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CC SR 20150818 K - GIS Service Provider AgreementCITY OF tiRANCHO PALOS VERDES MEMORANDUM TO: HONORABLE MAYOR & CITYfr(�jUNCIL MEMBERS FROM: DAN LANDON, IT MANAGER�Wd- DATE: AUGUST 18, 2015 SUBJECT: GEOGRAPHIC INFORMATION SYSTEM SERVICE PROVIDER AGREEMENT REVIEWED: CAROLYNN PETRO, DEPUTY CITY MANAGER(e DOUG WILLMORE, CITY MANAGER lµ'`) RECOMMENDATION Enter into a one (1) year agreement with two (2) optional one (1) year extensions in the amount of $62,400 with Interwest Consulting Group for GIS Coordinator and Analyst services, as needed throughout the year. BACKGROUND The IT Services Provider RFP solicitation process begun in 2014 resulted in the separation of IT services from GIS services because of the opportunity to receive the best possible combination of service and price for both IT and GIS services. The IT Service Provider RFP process was completed and approved by the City Council on March 17, 2015 and on April 21st, Staff presented the City Council with a recommendation to create a full time GIS Coordinator position. Staff was directed to take a "hybrid" approach which consisted of a 28 hours per week part time GIS Coordinator, and issue an RFP for GIS services for an additional 12 hours per week to assist with GIS service and complete projects as needed beyond the capabilities of the part time Staff position. The resolution to create the part time GIS Coordinator position was approved by the City Council on June 17, 2015, and the position was filled on July 27, 2015. 1 GEOGRAPHIC INFORMATION SYSTEM SERVICE PROVIDER AGREEMENT August 18, 2015 Page 2 of 3 DISCUSSION An RFP for 624 annual hours (12 hours per week) of GIS contract services was issued on July 7, 2015 to six (6) Los Angeles Area GIS Service Providers and posted on the City website to solicit additional proposals. Proposers were presented with the opportunity to ask questions, and the responses were sent to eight (8) proposers who expressed an interest; the original six (6) potential proposers, as well as two (2) additional organizations who responded with an intent to propose letter. The City received five (5) proposals by the closing date on July 17, 2015 which were reviewed and scored during the week of July 20, 2015 by an RFP review committee consisting of four (4) Staff members representing the City Manager, Public Works and Community Development Departments. Proposals were evaluated using a scoring system intended to insure the City receives the highest value service considering both the quality of service and cost. The scoring categories were: • ORGANIZATION (20%) — Including factors such as financial strength, length of time in business, priority placed on service, references and strength in the marketplace. • CAPACITY (25%) — The ability of the organization to properly implement the proposed services including staff qualifications, certifications, prior similar engagements and ability to respond to City needs. • ONGOING OPERATION (25%) — Includes organization support model, availability of staff, flexibility, professionalism, and the ease of working with the proposer. • PRICE (30%) — Overall cost of the proposed support factors. The results of the RFP review committee's scoring were: Interwest Proposal Proposal Proposal Proposal Organization 1 3 2 5 4 Capacity 1 2 3 5 4 Ongoing Operation 1 2 4 3 5 Cost 2 1 4 3 5 Overall Rank 1 2 3 4 5 Average Hourly Cost $109* $95 $111 $108 $131 *later negotiated to $100 Each proposal was considered based on the four (4) categories outlined in the RFP with a focus on procuring a provider that met the specific needs of the City. While price was the highest factor considered, the sum of the provider's capabilities, experience and qualifications, along with the provider's strategic partnerships with vendors of systems the City utilizes, were also considered. 2 GEOGRAPHIC INFORMATION SYSTEM SERVICE PROVIDER AGREEMENT August 18, 2015 Page 3of3 The top two rated providers were clearly the most focused on providing general GIS support services, and more closely met the RFP requirements. Several other proposers were primarily engineering or environmental analysis and management firms with a GIS focused component. The lower scoring of those firms does not reflect the overall capabilities of the firm as much as how well they match the City's specific requirements. The hourly rate cost comparison was determined by estimating the total number of hours of Analyst and Coordinator level support, 75% and 25% respectively, travel charges for onsite visits, and other cost noted in the proposal. In professional services agreements, value is a combination of both capability and cost because a more capable professional service provider is able to perform more quality work per hour and with higher quality than a less capable one. In the opinion of the RFP review committee, Interwest had a clear advantage by scoring number one in organization, capacity and ongoing support categories. With an average hourly rate of $109, Interwest was 13% higher than the lowest cost proposal of $95, but still below the average rate of $110.80. After the notice of intent to proceed was issued, Interwest and Staff have agreed on the proposed contract terms including a price reduction that results in a $100 average hourly rate, further increasing Interwest's value. CONCLUSION A service provider with Interwest's capabilities provides the City with the high level expertise necessary to take advantage of the benefits of GIS service delivery, as well as the time for an analyst to assist with backlogged projects. Interwest has a proven capability in projects such as the delivery of web based GIS services to the public, and the implementation of an authoritative, electronic land based data repository. The final proposal cost of $100 per hour is well below the average proposal cost of almost $111 per hour, and Interwest's experience and skilled staff are expected to result in the most productive and high quality service, and therefore the best value for the City. FISCAL IMPACT No fiscal impact is expected as funds for this agreement were included in the approved FY15-16 Information Technology budget. Attachment: Interwest Consulting Group Professional Services Agreement (page 4) 9 ProfessionaUTechnical Services Agreement for Geographic Information System Services for the City of Rancho Palos Verdes Between Interwest Consulting Group (CONSULTANT) L J, 9 The City of Rancho Palos Verdes (CITY) El PROFESS IONAUTECHNICAL SERVICES AGREEMENT This Agreement is made and entered into this 19th day of August, 2015, by and between the City of Rancho Palos Verdes (hereinafter referred to as the "CITY") and Interwest Consulting Group (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 CITY is contracting with CONSULTANT for GIS professional services. This engagement may consist of both on site, remote and off-site work depending on the specific needs, and may include a variety of needed skill levels as outlined in the Scope of Work. It is expected the CITY will need approximately 624 hours of assistance per year. This agreement begins August 19, 2015 and ends June 30, 2016, and may be renewed for two (2) additional annual terms beginning on July 1 of one year and ending on June 30 of the subsequent year by mutual written agreement between both parties. 1.2 Description of Services CONSULTANT shall perform GIS Coordinator and Analyst services as described in Exhibit A — Scope of Work, Exhibit B - CONSULTANT'S Proposal and Exhibit C - the CITY's RFP, which are attached hereto and incorporated herein by this reference. If there is any conflict between the provisions of this Agreement, Exhibit A, Exhibit B, or Exhibit C, the order of precedence is that the provisions of this Agreement shall govern followed by Exhibit A, then Exhibit B, then Exhibit C. 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 the maximum sum of $62,400.00, per year, at the rate of $95 per hour for GIS Analyst services and $115 per hour for GIS Coordinator services as agreed to and described in Exhibit "A". (b) CITY may request additional specified work under this Agreement. All 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. Page 2 of 9 �y 2.2 Payment Address All payments due CONSULTANT shall be paid to: Interwest Consulting Group PO Box 18330 Boulder, CO 80308 2.3 Terms of Compensation CONSULTANT will submit invoices monthly, as work is completed and authorized by CITY IT Manager or his or her designated representative. 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 a 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 the 19th of August, 2015 and shall terminate on July 30, 2016, unless otherwise extended by the mutual written agreement of the parties. 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) 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 Page 3 of 9 0 for bodily injury, death, loss 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:VI1 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. 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 Page 4 of 9 7 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. 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. CONSUL'T'ANT 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. Page 5 of 9 ril AN 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 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 ofthe 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. 6.4 Conflicts of Interest Page 6 of 9 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 Assi ng ment 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 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 seg.). 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 Page 7 of 9 10 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. 6.14 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. 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: Page 8 of 9 11 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 Mike Kashiwagi, Director of Municipal Services Interwest Consulting Group 15061 Springdale St. Suite 205 Huntington Beach, CA 92649 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. IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the date and year first above written. CITY OF RANCHO PALOS VERDES, municipal CONSULTANT, Interwest Consulting Group, a corporation California corporation City Signature: Vendor Signature: Printed Name: Printed Name: Title: Title: Date: Date: ATTEST: City Clerk APPROVED AS TO FORM: City Attorney Vendor Signature: Printed Name: Title: Date: Page 9 of 9 12 Exhibit A - Scope of Work Exhibit A — Scope of Work 1. Scope The term of this agreement will begin on August 19, 2015 and end on June 30, 2016 with two (2) optional one (1) year extensions each beginning on July 1 and ending on June 30 of the subsequent year. The maximum value of the agreement is set forth in the contract. The firm will be required to provide qualified technical resources in a timely manner that meet the position classifications described below. It is expected that the selected organization will provide GIS Analyst level assistance performing skills as outlined in section 2.1 of this Scope of Work for GIS data entry, field data acquisition, production of maps for staff, data cleansing and layer generation, assistance with plotters and other business systems and working with intern level staff. There may also be times the City wishes to contract with high level GIS staff herein referred to as a GIS Coordinator for configuration, layer and attribute creation and other tasks as outlined in section 2.2. Consultant understands that project or other work may be sporadic with periods of time without any required assistance and other periods with considerable work requirements. City will work with Contractor to smoothly schedule work as much as possible, but Contractor will provide timely service as required by the City. Contractor and the City shall coordinate to agree whether necessary work fits into either the GIS Analyst, or GIS Coordinator classifications prior to beginning an authorized project. Billing shall be for the lower level of work needed for any portion of the project that is performed at the lower level. Because the City has standardized Commercial Off the Shelf (COTS) programs, it is expected that there will be little work required above the GIS Coordinator level; however in the event there is programming or architect level work required, the City and Contractor will agree in writing to those costs prior to the commencement of work. 2. Position Classifications: 2.1 GIS Analyst: Performs GIS data maintenance and mapping activities. Minimum of 1 year GIS data editing experience required. Skill and ability: • Working knowledge of ESRI ArcGIS Desktop software and Trimble Handhelds. • Perform GIS spatial data editing and maintenance. • Perform tabular GIS data entry. • Perform GIS mapping functionalities • Printing and technical help with an HP plotter. • Communicate clearly and concisely, both orally and in writing. • Ability to work alone or with others in the field geo-locating City assets. • Ability to work with City staff to document and carry out project goals. 2.2 GIS Coordinator: Perform highly complex technical GIS data maintenance and mapping activities. Minimum of 5 years GIS data editing experience required. 13 Skill and ability: • Proficiency with ESRI ArcGIS Desktop software. • Perform GIS spatial data editing and maintenance. • Perform tabular GIS data entry. • Perform GIS mapping. • Ability to design and create all GIS related features. • GIS database management and maintenance. • Creation of web services and applications. • Communicate clearly and concisely, both orally and in writing. • Familiarity with civil and structural engineering drawings. • Understanding of the GIS needs of municipalities. • Knowledge of Asset Management or Land Management business systems is helpful. • Geocortex viewer configuration experience. Location: Firm's assigned staff likely will be able to work remotely with access to City GIS servers a considerable portion of the assigned hours, but will also be required to work onsite at the City of Rancho Palos Verdes City Hall in Rancho Palos Verdes, California. Fieldwork and/or presentations and meetings may also be required at other City facilities or at job site locations away from City facilities. Hours: City hours are 7:30 to 5:30 Monday through Thursday and 7:30 to 4:30 on Fridays. It is expected that the City will use a total of approximately 624 hours per year (12 hours per week) but those hours will be based on need. There may be weeks in which no staff will be required, then other weeks that the City might expect 40 hours of assistance to complete projects. The City will work with the selected firm to provide adequate advance notice when any full day support is needed. The City may also require assistance on an as -needed basis with limited notice in case of emergency or some type of system failure or other unusual circumstance. Proiect Administrator: The City IT Manager will be the City's designated Project Administrator. The selected firm shall designate a single point of contact, a Project Administrator, to direct efforts in fulfilling contracted obligations under this Agreement. The selected designate shall be subject to the approval of the City and shall not be changed without the express written consent of the City's designated Project Administrator. Quality: The Firm shall be responsible for the professional quality and technical competence of personnel supplied to the City. Additionally, the Firm shall be responsible for the coordination of all efforts and services furnished under the Agreement. Performance Requirements: Each assigned personnel must be guaranteed to perform assigned duties to the City's satisfaction, or Contractor will replace personnel with new staff who are satisfactory to the City Project Administrator. The City Project Administrator will be the sole judge of satisfactory performance. The City reserves the right to reject any personnel and choose to replace or not replace that temporary worker at any time. Provided Facilities and Equipment: Furnished office space, telephone and computers will be provided for all assigned personnel working onsite. The Firm will be required to provide necessary computers, telephone, office space and software tools required for staff working remotely. The City will configure remote access to City systems for vendor staff working 14 remotely. The firm may be required to provide additional office equipment necessary to perform the scope of services duties for each contract position. 3. Deliverables The City Project Administrator or GIS Coordinator will assign work to Contractor's staff and monitor task completion progress. If Contractor's staff fail to meet expectations as judged by the City Project Administrator, the Project Administrator will be informed and the Contractor's staff will be replaced or a workaround plan agreed to by both Project Administrators will be implemented. 4. Work Environment The Project will require some on-site work at the City of Rancho Palos Verdes City Hall, but the City Project Administrator will attempt to consider remote work where appropriate. Remote or on-site work will be at the sole discretion of the City Project Administrator. 15 Exhibit B - Proposal July 17, 2015 PREPARED FOR THE Attention: Daniel Landon, IT Manager 30940 Hawthorne Boulevard Ranch Palos Verdes, California 90275 BY Interwest ConmWing Group °T` x Mike Kashiwagi, PE MINN Director of Municipal Services 15061 Springdale Street, Suite 205 Huntington Beach, CA 92649 714.899.9039 Office 916.206.2238 Mobile mkashiwagi@interwestgrp.com 16 SECTION 1 CoverLetter.........................................................................................1 SECTION 2 Organization, Capacity & References ..........................................2 FirmOverview...............................................................................2 Partnerships..................................................................................2 Services........................................................................................3 Software Experience.....................................................................4 Project Experience........................................................................5 Client References.......................................................................10 SECTION 3 Staff Qualifications ..........................................................................11 Team Overview...........................................................................11 BriefBiographies.........................................................................11 Availability...................................................................................13 Workload....................................................................................13 Benefits of Interwest Staff...........................................................13 SECTION 4 Firm uali ications..........................................................................14 Qualifications..............................................................................14 Financial Stability........................................................................15 SECTION 5 FeeProposal ......................................................................................16 SECTION 6 City Agreement Language ...........................................................17 SECTION 7 Vendor Agreement Sample ...........................................................18 APPENDIX Interwest Consulting Group I www.interwestgrp.com 17 July 17, 2015 Mr. Daniel Landon, IT Manager City of Rancho Palos Verdes 30940 Hawthorne Boulevard Rancho Palos Verdes, California 90275 RE: GIS Service Provider Selection Dear Mr. Landon, INTERWEST Thank you for the opportunity to present this proposal expressing our interest and outlining our qualifications to provide (GIS) Services to the City of Rancho Palos Verdes. We look forward to the opportunity of building a long term relationship. Since 2002, Interwest Consulting Group has assisted over 200 cities and agencies throughout the western United States in several service areas including GIS, IT, Building and Safety, Public Works, City Engineering and Real Estate. Our core business is providing municipal engineering and consulting services to public agencies. We employ a team of highly trained individuals who currently work as both consultants and contract GIS staff at municipalities throughout California. Many of our staff also bring the experience of previously working as public employees for state, county and local agencies. Our team works closely with neighboring jurisdictions on GIS initiatives, so we understand the many benefits of a collaborative environment. We are partners with the industry's leading technology companies including Esri and Latitude Geographics/Geocortex. Our GIS capabilities and skills have blossomed due to our ability to successfully improve the cost effectiveness and delivery of important information to public agency customers through our GIS knowledge, creativity, and effective partnerships. Working exclusively with public agencies for more than 10 years has provided our team with the skill set to understand the critical business processes of the agencies we serve. Interwest Consulting Group thoroughly understands the Scope of Work as outlined in the RFP and are committed to providing all necessary GIS Services to support the City's planning efforts, performance measures and communication goals with both the public and agency stakeholders. Our GIS team is prepared to provide qualified technical resources to include a GIS Analyst and GIS Coordinator, as requested by the City. Mark Dumford will serve as the Project Manager and will be your contact for all services provided to the City. Michael Kashiwagi, Director of Municipal Services, is an authorized representative of Interwest and can contractually bind the firm. We have reviewed the Terms and Conditions outlined in the Sample Agreement and do not have any objections or modifications. We do prefer our enclosed fee proposal remain confidential to those not involved in this proposal process. Contact information for both Mark Dumford and I is as follows: Interwest Consulting Group, Inc. (Legal Name of Firm) Primary Contact Project Administrator/Manager Michael Kashiwagi, Director of Municipal Services Mark Dumford, GIS Manager 916.273.4685 mkashiwagi@interwestgrp.com 916.548.6721 mdumford@interwestgrp.com We appreciate the opportunity to demonstrate our GIS capabilities and invite you to contact either Mark or myself should you have any questions or would like additional information. Sincerely, ichael Ka iwa i, PE Director of M ici al Services Interwest Consulting Group I www.interwestgrp.com PAGE 1 we Section 2 Interwest Consulting Group has been in business since 2002 and was founded by individuals with a passion for serving municipalities and government agencies. The 230 plus individuals who comprise Interwest Consulting Group have provided municipal services throughout their entire career. We concentrate on attracting, training, and retaining highly experienced technical staff and furnishing them with the tools and structure necessary to deliver successful services to our clients. Interwest has assisted over 200 cities and counties throughout California and the western United States and specializes in providing a variety of services, including GIS, IT, public works, city engineering and building and safety. Our business model is built on simple yet vital customer service principles—offer thorough, quality and timely services. Interwest's highly qualified GIS team has a broad range of skills to support your GIS goals. This breadth of knowledge and experience allows us to provide a full range of GIS services including ArcGIS Platform maintenance (software/hardware), Latitude Geographics Geocortex implementations, WebGIS development, mobile GIS app development, data collection/maintenance, map creation, and training. We manage the day to day operations as well as the research and development of new technology initiatives for our clients. We encourage thinking outside the box and have a staff who possess proactive attitudes and are equipped for every challenge. The benefit of using Interwest is we don't just assign one person to your agency. We have an entire team with a broad spectrum of skills. A well run GIS operation means working efficiently across multiple departments and with outside agencies so your staff can maintain a focus on serving your citizens. Our team is comprised of highly experienced, forward thinking, customer -service oriented professionals who will deliver solutions to technical problems in a timely and cost effective manner. We are prepared to tackle any GIS project. More importantly, we understand the needs of a government organization and anticipate solutions to support systems and processes of a comprehensive GIS implementation. Our team will utilize this experience to provide all necessary GIS Services to the City of Rancho Palos Verdes. PARTNERSHIPS Interwest partners with leading GIS software companies. Partner Network kms., esri S,,v.. Interwest Consulting Group I www.interwestgrp.com PAGE 2 19 INTERWEST GIS SERVICES Interwest's GIS team has a broad range of skills to support the city's GIS goals. Our areas of expertise include: Our team has worked with ArcGIS Server, ArcGIS Online, JavaScript, Google Maps API, Google Earth and a number of third party software applications including Geocortex to provide interactive mapping applications to our clients. We have created public facing GIS viewers, internal GIS viewers, mobile applications for phones and tablets and intranet applications. We will work with the City of Rancho Palos Verdes to determine and recommend the best options for the City's workflow and unique user requirements. Our team has extensive knowledge of ArcGIS Platform components including: • ArcGIS Desktop: Advanced (Arclnfo), Standard (ArcEditor), and Basic (ArcView) • ArcGIS Pro: Advanced, Standard, and Basic • ArcGIS Online: deployed on laptops, tablets and phones • ArcGIS Server: ArcSDE, Map Services (Installation, integration, tuning, and software/hardware upgrades) Providing GIS data services to municipalities is one of our core GIS services. Interwest's GIS team currently maintains GIS databases for ten municipalities throughout northern and southern California. We are prepared to maintain the various City's GIS datasets and geodatabases, in accordance with the City's standards. Interwest GIS staff has provided numerous training and outreach programs for customer staff to assist in the deployment and use of GIS. We provide training workshops for all client staff to demonstrate functionality of the internal WebGIS products, available GIS datasets and services, and example GIS projects. This work has helped to promote GIS as a common resource to help staff become more efficient in their daily work. Interwest Consulting Group I www.interwestgrp.com PAGE 3 20 SOFTWARE EXPERIENCE Interwest Staff is knowledgeable and proficient with many GIS specific software and other related software/business applications. Environmental Systems Research Institute (ES 1) ESRI is the current market leader in the GIS software industry. Most government agencies use a variety of ESRI software products to form the backbone of their GIS program. Each of the Interwest GIS staff has spent most of their professional careers working with ESRI software. Specific ESRI software used extensively by Interwest staff include the following: ArcGIS Desktop Includes Advanced (Arcinfo), Standard (ArcEditor), and Basic ^1 (ArcView) for data creation/maintenance, analysis, and mapping. ArcGIS Pro Includes Advanced, Standard, and Basic for data creation/maintenance, analysis, mapping, and 2D/3D visualization. AUTHORIZED DUSINESS PARTNER ArcGIS Online Setup and implementation of ArcGIS Online accounts. Includes WebMap and WebApp development. Also integration with ArcGIS Collector used for mobile data sharing and field collection of spatial information. ArcGIS Server RDBMS and publishing tools (ArcSDE and Map Services) used to support advanced database functionality and web based mapping services. To provide comprehensive solutions, it is almost always necessary to complement GIS software products with other software to accomplish data and reporting tasks or customized functions. The following is a list of software used extensively by Interwest staff when providing GIS solutions to our clients: SQL Server/Oracle Spatial data storage and design, reporting, automation, and integration services Trimble Field collection of spatial information AutoCAD Collection of asset related information Infor / Hansen Asset and Work Order Management System / GIS Integration Accela Permitting System / GIS Integration GeoBlade Customized GIS Viewer Software that is integrated with SunGard (HTE) SunGard (HTE) Export data from SunGard (HTE) for displays in GIS. Load data into SunGard to support land module. C and C++, Java Develop custom web GIS solutions ASP.NET, V13.NET Develop custom web GIS solutions Interwest Consulting Group I www.interwestgrp.com PAGE 4 21 SIMILAR PROJECTS A sampling of projects completed by Interwest GIS staff are listed below. These projects were selected to demonstrate the broad range of GIS solutions offered by Interwest and how each project brought value to our customers. Client references are included. CityofLodi I 2012 -Present Geocortex Implementation - Internal and External GIS Viewers Challenge: The City of Lodi outgrew the capabilities of their existing Map Guide software. They needed to provide additional functionality to staff and the public. Solution: Interwest Consulting Group's GIS Team created both internal and external GIS Property Viewers for the City of Lodi's GIS Department using Latitude Geographics' Geocortex software and Esri's ArcGIS Server. The internal viewer provides city staff with water, wastewater, storm drain, and other detailed infrastructure information. The public viewer provides citizens with access to a wide range of information including zoning, permits, land use, and bus routes. Benefits: The GIS viewer tool allows staff to quickly research property information, produce reports, and develop easy to use maps. Citizens can access information 24 hours a day without having to physically visit City Hall, saving the city both time and money. One of the new features of the city's external viewer is that it now includes any city permit information so brokers, real estate agents and potential homebuyers will be able to see what work has been completed on the house. The Community Development department was routinely visited by citizens interested in buying property and wanting to know the size of the parcel or the permit history. Citizens can also quickly locate their scheduled street sweeping and trash pick-up days. The internal viewer provides a new tool to extract addresses for citizen notification. For example, if a business applies for a liquor license, city staff can use the buffer tool to quickly create address labels for all citizens that live within a specified distance of the business to inform them of the application. Interwest Consulting Croup I www.interwestgrp.com PAGE 5 22 It Newgela Find F2a[ot8, :: Maaatlre D'ale an Map Rapart and Print VevJ Other Data Other a292 I ;En—FAaPTPs Pan Zoom la ?oam Ou li'l'i'ael Pienous Jump ip ,ap bookmark.. Pmnr Ezl¢nt Extopt - - Id"rfy #i, n9a6'eai:: . rin;er n9 a7 x .ho s:-�-locahrm iyf¢ Map Layers ,7 Map Theme Pinilc watt(5-All Uu(tles +i ce i � N Dp atlonai t yeri p t:' i i ✓: Storm ✓ Main Map ✓I Commuuty Development - t J' Commonly imprpvenent d�"6+`z�1�-+1-"A"-� �""�' $itpW La9en6'. - toxon tat t I Esa, s _....., . City of Lodi GIS Property Viewer City Lodi GIS Property Viewer Interwest Consulting Group I www.interwestgrp.com PAGE 6 23 NO F31 * r Navigate Find Features Measure Draw on Map Report and Print >lew Other Data Other Default Tools , 111 Map Scale 1 9.292 ; Lj Enable Map Fps r '*'pe � Pan Zoom In Zoam Out Imhal Previous Jump to a map bookmark . PaatI Extent Extent -. Navigah;tn In;mmatia. Actions :: Locaton 9nfo __ — Results (3) Xiii ( k�i.i I1 t< ill v rusty i.' ..� F].Sn .� ., .,-_. Al t N -..( i G T t i i c- .epEi /tme: 4i ttis__is<sy i eI _ _ , Wednesday D, a '. it �� °t -� ! 3 s 1st 3rd i 4 1 hll ur if Fit ✓ r r,� i t t - ✓ .. �n � i i - - I f yv 0,fhipclay .n l._�. [„r n r It ri 1 , laf..l r t ,. .'..I City Lodi GIS Property Viewer Interwest Consulting Group I www.interwestgrp.com PAGE 6 23 County of Riverside 1 2013 - 2014 Geocortex Implementation Challenge: The County of Riverside needed to replace their ArcIMS GIS Viewer with a modern viewer that offered additional workflow and reporting capabilities. Solution: Interwest Consulting Group's GIS Team, as a subcontractor under Psomas, created an internal GIS Property Viewer and custom aspx based web report for Riverside County's GIS Department using Latitude Geographics' Geocortex software and Esri's ArcGIS Server. The GIS viewer allows staff to view parcels, transportation, planning, environmental, code violations, and many other GIS layers. Interwest created a parcel report that rolls up to display only what the reader wants to see/print and links to many useful webpages such as the assessor map and environmental codes pertaining to the property. 03enefits: The GIS viewer tool allows staff to search for parcel information, produce reports, view tax district details, and link to assessor maps. County staff are able to search various layers by multiple fields and zoom to the selected location or pop-up additional details on the property via the parcel report and pop -ups with attributes and related data. The new web based parcel report is significantly faster than their old report and allows staff the flexibility of collapsing sections of the report that are not needed when printing to pdf or paper. Navigation, Search & Reports I Maps & Data Sources Tasks ': Analysis ':a3k V_ i Enable hiap Tips 14 Shew LayerSimple Advanced Ad,ii—d Add Mlic, Add Add CSV Bing' Goe91e Layers Dravimg. Ordor % Query Query Fillet Layer Shapolie File Maps Maps - Map Layers `. .4Rzp l+pa Quer/ Dada Add Ont, :' ± Eden Mapq(ng ` Map Layers � Map Theme tAiI Available Layers {defaullj p +_ 4 __. Environmental Case Names { �r j Planning Case Nantes -I j Transportation Case Names t �+ 3� I ✓I All Cases tb r r. J euiltling and Safety CasaslPermlts TIS c� I+ Cade Violations - P<Il�'re5 utslf I Environmenlal Cases!Permlts i r s + l I . Planning CaseslPermils 1,4,_a s t Transportation Cases(Permhs I -`: Base Maps" � L✓r RCLIS Base Layers Riverside County Imagery 2011 ! ` 112 - :- q (Shorn Legentl •I a000n +.tar- = 250m 4 Laey� Lon: Interwest Consulting Group I www.interwestgrp.com PAGE 7 24 Riverside County Parcel Report Interwest Consulting Group I www.interwestgrp.com PAGE 8 25 City 2004— PRESENT GIS services are provided to all City departments with a focus on understanding the common enterprise needs across working units, reducing redundant tasks and enhancing a cooperative working environment. General GIS services provided include: development and maintenance of over 90 map layers, custom map creation, training, GIS analysis, and design/delivery of GIS functionality to City staff computers. Listed below are several notable GIS projects accomplished for the City of Elk Grove: • GIS Strategic Plan for an enterprise GIS implementation and advancement. • Design and implementation of a relational GIS database repository (ArcGIS Server/ArcSDE). • Enterprise wide web -based GIS mapping tools available to all staff at their desktop for easy to use mapping/reporting, parcel/address lookup, data overlays, and more (ArcGIS Server - Map Services). • Integration of ArcGIS Platform technology and data with the City's enterprise business system, (HTE/SunGard Public Sector). • Established field collection methodologies for staff to collect the locations and characteristics of various Public Works related assets including drainage features, addresses, sidewalk failures, and street lights. (ArcGIS for Collector, Trimble GPS) • Creation of an easement map layer for the entire city. Process included capture of multiple sources to complete the map layer. Maintenance staff can now use the layer while planning field activities. • Creation of field tools using ArcGIS Online and mobile devices for disaster mitigation and emergency operation center projects. —.—, w.,....ni« Wa,", I'—,NKn",n tPa r - - M Y 1! M i S S i 1 T,;c_ x, r a , 4.1 WANIs S.cca 1. County W-, ,Y-imes'. Nid,& to 6— and a pm.to MbnKha. Ne waxe.inq pprmlct.d Eetwaen b nm and 8 pm _.__.__.__....__.__..._._....__._..__._7..._w - TN - z�n*i4 r x n...a m w Interwest Consulting Group I www.intervvestgrp.co PAGE 9 26 CLIENT REFERENCES y Name: Nicole Guttridge Title: IT Administrator Address: 8401 Laguna Palms Way, Elk Grove, CA 95758 Phone #: (916) 478-3658 Email: nguttridge@elkgrovecity.org Name: Gary Nordquist Title: City Manager Address: 23873 Clinton Keith Road, Wildomar, CA 92595 Phone #: (951) 677-7751 Email: Rnordguist@cityofwildomar.or� Name: Jay Hadley Title: IT Manager Address: 2729 Prospect Park Drive, Rancho Cordova, CA 95670 Phone #: (916) 851-8911 Email: jhadley@cityofranchocordova.org Name: Charlie Swimley Title: City Engineer Address: 221 W. Pine St, Lodi, CA 95241 Phone #: (209) 333-6800 Email: cswimley@lodi.gov Name: Matt Valenzuela Title: Engineering Specialist Address: 2226 Camino Ramon, San Ramon, CA 94583 Phone #: (925) 973-2679 Email: mvalenzuela@sanramon.ca.gov Interwest Consulting Group I www.interwestgrp.com PAGE 10 27 Section 3 Interwest Consulting Group possesses all of the capabilities, skills, and experience necessary to perform the scope of work as provided by the City of Rancho Palos Verdes. What separates us from other consulting firms isn't what we do, but how we do it. We will not take on a job unless we strongly believe we can provide the highest quality of service to our clients. Since all of our staff work directly for public agencies as GIS staff, we clearly understand the importance and challenges of providing GIS solutions that are cost effective while still providing the outstanding functional capability that people expect from a GIS. We offer a range of GIS skill levels including Technician, Analyst, Senior Analyst, GIS Developer, and GIS Manager. This range of experience and understanding allows us to provide a full spectrum of GIS services. These services can include data quality assessment, basic data maintenance and mapping as well as more complex tasks such as database design, enterprise data integration, and analysis. This broad range of skill levels allows Interwest to utilize appropriate staff to match the requirements of each task identified in the Scope of Work. This translates to quality customer services with a cost effective approach. To stay relevant in the rapidly evolving GIS industry and provide solid technical solutions to our customers, Interwest encourages each team member to pursue training each year. Mark Dumford will serve as the Project Manager for the City and will be responsible for overseeing project staff and ensuring delivery of services. Listed below are core team members who are available to serve the City followed by a brief biography of each. Complete resumes highlighting each individual's relevant experience, professional certifications, licenses, registrations and education can be found in the Appendix of this proposal. PROJECT MANAGER / GIS COORDINATOR GIS COORDINATOR GIS COORDINATOR GIS ANALYST GIS ANALYST GIS ANALYST INTRODUCTION TO THE TEAM Mark Durnford I PROJECT MANAGER / GIS COORDINATOR Mark has been working as a GIS professional for over 25 years and currently works part time as a contract GIS Manager for the City of Rancho Cordova. He specializes in understanding and developing GIS technology with an enterprise focus. Mark has created GIS Strategic Plans for the Cities of Elk Grove and Rancho Cordova. Mark was also instrumental in implementing the early stages of a successful GIS at the City of Sacramento. Mark manages the GIS services for Interwest. Interwest Consulting Group I www.interwestgrp.co PAGE 11 K Mary Ellen Rosebrough I SENIOR GIS ANALYST/GIS COORDINATOR Mary Ellen has 17 years of experience in the GIS and IT fields. She has been the lead data manager and trainer for multi -state utility data development. Mary Ellen has been responsible for designing and installing over 50 implementations of an enterprise SQL data system with both desktop and web client applications. Mary Ellen specializes in training and integrating GIS with police call for service, crime analysis and crime viewer software applications as well as implementing JavaScript and Geocortex web viewers. Todd Lighthizer I SENIOR GIS ANALYST/ GIS COORDINATOR Todd has over 15 years of GIS expertise. Todd joined Interwest Consulting Group after working for the City of Chandler, Arizona for 13 years in various roles as a GIS Developer/DBA and Senior Systems Analyst. This experience has given Todd a broad overview of the functionality of public services and enables Todd to create efficiencies within these services. Todd specializes in the implementation, support, and integration of the ArcGIS Server platform. Jason Latoski I GIS ANALYST Jason brings over 15 years of GIS experience to each project. Early in his career, Jason was involved in data design and collection in a variety of civil engineering projects for Federal and state DOT agencies. Jason continues to develop GIS processes and methods that enhance and compliment projects. Jason's most recent GIS project management experience includes the GIS implementation and maintenance of a new CAD 911 Police system. Jason also excels designing and implementing data collection methods related to GPS technology. Jared Schuckert I GIS ANALYST Jared has provided GIS support and analysis for both public and private agencies including data collection and implementation, editing and maintenance, display and creation of project deliverables such as maps and spreadsheets. Jared joined Interwest after working for URS Corporation where he worked on GIS projects such as the Department of Water Resources Urban/Non-Urban Levee Evaluation Program and the California High Speed Rail. Hervey Lee I GIS ANALYST Hervey has over 4 years of experience providing GIS services to public agencies including route analysis, water usage analysis, and sidewalk defect prioritization. Hervey's background in Civil Engineering and GIS provide a unique perspective on municipal projects. Hervey is a team player, always willing to assist in any way he can from translating Chinese during water conservation audits to providing detailed maps for City Council presentations. Complete resumes highlighting our team's experience and qualifications can be found in the Appendix of this proposal. Interwest Consulting Group I www.interwestgrp.com PAGE 12 29 AVAILABILITY Flours of Availability Our typical hours are 8am — 5pm Monday — Friday. Interwest's GIS team is available after hours for emergencies and routine software maintenance. Remote vs. Onsite Interwest's GIS team is available to be onsite or work remotely, whichever is preferred by the City. Notice Time for Scheduling We do not require lead time for remote support. Interwest's GIS team can respond the same day when remote access to the servers is available. For on-site support, lead time is generally scheduled with a week's notice, but next day support is available when needed. Location of Services We are proposing to perform our work on-site as requested with some off-site support when it is acceptable to the City. At appropriate times during the project, Interwest also would like to utilize web based teleconferencing and VPN capability. This will allow for efficient communication and generally makes it easier to perform timely technical work tasks or after hours updates. WORKLOAD Interwest will provide GIS staff resources at various skill levels to the City throughout the duration of this contract. We expect to provide a consistent set of individual staff to allow for the development of professional business relationships and work place familiarity. When the GIS needs of the City rise or fall, Interwest will adjust the level of GIS staff assigned to support the City. ADDITIONAL BENEFITS OF INTERWEST STAFF The proposed Interwest Team of professionals offer the following: • Business partners with Esri and Latitude Geographics — extensive experience installing, updating, configuring Esri's suite of products and Latitude Geographic's Geocortex application. • An in-depth knowledge and hands on experience with Trimble Handhelds. • Recent experience performing GIS spatial data editing and maintenance, tabular GIS data entry and various GIS mapping functions. • Experience integrating GIS software with various Enterprise systems. • Experience working directly for and contracting to public agencies. Interwest Consulting Group I www.interwestgrp.com PAGE 13 30 Section 4 Interwest Consulting Group possesses all of the capabilities, skills, and experience necessary to perform the scope of work as provided by the City. What separates us from other consulting firms isn't what we do, but how we do it. We will not take on a job unless we strongly believe we can provide the highest quality of service to our clients. Since all of our staff work directly for public agencies as GIS staff, we clearly understand the importance and challenges of providing GIS solutions that are cost effective while still providing the outstanding functional capability that people expect from a GIS. We do not require lead time for remote support. Interwest's GIS team can respond the same day when remote access to the servers is available. For on-site support, lead time is generally scheduled with a week's notice, but next day support is available when needed. Interwest's GIS team recognizes the importance of system documentation to assist in training and passing of knowledge during staff changes. Our team provides documentation to allow City staff to take ownership of a project after delivery and make changes themselves if desired. Interwest utilizes project tracking software to allow clients to view the status of project timelines, deliverables, and make comments during the user acceptance phase. We offer a range of GIS and cartographic skill levels including Technician, Analyst, Senior Analyst, GIS Developer, and GIS Manager. This range of experience and understanding allows us to provide a full spectrum of GIS services. These services can include data quality assessment, basic data maintenance and mapping as well as more complex tasks such as database design, enterprise data integration, GIS viewer development, GIS integration with Enterprise systems, and analysis. This broad range of skill levels allows Interwest to utilize appropriate staff to match the requirements of each task identified in the RFP. ADDITIONAL QUALIFICATIONS Interwest Consulting Group has been in business since 2002 and was founded by individuals with over 30 years experience in municipal services. We currently employ over 230 employees spanning a multitude of disciplines, roles and job placements to municipalities within public works and building and safety departments throughout California. The seamless integration of professional municipal service professionals in support of public agencies is our sole purpose. Our business model is built on simple yet vital customer service principles—offer flexible, reliable, quality and timely services. Our team supports the municipal agencies we serve by accomplishing your priorities and achieving your vision for your community. We ask the questions up front, and with you, we create a shared understanding and develop cost effective and sound approaches to achieve our client's goals. Interwest Consulting Group I www.interwestgrp.com MA41:11112 31 Our professionals set a higher standard of service and currently serve over 200 California public agencies by providing the following services: • GIS Development and Implementation • Information Technology • City and Traffic Engineering • Building and Safety Services • Capital Improvement Program Management • Development Improvement Plan/Map Review and Entitlement • Transportation Planning and Policy Development • Transportation Program Management and Funding Assistance • Construction Management and Inspection Services • Real Property Acquisition Services We understand municipal challenges and requirements because we have done the same work as public employees. Many of our staff has held senior and executive management positions within public agencies. We believe this background and experience is important since serving in the capacity of the "owner," especially a municipal agency with locally elected public officials, requires a high level of sensitivity towards community and special interest group issues. Accordingly, our staff truly understands and values the importance of maintaining a focus on representing the interests of the public in a manner which reflects positively on the agency we are serving. FINANCIAL STABILITY Interwest Consulting Group is a highly stable consulting firm. We have an excellent credit rating and solid banking relationships. In addition, we are part of a select group of consulting firms nationally who belong to DPRCG, an insurance group accepting only companies with excellent risk management history. We carry very low debt and have no professional liability claims against the company. Interwest Consulting Group I www.interwestgrp.com PAGE 15 32 Section 5 5.1— Fee Proposal Below you will find the Fee Proposal Form (Attachment B), as requested in the RFP. ATTACHMENT B - FEE PROPOSAL Complete the following chart for costs. Lines 1 — 2 are for the current RFP for approximately 624 annual hours. Lines 3 — 4 are for a potential future full time, (2080 hours) annual agreement. Lines 5 and 6 are for other possible mandatory or optional costs. Please add further information as you feel appropriate below. This document will be oppencled to the nal contract In addition to the GIS services described in this proposal and in the Fee Proposal, Interwest also provides public agencies with additional services including IT, public works, city engineering and building and safety. Information on the complete services we provide can be found in Section 4 of this proposal. Interwest Consulting Group I www.interwestgrp.com PAGE 16 33 Ilourl_v Cost Travel Charge Any Minimum onsite hours 1 GIS Anahst (as outlined in 5.1) 624 hour annual agreement $105 so 4 2 GIS Coordinator (its outlined in 5.2) 624 hour annual agreement $120 s0 11 3 (OPTIO`3AL,) GIS Analyst (as outlined in 5.1) Potential I'uture 2080 hour annual agreement $105 SO 2 4 (OPTIONAL)GIS Coordinator (as outlined in 5.2) Potential filure 2080 hour annual a reenient $120 SO 2 5 Any Other Mandatory Costs: 110t1t 6 Any Other optional Costs: tine ther Notes: This document will be oppencled to the nal contract In addition to the GIS services described in this proposal and in the Fee Proposal, Interwest also provides public agencies with additional services including IT, public works, city engineering and building and safety. Information on the complete services we provide can be found in Section 4 of this proposal. Interwest Consulting Group I www.interwestgrp.com PAGE 16 33 Section 6 Interwest Consulting Group has reviewed the City of Rancho Palos Verdes' Standard Agreement and does not have any issues, exceptions or proposed changes and would enter such agreement if awarded a contract. Interwest Consulting Group I www.interwestgrp.com PAGE 17 34 Section 7 Interwest will not require the City to enter into its agreement, opting instead to use the City's agreement language if a warded the contract. Interwest Consulting Group I www.interwestgrp.com PAGE 18 35 Appendix Team Resumes Complete resumes of our proposed team for the City of Rancho Palos Verdes can be found in the following pages. Interwest Consulting Group I www.interwestgrp.com PAGE 19 36 In a GIS manager role for the County of Sacramento, Mark supervised over 10 County GIS professionals while focusing on broader county -wide GIS initiatives. Mark worked with staff to increase production quality of existing GIS web applications and established new GIS job classifications for existing and future county employees. In addition, Mark managed the GIS support of new Enterprise Systems such as permitting and asset management systems. In a GIS manager role for the City of Sacramento, Mark coordinated and provided guidance to citywide GIS staff on data, software, work plans and training. As the project manager for large technical projects, Mark delivered External Web Applications and Regional GIS Data Integration systems. In addition, Mark coordinated with the Regional GIS Cooperative to ensure that city GIS business needs were met. Mark prepared and presented to internal/external agencies on various aspects of the city GIS Project. 37 Project Manager I GIS Coordinator I N T E R W E S T Mark has 25 years of experience in GIS. His experience spans all levels of governments. CONSULTING He is skilled in providing GIS services in GIS implementation, strategic planning, system GROUP integration, data creation, map creation, emergency management, and training. Mark www.interwestgrp.com specializes in broader GIS strategic planning and project management within local government agencies. Mark has developed and implemented user-friendly systems for EXPERTISE i agencies and the citizens they serve. Delivery and management of enterprise GIS solutions PROJECT SPECIFIC EXPERIENCE ArcGIS server IImplementation of WebGIS Solutions ArcGIS Desktop 2014 - Current Client: City of Burlingame 2012-2013 City of San Ramon ArcGIS Online 2013-2013 City of Covina E X P E R I E N C E In a project manager role, Mark assisted with the development and implementation of With Interwest: 11 Years WebGIS solutions to meet a variety of requirements for these agencies. For San Ramon Other Firms: 14 Years and Burlingame, the WebGIS development focused on providing ArcGIS Online E D U C A T 1 O N 1 WebMaps and WebApps to serve city staff across all departments. For Covina, the Bachelor of Arts WebGIS solution was focused on the field collection of residential rental property Geography characteristics. This solution used ArcGIS Online and ArcGIS Collector on iPads. California State University Sacramento, California: 1990 Implementation / Update of GIS Enterprise Solutions IT Project Management courses 2015 - Current Client: City of Davis Various ESRI Software courses 2008-2010 y 2010 Cit of Rancho Cordova, CA completed 2004-2007 City of Elk Grove, CA Mark has developed tailored 2- year GIS strategic plans outlining the process to build a CONTACT I N F O R M A T I O N j new state-of-the-art GIS for these agencies. In order to complete the strategic plan, Interwest Consulting Group Mark met with various city departments to gather, analyze, create, document and 1613 Santa Clara Dr. implement GIS requirements. Mark also implemented the initial GIS data layers and Suite 100 software to begin offering GIS to all agency staff. As a result of this, City staff is better Roseville, CA 96661 equipped to make smarter and timelier decisions... 916.273.4682 mdumford@interwestgrp.com GIS Services Manager 2008 — Current Client: City of Rancho Cordova 2006-2007 County of Sacramento, CA 1994-2004 City of Sacramento Mark continues to provide GIS services in the form of custom maps and analysis, maintenance of data layers, and enhancement of GIS tools to staff and the general public. In a GIS manager role for the County of Sacramento, Mark supervised over 10 County GIS professionals while focusing on broader county -wide GIS initiatives. Mark worked with staff to increase production quality of existing GIS web applications and established new GIS job classifications for existing and future county employees. In addition, Mark managed the GIS support of new Enterprise Systems such as permitting and asset management systems. In a GIS manager role for the City of Sacramento, Mark coordinated and provided guidance to citywide GIS staff on data, software, work plans and training. As the project manager for large technical projects, Mark delivered External Web Applications and Regional GIS Data Integration systems. In addition, Mark coordinated with the Regional GIS Cooperative to ensure that city GIS business needs were met. Mark prepared and presented to internal/external agencies on various aspects of the city GIS Project. 37 Geocortex Implementation 2013-2014 Riverside County Geocortex Internalt GIS Viewer implementation and custom web reports. GIS Viewer Implementation 2012 - Present City of Wildomar Imlemented two internal Javascript based GIS viewers for the Planning and Public Works deparments. Map and data creation. GIS Viewer Implementation 2012 - Present City of Eastvale Imlemented an internal Javascript based GIS viewer. Map and data creation. We Mary Ellen Rosebrough GIS Coordinator I N T E R W E S T Mary Ellen has 17 years of experience in GIS and IT. She has installed, configured, and CONSULTING trained end users to IT Managers on a variety of software applications including three GROUP tier SQL Server based CRM, web applications, GIS applications for Crime Analysis, and www.interwestgrp.com GIS applications for local government agencies and utilities. E X P E R T I S E PROJECT SPECIFIC E PER @ ENC E SQLServer, Access Geocortex Implementation ArcGIS Desktop 2012 — Present City of Lodi ArcGIS Online ArcGIS server Implementation of the City's internal and external GIS Viewers in Latitude Geographies AresDE Geocortex Software. Migration of data stored in Access to SQL Server. Designed GIS Geocortex home page to facilitate searching against data stored in SQL databases. Model creation Visual Basic to import data from AutoCAD to GIS. Crystal Reports Adobe Photoshop Data Updates E X P E R I E N C E 2015 -Present City of Rocklin Data updates for Sun Ridge Systems (RIMS) Police CAD Software With Interwest: 3 years Other Firms: 15 Years ArcGIS Online and Web App Implementation E D U C A T 1 0 N 2013 — Present Cosumnes Community Services District Implemented the District's ArcGIS Online Account. Data creation for the District's largest Post Baccalaureat Certificate in GIS park, Elk Grove Regional Park. Analysis of the district's park assets. Implementation of Penn State, zolo the Park and Rec Finder web app. Created web app for the District's Waterplay parks Bachelor of Arts with a citizen reporting component and web page with current open status of each Geography j sprayground. Created ArcGIS Online web maps for the District's Sidewalk inspection University of Kansas, 1997 project for use on Collector to take photos and record sidewalk defect details. Created a webpage for contractors to login, see their assigned sidewalk repair work and update CONTACT the status when the work is complete. Created ArcGIS Online web maps and webpage I N F O R M A T I O N for drainage showing inlets, pipes, and outfalls affecting the districts parks and fire Interwest Consulting Group StatiOS. 9300 West Stockton Blvd. Suite 105 Elk Grove, CA 95758 ArcGIS Online Implementation and iWater and Munis Integration merosebrough@interwestgrp.com 2013 —Present City of Ukiah Desk 916.273.4653 Installation and implementation of ArcGIS Server. Implementation of the City's MUNIS Mobile 916.838.6869 software integration with GIS. Migration of the City's iWater software to a new server, upgraded the software. Migrated the City's electric data from CAD to GIS. Implemented the City's ArcGIS Online account, created web maps and web apps. Geocortex Implementation 2013-2014 Riverside County Geocortex Internalt GIS Viewer implementation and custom web reports. GIS Viewer Implementation 2012 - Present City of Wildomar Imlemented two internal Javascript based GIS viewers for the Planning and Public Works deparments. Map and data creation. GIS Viewer Implementation 2012 - Present City of Eastvale Imlemented an internal Javascript based GIS viewer. Map and data creation. We 39 GIS and IT Consultant 1997-2012 CPS, IMA, ASI I N T E R W E S T Lead data manager and trainer for mutli-state utility data development CONSULTING Trained end users to IT managers all over the US, Canada, Australia, and India GROUP Integrated GIS and CRM software applications with report writer apps, police dispatch www.interwest9rp.com applications, crime viewer and crime analysis applications. Created more than 30 needs analysis assessments, developed detailed strategic plans for each client. Configured the software to meet their needs, installed, updated, and supported SQL Server based applications with both fat and thin clients in thousand user environements. Designed software screens and workflow. Created custom components and automated r I 3 i I f workflow with SQL and VB Scripting. 39 AccelaGlS Integration 2014-2015 City of Palo Alto Todd integrated Palo Alto's GIS with their Accela permitting system. Palo Alto's GIS (Geodesy) was not compatible with Accela and needed to be transformend into an Esri based format. This integration also involved ArcGIS Online to provide the AccelaGlS mapping needs. ArcGIS Online Implementation 2012 — Present Clients: City of Merced, City of Elk Grove, City of Lodi, City of Rocklin, City of Chandler Todd has worked with ArcGIS Online on multiple levels of integration. Support includes application development, internal and hosted data distribution and administrative level training. no Todd Lighthizer G GIS Coordinator INTERWEST CONSULTING Todd has over 15 years of GIS expertise. Todd joined Interwest Consulting Group after GROUP working for the City of Chandler, Arizona for 13 years in various roles as a GIS Developer/DBA and Senior Systems Analyst. This experience have given Todd a broad EXPERTISE overview of the functionality of public services and enables Todd to create efficiencies GIs Developer within these services. GIs Project Management GIS Database Administrator Enterprise system GIs Integration Todd's key strengths include seven years of GIS development (desktop, web, server, and AresDE mobile), geodatabase administration and project level management with the latest GIS ArcGlsServer technologies. ArcGIS Desktop ArcGIS Online PROJECT SPECIFIC EXPERIENCE SunGard ONESolution EDUCATION 2013-present City of Elk Grove Bachelor of Science (BS) Todd performs system integrations between ONESolution and GIS. Tasks include: Data Geography mining of ONESolution data for GIS layer development, implementation of the city's GIS Oregon State University Corvallis, Oregon: 1996 with ONESolution's asset management module and configuring data synchs with the ONESolution land information module. E X P E R I E N C E With Interwest: 1.5 years GIS Platform Upgrades Other Firms: 15 years 2013 — Present Clients: City of Merced, City of Rocklin, City of Elk Grove, Chambers Consulting Group, City of Bell CONTACT I N F O R M A T I O N Todd has performed multiple platform upgrades revolving primarily around the Interwest consulting Group migration or implementation of ArcGIS Server and ArcSDE. Todd has experience 9300 west Stockton Blvd. upgrading clients from 9x and 10x environments to the latest ArcGIS release. Suite 105 Elk Grove, CA 95758 916.273.4688 GIS Administration ttighthizer@interwestgrp.com 2013 — Present Clients: City of Elk Grove, City of Lodi, City of Wildomar, City of Eastvale, City of San Ramon Todd has developed administration plans tailored to each client revolving around the utilization of an enterprise wide GIS. Additionally, Todd has helped clients implement best practices to support backend server and database needs. A focus is put on developing automated tasks to further ease the workload of GIS administration. AccelaGlS Integration 2014-2015 City of Palo Alto Todd integrated Palo Alto's GIS with their Accela permitting system. Palo Alto's GIS (Geodesy) was not compatible with Accela and needed to be transformend into an Esri based format. This integration also involved ArcGIS Online to provide the AccelaGlS mapping needs. ArcGIS Online Implementation 2012 — Present Clients: City of Merced, City of Elk Grove, City of Lodi, City of Rocklin, City of Chandler Todd has worked with ArcGIS Online on multiple levels of integration. Support includes application development, internal and hosted data distribution and administrative level training. no GIS Integration and Maintenance I Police Computer Aided Dispatch, CAD 2005 — Present Client: City of Elk Grove, CA Jason builds, collects and manages all data layers implemented in the CAD system. In addition, Jason processes and creates CAD maps for this system. This level of GIS support helps to produce advanced CAD mapping functionality, which translates into enhanced public and officer safety. Nevada County GPS Implementation 2009 Client: County of Nevada, CA Jason created the GPS base project material which included database design, project workspaces, and training manuals. In addition, Jason provided on-site user training data for data update routines and GPS unit use. The end product produced automated 41 Jason Latoski Ila GIS Analyst N T E R W E S T Jason brings over a 15 years of GIS experience to each project. Early in his career, Jason CONSULTING was involved in data design and collection in a variety of civil engineering projects for GROUP Federal and state DOT agencies. Jason continues to develop GIS processes and methods www.interwestgrp.com i that enhance and compliment projects. Jason's most recent GIS project management experience includes the GIS implementation and maintenance of a new CAD 911 Police E X P E R T 1 S E system. Jason also excels designing and implementing data collection methods related ArcGIS Desktop to GPS technology. ArcGIS Online PROJECT SPECIFIC EXPERIENCE ArcGIS Pro Police CAD 911 Systems Rural Mobility 2015 Client: City of Elk Grove, CA GPS Project Creation Work in conjunction with a third party contractor with City of Elk Grove Clp department Trimble GPS Units and Software to create map series for public citizen "captions" to develop trails and connect rural Elk GIS Systems Implementation and ` Grove to existing infrastructure. ArcGIS Online "ElkMap" was also used to create Management viewers for the captions. Intergraph GeoMedia SunGard HTE (permitting system) Business Walk EXPERIENCE 2014-2015 Client: City of Elk Grove, CA With lnterwest:10Years Created zones of commercial locations and compiled a commercial business database Other Firms:5 Years for City to Public outreach. ArcGIS Online ElkMap was used to conduct a survey to gage E D U C A T 1 O N the business environment in Elk Grove and understand how the city can help or improve Bachelor of Science Degree (BS) j on existing business development. Geography University of Wisconsin LED Streetlight Convertion with ArcGIS Online Oshkosh, we 2003 2014 Client: City of Elk Grove, CA CONTACT j Developed database / workflow / collection / public and interal viewers for a complete N FORMATION city wide conversion of all hylogen streetlights to LED. Pilot project was also created and Interwest Consulting Group story maps were employed to the public for comments and notice. 9300 West Stockton Blvd. Suite los ArcGIS Online Collection of curb Ramps for ADA Compliance Elk Grove, CA 95758 2013 Client: City of Bell, CA 915.201-8132 jlatoski@interwestgrp.com Created database structure and base data load for ArcGIS Online collection of curb ramp information and locations. ArcGIS Online Implementation Web Map Creation and Data Collection I ElkMap 2011-Present Client: City of Elk Grove, CA Jason helped lead the creation and management of the City of Elk Grove's ArcGIS Online orgination. GIS Integration and Maintenance I Police Computer Aided Dispatch, CAD 2005 — Present Client: City of Elk Grove, CA Jason builds, collects and manages all data layers implemented in the CAD system. In addition, Jason processes and creates CAD maps for this system. This level of GIS support helps to produce advanced CAD mapping functionality, which translates into enhanced public and officer safety. Nevada County GPS Implementation 2009 Client: County of Nevada, CA Jason created the GPS base project material which included database design, project workspaces, and training manuals. In addition, Jason provided on-site user training data for data update routines and GPS unit use. The end product produced automated 41 42 collection and updating processes of County data and laid groundwork for future �;. projects. GPS Collection I GIS LayersAssets, Drainage Infrastructure, Base Data N T E R W E S T 2006 — Present Client: City of Elk Grove, CA CONSULTING GROUP Jason manages this broad GPS collection effort for the Public www.interwest9rp.com GPS Collection GIS Layers I Assets, Drainage Infrastructure, Base Data 2006 — Present Client: City of Elk Grove, CA i Jason manages this broad GPS collection effort for the Public Works Department. This includes creating GIS layers for public works assets, drainage infrastructure and base data. In addition, Jason facilitates database design and efficient distribution of the data. The end product produces high accuracy data layers which are now available on the main GIS data server. Master Address Database 2005 — Present Client: City of Elk Grove, CA Jason led the creation, collection and management of a citywide master address database including all residential and business sites. The end product provided an accurate GIS data layer giving end users detailed information in one location on the main data viewer and Computer Aided Dispatch system. i Map Creation I Capital Improvement Programs 2007 - Present Client: City of Elk Grove, CA Create all project locations maps to be included in the CIP program. The end product produced added visual content to the final CIP project documentation. Master Plan I Transportation Elements 2005 Client: Town of Southampton, NY Created all project locations maps to be included in the Master Plan for Transportation program including creation of all project location data. The end product added visual content to the final project documentation. i 42 Land Use/Transportation 2013 Client: Sacramento Area Council of Governments (SACOG) Jared obtained and organized land use/transportation data to be integrated and mapped into forecasting program. He additionally provided GIS support to ensure accuracy and quality of data. 43 Jared Schuckert GIS Analyst I N T E R W E S T Jared has provided GIS support and analysis for both public and private agencies CONSULTING including data collection and implementation, editing and maintenance, display and GROUP creation of project deliverables such as maps and spreadsheets. Jared joined Interwest vvwwr.interwestgrp.c®m after working for URS Corporation where he worked on GIS projects such as the Department of Water Resources Urban/Non-Urban Levee Evaluation Program and the i California High Speed Rail. PROJECT SPECIFIC EXPERIENCE EXPERTISE Data Collection and Online Mapping Implementation ArcGIS Desktop Suite 2013—Present Clients: City of Bell, City of San Ramon, City of Elk Grove, City of ArcGIS Online ESRI Mobile Mapping Applications Covina, City of Ceres, City of Lake Forest, Town of Atherton, City of Burlingame GIS Systems Implementation and Management Jared has created, setup, maintained, and trained users on several field collection GPS Project Creation Google Earth implementation solutions during his time at Interwest. He has played crucial rolls both ERDAS Imagine in technical support and communications to ensure smooth and accurate data collection processes. Additionally, he is experienced in maintaining and managing the respective EXPERIENCE iclients' i online mapping platforms, back-end databases, and online map production. With Interwest: 1.5 years Other Firms: 3 nears I GIS Maintenance E D U c A T I o N 2013—Present Clients: City of San Ramon, City of Bell, City of Wildomar, City of Bachelor of Arts Degree (BA) Eastvale, City of Elk Grove, City of Covina, City of Burlingame Geography Concentrations: Geographic Information Jared has performed scheduled and on-demand data updates and long-term Systems and Analysis and Metropolitan maintenance routines. Area Planning California State University Sacramento, CA: 2012 Map/Data Creation, Updates and Analysis 2010—Present Clients: City of San Ramon, City of Bell, City of Wildomar, City of CONTACT IN FORMATION Eastvale, City of Elk Grove, City of Covina, City of Burlingame, City of Lake Forest, City of Interwest Consulting Group iCeres, Town of Atherton, Consumes Community Services District, City of Ukiah, City of 9300 West Stockton Blvd. Santa Ana, City of San Juan Capistrano, City of Lincoln, California Department of Water Suite 105 Elk Grove, CA 95758 Resources, California High Speed Rail, Air Force Bases Groundwater Remediation 916.216.4669 (mobile) Programs, Sacramento Area Council of Governments, California Capital Financial 916.273.4671 (office) Development Corporation jschuckert@interwestgrp.com Jared has provided extensive data editing and map production services to numerous clients. Many of those data opportunities have been high demand, complex datasets, and varying levels of data accuracy and completeness. Additionally, he has in-depth experience in map creation and production of high quality cartographic outputs that adhere to program standards or are to be included in reports, presentations, or standalone wall maps. Jared has also performed many complex spatial analysis and critical thinking tasks and is well versed in ESRI's suite of tools and spatial analysis capabilities. Land Use/Transportation 2013 Client: Sacramento Area Council of Governments (SACOG) Jared obtained and organized land use/transportation data to be integrated and mapped into forecasting program. He additionally provided GIS support to ensure accuracy and quality of data. 43 I Hervey Lee GIS Analyst N T E R W E S T Hervey has over 4 years of experience providing GIS services to public agencies including CONSULTING I i route analysis, water usage analysis, and sidewalk defect prioritization. Hervey's GROUP background in Civil Engineering and GIS provide a unique perspective on municipal www.In4erwestgrp.c®en projects. Hervey is a team player, always willing to assist in any way he can from translating Chinese during water conservation audits to providing detailed maps for City Council presentations. PROJECT SPECIFIC EXPERIENCE EXPERTISE GIS Integration and Maintenance ArcGIS Desktop Suite 2013 — Present Clients: City of Bell, City of Elk Grove ArcGIS Online ESRI Mobile Mapping Applications GIS Systems Implementation and Hervey has created data, edited data, created pdf and ArcGIS Online web maps for a Management various clients. AutoCAD E X P E R I E N C E Water Conservation Representative 2010-2014 City of Sacramento With Interwest: 8 months Other Firms: 4 Years Hervey created daily route maps, evaluated water usage for individual parcels, and E D U C A T I O N participated in outreach events to educate the public on Water Conservation Programs. Bachelor of Science Degree (BS) Civil Engineering California State University Sacramento, CA: 2010 i Associates Degree Geographic Information Systems American River College Sacramento, CA: 2015 CONTACT IN FORMATION Interwest Consulting Group 9300 West Stockton Blvd. Suite 105 Elk Grove, CA 95758 916.273.4687 (office) hlee@interwestgrp.com M11 T off. Exhibit C - City RFP GIS SERVICE PROVIDER Selection Process 7/1/2015 PROJECTED SCHEDULE Issue Date: OVERVIEW 7/6/2015 Proposal Submittal Deadline: 7/17/2015 at 4:00pm Estimated Evaluation Complete: 7/22/2015 Estimated Notice of Intent: 7/27/2015 Estimated Notice to Proceed: 8/10/2015 21 Page I. PRE -QUALIFICATION CRIT .RI /V ,NDOR Proposals will go through an initial evaluation process to determine a pre -qualified list of vendors/systems that will proceed on and go through a full review process. System functionality needed to pass this pre -qualification process includes: • Proposer must have a minimum of three (3) similar engagements • Proposer must indicate ability to comply with all requirements herein, or provide for workarounds suitable to the City • Proposer's service office must be within one hundred (100) miles of the City of Rancho Palos Verdes (approximately two (2) hour response time). II. CITY CONTACT The City contact (Contact) for this solicitation is the sole point of contact for this procurement. All communication shall be in writing and submitted to the Contact as designated below. Vendors are not permitted to communicate with other City staff or officials about this solicitation, except during mandatory presentation and/or interviews, unless otherwise directed by the Contact. Direct written questions and/or correspondence related to this solicitation to: Daniel Landon, IT Manager at danl r vca. ov III. SCOPE OF WORK Refer to Attachment A for Scope of Work. IV. PROPOSAL SUBMISSION The deadline for submitting a proposal is 7/17/2015 at 4:00 pin. Any proposals received after this time will be returned unopened. Submit three (3) copies of the proposal. At least one (1) copy of the proposal shall contain original signatures. Discrepancies between two or more copies of the proposal shall be cause for rejection. The packages shall be submitted in a single sealed envelope, which shall state the Vendor's name and address, and shall be clearly addressed as follows: City of Rancho Palos Verdes Daniel Landon, IT Manager Re: GIS Service Provider Selection 30940 Hawthorne Blvd Rancho Palos Verdes, CA 90275 Proposals will be rejected if not addressed and packaged as indicated above. Faxed or e-mailed proposals will not be accepted since they do not contain original signatures. V. PROPOSAL EVALUATION Proposals will be evaluated based on a variety of factors including but not limited to: 1. ORGANIZATION — Including factors such as financial strength, length in business, priority on service, references and strength in the marketplace. Include the address of the responsible service office. 2. CAPACITY — The ability of the organization to properly implement the proposed services including staff qualifications. 3. ONGOING OPERATION — Includes organization support model, availability of staff and the perceived ease of working with the proposer. 4. PRICE — Overall cost of the proposed support. This document will be appended to the final contract 46 31 Page VI. PROPOSAL FORMAT AND CONTENT Proposals are to be prepared in such a way as to provide a straightforward, concise description of capabilities to satisfy the requirements of this solicitation. Each section of the Proposal shall be tabbed according to the numbering system shown below. TAB - 1 Cover Letter Provide a cover letter in the form of a standard business letter, signed by a Vendor -authorized individual. It should note the following: 1.1 Legal Name of Company, Primary Contact Person, including telephone number, and e-mail address 1.2 Project Administrator, including telephone number, and e-mail address 1.3 Brief history of company 1.4 A statement addressing any confidential/proprietary information that might be contained in the Proposal and/or objections to specific terms, in accordance with Terms and Condition herein. TAB - 2 Organization, Capacity and References An outline of the organization and capacity to implement the proposed support. 2.1 Description of other projects similar in scope to the proposed project, and examples of staff who will work on the proposed system implementation. 2.2 Provide a minimum of three (3) references of clients that your company provided a solution similar in nature and size to the Scope of Work herein. Provide company names, and contact's telephone number and e-mail address of each reference. TAB - 3 Staff Qualification Provide a narrative describing the overall characteristics of staff available for assignment to this project. Include the following sections: 3.1 Staff resumes, qualifications and certifications of staff expected to be assigned 3.2 Description of hours of availability and whether staff is available for either remote or onsite engagements along with normal required notice times for scheduling. 3.3 Other aspects of staffing that might assist the City in the vendor selection process TAB - 4 Firm Qualifications Provide a narrative which describes the qualifications of the firm to satisfy the requirements of this proposal. The narrative shall provide detail about: 4.1 Approach to implementation. 4.2 Total organization staff, years in business and number of similar engagements 4.3 Other aspects of the organization that might assist the City in the vendor selection process TAB - 5 Fee Proposal This section should provide the City with a comprehensive view of all costs related to the support proposal. 5.1 Complete and insert in this tab Attachment B - Fee Proposal Form, furnished herewith. 5.2 Narrative of any other potential benefits. TAB - 6 City Agreement Language Provide any proposed changes to the City's standard Agreement (See Attachment C) in this tab. Any proposed changes to the City's standard Agreement must be provided in a "Red Line" version. If Vendor is not going to propose changes to the City's standard Agreement, indicate so in this tab. TAB -7 Vendor Agreement Sample (Optional) If Vendor will require the City to enter into its Agreement, provide a sample of Vendor agreement. If Vendor is not going to require the City to enter into its Agreement, indicate so in this tab. This document will he appended to the final contract 47 VII. TERMS AND CONDITIONS In addition to the foregoing requirements contained in this solicitation, the Vendor shall adhere to the following terms and conditions, and perform or make provisions for requirements set forth therein. Late Progosal Late proposals will not be considered. It is the Vendor's responsibility to ensure that the proposal arrives on or before the specified time. The City will not be responsible for proposals not properly marked and delivered. Postmarks will not be accepted in lieu of actual receipt. Ambiguity, Conflict, or Errors in the Technology Information Selection Process Packet Any ambiguity, conflict, discrepancy, omissions, or other error discovered in the Technology Information Selection Process packet must be reported immediately in writing to the City. Addenda The City may modify and issue addenda to this solicitation. A signed copy of all addenda shall be submitted as part of the proposal. Failure to include the addenda may result in a non- responsive submittal. Addenda shall become a part of this solicitation and any Agreement, which may result from this solicitation. Modifications Any proposed changes or alternatives must be clearly identified in the proposal and are subject to approval by the City. Proposals that are submitted with conditional clauses, alterations, items not requested herein, or irregularities of any kind are subject to rejection at the discretion of the City. Proposal Commitment The proposal shall be firm and binding for ninety (90) days after the submittal deadline. Submission of a proposal shall constitute a commitment on the part of the Vendor to furnish the services set forth in this Technology Information Selection Process packet. Proposal Withdrawal Prospective vendors may withdraw a submitted proposal at any time up to the proposal due date and time. This may be done via written request signed by an authorized representative and submitted to the Contact for the solicitation. The Vendor may submit another proposal at any time up to the closing date and time. Proposal Errors The City is not responsible for errors or omissions on the part of the Vendor in drafting their proposals. The City is not responsible for any conclusions or interpretations made by the Vendor regarding information provided by the City. Submission Cost The City will not be liable for any costs incurred in the preparation of proposals or incidental to the preparation and presentation of qualifications orally or in writing. All costs for preparation, submission of proposals, submission of additional information, delivery, and/or any other aspect of the RFI associated to this Technology Information Selection Process packet or this Technology Information Selection Process incurred by the Vendor are the sole responsibility of the Vendor. Property of City All proposals and materials submitted become the property of the City and may be used by the City in any way it deems appropriate. In addition, proposals received will be subject to the California Public Records Act. Proprietary Information If any proposal contains trade secrets or other information that is proprietary by law, a request to keep such information confidential must be made in writing and attached to the envelope or other medium used to submit the proposal. The Vendor shall specifically identify the page numbers that contain the confidential information in the cover letter (Tab 1), and said information shall be readily separable from the response in order to facilitate eventual public inspection of the non -confidential portion of the response. Requests are subject to review by the City to determine whether confidentiality can be maintained under law. If confidentiality cannot be maintained, the Vendor has the option of withdrawing the proposal or advising the City in writing of its understanding that this information will become public record. The price of products or services proposed shall not be designated as proprietary or confidential information. Additional Information The Vendor shall provide the City with any additional information the City deems necessary to accurately determine ability to perform services proposed. During evaluation and selection, the City may conduct any reasonable inquiry from any and all sources concerning the proposal, including reference verification to determine the responsibility of the Vendor. Furthermore, submission of a proposal constitutes permission by the Vendor for the City to verify all information contained therein. Failure to comply with any request for additional information may disqualify the Vendor from further consideration. Such additional information may include evidence of financial ability to perform. Negotiations The City may require potential vendors to participate in negotiations, submit revisions to pricing, technical information, and/or other items of their proposal as may result from such negotiations. Sub -contracting The vendor shall act as the single principal for all services set forth in the solicitation and resulting Agreement. Any sub - consultants shall be subject to the same terms and conditions as the Vendor. The Vendor shall be fully responsible for the performance and payments of any sub -consultants. Material Misstatements or Misrepresentations If in the course of the solicitation process or in the administration of a resulting Agreement, the City determines that the Vendor has made a material misstatement or misrepresentation or that materially inaccurate information has been provided to the City, the Vendor may be terminated from further participation in the solicitation process or in the event an Agreement has been awarded, the Agreement may be immediately terminated. In the event of termination under This document will be appended to the final contract this provision, the City is entitled to pursue any available legal remedies. Contractual Obligation After the City selects a vendor, the contents of the submitted proposal will become a contractual obligation. The Technology Information Selection Process packet and any addenda, the Vendor's proposal, and the PSA constitute the entire Agreement between the Vendor and the City. Failure of the Vendor to agree to include all portions thereof as contractual Agreement may result in cancellation of the award. reement Deadline If an Agreement is awarded, the Vendor is required to sign and return the Agreement documents within ten (10) days of written request. Reservation of Rights The City reserves the right to modify and/or suspend any and all aspects of the Technology Information Selection Process packet, at its own discretion. This includes without limitation, the right to obtain further information from any vendor responding to this Technology Information Selection Process packet, to waive any defect as to form or content of this solicitation or any response thereto, to extend deadlines for accepting responses, to reject any and all responses to the Technology Information selection process packet, and to choose the firm that best serves the City's interests. Should all proposals be rejected a written notification will be sent to all vendors. Right of Action No individual or firm responding to this solicitation shall obtain any claim or right of action against the City by reason of any aspect of the Technology Information Selection Process packet, defects or abnormalities contained in the Technology Information Selection Process packet and/or the selection process, the rejection of any proposal, the acceptance of any proposal, any statements, representation, acts or omissions of the City, the exercise of any discretion by the City in connection with any of the foregoing, or any and all other matters arising out of all or any of the foregoing. Disclaimer This Technology Information Selection Process packet does not commit the City to continue with the procurement of the subject services nor to enter into an Agreement with any vendor. The City makes no representation that any Agreement will be awarded. The City may re -issue the RFI associated to this Technology Information Selection Process packet and this Technology Information Selection Process packet at any time for any reason at its sole discretion. In the event of award, the City makes no guarantee to expend any agreement amount to its maximum. Award of an Agreement may require City Council authorization.. In the event that the selected Vendor is unable to perform the services for any reason or is dismissed from the project, the City may select another Vendor from this solicitation. Commencement of Work Services under an Agreement shall commence after all required documents are on file with the City as follows: Completed Vendor Application Form (if applicable), Completed IRS Form W-9, Copy of the Vendor's and Sub - 5 1 P a g e Consultant's City of Hesperia Business License (if applicable), Insurance Certificates and Endorsements as required in the PSA, City Council authorization (if applicable), Two (2) fully executed copies of the PSA, with original signatures, Executed Worker's Compensation Certificate, and Notice to proceed issued to the Vendor. City Business License Obtain a City of Rancho Palos Verdes business license in accordance with the City Municipal Code, prior to engaging in any operation or activity as a result of an award of an Agreement. The license must be kept in full force and effect during the term of the Agreement. Evidence of Insurance In the event an Agreement is awarded, Vendor shall provide evidence of insurance coverage by an admitted California insurer legally licensed and qualified to conduct business in the State of California in accordance with the provisions described herein. The required insurance coverage shall be maintained for the duration of the Agreement. (For sample Agreement see Attachment C). Laws, Ordinances, and Rules Comply will all Federal, State, and local laws, ordinances, rules, and regulations applicable to Vendors performance, including, but not limited to, the Fair Labor Standards Act of 1938; (FLSA), the Equal Employment Opportunity Act of 1972 (EEOA), the Occupational Safety and Health Act of 1970 (OSHA), the California Occupational Safety and Health Regulations (Cal/OSHA) per California Code of Regulations, Title 8, the National Environmental Protection Act of 1969 (NEPA), the California Environmental Quality Act (CEQA), and the Americans with Disabilities Act of 1990 (ADA). Objection to Terms If the Vendor has any objections to the terms of this RFI, these objections must be clearly addressed, in writing, on the cover letter which shall accompany the bid and shall specifically reference the particular section number, paragraph, and page number of the objection. Payments and Invoicing Unless otherwise agreed, payment will not be made until goods or services are delivered and accepted as specified. Invoices presented for payment must be submitted in accordance with instructions contained on the purchase order. In order to receive prompt payment, send invoices directly to: City of Rancho Palos Verdes 30940 Hawthorne Blvd Rancho Palos Verdes, Ca 90275 T he City's standard payment terms are Net 30. Required Licenses and Permits Selected Vendor is required to obtain all necessary licenses and permits required by Federal, State, County, and municipal laws, ordinances, rules, and regulations. These licenses and permits shall remain in effect for the duration of the Agreement. Venue: The Agreement shall be in accordance with the laws of the State of California with the County of Los Angeles being the only appropriate forum for any litigation. This document will be appended to thefinal contract ATTACHMENT A GIS SERVICE PROVIDER SUPPORT SCOPE OF WORK 1. Introduction 61 Page The City of Rancho Palos Verdes is a City of 42,000 residents in Los Angeles County along the coast between Torrance, CA and Long Beach. The City is an upscale, fiscally conservative general law city with a considerable amount of coastline, open ad park spaces. 2. Summary of GIS related operations The City has had GIS services for approximately 15 years services contracted through a local non-profit organization that also has been the IT service provider for the City for over 18 years. In January 2015, the City released an RFP for IT Services and also determined that GIS services will be performed by a hybrid combination of a part time GIS Coordinator employed by the City, supplemented by a GIS service provider. The GIS Coordinator reports to the IT Manager, and the GIS services provider selected as a result of this RFP will take direction from the IT Manager and GIS Coordinator as appropriate. The GIS environment consists of a newly implemented ESRI ArcGIS 10.3 server, LARIAC4 aerial imagery and a Geocortex viewer. The City has accumulated almost 1,000 total layers, with approximately 300 layers currently available in the Geocortex viewer. The City has begun the implementation of a Public Works Asset Management System, CityWorks, with the assistance of a consultant familiar with both GIS and CityWorks functionality. The City is expecting to release an RFP for a GIS Centric Permitting, Planning, Code Enforcement and Business License system mid -2015. Finally, the City is expecting to create an external GIS portal to display some GIS information to the public. 3. Project Background The primary driver of this RFP was the decision to change the GIS support model, but it is clear with the implementation of two separate GIS Centric business systems, that there will be considerable work needed to build asset layers into the system as well as modifications and support of the viewer and integration of GIS into the business systems. The majority of this work will be completed by the City GIS Coordinator, some work may require higher level GIS expertise and assistance with system architecture, but the majority of this work will be project based data acquisition and analyst level assistance data cleansing and integration into the existing GIS system which is expected to be performed by the provider selected as a result of this GIS Service Provider selection process. 4. Purpose The purpose of this RPF is to contract with Service Provider for the services of a GIS Analyst for approximately twelve (12) hours per week or 624 hours per year to assist in tasks as outline in "Section 3 - Project Background" above. The City reserves the right to use only the hours needed at the sole discretion of the City. The contracted GIS Analyst will take direction from the City IT Manager and GIS Coordinator. This document will be appended to the final contract 50 71 Page 5. Scope The selected firm will provide qualified technical resources in a timely manner that meet the position classifications described below. It is expected that the selected organization will provide GIS Analyst level assistance performing skills as outlined in section 5.1 for GIS data entry, field data acquisition, assistance with plotters and other business systems and working with intern level staff. These numbers are only estimates and the City may utilize some, but not necessarily all the position classifications listed and reserves the right to contract with the selected Firm as staffing needs arise. There may also be times the City wishes to contract with high level GIS staff herein referred to as a GIS Coordinator as outlined in section 5.2 for additional hours, or potentially higher level GIS staff as needed. Position Classifications: 5.1 GIS Analyst: Perform GIS data maintenance and mapping activities. Minimum of 1 year GIS data editing experience required. Skill and ability to • Working knowledge of ESRI ArcGIS Desktop software and Trimble Handhelds. • Perform GIS spatial data editing and maintenance. • Perform tabular GIS data entry. • Perform GIS mapping functionalities • Printing and technical help with an HP plotter. • Communicate clearly and concisely, both orally and in writing. • Ability to work alone or with others in the field geo-locating City assets. • Ability to work with City staff to document and carry out project goals. 5.2 GIS Coordinator: Perform highly complex technical GIS data maintenance and mapping activities. Minimum of 5 years GIS data editing experience required. Skill and ability to: • Proficiency with SSRI ArcGIS Desktop software. • Perform GIS spatial data editing and maintenance. • Perform tabular GIS data entry. • Perform GIS mapping. • Communicate clearly and concisely, both orally and in writing. • Familiarity with civil and structural engineering drawings. • Understanding of the GIS needs of municipalities. • Knowledge of Asset Management or Land Management business systems is helpful. • Geocortex viewer or Cityworks experience also helpful. Location: Firm's assigned staff likely will be able to work remotely with access to City GIS servers a considerable portion of the assigned hours, but will also be required to work onsite at the City of Rancho Palos Verdes City Hall in Rancho Palos Verdes, California. Fieldwork and/or presentations and meetings may also be required at other City facilities or at job site locations away from City facilities. Hours: City hours are 7:30 to 5:30 Monday through Thursday and 7:30 to 4:30 on Fridays. It is expected that the City will use a total of approximately 624 hours per year (12 hours per week) but those hours will be based on need. There may be weeks in which no staff will be required, then other weeks that the City might expect 40 hours of assistance during completion of projects. This document will be appended to the final contract 51 81 Page The City will work with the selected firm to provide adequate advance notice when any full day support is needed. The City may also require assistance on an as -needed basis with limited notice in case of emergency or some type of system failure or other unusual circumstance. Proposers are asked to clarify any required notice or limitations on as -needed support. Project Administrator: The City IT Manager will be the City's designated Project Administrator. The selected firm shall designate a single point of contact, a Project Administrator, to direct efforts in fulfilling contracted obligations under this Agreement. The selected designate shall be subject to the approval of the City and shall not be changed without the express written consent of the City's designated Project Administrator. Quality: The selected Firm shall be responsible for the professional quality and technical competence of personnel supplied to the City. Additionally, that Firm shall be responsible for the coordination of all efforts and other services furnished under the Agreement. Performance Requirements: Each assigned personnel must be guaranteed to perform assigned duties to the City's satisfaction or will replace personnel with new staffing satisfactory to the City Project Administrator. The City Project Administrator will be the sole judge of satisfactory performance. The City reserves the right to reject any personnel and choose to replace or not replace that temporary worker at any time. Provided Facilities and Equipment: Furnished office space, telephone and computers will be provided for all assigned personnel working onsite. The Firm will be required to provide necessary computers, telephone, office space and software tools required for staff working remote. The City will configure remote access to City systems for vendor staff working remote. The selected firm may be required to provide additional office equipment necessary to perform the scope of services duties for each contract position. 6. Deliverables The City Project Administrator or GIS Coordinator will assign work to vendor staff and monitor task completion progress. If vendor staff fail to meet expectations as judged by the City Project Administrator, the vendor Project Administrator will be informed and the vendor staff will be replaced or a workaround plan agreed to by both Project Administrators will be implemented. 7. Work Environment The Project will require some on-site work at the City of Rancho Palos Verdes City Hall, but the City Project Administrator will attempt to consider remote work where appropriate. Remote or on-site work will be at the sole discretion of the City Project Administrator. If the vendor has any specific requirements for the minimum number of hours or a travel charge for on-site work, it must be detailed in the proposal response. This document will be appended to the final contract 52 91 Page ATTACHMENT B - FEE PROPOSAL Complete the following chart for costs. Lines 1 — 2 are for the current 624 annual hour RFP, lines 3 — 4 are for a potential future full time, 2080 hours annual agreement, Lines 5 and 6 are for possible mandatory or optional costs. Please add further information as you feel appropriate below. This document will be appended to the final contract 53 Hourly Cost Travel Charge Any Minimum on-site hours 1 GIS Analyst (as outlined in 5.1) 624 hour annual agreement 2 GIS Coordinator (as outlined in 5.2) 624 hour annual agreement 3 GIS Analyst (as outlined in 5.1) Potential future 2080 hour annual agreement 4 GIS Coordinator (as outlined in 5.2) Potential future 2080 hour annual agreement 5 Any Other Mandatory Costs: 6 Any Other Optional Costs: Other Notes: This document will be appended to the final contract 53 101 Page ATTACHMENT C - SAMPLE AGREEMENT Professional/ Technical Services Agreement for Services Regarding the hformation Technology System of the City of Rancho Palos Verdes Between (CONSULTANT) P. - The City of Rancho Palos Verdes (CITY) This document will be appended to the final contract 54 11P PROFESSIONAL/TECHNICAL SERVICES AGREEMENT This Agreement is made and entered into this #4 day of ####, 2015, by and between the City of Rancho Palos Verdes (hereinafter referred to as the "CITY") ander (hereafter referred to as "CONSULTANT"). IN CONSIDERATION of the covenants hereinafter set forth, the parties hereto mutually agree as follows: ARTICLE I SCOPE OF SERVICES .1 Engagement Description 1.2 Description of Services CONSULTANT shall perforin , 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 perforin 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 as agreed to and described in Exhibit "A". (IJ) CITY may request additional specified work underthis Agreement. All 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. 2.2 Payment Address All payments due CONSULTANT shall be paid to: Consultant Address 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 orclaimed 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. Page 11 of 17 55 ©m 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) 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, loss 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 tenor 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 forthe 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 Page 12 of 17 56 3� such compensation insurance for their respective employees. 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 terns 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. 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 pursuanttothis 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. Page 13 of 17 57 4 1 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, thingorcomponent astowhich any intellectual property right exists, including computer software, used in tile renderingof 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 anyway 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, orby 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 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 tothe public pursuant to tile provisions ofthe 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, attomey-client privileged communications and documents and draft and proprietary CITY information. For the purposes of this Agreement, "Confidential lnfornation"isconsidered any information that isnot 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 hlformation ofthe 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 ofthis Page 14 of 17 Agreement for any reason, CONTACTOR and the City shall return to each other any Confidential Information of the other partythat 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. 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 perform ance of this Agreement shall be controlled by and construed under the laws of the State of California, excluding California's choiceoflaw 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 parry 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 ofpersons 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 Government Code Sections 12940-48) and the applicable equal employmentprovisions 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. § l l200, et sect.). 6.8 Independent Contractor Page 15 of 17 59 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 CONSULTANToranyoftheCONSULTANT'semployees,exceptashereinset 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'compensationlaws. The CITY shall have the right to offset against theamoumtof 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. 6.12 Non -Waiver of Terns, 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 Page 16 of 17 To CONSULTANT: Responsible Person 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. IN WITNESS WFIEREOF, the parties hereto have executed this Agreement as of the date and year first above written. Dated: Its: CONSULTANT BY: Dated: CITY OF RANCHO PALOS VERDES A Municipal Corporation ATTEST: CITY CLERK Attachments: Exhibit A — Scope of Work BY: Its: Page 17 of 17 James Knight, Mayor 1 61