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HomeMy WebLinkAboutItem 16 - Cityworks Maintenance AgreementPublic Works Agency www.santa-ana.org/pw Item # 16 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report March 4, 2025 TOPIC: Cityworks Maintenance Agreement AGENDA TITLE Agreement for Public Works Cityworks On -Call Maintenance (General Fund) (Non - General Fund) RECOMMENDED ACTION Approve agreement with Woolpert, Inc. to provide on -call Cityworks maintenance and project implementation for a term beginning March 4, 2025 and ending on March 3, 2028, with the option of two one-year extensions, for a total amount not to exceed $300,000 (Agreement No. A-2025-XXX). GOVERNMENT CODE §84308 APPLIES: Yes DISCUSSION The Public Works Agency (PWA) oversees a range of assets including the street system, traffic control devices, water and wastewater infrastructure, and other major resources such as streetlights and storm drains, etc. In 2018, the City implemented Trimble Cityworks System, formerly Azteca Systems, LLC., (Cityworks) a comprehensive database software to manage these resources by tracking their condition and optimizing their maintenance cycles. Since its adoption, the Cityworks platform has enabled staff to document, track, and plan for asset repairs and replacements. This has led to more effective routine maintenance and improved work order tracking, ultimately extending the Iifespan of these assets. Ongoing maintenance of the Cityworks system- which is not provided by Trimble/Azteca- is necessary to add new features or support specific projects on an as -needed basis. To enhance the City's asset management capabilities, a Request for Proposals (RFP) was issued seeking a qualified firm(s) to provide Asset Management Software and Implementation Services (Exhibit 1). To offer the City a broader range of software solutions, asset management implementation firms were allowed to partner with third - party software providers. Upon award of the agreement, the City would allow the selected firm to provide on -call services to maintain and update the Cityworks software. RFP No. 24-129 was issued on October 29, 2024 on the City's online bid management and publication system, Planetbids. A summary of vendor participation and results is as follows: Cityworks Maintenance Agreement March 4, 2025 Page 2 1050 Vendors Notified 20 Santa Ana Vendors Notified 29 Vendors Downloaded the Bid Packet 2 Proposals Received 0 Proposals Received from Santa Ana Vendors Proposals were solicited, opened on October 29, 2024, and evaluated. Two proposals were submitted by the RFP deadline and both were determined to be responsive to the specifications and met the City's requirements. Proposals were scored by a staff panel and were rated based on responsiveness to the RFP, experience of the firm, and pricing. Staff recommends the approval of the agreement with Woolpert, Inc. (Exhibit 2). as they demonstrated the most relevant expertise, capacity, and experience as specified in the RFP (Exhibit 3). In addition, Woolpert has been the historical provider of this service and is familiar with the city's current Cityworks infrastructure. Woolpert's previous on -call agreement expired January 15, 2025. An extended negotiation of contract terms necessitated a delay of the award to the current council date. Because this is an on -call agreement, no disruption to Cityworks services was experienced. ENVIRONMENTAL IMPACT There is no environmental impact associated with the action. FISCAL IMPACT Funds are budgeted and available for expenditure in the Fiscal Year 2024-2025 budget and subsequent fiscal years will be included in the proposed budgets for City Council consideration. The funds will be budgeted and available for this item in the accounts below. Fiscal Accounting Fund Accounting Unit, Total Year Unit- Description Account Account # Description 2024-25 10117601- Public Works — Public Works — $60,000 62300 Administration & Admin Services — Planning Contract Services Professional 2025-26 10117601- Public Works — Public Works — $60,000 62300 Administration & Admin Services — Planning Contract Services Professional 2026-27 10117601- Public Works — Public Works — $60,000 62300 Administration & Admin Services — Planning Contract Services Professional Cityworks Maintenance Agreement March 4, 2025 Page 3 Fiscal Accounting Fund Accounting Unit, Total Year Unit- Description Account Account # Description OPTIONAL EXTENSIONS 2027-28 10117601- Public Works — Public Works — $60,000 62300 Administration & Admin Services — Planning Contract Services Professional 2028-29 10117601- Public Works — Public Works — $60,000 62300 Administration & Admin Services — Planning Contract Services Professional TOTAL $300,000 EXHIBIT(S) 1. RFP for Cityworks On -Call Maintenance 2. Agreement with Woolpert 3. Woolpert Submittal Submitted By: Nabil Saba, P.E., Executive Director — Public Works Agency Approved By: Alvaro Nunez, City Manager EXHIBIT 1 REQUEST FOR PROPOSALS NO. 24-129 FOR TRIMBLE CITYWORKS CONSULTANT SERVICES CITY OF SANTA ANA KEY RFP DATES: The schedule below is tentative and subject to change at the discretion of City, with appropriate notice to prospective Proposers. Issue Date: Tuesday, October 29, 2024 Deadline for Questions: Tuesday, November 05, 2024, 4:00 P.M. Proposal Due Date: Thursday, November 14, 2024, 4:00 P.M. a ? 1 CITY OF SANTA ANA TABLE OF CONTENTS I. BACKGROUND...........................................................................................................................3 II. OVERVIEW OF PROJECT.......................................................................................................... 3 III. TERM OF AGREEMENT............................................................................................................. 3 IV. MINIMUM QUALIFICATIONS...................................................................................................... 3 V. RESPONSE TO RFP.................................................................................................................. 3 VI. CERTIFICATIONS (ATTACHMENTS)......................................................................................... 7 VII. REFERENCES............................................................................................................................8 VIII. MINIMUM SCOPE AND LIMIT OF INSURANCE......................................................................... 8 IX. SELECTION PROCEDURES & CRITERIA................................................................................. 8 X. WITHDRAWALS..........................................................................................................................9 XI. GENERAL TERMS AND CONDITIONS...................................................................................... 9 XII. AWARD OF AGREEMENT........................................................................................................ 14 XI II. IMPLEMENTATION................................................................................................................... 14 EXHIBITS Exhibits provided herein for Proposers' reference only. EXHIBIT I — SCOPE OF SERVICES EXHIBIT 11 — SAMPLE AGREEMENT ATTACHMENTS A PROPOSER'S CERTIFICATION, PROPOSAL ITEM PRICING B REFERENCES C PROPOSER'S STATEMENT D NON -COLLUSION AFFIDAVIT E NON -LOBBYING CERTIFICATION F NON-DISCRIMINATION CERTIFICATION (9) I. BACKGROUND CITY OF SANTA ANA The City of Santa Ana, California, is rich in culture and pride, the county seat of Orange County, and encompasses an area of approximately 27 square miles. For more information, please visit https://www.santa-ana.org/ II. OVERVIEW OF PROJECT The City of Santa Ana (City) is seeking proposals from qualified firms and organizations (Proposers) to provide administrative support in maintaining the Trimble Cityworks system. This includes on -call technical support, data management, reporting, staff training and other support functions. See EXHIBIT I for complete Scope of Services. The term "Vendor", "Proposer", "Firm", "Consultants", and "Contractor" shall refer to any legal entity or entities submitting a proposal in response to this Request for Proposals (RFP). III. TERM OF AGREEMENT The anticipated term of the agreement is for an initial period of three (3) years. The City may, at its discretion, extend the agreement with the same or more limited scope of required services for two (2) additional one (1) year periods, upon mutual agreement contingent upon City Council approval, or City Manager or City Attorney authorization, as appropriate. The total term of the awarded agreement shall not exceed five (5) years. Usage is not guaranteed. Execution of an agreement between the City and successful firm(s) and/or individual(s) does not guarantee work throughout the duration of the contract period. Numerous factors will be evaluated by the City in its delivery of project and assignments, including technical expertise required. IV. MINIMUM QUALIFICATIONS 1) Consultant must have extensive knowledge of Trimble Cityworks platform and have multiple years of experience supporting public -sector clients. 2) Contractor must have been in business continuously for the most recent five (5) years prior to the date of this RFP. 3) Minimum three (3) most recent years of experience performing similar services as those detailed in the Scope of Services section of this RFP. V. RESPONSE TO RFP A. SUBMITTAL INSTRUCTIONS It is the responsibility of the Proposer to ensure that any proposals submitted have been uploaded to PlanetBids prior to the RFP due date and time. Proposals, including all required sections and forms, shall be submitted electronically via the City's Bid Management System, PlanetBids. No other form of submittal will be accepted. PlanetBids will not accept late proposals and no exceptions shall be made. Proposers will receive an a -bid confirmation number with a time stamp from PlanetBids indicating that their City of Santa Ana RFP 24-129 Page 3 of 30 www`]' r CITY OF SANTA ANA proposal was submitted successfully. The City will only receive and consider those proposals that were transmitted successfully. Submit proposal online at: http://www.planetbids.com/portal/portal.cfm?CompanvlD=20137. Proposer shall be solely responsible for informing itself with respect to the proper utilization of the bid management system, for ensuring the capability of their computer system to upload the required documents, and for the stability of their internet service. Failure of the Proposer to successfully submit an electronic proposal shall be at the Proposer's sole risk and no relief will be given for late and/or improperly submitted proposals. Proposers experiencing any technical difficulties with the bid submission process may contact PlanetBids at (818) 992- 1771. Questions of an operational nature may be directed to the City's assigned Buyer. Neither the City, nor PlanetBids, makes any guarantee as to the timely availability of assistance, or assurance that any given problem will be resolved by the bid submission deadline. Proposals shall NOT be sent via telegraphic, electronic, or facsimile means. All notifications, updates and addenda will be posted online on PlanetBids at https://www.planetbids.com/portal/portal.cfm?CompanylD=20137. Proposers shall be responsible for monitoring the site to obtain information regarding this solicitation. Failure to respond to required updates may result in a determination of a nonresponsive proposal. B. COMMUNICATION / CONTACT WITH CITY STAFF Unless otherwise authorized herein, Proposers who are considering submitting a proposal in response to this RFP, or who submit a proposal in response to this RFP, are only to communicate with the assigned Project Coordinator(s), and no other City staff about this RFP from the date this RFP is issued until a contract is awarded. The City will provide all official communication concerning this RFP in writing via the City's Bid Management System, PlanetBids. The City will not be responsible for or bound by any oral communication or any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the designated Project Manager(s). C. REQUEST FOR INFORMATION OR CLARIFICATION / QUESTIONS Questions regarding this RFP shall be submitted via PlanetBids. Responses to all questions will be posted on PlanetBids no later than the date and time shown at the schedule of key RFP dates on the cover page of this RFP. All prospective Proposers are advised to visit PlanetBids on a regular basis as responses may be posted earlier than the date above (if applicable). No verbal requests or responses will be accepted. Significant interpretations or clarifications will be addressed via addenda to this RFP. Significant interpretations or clarifications and responses to questions received by the deadline will be addressed via addenda to this RFP, which will be released and posted on PlanetBids under the "Addenda/Emails" tab. General process questions may be directed to the following: Megan Ornelas Buyer Email: MOrnelas(cD-santa-ana.org City of Santa Ana RFP 24-129 Page 4 of 30 a CITY OF SANTA ANA D. EXCEPTIONS Requests submitted for City's consideration of proposed terms and conditions, including modifications to the City's RFP and/or Contract terms and conditions must be submitted by the deadline for questions. Such requests should include an attachment in Word or PDF format on formal company letterhead that shows the requested modifications. Should the Proposer be considered for award recommendation and progress into the negotiations phase, the requests for exceptions or modifications to the City's terms and conditions will be discussed at that time. The City will not accept any requests after the deadline for questions and reserves the right to reject or strike any requests for exceptions or additional terms and conditions related to Agreement, RFP, and insurance and indemnification terms and conditions. Any changes in RFP from the date of release to date of submittal will result in an addendum or amendment. Notification of such addendum or amendment shall be posted on City's PlanetBids system, https://www.planetbids.com/portal/portal.cfm?CompanylD=20137. Proposers shall be responsible for monitoring the site to obtain information regarding this solicitation. F. UNDERSTANDING PROPOSAL It is the responsibility of each Proposer to inquire about any criteria, condition, term, provision, or requirement of the RFP that the Proposer does not understand. Responses to inquiries, if they significantly change or clarify the RFP requirements or any aspect of the procurement process, will be forwarded by addenda to all Proposers. The City will not be bound by any oral responses to inquiries. By submitting proposals, Proposers assert that they have fully read the RFP and any addenda issued by the City, the proposed Contract and any other Contract Documents, and affirm that the terms and conditions stated therein are fully understood and are acceptable to the Proposer. Each Proposer accepts the terms and conditions of the Contract Documents and indicates their ability and willingness to perform the requested services under such terms and conditions. Any exceptions to the terms and conditions set forth in the Contract Document shall be submitted to the City by the deadline to submit requests for information or clarification/questions set forth herein. G. PROPOSAL CONTENTS Proposals are to be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP. Colored displays, promotional materials, photographs etc., are not necessary or desired. Emphasis should be concentrated on conformance to RFP instructions, responsiveness to the RFP requirements, and on completeness and clarity of content. Digital dividers and clear organization of content and material are encouraged. Statement of Qualifications (SOQ) SOQ must include a Table of Contents and be limited to a maximum of 20 pages (excluding City's required Certifications listed in Section VIII below; Proposal Cover Letter, section dividers, table of contents, front/back cover pages). The page limitation includes all appendices, attachments, and supplemental information. Additionally, SOQ must include the following: a. Cover Letter Proposals shall include a letter signed by a principal or authorized representative who can make legally binding commitments for the entity. Include type of business entity. Cover Letter shall not exceed one page. City of Santa Ana RFP 24-129 Page 5 of 30 ate?)CITY OF SANTA ANA Cover letter must be addressed to the following City Project Manager: Trevor Burgan, Principal Programmer Analyst City of Santa Ana — Information Technology Department 20 Civic Center Plaza Santa Ana, CA 92701 b. Services Provided A description of proposed services to be provided and how they meet the needs of the City as described in EXHIBIT I — Scope of Services. c. Agreement Statement Proposal shall include a statement outlining your concurrence or reference to concerns previously submitted with any and all provisions as contained in EXHIBIT II — Sample Agreement of this RFP (if any). d. Firm and Team Experience Proposal shall include a profile of the firm's experience including the following: A general description of the firm, including size and number of employees working directly with the City on this agreement. ii. Firm's nearest address serving the City of Santa Ana and headquarters address. iii. Name and contact information of the supervising Project Manager/Principal Agent, to be assigned to the agreement. The Project Manager/Principal Agent shall be the primary contact person to represent your firm and will be the person to conduct the presentation, if invited to an interview. iv. Resumes for all key staff proposed describing relevant experience. e. Proposed Work Plan Proposal shall include a statement demonstrating the firm's understanding of the Scope of Services. Additionally, proposed work plan shall include Proposers': i. Anticipated approach to performing services as specified herein; ii. Suggestions or special concerns the evaluation committee should take into consideration (if any); iii. Description of deliverables and implementation plan. Proposer shall submit a general description of the deliverables, implementation plan, and timeline. f. References: Attachment B — References shall be submitted for similar projects performed for state and/or similar government clients. 2. Cost Proposal All Proposers are required to submit a fixed rate fee with their Cost Proposal. Pricing instructions should be clearly defined to ensure fees proposed can be compared and evaluated. Cost Proposal must include a payment schedule if applicable. City reserves the right to negotiate compensation and/or payment schedule prior to award of any City of Santa Ana RFP 24-129 Page 6 of 30 ate?)CITY OF SANTA ANA resulting agreement. When applicable, if providing hourly rate sheets, Proposer shall not include rate ranges or averages. The City shall not provide reimbursement for travel -related expenses, mileage, parking, lodging, meals, incidental fees, insurance, freight/shipping and handling/delivery, and any other business expenses, supplies and materials related to providing services as specified herein. Additional costs will not be considered and will not be reimbursed by the City, therefore, such costs must be absorbed in Proposer's cost proposal fee structure. Any language related to travel reimbursement shall be stricken from the document by the City and if not stricken, shall be deemed invalid. Proposals shall be valid for a minimum of one hundred eighty (180) days following Proposal deadline. The cost for developing the Proposal is the sole responsibility of the Proposer. All Proposals submitted become property of the City. Pricing shall remain firm for the entire initial Agreement term. Thereafter, any proposed pricing adjustment for follow-on renewal periods shall be submitted to the City Representative in writing at least ninety (90) days prior to the new Agreement term. The City reserves the right to accept, reject, or negotiate any proposed pricing adjustment not to exceed the Bureau of Labor Statistics Consumer Price Index (CPI) data as follows: Los Angeles -Long Beach -Anaheim, CA; All Urban Consumers; Not Seasonally Adjusted; annualized change comparing the most recent month's reported data to the same month of the prior year. (This information may be found on the U.S. Department of Labor's website at www.bls.gov.) VI. CERTIFICATIONS (ATTACHMENTS) In addition to the SOQ, Narrative/Technical Proposal, and Cost Proposal, the following forms, included in this RFP, shall be signed and included as part of the proposal submittal package: • Attachment A: Proposer's Certification and Proposal Item Pricing Attachment B: References • Attachment C: Proposer's Statement Attachment D: Non -Collusion Affidavit Attachment E: Non -Lobbying Certification Attachment F: Non -Discrimination Certification The proposal must be completely responsive to the RFP. Incomplete proposals will be deemed as nonresponsive and will be rejected. The City reserves the right to reject any or all proposals submitted and no representation is made hereby that any commitment will be awarded pursuant to this RFP or otherwise. PLEASE NOTE: • All forms above must be signed by a representative of the Firm that is legally authorized to contractually bind the Proposer. • City will not waive notarization requirement when applicable on any of the required attachments. City of Santa Ana RFP 24-129 Page 7 of 30 a VII. REFERENCES CITY OF SANTA ANA Contractor shall provide three (3) references from other similar public agencies for which services similar to those specified in this RFP have been performed, including contact names and telephone numbers. Use ATTACHMENT B — References. The respondent grants permission for the City to contact any individuals listed as references. City may disqualify a Proposer if. - References fail to substantiate Proposer's description of services and deliverables provided; or • References fail to support that Proposer has a continuing pattern of providing capable, productive, and skilled personnel, or • City is unable to reach the point of contact with reasonable effort. It is the Proposer's responsibility to inform the point of contact(s) of normal City working hours. VIII. MINIMUM SCOPE AND LIMIT OF INSURANCE See EXHIBIT H — Sample Agreement IX. SELECTION PROCEDURES & CRITERIA A. Evaluation: The City will establish a proposal review committee. The review committee will evaluate proposals based on the response to the RFP, which includes adherence to outlined directions and format, and the City evaluation criteria set forth below. B. Scoring Criteria: Proposers will be ranked by the review committee based on the following criteria: CATEGORY POINTS Responsiveness to RFP • Proposal's compliance with the requirements of this RFP. • Scope of Services offered including ability to provide optional services. 35 • The value to any new and/or innovative product or service suggestions or other new ideas and enhancements. Experience of Firm and Personnel • The experience, resources, and qualifications of the firm and individuals assigned to this account, including manager, supervisor and assigned 30 staff. Proposed Pricing 25 • Reasonableness of Cost City of Santa Ana RFP 24-129 Page 8 of 30 (9) CITY OF SANTA ANA References • References that are similar in size and project scope to the City. 10 TOTAL POSSIBLE SCORE 100 Before interviews - if held Interviews • The City reserves the right to conduct interviews with the highest -rated firm(s). In the event the City does perform an interview process, the 20 following is the maximum number of additive points that may be applied to the proposal score. Total possible score may exceed 100 points. C. Rankings: A final score will be calculated for each submitted proposal and used to rank Proposers. Based upon the foregoing criteria, all proposals shall be ranked by score. Only those proposals receiving a score above 70 will be considered for award. The City reserves the right to award the contract to any proposer(s) with a score above 70. The review committee will evaluate proposers based on their response to the RFP and the City evaluation criteria set forth above. D. Interviews: The review committee may invite the proposers to interview. If invited to interview, Proposers must be prepared to include key personnel in the interview and/or presentation. The City reserves the right to seek additional information from any or all Proposers invited to present proposals. A final score will be calculated for each submitted proposal and used to rank Proposers. City reserves the right to begin negotiations and enter into a contract without holding interviews, or further discussions. E. Selection: The City is under no obligation to accept any proposal and reserves the right to negotiate with respondents as to fees and terms. The City may reject proposals at its sole discretion. If proposal fails to satisfy any requirements outlined in this RFP, it may be considered non -responsive and may be rejected. The City shall not be obligated to accept the lowest priced proposals, but will make awards in the best interests of the City after all factors have been evaluated. The review committee will recommend the qualified Proposers to the City Council or City Manager for award of contract, as appropriate. X. WITHDRAWALS Proposers are responsible for verifying all prices and information before submitting a proposal. Prior to the proposal due date, the Proposer or Proposer's representative may withdraw the proposal by providing written notice of the proposal withdrawal to the City Contact/Project Manager. Verbal or telephonic withdrawals are not permissible. XI. GENERAL TERMS AND CONDITIONS A. AMERICANS WITH DISABILITIES ACT The awarded Contractor hereby certifies that it will comply, as applicable, with the Americans with Disabilities Act of 1990 ("ADA"), 42 USC §§ 12101 et seq., and its implementing regulations, including Subtitle A, Title II of the ADA. Contractor will not discriminate against persons with disabilities nor against persons due to their relationship to or association with a City of Santa Ana RFP 24-129 Page 9 of 30 ate?)CITY OF SANTA ANA person with a disability. Any contract entered into by the awarded Contractor (or any subcontract thereof), relating to this RFP, shall be subject to the provisions of this paragraph. B. CITY BUSINESS LICENSE The selected proposer must obtain a City of Santa Ana Business License prior to the execution of a contract and must provide a copy to the Buyer assigned to this RFP. The awarded party shall maintain a current business license throughout the term of the resulting contract. Procedure to obtain a City of Santa Ana Business License is available by contacting the Finance and Management Services, Business Tax Office at (714) 647-5447 or on the City's website: www.santa-ana.org C. CITY RIGHT TO REJECT The City reserves the right to reject any or all proposals submitted and no representation is made hereby that any agreement will be awarded pursuant to this RFP or otherwise. The City reserves the right to accept or reject the combined or separate components of this proposal in part or in its entirety or to waive any minor inconsistency, informality or technical defect in the proposal. D. CONFLICT OF INTEREST Contractor shall exercise reasonable care and diligence to prevent any actions or conditions that could result in a conflict with the best interests of the City. This obligation shall apply to the Contractor; the Contractor's employees, agents, and Subcontractors associated with accomplishing work and services hereunder. The Contractor's efforts shall include, but not be limited to, establishing precautions to prevent its employees, agents, and Subcontractors from providing or offering gifts, entertainment, payments, loans or other considerations which could be deemed to influence or appear to influence City staff or elected officers from acting in the best interests of the City. Each Proposer must disclose any existing or potential conflict of interest relative to the performance of the contractual services resulting from this RFP. Any such relationship that might be perceived or represented as a conflict should be disclosed. The City reserves the right to disqualify any Proposer on the grounds of actual or apparent conflict of interest. No person, firm, or subsidiary thereof who has been awarded this Contract may be awarded a Contract for the provision of services, the delivery of supplies, or the provision of any other related action which is required, suggested, or otherwise deemed appropriate as an end product of this Contract. Therefore, Contractor is precluded from contracting for any work recommended as a result of this Contract. E. CONTRACTOR'S EXPENSE Pre -Contractual Expenses: The City is not liable for any costs incurred by Proposers prior to entering into a formal contract. Costs of developing a response to this RFP, are entirely the responsibility of the Proposer, and shall not be reimbursed in any manner by the City. Pre - contractual expenses are not to be included in the cost proposal. Pre -contractual expenses include, but are not limited to, preparation of the proposal, submission of the proposal and additional information, attendance at pre -proposal conference, negotiating any matter related to this RFP with City, and/or any other expenses incurred by the Proposer prior to the date of award and execution, if any, of the contract. Other Expenses: The Contractor will be responsible for all costs related to photo copying, telephone communications, fax communications, and parking while on City sites during the performance of work and services under this Contract. City of Santa Ana RFP 24-129 Page 10 of 30 a CITY OF SANTA ANA F. CONTRACTOR'S PROJECT MANAGER/KEY PERSONNEL Except as formally approved by the City, the key personnel identified in Contractor's proposal shall be the individuals who will actually complete the work. Changes in staffing must be reported in writing and approved by the City. The City shall have the right to require the removal and replacement of the Contractor's Project Manager and key personnel under the awarded contract. The City shall notify the Contractor in writing of such action. The City is not required to provide any reason, rationale, or additional factual information if it elects to request any specific key personnel be removed from performing services under the awarded contract. The City shall review and approve the appointment of the replacement for the Contractor's personnel. Said approval shall not be unreasonably withheld. Standards of Conduct: Contractor's personnel shall be courteous and maintain good working relationships with all stakeholders, state or outside agencies, other team members and staff within the City. G. COST PROPOSAL The awarded Contractor agrees to provide the purchased services at the costs, rates, and fees as set forth in their Fee Schedule in response to this RFP. No other costs, rates or fees shall be payable to the awarded Subcontractor for implementation of their proposal. H. DATA RETENTION Contractor shall be responsible for retaining data, records, and documentation for the preparation of required items. These materials shall be made available to and as requested by City. All materials, documents, data or information obtained from the City Data files or any City medium furnished to Contractor in the performance of an awarded contract will at all times remain the property of the City. Such data or information may not be used or copied for direct or indirect use by Contractor after completion or termination of this Contract without the express written consent of the City. All materials, documents, data or information, including copies, must be returned to the City at the end of the contract. All data, documents and other products used, developed, or produced during response preparation of the RFP will become property of the City. All responses to the RFP shall become property of the City. Proposer information identified as proprietary shall be maintained confidential, to the extent allowed under the California Public Records Act. I. DRUG -FREE WORKPLACE The awarded Contractor certifies compliance with Government Code Section 8355 in matters relating to providing a drug -free workplace. Failure to comply with these requirements may result in suspension of payments under the Contract or termination of the contract or both, and the Contractor may be ineligible for award of any future City contracts. EXAMINATION Proposer represents that it has thoroughly examined and become familiar with the services and responsibilities required this RFP and that it is capable of effectively and efficiently performing quality work to achieve the City's objectives. Any attachments referenced herein or any interpretations, clarifications or amendments subsequently posted in relation to this RFP are fully incorporated. City of Santa Ana RFP 24-129 Page 11 of 30 aCITY OF SANTA ANA Any irregularities or lack of clarity in the RFP should be brought to the designated City Contact/Project Manager's attention as soon as possible so that corrective addenda may be furnished to prospective Proposers. Proposals which appear unrealistic in the terms of technical commitments, lack of technical competence, or are indicative of failure to comprehend the complexity and risk of this contract, may be rejected. K. EXECUTION OF AGREEMENT Upon successful negotiations, the City and the selected Proposer will enter into an Agreement similar to that as shown in EXHIBIT II — Sample Agreement of this RFP. If a Proposer is unwilling or unable to execute an Agreement within thirty (30) days after being notified of selection under this RFP, the City reserves the right to disqualify them without any further obligation L. FISCAL NONFUNDING CLAUSE In the event sufficient budgeted funds are not available for a new fiscal period, the City shall retain the right to notify the provider of such occurrence in writing at least thirty (30) days before the end of the current fiscal period and terminate the contract on the last day of the current fiscal period without penalty or expense to the City. M. INDEPENDENT CONTRACTOR Contractor is considered an independent Contractor and neither Contractor, its employees, nor anyone working under Contractor will be considered an agent or an employee of City. Neither Contractor, its employees, nor anyone working under Contractor, will qualify for workers' compensation or other fringe benefits of any kind through City. N. JOINT OFFERS/SUBCONSULTANTS Where two or more Proposers desire to submit a single proposal in response to this RFP, they should do so on a prime sub -consultant basis. The City intends to contract with a single firm, also known as the prime, and not with multiple firms doing business as a joint venture. Should the use of sub -consultants be offered, the Proposer shall provide the same assurances of competence for the sub -consultant plus the demonstrated ability to manage and supervise the subcontracted work. Sub -consultants shall not be allowed to further subcontract with others for work under the Agreement. The provisions of the Agreement shall apply to all sub -consultants in the same manner as the Proposer. The proposer is responsible for all the actions taken by their sub -contractor. The City reserves the right to reject, replace and approve any and all Subcontractors. All Subcontractor(s) shall be identified in the response to the RFP and the City reserves the right to reject any proposed Subcontractor(s). Subcontractors shall be the responsibility of the prime Contractor and the City shall assume no liability of such Subcontractors. O. LITIGATION STATUS Each Proposer must include in its proposal a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable. Failure to comply with the terms of this provision will disqualify any proposal. The City reserves the right to reject any proposal based upon the Proposer's prior history with the City or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures. City of Santa Ana RFP 24-129 Page 12 of 30 a CITY OF SANTA ANA P. NEGOTIATIONS The City reserves the right to negotiate final contract terms with any Proposer selected. The contract between the parties will consist of the RFP together with any modifications thereto, and the awarded Contractor's proposal, together with any modifications and clarifications thereto that are submitted at the request of the City during the evaluation and negotiation process. In the event of any conflict or contradiction between or among these documents, the documents shall control in the following order of precedence: the final executed contract, the RFP, any modifications and clarifications to the awarded Contractor's proposal, and the awarded Contractor's proposal. Specific exceptions to this general rule may be noted in the final executed contract. Negotiations shall be confidential and not subject to disclosure to competing Contractors unless and until an agreement is reached. If contract negotiations cannot be concluded successfully, the City reserves the right to negotiate a contract with another Contractor or withdraw the RFP. Q. NON -PAYMENTS Note that payments will NOT be made for any unsatisfactory work until corrected. In the event of nonpayment of undisputed sums by the City, Contractor shall give the City thirty (30) working days to cure the alleged breach. R. OWNERSHIP OF DOCUMENTS The City has permanent ownership of all directly connected and derivative materials produced under this contract by the Contractor. All documents, reports and other incidental or derivative work or materials furnished hereunder shall become and remains the sole property of the City and may be used by the City as it may require without additional cost to the City. Contractor shall provide the City copies of documents upon its request at any time. None of the documents, reports and other incidental or derivative work or furnished materials shall be used by the Contractor without the express written consent of the City. S. PARKING The City will not provide free parking and/or reimbursement for the cost of parking while providing services and conducting business with the City. T. PROFESSIONAL STANDARDS Contractor staff shall be courteous to the public and City staff utilizing facilities where Contractor is performing work, but shall be responsive only to the requests of the City's Project Manager or designee. Contractor staff shall direct all inquiries to Project Manager or designee. Contractor acknowledges that City locations consist of public -use facilities and recognizes the obligation to ensure Contractor personnel and agents maintain the highest level of professional standards in attire, decorum, and interaction with the public and City personnel. U. PROJECT MANAGER The selected Proposer will assume responsibility for all services in its proposal. The selected Proposer shall identify a sole point of contact, Project Manager, with the greatest knowledge in regard to the required service operations and contractual matters, including payment of any and all charges resulting from the Agreement. City of Santa Ana RFP 24-129 Page 13 of 30 ate?)CITY OF SANTA ANA V. PROPOSAL VALIDITY Services, pricing, and warranties indicated in a Proposer's Proposal must be valid for a period of 180 days at minimum after the submission of the Proposal. W. PUBLIC AGENCIES Other public agencies, as defined by California Government Code Section 6500, may choose to use the terms of this Contract, subject to Contractor's acceptance. The City is not liable or responsible for any obligations related to a subsequent contract between Contractor and another public agency. X. PUBLIC RECORDS Proposals will become public record after the award of a contract unless the proposal or specific parts of the proposal can be shown to be exempt by law. Each Proposer may clearly label all or part of a proposal as "CONFIDENTIAL" provided that the Proposer thereby agrees to indemnify and defend the City for honoring such a designation. The failure to so label any information that is released by the City shall constitute a complete waiver of any and all claims for damages caused by any release of the information. Proposer information identified as proprietary shall be maintained confidential, to the extent allowed under the California Public Records Act. Y. SUBCONTRACTORS Proposals in response to this RFP must identify any Subcontractors, and outline the contractual relationship between the Awarded Subcontractor and each Subcontractor. An official of each proposed Subcontractor must sign, and include as part of the proposal submitted by the Prime Contractor, a statement to the effect that the Subcontractor has read and will agree to abide by the awarded Contractor's obligations. Any Subcontractor proposed after award of contract must be approved by the City before commencement of work. The City will look solely to the awarded Contractor for the performance of all contractual obligations which may result from an award based on this RFP, and the awarded Contractor shall not be relieved for the non-performance of any or all Subcontractors. XII. AWARD OF AGREEMENT Selected Contractor(s) will be notified in writing. Any award is contingent upon the successful negotiation of final contract terms. A. EXECUTION OF AGREEMENT A standard agreement is included as EXHIBIT II Sample Agreement of this RFP. "Proposer" will hereinafter be referred to as "Consultant" or "Contractor" in standard agreement. The term of the agreement will begin after the agreement is fully executed, and all required bonds, insurance documents and contents of the payment information packet have been received and approved. XIII. IMPLEMENTATION A. KICK-OFF MEETINGS The successful proposer will be required to meet with City staff prior to commencement of services or at any time as required by the City, to discuss and agree on operational issues including transition of services and scheduling. City of Santa Ana RFP 24-129 Page 14 of 30 a CITY OF SANTA ANA EXHIBIT I SCOPE OF SERVICES Consultant shall perform services as set forth below. The City of Santa Ana is in need of a Trimble Cityworks support Consultant that shall assist the City with Cityworks related tasks, including but not limited to: • On -call support for Cityworks system errors and issues. • Assisting with Cityworks system version upgrades. • Configuring new asset types, work orders, inspections, and service requests. • Assisting with the creation of new GIS data for use as assets inside Cityworks. • Support Cityworks system expansion to other divisions in the City via separately quoted implementation projects (project -based pricing). • Making modifications and improvements to reports and data management. • User/role permission configuration changes. • Import/Export of data (Cityworks information, GIS data, etc.). • Updates to existing configurations and forms. • Configuring custom reports in Crystal Reports and ArcGIS Dashboards. • Cityworks Integration support for future City 311 app/system. • On -site and remote training and staff deployment support. • Support for onboarding new City contractors, including training and form and dashboard configuration as well as limited QAQC of data entry as requested. • Other Cityworks support as needed. The City desires a consultant that shall provide remote support assistance, including meeting with City GIS Staff and other Cityworks system users, discussing software capabilities and enhancements, and answering questions. For project related work, the City may require on -site training or on -site meetings with staff (depending on project requirements). For on -call support, the City requires pricing based on hourly rates for time and materials. For more involved projects, the City also requires project -based pricing options. The Consultant must have extensive knowledge of the Trimble Cityworks platform and have multiple years of experience supporting public -sector clients. The consultant shall provide references from three recent public sector clients with a contract date within the last five years. City of Santa Ana RFP 24-129 Page 15 of 30 CITY OF SANTA ANA EXHIBIT II SAMPLE AGREEMENT CONSULTANT -AGREEMENT CITY OF SANTA ANA THIS AGREEMENT is made and entered into on this , ("Consulta Ana, a charter city and municipal corporation organized and existing under the Con4, of California ("City"). RECITALS The City desires to retain a Consultant having special skill and B. Consultant represents that Consultant is able and willing to In undertaking the performance of this Agreement, and that any services performed by Consultant such standards as may reasonably be expect NOW THEREFORE, in consideration of the conditions hereinafter set forth, the parties agr. 1. SCOPE OF SERVICES Consultant shall perform*iingmaterials, tools, equipment, and described and set forth in Scope 2. COMPENSATION 3 term with th and the City 4 edge in the field by and between he Ck of Santa lahe State rdgeable in its field d in compliance with in the field. promises, and subject to the terms and 'M tasks and obligations including all labor, to fully and adequately complete the services hereto and incorporated by reference. ,s to accept as total payment for its services for City, the rates n - Exhibit B. The total amount to be expended during the $xxxxxx. made vMhin forty-five (45) days following receipt of proper invoice evidencing to City accounting procedures. Payment need not be made for work which s of performance set forth in the Recitals which may reasonably be expected all commence on [enter a Start Date or "the date first written above"] for a three (3) year City to grant up to a two (1)-year renewals, exercisable by a writing by the City Manager less terminated earlier in accordance with Section 15, below. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent Consultant and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer - employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social City of Santa Ana RFP 24-129 Page 16 of 30 (9) CITY OF SANTA ANA security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, sublicense any and all copyrights, designs, and other intellectual property embodied in plans, drawings, estimates, and other documents or works of authorship fixed in any tangible including but not limited to, physical drawings or data magnetically or otherwise record which are prepared or caused to be prepared by Consultant under this Agree Consultant shall require all subcontractors to agree in writing that City is granted -e. license for any Documents & Data the subcontractor prepares under this Agreement. warrants that Consultant has the legal right to license any and all Documents & Data. representation and warranty in regard to Documents & Data which were provided to Cons shall not be limited in any way in its use of the Documents and Data at any time, provided within the purposes intended by this Agreement shall be at City's soleAL 6 The selected Proposer shall provide the re( standard agreement within ten (10) business must maintain, for the duration of its contract, Company shall procure and maintain for breaches, system failures, injuries to computer equipment), theft, or other invasion of privacy and breach of data, work hereunder by Company, its agents, MINIMUM SCOPE OF Coverage shall be at If 1. Commercial General LiabI on an "occurre ce" basis, includi personal & injury with aggregate. use, odify, reuse, or s ations, studies, ofexpression, Ocr ompute diskettes, `Docume Data"). KClusiv perpetual sult presents 0aiiLdmakes noby the Ci t v su e not Frs set Award City. forth in the Contractor 1111htract insurance against claims for security )ftware, and damages to property (including data, infringement of intellectual property, or in connection with the performance of the urance Services Office Form CG 00 01 covering CGL ipleted operations, property damage, bodily injury and 1 $1,000,000 per occurrence and $2,000,000 general ever tErrors and Omissions Insurance (E&O): appropriate to the w oounder, with limits not less than $2,000,000 per occurrence and age shall be sufficiently broad to respond to the duties and obligations as is pany in this agreement and shall include, but not be limited to, claims involving amage to or destruction of electronic information, and alteration of electronic kall provide coverage for Company's failure to provide professional services and/or ment. The Policy shall include, or be endorsed to include, damage to, alteration i of electronic data and/or information "property" of Customer in the care, custody, ibility (AL): Insurance Services Office Form CA 00 01 $1,000,000 combined single limits. (any auto, with 4. Workers' Compensation (W/C): as required by the State of California, with statutory limits, and Employer's Liability insurance with limits of no less than $1,000,000 per accident, policy, employee, for bodily injury or disease. If Company maintains broader coverage and/or higher limits than the minimums shown above for any line of coverage, Customer requires and shall be entitled to the broader coverage and/or the higher limits City of Santa Ana RFP 24-129 Page 17 of 30 aCITY OF SANTA ANA maintained by Company. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to Customer. Other Insurance Provisions The above required insurance policies are to contain or be endorsed to contain the following provisions: City of Santa Ana, its City Council, its officers, officials, employees, agents, and eers are to be covered as additional insureds, under Company's CGL, and E&O policies, wi ect to any liability arising out of work or operations performed by or on behalf of the Compan ding mat parts, equipment, and personnel furnished in connection with such work or op s. 2. Company's Insurance companies agree to waive all rights of subrogation ag Santa An City Council, its officers, officials, employees, agents, and volunteers for losses nder the t of any policy which arise from work performed by Company under this Agreemen X. 3. For any claims related to this contract, Company's insuranal insurance maintained by City of Santa Ana, its City Council, volunteers shall not contribute with it. 4. A severability of interest provision must apply insurance shall apply separately to each ins except with respect to the insurer's limits Insurance policies required herein sl voided, reduced in coverage or in II after thirty (30) days prior written not be provided to City for policy cancell 6. Certificate Holder on e (Name of Departure (Responsible Staffs project must be included to shall be prima rs, officials, empl pprny , agents, or Ifg that Company's suit is brought, 9ge shall not be canceled, suspended, the carrier, or materially changed except tCity. Ten (10) days prior written notice shall to non-payment of premium. JficatM'shall be: City of Santa Ana, Attention: kent), 20 Civic Center Plaza M-XX a, CA 92701. The name and location of ons section of each certificate. ,pnd approved by Customer. Customer may require Company related investigations, claim administration, and defense with insurers authorized to conduct business in the state of California with a f no less than A-:VII, unless otherwise acceptable to Customer. policies provide coverage on a claims -made basis: ve date must be shown and must be before the date of the contract. 2. Insurance must be maintained and evidence of insurance must be provided for at least three (3) years after completion of work. 3. If coverage is canceled or non -renewed, and not replaced with another claims -made policy form with a retroactive date prior to the contract effective date, Company must purchase "extended reporting" coverage for a minimum of three (3) years after completion of work. City of Santa Ana RFP 24-129 Page 18 of 30 a CITY OF SANTA ANA Verification of Coverage Company shall furnish Customer with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause). Failure to obtain the required documents prior to the work beginning shall not waive Company's obligation to provide them. Customer reserves the right to require complete, certified copies of all r quired insurance policies, including endorsements required by these specifications, at any ti Subcontractors Company shall require and verify that all subcontractors maintain stated herein. ng all thedWrements Special Risks or Circumstances 11111� Customer reserves the right to modify these requirements, incl risk, prior experience, insurer, coverage, or other special circul Failure to Maintain Insurance Coverage If Company, for any reason, fails to maintain insu Agreement, for the entire term of this contract, th Agreement. Customer, at its sole option, may from Company resulting from said breach. ing limits, based on Pant to this rereach of and obtain damages Consultant agrees to defend, and sh n fy an harmless the City, its officers, agents, employees, contractors, special counsel, and rep nt from ty: (1) for personal injury, damages, just compensation, restitution, judicial itable relie sin f claims for personal injury, including death, and claims for property damage, wh from t eglig perations of the Contractor, its subcontractors, agents, employees, or other perso n eh hich r ates to the services described in section 1 of this Agreement; and (2) from any claim tha ona ages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of cts an m this Agreement. This indemnity and hold harmless agreement applies t s for damag t compensation, restitution, judicial or equitable relief suffered, or alleged to have been ason of ents referred to in this Section or by reason of the terms of, or effects, arising from th ree Cons t further agrees to indemnify, hold harmless, and pay all costs for the defense of the includ' osts for special counsel to be selected by the City, regarding any action by a third party c n ' e va i of this Agreement, or asserting that personal injury, damages, just or equitable relief due to personal or property rights arises by reason of the terms reement. City may make all reasonable decisions with respect to its representation -tanding the foregoing, to the extent Contractor's services are subject to Civil Code ity shall be limited, to the extent required by Civil Code Section 2782.8, to claims e to the negligence, recklessness, or willful misconduct of the Contractor. Co defend and indemnify the City, its officers, agents, representatives, and employees against any and all Prhcluding costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Consultant to the City pursuant to this Agreement. 9. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this City of Santa Ana RFP 24-129 Page 19 of 30 CITY OF SANTA ANA Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 10. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of informati understood to be confidential and/or proprietary, Consultant agrees that it shall not use clo except in the performance of this Agreement, and further agrees to exercise the same protect its own information of like importance, but in no event less than reasonable care. i shall include all nonpublic information. Confidential information includes not only written i information transferred orally, visually, electronically, or by other mean nfidential information party by any subsidiary and/or agent of the other party is covered by thXid he foregoi non-use and nondisclosure shall not apply to any information that (alosed in sources; (b) is, through no fault of the Consultant disclosed in a (c) is of the Consultant without an obligation of confidentiality; (d) �Oity. independently developed by the Consultant without refer o infor Consultant covenants that it presently would conflict in any manner with performance Consultant shall not diItraini orientation, gender identity, genveteran status, age, nationalorrecruitment, selection, teaching,or any services provide under t comply with all applicililloNgLral, state a This Agreement Weasonably informati care it us iallnfor n" ation also o either rclygTailable ions of b tful possession of law; or (e) is Mall not have interests, direct or indirect, which under this Agreement. lor, creed, religion, sex, marital status, sexual Te onditions, genetic information, or military and fined and prohibited by applicable law, in the , termination or other employment related activities ms that it is an equal opportunity employer and shall e the co-7frete and exclusive statement between the City and Contractor, and iff eements, oral or written, between the parties. In the event of a conflict between any attachments hereto, the terms of this Agreement shall prevail. This Agreement written instrument signed by the City and by an authorized representative of at any terms or conditions of any purchase order or other instrument that are in the terms and conditions hereof, shall not bind or obligate Consultant or the City. acknowledges that no representations, inducements, promises or agreements, orally e by any party, or anyone acting on behalf of any party, which is not embodied herein. Inasmuch as this Agreement is intended to secure the specialized services of Contractor, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other Contractors retained by City. 15. TERMINATION City of Santa Ana RFP 24-129 Page 20 of 30 (9) CITY OF SANTA ANA This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: As a condition of such payment, the Executive Director may require Consulta to deliver to the City all work product(s) completed as of such date, and in such case such roduct shall be the property of the City unless prohibited by law, and Consultant consents City's use thereof for such purposes as the City deems appropriate. Payment need not be made for work which fails to meet the standa erformi;aerecified in the Recitals of this Agreement. No waiver of breach, failure of any condition, or any right or reml of this Agreement shall be effective unless it is in writing and signed d or remedy. No waiver of any breach, failure or right, or remedy shall failure, right or remedy, whether or not similar, nor shall any waiv so specifies. This Agreement has been executed and de performance, and enforcement of any of the cl laws of the State of California. Both parties fur action or proceeding that may be brought or ari Consultant shall, throu approvals, waivers, and exenro io and regulations of the United State agencies. Consultant shall notify the Ci licenses, approvals, vydMMQ, and exem With courtesy copies to: contained in or grant party waiving the bre med a waiver of an ntFCalifornia and the validity, interpretation, shall be determined and governed by the County, California, shall be the venue for any n with or by reason of this Agreement. 171Wnt, maintain all necessary licenses, permits, ;ion he services hereunder and required by the laws ia, the City of Santa Ana and all other governmental writing of its inability to obtain or maintain such permits, shall be cause for termination of this Agreement. NIMell7gWother communication pursuant to this Agreement shall be in writing y given if delivered in person or mailed by first class or certified mail, postage legraphic communication in the manner provided in this Section, to the following Executive Director, ------- Agency City of Santa Ana 20 Civic Center Plaza (M-xx) P.O. Box 1988 City of Santa Ana RFP 24-129 Page 21 of 30 (9) CITY OF SANTA ANA Santa Ana, California 92702 Fax: To Contractor: First & Last Name Title Consultant Firm Name Address City, State, Zip Fax: A party may change its address by giving notice in writing to the other party. Thereafter, shall be addressed and transmitted to the new address. If sent by mail munication shall be e to have been given three (3) days after it has been deposited in the Un tates mail, duly regi with postage prepaid, and addressed as set forth above. If sent by fax co ication shall be e to have been given twenty-four (24) hours after the time s on t smission r transmitting facsimile machine, addressed as set forth ab ose alculat weekends, federal, state, County or City holidays shall b ded. 20. MISCELLANEOUS PROVISIONS a. Each undersigned represents and right to bind their respectia City fully, including reasonable event that such authority or po' C. The Agreement is the final anc agreements for s' rvices bE not apply wher S contemplated by th eAll Exhibits referenced bodv�iis Agreement. IN WITNESS WHE ATTEST: SONIA R. City Attorr By: Assistant City Attorney reemed eorcdeemed ertified, issued by the time frames, ;th t i ature herein below has the power, authority e terms of this Agreement, and shall indemnify or ees, for any injuries or damages to City in the act, the signatory or is withdrawn. agree t and any prior or contemporaneous ies is superseded bythis Agreement. This shall ed and Consultant is providing services not hereto shall be incorporated as if fully set forth in the uted this Agreement the date and year first above written. CITY OF SANTA ANA Alvaro Nunez City Manager CONSULTANT: (name) (title) City of Santa Ana RFP 24-129 Page 22 of 30 (9) RECOMMENDED FOR APPROVAL: E; pr CITY OF SANTA ANA SAMPLE ONLY City of Santa Ana RFP 24-129 Page 23 of 30 a CITY OF SANTA ANA ATTACHMENT A PROPOSER'S CERTIFICATION, PROPOSAL PRICING Certification -I certify that I have read, understand and agree to the terms and conditions of this Request for Proposals. I have examined the Scope of Services (Exhibit 1) and am qualified to provide services being requested as specified herein. I understand and agree that I am responsible for reporting any errors, omissions or discrepancies to the City for clarification prior to the submission of my proposal. PROPOSER'S STATEMENT: I have read, understood and agree to the terms and conditions on all pages of the Request for Proposals. Upon request, I will transfer and deliver goods or services to the City in accordance with said terms and conditions. LEGAL NAME OF COMPANY PHONE AND FAX NUMBERS BUSINESS ADDRESS PRINTED NAME OF AUTHORIZED AGENT TITLE SIGNATURE OF AUTHORIZED AGENT DATE E-MAIL ADDRESS FEDERAL ID NUMBER (IF APPLICABLE) CONTRACTOR LICENSE NUMBER (IFAPPLICABLE) CITY OF SANTA ANA BUSINESS LICENSE NUMBER (PLEASE PROVIDE IF AVAILABLE, BUT NOT REQUIRED UNTIL AND IF AN AWARD IS MADE TO PROPOSER.) THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. City of Santa Ana RFP 24-129 Page 24 of 30 (9) CITY OF SANTA ANA ATTACHMENT B REFERENCES List and describe fully the contracts performed by your firm which demonstrate your ability to provide the supplies, equipment or services included in the scope of the proposal specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications. REFERENCE Customer Name: Contact Individual: Address: Phone Number: EMAIL: Contract Amount: Year: Description of supplies, equipment, or services provided: REFERENCE Customer Name: Contact Individual: Address: Phone Number: _ EMAIL: Contract Amount: Year: Description of supplies, equipment, or services provided: REFERENCE Customer Name: Address: Contact Individual: Phone Number: . EMAIL: Contract Amount: Year: Description of supplies, equipment, or services provided: THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. City of Santa Ana RFP 24-129 Page 25 of 30 (9) CITY OF SANTA ANA ATTACHMENT C PROPOSER'S STATEMENT Proposer understands and agrees that this written RFP (or any part thereof specifically designated and accepted by the City of Santa Ana, hereinafter City) shall constitute the entire agreement between proposer and the City only after it has been accepted by the City Council, endorsed by the Clerk of the Council with her signature and official seal noting hereon the action of approval of the Council, signed by the Executive Director or his duly authorized agent, and signed by the City Attorney, denoting his approval of the form of this document, and its execution, and when it or an exact copy of it has been either delivered to proposer or deposited with the United States Postal Service properly addressed to the proposer with the correct postage affixed thereto. Proposer further agrees that upon delivery (as defined above) of the accepted agreement he/she will furnish City all required bonds and certificate of liability insurance within ten (10) days (excluding Saturdays, Sundays and City's legal holidays), or the funds, check, draft, or proposer's bond substituted in lieu thereof accompanying this proposal shall become the property of the City and shall be considered as payment of damages due to the delay and other causes suffered by City because of the failure to furnish the necessary bonds and because it is distinctly agreed that the proof of damages actually suffered by City is difficult to ascertain; otherwise said funds, check drafts, or proposer's bond substituted in lieu thereof shall be returned to the undersigned. Proposer understands that a proposal is required for the entire work, that the estimated quantities set forth in the RFP schedule are solely for the purpose of comparing proposals, and that final compensation under the contract will be based upon the actual quantities of work satisfactorily completed. All terms contained in the specifications, the certification of nondiscrimination by contractors, and the required insurance certificates are to be incorporated by reference into this agreement and are made specifically as part of this RFP. Firm Signed and Printed Name: Title Date THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. City of Santa Ana RFP 24-129 Page 26 of 30 a CITY OF SANTA ANA ATTACHMENT D NON -COLLUSION AFFIDAVIT (Title 23 United States Code Section 112 and Public Contract Code Section 7106) To the CITY OF SANTA ANA In accordance with Title 23 United States Code Section 112 and Public Contract Code 7106 the proposer declares that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived or agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from bidding; that the proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the proposer or any proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the proposal are true; and, further, that the proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham proposal. Note: The above non -collusion affidavit is part of the proposal. Signing this proposal on the signature portion thereof shall also constitute signature of this non -collusion affidavit. Proposers are cautioned that making a false certification may subject the certifier to criminal prosecution. Signed State of , County of Subscribed and sworn to (or affirmed) before me on this day of , 20 , by , proved to me on the basis of satisfactory evidence to be the person(s) who appeared before me. Notary Public Signature Notary Public Seal THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. City of Santa Ana RFP 24-129 Page 27 of 30 (9) CITY OF SANTA ANA ATTACHMENT E NON -LOBBYING CERTIFICATION The prospective participant certifies, by signing and submitting this bid or proposal, to the best of his or her knowledge and belief, that: (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure of Lobbying Activities," in conformance with its instructions. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. The prospective participant also agrees by submitting his or her bid or proposal that he or she shall require that the language of this certification be included in all lower tier subcontracts, which exceed $100,000 and that all such subrecipients shall certify and disclose accordingly. Signed: Title: Firm: Date: THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. City of Santa Ana RFP 24-129 Page 28 of 30 a CITY OF SANTA ANA ATTACHMENT F NON-DISCRIMINATION CERTIFICATION The undersigned consultant or corporate officer, during the performance of this contract, certifies as follows: The Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The Consultant shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment without, regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Consultant agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. 2. The Consultant shall, in all solicitations or advertisements for employees placed by or on behalf of the Consultant, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin. 3. The Consultant shall send to each labor union or representative of workers with which he/she has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers' representatives of the Consultant's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. 4. The Consultant shall comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor. 5. The Consultant shall furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his/her books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation, to ascertain compliance with such rules, regulations, and orders. In the event of the Consultant's non-compliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, the contract may be canceled, terminated, or suspended in whole or in part and the Consultant may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Execution Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulations, or order of the Secretary of Labor, or as otherwise provided by law. 2. The Consultant shall include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontract City of Santa Ana RFP 24-129 Page 29 of 30 a CITY OF SANTA ANA or purchase order as the administering agency may direct as means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event the Consultant becomes involved in, or is threatened with, litigation with a subconsultant or vendor as a result of such direction by the administering agency, the Consultant may request that the United States enter into such litigation to protect the interests of the United States. 8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats. 1939, and as amended, no discrimination shall be made in the employment of persons upon public works because of race, religious creed, color, national origin, ancestry, physical handicaps, mental condition, marital status, or sex of such persons, except as provided in Section 1420, and any consultant of public works violating this Section is subject to all the penalties imposed for a violation of the Chapter. Signed: Title: Firm: Date: THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. City of Santa Ana RFP 24-129 Page 30 of 30 EXHIBIT 2 AGREEMENT WITH WOOLPERT INC. TO PROVIDE SUPPORT AND MAINTENANCE SERVICES FOR TRIMBLE CITYWORKS SYSTEM THIS AGREEMENT is made and entered into on the 4th day of March, 2025 by and between Woolpert Inc, ("Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. On October 29, 2024, City released a Request for Proposals (RFP) No. 24-129, by which it sought qualified consultants having special skill and knowledge to provide support and maintenance services for the Trimble Cityworks system. B. Consultant submitted a responsive proposal which was selected by City. Consultant represents that it is able and willing to provide the services described in the scope of work included in RFP No. 24-129. C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described and set forth in the scope of work, which is attached hereto as Exhibit A and incorporated in full. 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services for City, the rates and charges identified in Exhibit B, attached and incorporated fully by reference. The total amount to be expended under this Agreement shall not exceed $300,000 during the term of this Agreement. b. Payment by City shall be made within 45 days (forty-five) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonable be expected by City. 3. TERM This Agreement shall commence on the date first written above and continue for a three - Page 1 of 10 year term, expiring March 3, 2028, unless terminated earlier in accordance with Section 16, below. The term of this Agreement may be extended for two (2) additional one-year terms upon a writing executed by the City Manager and City Attorney. 4. PREVAILING WAGES Consultant is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 1600, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on "public works" and "maintenance" projects. If the services being performed are part of an applicable "public works" or "maintenance" project, as defined by the Prevailing Wage Laws, and the total compensation is $1,000 or more, Consultant agrees to fully comply with such Prevailing Wage Laws. Consultant shall defend, indemnify and hold the. City, its elected officials, officers, employees and agents free and harmless form any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. 5. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent Consultant and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer -employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 6. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. 7. INSURANCE Consultant shall procure and maintain for the duration of this Agreement, the following Page 2 of 10 insurance against claims for security breaches, system failures, injuries to persons, damages to software, and damages to property (including computer equipment), theft, or other misuse of customer's data, infringement of intellectual property, invasion of privacy and breach of data, which may arise from or in connection with the performance of the work hereunder by Consultant, its agents, representatives, or employees. MINIMUM SCOPE AND LIMIT OF INSURANCE Coverage shall be at least as broad as: 1. Commercial General Liability (CGL): Insurance Services Office (ISO) Form CG 00 01 covering CGL on an "occurrence" basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence and $2,000,000 in the aggregate. 2. Technology Professional Liability Errors and Omissions Insurance (E&O): appropriate to the Consultant's profession and work hereunder, with limits not less than $2,000,000 per occurrence and $2,000,000 aggregate. Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by the Consultant in this Agreement and shall include, but not be limited to, claims involving business interruption, damage to or destruction of electronic information, and alteration of electronic information. The policy shall provide coverage for Consultant's failure to provide professional services and/or products under this Agreement. The Policy shall include, or be endorsed to include, damage to, alteration of, loss of, or destruction of electronic data and/or information "property" of Customer in the care, custody, or control of Company. 3. Automobile Liability (AL). Insurance Services Office Form CA 0001 covering Code 1(any auto), with combined single limit no less than $1,000,000. 4. Workers' Compensation (WC). As required by the State of California, with statutory limits, and Employers' Liability insurance with a limit of no less than$1,000,000 per accident, per employee, per policy for bodily injury or disease. If Consultant maintains broader coverage and/or higher limits than the minimums shown above, City shall be entitled to the broader coverage and/or the higher limits maintained by Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to City. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions: 1. City of Santa Ana, its City Council, officers, officials, employees, agents, and volunteers are to be covered as additional insureds, under Company's CGL, and E&O policies, with respect to liability arising out of work operations performed by or on behalf of Consultant including materials, parts, and equipment furnished in connection with such work or operations. 2. To the extent permitted by law, Consultant's Insurance companies agree to waive all rights of Page 3 of 10 subrogation against City, its City Council, its officers, officials, employees, agents and volunteers for losses paid under the terms of any policy which may arise from work performed by Consultant for City. 3. For any claims related to this Agreement, Consultant's insurance coverage shall be primary and any insurance or self-insurance maintained by City, its City Council, officers, officials, employees, agents, or volunteers shall not contribute with it. 4. A severability of interest provision must apply for all the additional insureds, ensuring that Consultant's insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the insurer's limits of liability. 5. Each insurance policy required by this clause shall provide that coverage shall not be canceled, suspended, voided, reduced in scope or in limits, non -renewed by the carrier, or materially changed except after thirty (30) days prior written notice has been given to City and ten (10) days prior written notice of policy cancellation or non -renewal due to non-payment. Such notice may be provided by Consultant in accordance with the notice requirements of this Agreement. 6. Certificate Holder on each Evidence of Insurance certificate shall be: City of Santa Ana, Attention: Jonathan Dhauw, 20 Civic Center Plaza, Santa Ana CA 92701. The name and location of project must be indicated in the Description of Operations section of each certificate. Self -Insured Retentions Self -insured retentions must be declared to and approved by the City. City may require Consultant to provide proof of ability to pay loss and related investigations, claim administration, and defense expenses within the retention. Acceptability of Insurers Insurance is to be placed with insurers authorized to conduct business in the state of California with a current A.M. Best rating of no less than A-NII, unless otherwise acceptable to CITY. Verification of Coverage Consultant shall furnish City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause). Failure to obtain the required documents prior to the work beginning shall not waive Consultant's obligation to provide them. City reserves the right to require complete, certified copies of all required insurance policies, including endorsements, required by these specifications, at any time. Claims Made Policies If any of the required policies provide coverage on a claims -made basis: 1. The retroactive date must be shown and must be before the execution date of the contract. 2. Insurance must be maintained and evidence of insurance must be provided for at least three (3) years after completion of work. 3. If coverage is cancelled or non -renewed, and not replaced with another claims -made policy form with a retroactive date prior to the contract effective, or start of work date, Consultant must Page 4 of 10 purchase extended reporting period coverage for a minimum of three (3) years after completion of work. Sub -Contractors Consultant shall require and verify that all sub -contractors maintain insurance meeting all requirements stated herein, Failure to Maintain Insurance Coverage If Consultant, for any reason, fails to maintain insurance coverage which is required pursuant to this contract, the same shall be deemed a material breach of contract. City, at its sole option, may terminate this contract at any time and obtain damages from Consultant resulting from said breach. Special Risks or Circumstances City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other circumstances. 8. INDEMNIFICATION Consultant agrees indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief to the extent caused by personal injury, including death, and claims for property damage, which to the extent caused by the negligent operations of the Consultant, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement, and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief tp the extent caused by the material breach of this Agreement. The Consultant further agrees to indemnify, hold harmless, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights to the extent caused by the material breach of this Agreement. Notwithstanding the foregoing, to the extent Consultant's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. 9. INTELLECTUAL PROPERTY INDEMNIFICATION Consultant shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Consultant to the City pursuant to this Agreement. 10. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to Page 5 of 10 the City for a minimum period of three (3) years, or for any Ionger period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 11. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 12. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. B. NON-DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 14. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms Page 6 of 10 of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein. 15. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other contractors retained by City. 16. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 17. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. IS. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or Page 7 of 10 arise out of, in connection with or by reason of this Agreement. 19, PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 20. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons; To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 With courtesy copies to: Executive Director, Public Works Agency City of Santa Ana 20 Civic Center Plaza (M-21) P.O. Box 1988 Santa Ana, California 92702 Fax: 714-647-5635 To Consultant: Woolpert, Inc. 4454 Idea Center Blvd, Suite 100 Dayton OH 45430 Fax: 937-461-0743 A party may change its address by giving notice in writing to the other party. Thereafter, Page 8 of 10 any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 21. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. [signatures on following page] Page 9 of 10 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: Jennifer Hall City Clerk APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney Kyle�ollesen Assistant City Attorney RECOMMENDED FOR APPROVAL: Digitally signed by Nabil Saba Daeil2 25.02.19 08:54:13-08'00' Nabil Saba Executive Director Public Works Agency CITY OF SANTA ANA Alvaro Nunez City Manager CONSULTANT: d John Cestnick Vice President Jahn 0kgitAyMg-d by Jahn Cestnick Cestnick D41A6- 5TU 13:41:46-OS'00' Page 10 of 10 EXHIBIT A (9) CITY OF SANTA ANA EXHIBIT I SCOPE OF SERVICES Consultant shall perform services as set forth below. The City of Santa Ana is in need of a Trimble Cityworks support Consultant that shall assist the City with Cityworks related tasks, including but not limited to: • On -call support for Cityworks system errors and issues. • Assisting with Cityworks system version upgrades. • Configuring new asset types, work orders, inspections, and service requests. • Assisting with the creation of new GIS data for use as assets inside Cityworks. • Support Cityworks system expansion to other divisions in the City via separately quoted implementation projects (project -based pricing). • Making modifications and improvements to reports and data management. • User/role permission configuration changes. • Import/Export of data (Cityworks information, GIS data, etc.). • Updates to existing configurations and forms. • Configuring custom reports in Crystal Reports and ArcGIS Dashboards. • Cityworks Integration support for future City 311 applsystem. • On -site and remote training and staff deployment support. • Support for onboarding new City contractors, including training and form and dashboard configuration as well as limited QAQC of data entry as requested. • Other Cityworks support as needed. The City desires a consultant that shall provide remote support assistance, including meeting with City GIS Staff and other Cityworks system users, discussing software capabilities and enhancements, and answering questions. For project related work, the City may require on -site training or on -site meetings with staff (depending on project requirements). For on -call support, the City requires pricing based on hourly rates for time and materials. For more involved projects, the City also requires project -based pricing options. The Consultant must have extensive knowledge of the Trimble Cityworks platform and have multiple years of experience supporting public -sector clients, The consultant shall provide references from three recent public sector clients with a contract date within the last five years. City of Santa Ana RFP 24-129 Page 15 of 30 EXHIBIT B n 0 U) 0 0 ED or ILI It ,r 7 i a q - \A/ Cost Proposal Woolpert presents the following proposed hourly rates for the labor categories frequently required for this type of remote Cityworks Technical Support contract. Program Director $258.00 Senior Project Manager $240.00 Project Manager $210.00 Cityworks SME $225.00 Lead Analyst $185.00 Mid -Level Analyst $170.00 Support Analyst $140.00 Lead Developer $235.00 Mid -Level Developer $185.00 Developer $170.00 GIS SME $225.00 GIS Specialist $185.00 GIS Technician $150.00 Clerical $85.00 Please note: • Hourly rates are valid for remote support services for the first three years of the contract. • Woolpert understands that on -site or project work would be priced and authorized as a lump --sum project fee. CITY OF SANTAANA I TRIM13LE CITYWORKS CONSULTANT SERVICES 17 ' f iLJ - - N .211(. Ar ro V Table of Contents SectionA Cover Letter..................................................................................................................................................2 Section B Services Provided.......................................................................................... 3 Section C Agreement Statement.................................................................................... 4 Section D Firm and Team Experience.............................................................................. 4 Section E Proposed Work Plan..................................................................................... 11 SectionF I References................................................................................................ 14 CITY OF SANTA ANA I TRIMBLE CITYWORKS CONSULTANT SERVICES 1 November 14, 2024 Trevor Burgan, Principal Programmer Analyst City of Santa Ana —Information Technology Department 20 Civic Center Plaza Santa Ana, CA 92701 RE: RFP 24-129—Trimble Cityworks Consultant Services Dear Mr. Burgan, Woolpert, Inc. is pleased to present the City of Santa Ana with our proposal to continue as your Trimble Cityworks support consultant. Woolpert and many of the proposed project staff members have been your Cityworks Business Implementation Partner since 2018. Your implementation partnership with Woolpert has enabled the City to tap into our extensive knowledge base and industry -leading practices, delivering a seamless and successful high -value Cityworks Asset Management System (AMS) implementation. As you move forward with your Cityworks journey and expansion throughout other departments and divisions, we are committed to supporting you in achieving your asset management goals and driving operational efficiency throughout the proposed contract duration. With Woolpert as your trusted partner, you can have confidence in our expertise and commitment to your success. The achievements of Woolpert's clients in the Cityworks community stand unparalleled, with more Trimble awards presented to Woolpert clients than any other Cityworks business partner. Just this year alone, five of Woolpert's clients were presented with Trimble awards at the annual Trimble Innovate Conference in Cleveland, Ohio. We are Cityworks' first and only implementation partner to achieve a Specialty Designation due to our internationally recognized thought leadership and contributions to the advancement of asset management standards. With nearly 500 successful enterprise -class Cityworks implementations, Woolpert offers you an unsurpassed ability to deliver Cityworks support services that achieves your asset management objectives. We greatly value the opportunity to work closely with you in tailoring our services to effectively meet your needs. If you have any questions or require further clarification regarding any aspect of our proposal, we encourage you to reach out to us at any time. We are always available to provide the assistance and information you require to make informed decisions and move forward with confidence. Sincerely, ,_'.�'John Cestnick, PSM, IAM Vice President I Program Director John.cestnick@woolpert.com 305.903.4335 G Bill Millinor, MS, GISP Project Manager bill.millinor@woolpert.com 352.235.9542 WOOLPERT`S CALIFORNIA CITYWORKS CLIENTS CITY OF SANTA ANA I TRIMBLE CITYWORKS CONSULTANT SERVICES Section B I Services Provided Woolpert fully understands that the City of Santa Ana needs a Trimble Cityworks support consultant that can assist with all Cityworks-related tasks including, but not limited to, general Cityworks support, troubleshooting, training, configuration, reporting, integrations, GIS services, and anything else related to the expansion and support of your asset management system of choice. Many clients who have engaged Woolpert for Cityworks implementations have chosen to extend their partnership by contracting Woolpert for additional ad -hoc support services. Our expert technical staff is readily available to assist client users, particularly for newer and smaller clients who may have limited technical resources to support their Cityworks implementation. While Woolpert's Cityworks implementation services aim to train client users to achieve self-sufficiency in their day-to-day Cityworks support and usage, there are instances where additional assistance may be necessary or highly beneficial. Factors such as staff resignations, retirements, or position changes within the client organization can create gaps in the Cityworks support team. Additionally, clients may seek to incorporate new functionalities, implement additional user interfaces, integrate systems, or request a follow-up health check to maximize the potential of their implementation. To cater to these support needs, Woolpert typically establishes a separate task order or contract with clients to provide on -demand ad -hoc support services. These agreements are typically structured based on a time and materials fee arrangement, often with a specified dollar limit or maximum scope to provide cost control and transparency. Below are examples of specific additional support services that Woolpert provides On -demand technical assistance addresses any questions, concerns, or issues related to Cityworks implementations. Clients have access to timely support from Woolpert's expert technical staff, helping them navigate challenges and maximize the benefits of their Cityworks implementation. Many clients have seen benefits by having Woolpert conduct periodic system health checks to assess the performance and functionality of their Cityworks implementation. These assessments help identify areas for improvement, optimize system configurations, and make sure that the software is aligned with the evolving needs of the client. Cityworks can be customized to meet specific requirements. This includes developing tailored workflows, configuring user interfaces, automation, and integrating Cityworks AMS with other software systems. By providing this support, Woolpert helps clients leverage the full potential of Cityworks and streamline their operational processes. Additional training sessions and user support beyond the initial project implementation enables clients' staff members, including new hires or those transitioning to different roles, to receive the necessary training to effectively maximize the capabilities of their software. Ongoing training helps maximize user proficiency, promotes system adoption, and enables clients to fully leverage the software's capabilities. As Cityworks releases updates, Woolpert assists clients in planning and implementing system upgrades. This includes assessing the impact of upgrades, performing testing and validation, and providing guidance throughout the upgrade process. Additionally, Woolpert helps clients explore new features and enhancements available in newer versions of Cityworks. These additional support services from Woolpert demonstrate our commitment to providing comprehensive assistance to clients beyond the initial project implementation. By offering ongoing support and tailored services, Woolpert helps clients effectively utilize and optimize their Cityworks implementation to grow as their organization requires. CITY OF SANTA ANA I TRIMBLE CITYWORKS CONSULTANT SERVICES Section C I Agreement Statement Woolpert has reviewed the terms of the RFP and generally finds the terms to be acceptable, although Woolpert would like to have the opportunity to request certain modifications if fortunate enough to be awarded the contract. Woolpert is open to discussing alternatives and is confident that the parties will be able to develop and agree on mutually acceptable terms. Section 6, Insurance (Other Insurance Provisions): Woolpert respectfully requests that "To the extent permitted by law" be added to the provision requiring Woolpert to waive subrogation rights for various insurance policies. Additionally, Woolpert requests that the provision concerning notice requirements for insurance regarding cancellations, suspensions, coverage being voided or reduced, not renewed, or materially changed be amended to clarify that Woolpert will provide such notice to the City. Indemnification: Woolpert requests that the indemnification policy be written so as to tailor Woolpert's indemnity obligations to the extent caused by Woolpert's negligence or willful misconduct, and that defense obligations be removed, as this is not covered by Woolpert's Professional Liability coverage. Woolpert has provided sample redlines for the City's review, but is open to alternative suggestions the City may offer. Consultant agrees to defen6; GRd shG4 indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief GFising out efc!Gimsfe { to the extent caused by personal injury, including death, and claims for property damage, which mGy GFise #om to the extent caused by the negligent operations of the Contractor, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable reliefis due by -eGse^ 4 the temg•- 4er- ^{F ^*S ^ g eng this to the extent caused by the material breach of this Agreement. This indengnig, ^nd "eld eng 04sAgFeengent. The Consultant further agrees to indemnify, hold harmless, and pay ^" c ,.t, {^r the defense of the Git , including fees and c ,.t, {^r specie' ee ^ el to be selected by the C4regarding any action by a third party challenging the validity of this Agreement or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights to the extent caused by the material breach of this Agreement. G4-Se - "•' Fe n 4 the ^•' iegGl pFeeeeding. Notwithstanding the foregoing, to the extent Contractor's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor. Section D I Firm and Team Experience Firm Profile Woolpert is a multi -discipline, global, professional services firm with a keen focus on delivering exceptional value to our customers and their stakeholders. Over the course of Woolpert's 114- year history, we have directed and implemented thousands of successful engineering, geospatial, technology, and asset management projects to the benefit of our diverse clients. Through results -focused consulting, creative yet practical design, and the innovative application of technology, Woolpert's team of nearly 2,600 global professionals generates unique, value-added solutions for our clients' most complex challenges. Woolpert has been implementing Trimble Cityworks and adjacent solutions for three decades. Over the course of nearly 500 successful enterprise class Cityworks implementations, we have established ourselves as Trimble's leading implementation partner. Our customers' successes are unmatched among the Cityworks user community. We are a Cityworks Platinum Implementation Partner, as well as the only Cityworks partner to receive a Specialty Designation based on our internationally recognized thought leadership and contributions to the advancement of asset management standards and best practices. CITY OF SANTA ANA I TRIMBLE CITYWORKS CONSULTANT SERVICES 1 1000+ GIs PROJECTS i • AM PLANNING PROJECTS 400+ MAINTENANCE MANAGEMENT • IMPLEMENTATIONS i goo so i • 1 200+ SOFTWARE EVALUATIONS Asset management consulting and software implementations are core competencies, and we continually invest in keeping ourselves at the front of the industry. We help our clients manage their assets through thoughtful program development and the application of supportive technology solutions. Our technology and advisory services include solving complex problems for our clients that typically, but not always, center around managing their infrastructure. In short, our team develops and implements asset management program road maps. We maintain a full suite of management consultants and technologists to support the required asset management, GIs, Computerized Maintenance Management System (CMMS), and integration services needed to successfully implement these types of programs. Cityworks Experts Cityworks AMS is foundational to your asset management objectives. Woolpert has a long history of successful Cityworks deployments and establishing strong partnerships with our clients. Woolpert partners with Trimble, Inc. beyond just the Cityworks solutions and can bring expertise to the City's asset management initiatives around Cityworks Utility Permits, Trimble e-Builder, Unity IoT, Vegetation Management, and Trimble Unity AMS for Utilities. We work tirelessly to fully understand your overarching asset management drivers so that we can deliver high -value, best practices -driven asset sustainability solutions that leverage the Cityworks AMS and Trimble platforms and will serve your needs for many years. Infused with leading, internationally recognized best management practices, our asset management solutions will enable your City to proactively manage your asset sustainability programs and achieve your continuous improvement objectives. Woolpert provides a team of experts and specialists with diverse backgrounds in Cityworks, Esri GIs, and Asset Management that are dedicated to delivering exceptional service and support for Cityworks AMS/Permit, Licensing, and Land (PLL), Esri GIs, and associated applications. Asset Management Experts Woolpert's strategic consulting services allow our clients to establish asset management programs that help meet their internal and external service level commitments, manage risk, minimize total cost of ownership, and maximize the value derived from their infrastructure. Woolpert delivers strategic consulting and asset management solutions for utilities, airports, higher education, military, federal, state, and municipal government clients. Our experience is deep, and our expertise is broad. Technology Services We provide world -class, effective, and easy -to -use technology solutions. Our experts examine the people, processes, and technologies across your business —applying strategy, design, and implementation expertise along the way. We help our clients improve their service delivery to constituents by applying national and international standards, and best -practice deliverables. Woolpert's technology services offerings include: • Asset management and permitting/licensing/land management system implementations. • IT consulting. • Data conversion/collection. • Enterprise solutions. • Enterprise system architecture. • Data reporting, dashboarding, and analysis. • System integration development. • GIS consulting and development. • Asset data collection and condition assessment. Advisory Services Our advisory services practice guides clients in achieving the maximum value for their organization by providing a unique combination of expertise in the industry and management consulting. Our team of problem -solvers are dedicated to developing business and operational solutions throughout a program's lifecycle while creating value for our clients through deep industry CITY OF SANTA ANA I TRIMBLE CITYWORKS CONSULTANT SERVICES understanding with proven experience. We leave clients with a methodology and framework that will continue to provide value long after our engagement is complete. Woolpert's advisory services offerings include: • Asset management program development/consulting. • Business process optimization. • Policy development/consultation. • Asset lifecycle modeling. • Capital Improvement Plan and Operations and Maintenance strategy/program development. • Training. • Financing/funding consulting. • Technology and integration. Institute of Asset Management (IAM) Woolpert is a corporate member of the IAM (https://theiam.org), a professional body for those involved in the acquisition, operation, and care of physical assets, especially critical infrastructure, and dedicated to furthering our knowledge and understanding of asset management. Woolpert boasts more than 20 asset management business unit staff that have been certified (by exam) by the IAM. Additionally, several of our The Institute of senior consultants have gone on to earn (also by exam) their Advanced Asset Management diplomas. !Asset Management International Standards Organization (ISO) Leaders Senior members of our firm collaborate with other international asset management thought leaders on various national and international asset management committees, such as the ISO 55000 TC251. ISO 55000 standards represent the internationally accepted best -practices framework for creating and maintaining an so asset management organization. Woolpert's alignment with these specifications positions us to assist our clients in achieving ISO certification for asset management best practices. Woolpert is a key thought -leading firm that is part of these committees currently developing the next generation of international asset management standards and best practices. GIS Experts For more than 35 years, Woolpert has provided thousands of clients with GIS solutions. We have established ourselves as a leading geospatial services company. We provide unbiased, vendor -neutral recommendations to ensure the sensible application of technology that supports sustainable business processes and practices. We look at your unique set of challenges and objectives, and we implement the best solution for your specific needs —guided by our decades of experience and expertise. No matter what your project type, Woolpert has the GIS capability, familiarity, and relationships needed to identify and execute your project goals. Our GIS/IT practice has over 250 professional staff dedicated to GIs data conversion, consulting, systems/data integration, and application development. Woolpert is a Gold -Level Esri partner and holds two specialty designations. • The Release Ready Specialty designation is only awarded to Esri business partners who can prove their expertise and capability in understanding, adopting, and promoting the latest versions of Esri technology. • Esri Partners in the ArcGIS Online Specialty are ready to help organizations maximize the use of the ArcGIS Platform with technology and industry expertise, ready -to -use apps, content, and services. Woolpert's GIS services span GIs needs assessment, business process analysis, GIS portfolio management, foundational solution architecture design, workflow creation, custom application development, and spatial solutions integration. Why Woolpert? • Trust. As consultants of choice, we value our long-term relationships with our clients built on our excellent service delivery and results oriented solutions. • Expertise. Our team of senior advisors and skilled consultants have been embedded within the industry for an average of more than 30 years. • Tailored Solutions. We bring the expertise and knowledge of solutions that have proven successful for clients in the past, but we never go into an engagement with a preconceived answer. • Lifecycle Approach. We engage with our clients in all stages of a portfolio lifecycle from strategic development to design, operations and maintenance, to disposal. CITY OF SANTA ANA I TRIMBLE CITYWORKS CONSULTANT SERVICES \A/ Proposed Staff Woolpert's proposed team offers the City unparalleled expertise in work and asset management solutions, with a solid understanding of your goals and expectations. We have chosen the following team members not only for their qualifications and deep knowledge in the Cityworks solution, but also for the familiarity you have with them through previous and current project work. You can trust in our continued commitment to the City. The key Woolpert personnel assigned to collaborate with the City of Santa Ana are highlighted below. Brief resumes are provided on the subsequent pages. Additional team members with comparable expertise are also available as needed to support the contract and the City. • sue• AL© �rrr CProgram Director CProject Manager John Cestnick Bill Millinor ® G6 6 - Integration Developers GIS SME Cityworks SME Cityworks Reporting James Lloyd Cheryl Spencer Jared Livingston Nikhil Relangi YuryTritenko Ken Chaffman Ryan Butler Amanda Bishop Juliana Castillo Eduardo Gil Lorne Dmitruk Megan Loker Brent Wilson Lorne Dmitruk Adam Shinal Craig Lundgren Adam Shinal Daniella McDougall Annie Short Emily St. Clair Jay Beadnell Cityworks System Analysts Jay Beadnell Emily St, Clair Amanda Bishop Lily Van Horn Chris Starling Ean Hamilton Adam Shinal "The Cityworks-Woolpert business partner relationship spans over 25 years, during which time Woolpert has established themselves as our most accomplished business partner. Woolpert's Cityworks implementation professionals consistently perform at a high level in the implementation and support of our products. Mr. Brian L. Haslam I Founder and former President - Cityworks CITY OF SANTA ANA I TRIMBLE CITYWORKS CONSULTANT SERVICES EDUCATION MS, Natural Resource Management Graduate Certificate, Geographic Information Systems BS, Forest Resources and Conservation REGISTRATION/CERTIFICATIONS Certified GIS Professional Bill Millinor LISP Project Manager/Primary Point of Contact Bill has nearly 20 years of experience, primarily supporting local government, county, city, and utility clients in the implementation of the Cityworks AMS and PLL solution. His experience working with different practice lines gives him insight into various areas of an organization, enabling him to help clients to break down organizational silos during the implementation process. Clients appreciate Bill's strong communication skills and firm approach when it comes to following good business practices to complete projects, making him an asset for any project team. Bill is intimately familiar with the City of Santa Ana. He served as the Project Manager for the Cityworks support services contract, making sure resources, timelines, and the team's daily work aligned with the City's goals. He was also the Project Manager for Santa Ana's Cityworks implementation for the Parks and Recreation Maintenance Department. Bill's guidance of the Woolpert team during these implementation and support efforts included providing a more personalized approach to the City's Cityworks environment. He will use his experiences and understanding of the City and its departments to manage the ongoing support services required under this contract. Bill brings a wealth of experience of Cityworks management and support, including being the project manager for all three of the Woolpert references listed in this proposal. Project Experience Cityworks Implementation Bill served as the Project Manager for the City of Savannah (GA) in their efforts to both upgrade their on -premise Cityworks environment, and then to move their entire Cityworks instance to the Cityworks Online (CWOL) cloud hosted platform. His management enabled the City to streamline their operations and enhance the quality of their services. Cityworks Implementation In support of the City of Westerville (OH), Bill serves as the Project Manager for a three-phase project to implement Cityworks. He coordinates resources, timelines, and work to lead the planning, design, implementation, and live production of the system. Bill makes sure that all work is done within the City's schedule and budget expectations. Transportation Cityworks Bill serves as Project Manager for the implementation of the Cityworks solution for the DeKalb County (GA) Transportation Division. He is responsible for the team's daily work, helping the Division better track permits and develop a strong record keeping system. Bill oversees the project schedule, budget, and resource planning. As the Project Manager for this contract, Bill will be the primary point of contact and responsible for the overall success of your project. CITY OF SANTA ANA I TRIMBLE CITYWORKS CONSULTANT SERVICES John Cestnick PSM, lane Program Director/Vice President and Principal in Charge John has 27 years of experience in the design and implementation of asset management and maintenance management systems. As a Program Director for Woolpert's Technology Services business unit, John leads teams of IT experts to meet clients' diverse business needs and goals. Most of his clients over the years has been city, county, and state governments. John is skilled at navigating the obstacles inherent to complex GIS and asset management projects, serving as a knowledgeable and responsive consultant and program director. He prioritizes client satisfaction, leveraging his technical knowledge and leadership skills to adapt to project challenges and deliver consistently high -quality, timely results. John has been supporting all of Santa Ana's Cityworks projects, giving him the insight into the goals and expectations of the City. As the Program Director for this contract, John will oversee the overall contract management, with a primary focus on ensuring that the City receives excellent customer service. He will collaborate closely with Bill Millinor so the project team has all the necessary support to effectively serve the City of Santa Ana. Jay BeadnelI LISP Cityworks System Analyst Lead With more than 35 years of experience, Jay has supported numerous Cityworks AIMS implementations for municipalities, utilities, including the City of Santa Ana. He analyzes business process to provide clients best practices for Cityworks configurations, configures software, and writes database system scripts, SQL scripts, and GIS schemas within Cityworks applications. Prior to working with Woolpert, Jay served as a Cityworks System Administrator at a North Carolina city, giving him first-hand insight and expertise to help clients navigate Cityworks effectively. Under this contract, Jay will be designated as the Lead Cityworks System Analyst for the project. In this capacity, Jay will oversee all Cityworks technical tasks, including conducting project workshops, configuring software, providing Cityworks training, performing testing, and managing system go - live activities. Jared Livingston LISP, IAM Cityworks Subject Matter Expert (SME) Lead Jared has more than 13 years of experience implementing Cityworks and has completed over 40 enterprise implementations. He is skilled in designing and implementing best -in -practice asset management programs for public and private utilities, airports, public works, and other government entities. Jared has been recognized for his technical and managerial efforts in web - based mapping, digital cartography, and database management, and he has presented at several conferences as a GIS and asset management expert. Under Woolpert's current Cityworks contract with the City of Santa Ana, Jared provided Cityworks subject matter expertise as needed. As the Cityworks SME on this project, Jared's main responsibility will be to work with Jay and the technical team to make sure that all solutions provided to the City conform to industry best practices, and Woolpert's technical solutions function as expected. EDUCATION BS Surveying Engineering REGISTRATION Professional Surveyor and Mapper, FL Certified Asset Management EDUCATION Certificate, Civil Engineering Technology REGISTRATION Certified GIS Professional e-Builder Certified Professional EDUCATION BS, Physical Geography REGISTRATION Certified GIS Professional Certified Asset Management CITY OF SANTA ANA I TRIMBLE CITYWORKS CONSULTANT SERVICES Cheryl Spencer LISP GIS Subject Matter Expert Lead Cheryl has over 22 years of experience developing a considerable skillset focused on GIS. She has provided support for complex, multi-phased/multi-year Cityworks AMS deployments that involved GIS and Cityworks system architecture design, geodatabase design, data migration and general GIS maintenance and support. She utilizes GIS techniques to provide a better understanding of variables relating to the asset management, land, license, and permitting fields for customers in the public sector. Under Woolpert's current Cityworks contract with the City of Santa Ana, Cheryl provides GIS services, including designing and developing solutions that adhere to industry best practices. In this new contract, she will continue to offer these services on an ad - hoc basis and will be available as needed for GIS problem -solving and troubleshooting. Nikhil Relangi Cityworks Reporting Lead Nikhil has five years of experience as a business analyst, responsible for configuring software to meet business requirements. He is an expert in translating business processes and requirements into technical solutions and passionate about usability, security, and scalability. Nikhil works with city, utility, and other government entities to implement Cityworks AMS, PLL, and Trimble e- Builder. Under this contract, Nikhil will lead all reporting efforts for the City of Santa Ana. Working closely with the City, as well as with Bill and Jay, Nikhil will first establish clear reporting requirements. He will then design and develop user-friendly reports, queries, and dashboards that effectively communicate the required information. James Lloyd Integration Development Lead With over 30 years of experience in software and system development and integration, James' extensive technical skills allow him to work in a variety of capacities. He has spent the past 12 years working as an application and integration developer, which has included custom GIS solutions. His ability to alternate roles depending on project needs has earned him rave reviews from clients who admire his generalist approach. He particularly enjoys helping clients solve their problems through technology. Under this contract, James will lead any system integrations with other City software, such as 311 service call systems, CCTV, SCADA, utility billing systems, and AVL. EDUCATION BS Earth Space Science REGISTRATION Certified GIS Professional EDUCATION MS Computer Science Bachelor of Technology, Computer Science REGISTRATION Certified Scrum Master Certified API Developer EDUCATION Associates, Architecture / Business REGISTRATION Cityworks Service PLL Admin Cityworks Server AMS Admin CITY OF SANTA ANA I TRIMBLE CITYWORKS CONSULTANT SERVICES 10 Section E I Proposed Work Plan Statement of Understanding Woolpert fully understands that the City of Santa Ana needs a Trimble Cityworks support Consultant who can provide remote support assistance on an as -needed basis. Support services could include a wide array of support including troubleshooting, reporting, configuration, integrations, GIs consulting and support, and various other technical support items as listed within the RFP. More than any other Cityworks consultant, Woolpert understands what the City needs: we have been providing these services since 2018. We understand the main purpose of this contract is to provide remote on -call, on -demand Cityworks support services, including GIs. However, we also recognize that this contract could also be used for new project -related work that could include on -site services and Cityworks implementations for additional departments and divisions within the City's organization. Approach to Scope of Services Over the full life of a contract like this, Woolpert's support typically involves three main types of approaches: 1. Undefined on -call, on -demand support services. 2. Small defined project tasks. 3. New project implementations. Type 1: Undefined On -Call On -Demand Support Services To make sure that the City can access Woolpert's staff on short notice for technical support, Woolpert and the City will authorize a specific dollar amount allocated to time and material support services. Through this authorization, Woolpert will track the time spent to support the City in their requests and bill for the work (no more than monthly). This approach is effective for unplanned support when quick assistance is required. Type 2: Small Defined Project Tasks When smaller improvements and support can be planned, such as upgrading Cityworks versions or integrating with a new City 311 system, Woolpert and the City will follow a detailed planning approach. For these planned activities, the City will inform Woolpert that additional support services are required. Woolpert and the City will discuss the necessary services and document the support services to be performed. Before performing any services, Woolpert or the City will document the following in writing: • Services to be provided. • Deliverables to be submitted. • Assumptions pertaining to the provided services. • Woolpert responsibilities. • City responsibilities. • Schedule. • Woolpert fees. Under Woolpert's current contract with the City, these smaller projects were completed on either a time and material or a Project Lump Sum fee basis. Type 3: New Project Implementations For larger projects or new Cityworks implementations for new departments or divisions, a more detailed and methodical approach is best. To achieve the best success, Woolpert will engage in comprehensive discussions with the City's staff before formalizing the scope of work (SOW), thoroughly reviewing goals, objectives, future strategies, expectations, and project prerequisites. Our experience has shown that conducting a series of discovery workshops prior to SOW finalization substantially mitigates the risk of project delays and minimizes the necessity for project change orders. Woolpert's Cityworks AMS system implementations can be grouped into one of three types of implementations: • Rapid Ready' — Powered by Cityworks AMS software, Woolpert's Rapid ReadyT1 stands as a pre -configured solution engineered for swift deployment, taking mere months to be operational and at a fraction of the cost typically associated with implementing a conventional work order management system. Merging the excellence of Cityworks' premier asset management system features CITY OF SANTA ANA I TRIMBLE CITYWORKS CONSULTANT SERVICES 11 with Woolpert's industry -leading CMMS/Enterprise Asset Management (EAM) proficiency, Rapid Ready'm emerges as a ready -to - go solution that seamlessly encompasses service requests, inspections, and work order management that are crucial for diverse organizations. By adopting Rapid Ready", clients gain the capability to efficiently record issue reports, document maintenance tasks, and monitor associated costs in a structured manner, fostering enhanced reporting accuracy and process enhancements. This was the approach that Woolpert and the City of Santa Ana followed for the deployment of Cityworks for the Parks and Recreation Maintenance Department. Templated Configuration — Drawing from our wealth of experience spanning hundreds of system implementations, Woolpert has meticulously crafted Cityworks implementation templates. These templates are thoughtfully structured, drawing on industry best practices and the profound insights gleaned from our intimate collaborations with clients. A templated configuration encompasses pre -configured work orders, service requests, and tailored inspections, with customization applied to suit the unique demands of each implementing department. This customization routinely involves essential elements like data migration, comprehensive reviews of GIS asset data, and the incorporation of specific configuration prerequisites tailored to the client's precise needs. Full Configuration — Larger asset management implementations, and implementations for clients who are replacing an existing system often fall into this category. These implementations still start with a Woolpert standard base configuration, but it is customized to meet specific requirements of the client. They could include any mix of the following: • Specific business process workflows definition. • Asset data review/geodata base design. • Asset data migration. • Asset management consulting services (policy, strategy, and asset management plans). • Storeroom materials management. • System integrations. • Work history data review and migration. • Custom report development. • Mobile AMS solution development and deployment. • Train -the -trainer and end -user training. • Post go -live extended review and modifications. • Administrative support services. • Post go -live ad -hoc support. This was the approach that Woolpert and the City of Santa Ana followed for the original Cityworks deployment for the Public Works Department. A partnership with Woolpert offers several significant benefits. From the initial planning and design activities all the way through project review and organization -wide adoption, your staff and concerned stakeholders will have direct access to industry -leading project management, GIS, asset management, engineering, business consulting, and information technology experts. Woolpert's team is ready to roll up our sleeves and work on your behalf to deliver professional services you and your community are envisioning. Deliverables, Implementation Plan, Timeline Without a defined SOW, it is not possible to provide a list of deliverables, implementation plan, or timeline. However, for any planned project work under this contract, Woolpert will outline these items in detail, as has been done under the current contract with the City of Santa Ana. Woolpert's standard implementation plan uses a three-phase approach to implementing a content -rich EAM solution. Each of the phases are executed in conjunction with continuous project management and is designed with an emphasis on knowledge transfer, change readiness, and quality management activities. Deliberate execution of each phase, including continuous involvement and feedback from our client counterparts, enables Woolpert to plan, design, configure, and deploy an asset management solution that is useful immediately upon "go -live." Our solutions provide the systems and processes to support current and planned asset management activities, as well as the means to monitor and measure continuous improvement. PROJECT MANAGEMENT 4 It!( 4 DESIGN DEVELOP DEPLOY �Knowledge Change Quality Transfer Readiness Management CITY OF SANTA ANA I TRIMBLE CITYWORKS CONSULTANT SERVICES 12 \A/ The following table outlines some of the typical tasks performed under each of the three project phases. 1.1 Request for Information. 1.2 Project Kick -Off Meeting. 1.3 Software Installation/Preparations 1.4 Software Demonstrations. 1.5 Business Process Workflows. 1.6 GIS Schema Design and Review. 1.7 Phase 1 Acceptance and Close. 2.1 Cityworks Baseline Development. 2.3 Cityworks Software Configuration Training. 2.3 Core Cityworks AMS Configuration 2.4 Review and Approval of Updated System Configuration/Documentation. 2.5 Phase 2 Acceptance and Close. 3.1 Test Plan Development. 3.2 Cutover/Transition Plan. 3.3 Dress Rehearsal (Client DEV Environment). 3.4 Tester Training. 3.5 User Acceptance Testing in Client DEV Environment. 3.6 End User Training. 3.7 Go -Live Support. 3.8 Phase 3 Acceptance and Close. Within Woolpert's implementation work plans, each subtask will clearly identify Woolpert deliverables/responsibilities, task assumptions, and City responsibilities. This process aims to define what will be completed, what will be delivered, and under what conditions. It helps to reduce risks of misunderstanding and improves clarity. As demonstrated in the example below, Woolpert utilizes Microsoft Project to create a comprehensive project schedule that outlines all sub -tasks defined within the SOW. _ Task Name ity of Clearwater- Public Utilities Cityworks AMS n pleme ntatian City Release NTP Months T Scheduled Finish Ml M2 M3 M4 MS M6 M7 M8 I M9 Mla Mil M. M13 R. 1 ID24-0]-19 I I I I I I I I I I I I 23-1 - 0 : �::W■■�■■�■■� - 2023-11-30 li 2023-0 1 MEMO I I I I I I I I I I I I I 202322 MMM I I I I I I I I I I I I I 2023-08-29 EE-EEM I I 2023-07-1g ■■ I I I I I I I I I I I I I 1 2023-0g-14 MEE�E I I I I I I I I I I 2023-11-30 I I I ■■-■■-■■- I I I I I I I I I M23-11-30 MEMEMEMEMOMMOMMEMMEM I I I I I I I I I 2023-11-30 1 1 1 Phase l Acceptance and Close■ I I I I I I I I I 2D24-m-00 I I ■■m■■m■■m■■m■■m■■m■■ I I I I I I 2023-10-05 I I MEMO I I I I I I I I I I I 2024-02-23 I I I ■■■■■■■■■■■■■■■■■■■■■■ I I I I I I 2024-03-06 1 1 1 1 1 1 1 1 MEN I I I I I I 2024-03-H 1 1 1 ■■-■■-■■-■■-■■-■■-■■ 1 I I I I I 2024-03-06 1 1 1 1 1 1 Phase2Acceptanceand ClaseM 1 I I I I I 2024-03-01 1 I I 1 1 ■■■■■■■■■■■■■■■■ I I I I I I 2024-01-10 II I 1 1 E■■EEO■EE 1 1 1 1 1 1 1 1 2024-03-01 1 1 1 1 1 1 1 MEE-E 1 1 1 1 1 1 207-- 1 1 1 1 1 1 ■■■■■■■■■■■■■■■■ I I I I I I 2024-02-29 1 1 1 1 1 Phase 3Arceptanre and Clasen I I I I I I 2024-07-19 I I I I I I I I ■-■■-■■-■■-■■-■ 2024-03-15 1 1 1 1 1 1 1 1 1 ■■ I I I 2024-0325 I I I I I I I I ■■ I I I 20244MI-24 I I I I I I I I I ■■■�■ I I 2024-05-22 1 I I 1 1 I I I 1 1 M-■M-■ I I I 2024-0�20 1 1 1 1 1 1 1 1 1 1 E�EE�E 1 1 2024-07-19 1 I I 1 1 I I I 1 1 1 1 1 MEMO 2024-07-19 1 1 1 1 1 1 1 1 1 4■■00■■00■■00■■0■■E■ 2024-07-19 I I I I I I I I I I I Phase 3 Aoceatance and Clow ■ Scheduled Start 2023-0]-]0 2023-0]-0 Implementation Planning -07 2023-10 Project WitOffMeeting 2023-07-10 Cityworks AMS Software Demonstrations 2023-07-10 Implementation Planning Dlacavery 2623-07-10 Cityworks Sattivare Installation 2623-07-10 Business Process11views 2023A)"l Develop and Deploy Vertical Asset Geodatahase 2023-09-15 PhaselqualityControl 2023-02-10 Phase l Acceptance and Close 2023-11-30 Care System Design and Canfiguratlan 2023-0 IS Prepare Initial Configuration Documentation 2023-0 IS Configure Care City—lrs AMS Solution 2023-09-211 Approval of Updated Configuration Document 2024-02-23 Phase24uality Cantml 202340-IS Phase2Acceptanceand Close 2024-03-06 Advanced Solution Functionality Development 2023-11-17 Legacy Data Migration Discovery 2023-11-17 System Integrations Discovery 2024-01-2S Phase3Quelity Control 2023-11-17 Phase 3 Acceptance and Close 2024-02-29 System Deployment 20244K3-07 Final Cityworks Solution Demonstrations 202403-07 update OLas5 Erwiranment 2024M User Aaeptance Test Pianand Procedures 2024-0 M Provide Tester Training and User Acceptance testing 20244M-03 Cityworks End -User Training ID24-0a26 Provide Go -Live Support 2024-0620 Phase4Quality Cantml 202403-07 Phase4Aoceatameand Close 2024-07-19 CITY OF SANTA ANA I TRIMBLE CITYWORKS CONSULTANT SERVICES 13 Section F I References Woolpert takes pride in being a leading provider of asset management solutions. With over 30 years of experience in delivering consulting and software implementation services, we continually invest in ourselves and our clients so we remain at the forefront of the industry. Our expert technology and advisory services staff have a proven track record of solving complex asset -centric challenges for our clients by establishing strategies that align with their asset management vision, and then implementing appropriate technology to support those strategies. With our innovative planning and information technology solutions, we help our clients manage their assets effectively. Within this section, you will find a selection of our successful Cityworks AMS implementation projects for various clients. These references provide confirmation of the quality of our team's performance on various contracts, as well as the fact that Woolpert has an outstanding reputation for compliance with performance schedules. We strongly encourage you to reach out to any of these individuals to learn more about their experiences working with us. Woolpert by the Numbers 110+ Years of innovation and thought leadership 400+ Cityworks AMS implementations 50+ Advisors and consultants 20+ Years (average) experience per advisor Client Relationships 20+ Assessing a firm's record and enduring client relationships can serve as strong indicators of its ability to meet client needs and objectives. Woolpert's staff takes pride in collaborating closely with clients to deliver superior consulting services and technical guidance. Woolpert's long-time or repeat Cityworks clients include: 5+ lM-certified team members Staff active on national and international asset management and standards committees • Pinellas County, Florida. The County is a Cityworks award winning client who has been working with Woolpert for seven years. We have developed and established an ISO 55001 asset management framework, implemented Cityworks AMS for five departments, completed five system integrations, and continue to work together in a supportive way. Pinellas County selected Cityworks to replace their legacy Maximo solution. • Collier County, Florida. A nine-year Woolpert client for Cityworks implementation, consulting, and support services, Woolpert has delivered multiple Cityworks implementations that have included business process re -engineering, system integrations, consulting, and on -going support. • DeKalb County, Georgia. The County has only been a Woolpert client for three years, but in that time has completed five Cityworks implementations, one system integration, and data migration services. Due to very successful projects, Woolpert has recently been contracted to implement Cityworks for their Water and Wastewater Plants, including additional system integrations. • City of Savannah, Georgia. The City has been a continuous Cityworks client since 2012. Woolpert continues to provide additional Cityworks implementation services and is currently working with the City to implement Woolpert's Rapid -Ready Cityworks AMS solution to ensure that every City department will be using Cityworks AMS. To hear exactly what our clients are saying about our professional implementation services, please visit or click the following links: Jerry Philpot, City of Augusta, GA http://bit.ly/JerryPhilpot Amber Reynolds, formerly with the City of Topeka, KS http://bit.ly/AmberReynolds Michele Pearman, formerly with the City of Augusta, GA Elthron Anderson, Southgate Water and Sanitation Districts, CO http://bit.ly/MichelePearman http://bit.ly/ElthronAnderson CITY OF SANTA ANA I TRIMBLE CITYWORKS CONSULTANT SERVICES 14 The following references, also included in Attachment B, demonstrate our qualifications and experience in services like those required in the Scope of Services. Tina Mack Tina can attest to Woolpert's services on multiple projects to modernize Lucas County's asset GIS Database Program Manager management and permitting and approval processes. This included going live with Cityworks 1049 S. McCord Road for Engineering, Sanitary Engineering, and Building Regulations. Additionally, Woolpert Holland, OH 43528 developed a public -facing portal that customers could use to submit information, make 419.213.2833 payments, and receive status updates. tamack@co.lucas.oh.us The successful launch of each department into the Cityworks system increased efficiency, accountability, and data accuracy. The Engineer's Office has since become an internal champion of Cityworks to other agencies and offices within Lucas County who are not currently using Cityworks. Woolpert staff included: • Bill Millinor — Project Manager for Cityworks Building Regulations PLL and additional Cityworks and GIS support tasks. • Jared Livingston — Cityworks SME for support services and all implementations. • James Lloyd— Lead Integrations Developer for MSGovern and Rocksolid 311 integrations. • Cheryl Spencer — GIS SME for all GIS ad -hoc support services. • Nikhil Relangi — PLL Lead Analyst and Reports SME. Sam Krishnan Sam can provide insight into Woolpert's expertise with the entire Cityworks platform, including Digital Services & Business ancillary services like GIS consulting, integrations, and data migration. DeKalb County first Solutions Manager contracted with Woolpert to implement Cityworks AMS for Roads & Drainage, Traffic 3630 Camp Road Engineering, and Facilities Management simultaneously. As a result of Woolpert's exceptional Decatur, GA 30032 service to DeKalb County, additional services have been contracted including data migration 404.323.9720 services; an integration with Oracle 311; and integration with Oracle E-Business Suite, a new skrishnan@dekalbcountyga.gov Cityworks implementation for Pump Stations, Lift Stations, and Cityworks Storeroom; as well as Cityworks implementations for their water and wastewater treatment plants. Most recently, Woolpert was tasked with implementing Cityworks PLL for their Transportation Departments permitting process. Woolpert staff included: • Bill Millinor— Project Manager for the Transportation Department's Cityworks PLL implementation. • John Cestnick — Program Director for all Cityworks and GIS services. • Jay Beadnell — System Analyst for Cityworks Storeroom implementation. • Jared Livingston — Cityworks SME for treatment plant vertical GIS schema design. • Nikhil Relangi — System Analyst for the Transportation Department's Cityworks PLL implementation. Ann Clark Cityworks Administrator 20 Interchange Drive Ann can speak to Woolpert's leadership and services during various implementations of Cityworks to support the City's asset management goals. Over the past 11 years, Woolpert has implemented Cityworks in six different departments. Woolpert's team of experts made sure CITY OF SANTA ANA I TRIMBLE CITYWORKS CONSULTANT SERVICES 15 \A/ Savannah, GA 31415 that the implementation of Cityworks was seamlessly integrated into their existing asset 912.656.7843 management framework, enabling them to efficiently manage their assets and provide better ann.clark@savannahga.sov services to their residents. The introduction of Cityworks was a significant milestone in Savannah's asset management journey, enabling the City to streamline its operations, reduce costs, and enhance the overall quality of its services. Woolpert staff included: • Bill Millinor— Project Manager for Cityworks Upgrade, and transition to CWOL projects. • John Cestnick — Program Director for all Cityworks and GIS services. • Jay Beadnell — Lead Cityworks Systems Analyst for multiple projects. • Jared Livingston — Cityworks SME for support services and all implementations. • James Lloyd— Lead Integrations Developer for MSGovern and Rocksolid 311 integrations. • Cheryl Spencer — GIS SME for all GIS ad -hoc support services. "I want to express my sincere thanks and appreciation to each of you for your outstanding support, professionalism, and unwavering commitment throughout the planning, execution, and implementation of our Cityworks 311 Integration. This project took a collaborative effort, requiring extensive use of your time, expertise, and support during and outside of conventional work hours." Ms. Rhonda Williams Project Manager - DeKalb County, GA CITY OF SANTA ANA I TRIMBLE CITYWORKS CONSULTANT SERVICES 16 v 0 U) .......... Cost Proposal Woolpert presents the following proposed hourly rates for the labor categories frequently required for this type of remote Cityworks Technical Support contract. Program Director $258.00 Senior Project Manager $240.00 Project Manager $210.00 Cityworks SME $225.00 Lead Analyst $185.00 Mid -Level Analyst $170.00 Support Analyst $140.00 Lead Developer $235.00 Mid -Level Developer $185.00 Developer $170.00 GIS SME $225.00 GIS Specialist $185.00 GIS Technician $150.00 Clerical $85.00 Please note: • Hourly rates are valid for remote support services for the first three years of the contract. • Woolpert understands that on -site or project work would be priced and authorized as a lump -sum project fee. CITY OF SANTA ANA I TRIMBLE CITYWORKS CONSULTANT SERVICES 17 MEL '�'. F. M i .•,tom J __ . s WNWe w c.D r v 0 D cn (9) CITY OF SANTA ANA ATTACHMENT A PROPOSER's CERTIFICATION, PROPOSAL PRICING Certification - I certify that I have read, understand and agree to the terms and conditions of this Request for Proposals. I have examined the Scope of Services (Exhibit 1) and am qualified to provide services being requested as specified herein. I understand and agree that I am responsible for reporting any errors, omissions or discrepancies to the City for clarification prior to the submission of my proposal. PROPOSER's STATEMENT: I have read, understood and agree to the terms and conditions on all pages of the Request for Proposals. Upon request, I will transfer and deliver goods or services to the City in accordance with said terms and conditions. Woolpert, Inc. LEGAL NAME OF COMPANY Phone: 800-414-1045 Fax: 937-461-0743 PHONE AND FAX NUMBERS 4454 Idea Center Blvd, Suite 100, Dayton OH 45430 BUSINESS ADDRESS John Cestnick Vice President PRINTED NAME OF AUTHORIZED AGENT TITLE 10/31 /24 john.cestnick@woolpert.com SIGNATURE OF AUTHORIZED AGENT DATE E-MAIL ADDRESS 20-1391406 FEDERAL ID NUMBER (IF APPLICABLE) CONTRACTOR LICENSE NUMBER (IFAPPLICABLE) CITY OF SANTA ANA BUSINESS LICENSE NUMBER (PLEASE PROVIDE IF AVAILABLE, BUT NOT REQUIRED UNTIL AND IF AN AWARD IS MADE TO PROPOSER.) THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. City of Santa Ana RFP 24-129 Page 24 of 30 (9) CITY OF SANTA ANA ATTACHMENT B REFERENCES List and describe fully the contracts performed by your firm which demonstrate your ability to provide the supplies, equipment or services included in the scope of the proposal specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications. REFERENCE Customer Name: DeKalb County Contact Individual: Sam Krishnan Address: 3630 Camp Road Phone Number: 404-323-9720 Decatur, GA 30032 EMAIL: SKrishnan@dekalbcountyga.gov Contract Amount: $1,500,000 Year: July 2019 to Present Description of supplies, equipment, or services provided: Cityworks AMS and PLL Implementation services, over six separate task orders, including data migration, integrations, and Ad -Hoc Support. REFERENCE Customer Name: Lucas County, OH Contact Individual: Tina Mack 1049 S McCord Road 419-213-2833 Address: Phone Number: Holland, OH 43528 EMAIL: tamack@co.lucas.oh.us Contract Amount: $791,500 Year: November 2020 to Present Description of supplies, equipment, or services provided: Cityworks AMS and PLL implementations for Engineer, Sanitary Engineer, and Buildings departments M00CM0K1t%0 City of Savannah Ann Clark Customer Name: Contact Individual: Address: 20 Interchange Drive Phone Number: 912-656-7843 Savannah, GA 31415 Contract Amount: $1,266,000 EMAIL: ann.clark@savannahga.gov Year: 2013 to Present Description of supplies, equipment, or services provided: Cityworks Implementation services, for Water, Wastewater, Stormwater, Facilities, Urban Forestry, integrations, and Ad -Hoc Support. City of Santa Ana RFP 24-129 Page 25 of 30 (9) CITY OF SANTA ANA ATTACHMENT C PROPOSER'S STATEMENT Proposer understands and agrees that this written RFP (or any part thereof specifically designated and accepted by the City of Santa Ana, hereinafter City) shall constitute the entire agreement between proposer and the City only after it has been accepted by the City Council, endorsed by the Clerk of the Council with her signature and official seal noting hereon the action of approval of the Council, signed by the Executive Director or his duly authorized agent, and signed by the City Attorney, denoting his approval of the form of this document, and its execution, and when it or an exact copy of it has been either delivered to proposer or deposited with the United States Postal Service properly addressed to the proposer with the correct postage affixed thereto. Proposer further agrees that upon delivery (as defined above) of the accepted agreement he/she will furnish City all required bonds and certificate of liability insurance within ten (10) days (excluding Saturdays, Sundays and City's legal holidays), or the funds, check, draft, or proposer's bond substituted in lieu thereof accompanying this proposal shall become the property of the City and shall be considered as payment of damages due to the delay and other causes suffered by City because of the failure to furnish the necessary bonds and because it is distinctly agreed that the proof of damages actually suffered by City is difficult to ascertain; otherwise said funds, check drafts, or proposer's bond substituted in lieu thereof shall be returned to the undersigned. Proposer understands that a proposal is required for the entire work, that the estimated quantities set forth in the RFP schedule are solely for the purpose of comparing proposals, and that final compensation under the contract will be based upon the actual quantities of work satisfactorily completed. All terms contained in the specifications, the certification of nondiscrimination by contractors, and the required insurance certificates are to be incorporated by reference into this agreement and are made specifically as part of this RFP. Firm Woolpert, Inc. Signed and Printed Name: John Cestnick Title Vice President Date 10/31 /24 THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. City of Santa Ana RFP 24-129 Page 26 of 30 CITY OF SANTA ANA ATTACHMENT D NON -COLLUSION AFFIDAVIT (Title 23 United States Code Section 112 and Public Contract Code Section 7106) To the CITY OF SANTA ANA In accordance with Title 23 United States Code Section 112 and Public Contract Code 7106 the proposer declares that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived or agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from bidding; that the proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the proposer or any proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract: that all statements contained in the proposal are true, and, further, that the proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto. or paid, and will not pay, any fee to any corporation. partnership, company association. organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham proposal. Now The above non -collusion affidavit is part of the proposal. Signing this proposal on the signature portion thereof shall also constitute signature of this non -collusion affidavit. Proposers are cautioned that making a false certifrcatio� subject the� r rimcnal prosecution. Signed State of �Z_ , Couxy of S bscribed and sworn to (or affirmed) before me on this day of o 0 204 —> by _lam �' Ta/Jc.tl' proved to me on the basis of satisfactory evidence to be the person(s) who appeared before me I— otary Public Signature « JUDE DERONCERAY Notary Pudic State of Fionda 72025 h Comm. Expires Dec~?5 y Notary Public Seal THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN TH13 FORM WILL BE CONSIDERED NONRESPONSIVE - Cdy of Santa Ma '�i 1' 24 »` Page 27 of 30 a CITY OF SANTA ANA ATTACHMENT E NON -LOBBYING CERTIFICATION The prospective participant certifies, by signing and submitting this bid or proposal, to the best of his or her knowledge and belief, that: (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure of Lobbying Activities," in conformance with its instructions. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. The prospective participant also agrees by submitting his or her bid or proposal that he or she shall require that the language of this certification be included in all lower tier subcontracts, which exceed $100,000 and that all such subrecipients shall certify and disclose accordingly. Signed: John Cestnick Title: Vice President Firm: Woolpert, Inc. Date: 10/31 /24 THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. City of Santa Ana RFP 24-129 Page 28 of 30 a CITY OF SANTA ANA ATTACHMENT F NON-DISCRIMINATION CERTIFICATION The undersigned consultant or corporate officer, during the performance of this contract, certifies as follows: The Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The Consultant shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment without, regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Consultant agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. 2. The Consultant shall, in all solicitations or advertisements for employees placed by or on behalf of the Consultant, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin. 3. The Consultant shall send to each labor union or representative of workers with which he/she has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers' representatives of the Consultant's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. 4. The Consultant shall comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor. 5. The Consultant shall furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his/her books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation, to ascertain compliance with such rules, regulations, and orders. In the event of the Consultant's non-compliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, the contract may be canceled, terminated, or suspended in whole or in part and the Consultant may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Execution Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulations, or order of the Secretary of Labor, or as otherwise provided by law. 2. The Consultant shall include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontract City of Santa Ana RFP 24-129 Page 29 of 30 a CITY OF SANTA ANA or purchase order as the administering agency may direct as means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event the Consultant becomes involved in, or is threatened with, litigation with a subconsultant or vendor as a result of such direction by the administering agency, the Consultant may request that the United States enter into such litigation to protect the interests of the United States. 8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats. 1939, and as amended, no discrimination shall be made in the employment of persons upon public works because of race, religious creed, color, national origin, ancestry, physical handicaps, mental condition, marital status, or sex of such persons, except as provided in Section 1420, and any consultant of public works violating this Section is subject to all the penalties imposed for a violation of the Chapter. Signed: John Cestnick Title: Vice President Firm: Woolpert, Inc. Date: 10/31 /24 THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. City of Santa Ana RFP 24-129 Page 30 of 30 XAI WOO L P E P T ARCHITECTURE I ENGINEERING I GEOSPATIAL