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HomeMy WebLinkAboutPW Street Sweeping Route OptimizationSERVICE AGREEMENT FOR STREET SWEEPING ROUTE OPTIMIZATION This Agreement is made and entered into this K day of TAAkAM, MAA_,y and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and C2LOGIX, . (hereinafter "CONSULTANT"). RECITALS WHEREAS, the CITY requires the design of optimized street sweeping routes via F1eetRoute Optimization Software; and WHEREAS, the CONSULTANT has agreed to render such services. AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: PROJECT COORDINATION. A. CITY'S Project Manager. Ryan Montes is hereby designated the PROJECT MANAGER for the CITY and said PROJECT MANAGER shall supervise all aspects of the progress and execution of this Agreement. B. CONSULTANT'S Project Director. CONSULTANT shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONSULTANT. Gus Esposito is hereby designated as the PROJECT DIRECTOR for CONSULTANT. Should circumstances or conditions subsequent to the execution of this Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONSULTANT shall notify the CITY within ten (10) business days of the substitution. 2. DUTIES OF CONSULTANT. CONSULTANT shall perform the duties and/or provide services as outlined in CONSULTANT's proposal, dated November 17, 2021, marked as Exhibit A, attached hereto and incorporated herein. DUTIES OF CITY. CITY shall pay the compensation as provided in Paragraph 4, and perform the duties as follows outlined in Exhibit A. 4. COMPENSATION. For the full performance of the services described herein by CONSULTANT, CITY shall pay CONSULTANT an initial set-up fee of $19,024 for services rendered, plus an additional account start-up payment of $3,000, for a total one-time cost not -to -exceed $22,024, as further detailed in Exhibit A. Thereafter, for the remainder of the term, CITY shall pay a flat fee of $3,000 per year annually on the anniversary of the date of this Agreement, as further detailed in Exhibit A. Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices submitted by CONSULTANT. TERM OF AGREEMENT. The term of this Agreement shall be for three years commencing upon date of execution of this agreement. Upon mutual agreement of the parties, and subject to the approval of the City Manager the term of this Agreement may be extended for an additional two periods of up to three years. TERMINATION. A. Discretionary. Either party may terminate this Agreement without cause upon thirty (30) days written notice mailed or personally delivered to the other party. B. Cause. Either party may terminate this Agreement for cause upon fifteen (15) days written notice mailed or personally delivered to the other party, and the notified party's failure to cure or correct the cause of the termination, to the reasonable satisfaction of the party giving such notice, within such fifteen (15) day time period. C. Effect of Termination. Upon receipt of notice of termination, neither party shall incur additional obligations under any provision of this Agreement without the prior written consent of the other. D. Return of Documents. Upon termination, any and all CITY documents or materials provided to CONSULTANT and any and all of CONSULTANT's documents and materials prepared for or relating to the performance of its duties under this Agreement, shall be delivered to CITY as soon as possible, but not later than thirty (30) days after termination. OWNERSHIP OF DOCUMENTS. The written documents and materials prepared by the CONSULTANT in connection with the performance of its duties under this Agreement, shall be the sole property of CITY. CITY may use said property for any purpose, including projects not contemplated by this Agreement. 8. INSPECTION AND AUDIT. Upon reasonable notice, CONSULTANT shall make available to CITY, or its agent, for Revised 1/29/2020 inspection and audit, all documents and materials maintained by CONSULTANT in connection with its performance of its duties under this Agreement. CONSULTANT shall fully cooperate with CITY or its agent in any such audit or inspection. 9. ASSIGNABILITY. The parties agree that they shall not assign or transfer any interest in this Agreement nor the performance of any of their respective obligations hereunder, without the prior written consent of the other party, and any attempt to so assign this Agreement or any rights, duties or obligations arising hereunder shall be void and of no effect. 10. NONDISCRIMINATION. CONSULTANT shall not discriminate, in any way, against any person on the basis of age, sex, race, color, religion, ancestry, national origin or disability in connection with or related to the performance of its duties and obligations under this Agreement. 11. COMPLIANCE WITH ALL LAWS. CONSULTANT shall observe and comply with all applicable federal, state and local laws, ordinances, codes and regulations, in the performance of its duties and obligations under this Agreement. CONSULTANT shall perform all services under this Agreement in accordance with these laws, ordinances, codes and regulations. CONSULTANT shall release, defend, indemnify and hold harmless CITY, its officers, agents and employees from any and all damages, liabilities, penalties, fines and all other consequences from any noncompliance or violation of any laws, ordinances, codes or regulations. INS tells: 11.1 D1 MAW VA 1.1 a) 21 Ila ce) CA *3 CITY and CONSULTANT do not intend, by any provision of this Agreement, to create in any third party, any benefit or right owed by one party, under the terms and conditions of this Agreement, to the other party. 13. NOTICES. All notices and other communications required or permitted to be given under this Agreement, including any notice of change of address, shall be in writing and given by personal delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the date of deposit with the United States Postal Service. Notice shall be given as follows: TO CITY's Project Manager: Ryan Montes City of San Rafael 111 Morphew Street San Rafael, CA 94901 Revised 1/29/2020 TO CONSULTANT's Project Director:-T-0fry-Espe4te Gus Esposito 734 Bay Esplanade, 3rd floor Clearwater, Florida 33767 14. INDEPENDENT CONTRACTOR. For the purposes, and for the duration, of this Agreement, CONSULTANT, its officers, agents and employees shall act in the capacity of an Independent Contractor, and not as employees of the CITY. CONSULTANT and CITY expressly intend and agree that the status of CONSULTANT, its officers, agents and employees be that of an Independent Contractor and not that of an employee of CITY. 15. ENTIRE AGREEMENT -- AMENDMENTS. A. The terms and conditions of this Agreement, all exhibits attached, and all documents expressly incorporated by reference, represent the entire Agreement of the parties with respect to the subject matter of this Agreement. B. This written Agreement shall supersede any and all prior agreements, oral or written, regarding the subject matter between the CONSULTANT and the CITY. C. No other agreement, promise or statement, written or oral, relating to the subject matter of this Agreement, shall be valid or binding, except by way of a written amendment to this Agreement. D. The terms and conditions of this Agreement shall not be altered or modified except by a written amendment to this Agreement signed by the CONSULTANT and the CITY. E. If any conflicts arise between the terms and conditions of this Agreement, and the terms and conditions of the attached exhibits or the documents expressly incorporated by reference, the terms and conditions of this Agreement shall control. 16. SET-OFF AGAINST DEBTS. CONSULTANT agrees that CITY may deduct from any payment due to CONSULTANT under this Agreement, any monies which CONSULTANT owes CITY under any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts. 17. WAIVERS. The waiver by either party of any breach or violation of any term, covenant or condition of this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation of the same or other term, covenant, condition, ordinance, law or regulation. The subsequent acceptance by either party of any fee, performance, or other consideration which may become due or Revised 1/29/2020 owing under this Agreement, shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, condition, covenant of this Agreement or any applicable law, ordinance or regulation. 18. COSTS AND ATTORNEY'S FEES. The prevailing party in any action brought to enforce the terms and conditions of this Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs (including claims administration) and attorney's fees expended in connection with such action. 19. TAXES. CONSULTANT shall pay any and all state and federal taxes and any other applicable taxes. CITY shall not be required to pay for any work performed under this Agreement, until CONSULTANT has provided CITY with a completed Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and Certification). 20. SURVIVAL OF TERMS. Any terms of this Agreement that by their nature extend beyond the term (or termination) of this Agreement shall remain in effect until fulfilled and shall apply to both Parties' respective successors and assigns. 21. APPLICABLE LAW. The laws of the State of California shall govern this Agreement. 22. COUNTERPARTS AND ELECTRONIC SIGNATURE. This Agreement may be executed by electronic signature and in any number of counterparts, each of which shall be deemed an original, but all of which together shall constitute one document. Counterpart signature pages may be delivered by telecopier, email or other means of electronic transmission. Revised 1/29/2020 IN WITNESS WHEREOF. the parties hame executed this Agreement as ofthe &IN. month and ycar first above witten. CITY OF SAN RAFAEL JIM SCHUTZ. City Manager ATTEST: ST: lfvr LINDSAY 1,AR.A. Ciq Clcrk FORN APPROVED AS I -0 M: a. - bezl� 110111-�RTF-EPSTIiti. City . omc� kni,ej 1 29 2020 CONSULTANT By: Najlie:_Anthony j Fspos*to_ Vice -President .--- -- [11'CONSULIANT is a corpomlion, udd signature of second corporate officer[ Title: < C 2'Log J route optimization solutions November 17, 2021 Ryan Montes City of San Rafael CA. Dear Ryan: C2Logix is pleased to submit this budgetary quotation to the City of San Rafael, to engage our Service Bureau to develop new Street Sweeping routes utilizing FleetRoute Route Optimization Software. Our proposal details the following: To engage C2Logix to develop Optimized Street Sweeping routes, using our Service Bureau. Additionally, we have included optional pricing that includes two items' 1. FleetRoute Navi (2b in Pricing Table): This allow drivers to have turn by turn visual and audible navigation in the cab of the vehicle while on the route. There are many other features of this product that include but are not limited to the ability to communicate with the home base, as well as send statuses for exceptions found during the routes such as downed trees, illegally parked vehicles etc.. 2. FleetRoute DOM and RUM (3b and 4b in.Pricing Table): these features allow one or more people at the base location to monitor progress in real time, communicate with the drivers, as well receive exceptions from the fleet. The RUM (Route Update Manager) will alloveryou to make modifications to the routes that C2Logix creates utilizing welS based tools. This is excellent for making temporary, or permanent changes to the routes as needed. Under this plan, San Rafael eliminates the cost of purchasing and learning the software, which is typically best suited for an organization with infrequent routing needs and/or a lack of trained personnel in GIS. *A signed agreement will be required to move forward with delivery of any product or service. FleetRoute - Cutting Edge Route Optimization Software Technology FleetRoute provides the most superior routes, maps and reports specifically for the needs of the Street Sweeping applications, but C2Logix provides more than just software. C2Logix's team of routing and collection consultants provides a unique blend of Information Technology and street sweeping routing expertise that will prove invaluable when implementing the route optimization system. Our combination of industry know-how and a sophisticated technology provides a turn -key routing solution like no other. We C2Logix — Route Optimization Solutions Tel:1-703-698-5001; Fax:1-703-698-1306; Email:info@C2Logix.com EXHIBIT A J C2Lo IX route optimization solutions know that routing projects, whether computer-assisted or manual, are re-engineering projects that closely impact your operations and staff. Knowledge of the industry and street sweeping operations management experience, as well as the most advanced routing technology available to the industry make our FleetRoute projects successful. 2113age C 2 L o g i x tl 1 ogl'x route optimization solutions Implementation C2Logix Service Bureau The C2Logix Service Bureau option offers the advantages of C2Logix's FleetRoute Team to take responsibility for getting San Rafael's draft routes created in a timely and cost- efficient manner, utilizing input from your personnel to tailor the routes to your specific requirements. The approach ensures that your organization and C2Logix clearly understand and agree on the parameters and outputs from the project and that these meet your requirements. Tasks and Deliverables This section provides an overview of the project tasks and deliverables that form the basis for the pricing of the Service Bureau. Changes in these items are possible prior to routing. However, changes may result in a modification in the price proposed. Project Tasks 1. Project Kick-off Meeting and Scope Route Specifications — The Project Manager will conduct a conference call (or optional in-person meeting) with San Rafael to review the project and route design specifications. 2. Set up Data in FleetRoute - C2Logix will utilize commercial street centerline data from The San Rafael or a third -party vendor (typically Here Data), and set up the data into the FleetRoute format. If you have street data; we would welcome the use of that data. Many times, our clients have data attributes that are not available with commercial data. C2Logix will review it to determine if it adheres to FleetRoute's needs for use in transportation logistics and routing. 3. Street Network Build and Optimization — C2Logix will programmatically verify street network connectivity. Minor adjustments necessary to the street network will be performed by C2Logix during this phase of the project. 4. Draft Routes — Draft routes will be provided as route overview maps, travel path maps, travel direction reports and route statistics summaries electronic format (pdf files) and hard copies (optional). The Project Manager will review the route design specifications and the routing process with your management team to identify problematic areas. a. Review of Initial Draft Routes (subset of customers) — A first set of drafted routes will be provided for San Rafael's review and comment. 31 Page C2Logix < C2Lo'1 route Dotimization solutions b. Map Outputs - Provided below is a list of the C21-ogix's deliverables to be provided in electronic format (.pdf files) with the submission of draft routes. As an option, C21-ogix can provide hard copies: L Travel Direction Reports For Each Route ii. Travel Path Maps For Each Route iii. Individual Route Overview Maps For Each Route 5. Route Finalization — It is common to have some limited changes in the draft routes during and after implementation. FleetRoute's travel paths are by far the best in the street sweeping route optimization software industry, but the realities in the field will often provide ways to improve upon them. Deliverables The final routes will include the following file sets: Travel Direction Reports, Travel Path Maps, and Route Overview Maps. All deliverables will be in electronic format. Maps and reports will be provided in PDF format. Other file formats can be accommodated, potentially at an additional cost. As an option, C21-ogix can provide hard copies priced per the Rates listed below in this proposal. 41 Page C 2 L o g i x �,C2Lo N J route optimization soitltions Reasons to Select FleetRoute The significant problems solved are: • To reduce travel time and distance, the software has the ability to optimize the routes in regard to the location of existing facilities by optionally selecting for assignment the closest depots or facilities to each route if needed. • To reduce travel time and distance and more evenly distribute the workload, the software has the ability to minimize travel time and distance to and from facilities by choosing the optimal point(s) in the route to dump and/or reload water tanks. For multiple reloading trip routes, instead of waiting for the truck to be empty, optionally find closer departure points in the route from which to reload. • To make routes that accommodate individual specifications for each vehicle, the software has the ability to individually optimize and/or balance route times while taking into consideration the unique variables for individual vehicles. • In order to make routes that uniquely specify variables for each street, the software has the ability to individually optimize and/or balance route times while taking into consideration the unique variables for individual street segments. • To restrict collection vehicles from servicing around a school or hospital during certain times, the software has the ability to accommodate time -restricted plowing within any geographic area defined by the user. • To avoid servicing streets during rush hour or when parking is allowed, the software has the ability to accommodate street or side of street sweeping by time of day. • To make routes for all types of sweeping vehicles, the software has the ability to run path route optimization for all types of street sweeping vehicles. • To make routes that closely mimic reality, the software has the ability to calculate the vehicle load. • In order to assign drivers to areas that they are familiar with or create new routes in the same general area as existing routes, the software has the ability to position (drag -and -drop) individual vehicles to the area for which the vehicle should be utilized, before the system creates the routes. • To control the amount of u -turns on routes, FleetRoute has a unique functionality to limiting u -turns by street classification, e.g., only allowing u -turns on local roads or not at all. This is a critical functionality for street sweeping, because large trucks have maneuvering problems and safety issues. Turn preferences can be set for all types of turns: straight-throughs, u -turns, dead-end u -turns, right turns, and left turns. 51 Page C 2 L o g i x C2L lx route optimization solufibns • The software has the ability to specify desired right and left turns preferences to accommodate restrictions or safety concerns. • To keep subdivisions intact and use natural boundaries, such as highways, the proprietary "Neighborhood Routing" functionality was exclusively designed to provide routes that need less modification after implementation. Neighborhood Routing prevents routes that criss-cross over highways and create safety hazards and inefficiencies, such as what happens in more generic routing software applications that were developed for newspaper and postal deliveries. • FleetRoute has proprietary transportation attribute editing tools for assigning street classification, designating one -ways and the street data, including its geography, nodes, and attributes may be fully edited in FleetRoute. In addition, FleetRoute has a variety of customizable functions for using GIS Land Parcel Data for routing, instead of geocoding a list of addresses. 61 Page C 2 L o g i x Route Optimization Services for Street Sweeping Routes For San Rafael, CA. Task Item One Time Pricing in U.S. Currency Costs Project Initiation meeting, data and route parameters 1a setup - set-up the customer and street data Network and $7,415 initially define the parameters for One Sweeping and One Leaf Season Scenario. Development of draft routes - refining the parameters 2a based on initial runs, including troubleshooting and report $6,303 creation and electronic delivery for One Sweeping and One Leaf Season Scenario. Route Editing and Finalization - including basic customer requested edits as well as re-generation and electronic 3a delivery of all Basic Reports and Maps. All Edits must be $2,170 returned by client within 30 days of delivery of the Draft routes. After 30 days the routes will be considered final and this phase will be billed. Actual Travel expenses for route review and site visit associated Expenses 4a with items listed above if required and approved by client Incurred plus I % Project Management and non travel expenses, to include Annual Number of Extended 5a management oversight and review of all results and $636 Costs Veh.lSeats Annual management level contact with the client. Cost FleetRoute Navi for Street Sweeping (With Navigation & 6a On-line Completion Tracking ! Exception Reporting). $1,000 $850 1 $850 Pricing per vehicle for the entire season. (Season defined by customer)' 7a FleetRoute Navi for Street Sweeping, 'Daily Operations $1,500 $950 1 $950 Manager Control Center" (per seat) for season FleetRoute Route Update Manager (RUM) back office Route management Tool. This gives the user the ability to 8a customize and modify routes either permanently or $1,200 1 $1,200 temporarily. (sold per access seat (User) (One Time Costs include Account Set up, on-line Training and Set-up Assistance) Item 3b is a requirment of this item Total Sectioni $19,024 $3,000 1 $3,000 'Does not include hardware costs or vehicle Installation, or Cellular Data Plan Billing: Unless arrangements are made otherwise, Item la will be billed immediately, additional billing is done as each task is completed. C_2Locrlix_Fee Schedule (11.[21 `For all work outside of above auote POSITION ($ PER HOUR] Vice -President $ 225.00 Programmer/Route Optimization Consultant $ 175.00 FleetRoute Specialist/GIS Professional $ 155.00 Contract Administrator $ 125.00 Administrative Assistant $ 80.00 Exoensesf3l Charge Personal Car/Company Car $0.535 per mile Local Travel Expenses (tolls, parking) As Incurred Room and Board As Incurred Airfare Coach Class, Discount Car Rental Discount Rate Black and White Duplicating/Printing $0.25 per Copy Color Duplicating/Printing $0.75 per Copy Online E -meeting Charges $20.00 Per Session Facsimile Communications Outbound $1.00 per page Long Distance Telephone As Incurred Graphics and Art As Incurred Messenger and Delivery Service As Incurred 111 Rates valid through Decernber 31.2022 [2J For payments not received within 30 days of invoicing date, carrying charge of 1.5% per month will be appll_ed. 131 A fee of 10% is a Do lied to atl non fixed exp enses and to all subcontractors char es. CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Public Works Project Manager: Ashley Dohrmann (for Ryan) Extension: 3352 Contractor Name: C21-ogix Contractor's Contact: Tony Esposito Contact's Email: tesposito@c2logix.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DEPARTMENT 1 Project Manager 2 City Attorney 3 Department Director 4 Project Manager 5 i Project Manager _ PRINT 6 Project Manager 7 I City Attorney 8 City Attorney 9 City Manager/ Mayor 10 City Clerk DESCRIPTION a. Email PINS Introductory Notice to Contractor b. Email contract (in Word) and attachments to City Attorney c/o Laraine.Gittens@cityofsanrafael.org a. Review, revise, and comment on draft agreement and return to Project Manager b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor Approval of final agreement form to send to contractor Forward three (3) originals of final agreement to contractor for their signature When necessary, conagreement agendized for City Council approval * *City Council approval required for Professional Services Agreements and purchases of goods and services that exceed $75,000; and for Public Works Contracts that exceed $175,000 Date of City Council approval CONTINUE ROUTING PROCESS WITH HARD COPY Forward signed original agreements to City Attorney with printed copy of this routing form Review and approve hard copy of signed agreement Review and approve insurance in PINS, and bonds (for Public Works Contracts) Agreement executed by City Council authorized official Attest signatures, retains original agreement and forwards copies to Project Manager COMPLETED j REVIEWER DATE J Check/Initial Click here Lo ❑ enter a date. 1/25/2022 ®AD 1/26/2022 M LG 1/26/2022 ® LG (N/A) (::'lick or tap Lo enter n dale Click here to enter a date ❑ N/A Or Click here to enter a date. u -01 1/31/2t ZZ &- 01/31/2022 CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Public Works Project Manager: Ashley Dohrmann (for Ryan) Extension: 3352 Contractor Name: C21-ogix Contractor's Contact: Tony Esposito Contact's Email: tesposito@c2logix.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE IL DEPARTMENT 1 Project Manager City Attorney Department Director Project Manager Project Manager PRINT Project Manager 7 1 City Attorney 8 City Attorney 9 City Manager/ Mayor 10 City Clerk DESCRIPTION a. Email PINS Introductory Notice to Contractor b. Email contract (in Word) and attachments to City Attorney c/o Laraine.Gittens@cityofsanrafael.org a. Review, revise, and comment on draft agreement and return to Project Manager b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor Approval of final agreement form to send to contractor Forward three (3) originals of final agreement to contractor for their signature When necessary, contractor -signed agreement agendized for City Council approval * *City Council approval required for Professional Services Agreements and purchases of goods and services that exceed $75,000; and for Public Works Contracts that exceed $175,000 Date of City Council approval CONTINUE ROUTING PROCESS WITH HARD COPY Forward signed original agreements to City Attorney with printed copy of this routing form Review and approve hard copy of signed agreement Review and approve insurance in PINS, and bonds (for Public Works Contracts) Agreement executed by City Council authorized official _ Attest signatures, retains original agreement and forwards copies to Project Manager COMPLETED I REVIEWER DATE Check/Initial Click here to Lr enter a elate. 1/25/2022 NAD 1/26/2022 ❑X LG 1/26/2022 0 LG (N/A) 1/28/2022 BG Click here to Cl enter a date. ❑ N/A El Or Click here to enter a date.