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Miller Spatial Services LLCProfessional/ Technical Services Agreement for Services Regarding the hformation Technology System of the City of Rancho Palos Verdes Between Miller Spatial Services, LLC (CONSULTANT) The City of Rancho Palos Verdes (CITY) PROFESSIONAL/TECHNICAL SERVICES AGREEMENT This Agreement is made and entered into this 5th day of May, 2015, by and between the City of Rancho Palos Verdes (hereinafter referred to as the "CITY") and Miller Spatial Services, LLC. (hereafter referred to as "CONSULTANT"). IN CONSIDERATION of the covenants hereinafter set forth, the parties hereto mutually agree as follows: ARTICLE 1 SCOPE OF SERVICES 1.1 Engagement Description The implementation and configuration of the Azteca "CityWorks" system including integration with the City 's ESRI ArcGIS system. Specific Scope of Work requirements are spelled out in Exhibit A — MSS CityWorks Implementation Proposal_20150424. Engagement is a fixed fee engagement and payment is based on milestone achievement as detailed in section VI of Exhibit "A". This CityWorks implementation and configuration engagement does not include the cost of the Azteca "CityWorks" program. 1.2 Description of Services CONSULTANT shall perform IT consulting services, as described in CONSULTANT'S Proposal, which is attached hereto as Exhibit "A" and incorporated herein by this reference. 1.3 Schedule of Work Upon receipt of written Notice to Proceed from the CITY, CONSULTANT shall perform with due diligence the services set forth in Exhibit "A." Time is of the essence in this Agreement. CONSULTANT shall not be responsible for delay, nor shall CONSULTANT be responsible for damages or be in default or deemed to be in default by reason of strikes, lockouts, accidents, or acts of God, or the failure of CITY to furnish timely information or to approve or disapprove CONSULTANT's work promptly, or delay or faulty performance by CITY, other CONSULTANT/contractors, or governmental agencies, or any other delays beyond CONSULTANT's control or without CONSULTANT's fault. CONSULTANT shall complete the services described herein on a per assignment basis. ARTICLE 2 COMPENSATION 2.1 Fee (a) CITY agrees to compensate CONSULTANT forty-eight thousand eight hundred and twenty five dollars ($48,825) as agreed to and described in Exhibit "A". (b) CITY may request additional specified work under this Agreement. All Page 2 of 11 such work must be authorized in writing by CITY'S Information Technology Manager (IT Manager) prior to commencement. CONSULTANT shall be paid for such additional services in accordance with CONSULTANT's schedule of hourly rates included in its Proposal, attached hereto as Exhibit "A" and incorporated herein by reference. If CITY requests additional specified work that exceeds fifty-three thousand, seven hundred seven dollars and fifty cents ($53,707.50), such additional work must be approved by the City Council, prior to commencement of the work. 2.2 Payment Address All payments due CONSULTANT shall be paid to: Miller Spatial Services, LLC 20590 Bloomfield Road Riverside, CA 92508 2.3 Terms of Compensation CONSULTANT will submit invoices as milestones are completed and authorized by CITY IT Manager in writing based on section VI Cost -Milestone deliverables. CITY agrees to authorize payment for all undisputed invoice amounts within thirty (30) days of receipt of the invoice. CITY agrees to use its best efforts to notify CONSULTANT of any disputed invoice amounts or claimed completion percentages within ten (10) days of the receipt of each invoice. However, CITY's failure to timely notify CONSULTANT of a disputed amount of claimed completion percentage shall not be deemed a waiver of CITY's right to challenge such amount or percentage. Additionally, in the event CITY fails to pay any undisputed amounts due CONSULTANT within forty-five (45) days after invoices are received by CITY then CITY agrees that CONSULTANT shall have the right to consider said default a total breach of this Agreement and be terminated by CONSULTANT without liability to CONSULTANT upon ten (10) working days advance written notice. 2.4 Term of Agreement: This Agreement shall commence on 5th of May, 2015 and shall terminate on the date services are completed as set forth in exhibit "A". ARTICLE 3 INDEMNIFICATION AND INSURANCE 3.1 Indemnification Contractor shall defend, indemnify, and hold harmless the City, its officials, and every officer, employee and agent of City (collectively "City") from any claim, liability or financial loss (including, without limitation, attorneys fees and costs), injuries to property or persons (including without limitation, attorneys fees and costs) Page 3 of 11 arising out of any acts or omissions of Contractor, its officials, officers, employees or agents in connection with the performance of this Agreement, except for such claim, liability or financial loss or damage arising from the sole negligence or willful misconduct of the City, as determined by final arbitration or court decision or by the agreement of the Parties. Contractor shall defend City, with counsel of City's choice, at Contractor's own cost, expense, and risk, and shall pay and satisfy any judgment, award, or decree that may be rendered against City. Contractor shall reimburse City for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided. Contractor's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by Contractor or City. All duties of Contractor under this Section shall survive termination of this Agreement. 3.2 General Liability CONSULTANT shall at all times during the term of the Agreement carry, maintain, and keep in full force and effect, a policy or policies of Commercial General Liability Insurance, with minimum limits of one million dollars ($1,000,000) for each occurrence and two million dollars ($2,000,000) general aggregate for bodily injury, death, Toss or property damage for products or completed operations and any and all other activities undertaken by CONSULTANT in the performance of this Agreement. Said policy or policies shall be issued by an insurer admitted or authorized to do business in the State of California and rated in A.M. Best's Insurance Guide with a rating of A:VII or better. 3.3 Professional Liability CONSULTANT shall at all times during the term of this Agreement, carry, maintain, and keep in full force and effect a policy or policies of professional liability insurance with a minimum limit of one million dollars ($1,000,000) per claim and aggregate for errors and/or omissions of CONSULTANT in the performance of this Agreement. Said policy or policies shall be issued by an insurer admitted or authorized to do business in the State of California and rated in Best's Insurance Guide with a rating of A:VII or better. If a "claims made" policy is provided, such policy shall be maintained in effect from the date of performance of work or services on the CITY's behalf until three (3) years after the date of work or services are accepted as completed. Coverage for the post -completion period may be provided by renewal or replacement of the policy for each of the three (3) years or by a three-year extended reporting period endorsement, which reinstates all limits for the extended reporting period. If any such policy and/or policies have a retroactive date, that date shall be no later than the date of first performance of work or services on behalf of the CITY. Renewal or replacement policies shall not allow for any advancement of such retroactive date. 3.4 Worker's Compensation CONSULTANT agree to maintain in force at all times during the performance of work under this Agreement worker's compensation insurance as required by the law. CONSULTANT shall require any subcontractor similarly to provide such compensation insurance for their respective employees. Page 4 of 11 3.5 Notice of Cancellation A. All insurance policies shall provide that the insurance coverage shall not be cancelled by the insurance carrier without thirty (30) days prior written notice to CITY, or ten (10) days notice if cancellation is due to nonpayment of premium. CONSULTANT agrees that it will not cancel or reduce said insurance coverage. B. CONSULTANT agrees that if it does not keep the aforesaid insurance in full force and effect, CITY may either immediately terminate this Agreement or, if insurance is available at a reasonable cost, CITY may take out the necessary insurance and pay, at CONSULTANT's expense, the premium thereon. 3.7 Certificate of Insurance At all times during the term of this Agreement, CONSULTANT shall maintain on file with the CITY Clerk a certificate of insurance showing that the aforesaid policies are in effect in the required amounts. The commercial general liability policy shall contain endorsements naming the CITY, its officers, agents and employees as additional insured. 3.8 Primary Coverage The insurance provided by CONSULTANT shall be primary to any coverage available to CITY. The insurance policies (other than workers compensation and professional liability) shall include provisions for waiver of subrogation. ARTICLE 4 TERMINATION 4.1 Termination of Agreement (a) This Agreement may be terminated at any time, with or without cause, by the CITY upon thirty (30) days prior written notice or by CONSULTANT upon thirty (30) days prior written notice. Notice shall be deemed served if completed in compliance with Article 6.13. (b) In the event of termination or cancellation of this Agreement by CONSULTANT or CITY, due to no fault or failure of performance by CONSULTANT, CONSULTANT shall be paid compensation for all services performed by CONSULTANT, in an amount to be determined as follows: for work satisfactorily done in accordance with all of the terms and provisions of this Agreement, CONSULTANT shall be paid an amount equal to the percentage of services performed prior to the effective date of termination or cancellation in accordance with the work items; provided, in no event shall the amount of money paid under the foregoing provisions of this paragraph exceed the amount which would have been paid to CONSULTANT for the full performance of the services described in Article 2.1. Page 5 of 11 ARTICLE 5 OWNERSHIP OF DOCUMENTS 5.1 Ownership of Documents and Work Product All final documents, plans, specifications, reports, photographs, images, video files and media created or developed by CONSULTANT pursuant to this Agreement ("Written Products") shall be and remain the property of the CITY without restriction or limitation upon its use, duplication or dissemination by the CITY. All Written Products shall be considered "works made for hire," and all Written Products and any and all intellectual property rights arising from their creation, including, but not limited to, all copyrights and other proprietary rights, shall be and remain the property of the CITY without restriction or limitation upon their use, duplication or dissemination by the CITY. CONSULTANT shall not obtain or attempt to obtain copyright protection as to any Written Products. CONSULTANT hereby assigns to the CITY all ownership and any and all intellectual property rights to the Written Products that are not otherwise vested in the CITY pursuant to the paragraph directly above this one. CONSULTANT warrants and represents that it has secured all necessary licenses, consents or approvals to use any instrumentality, thing or component as to which any intellectual property right exists, including computer software, used in the rendering of the services and the production of all Written Products produced under this Agreement, and that the CITY has full legal title to and the right to reproduce the Written Products. CONSULTANT shall defend, indemnify and hold the CITY, and its elected officials, officers, employees, servants, attorneys, designated volunteers, and agents serving as independent contractors in the role of CITY officials, harmless from any loss, claim or liability in any way related to a claim that CITY's use of any of the Written Products is violating federal, state or local laws, or any contractual provisions, or any laws relating to trade names, licenses, franchises, copyrights, patents or other means of protecting intellectual property rights and/or interests in products or inventions. CONSULTANT shall bear all costs arising from the use of patented, copyrighted, trade secret or trademarked documents, materials, equipment, devices or processes in connection with its provision of the services and Written Products produced under this Agreement. In the event the use of any of the Written Products or other deliverables hereunder by the CITY is held to constitute an infringement and the use of any of the same is enjoined, CONSULTANT, at its expense, shall: (a) secure for CITY the right to continue using the Written Products and other deliverables by suspension of any injunction, or by procuring a license or licenses for CITY; or (b) modify the Written Products and other deliverables so that they become non - infringing while remaining in compliance with the requirements of this Agreement. This covenant shall survive the termination of this Agreement. Upon termination, abandonment or suspension of the Project, the CONSULTANT shall deliver to the CITY all Written Products and other deliverables related to the Project. If CONSULTANT prepares a document on a computer, CONSULTANT shall provide CITY with said document both in a printed format and in an electronic format that follows accepted standards. ARTICLE 6 Page 6 of 11 GENERAL PROVISIONS 6.1 Representation The CITY representative shall be its Information Technology Manager (IT Manager) or his or her designee, and a CONSULTANT representative shall be designated by CONSULTANT as the primary contact person for each party regarding performance of this Agreement. 6.2 Confidentiality As a public entity, CITY has some information that is considered "Public Information," which is released to the general public on a website or in public meetings, or is otherwise available to the public pursuant to the provisions of the Public Records Act and other information that is considered "Confidential Information". As a technical services provider, CONTRACTOR has potential access to Human Resources records, personal information, attorney-client privileged communications and documents and draft and proprietary CITY information. For the purposes of this Agreement, "Confidential Information" is considered any information that is not Public Information. Information that has not already been released by the CITY to the public should be treated by the CONTRACTOR as "Confidential Information". a) CONTRACTOR shall take care to limit possible access to CITY'S Confidential Information within its own organization to its directors, officers, partners and/or employees having a need to know. b) Non -disclosure — Both parties agree that any operational, business or technical information obtained from the other, whether considered Confidential or non - Confidential shall not be disclosed to any third party (whether an individual, corporation, or other entity) without prior notice to the other Party. c) CONTRACTOR and CITY each agree that, except as otherwise provided herein or required by law, they shall keep such Confidential Information of the other party private and shall hold such Confidential Information in strictest confidence, and shall require their directors, officers, employees, representatives and advisors to keep such Confidential Information private and hold such Confidential Information in strictest confidence. Upon the termination of this Agreement for any reason, CONTACTOR and the City shall return to each other any Confidential Information of the other party that is capable of return. The provisions of this Section 6.2 shall survive the termination of this Agreement. 6.3 Personnel CONSULTANT represents that it has, or shall secure at its own expense, all personnel required to perform CONSULTANT's services under this Agreement. CONSULTANT shall make reasonable efforts to maintain the continuity of CONSULTANT's staff who are assigned to perform the services hereunder and shall obtain the approval of the Information Technology Manager (IT Manager) of all proposed staff members who will perform such services. CONSULTANT may associate with or employ associates or subcontractors in the performance of its services under this Agreement, but at all times shall be responsible for their services. Page 7 of 11 6.4 Conflicts of Interest CONSULTANT agrees not to accept any employment or representation during the term of this Agreement or within twelve (12) months after completion of the work under this Agreement which is or may likely make CONSULTANT "financially interested" (as provided in California Government Code Sections 1090 and 87100) in any decisions made by CITY on any matter in connection with which CONSULTANT has been retained pursuant to this Agreement. 6.5 Legal Action (a) Should either party to this Agreement bring legal action against the other, the validity, interpretation, and performance of this Agreement shall be controlled by and construed under the laws of the State of California, excluding California's choice of law rules. Venue for any such action relating to this Agreement shall be in the Los Angeles County Superior Court. (b) If any legal action or other proceeding, including action for declaratory relief, is brought for the enforcement of this Agreement or because of an alleged dispute, breach, default or misrepresentation in connection with this Agreement, the prevailing party shall be entitled to recover reasonable attorneys' fees, experts' fees, and other costs, in addition to any other relief to which the party may be entitled. (c) Should any legal action about a project between CITY and a party other than CONSULTANT require the testimony of CONSULTANT when there is no allegation that CONSULTANT was negligent, CITY shall compensate CONSULTANT for its testimony and preparation to testify at the hourly rates in effect at the time of such testimony. 6.6 Assignment Neither this Agreement nor any part thereof shall be assigned by CONSULTANT without the prior written consent of the CITY. Any such purported assignment without written consent shall be null and void, and CONSULTANT shall hold harmless, defend and indemnify the CITY and its officers, officials, employees, agents and representatives with respect to any claim, demand or action arising from any unauthorized assignment. Notwithstanding the above, CONSULTANT may use the services of persons and entities not in CONSULTANT's direct employ, when it is appropriate and customary to do so. CONSULTANT's use of subcontractors for additional services shall not be unreasonably restricted by the CITY provided CONSULTANT notifies the CITY in advance. 6.7 Fair Employment Practices/Equal Opportunity Acts In the performance of this Agreement, CONSULTANT shall comply with all applicable provisions of the California Fair Employment Practices Act (California Page 8 of 11 Government Code Sections 12940-48) and the applicable equal employment provisions of the Civil Rights Act of 1964 (42 U.S.C. 200e-217), and the Americans with Disabilities Act of 1992 (42 U.S.C. § 11200, et seq.). 6.8 Independent Contractor CONSULTANT is and shall at all times remain, as to the CITY, a wholly independent contractor. Neither the CITY nor any of its agents shall have control over the conduct of CONSULTANT or any of the CONSULTANT's employees, except as herein set forth, and CONSULTANT is free to dispose of all portions of its time and activities which it is not obligated to devote to the CITY in such a manner and to such persons, firms, or corporations as the CONSULTANT wishes except as expressly provided in this Agreement. CONSULTANT shall have no power to incur any debt, obligation, or liability on behalf of the CITY or otherwise act on behalf of the CITY as an agent. CONSULTANT shall not, at any time or in any manner, represent that it or any of its agents, servants or employees, are in any manner agents, servants or employees of CITY. CONSULTANT agrees to pay all required taxes on amounts paid to CONSULTANT under this Agreement, and to indemnify and hold the CITY harmless from any and all taxes, assessments, penalties, and interest asserted against the CITY by reason of the independent contractor relationship created by this Agreement. CONSULTANT shall fully comply with the workers' compensation law regarding CONSULTANT and its employees. CONSULTANT further agrees to indemnify and hold the CITY harmless from any failure of CONSULTANT to comply with applicable workers' compensation laws. The CITY shall have the right to offset against the amount of any fees due to CONSULTANT under this Agreement any amount due to the CITY from CONSULTANT as a result of its failure to promptly pay to the CITY any reimbursement or indemnification arising under this Article. 6.9 Titles The titles used in this Agreement are for general reference only and are not part of the Agreement. 6.10 Entire Agreement This Agreement, including any other documents incorporated herein by specific reference, represents the entire and integrated agreement between CITY and CONSULTANT and supersedes all prior negotiations, representations or agreements, either written or oral. This Agreement may be modified or amended, or provisions or breach may be waived, only by subsequent written agreement signed by both parties. 6.11 Construction In the event of any asserted ambiguity in, or dispute regarding the interpretation of any matter herein, the interpretation of this Agreement shall not be resolved by any rules of interpretation providing for interpretation against the party who causes the uncertainty to exist or against the party who drafted the Agreement or who drafted that portion of the Agreement. Page 9 of 11 6.12 Non -Waiver of Terms, Rights and Remedies Waiver by either party of any one or more of the conditions of performance under this Agreement shall not be a waiver of any other condition of performance under this Agreement. In no event shall the making by the CITY of any payment to CONSULTANT constitute or be construed as a waiver by the CITY of any breach of covenant, or any default which may then exist on the part of CONSULTANT, and the making of any such payment by the CITY shall in no way impair or prejudice any right or remedy available to the CITY with regard to such breach or default. 6.13 Severability If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect. 6.14 Notice Except as otherwise required by law, any notice, request, direction, demand, consent, waiver, approval or other communication required or permitted to be given hereunder shall not be effective unless it is given in writing and shall be delivered (a) in person or (b) by certified mail, postage prepaid, and addressed to the parties at the addresses stated below, or at such other address as either party may hereafter notify the other in writing as aforementioned: To CITY: Responsible Person: Dan Landon, Information Technology Manager (IT Manager) City of Rancho Palos Verdes 30940 Hawthorne Blvd. Rancho Palos Verdes, CA 90275 To CONSULTANT: Responsible Person: Bruce Miller, President Miller Spatial Services, LLC 20590 Bloomfield Road Riverside, CA 92508 A party may change its address by giving written notice to the other party. Thereafter, any notice or other communication shall be addressed and transmitted to the new address. If sent by mail, any notice, tender, demand, delivery or other communication shall be deemed effective three (3) business days after it has been deposited in the United States mail. For purposes of communicating these time frames, weekends and federal, state, religious, County of Los Angeles or CITY holidays shall be excluded. No communication via facsimile or electronic mail shall be effective to give any such notice or other communication hereunder. Page 10 of 11 IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the date and year first above written. Dated: _5A/ /5 Attachments: CONSULTANT BY: Its: iv) l it2Y) Pes/&it CITY OF RANCHO PALOS VERDES A Municipal Corporation BY: 4'ba-,7 Its: '� James Knight, Mayor Exhibit A — MSS CityWorks Implementation Proposal Page 11 of 11 cpnTinM sERVICEc LLC PROPOSAL CITYWORKS IMPLEMENTATION SUBMITTED TO: CITY OF RANCHO PALOS VERDES SUBMITTED ON: 4/24/2015 Miller Spatial Services 20590 Bloomfield Road Riverside, CA 92508 M I LLE R` ....,TYWORKS IMPLEMENTATION 1. Contents 1. Firm Description & Project Organizations 4 Management 4 Services 11. Experience and Past Performance 7 III. Statement of Experience & Qualifications of Project Assigned Personnel 8 IV. Scope of Work 11 A. Introduction 11 Task 1: Business Process Analysis Meetings 14 Task 2: Database Configuration 14 Task 3: Onsite Cityworks Installation 15 Task 4: Training 16 Task 5: Post -Installation Support 17 V. Project Implementation Schedule 18 VI. Cost 19 VII. Annual Support 19 VIII. Firm Contacts and Authorized Persons Information 20 Page 1 2 1A_ CR l p1 —..-4 ..,'r. anti Clarity f%' Victor is wi• sAnt-le. � - .. - ` +' � � � r" -s � all " -`.' ...._ Jr hi "Rah nces- -µ = � � '14-1a . � West ' • � ► 44„...,c �e�e5 Covina •Cucamonga i 0,,._ .�' N • '6' ' E� Pom on a Ontario . __' �` iv Monte �! `� Banning T 4 Li MILLER• Anaheim .r . Cathedral j Beach.• .;._ 'it''C' City IC Santa Ana M ssibn '.- • • � i ej o •• `Y © Pa Lake Forest j Murrieta •J - �De 3-.1r,:' .- - - . m 4' L^ate ---7 _: sa..►m--.F_ _; aQ %,1TYWORKS IMPLEMENTATION About Our Company Introduction Miller Spatial Services, LLC is a GIS Consulting company offering implementation, data, and application development services. Our founder. Bruce Miller, has 20 years of experience in GIS, Asset Management, and systems integration. All of our technical staff have at least 5 years of expertise in their discipline. In addition to providing services for specific projects, we are also able to augment an agency's staff by providing resources such as programmers, analysts, and technicians on site. Typically, agencies need temporary staff to assist with updating their GIS data. Miller Spatial Services (MSS) is Cityworks and Esri Business Partner specializing in CMMS and GIS services for public agencies such as Cities, Counties, and Water Agencies. As a partner, we specialize in the implementation of Esri technologies. From out of the box using Esri's ArcGIS for Local Government solutions to custom implementations, we can help agencies realize their return on investment as quickly as possible. We are located in Riverside, California. about 30 minutes from Esri headquarters. Page 13 Experience Our team has successfully completed over 44 GIS projects over their combined careers. nadaFllntridge f"y, - • 11110Tf f a /b• �Pasad�.a � 2t0 Arcadia Glendora __ B aldwin Park . F. .' . l l S ntano les >f' El Monte PGrand Terrace. HunongIDM,�*M *Mat' • Chino • lit As • Riverside —South• • Rianondaa Pedley • Ft11. : —Gate• Downey •Hegha "Moreno y° •1Vorwdk •Ycrbatinda , 'Corona VaYeV • r 1 ood w tC3r:el, •C ess • 7- xig$? i Ytl • acit • Westrnn •SaRna _ .UMan Y n Ranchos ante 1 - ley •Irvine M•rgenta ostaMesa • « ssion Vie p Lake Arrowhead Ct! + („,cd • ' Z(c 7>AL t aRedlands Ha oma Linda -iuntmgton Beach• NewportBeach L){ Laguna Beach •Lagna Nrqudu SanClemente Dtrns • •Sun City Lakc Ns+nore Wi►dontm •Moneta • Temecula •Yucaipa OPT - 8 annrng eauma, t YucceVaNey •BFRNA esertHot iipnnp: Palm SpA 1. . Ca thedral l.11 f 0 ✓ PalmDes.tt Lanunt. Fallbroolc .�„y ', _ Vafley� center . '.'Ista Oceanside• • • sanMar cos Cart.b ad • sc ondido E nnnrtas • _ . Santee Alpine gt.!Capn • Rural/WI, y ` temonGrov l t c -.r rlier.n .1 aDr►c• References The following are current clients of MSS. and they can be contacted for references: East Valley Water District, Highland, CA Robert Pena, IT Manager rpenq(�eastvallev. orq 909-806-4097 Fontana Water Company, Fontana, CA Aaron Yamamoto. GIS Coordinator atymamotoasavwater. com 909-201-7375 City of Lemon Grove, Lemon Grove, CA Mike James. Public Works Director miames anlemona rove. ca. aov (619)825-3814 MILL El° ..,TYWORKS IMPLEMENTATION I. Firm Description & Project Organizations Miller Spatial Services, LLC (MSS) is a multi -service organization providing specialized services in Civil Engineering, Field Asset Surveying, Utility Engineering, Geographic Information Systems (GIS) and application software services. MSS provides professional services including consulting, training, staffing and technical support. MSS continually acquire hands-on GIS project experience, with an emphasis on delivering quality services to our clients' satisfaction. We continue to set the standard for high quality GIS implementation projects, especially in utility industry for Water, Sewer, Storm, Gas and Electric backed by staff with a wide range of industry and technical experience having over 20 years of experience in GIS. MSS is fully insured and bonded for all services that we offer. Partners: ESRI Business partner, Cityworks and USA -imaging Management Mr. Bruce Miller, founder of Miller Spatial Services, LLC, graduated with a B.S. degree in Environmental science from the University of California, Riverside, USA. He is certified as a Geographic Information Systems Professional (GISP). He has over 20 years of professional experience in GIS and within the engineering industry and has successfully completed over 50 GIS projects. Most of his project experience is in implementing GIS systems with government agencies throughout California. His core competency is in implementing GIS solutions for Water and Wastewater agencies. Mr. Miller manages the strategic planning, business development and company operations for MSS. He also serves as client liaison officer on all the projects by overseeing scope, schedule, budget and time frame. Specialties: Asset Management, Utility Data Conversion, and Project Implementation. Page I 4 'ILL E� k,iTYWORKS IMPLEMENTATION Services GIS CONSULTING: • Needs Assessment • Strategic Planning • Business Process Workflow - Design, Mapping and Analysis • Feasibility & Return on Investment • Operation and Maintenance We offer custom-made unique solutions for each industry based on the client's needs and requirements. Our Core Functional Consulting: • Utilities - Water, Reclaimed Water, Sewer, Storm, Gas and Electric. Land Information Systems - Base map creation using various sources including Tract Maps, Record of Survey, Parcel Maps and BLM (Bureau of Land Management) data, Creating Building Footprints from the Satellite Imagery. GIS DATA MANAGEMENT: Our expertise is in the development of GIS for AM/FM (Automated Mapping/Facility Management), Asset Management, and analysis of geospatial information. We also specialize in the implementation of ESRI technologies. From out-of-the- box applications using ESRI's ArcGIS for Local Government solutions to custom implementations, we can help agencies realize their return on investment as quickly as possible. • Database Design • Data Conversion • Data Migration • Data Maintenance • Land Information Systems • Survey Data Integration • Raster to Vector Map Conversion • Geocod i ng • Engineering Asbuilt Design Page 5 '�11LLE� ,,ITYWORKS IMPLEMENTATION GIS APPLICATION DEVELOPMENT: Custom application development built on ESRI technologies for ArcGIS Server. ArcGIS Online, and mobile solutions to support field maintenance. GIS DATABASE DEVELOPMENT: Development and administration services for SQL Server, Geodatabase, and Access databases. GIS STAFFING: We provide highly qualified GIS professionals who can supplement your office staff. They can work on site or remotely and can be dedicated to your agency for any number of hours per week. We can provide GIS consultants, developers, analysts, and technicians. Our rates are very competitive and we only provide staffing from our own trusted network of resources. We will not search job posting boards to fill a position. Software Skills GIS Software: ArcGIS 10.3 Desktop, ArcGIS Online, ArcGIS Server, ArcSDE: ArcGIS Extensions: Data Reviewer, Geostatistical Analyst, Network Analyst, Spatial Analyst and Tracking Analyst Other GIS Software: Google Earth, GRASS, Quantum GIS Asset Management Software: Cityworks AMS CADD & Graphic Software: AutoCAD 3D Map, AutoCAD civil 3D, Microstation, Visio, Photoshop. 3D Max Databases: Access, SQL Server. Geodatabase GIS Programming:Python, Javascript, ArcGIS API for Flex, ArcGIS API for Silverlight and ArcIMS, ESRI Arc Objects Other programming environments: C#, Microsoft C++, HTML, KML, XML, UML, VBA, Visual Basic, and .NET Framework. Page 1 6 '�Vl I L L El %.,ITYWORKS IMPLEMENTATION 1 II. Experience and Past Performance The following table shows the combined project experience of our team. MM=Uf117=11r 1=niMMIff,ff City of Lemon Grove Indio Water Authority San Gabriel Valley Water District, CA East Valley Water District, CA ✓ ✓ ✓ ✓ ✓ ✓ Western Municipal Water District, CA 1 Otay Water District ✓ ✓ ✓ City of Lemon Grove, CA City of Barstow, CA ✓ City of Orange, CA City of Los Angeles, CA ✓ County of Los Angeles, CA City of Long Beach, CA City of Newport Beach, CA City of Pasadena. CA City of Fremont, CA 1 City of Fontana, CA ✓ ✓ California State University, East Bay, Hayward, CA California State University, Pomona, CA Los Angeles World Airports (LUSAD) University of California, San Francisco, CA Page 7 MILLER ..iTYWORKS IMPLEMENTATION 111. Statement of Experience & Qualifications of Project Assigned Personnel Miller Spatial Services. LLC is comprised of a core group of GIS, networking and programming professionals with extensive experience in the industry and hold various certifications The Organization chart shown below highlights all key personnel who will work on this project along with their percentage of time allocated to the project. Lig RANCHO PALOS VERDES PSI/Implementer Bruce Miller, GISP (50%) £'arks DeN eloper ( hris Johnson The Project Manager will be Bruce Miller. GISP. Mr. Miller has over 15 years of Project Management experience and over 5 years of Cityworks implementation experience. Mr. Miller will be the primary resource performing the implementation. He will be assisted by Chris Johnson for any Cityworks API integration. Page 1 8 V1LL71 r,.�r �YV,; �.y..�yYMwyF /rIFMMl.f/IMNYnA'Y. �iTYWORKS IMPLEMENTATION F EDUCATION Bachelor of Science Degree, Environmental Science, University of California, Riverside Associate of Science Degree, Natural Science, Riverside Community College CERTIFICATIONS 2012 — Geographic Information Systems Profession (GISP) CONTACT INFO Email: brucemiller@millerspatialservices.com Page 9 Bruce Miller, GISP Founder/Implementer Mr. Miller has his GIS Professional (GISP) certification. He has over 20 years of experience providing GIS services to public agencies. Mr. Miller has been responsible for directing complex mapping projects addressing logistical and technical concerns. Services include database development/administration and maintenance, map creation. needs assessment, implementation and integration. Integration services include integrating GIS databases (SQL Server or Oracle) with other systems such as CCTV, Customer Billing, Document Management (Laserfiche), and Work Orders. He also provides field data capture automation, training, and general IT consulting services. Summary of Skills • Expertise using ESRI's ArcGIS software products, ArcGIS Desktop 10.x, ArcGIS Server. ArcGIS Online, and ArcGIS Pro • Experience in administration of Cityworks AMS • Expertise in Mapping, GIS Data Modeling, Systems Integration, Needs Assessments • Over 10 years of Project Management experience • Experience with GPS data collection using Trimble • GPS units and post processing data by differential correction • Database experience with SQL Server, Oracle, and Microsoft Access • Programming experience in Python, Visual Basic, HTML Representative Projects • East Valley Water District, Cityworks Implementation/Administration • Indio Water Authority, Cityworks Support • City of Lemon Grove, Cityworks Implementation and support MILLER ,ITYWORKS IMPLEMENTATION EDUCATION Bachelor of Science Degree, Finance, University of Illinois, Urbana -Champaign CERTIFICATIONS Chris Johnson Spatial Application Developer Mr. Johnson is an expert in computer programming and has significant experience in various languages, to include: Esri ArcGIS Desktop, Associate Summary of Skills 10.1 Esri Web Application Developer, Associate 10.1 CONTACT INFO Email: cjohnson@millerspatialservices.com Page 1 10 • Cityworks API development Python programming —6 years • Adobe Flex application development — 3 years • .Net programming with C++ and Visual Basic — 3 years • Microsoft SQL Server — 3 years • ArcMap, ArcGIS Server, ArcSDE and ArcObjects — 3 years • GPS data collection — 2 years • MS Access/Excel/Word — 8 years Completed Projects • City of Henderson, NV Utility Services — GPS Data collection and QA • WMD Water, Drenth, Netherlands — Integration of INFOR EAM with Flex web application • Calwater — ArcGIS Server administration. web application development, forms app development • City of Lemon Grove. CA — ArcGIS Online web application development • Fontana Water Company, CA — DigAlert project, forms development. ArcGIS Online f/IILLEf� r.1TYWORKS IMPLEMENTATION IV. Scope of Work A. INTRODUCTION This scope of work identifies the tasks required for the successful implementation of Cityworks AMS. Miller Spatial Services understands that the following requirements have been identified by the City, and will be included in implementation: General • GIS centric — 2 way GIS communication • Mobile device capable for in field work, storing data on the device so work can be done while device is not connected to the internet • Intuitive User Interface — Simple interface making it easy for average/occasional user to utilize (such as service request entry) Service Requests/Customer Service • Service requests can be created for internal and external work requests either linking to a GIS Asset and points or without the use of GIS • Workflows to manually or automatically generate work orders from service requests and route as appropriate to appropriate staff • Link work order to service request to provide lifecycle history of problem • Ability to set automated response to requestor when service request is turned into a work order, when work order is assigned (including estimated completion) and once work has been completed • Dashboard to manage service requests and work orders Work Orders • Interface allowing for flexible creation of work orders related to GIS assets and points or entered direct into the system without GIS • Ability to create multiple work orders for many assets at one time. • Work order input and reporting includes costs for labor, material, parts, equipment. vehicles, tools and outside resources. • Each work order can be tied to one or more asset ID's to create asset maintenance history. • Ability to email pdf version of work order to users and contractors. • Scheduled work orders should appear on a calendar by user and a central calendar that includes all users_ Page 1 11 ViLL E� ..,iTYWORKS IMPLEMENTATION • Users should be able to change the day, time or crew from the calendar view prior to finalizing the work order. • Multiple assets can be linked to one work order and one asset can have multiple work orders. • Work orders can be parent or child work orders. Preventive Maintenance (PM) • Set triggers for PMs by various criteria such as by event, date, days, weeks, months, readings, miles and last condition rating. • Ability to include estimated labor, materials, parts, attachments, and other requirement work components in PM or Asset. • Ability to input actual labor, materials, parts or service provider information such as vendor invoice number, and other work component requirements in work order. • Include best practice inspection templates. Asset Inventory • Asset Inventory linked to GIS assets such as signs, storm/sewer structures and conduits, trees, street segments, street lights, pavement markings, curb & gutter, sidewalks as well as non -GIS assets like vehicles, and equipment fleet and custom entry with location for items like HVAC systems. fixtures. etc. • Ensure that each asset has a unique ID whether from GIS or not. • Interface configured to provide method to add or attach new assets to GIS using a fast, efficient data entry process. • Provide ability to add new fields to existing records and globally populate attributes including 5 user defined fields. • Ability to query/sort assets on all attributes and print or send information by email • Include ability to create a GIS map of selected assets based on category, work in process, assignments and other statuses and categories within the system • Include ability to select work orders, inspection records and other information stored in system through the GIS map. • Ability to attach multiple images and documents to an asset record. Asset Inspections • Store inspection records and images for asset inspections. Page 1 12 ijT[[ER TYWORKS IMPLEMENTATION • Apply a condition assessment rating to inspections that relate to a separate checklist attached to the asset • Ability to query/sort assets based on scheduled maintenance and condition ratings. • Create condition rating report based on categories and inspection dates. Workflow Management • Rules -based workflow routing based on status, dates, types, etc by groups • Ability for users to start workflow based on status, dates, events and route document packages such as work orders, maps, special instructions, safety instructions and other for further routing or approval Capital Improvements / Engineering Project Management • Ability to create parent and child projects and assign project managers and work orders to projects by choosing single or multiple assets in GIS or without GIS • Ability to status projects, track detail such as project schedules, costs, contractors, staff and update as needed • Ability to attach files, reports, as -builds, etc to projects • GIS maps to display projects based on a combination of information such as category, dates, events, types, cost, etc • Selecting a project in GIS will display further detail about the project • Ability to report on quantity, time and cost of Projects and sub -projects in both summary and detail formats in Crystal Reports and Excel format. • Ability to track work orders schedules at project level • Dashboard to view all project information and drill down to view project details by category Mobile Field Computing • (5) Setup tablet and mobile laptop for accessing and updating of inspections and work orders in the field • Integration of GIS into mobile devices • Ability to add asset in field using GPS coordinates from mobile device • Ability to take pictures with the mobile device that automatically attach to the item The following are capabilities that the City would like which are NOT in the scope of work for this project' • Interface with CRM solution such as Public Stuff or Citysourced Page 1 13 '`11LLE� —,TYWORKS IMPLEMENTATION • Capability for system to interface with other City enterprise applications (interface not included in scope). • Planned Interface with DRM (Public Stuff, See Click Fix, or CitySourced) to create service requests TASK 1: BUSINESS PROCESS ANALYSIS MEETINGS We will meet with key department personnel to document the specific business processes currently in place. Information collected will include the daily work orders and maintenance management cycles needed to be configured into Cityworks. This is an integral part of the process for us to capture the complete functionality of the current system and integrate those components into the Cityworks platform. This task will take place onsite in workshop -style meetings with necessary IT and department managers, and may occur over 6 days. RPV will start internal meetings first to look at their coordinated processes. Deliverable Milestones: a. Workflow diagrams of processes that will be incorporated into Cityworks a b. Minutes of Meeting Notes TASK 2: DATABASE CONFIGURATION Using the City's current ArcGIS Server into Cityworks. The timeline for the database configuration will vary depending on the status of current stored data. This task will take place offsite: MSS will be responsible for linking (if any is needed) of the City's existing GIS database into the new system. MSS understands that the City does not maintain any data other than current layers in GIS and will enter that data using MSS tools and training techniques. MSS understands that the City expects any migration tools and training on future data entry or integration to be part of the deliverable. Page 1 14 Deliverable Milestones: • k,iTYWORKS IMPLEMENTATION a. Asset Inventory Configuration • Assets for WO/SRs have been loaded into Cityworks and linked to the proper WO/SR types b. GIS Integration • GIS data displays in Cityworks map • GIS assets can be attached to proper WO/SR • GIS attributes can be updated through Cityworks TASK 3: ONSITE CITYWORKS INSTALLATION The configured database and Cityworks software package (Cityworks Server AMS Workgroup Standard) will be installed onsite in the City's environment. Changes to the configuration can be made during this time. MSS will install all software needed for Cityworks. MSS will meet with a representative of the City prior to installation of the software products to ensure that the site meets the Cityworks written minimum site requirements. Reports will be configured for Cityworks. The following reporting requirements will be implemented- • Reports will be created using Crystal Reports or standard Word Templates • Allow users to create ad hoc reports using saved searches • Store ad hoc report saved searches and changes as required • Preview all reports before they are printed • Include pre -defined general system reports that can be customized by the user • Option to send reports to printer, file. or email • 14 preconfigured reports on quantity, time and cost of various aspects within the system in both summary and detail formats in Crystal Reports and Word. Saved searches for the reports below can be exported to Excel. The following reports will be setup: o Employee Actual Labor o Employee Projected Labor o Equipment Report o Scheduled Inspections Report o Inspection Summary Report o Material Report o Project Detail Report o Service Request Listing o Service Request Summary o Work Order Details Page 1 15 1LLEIi .,iTYWORKS IMPLEMENTATION o Work Order Listing o Work Order Task Duration o Work Order Task Duration Average By Type o Work Order Summary by Type Deliverable Milestones: a. Service Request, Work Order, PM, Asset Inspection Configuration • WO/SR, and Inspections work as defined in workflow meetings (Task 1). • User Inboxes are configured • Defined Users are able to login b. Workflow Implementation, Mobile Device Configuration • Defined Workflows defined in Task 1 are being routed correctly in Cityworks • Mobile Devices in field can access Citywork's database c. Report configuration • Reports listed are displaying correct information • Report user permissions are set correctly TASK 4: TRAINING MSS will develop a training plan for review by the City prior to training. The plan will include user group levels, course duration, description of course, and any course prerequisites. Training will be done in the City's training facility. Designated City administrators will be trained in all administration functions required to operate the system. MSS will provide direct user training, not train - the -trainer courses. Training will occur over four 8 hour days Levels of training required will include • Casual User: Staff who will have the ability to check the status of a work request. Session will be 2 hours (quantity 8 —broken into 2 sessions) • Routine User: Staff who will have the ability to complete a work order after the crew has completed their work. Session will be 3 hours.(quantity 6) • Heavy User: Staff, who will create work orders, schedule work orders, create PMs, maintain the parts, create reports and generally will have the ability to use the whole system based on their security clearance. Session will be 4 hours. (Quantity 4) Page 1 16 MILLER ,ITYWORKS IMPLEMENTATION • Administrator: Staff will have full system access and be responsible for the daily system operations. Security levels, configure drop down and user defined fields. Session will be 3 hours (quantity 2) Training sessions will be held for each group of user identified above. Training will be broken into small groups of users depending on work responsibility. Deliverable Milestones: a. Admin and User Training completed b. Copy of training material used in training session delivered in digital format (Microsoft Word) c. Go -live TASK 5: POST -INSTALLATION SUPPORT After the configuration, installation and training phases have concluded, we will provide troubleshooting and support services of up to 80 hours (may be negotiable). This support will primarily be remote and take place offsite. Page 1 17 Deliverable Milestones: a. 60 day post implementation follow up on site VIELEI .,iTYWORKS IMPLEMENTATION V. Project Implementation Schedule The schedule to complete this project is below. We are prepared to begin work on this project immediately upon your Authorization to Proceed and will coordinate with you, as required Month Month Month Month Month Task Description 1 2 3 4 5 1 Business Process Analysis Meetings 2 Database Configuration 3 Onsite Cityworks Installation 4 Training (80 5 Post -Installation Support Hours) Notes Task 1 schedule will be dependent on City staff availability to attend workflow meetings Task 5 will start once all deliverables are accepted under the scope of work and will continue until all hours are used Page 18 'MILLER -iTYWORKS IMPLEMENTATION VI. Cost A detail cost and Milestone billing schedule based on the scope of is below. It is based on the completion of milestones in the agreed upon Scope of Work. The amount under `Milestone Billing' will be billed at the completion of the milestone. Task Milestone Description Milestone Billing Total Cost 1 Business Process Analysis Meetings $ 9,975 2 3 4 5 a Workflow Diagrams b Meeting Notes Database Configuration a Asset Inventory Configuration b GIS Integration Onsite Cityworks Installation a SR, WO, PM, Inspections b Workflow Implementation c Report Configuration Training a Admin/User Training b Go -live Post -Installation Support a 60 day post implementation $ $ $ $ $ $ $ Total Cost 7,980 1.995 6,300 4.200 6,825 4,095 2.730 5, 040 1.260 8,400 $ 10,500 $ 13,650 $ 6,300 $ 8,400 $ 48,825 VII. Annual Support Annual support will be provided as needed to provide support, configuration changes, and upgrades. Support will be billed based on a Time and Materials agreement. The following rate schedule will be used: • Cityworks Administrator $105/hour • Cityworks Developer $85/hour • GIS Analyst $75/hour • GIS Technician $65/hour Rates will have a rate escalation of 5% per year. Round Trip travel to the City will be billed at: $90/trip Additional Reports will be setup as follows: • Simple Report (Single table): $500/report • Advanced Report (Multiple tables): $1000/report Page 19 MILLER .-.TYVVORKS IMPLEMENTATION VIII. Firm Contacts and Authorized Persons Information The following person is an authorized representative of Miller Spatial Services, LLC and is the primary contract for this project: Bruce Miller, President Miller Spatial Services, LLC 20590 Bloomfield Road Riverside, CA 92508 bmiller@millerspatialservices.com 951.505.9276 Page 1 20 (CiIILLER