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HomeMy WebLinkAboutPW Spatial Wave 2013crrr oF,1� Agenda Item No: 3. m Meeting Date: May 20, 2013 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: Nader Mansourian (RAL) 7 - - City Manager Approval: ' RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE PUBLIC WORKS DIRECTOR TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENT WITH SPATIAL WAVE TO CREATE A GEOGRAPHIC INFORMATION SYSTEM (GIS) BASED MOBILE SOLUTION FOR TRACKING A VARIETY OF MAINTENANCE ACTIVITIES AND CONDUCTING INSPECTIONS, IN AN DEVICES AND RELATED EQUIPMENT. RECOMMENDATION: Staff recommends that the City Council adopt a resolution authorizing the Director of Public Works to enter into a Professional Services Agreement with Spatial Wave to develop and implement a comprehensive GIS -based tracking program that will enable the Department of Public Works to track, prioritize and execute a comprehensive array of maintenance activities, and to purchase equipment needed for the system. BACKGROUND: Staff reductions in DPW's Engineering, Traffic, Streets Maintenance and Parks Maintenance divisions over the past decade have impacted our ability to provide services. It is therefore essential that our department utilizes its resources as efficiently as possible. One way to offset the loss of resources is to improve our technology to accommodate better tracking and prioritization of field work. Our current work tracking system is obsolete. Data input is an ongoing, paper-based exercise that requires significant staff time on a daily basis, time better spent carrying out Council and departmental priorities. A comprehensive GIS -based system such as Spatial Wave will yield the accurate, comprehensive and timely information needed to prioritize workloads and coordinate divisional activities on a daily basis. The software will allow staff to utilize current technologies to fill out necessary forms in the field without returning to the office to perform this same work on the computer. The software will also provide the means to coordinate our responses to emergencies such as storms, floods and earthquakes. These are events that require the mobilization of virtually every Public Works employee on a continuous basis for brief but intense periods. FOR CITY CLERK ONLY File No.: Council Meeting: 5 ' Disposition: 1-0 Tree � SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 And it is vital that the system generate reports for federal, state and regional agencies such as Caltrans, the Metropolitan Transportation Commission, the Transportation Authority of Marin, FEMA, the California Office of Emergency Services (OES) and others. FEMA and OES reports, in formats acceptable to those agencies, are needed when San Rafael seeks federal and state reimbursement for emergencies such as the 2005-2006 winter storm. The City was forced to "deobligate" (pay back) over $200,000 legitimately expended for debris removal because we lacked the pre -approved forms which Spatial Wave will incorporate into their system. The system will enhance almost every aspect of Public Works operations. A few examples: • Storm drain maintenance (e.g., pump stations, drainage systems, leaf pick-up) • Street maintenance (e.g., roadways, potholes, sidewalks) • Parks maintenance (e.g., medians, parks, tree service) • Traffic signals and street lights • Emergency response (e.g., slides, flooding, accidents, hazardous materials) • Graffiti removal • Homelessness activity • Encroachment permits (e.g., work tracking, inspections) • City building maintenance Maintenance lead workers and supervisors will utilize mobile devices/tablets instead of paper data entry forms. The devices will record location, maintenance history, scope of work, task status, labor, equipment, material and related information. All of this data will link to the City's extensive GIS system where it can be accessed by DPW managers. Spatial Wave will generate detailed reports and GIS maps for all the activities listed above. ANALYSIS: Public Works managers reviewed a number of maintenance tracking and reporting programs. Because of the specialized nature of the program and software, staff believes that the competitive review/negotiation process used has produced the best results for the City and recommends the waiver of formal bidding. Spatial Wave clearly is the system that best meets DPW's current needs and those that will evolve in the future. It will fully integrate with San Rafael's GIS system, an essential component that other systems lacked. We recognize that automation is not a solution for all the issues associated with limited resources but it is an important way to increase productivity of current personnel by working more efficiently. The system can be expanded to include Capital Improvement Projects in the future. We expect that all system components will be fully operational by this coming winter. FISCAL IMPACT: The cost of software development, ten handheld mobile devices, ten dispatching/supervisor consoles, a minimum of two staff training sessions, ongoing support and Marin IT assistance will be $100,000. Sufficient resources have been set aside in the current Public Works general fund budget to fund this one-time expenditure. OPTIONS: The Council may choose not to approve the resolution, but staff does not recommend this option. The Spatial Wave system will provide immediate and long-term benefits that will impact every aspect of the services the Department of Public Works provides. When fully implemented, Spatial Wave will enable DPW to deploy maintenance, engineering and administrative personnel and operational resources with greater effectiveness and efficiency. ACTION REQUIRED: Adopt resolution. Encls. RESOLUTION NO. 13538 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE PUBLIC WORKS DIRECTOR TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENT WITH SPATIAL WAVE TO CREATE A GEOGRAPHIC INFORMATION SYSTEM (GIS) BASED MOBILE SOLUTION FOR TRACKING A VARIETY OF MAINTENANCE ACTIVITIES AND CONDUCTING INSPECTIONS, IN AN AMOUNT NOT TO EXCEED $75,000, AND TO PURCHASE REQUIRED MOBILE DEVICES AND RELATED EQUIPMENT. WHEREAS, the Department of Public Works seeks to purchase a GIS -based system to electronically track and report on a wide array of maintenance functions; and WHEREAS, staff reviewed several systems and determined that the Spatial Wave program best meets the Department's current and future needs; and WHEREAS, due to the specialized nature of the program and software, formal bidding requirements should be waived; and WHEREAS, the Spatial Wave system, once fully implemented, will assist Public Works managers in the prioritization of maintenance tasks, resource deployment and the coordination of divisional activities; and WHEREAS, the Spatial Wave system will greatly enhance DPW's response to emergencies such as floods, earthquakes, landslides by deploying personnel as efficiently as possible; and WHEREAS, the system will incorporate pre -approved reports for FEMA and the California Office of Emergency Services, essential for federal and state reimbursement of City expenditures in response to declared emergencies; and WHEREAS, the Spatial Wave program will be fully integrated with San Rafael's Geographic Information System (GIS), thereby providing a framework for infrastructure location and status, maintenance history, immediate and future needs, resource deployment, inspections, etc., for almost every aspect of Public Works activity; and WHEREAS, the cost for Spatial Wave to implement and support the system is $68,000, as shown in "Exhibit A", attached hereto and incorporated herein by reference, plus an additional $7,000 for unforeseen contingencies for a total of $75,000; and WHEREAS, the cost forl0 hand-held mobile devices, 10 dispatching/supervisor consoles and N-Jarin IT assistance during implementation will come to $25,000; and WHEREAS, all costs will be covered by one-time Public Works operational budget savings generated during the current fiscal year. THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows: Formal bidding is hereby waived, and the Director of Public Works is authorized to execute, on behalf of the City of San Rafael, a Professional Services Agreement with Spatial Wave, for services described in Exhibit A and in an amount not to exceed $75,000, in a form to be approved by the City Attorney, and is further authorized to purchase the equipment described in this resolution. I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on Monday, the 20`" day of May, 2013 by the following vote, to wit: AYES: COUNCILMEMBERS: Colin, Connolly, Heller, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None 011X4 ESTHER C. BEIRNE, City Clerk File No:01.27.01 PROFESSIONAL SERVICES AGREEMENT FOR SPATIAL WAVE, INC. TO CREATE A GEOGRAPHIC INFORMATION SYSTEM (GIS) BASED MOBILE SOLUTION FOR TRACKING A VARIETY OF MAINTENANCE ACTIVITIES AND CONDUCTING INSPECTIONS, IN AN AMOUNT NOT TO EXCEED $75,000. This Agreement is made and entered into this 20th day of May, 2013 by and between the CITY OF SAN RAFAEL [hereinafter "CITY"], and SPATIAL WAVE, INC., a corporation (hereinafter "CONTRACTOR). RECITALS WHEREAS, the Department of Public Works seeks to purchase a GIS -based system to electronically track and report on a wide array of maintenance functions; and WHEREAS, staff has reviewed several systems and determined that the Spatial Wave program best meets the Department's current and future needs; and WHEREAS, the cost of software development, a minimum of two staff training sessions and ongoing support, will be in an amount not to exceed $75,000, all of which will come from one-time Public Works operational budget savings generated during the current fiscal year. AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: PROJECT COORDINATION A. CITY. The Public Works Director shall be the representative of the CITY for all purposes under this Agreement and is hereby designated the PROJECT MANAGER for the CITY. Said PROJECT MANAGER shall supervise all aspects of the progress and execution of this Agreement. B. CONTRACTOR. CONTRACTOR shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONTRACTOR. Ali Diba is hereby designated as the PROJECT DIRECTOR for CONTRACTOR. Should circumstances or conditions subsequent to the execution of this Agreement require a substitute PROJECT DIRECTOR for any reason, the CONTRACTOR shall notify the CITY within ten (10) business days of the substitution. 2. DUTIES OF CONTRACTOR CONTRACTOR shall perform the duties and/or provide services as described in Exhibit "A" attached hereto and incorporated herein. DUTIES OF THE CITY CITY shall pay the compensation as provided in Paragraph 4, and perform the duties as described in Exhibit "A" attached hereto and incorporated herein." 4. COMPENSATION For the full performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR as follows: For the hours of work at the hourly rates, and for the authorized expenses, as specified in Exhibit "A", in a total amount not to exceed $75,000 Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices submitted by CONTRACTOR. 5. TERM OF AGREEMENT The term of this Agreement shall be for the time needed for full project implementation. Upon mutual agreement of the parties, and subject to the approval of the Public Works Director, the term of this Agreement may be extended for an additional period of nine (9) months. 6. 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 notice, 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 CONTRACTOR and any and all of CONTRACTOR'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. 7. OWNERSHIP OF DOCUMENTS The written documents and materials prepared by the CONTRACTOR 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, CONTRACTOR shall make available to CITY, or its agent, for inspection and audit, all documents and materials maintained by CONTRACTOR in connection with Agreement • 2 its performance of its duties under this Agreement. CONTRACTOR 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. INSURANCE A. During the term of this Agreement, CONTRACTOR shall maintain, at no expense to CITY, the following insurance policies: 1. A commercial general liability insurance policy in the minimum amount of one million ($1,000,000) dollars per occurrence for death, bodily injury, personal injury, or property damage; 2. An automobile liability insurance policy, for owned, non -owned, and hired vehicles, in the minimum amount of one million ($1,000,000) dollars per occurrence; 3. If any licensed professional performs any of the services required to be performed under this Agreement, a professional liability insurance policy in the minimum amount of one million ($1,000,000) dollars to cover any claims arising out of the CONTRACTOR's performance of services under this Agreement. B. The insurance coverage required of the CONTRACTOR Subparagraph A above„ shall also meet the following requirements: 1. Except for professional liability insurance, the insurance policies shall be endorsed for contractual liability and personal injury. 2. Except for professional liability insurance, the insurance policies shall provide in their text or shall be specifically endorsed to name the CITY, its officers, agents, employees, and volunteers, as additionally named insureds under the policies, and to provide that the insurance shall be primary with respect to any insurance or coverage maintained by CITY and shall not call upon CITY's insurance or coverage for any contribution. 3. CONTRACTOR shall provide to CITY's PROJECT MANAGER, (a) Certificates of Insurance evidencing the insurance coverage required herein, and (b) text from the insurance policies or the endorsements as specified in Subparagraph B(2). Agreement • 3 4. The insurance policies shall provide that the insurance carrier shall not cancel, terminate or otherwise modify the terms and conditions of said insurance policies except upon ten (10) days written notice to CITY's PROJECT MANAGER. 5. If the insurance is written on a Claims Made Form, then, following termination of this Agreement, said insurance coverage shall survive for a period of not less than five years. 6. The insurance policies shall provide for a retroactive date of placement coinciding with the effective date of this Agreement. 7. The insurance policies shall be approved as to form and sufficiency by PROJECT MANAGER and the City Attorney. C. If it employs any person, CONTRACTOR shall maintain worker's compensation and employer's liability insurance, as required by the State Labor Code and other applicable laws and regulations, and as necessary to protect both CONTRACTOR and CITY against all liability for injuries to CONTRACTOR's officers and employees. D. Any deductibles or self-insured retentions in CONTRACTOR's insurance policies must be declared to and approved by the City's Risk Manager and the City Attorney. At CITY's option, the deductibles or self-insured retentions with respect to CITY shall be reduced or eliminated to CITY's satisfaction, or CONTRACTOR shall procure a bond guaranteeing payment of losses and related investigations, claims administration, attorney's fees and defense expenses. 11. INDEMNIFICATION A. Except as provided in Subparagraph B, CONTRACTOR shall indemnify, release, defend and hold harmless CITY, its officers, and employees, against any claim, demand, suit, judgment, loss, liability or expense of any kind, including attorney's fees, arising out of or resulting in any way, in whole or in part, from any acts or omissions, intentional or negligent, of CONTRACTOR or CONTRACTOR's officers, agents and employees in the performance of their duties and obligations under this Agreement. B. Where the services to be provided by CONTRACTOR under this Agreement are design professional services to be performed by a design professional as that term is defined under Civil Code Section 2782.8, CONTRACTOR shall, to the fullest extent permitted by law, indemnify, release, defend and hold harmless CITY, its officers, and employees, against any claim, demand, suit, judgment, loss, liability or expense of any kind, including attorney's fees, that arises out of, pertains to, or relates to the negligence, recklessness, or willful misconduct of CONTRACTOR in the performance of its duties and obligations under this Agreement. Agreement • 4 12. NONDISCRIMINATION CONTRACTOR 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. 13. COMPLIANCE WITH ALL LAWS CONTRACTOR 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. CONTRACTOR shall perform all services under this Agreement in accordance with these laws, ordinances, codes and regulations. CONTRACTOR 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, ordinance, codes or regulations. 14. NO THIRD PARTY BENEFICIARIES CITY and CONTRACTOR 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. 15. 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: Nader Mansourian, Public Works Director Project Manager City of San Rafael 1400 Fifth Ave. (P.O. Box 151560) San Rafael, CA 94915-1560 TO CONTRACTOR: Ali Diba Project Director, Spatial Wave 23382 Mill Creek Drive, Suite #100 Laguna Hills, CA 92653 Agreement • 5 16. INDEPENDENT CONTRACTOR For the purposes, and for the duration, of this Agreement, CONTRACTOR, its officers, agents and employees shall act in the capacity of an Independent Contractor, and not as employees of the CITY. CONTRACTOR and CITY expressly intend and agree that the status of CONTRACTOR, its officers, agents and employees be that of an Independent Contractor and not that of an employee of CITY. 17. 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 CONTRACTOR 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 CONTRACTOR 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. 18. SET-OFF AGAINST DEBTS CONTRACTOR agrees that CITY may deduct from any payment due to CONTRACTOR under this Agreement, any monies which CONTRACTOR owes CITY under any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts. 19. 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 parry of any fee, performance, or other consideration which may become due or 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. Agreement • 6 20. 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. 21. CITY BUSINESS LICENSEIOTHER TAXES CONTRACTOR shall obtain and maintain during the duration of this Agreement, a CITY business license as required by the San Rafael Municipal Code. CONTRACTOR 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 CONTRACTOR has provided CITY with a completed Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and Certification). 22. APPLICABLE LAW The laws of the State of California shall govern this Agreement. IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL NADER MANSOURIAN Public Works Director ATTEST: ESTHER C. BEIRNE, City Clerk APPROVED AS TO FORM: 414) g -Fc ROBERT F. EPSTEIN, ity Attorney File No.: 01.27.01 SPATIAL WAVE, INC. e By: LAA 0C 0� Title: p Agreement • 7 ` ^ City of San Rafael — Department of Public Works Statement of Work Mobile Inspection Application The purpose of this document is to outline the development of a GIS enabled mobile solution for conducting inspections and track activities by the City of San Rafael's Department of Public Works. The City of San Rafael is interested in automating the following workflows using a tablet solution: 1. Storm Drain Maintenance Z Street Maintenance (sidewalks, roadsides, pathways, curbs & gutters, striping and painting) 1 Parks Maintenance U parko, modiana, entry ways, road sides, (noe eervioeo, herbicide applications) 4. Emergency Response (e.g., Accidents, Spills, Marin County Stormwater Pollution Prevention Program 'MCSTOPPP.Land Slides, Flooding) 5. Potholes O. Backflow pnavenierTesting 7. Signa (traffic, other) 8. Traffic Signal and Street Lights 0. Graffiti Removal 10. Encroachment Permits (work tracking, inspections, with aid from USA Tickets) 11. City Building and Facilities Maintenance City is interested intracking the following resources while performing the above workflows: l. Labor Hours (including number cfstaff assigned botasks) 2. Equipment 3. Material This proposal includes implementation of the above workflows on 10 mobile workstations and 10 dispatching/supervisor stations referred to as Consoles. Dispatching stations will be used to capture and assign work to field crews. Mobile units will be used to conduct the work in the field and to capturethe resource usage information. The system will use omap based interface both for capturing and reporting ofthe work. The data from the system resides ina Microsoft SQL Server which will also beintegrated with the Open Source [NupGuide map viewer currently deployed at City of San Rafael. The system will provide reports and G IS maps to allow for tracking and progress of the inspection work and the corresponding resource usage. An additional function of this application will be the collection of redlines from the field. Redlines will be used in ArcGIS to identify the GIS data corrections in case there are errors which are identified by the field crew. Redlines will be routed Lothe GIS administrator. This document contains astatement ofwork for implementation and delivery ofthe solutions described Task I—Kick-mff Meeting The purpose of this task is to conduct a kick-off meeting to discuss the scope of work, schedule, and responsibilities. Items that would be covered in this face-to-face meeting will include: i. Workflows for all tasks 2. GIS Data Availability 3. Base map choices for connected and disconnected aooeae in the field 4. Handwmra/Softwmrerequiremento 5. Schedule 6. Responsibilities and action items - lave Spatial t Public Works Responsibility. Schedule meeting, provide input onForms, Report, Processes for activities listed above. 1[mmk 2—Setup Server and Mobile Units The purpose of this task is to setup, implement and test Field Mapplet on the Public Works server. This includes installation of Field Mapplet, SQL Server configuration, and Reporting Services configuration. Assumptions: Public Works will provide the hardware for installation. Public Works to provide authorization to Spatial Wave for remote access to the server and the mobile units, Atotal ofY0 installations will be performed (10 Mobile and 10 Console). The cost of purchasing the mobile units is not included irthis budget. l[mok 3—Implement Storm Drain System Maintenance The Storm Drain System consists of 3500 catch basins, headwalls, 12 pump stations, and connecting storm conduits and drainage ditches. The Storm Drain System Maintenance will include several field forms: ^ Drainage Structure Cleaning/Repair ° Pump Station Inspection ° Catch Basin Inspection These forms will be configured based on the existing paper forms used to capture the data. The Field Mapplet extension will include the ability to track the resources for a collection of structures. Assumptions: Public Works will provide the sample forms and the GIS data related k/the Storm Drain 8&y/n/ananoa. Spatial Wave Responsibility: Install and configure the solution unthe server and the mobile devices. l[mmk 4—Implement Street Maintenance (midmvvalkm,medians, roadsides, pathways, curbs & gm$torm) This extension will allow for maintenance of the sidewalks, medians, roadsides, pathways, curbs & gutters. The extension will use Field Mapplet's ability to capture a location and to classify it when performing the maintenance if GIS data is not available for sidewalks, medians, roadsides, pathway, curbs &gutters. These forms will be configured based on the existing paper forms used to capture the data. The Field Mapplet extension will include the ability to track the resources while performing this type of maintenance. Assumptions: Public Works will provide the sample forms and the GIS data related to the sidewalks, medians, noudukje/4 pathways, curbs &gutters (if available). Spatial Wave Responsibility: Install and configure the solution on the server and the mobile devices. Task 5—Implement Parks and Landscaping Maintenance The Park Maintenance Division provides routine landscape maintenance to City owned parks, sports Da|da, swimming poo|, cultural oenter. Ubnary, and other City facilities. This extension will allow for maintenance of the parks. The extension will use Field Mapplet's ability to capture a location and to classify when performing the maintenance if GIS data is not available for park facilities. These forms will beconfigured based onthe existing paper forms used tocapture thedata.TheFie|d Mapplet extension will include the ability to track the resources while performing this type of maintenance, Assumptions: Public Works will provide the sample forms and the GIS data related to park facilities. Spatial Wamve 2 Spatial Wave Install and configure the solution unthe server and the mobile devices. Task 6 — Implement Emergency Response This extension will allow for capturing data during an emergency response. This enables capturing and reporting the location and type ofemergencies. |1also includes capturing the resource usage information during emergency situations. Emergency responses include events such as accidents,ap\|ls. IVICSTOPPP, Slides, and Flooding. These forms will be configured based on the existing paper forms used to capture the data. Assumptions: Public Works will provide the sample forms related boemergency response. Spatial Wave Responsibility: Install and configure the solution onthe server and the mobile devices Task 7— Implement Potholes Repair This extension will allow for capturing data related to repairing of potholes. This enables capturingond reporting the location and resource usage information during the repair process. The forms for this workflow will bebased onthe existing paper forms used hocapture the data. Assumptions: Public Works will provide the sample forms related to pothole repair. Spatial Wave Responsibility. Install and configure the solution on the server and the mobile devices. Task 0— Implement Backflow Preventer Testing This extension will allow for capturing data related to testing of the backflow preventer devices belonging to the City. This extension will implement the standard workflows recommended by AWWA for capture and testing of the backflow devices. The forms for this workflow will be based on the existing paper forms used tocapture the data. Assumptions: Public Works will provide the sample forms related (obackflow testing Spatial Wave Responsibility: Install and configure the solution on the server and the mobile devices. Task 9 — Implement Maintenance of Signs (traffic, other) This extension will allow for capturing data related to maintenance of signs by the public works department. This extension will use the GIS data for signs (if available). It will also allow for capture of the sign location aopart ofthe repair workflows. Assumptions: Public Works will provide the sample forms related to sign repair Spatial Wave Responsibility: Install and configure the solution on the server and the mobile devices. Task l0— Implement Maintenance of Traffic Signals and Street light This extension will allow for capturing data related to inspection and maintenance of traffic signals and street lights by the public works department. This extension will use the GIS data for traffic signal system and street lights (if available). It will also allow for capture of the traffic signal system and street light location as part of the repair workflows. Assumptions: Public Works will provide the sample forms related hostreet light repair. Spatial Wave Responsibility. Install and configure the solution on the server and the mobile devices. Task I I— Implement Graffiti Removal Services This extension will allow for capturing data related to graffiti removal services by the Public Works department. Graffiti information may be originated from citizens using the online Problem Report Form among other sources. Assumptions: Public Works will provide the sample forms related tograffiti removal. Spatial VVavv� 91 Spatial Wave Responsibility. Install and configure the solution on the server and the mobile devices. Task 12 — Encroachment Permits Work Tracking and Inspection (using USA Tickets) This extension will allow for scheduling inspections related to Encroachment Permits. This extension will also include implementation of capturing Underground Service Alert (USA) tickets. The USA workflow displays the USA tickets that have been called in the City boundary. This workflow will have two applications. First application would be for marking up the facilities. The second application would be for the inspectors to visit the location of the USA tickets to identify permitting or encroachment violations. Assumptions: Public Works will provide the sample forms related to Encroachment Permits inspections. Spatial Wave Responsibility: Install and configure the solution on the server and the mobile devices. Task 13 — Maintenance of City Building and Facilities Maintenance This extension will be used for capturing resources related to city owned buildings and facilities. This extension will use a GIS based map displaying the locations of the buildings and will use this information to display and schedule work related to the building maintenance. This extension is focused on capturing resource related information. Assumptions: Public Works will provide the sample forms related to building and facilities maintenance. Public Works should also provide the GiS information related to the city owned buildings. Spatial Wave Responsibility: Install and configure the solution on the server and the mobile devices. Task 14 — Implement Redlines The purpose of this task is to implement the redline extension. The redlining workflow would allow for capturing corrections to the GIS data which will be routed to the GIS administrator. This extension includes an optional component which is installed as an extension in ArcGIS Desktop to implement the corrections to GIS data. Assumptions: Public Works will provide support for installing the ArcGIS Desktop tool. Spatial Wave Responsibility: Install and configure the solution on the Public Works server. Task 15 — Publish Field Mapplet work from MapGuide The purpose of this task is to publish the data related to the above workflows through the existing Open Source MapGuide service for viewing purposes. Spatial Wave will work with San Rafael GIS staff to enable this option and to create and publish the map services. Assumptions: Public Works will provide support for creation and publishing of the map services. Spatial Wave Responsibility. Install and configure the solution on the Public Works server. Task 16 — Reporting and Data Extraction Spatial Wave will setup a linked MS Access database which will include linked access to all of the data from the above workflows. It will also create simple tabular reports which could be used to generate a tabular report of the data for a given period. These reports could be used to extract the data into MS Excel for further reporting and data analysis. Spatial Wave can also create additional reports, on demand, based on time and material services. Assumptions: Public Works will provide access to a desktop machine running Microsoft Access for creation and testing of the reports. Spatial Wave Responsibility: Install and configure the solution at Public Works. r Faure 0 Task 17—Provide First Training The purpose of this task is to provide training to the field application users. This is the first of two trainings and covers the basics of the system usage. The intent of this training is to introduce the usersto the system and toobtain feedback and fine tuning information. Public Works Responsibility: Coordinate and schedule the training for key users. Coordinate testing and usage of the system by the trainees. Capture feedback and participate in regularly scheduled meetings b/review the comments. Spatial Wave Conduct training and capture feedback and fine tuning information Task 10—Fine Tune System The purpose of this task is to fine tune the system by incorporating the changes identified during Task 17. Spatial Wave will release anupdate based onthe required fine tunings. Sub tasks for Task 18 include: 1. Fire tune forms 2. Fine tune base maps 3. Fine tune reports 4. Update server and mobile units Public Works Provide remote access tothe server and the mobile units. Spatial Wave Responsibility: Implement fine tuning requirements and update the system. Task 19—Provide Second Training The purpose of this task is to train the end users and administrator on the software. This training will be provided on-site. It will include a "ride along" as well as office'based training for the field users to show the capabilities ofthe system. Public Works Coordinate and schedule the training for all users. Spatial Wave Responsibility. Conduct training. Deliverables: Training material. Project Cost Spatial Wave will perform this project onotime and materials basis. Spatial Wave's rates are shown in the following table: Pi Estimated costs in dollar amount of each step are included in the following table: Task 1— Kick-off Meeting 8 $1,280 Task 2 — Setup Server and Mobile Units 16 $1,280 Task 3 — Implement Storm Drain System Maintenance 42 $3,840 Task 4 — Implement Street Maintenance (sidewalks, medians, roadsides, pathways, curbs & gutters) 26 $2,560 Task 5 — Implement Parks and Landscaping Maintenance 26 $2,560 Task 6 — Implement Emergency Response 28 $2,720 Task 7 — Implement Potholes Repair 28 $2,720 Task 8 — Implement Backflow Testing 42 $3,840 Task 9 — Implement Maintenance of Signs (traffic, other) 26 $2,560 Task 10 — Implement Maintenance of Traffic Signals and Street lights 26 $2,560 Task 11— Implement Graffiti Removal Services 26 $2,560 Task 12 — Encroachment Permits Work Tracking and Inspection (using USA Tickets) 50 $4,480 Task 13 — Maintenance of City Building and Facilities Maintenance 42 $3,840 Task 14 — Implement Redlines 18 $1,920 Task 15 — Publish Field Mapplet work from MapGuide 10 $1,280 Task 16 — Reporting and Data Extraction 18 $1,600 Task 17 — Provide First Training 16 $2,240 Task 18 — Fine Tune System 16 $1,920 Task 19 — Provide Second Training 16 $2,240 Project €arr The duration of this project is estimated to be 3 Months. Ll Authorization to Proceed City of San Rafael — Department of Public Works Representative Name Date .0 wha v eta Spatial V ACORP. CERTIFICATE OF LIABILITY INSURANCE F DATE (MMtDDIYYYY)06/14/2013 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Leavitt Group #OF13098 PrideMark-Everest Ins Sery Inc 1820 E. First Street, Ste 500 Santa Ana, CA 92705 CONTCT NAME: Juliana Bae A/C,PHONE Ell: 714.569.2700 FAX Ne), 714.569.3099 E -MAD ResS: Juliana-bae@leavitt.com INSURER(S) AFFORDING COVERAGE NAIC # INSURERA: Peerless Ins Co24198 INSURED Spatial Wave, Inc. 23382 Mill Creek Dr. #100 Laguna Hills, CA 92653-1682 INSURERS: Preferred Employers Ins Co 10900 INSURER C: Philadelphia Indemnity Ins.co. 18058 INSURER D: INSURER E : INSURER F: COVERAGES CERTIFICATE NUMBER: 12-13 GL/Auto/WC/E&0 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. ILTR TYPE OF INSURANCE INSR WVD POLICY NUMBER FF I MM/DDIYYYY POLICY EXP MMIDDIYYYY LIMITS GENERAL LIABILITY Gary Wells/LISAL CBP484569 12/31/2012 12/31/2013 EACH OCCURRENCE $ 1,000,000 X COMMERCIAL GENERAL LIABILITY UAMAUL PREMISES (Ea occurrence) $ 100,000 MED EXP (Any one person) $ 10,000 CLAIMS -MADE a OCCUR PERSONAL & ADV INJURY $ 1,000,000 GENERAL AGGREGATE $ 2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/OP AGO $ 2,000,000 $ POLICY PRO-JEcT LOC AUTOMOBILE LIABILITY CBP484569 12/31/2012 12/31/2013 (Ea accident) $ 1,000,00 BODILY INJURY (Per person) $ ANY AUTO BODILY INJURY (Per accident) $ A ALL OWNED SCHEDULED AUTOS AUTOS NON -OWNED X HIRED AUTOS X AUTOS (Per accident) g $ UMBRELLA LIAB OCCUR EACH OCCURRENCE $ AGGREGATE $ EXCESS LIAB HCLAIMS-MADE DEO RETENTION $ $ B WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Y / N ANY PROPRIETOR/PARTNER/EXECUTIV OFFICER/MEMBER EXCLUDED? (Mandatory in NH) N / A WKN136026 12/31/2012 12/31/2013 X - TORY LIMITS ER E.L. EACH ACCIDENT $ 11000,000 E.L. DISEASE - EA EMPLOYE $ 1,000,000 E.L. DISEASE - POLICY LIMIT S 1,000,000 If yes, describe under DESCRIPTION OF OPERATIONS below Pro essional Babi ity PHSD80103 12/31/2012 12/31/2013 $1,000,000 Per Claim C i $1,000,000 Aggregate DESCRIPTION OF OPERATIONS I LOCATIONS i VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) E: Professional Services Agreement to create a GIS based mobile solution The City, its officers, agents, employees, and volunteers are additional insureds as respects general lability per GECG602 0111. As required by written contract. rFRTIFICATE HOLDER CANCELLATION U 1988-ZO'10 ACORD COR ORA I iON. Aii rights reserved. ACORD 25 (2010/05) The ACORD name and logo are registered marks of ACORD SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. City of San Rafael Nader Mansourian, Public Works Director 1400 Fifth Ave AUTHORIZED REPRESENTATIVE �fJ���rXY d PO Box 151560 Sal Rafael, CA 94915-1560 Gary Wells/LISAL U 1988-ZO'10 ACORD COR ORA I iON. Aii rights reserved. ACORD 25 (2010/05) The ACORD name and logo are registered marks of ACORD THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ KlFCAREFULLY. This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SECTION I—COVERAGES COVERAGE A.BODILY INJURY AND PROPERTY DAMAGE LIABILITY 2. Exclusions Item 2.g. 2) ioreplaced with the following: 2.g. 2) Awatercraft you do not own that is: a) less than 50 feet long; and b) Not being used to carry persons mproperty for acharge. Item 2.g.S)isadded: G) Anaircraft inwhich you have noownership interest and that you have chartered with crew. The last paragraph of2.Exclusions \oreplaced with the following: Exclusions c. through n. do not apply to damage by fire, explosion, sprinkler leakage, or lightning to premises while rented to you, temporarily occupied by you with the permission of the mwner, or managed by you under ewh#*n agreement with the owner. A separate limit of insurance applies to this coverage as described in Section Ill — Limits ofInsurance. SECTION I—COVERAGES COVERAGE C.MEDICAL PAYMENTS If Medical Payments Coverage is provided under this policy, the following is changed: 3. Limits The medical expense limit provided bythis policy shall bethe greater of: o. $10,000; or b. The amount shown inthe declarations. Coverage C. Medical Payments is primary and not contributing with any other insurance, *von ifthat other insurance ioalso primary. The following isadded: COVERAGE O.PRODUCT RECALL NOTIFICATION EXPENSES Insuring Agreement We will pay "product recall notification expenses" incurred by you for the withdrawal of your producto, provided that e. Such withdrawal is required because of determination by you during the policy pehod, that the use or consumption of your products could result in "bodily injury" or "property damage"; and b' The "product recall notification expenses" are incurred and reported to us during the policy period. The most we will pay for "product recall notification expenses" during the policy period is $100,000. SUPPLEMENTARY PAYMENTS — COVERAGES A AND B |h+m h. and d. are replaced with: b. The cost of bail bonds required because of accidents or traffic law violations arising out of the use of any vehicle to which the Bodily Injury Liability Coverage applies. We do not have to furnish these bonds. d. All reasonable expenses incurred by the insured at our request to assist us in the investigation or defense of the claim or "suit" including actual loss of earnings up to $500 a day because of time off from work. mu|u�nnuonvnm»�u m��np|mmnumn,eao�/oemmncen Inc., w/mun permission. '3ECG 602 (01/11) Page 1 of UaRfl�* 10 SECTION II — WHO IS AN INSURED Item 4. is replaced with: 4. Any subsidiaries, companies, corporations, firms, or organizations you acquire or form during the policy period over which you maintain a controlling interest of greater than 50% of the stock or assets, will qualify as a Named Insured if: a) you have the responsibility of placing insurance for such entity; and b) coverage for the entity is not otherwise more specifically provided; and c) the entity is incorporated or organized under the laws of the United States of America. However; coverage under this provision does not apply to "bodily injury' or "property damage" that occurred before you acquired or formed the entity, or "personal injury" or "advertising injury" arising out of an offense committed before you acquired or formed the entity. Coverage under this provision is afforded only until the end of the policy period, or the twelve (12) month anniversary of the policy inception date whichever is earlier. SECTION III — LIMITS OF INSURANCE Paragraph 2 is amended to include: The General Aggregate Limit of Insurance applies separately to each "location" owned by you, rented to you, or occupied by you with the permission of the owner. Paragraph 6. is replaced with the following: 6. Subject to 5. above, the Fire Damage Limit is the most we will pay under Coverage A for damages because of "property damage" to premises while rented to you, temporarily occupied by you with permission of the owner, or managed by you under a written agreement with the owner, arising out of any one fire, explosion or sprinkler leakage incident. The Fire Damage Limit provided by this policy shall be the greater of: a. $500,000; or b. The amount shown in the Declarations. SECTION IV — COMMERCIAL GENERAL LIABILITY CONDITIONS Item 2. a. is replaced with: 2. Duties In The Event of Occurrence, Offense, Claim or Suit a. You must promptly notify us. Your duty to promptly notify us is effective when any of your executive officers, partners, members, or legal representatives is aware of the "occurrence", offense, claim, or "suit". Knowledge of an "occurrence", offense, claim or "suit" by other employee(s) does not imply you also have such knowledge. To the extent possible, notice to us should include: 1) How, when and where the "occurrence" or offense took place; 2) The names and addresses of any injured persons and witnesses; and 3) The nature and location of any injury or damage arising out of the "occurrence", offense, claim or "suit'. Item 4. b. 1) b) is replaced with: b. Excess Insurance 1) b) That is Fire, Explosion or Sprinkler Leakage insurance for premises while rented to you, temporarily occupied by you with permission of the owner, or managed by you under a written agreement with the owner; or Item 6. is amended to include: 6. Representations d. If you unintentionally fail to disclose any hazards existing at the inception date of your policy, we will not deny coverage under this Coverage Part because of such failure. However, this provision does not affect our right to collect additional premium or exercise our right of cancellation or non -renewal. Includes copyrighted material of Insurance Services Of ices Inc., with its permission. GECG 602 (01!11} Page 2 of 4 Item 8.ioreplaced with: 8. Transfer of Rights Of Recovery Against Others Tois a. If the insured has rights to recover all or part of any payment we have made under this Coverage Par those rights are transferred to us. The insured must do nothing after loss to impair them. Atour request, the insured will bring suit or transfer those rights to us and help us enforce them. b. If required by m written "insured oontract", we waive any right of recovery we may have against any person or organization because of payments we make for injury or damage arising out of your ongoing operations or"your work" done under that written "insured contract" for that person or organization and included inthe "prod uote'oomp|etedoperations hozavd^ Item 1O.and Item 11.are added: 10. Cancellation Condition Ifwacancel this policy for any reason other than nonpayment of premium we will mail or deliver written notice of cancellation to the first Named Insured at least 60 days prior to the effective date of cancellation. 11' Liberalization If we adopt e change in our forms or rules which would broaden your coverage without an extra oharge. the broader coverage will apply tnthis policy. This extension is affective upon the approval of such broader coverage in your state. SECOC}NV—DEFINRIONS The following definitions are added orchanged: 9. "Insured contract" a. |echanged to: m. A contract for a ie000 of premises. Howovnr, that portion of the contract for a lease of premises that indemnifies any person or organization for damage by fire, explosion or sprinkler leakage to premises while rented to you, or temporarily occupied by you with permission of the owner, or managed by you under awritten agreement with the owner ionot un"insured contnact". 23 and 24 are added: 23. "Location" means premises involving the name or connecting lots, or premises whose connection is interrupted only by a street, roadway, waterway or right-of-way of a railroad. 24. "Product recall notification expenses" means the reasonable additional expenses (including, but not limited to, 000i of onn*npondenoo, newspaper and magazine advartining, radio or television announcements and transportation ooet), necessarily incurred in arranging for the return of producto, but excluding costs of the replacement products and the cash value ofthe damaged products. The following Provisions are also added tothis Coverage Part: A. ADDITIONAL INSUREDS — BY CONTRACT, AGREEMENT OR PERMIT 1. Paragraph 2. under SECTION |\—WHO IS AN INSURED is amended to include as on insured any person ororganization when you and such person or organization have agreed in writing in aoortnmo\. agreement or permit that such person or organization be added as an additional insured on your policy to provide insurance such as is oMnnjed under this Coverage Part. Such person or organization is not onUUod to any notices that wo are required to send to the Named Insured and is an additional insured only with respect to liability arising out of: o. Your ongoing operations performed for that person ororganization; or b. Premises nrfacilities owned orused byyou. With respect to provision 1.m. ebove, a person's or organization's status as an insured under this endorsement ends when your operations for that person or organization are completed. With respect to provision 1.1b. above, a person's or organization's status as an insured under this endorsement ends when their contract or agreement with you for such premises or facilities ends. Includes copyrighted material mInsurance Services Offices |nn,with its permission. GECGGO2(D1/11) Page %of4 INSURED COPY 2. This endorsement provision A. does not apply: a. Unless the written contract or agreement has been executed, or permit has been issued, prior to the "bodily injury", "property damage" or "personal and advertising injury"; b. To "bodily injury" or "property damage" occurring after: (1) All work, including materials, parts or equipment furnished in connection with such work, in the project (other than service, maintenance or repairs) to be performed by or on behalf of the additional insured(s) at the site of the covered operations has been completed; or (2) That portion of "your work" out of which the injury or damage arises has been put to its intended use by any person or organization other than another contractor or subcontractor engaged in performing operations for a principal as a part of the same project; c. To the rendering of or failure to render any professional services including, but not limited to, any professional architectural, engineering or surveying services such as: (1) The preparing, approving, or failing to prepare or approve, maps, shop drawings, opinions, reports, surveys, field orders, change orders or drawings and specifications; and (2) Supervisory, inspection, architectural or engineering activities; d. To "bodily injury", "property damage" or "personal and advertising injury" arising out of any act, error or omission that results from the additional insured's sole negligence or wrongdoing; e. To any person or organization included as an insured under provision B. of this endorsement; f. To any person or organization specifically designated an additional insured for ongoing operations by a separate ADDITIONAL INSURED — OWNERS, LESSEES OR CONTRACTORS endorsement issued by us and made a part of this policy. B. ADDITIONAL INSURED — VENDORS Paragraph 2. under SECTION I) — WHO IS AN INSURED is amended to include as an insured any person or organization (referred to below as "vendor") with whom you agreed, in a written contract or agreement to provide insurance such as is afforded under this policy, but only with respect to "bodily injury" or "property damage" arising out of "your products" which are distributed or sold in the regular course of the vendor's business, subject to the following additional exclusions: 1. The insurance afforded the vendor does not apply to: a. "Bodily injury" or "property damage" for which the vendor is obligated to pay damages by reason of the assumption of liability in a contract or agreement. This exclusion does not apply to liability for damages that the vendor would have in the absence of the contract or agreement; b. Any express warranty unauthorized by you; c. Any physical or chemical change in the product made intentionally by the vendor; d. Repackaging, unless unpacked solely for the purpose of inspection, demonstration, testing, or substitution of parts under instructions from the manufacturer, and then repackaged in the original container; e. Any failure to make such inspections, adjustments, tests or servicing as the vendor has agreed to make or normally undertakes to make in the course of business, in connection with the distribution or sale of the products; f. Demonstration, installation, servicing or repair operations, except such operations performed at the vendor's premises in connection with the sale of the product; g. Products which, after distribution or sale by you, have been labeled or relabeled or used as a container, part or ingredient of any other thing or substance by or for the vendor; or h. To "bodily injury" or "property damage" arising out of any act, error or omission that results from the additional insured's sole negligence or wrongdoing. 2. This insurance does not apply to any insured person or organization, from whom you have acquired such products, or any ingredient, part or container, entering into, accompanying or containing such products. Includes copyrighted material of Insurance Services Offices Inc., with its permission. GECG 602 {01111} Page 4 of INSURED COPY PROFESSIONAL SERVICES AGREEMENT/CONTRACT COMPLETION CHECKLIST AND ROUTING SLIP Below is the process for getting your professional services agreements/contracts finalized and executed. Please attach this "Completion Checklist and Routing Slip" to the front of your contract as you circulate it for review and signatures. Please use this form for all professional services agreements/contracts (not just those requiring City Council approval). This process should occur in the order presented below. Step Responsible Description Completion Department Date I City Attorney Review, revise, and comment on draft agreement. 2 Contracting Department Forward final agreement to contractor for their signature. Obtain at least two signed originals from contractor. 3 Contracting Department Agendize contractor -signed agreement for Council approval, if Council approval necessary (as defined by City Attorney/City Ordinance*). 4 City Attorney Review and approve form of agreement; bonds, and insurance certificates and ti r 9, endorsements. P14�tsai" 5 City Manager / Mayor or Agreement executed by Council l authorized Department Head official. 6 City Clerk City Clerk attests signatures, retains original agreement and forwards copies to the contracting department. To be completed by Contracting Department: Project Manager: Project Name Agendized for City Council Meeting of (if necessary): If you have questions on this process, please contact the City Attorney's Office at 485-3080. * Council approval is required if contract is over $20,000 on a cumulative basis. Statement of Work Mobile Inspection Application .. PT41 The purpose of this document is to outline the development of a GIS enabled mobile solution for conducting inspections and track activities by the City of San Rafael`s Department of Public Works. The City of San Rafael is interested in automating the following workflows using a tablet solution: 1. Storm Drain Maintenance 2. Street Maintenance (sidewalks, roadsides, pathways, curbs & gutters, striping and painting) 3. Parks Maintenance 9 parks, medians, entry ways, road sides, tree services, herbicide applications) 4. Emergency Response (e.g., Accidents, Spills, Marin County Stormwater Pollution Prevention Program - MCSTOPPP, Land Slides, Flooding) 5. Potholes 6. Backflow Preventer Testing 7. Signs (traffic, other) 8. Traffic Signal and Street Lights 9. Graffiti Removal 10. Encroachment Permits (work tracking, inspections, with aid from USA Tickets) 11. City Building and Facilities Maintenance City is interested in tracking the following resources while performing the above workflows: 1. Labor Hours (including number of staff assigned to tasks) 2. Equipment 3. Material This proposal includes implementation of the above workflows on 10 mobile workstations and 10 dispatching/supervisor stations referred to as Consoles. Dispatching stations will be used to capture and assign work to field crews. Mobile units will be used to conduct the work in the field and to capture the resource usage information. The system will use a map based interface both for capturing and reporting of the work. The data from the system resides in a Microsoft SQL Server which will also be integrated with the Open Source MapGuide map viewer currently deployed at City of San Rafael. The system will provide reports and GIS maps to allow for tracking and progress of the inspection work and the corresponding resource usage. An additional function of this application will be the collection of redlines from the field. Redlines will be used in ArcGIS to identify the GIS data corrections in case there are errors which are identified by the field crew. Redlines will be routed to the GIS administrator. This document contains a statement of work for implementation and delivery of the solutions described above. Task 1— Kick-off Meeting The purpose of this task is to conduct a kick-off meeting to discuss the scope of work, schedule, and responsibilities. Items that would be covered in this face-to-face meeting will include: 1. Workflows for all tasks 2. GIS Data Availability 3. Base map choices for connected and disconnected access in the field 4. Hardware/Software requirements 5. Schedule 6. Responsibilities and action items Public Works Responsibility: Schedule meeting, provide input on Forms, Report, Processes for activities listed above. Task 2 — Setup Server and Mobile Units The purpose of this task is to setup, implement and test Field Mapplet on the Public Works server. This includes installation of Field Mapplet, SQL Server configuration, and Reporting Services configuration. Assumptions: Public Works will provide the hardware for installation. Public Works to provide authorization to Spatial Wave for remote access to the server and the mobile units. A total of 10 installations will be performed (10 Mobile and 10 Console). The cost of purchasing the mobile units is not included in this budget. Task 3 — Implement Storm Drain System Maintenance The Storm Drain System consists of 3500 catch basins, headwalls, 12 pump stations, and connecting storm conduits and drainage ditches. The Storm Drain System Maintenance will include several field forms: • Drainage Structure Cleaning/Repair • Pump Station Inspection • Catch Basin Inspection These forms will be configured based on the existing paper forms used to capture the data. The Field Mapplet extension will include the ability to track the resources for a collection of structures. Assumptions: Public Works will provide the sample forms and the GiS data related to the Storm Drain Maintenance. Spatial Wave Responsibility: Install and configure the solution on the server and the mobile devices. Task 4 — Implement Street Maintenance (sidewalks, medians, roadsides, pathways, curbs & gutters) This extension will allow for maintenance of the sidewalks, medians, roadsides, pathways, curbs & gutters. The extension will use Field Mapplet's ability to capture a location and to classify it when performing the maintenance if GIS data is not available for sidewalks, medians, roadsides, pathway, curbs & gutters. These forms will be configured based on the existing paper forms used to capture the data. The Field Mapplet extension will include the ability to track the resources while performing this type of maintenance. Assumptions: Public Works will provide the sample forms and the GIS data related to the sidewalks, medians, roadsides, pathways, curbs & gutters (if available). Spatial Wave Responsibility: Install and configure the solution on the server and the mobile devices. Task 5 — Implement Parks and Landscaping Maintenance The Park Maintenance Division provides routine landscape maintenance to City owned parks, sports fields, swimming pool, cultural center, library, and other City facilities. This extension will allow for maintenance of the parks. The extension will use Field Mapplet's ability to capture a location and to classify when performing the maintenance if GIS data is not available for park facilities. These forms will be configured based on the existing paper forms used to capture the data. The Field Mapplet extension will include the ability to track the resources while performing this type of maintenance. Assumptions: Public Works will provide the sample forms and the GiS data related to park facilities. Spatial ANave 2 Spatial Wave Responsibility: Install and configure the solution on the server and the mobile devices. Task 6 — Implement Emergency Response This extension will allow for capturing data during an emergency response. This enables capturing and reporting the location and type of emergencies. It also includes capturing the resource usage information during emergency situations. Emergency responses include events such as accidents, spills, MCSTOPPP, Slides, and Flooding. These forms will be configured based on the existing paper forms used to capture the data. Assumptions: Public Works will provide the sample forms related to emergency response. Spatial Wave Responsibility: Install and configure the solution on the server and the mobile devices. Task 7 — Implement Potholes Repair This extension will allow for capturing data related to repairing of potholes. This enables capturing and reporting the location and resource usage information during the repair process. The forms for this workflow will be based on the existing paper forms used to capture the data. Assumptions: Public Works will provide the sample forms related to pothole repair. Spatial Wave Responsibility: install and configure the solution on the server and the mobile devices. Task 8 — Implement Backflow Preventer Testing This extension will allow for capturing data related to testing of the backflow preventer devices belonging to the City. This extension will implement the standard workflows recommended by AWWA for capture and testing of the backflow devices. The forms for this workflow will be based on the existing paper forms used to capture the data. Assumptions: Public Works will provide the sample forms related to backflow testing Spatial Wave Responsibility: Install and configure the solution on the server and the mobile devices. Task 9 — Implement Maintenance of Signs (traffic, other) This extension will allow for capturing data related to maintenance of signs by the public works department. This extension will use the GIS data for signs (if available). It will also allow for capture of the sign location as part of the repair workflows. Assumptions: Public Works will provide the sample forms related to sign repair Spatial Wave Responsibility: install and configure the solution on the server and the mobile devices. Task 10 — Implement Maintenance of Traffic Signals and Street lights This extension will allow for capturing data related to inspection and maintenance of traffic signals and street lights by the public works department. This extension will use the GIS data for traffic signal system and street lights (if available). It will also allow for capture of the traffic signal system and street light location as part of the repair workflows. Assumptions: Public Works will provide the sample forms related to street light repair. Spatial Wave Responsibility: Install and configure the solution on the server and the mobile devices. Task 11 — Implement Graffiti Removal Services This extension will allow for capturing data related to graffiti removal services by the Public Works department. Graffiti information may be originated from citizens using the online Problem Report Form among other sources. Assumptions: Public Works will provide the sample forms related to graffiti removal. Spatial Wave 91 Spatial Wave Responsibility: install and configure the solution on the server and the mobile devices Task 12 — Encroachment Permits Work Tracking and Inspection (using USA Tickets) This extension will allow for scheduling inspections related to Encroachment Permits. This extension will also include implementation of capturing Underground Service Alert (USA) tickets. The USA workflow displays the USA tickets that have been called in the City boundary. This workflow will have two applications. First application would be for marking up the facilities. The second application would be for the inspectors to visit the location of the USA tickets to identify permitting or encroachment violations. Assumptions: Public Works will provide the sample forms related to Encroachment Permits inspections Spatial Wave Responsibility. install and configure the solution on the server and the mobile devices. Task 13 — Maintenance of City Building and Facilities Maintenance This extension will be used for capturing resources related to city owned buildings and facilities. This extension will use a GIS based map displaying the locations of the buildings and will use this information to display and schedule work related to the building maintenance. This extension is focused on capturing resource related information. Assumptions: Public Works will provide the sample forms related to building and facilities maintenance. Public Works should also provide the GIS information related to the city owned buildings. Spatial Wave Responsibility: install and configure the solution on the server and the mobile devices. Task 14 — Implement Redlines The purpose of this task is to implement the redline extension. The redlining workflow would allow for capturing corrections to the GIS data which will be routed to the GIS administrator. This extension includes an optional component which is installed as an extension in ArcGIS Desktop to implement the corrections to GIS data. Assumptions: Public Works will provide support for installing the ArcGiS Desktop tool. Spatial Wave Responsibility: Install and configure the solution on the Public Works server. Task 15 — Publish Field Mapplet work from MapGuide The purpose of this task is to publish the data related to the above workflows through the existing Open Source MapGuide service for viewing purposes. Spatial Wave will work with San Rafael GIS staff to enable this option and to create and publish the map services. Assumptions: Public Works will provide support for creation and publishing of the map services. Spatial Wave Responsibility: Install and configure the solution on the Public Works server. Task 16 — Reporting and Data Extraction Spatial Wave will setup a linked MS Access database which will include linked access to all of the data from the above workflows. It will also create simple tabular reports which could be used to generate a tabular report of the data for a given period. These reports could be used to extract the data into MS Excel for further reporting and data analysis. Spatial Wave can also create additional reports, on demand, based on time and material services. Assumptions: Public Works will provide access to a desktop machine running Microsoft Access for creation and testing of the reports. Spatial Wave Responsibility: Install and configure the solution at Public Works. 4 Task 17 — Provide First Training The purpose of this task is to provide training to the field application users. This is the first of two trainings and covers the basics of the system usage. The intent of this training is to introduce the users to the system and to obtain feedback and fine tuning information. Public Works Responsibility: Coordinate and schedule the training for key users. Coordinate testing and usage of the system by the trainees. Capture feedback and participate in regularly scheduled meetings to review the comments. Spatial Wave Responsibility: Conduct training and capture feedback and fine tuning information. Task 18 — Fine Tune System The purpose of this task is to fine tune the system by incorporating the changes identified during Task 17. Spatial Wave will release an update based on the required fine tunings. Sub tasks for Task 18 include: 1. Fine tune forms 2. Fine tune base maps 3. Fine tune reports 4. Update server and mobile units Public Works Responsibility: Provide remote access to the server and the mobile units. Spatial Wave Responsibility: Implement fine tuning requirements and update the system. Task 19 — Provide Second Training The purpose of this task is to train the end users and administrator on the software. This training will be provided on-site. It will include a "ride along" as well as office based training for the field users to show the capabilities of the system. Public Works Responsibility: Coordinate and schedule the training for all users. Spatial Wave Responsibility: Conduct training. Deliverables: Training material. Project Cost Spatial Wave will perform this project on a time and materials basis. Spatial Wave's rates are shown in the following table: 5 Labor Rate ` ODC Ciassification bri Project Manager $160 - Professional Engineer/Trainer $120 Implementation Specialist $100 - 5 Estimated costs in dollar amount of each step are included in the following table: Task 1— Kick-off Meeting 8 $1,280 Task 2 — Setup Server and Mobile Units 16 $1,280 Task 3 — Implement Storm Drain System Maintenance 42 $3,840 Task 4 — Implement Street Maintenance (sidewalks, medians, roadsides, pathways, curbs & gutters) 26 $2,560 Task 5 — Implement Parks and Landscaping Maintenance 26 $2,560 Task 6 — Implement Emergency Response 28 $2,720 Task 7 — Implement Potholes Repair 28 $2,720 Task 8 — Implement Backflow Testing 42 $3,840 Task 9 — Implement Maintenance of Signs (traffic, other) 26 $2,560 Task 10 — Implement Maintenance of Traffic Signals and Street lights 26 $2,560 Task 11— Implement Graffiti Removal Services 26 $2,560 Task 12 — Encroachment Permits Work Tracking and Inspection (using USA Tickets) 50 $4,480 Task 13 — Maintenance of City Building and Facilities Maintenance 42 $3,840 Task 14 — Implement Redlines 18 $1,920 Task 15 — Publish Field Mapplet work from MapGuide 10 $1,280 Task 16 — Reporting and Data Extraction 18 $1,600 Task 17 — Provide First Training 16 $2,240 Task 18 — Fine Tune System 16 $1,920 Task 19 — Provide Second Training 16 $2,240 Project Duration The duration of this project is estimated to be 3 Months. A& Spatial VAV!ave 6 City ofSan Rafael —DopadmontofPubk:Works Representative Name Date _ ROUTING SLIP FOR APPROVAL OF CONTRACTS / AGREEMENTS / ORDINANCES / RESOLUTIONS INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF ORIGINAL CONTRACT / AGREEMENT / ORDINANCE / RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRRA / SRCC AGENDA ITEM NO: 3.m DATE OF MEETING: May 20, 2013 FROM: Richard Landis DATE: May 15, 2013 ORIGINATING DEPARTMENT: Public Works TITLE OF DOCUMENT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE PUBLIC WORKS DIRECTOR TO ENTER INTO A PROFESSIONALSERVICES AGREEMENT WITH SPATIAL WAVE TO CREATE A GEOGRAPHIC INFORMATION SYSTEM (GIS) BASED MOBILE SOLUTION FOR TRACKING A VARIETY OF MAINTENANCE ACTIVITIES AND CONDUCTING INSPECTIONS, IN AN AMOUNT NOT TO EXCEED $75,000, AND TO PURCHASE REQUIRED MOBILE DEVICES AND RELATED EQUIPMENT. Department Head (LOWER HALF OF FORM FOR APPROVALS ONLY) Reviewed by City Manager / Executive Director APPROVED AS TO FORM: ' is Approved as Co ncil l Agency Agenda Item City Attorney (Signat re) !� ❑ NOT APPROVED REMARKS: