTG to prohibit any person violating this provision from further work at the CLIENT job -site. 8 GENERAL CONDITIONS ASSIGNMENT: This contract or any interest therein or in any moneys due or to become due shall not be assigned, u sed as collateral, or otherwise disposed of without previous written consent of CLIENT. CHANGES: The CLIENT may at any time, by written notice, and without notice to the sureties, make changes in the work within the general scope of this Contract, including but not limited to changes: (1) in the drawings, designs or specifications; (2) in the method or manner of performance of GTG's work; (3) in CLIENT's furnished facilities, equipment, materials, services or site; (4) directing acceleration or deceleration in the performance of GTG's work. If such changes occur after approval of draft and cause an increase or decrease in the amount of work u nder this contract or in the time necessary for its performance, an equitable adjustment will be made in the price or the time allowed for performance, or both, and the contract shall be modified in writing accordingly. CLIENT shall not be liable for increased costs in connection with any changes or delays, whether in tort or in contract, except as specifically provided herein. GTG must assert its claims for adjustments under this clause within 30 days from the date the change is ordered, and in the meantime GTG shall proceed with the work as so changed. No claims will be accepted after 30 days u nless the CLIENT so chooses. In no case shall a claim be considered after final payment under this contract. All unchanged work shall proceed as required in the contract. If at any time GTG believes that acts or omissions by CLIENT constitute a change to work not covered by a change notice, GTG must notify CLIENT in writing within 14 calendar days from its discovery in order for the request to be considered. ENTIRE AGREEMENT: This Contract embodies the entire agreement between the CLIENT and GTG and supersedes all other communications, either oral or written. The parties shall not be bound by or be liable for any statement representation, promise, inducement or understanding n ot set forth herein. No amendments or modifications shall be valid unless incorporated into the contract in writing. LAWS AND REGULATIONS: The Contract shall be interpreted under and governed by federal law. However, GTG and its e mployees and representative(s) shall comply with all applicable federal, state and local laws, o rdinances statutes, rules and regulations in effect during performance of work under the contract. In the event of violation(s) by GTG, all fines and penalties assessed against GTG, along with any corrective actions and rework, shall be paid for by GTG and will not be considered as a reimbursable cost under the Contract . In addition, GTG indemnifies and holds harmless CLIENT and the United States and their officers, employees and agents, from any liability resulting from any such violation of law to the extent that such violations of law are attributable to the action or inaction of GTG and/or its personnel. If, during the performance of this Contract, GTG is impacted by changed or new laws, ordinances, statutes, rules or regulations which are enacted and were not known or foreseeable at the time of signing this Contract, GTG shall notify CLIENT in writing of such impact Such notification shall take place no later than 30 days from the date of enactment of the changes. Documented impacts which affect the cost or time of performance of this Contract may be handled in accordance with General Condition, Changes. 9 If GTG discovers any discrepancy or inconsistency between this Contract and any law, ordinance, statute, rule, regulation order or decree, GTG shall report the same immediately, in writing, to CLIENT for disposition. GTG recognizes that even though GTG's compensation from CLIENT may be computed on a per hour basis, GTG is responsible for complying with the Fair Labor Standards Act and shall pay the personnel performing services under this Contract in such a way that GTG is in compliance with the Fair Labor Standards Act regardless of whether such compensation is on a salary basis or on a per hour basis. The requirements of this clause are also applicable to GTG's subcontractor(s) and the GTG, not CLIENT, shall be solely responsible for ensuring subcontractor compliance with the requirements of this clause. NONDISCLOSURE: By accepting this contract GTG agrees not to divulge to third parties, without the prior written consent of CLIENT, any information that a prudent business person would consider sensitive, obtained from or through CLIENT or developed or obtained by GTG in connection with the performance of this contract Access to sensitive CLIENT information must be approved in advance by the CLIENT and the CLIENT. If so requested by CLIENT GTG further agrees to require its employees to execute a nondisclosure agreement prior to performing any services under this contract Notwithstanding the above, the preceding shall not apply if the information was public knowledge, already known by GTG, was obtained by GTG from a third party who did not receive the information from CLIENT, or was independently developed by GTG. 10 Attachment A SCOPE OF SERVICES The following scope of services will act as a framework for the effort needed to develop a citywide comprehensive GIS implementation plan. The GTG, Inc. team will seek frequent input and feedback throughout this most important phase Mr. Curtis Hinton and Mr. David Holdstock will be responsible for the content and quality of the final deliverable, and the schedule identified in this document. There are three distinct phases to this project: Phase I — Existing Conditions / Needs Assessment and Feasibility Analysis, Phase II — Implementation Planning, and Phase III - GIS Implementation. The following is an outline of each project phase and the tasks involved. PHASE I - EXISTING CONDITIONS / NEEDS ASSESSMENT AND FEASIBILITY ANALYSIS The GTG, Inc. team will meet with each City -department / section to interview and inventory the City's resources, facilities, hardware, and software. The project team will perform a GIS Needs Assessment and Feasibility Analysis based on the following tasks: A. Department Structure and Size • Identify the primary function of each department. Document general and specific tasks. • Compile description of overall organization including the number of employees. • Description of the number of staff with availability and access to a computer. B. Description of Hardware • Documentation of the number of workstations, personnel computers, and individual staff using them. • Evaluation and reporting of operating systems, connectivity descriptions, and computer configurations. • Address the strengths and weaknesses of the existing system configuration. C. Description of Software • Description of all software applications, including Microsoft Office utilities. • Detailed description of all software including in-house or vendor developed custom software. D. Current and Desired Activities Relying on Maps • Identify the primary kinds of mapping activities of each department • Documentation of maps internally produced and maps that are created by outside vendors / departments. • Description of the types of digital information required by each department, as well as analytical tasks performed by each department or section. • Identify all possible GIS opportunities. E. Current and Desired Activities Relying on Databases • A sequence of questions will be asked to identify the primary kinds of databases used (or planned) by each department. • Evaluate the effectiveness of relational databases and possible linkage to a GIS F. Organizational Issues • Conduct interviews of each department regarding departmental cooperation in terms of sharing data • Identify and document the advantages and disadvantages of sharing data. G. Guidelines to a Successful GIS Implementation • GTG, Inc will develop general guidelines for the successful implementation of GIS. • These guidelines will take the form of the main keys to implementing a successful GIS. H. External Entities • Identify all existing external sources of information. • Description of the County GIS and tax base. • Identify the protocols and procedures for utilizing this base. I. Departmental GIS Applications Evaluation GTG will take a comprehensive look at GIS usage and/or need within each City department. • How GIS will interface with their current system • How GIS will interface with any database initiatives/ efforts. • Evaluating the best way to interface with GIS software • Suggest hardware, software, networking solutions • Address Custom application specifications • Concentration on best sources for grant funding PHASE II - IMPLEMENTATION PLANNING Based on the findings of Phase I, the GTG, Inc team will develop a cost effective implementation plan. This plan will address all technical and personnel issues that facilitate a successful GIS implementation. Tasks will include: A. Three -Year Phased Implementation Plan • Develop a three-year implementation plan that will document all required hardware and software purchases. • Recommend an approach that will include assigning responsibilities for implementation • The plan will act as a road map and scope of services for implementing cost effective GIS that will improve efficiency, reduce costs, and increase productivity. B. Conceptual System Design • Develop a GIS conceptual design of a selected alternative implementation plan. • This design will be conceptual in nature but will address connectivity of workstations, responsibility of database, software, operating systems, and cabling issues. C. Needs Assessment, Feasibility Study, and Three Year Phases Implementation Plan • GTG, Inc. will develop 10 DRAFT Implementation plans for review and comment. GTG, Inc. will make all changes as indicated by the City. • GTG,Inc will develop 10 FINAL Implementation plans • Mr David Holdstock and Mr Curtis Hinton will present all project findings in a formal presentation. This will be determined by the City PHASE III - GIS IMPLEMENTATION An initial GIS implementation will be based on technical services supplied by GTG, Inc on an hourly basis not to exceed $25 000. The scope of work will be determined in Phase I - Exiting Conditions/ Needs Assessment and Feasibility Analysis, and Phase II - Three -Year Implementation Strategy. Attachment B TECHNICAL SERVICES HOURLY BILLING RATES The following are GTG, Inc.'s hourly billing rates: GIS Project Manager $95 hour Sr. GIS Technician $65 hour GIS Technician $45 hour Administration $30 hour All billing rates are burdened and represent a total hourly fee.