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HomeMy WebLinkAbout25I - AGMT - DEVELOP GISREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: APRIL 5, 2015 TITLE: AGREEMENT WITH PSOMAS TO DEVELOP GEOGRAPHICAL INFORMATION SYSTEMS, ASSET MANAGEMENT NEEDS ASSESSMENTS AND IMPLEMENTATION PLANS {STRATEGIC PLAN NO. 6, 1} CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: UAIM2,101r14r7 ® As Recommended ❑ As Amended ❑ Ordinance on 1 ®t Reading ❑ Ordinance on 2 "d Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute an agreement with Psomas to develop a Geographical Information System, Enterprise Asset Management Needs Assessments, and Implementation Plans for a one -year term beginning April 5, 2016 through April 4, 2017 in the amount of $201,937, plus a 10% contingency of a total not to exceed $222,131, subject to nonsubstantive changes approved by the City Manager and City Attorney. DISCUSSION Of the many goals and objectives outlined in the City's Five -Year Strategic Plan, Strategic Goal No. 6, Objective 1, focuses on Community Facilities, Infrastructure, and the establishment and maintenance of a Community Investment Plan for all City assets. Successful implementation of this strategic goal will require an investment in Geographical Information Systems (GIS) and Enterprise Asset Management technology. The industry standard for asset management programs is integrated with Geographical Information Systems. The Public Works Agency manages its GIS program and is the heaviest user of this system in the city. Although all City departments now have computerized access to the GIS data, Public Works GIS staff provides mapping support to all City departments, as needed. In 2005, a strategic planning document was developed for the GIS system, but is now outdated and no longer used. The proposed GIS Needs Assessment and Implementation Plan will focus on defining and improving workflows, integrating City infrastructure and the Agency's asset inventories into the GIS. On November 19, 2015, a Request for Proposals was posted on the City's website seeking a qualified firm to develop a Public Works GIS Needs Assessment and Implementation Plan 251 -1 Agreement with Psomas for GIS, Asset Management Needs Assessments and Implementation Plans April 5, 2016 Page 2 (Exhibit 1). Notification was also given to the Orange County GIS Users Group. Fourteen firms submitted proposals, which were reviewed by staff from the Public Works Agency and staff from the City of Lakewood. The ranking criteria included the firms' experience and capabilities, project teams, and approaches. The top three firms were subsequently interviewed, with Psomas achieving the highest score: Firm Score Proposed Fee Psomas 92.75 $70,014 Geographic Technology Group 92.00 $47,510 AppGeo (Applied Geo ra hics Inc. 92.25 $66,870 In alignment with the City's Strategic Goal to establish a Community Investment Plan, a complete inventory of all assets is required to determine the scope of improvements needed to sustain the infrastructure investment. Presently, the City does not have an Enterprise Asset Management System. This has resulted in a mix of software solutions, data silos, and inconsistent data collection standards across the City's various agencies. On January 28, 2016, a Request for Proposals was posted on the City's website seeking a qualified firm to develop an Enterprise Asset Management Needs Assessment and Implementation Plan (Exhibit 2). Six firms submitted proposals, which were reviewed by Public Works Agency staff. The ranking criteria included the firm's experience and capabilities, project teams, and approaches. The top two firms were subsequently interviewed, with Psomas receiving the highest score: Firm Score Proposed Fee Psomas 94.25 $148,948 Plante Moran 93.75 $130,800 At the conclusion of the RFP processes, the review committee realized that the City could achieve its goal with significant cost savings if the two projects were completed simultaneously. Consistent with this concept, City staff was able to expand the scope of the Public Works GIS Needs Assessment and Implementation Plan to include the entire City, and reduce the cost of both projects by eliminating duplication of effort in many project tasks. Based on the results of the two RFP processes, staff is recommending entering into an agreement with Psomas for both the enhanced GIS, Enterprise Asset Management Needs Assessments and Implementation Plans at the combined fee of $201,937, plus a 10 percent contingency of $20,194, for a total agreement amount not to exceed $222,131 (Exhibit 3). 251 -2 Agreement with Psomas for GIS, Asset Management Needs Assessments and Implementation Plans April 5, 2016 Page 3 STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal #6 — Community Facilities & Infrastructure, Objective #1 (establish and maintain a Community Investment Plan for all City assets). ENVIRONMENTAL IMPACTS There is no environmental impact associated with this action. FISCAL IMPACT Funding for the GIS, Enterprise Asset Management Needs Assessment, and Implementation Plans projects is available in the Public Works Council Special Project fund and the Public Works Admin Services fund, for expenditure in FY 2015/16 as follows: FUND ACCOUNT NO. AMOUNT PW Council Special Projects PW Admin Services 05017018 -62300 10117601 -62300 $120,000 $102,131 Agreement Total: $222,131 Fred`M savipour Executive Director Public Works Agency Ja Ciulla C ief Technology Innovations Officer Information Technology Department FM /MLM /TB APPROVED AS TO FUNDS & ACCOUNTS: Francisco Gutierrez Executive Director Finance & Management Services Agency Exhibits: 1. RFP — GIS Needs Assessment & Implementation Plan 2. RFP — Asset Management Needs Assessment & Implementation Plan 3. Agreement 251 -3 251 -4 REQUEST FOR PROPOSALS (RFP) FOR GIS NEEDS ASSESSMENT & IMPLEMENTATION PLAN RFP NO.: 15 -119 CITY OF SANTA ANA Santa Ana Public Works Agency 20 Civic Center Plaza Santa Ana, CA 92701 Trevor Burgan GIS Administrator (714) 647 -5657 Office tburgan2 anta -angM for KEY RFP DATES (Subject to change at discretion of City): Issue Date: Deadline for Requests for Information: Proposal Due Date: Projected Award Date: Thursday, November 19, 2015 Thursday, December 10, 2015 Thursday, December 17, 2015 — 4:00 pm. Friday, January 22, 2016 Exhibit 1 City of 15 -119 Fred Mousavipour Executive Director Public Works Agency NOTICE INVITING PROPOSALS NOTICE IS HEREBY GIVEN that proposals will be received from qualified firms for the GIS Needs Assessment and Implementation Plan. Responses to this Request for Proposals (RFP) will be accepted until Thursday, December 17, 2015, at 4:00 p.m. Proposals received after this date /time will not be considered. It is the responsibility of the proposer to ensure that any proposals submitted have sufficient time to be received by the City of Santa Ana prior to the proposal due date and time. All notifications, updates and addenda will be posted on the City's RFP Bid page at santa- ana.org /bids -rips. 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. Proposals shall be enclosed in a sealed envelope and marked clearly with following information, formatted as follows: "SEALED PROPOSAL FOR RFP NO. 15 -119; GIS Needs Assessment and Implementation Plan IN THE CITY OF SANTA ANA DO NOT OPEN WITH REGULAR MAIL." City of Santa Ana Attn.: Trevor Burgan Public Works Agency; 20 Civic Center Plaza; 4th Floor, Ross Annex Santa Ana, CA 92701 Proposals shall be MAILED, HAND DELIVERED, OR COURIERED. LATE, TELEGRAPHIC, ELECTRONIC OR FACSIMILE PROPOSALS WILL NOT BE CONSIDERED. City of Santa Ana RFP 15 -119 25i-6 (9) REQUEST FOR PROPOSALS FOR GIS NEEDS ASSESSMENT AND IMPLEMENTATION PLAN RFP NO. 15 -119 TABLE OF CONTENTS I. INTRODUCTION / DESCRIPTION OF WORK II. PROPOSAL TERMS AND CONDITIONS III. INSTRUCTIONS TO PROPOSERS A. CITY RESPONSIBILITIES B. PROPOSER RESPONSIBILITIES C. REQUEST FOR INFORMATION OR CLARIFICATION D. ADDENDA E. LICENSES & PERMITS F. INSURANCE G. PAYMENT INFORMATION PACKET H. PRE - PROPOSAL MEETING I. CITY RIGHT TO REJECT IV. SUBMITTAL REQUIREMENTS A. GENERAL B. PROPOSAL CONTENTS I. STATEMENT OF QUALIFICATIONS H. FEE PROPOSAL V. PROPOSAL REVIEW (CONSULTANT SELECTION) A. EVALUATION AND RATING B. SELECTION VI. AWARD OF AGREEMENT A. REQUEST FOR COUNCIL ACTION B. EXECUTION OF AGREEMENT VILPUBLIC RECORDS EXHIBIT A: SCOPE OF WORK EXHIBIT B: SAMPLE AGREEMENT City of (9) CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR GIS NEEDS ASSESSMENT AND IMPLEMENTATION PLAN RFP NO. 15 -119 INTRODUCTION / PROJECT DESCRIPTION The City of Santa Ana is seeking a consultant to develop a GIS needs assessment and implementation plan. A detailed Scope of Work is attached herein as Exhibit A. PROPOSAL TERMS AND CONDITIONS By submitting a Proposal in response to RFP No. 15 -119, the Proposer acknowledges that it has thoroughly examined and accepts the Terms and Conditions of this RFP as described below: A. Examination of RFP No. 15 -119: Proposer represents that it has thoroughly examined and become familiar with the services and responsibilities required under RFP No. 15 -119 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 the relation to this RFP are fully incorporated as part of RFP No. 15 -119. B. Execution of Agreement: The City and the selected Proposer will enter into an Agreement similar to that as shown on Exhibit B 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 select the next most qualified Proposer or call for new Proposals, whichever the City deems most appropriate. C. Proposal Validity: Services, pricing and warranties indicated in a respondent's Proposal must be valid for a period of 120 days after the submission of the Proposal. D. Pre - Contractual Expenses: Santa Ana shall not, in any event, be liable for any pre - contractual expenses incurred by Proposers in the preparation of its proposal. E. 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 - subconsultant basis. The City intends to contract with a single firm and not with multiple firms doing business as a joint venture. Should the use of subconsultants be offered, the Proposer shall provide the same assurances of competence for the subconsultant plus the demonstrated ability to manage and supervise the subcontracted work. Subconsultants shall not be allowed to further subcontract with others for work under the Agreement. The provisions of the Agreement shall apply to all subconsultants in the same manner as the Proposer. City of Santa Ana RFP 15 -119 2t;P8 A. CITY RESPONSIBILITIES The City will provide information in its possession relevant to preparation of required information in RFP. The City will provide only the staff assistance and documentation specifically referred to herein. B. PROPOSER RESPONSIBILITIES Point of Contact: The selected proposer will assume responsibility for all services in its proposal. The selected proposer shall identify a sole point of contact 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. Evidence of Financial Capacity: Proposer may be requested to submit its most recent audited financial statement, evidencing proposer's financial capacity to fully perform the required services, including provision of equipment and personnel expenses over a ninety (90) day period. If said financial statement does not reflect full ninety (90) day operational capacity, proposer may include a letter of credit as evidence of supplemental capacity. C. REQUEST FOR INFORMATION OR CLARIFICATION All questions or requested clarifications shall be made in writing via e-mail to the Project Manager (contact information as noted on the cover page to this RFP) no fewer than seven (7) calendar days prior to the Proposal Due Date. No verbal requests or responses will be accepted. Significant interpretations or clarifications will be addressed via addenda to this RFP, as indicated in Section II.D. D.ADDENDA Any changes in RFP from the date of release to amendment. Notification of such addendum or sa nta -a na.ora /bids -rfps. E. LICENSES & PERMITS date of submittal will result in an addendum or amendment shall be posted on City's website, The selected Proposer shall be required to obtain a City of Santa Ana Business license within ten (10) business days of selection and must provide a copy to the City Project Manager or designee prior to commencing any work in Santa Ana. Additionally, Proposer will be responsible for obtaining any licenses /permits required by the Scope of Work. F. INSURANCE The selected Proposer shall provide the required evidence of insurance coverage as set forth in the sample agreement within ten (10) business days after receipt of notice of award. G. PAYMENT INFORMATION PACKET The selected Proposer shall return a completed payment information packet within ten (10) business days after the successful Proposer has received notice that the agreement has been awarded. The packet is available on the City's website: santa- ana.oro /bids -rfps. City of Santa Ana RFP 15 -119 401 H. PRE - PROPOSAL MEETING A pre - proposal meeting has not been scheduled for this RFP. I. 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. 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. Subcontractors shall be the responsibility of the successful Proposer and the City shall assume no liability of such subcontractors. IV. SUBMITTAL REQUIREMENTS A. GENERAL I. Number of Copies and siqnature: Four (4) hard copies and one (1) digital file on USB Flash Drive (or equivalent) of your Statement of Qualifications shall be signed by a company official with the power to bind the company and submitted to the City of Santa Ana, per the "Notice Inviting Proposals ". One (1) copy of your Fee Proposal shall be submitted, as outlined below. Deadline: Proposals are due to the City of Santa Ana, at the date, time, and location set forth above in the Notice Inviting Proposals. B. PROPOSAL CONTENTS A responsive proposal shall contain the following documentation: I. STATEMENT OF QUALIFICATIONS The Statement of Qualifications shall be limited to a MAXIMUM of (10) DOUBLE -SIDED PAGES (excluding front and back covers, section dividers and attachments). Font size shall be minimum 11 -point arial. The Statement of Qualifications includes the following: 1. Cover Letter — Proposals shall include a letter signed by a principal or authorized representative who can make legally binding commitments for the entity. 2. Agreement Statement: Proposal shall include a statement outlining your concurrence or concerns with any and all provisions as contained in the sample agreement attached as Exhibit B. 3. Understanding Of Need: Proposal shall include an outline which demonstrates the firm's understanding of the Scope of Work. This outline should include anticipated approach, tasks necessary for successful completion, deliverables, and suggestions or special concerns that the City should be made aware of. Identify any assumptions and /or exclusions used in preparation of the Scope of Work and associated fee estimate. City of Santa Ana RFP 15 -119 26140 4. Firm and Team Experience: Proposal shall include a profile of the firm's experience. Include resumes of project team /sub- contractors who will be providing services, that outline their technical experience. At a minimum, this should include the project manager /principal agent, associates in charge when project manager /principal agent is unavailable, key personnel, firm size, and an organization chart identifying only those who will perform work for the proposed project and the percentage of each individual's time devoted to this project. 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 for an interview. 5. Relevant Project Experience: Proposal shall include a list of projects which your firm or personnel have completed within the last 5 years, including significant work with public agencies. Project information should include project description, year completed, client name, along with a person to contact and their telephone number. 6. Schedule: Proposal shall include a timeline to complete the project, based upon the Scope of Work as detailed in Exhibit A of this RFP and availability of skilled labor force 7. References: Proposal shall include a listing of relevant projects with references for three public entities for which Proposer has performed similar work within the past five (5) years IL FEE PROPOSAL: Proposer's fee proposal shall be submitted concurrently with the Statement of Qualifications, but in a separately sealed envelope, clearly labeled as "Fee Proposal." This shall include the firm's Standard Hourly Fee Schedule and /or a Project Fee Schedule where applicable and as outlined in the Scope of Work. If required by the funding source, the fee proposal will not be opened until the proposals have been evaluated by the proposal selection committee. The City will select the consultant based on qualifications, and then negotiate a contract price based on available funding. V. PROPOSAL REVIEW (CONSULTANT SELECTION) A. EVALUATION AND RATING The criteria for evaluating the proposals submitted will take the following items into consideration: • Firm /Team Experience 25% • Understanding of Need 25% • Relevant Project Experience 20% • References 15% • Schedule 15% The City has established a proposal review committee to evaluate proposers based on the response to the RFP, which includes adherence to outlined directions and format, and the City evaluation criteria set forth above. A final score will be calculated for each submitted proposal and used to rank the proposers. B. SELECTION The committee may interview the top ranking proposers. The City will recommend award of the agreement to the proposer who will provide the best quality and value to the City. City reserves the right to begin negotiations and enter into an agreement without interview or further discussions. VI. AWARD OF AGREEMENT A. REQUEST FOR COUNCIL ACTION Following evaluation and rating by the proposal review committee, the Project Manager will recommend award of an agreement to the proposer providing the best quality and value to the City. B. EXECUTION OF AGREEMENT A sample agreement is attached as Exhibit B. "Proposer" will hereinafter be referred to as "Consultant" in sample 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. VII. PUBLIC RECORDS All responses to the RFP shall become property of the City, and proposals will become public record after award of agreement. Proposer information identified as proprietary information shall be maintained confidential, to the extent allowed under the California Public Records Act. City of Santa Ana RFP 15 -119 25`lgl'2' EXHIBIT A SCOPE OF WORK CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR GIS NEEDS ASSESSMENT & IMPLEMENTATION PLAN RFP NO.: 15 -119 Introduction and Backaround: The City of Santa Ana is requesting proposals from experienced consulting firms to conduct a comprehensive Geographic Information System (GIS) Needs Assessment and a detailed Implementation Plan for the Public Works Agency. In order to ensure the highest quality of the Proposer's responses and to facilitate the fair and objective assessment of those responses, this document provides specific guidance to all of the Proposers regarding the City's strategic vision for its GIS, the scope and requirements for a GIS Needs Assessment, and the format and content requirements for vendor proposal submissions. Currently, the Public Works Agency (PWA) manages the GIS and PWA is the primary user and beneficiary of the system. While PWA manages a large amount of detailed information in the GIS, the system is not integrated into the daily workflows of the users and without the proper tools and procedures it is difficult to keep the GIS information up to date. Due to the lack of resources assigned to the GIS, some of the divisions within PWA have opted to develop and maintain their own GIS data, which has led to a mixture of installed software versions, data silos and inconsistent standards. The primary focus of this needs assessment and implementation plan will be on improving the GIS for the Public Works Agency. The goal of the GIS Needs Assessment and Implementation Plan will be to: Needs Assessment — Conduct an unbiased and objective review of the City's current GIS capabilities and resources. Identify the GIS data requirements, functionality and potential workflows of the individual divisions within the Public Works Agency. System Design - Provide recommendations for the appropriate hardware /software, staff skills and governance structures to support the workflows identified in the needs assessment and implementation plan. Implementation Plan - Develop a thorough implementation plan relevant to the findings of the needs assessment which details time and cost schedules necessary for the City to achieve the goals of the GIS. The ideal GIS for PWA would provide the following: • A single repository of all Public Works related GIS information, with maps and data accessible from an easy to use web interface that is available to all users with minimal instruction. • Workflows, tools and equipment designed to allow users to easily update information and provide a historical view of the maintenance performed on GIS features. A detailed spatial inventory of all city owned assets, for long -range planning and accounting. A high -level executive dashboard with data and reports pertaining to the maintenance of assets stored in the GIS. Overview of Existing System: Management and Funding: The GIS is currently managed and funded by PWA, but this may change as the city prepares to reorganize its Information Technology Division under a soon -to -be -hired Chief Technology Innovations Officer. GIS Staffing: The city currently employs one full time GIS Administrator. This position is responsible for the maintenance and development of the GIS and is also responsible for computer system administration for the Public Works Agency and the Planning and Building Agency (servers, desktops, laptops printers, etc.). The city is currently in the process of reorganizing the Information Technology division and the future responsibilities of the GIS Administrator position have not been determined. GIS Software: The system is based on the ESRI ArcGIS platform, version 10.3.1. PWA currently manages the following software licenses for the GIS: • ArcGIS for Server Enterprise Standard: 2 licenses • ArcGIS Portal — Included with server • Microsoft SQL Server 2012 • ArcGIS for Desktop Advanced: 9 concurrent licenses. • ArcGIS for Desktop Basic: 15 concurrent licenses, 5 node - locked • Desktop Extensions: • Network Analyst — 2 • Spatial Analyst — 1 • Data Interoperability — 1 • ArcGIS Online Level 1 Plan • htto:/ /santa- ana.mai)s.arcciis.com /home /index.htmi • htto:// ooendata .santa- ana.oDendata.arcgis.com/ • ESRI Community Analyst Level 1 Plan (primarily used by Community Development Agency) The city also uses the "GovClarity" hosted GIS web service from Digital Map Products. This application is available to all city employees and provides parcel ownership information, notification buffer reports, basic markup and measurement tools and access to licensed aerial photography. GovClarity is also linked to an internal Laserfiche electronic document management system and allows users to spatially search for scanned engineering drawings. GIS Hardware: The ArcGIS Server software and SQL server database currently reside on one physical server that is not virtualized. City of Santa Ana R�FP 15 -119 26ig 1 g Current server specifications: Dell R710 - Windows Server 2008 R2 2 — Intel Xeon CPU — E5620 @ 2.4 GHz 24 GB RAM 1.3 TB Storage in RAID 5 Current PWA desktop specifications: Dell Optiplex 790/7010 — Windows 7 Enterprise Intel Core i7 -2600 CPU @ 3.4 GHz 8 GB RAM 500 GB Storage Microsoft Office 2010 Professional GIS Data: The following GIS data is licensed in a contract with Digital Map Products. This contract is in place until mid -2017. • Orange County surveyor land base data (parcel lot lines, city owned right -of -way, street centerlines, etc.). • Color Aerial Orthophotography at 3" resolution (two -year update cycle). • Parcel ownership data derived from the Orange County Assessor's Office tax rolls. This data is maintained by Black Knight Financial Services and is updated quarterly with property sale information. The city maintains many additional GIS layers for various projects: • City owned / maintained medians and landscaped areas • City owned street lights • Pavement management centerline feature class linked to PAVER software. • Catch basins and assorted NPDES related features • Various administrative boundaries (council wards, neighborhoods, etc.) • Parking Meters • Water services features (mains, valves, hydrants, etc.) — Separate GIS • Traffic control devices — Separate GIS • Planning features (zoning, general plan, etc.) • Various points of interest (parks, schools, police /fire stations, etc.) • Various cartographic layers (street annotation in various scales) • Etc. Description of Work: Needs Assessment Objective /description: • Inventory and review the existing GIS operations in PWA. • Identify potential new GIS applications and resources, e.g., hardware, software, data, and staff. • Conduct a needs assessment for data and functionality in the divisions listed below. • PWA - Administration Division City of Santa Ana RFP 15 -119 2SIA 5 • PWA - Engineering Divisions • Traffic Engineering Section • Design Engineering Section • Construction Engineering Section • Transportation and Development Engineering Section • PWA — Water Resources Division • PWA — Maintenance Services Division • Develop GIS workflows based on the needs identified for each division. Deliverable: A detailed report to include findings dealing with potential applications, necessary data, required resources and identified workflows. Provide for one review and edit cycle of the document with the city GIS project team. System Design Objective /description: to provide a general framework for structuring GIS within the organization. The conceptual system design should address the following: • Software recommendations • Physical system configuration (computers, network requirements, etc.) • Staff skills and training requirements • Governance structures • Conceptual database design based on the ESRI Local Government Information Model and relevant to the applications identified and master data list generated during the needs assessment phase. Deliverable: A detailed system design document. Provide for one review and edit cycle of the document with the city GIS project team. Implementation Plan Objective /description: to provide a detailed description of how to begin implementing GIS within the organization. • Detail the discrete steps to implement the workflows identified in the needs assessment with task dependencies and critical decision points. Include the steps required to implement the migration of GIS data into the database design identified in the system design phase. • Separate the implementation of the identified workflows into discrete phases to allow for adaptable funding over multiple years. • Provide estimated costs to implement the phases of the plan, including costs for data upgrade / acquisition, additional software licensing and maintenance and possible hardware costs. Plans for near -term projects should provide significant implementation details, with more general information provided for steps to be undertaken over the longer -term. Specifics should address applications to be developed as well as estimated costs and required resources (particularly for City of Santa Ana RFP 15 -119 2 611e 8 shorter -term implementations). Deliverable: A detailed implementation plan document. Provide for one review and edit cycle of the document with the city GIS project team. Final Presentation Objective /description: to present an overall view of the project findings and recommendations to an audience. This is essentially an executive summary with an opportunity for a question and answer session. Deliverables: • Presentation, generally utilizing electronic visuals to enhance understanding of the information presented. The presentation should be approximately 1 hour long, but not exceed 1.5 hours. • Twenty (20) full -color copies of an executive summary of the presentation, to share with people unable to attend the presentation. Include Project Tasks, Deliverables /Summary of Products, Schedule, etc. Delivery of Final Documents Objective /description: deliver the final documents of the needs assessment, system design and implementation plan in hard copy and digital format. Deliverables: • Deliver three (3) hard copies of each document, printed in full color and bound with a protective cover. • Deliver one copy of each document in Microsoft Word 2010/2013 format on a USB flash drive and archival quality DVD. City of Santa Ana RFP 15 -119 25147 EXHIBIT B SAMPLE AGREEMENT CONSULTANT AGREEMENT THIS AGREEMENT is made and entered into this day of , 201_ by and between ' a sole ownership entity, (hereinafter "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 (hereinafter "City "). RECITALS A. The City desires to retain a consultant having special skill and knowledge in the field of B. Consultant represents that Consultant is able and willing to provide such services to the City. 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: SCOPE OF SERVICES Consultant shall perform those services as set forth in Exhibit A to this Agreement. 2. COMPENSATION City agrees to pay, and Consultant agrees to accept as total payment for its services, the rates and charges identified in Exhibit B. The total sum to be expended under this Agreement shall not exceed $ during the term of this Agreement. b. Payment by City shall be made within forty -five (45) 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 reasonably be expected by City. 3. TERM This Agreement shall commence on the date first written above and terminate on 2015, unless terminated earlier in accordance with Section 15, below. The term of this Agreement may be extended upon a writing executed by the City Manager and the City Attorney. 4. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor 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 City of Santa Anaal¢R�FP 15 -119 2 61g e 1 O 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. 5. 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. 6. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: Commercial General Liability Insurance. Consultant shall maintain commercial general liability insurance naming the City, its officers, employees, agents, volunteers and representatives as additional insured(s) and shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Consultant's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence, with $2,000,000 in the aggregate. Consultant shall supply City with a fully executed additional insured endorsement in substantially the form attached hereto as Exhibit C upon execution of this Agreement and shall be approved in form by the City Attorney. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non -owned automobiles. C. Worker's Compensation Insurance. In accordance with the provisions of Section 3700 of the Labor Code, Consultant, if Consultant has any employees, is required to be insured against liability for worker's compensation or to undertake self- insurance. Prior to commencing the performance of the work under this Agreement, Consultant agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. If Consultant is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim with $2,000,000 in the aggregate. City of Santa Ana RFP 15 -119 251=T9 The following requirements apply to the insurance to be provided by Consultant pursuant to this section: (i) Consultant shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. (ii) Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved by the City. (iii) Certificates and policies shall state that the policies shall not be canceled or reduced in coverage or changed in any other material aspect without thirty (30) days prior written notice to the City. If Consultant fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such termination shall not affect Consultant's right to be paid for its time and materials expended prior to notification of termination. Consultant waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. 7. INDEMNIFICATION Consultant agrees to and shall indemnify and hold harmless the City, its officers, agents, employees, consultants, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the direct or indirect operations of the Consultant or its contractors, subcontractors, agents, employees, or other persons acting on their 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 is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, 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 arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. 8. 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. 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 Agreement and any services, expenditures, and disbursements charged to the City City of Santa Ana RFP 15 -119 2 6ig26 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 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. 11. 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. 12. 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— Fred Mousavipour City of Santa Ana 20 Civic Center Plaza (M -21) P.O. Box 1988 Santa Ana, California 92702 City of Santa Ana RFP 15 -119 2V3Ie. 21 City Attorney City of Santa Ana 20 Civic Center Plaza (M -29) P.O. Box 1988 Santa Ana, California 92702 Fax 714- 647 -6515 To Consultant: A party may change its address by giving notice in writing to the other party. Thereafter, 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. 13. 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 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 are not embodied herein. 14. 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 consultants retained by City. 15. 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 City of Santa Ana SR�FP 15 -119 2.71 —LL to the City all work product 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. 16. DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 17. 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 arise out of, in connection with or by reason of this Agreement. 18. 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. 19. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature hereinbelow 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. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: MARIA D. HUIZAR Clerk of the Council CITY OF SANTA ANA DAVID CAVAZOS City Manager City of Santa Ana RFP 15 -119 2%-23 APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By: Name of Attorney City Attorney RECOMMENDED FOR APPROVAL: CONSULTANT (NAME) Executive Director — (Agency) (Title) Tax ID# City of Santa Ana RFP 15 -119 26T*4 EXHIBIT A SCOPE OF SERVICES EXHIBIT B FEE SCHEDULE (OR) RATES AND CHARGES City of Santa Ana RFP 15 -119 215 EXHIBIT C ADDITIONAL INSURED ENDORSEMENT FOR COMMERCIAL GENERAL LIABILITY POLICY Insurance Company This endorsement modifies such insurance as is afforded by the provisions of Policy # relating to the following: 1. The City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92701; its officers, employees, agents, volunteers and representatives are named as additional insureds ( "additional insureds ") with regard to liability and defense of suits arising from the operations and uses performed by or on behalf of the named insured. 2. With respect to claims arising out of the operations and uses performed by or on behalf of the named insured, such insurance as is afforded by this policy is primary and is not additional to or contributing with any other insurance carried by or for the benefit of the additional insureds. 3. This insurance applies separately to each insured against whom claim is made or suit is brought except with respect to the company's limits of liability. The inclusion of any person or organization as an insured shall not affect any right which such person or organization would have as a claimant if not so included. 4. With respect to the additional insureds, this insurance shall not be cancelled, or materially reduced in coverage or limits except after thirty (30) days written notice has been given to the City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92701. (Completion of the following, including countersignature, is required to make this endorsement effective.) Effective Policy #- Issued to this endorsement form as a part of Named Insured Countersigned by Authorized Representative City of Santa Ana RFP 15 -119 26 It REQUEST FOR PROPOSALS (RFP) FOR ASSET MANAGEMENT NEEDS ASSESSMENT AND IMPLEMENTATION PLAN RFP NO.: 16 -013 CITY OF SANTA ANA Santa Ana Public Works Agency 20 Civic Center Plaza Santa Ana, CA 92701 Trevor Burgan GIS Administrator (714) 647 -5657 Office tburgan(y),santa- ana.org KEY RFP DATES (Subject to change at discretion of City): Issue Date: Deadline for Requests for Information: Pre - Proposal Meeting: Proposal Due Date: Presentation/Interviews: Projected Award Date: Thursday, January 28, 2016 Friday, February 5, 2016 There is no scheduled meeting. Thursday February 11, 2016; 4:00pm. Thursday February 25, 2016 March 22, 2016 City of Exhibit 2 16 -013 Fred Mousavipour Executive Director Public Works Agency NOTICE INVITING PROPOSALS NOTICE IS HEREBY GIVEN that proposals will be received from qualified firms for the ASSET MANAGEMENT NEEDS ASSESSMENT & IMPLEMENTATION PLAN Project. Responses to this Request for Proposals (REP) will be accepted until Thursday February 11, 2016 at 4:00 p.m. Proposals received after this date /time will not be considered. It is the responsibility of the proposer to ensure that any proposals submitted have sufficient time to be received by the City of Santa Ana prior to this proposal due date and time. Proposals shall be enclosed in a sealed envelope and marked clearly with following information, formatted as follows: "SEALED PROPOSAL FOR RFP NO. 16 -013 ASSET MANAGEMENT NEEDS ASSESSMENT & IMPLEMENTATION PLAN IN THE CITY OF SANTA ANA DO NOT OPEN WITH REGULAR MAIL." City of Santa Ana Attn.: Trevor Burgan Public Works Agency; 20 Civic Center Plaza; 4th Floor, Ross Annex Santa Ana, CA 92701 Proposals shall be MAILED, HAND DELIVERED, OR COURIERED. LATE, TELEGRAPHIC, ELECTRONIC OR FACSIMILE PROPOSALS WILL NOT BE CONSIDERED. All notifications, updates and addenda will be posted on the City's RFP Bid page at www.santa- ana.org /bids- rfps. 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. City of Santa Ana RFP 16 -013 2OF;Z6 C CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR ASSET MANAGEME NT NEEDS ASSESSMENT & IMPLEMENTATION PLAN RFP NO.: 16 -013 TABLE OF CONTENTS INTRODUCTION / DESCRIPTION OF WORK II. PROPOSAL TERMS AND CONDITIONS III. INSTRUCTIONS TO PROPOSERS A. CITY RESPONSIBILITIES B. PROPOSER RESPONSIBILITIES C. REQUEST FOR INFORMATION OR CLARIFICATION D. ADDENDA E. LICENSES & PERMITS F. INSURANCE G. PAYMENT INFORMATION PACKET H. PRE- PROPOSAL MEETING I. CITY RIGHT TO REJECT J. PROTESTS IV. SUBMITTAL REQUIREMENTS A. GENERAL B. PROPOSAL CONTENTS 1. STATEMENT OF QUALIFICATIONS 2. SCOPE OF SERVICES & SCHEDULE 3. FEE PROPOSAL 4. CERTIFICATIONS (not required) V. PROPOSAL REVIEW (CONSULTANT SELECTION) A. EVALUATION AND RATING B. SELECTION VI. AWARD OF AGREEMENT A. REQUEST FOR COUNCIL ACTION B. EXECUTION OF AGREEMENT VH. IMPLEMENTATION A. KICK -OFF MEETING B. NOTICE TO PROCEED VIII. PUBLIC RECORDS IX. APPENDIX ATTACHMENT 1: SCOPE OF WORK ATTACHMENT 2: STANDARD AGREEMENT ATTACHMENT 3: CERTIFICATIONS ATTACHMENT 4: ADDITIONAL PROVISIONS City of Santa Ana RFP 16 -013 23129 (9) CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR ASSET MANAGEMENT NEEDS ASSESSMENT & IMPLEMENTATION PLAN RFP NO.: 16 -013 I. INTRODUCTION / DESCRIPTION OF WORK Nature of Work: The City of Santa Ana is seeking a consultant to develop an asset management needs assessment and implementation plan. A detailed Scope of Work is included in the Appendix of this RFP as Attachment 1. Number of Proposals and Signature: Four (4) hard copies and one (1) digital file on labeled USB Flash Drive (or equivalent) of your proposal shall be signed by a company official with the power to bind the company and submitted to the City of Santa Ana. One (1) copy of your Fee Proposal shall be submitted. Proposal Evaluation and Rating: The criteria for evaluating the proposals submitted will take the following items into consideration: • Firm/Team Experience 25% • Understanding of Need 25% • Relevant Project Experience 20% • Schedule 15% • References 15% The City has established a proposal review committee to evaluate proposers based on the response to the RFP, which includes adherence to outlined directions and format, and the City evaluation criteria set forth above. A final score will be calculated for each submitted proposal and used to rank the proposers. II. PROPOSAL TERMS AND CONDITIONS By submitting a Proposal, the Proposer acknowledges that it has thoroughly examined and accepts the Terms and Conditions of this RFP as described below: A. EXAMINATION: Proposer represent 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 the relation to this RFP are fully incorporated. B. EXECUTION OF AGREEMENT: The City and the selected Proposer will enter into an Agreement similar to that as shown in Attachment 2, in the Appendix 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 select the next most qualified Proposer or call for new Proposals, whichever the City deems most appropriate. City of Santa Ana RFP 16 -013 25i93`b III. C. PROPOSAL VALIDITY: Services, pricing and warranties indicated in a respondent's Proposal must be valid for a period of 120 days after the submission of the Proposal. D. PRE - CONTRACTUAL EXPENSES: Santa Ana shall not, in any event, be liable for any pre - contractual expenses incurred by Proposers in the preparation of its proposal. E. 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- subconsultant basis. The City intends to contract with a single firm and not with multiple firms doing business as a joint venture. Should the use of subconsultants be offered, the Proposer shall provide the same assurances of competence for the subconsultant plus the demonstrated ability to manage and supervise the subcontracted work. Subconsultants shall not be allowed to further subcontract with others for work under the Agreement. The provisions of the Agreement shall apply to all subconsultants in the same manner as the Proposer. A. CITY RESPONSIBILITIES The City will provide information in its possession relevant to preparation of required information in RFP. The City will provide only the staff assistance and documentation specifically referred to herein. B. PROPOSER RESPONSIBILITIES Point of Contact: The selected proposer will assume responsibility for all services in its proposal. The selected proposer shall identify a sole point of contact 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. Evidence of Financial Capacity: Proposer may be requested to submit its most recent audited financial statement, evidencing proposer's financial capacity to fully perform the required services, including provision of equipment and personnel expenses over a ninety (90) day period. If said financial statement does not reflect full ninety (90) day operational capacity, proposer may include a letter of credit as evidence of supplemental capacity. C. REQUEST FOR INFORMATION OR CLARIFICATION All questions or requested clarifications shall be made in writing via e -mail to the Project Manager (contact information as noted on the cover page to this RFP) by or before the "Deadline for Requests for Information" date noted on the cover page of this RFP. No verbal requests or responses will be accepted. Significant interpretations or clarifications will be addressed via addenda to this RFP, as indicated in Section IILD. D. ADDENDA 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 website, www.santa- ana.org/bids -rfps E. LICENSES & PERMITS The selected Proposer shall be required to obtain a City of Santa Ana Business license within ten (10) business days of selection and must provide a copy to the City Project Manager or designee prior to commencing any work in Santa Ana. Additionally, Proposer will be responsible for obtaining any licenses /permits required by the Scope of Work. F. INSURANCE The selected Proposer shall provide the required evidence of insurance coverage as set forth in the standard agreement within ten (10) business days after receipt of notice of award. G. PAYMENT INFORMATION PACKET The selected Proposer shall return a completed payment information packet within ten (10) business days after the successful Proposer has received notice that the agreement has been awarded. The packet is available on the City's website: www.santa- ana.org /bids -rfps H. PRE- PROPOSAL MEETING Not Applicable I. 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. 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. Subcontractors shall be the responsibility of the successful Proposer and the City shall assume no liability of such subcontractors. J. PROTESTS Proposers with concerns or rebuttal of any staff determination of non - responsiveness or non- responsibility may submit, in writing within five (5) business days, to the Project Manager, any concerns regarding the RFP process or staff determination. Such writing shall be considered by the City Manager or his designated representative, and may be acted upon within five (5) business days. If no action is taken within such time, there shall be no change to the staff determination. The exercise by Proposer of its right to submit written concerns shall be a condition precedent to seeking judicial review of any award of a contract hereunder. City of Santa Ana RFP 16 -013 2 �gJL IV. SUBMITTAL REQUIREMENTS A. GENERAL Number of Copies and signature: Four (4) hard copies and one (1) digital file on labeled USB Flash Drive (or equivalent) of the proposal shall be signed by a company official with the power to bind the company and submitted to the City of Santa Ana. One (1) copy of your Fee Proposal shall be submitted. 2. Deadline: Proposals are due to the City of Santa Ana, at the date, time, and location set forth above in the Notice Inviting Proposals. B. PROPOSAL CONTENTS A responsive proposal shall contain the following documentation: 1. STATEMENT OF QUALIFICATIONS The Statement of Qualifications shall be limited to a MAXIMUM of (10) DOUBLE -SIDED PAGES (excluding front and back covers, section dividers and attachments such as resumes or forms). Font size shall be minimum 11 -point Arial. Proposal exhibits shall be maximum 11" x 17 ". The Statement of Qualifications includes 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. b. Agreement Statement: Proposal shall include a statement outlining your concurrence or concerns with any and all provisions as contained in the standard agreement attached as Attachment 2, in the Appendix of this RFP. c. Firm and Team Experience: Proposal shall include a profile of the firm's experience. Include resumes of project team/sub- contractors that outline their technical and design experience. At a minimum, this should include the project manager /principal agent, associates in charge when project manager /principal agent is unavailable, key personnel, firm size, and an organization chart identifying only those who will perform work for the proposed project and the percentage of each individual's time devoted to this project. The project manager /principal agent shall be the primary contact person to represent your firm. d. Understanding of Need: Proposal shall include an outline which demonstrates the firm's understanding of the scope of work. This outline should include anticipated approach, tasks necessary for successful completion, and suggestions or special concerns that the City should be made aware of. e. Relevant Project Experience: Proposal shall include a list of projects which your firm or personnel have completed within the last 5 years, including significant work with public agencies. Project information should include project description, year completed, client name, along with a person to contact and their telephone number. f. Schedule: Proposal shall include a detailed schedule, with a written statement which provides information on current workload and how this project would be accommodated. g. References: Proposal shall include a listing of relevant projects with references for three public entities for which Proposer has performed similar work within the past five (5) years 2. SCOPE OF SERVICES & SCHEDULE Proposal shall include a Scope of Services and Schedule which details the work phases to be completed, the tasks to be accomplished, the deliverables to be provided, and the schedule / timeline to complete the project, based upon the requested Scope of Work, detailed in Attachment 1, which is included in the Appendix of this RFP. 3. FEE PROPOSAL: Proposer's fee proposal shall be submitted concurrently with the technical proposal, but in a separately sealed envelope, clearly labeled as "Fee Proposal." This shall include the firm's Standard Hourly Fee Schedule, and /or a Project Fee Schedule where applicable and as outlined in the Scope of Work. If required by the funding source, the fee proposal will not be opened until the proposals have been evaluated by the proposal selection committee. The City will select the consultant based on qualifications, and then negotiate a contract price based on available funding. 4. CERTIFICATIONS: - Not Applicable V. PROPOSAL REVIEW (CONSULTANT SELECTION) A. EVALUATION AND RATING Refer to Section I, General. B. SELECTION The committee may interview the top ranking proposers. The City will recommend award of the agreement to the proposer who will provide the best quality and value to the City. City reserves the right to begin negotiations and enter into an agreement without interview or further discussions. VI. AWARD OF AGREEMENT A. REQUEST FOR COUNCIL ACTION Following evaluation and rating by the proposal review committee, the Executive Director will recommend award of an agreement to the proposer providing the best quality and value to the City. B. EXECUTION OF AGREEMENT A standard agreement is included as Attachment 2, in the Appendix of this RFP. "Proposer" will hereinafter be referred to as "Consultant" in standard agreement. The term of the agreement will City of Santa Ana RFP 16 -013 25T-14 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. VII. IMPLEMENTATION A. KICK -OFF MEETING Should a kick -off meeting be necessary, it will be held after award of contract. Consultant and its team will meet with City of Santa Ana staff to conduct introductions, discuss scope of services, and implementation process. B. NOTICE TO PROCEED A formal Notice to Proceed (NTP) may be issued after the agreement is fully executed, and all insurance documents and contents of the Payment Information Packet have been received and approved. VIII. PUBLIC RECORDS All responses to the RFP shall become property of the City, and proposals will become public record after award of agreement. Proposer information identified as proprietary information shall be maintained confidential, to the extent allowed under the California Public Records Act. City of Santa Ana RFP 16 -013 251=35 Appendix ATTACHMENT 1 SCOPE OF WORK CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR ASSET MANAGEMENT NEEDS ASSESSMENT & IMPLEMENTATION PLAN RFP NO.: 16 -013 Introduction and Background: The City of Santa Ana is requesting proposals from experienced consulting firms to conduct a comprehensive Enterprise Asset Management System (EAMS) Needs Assessment and a detailed Implementation Plan. In an effort to maintain an unbiased process, proposals will only be accepted from consulting firms where the primary source of revenue does not come from the sales and support of commercial EAMS software products. In order to ensure the highest quality of the Proposer's responses and to facilitate the fair and objective assessment of those responses, this document provides specific guidance to all of the Proposers regarding the City's strategic vision for its EAMS, the scope and requirements for a EAMS Needs Assessment, and the format and content requirements for vendor proposal submissions. In order to align with the goals of the City's overall strategic plan, the City would like to develop a complete inventory of all assets to determine the scope of improvements needed to sustain the City's current infrastructure investment. Currently, the City of Santa Ana does not have an Enterprise Asset Management System. This has led to a mixture of software solutions, data silos, and inconsistent data collection standards across the City's various agencies. The City's assets are potentially spread across ten agencies, which are as follows: Parks and Recreation, Personnel Services, Planning and Building, Community Development, Police Department, Finance and Management Services, City Attorney, City Manager, Clerk of the Council, and Public Works. The Public Works Agency (PWA) is spearheading this project and seeks to evaluate two (2) proposal options. • Option l: A comprehensive EAMS Needs Assessment and Implementation. Plan exclusively focused on the assets of the Public Works Agency, which will include detailed estimated costs. • Option 2: A comprehensive EAMS Needs Assessment that examines ALL of the agencies of the City. The Implementation Plan for this proposal option shall present a phased approach that begins with PWA and then expands to include the remaining City agencies. The estimated costs of implementation should be clearly detailed in phases, and PWA should be identified as Phase I. The aim of the two separate proposals is to provide the City and PWA with options for selecting the best method for the ultimate procurement of a comprehensive EAMS that will enhance and support the City's ability to collect, analyze and disseminate information regarding its assets. The goal of the EAMS Needs Assessment and Implementation Plan are as follows: Needs Assessment — Conduct an unbiased and objective review of the City's /PWA's current asset inventory capabilities and properly define all "assets," based on industry best practices. Identify inventory data collection, functionality and potential workflows of the agencies, individual divisions, and sections. Stricture and analyze the collected information, in order to provide a recommendation for the procurement of an EAMS that specifically fits the needs of the City /PWA. City of Santa Ana RFP 261glt System Design — Based on the findings of the comprehensive Needs Assessment, the system design recommendation should focus on appropriate hardware /software, staffing levels appropriate for the management of the EAMS, required training for new and existing staff, and governance structures to support workflows. The system design should also incorporate industry best practices on Asset Management. Implementation Plan - Develop a thorough implementation plan relevant to the findings of the needs assessment, which details EAMS software /hardware requirements, possible vendors, and time and cost schedules necessary for the City /PWA to achieve the goals of the EAMS. The ideal EAMS for the City/PWA would provide the following: • A single repository of all City /PWA related asset information, with data, maps and information accessible from an easy -to -use web interface that is available to all City employees. The EAMS would be tightly integrated with the City's GIS and would allow for spatial, temporal and attribute based queries. • Workflows, tools, and equipment designed to allow City employees to easily update asset information as they perform their regular duties. • A detailed inventory of all City -owned assets, their values and how they depreciate, for long -range planning and accounting requirements, including a historical view of the City's assets. • A high -level executive dashboard with data and reports pertaining to the maintenance and values of assets stored in the EAMS. Description of Work: The distinguishing characteristics between Proposal Options No. 1 and 2 are the following: Proposal No. 1 will provide a Needs Assessment and Implementation Plan exclusively for PWA, based on industry best practices pertaining to Asset Management. Proposal No. 2 will be a Citywid e Needs Assessment and Implementation Plan option. The needs assessment phase will be conducted across the City's ten (10) agencies. The implementation plan, however, will focus on PWA first and as a separate attachment, provide a plan for phasing implementation across the remaining agencies. PWA Needs Assessment Minimum requirements to include with Proposal Option No. 1 Objective /description: • Inventory and review the existing Asset Management operations for PWA, based on industry best practices. • Identify a master list of potential assets by type /category managed by PWA to be included in the EAMS. • Identify potential new EAMS applications and resources (e.g., hardware, software, data, and staft). • Conduct a PWA needs assessment for data and functionality in the divisions listed below. 1. PWA - Administration Division 2. PWA - Engineering Divisions • Traffic Engineering Section • Design Engineering Section City of Santa Ana} �RFP 16 -013 J7 • Construction Engineering Section • Transportation and Development Engineering Section 3. PWA — Water Resources Division 4. PWA— Maintenance Services Division • Develop EAMS workflows based on the needs identified for each division. Deliverable: A detailed report to include findings dealing with potential applications, necessary data, required resources, and identified workflows. Provide for one review - and -edit cycle of the document with the City EAMS Project Team. Citywide Needs Assessment Minimum requirements to include with Proposal Option Nos. 1 and 2 Objective /description: • Inventory and review the existing Asset Management operations in the City, based on industry best practices. • Identify a master list of all assets by type /category managed by the entire City to be included in the EAMS. • Identify potential new EAMS applications and resources, e.g., hardware, software, data, and staff. • Conduct a Citywide needs assessment for data and functionality in the departments listed below. 1. Parks and Recreation 2. Personnel Services 3. Planning and Building 4. Community Development 5. Police Department 6. Finance and Management Services 7. City Attorney 8. City Manager 9. Clerk of the Council 10. Public Works Agency • Develop EAMS workflows based on the needs identified for each department. Deliverable: A detailed report to include findings dealing with potential applications, necessary data, required resources and identified workflows. Provide for one review-and-edit cycle of the document with the City EAMS project team. System Design Minimum requirements to include with Proposal Option Nos. 1 and 2 Objective /description: To provide a general framework for structuring EAMS within the City /PWA. The conceptual system design should address the following: • Software recommendations • Physical system configuration (computers, servers, network requirements, etc.) • Staff skills and training requirements • Governance structures City of Santa Annaa RFP 16 -013 2 6 tg J8 • Conceptual database design based on EAMS industry best practices. Deliverable: A detailed system design document. Provide for one review and edit cycle of the document with the City EAMS project team. Implementation Plan Minimum requirement to include with Proposal Option Nos. 1 and 2 Objective /description: to provide a comprehensive approach for the procurement of an EAMS and a detailed description of how to begin implementing an EAMS Citywide /PWA. The Implementation Plan, based on the findings of the Needs Assessment, should include the following: • Evaluate and recommend vendors that provide EAMS software suitable for the City based on the finding in the Needs Assessment phase. • Assist in drafting an RFP for the procurement of an EAMS. • Provide guidance regarding special concerns for the procurement of an EAMS. • Provide an implementation plan for rolling out the EAMS Citywide, within PWA after the EAMS software has been procured. • Provide a plan for collecting and /or updating the inventories for all assets identified in the Needs Assessment phase. • Identify the discrete steps to implement the workflows identified in the needs assessment with task dependencies and critical decision points. Include the steps required to implement the migration of existing Asset Management data into the database design identified in the system design phase. • Separate the implementation of the identified workflows into discrete phases to allow for adaptable funding over multiple years. • Provide estimated costs to implement the phases of the plan, including costs for collecting and updating asset inventories and possible software /hardware acquisition costs. Plans for near -term projects should provide significant implementation details, with more general information provided for steps to be undertaken over the longer term. Specifics should address applications to be developed as well as estimated costs and required resources (particularly for shorter -term implementations). Deliverable: A detailed implementation plan document. Provide for one review - and -edit cycle of the document with the City EAMS Project Team. Final Presentation Objective /description: To present an overall view of the project findings and recommendations to an audience. This is essentially an executive summary with an opportunity for a question- and -answer session. City of Santa Ana RFP 16 -013 239 Deliverables: • Presentation, generally utilizing electronic visuals to enhance understanding of the information presented. The presentation should be approximately 1 hour long, but not exceed 1.5 hours. • Twenty (20) full -color copies of an executive summary of the presentation, to share with those unable to attend the presentation. Include Project Tasks, Deliverables /Summary of Products, Schedule, etc. Delivery of Final Documents Objective /description: Deliver the final documents of the needs assessment, system design, and implementation plan in hard copy and digital format. Deliverables: Deliver three (3) hard copies of each document, printed in full color and bound with a protective cover. Deliver one copy of each document in Microsoft Word 2010/2013 format on a USB flash drive and archival quality DVD. City of Santa Ana QR�FP 16 -013 28F.4, Appendix ATTACHMENT 2 STANDARD AGREEMENT CONSULTANT AGREEMENT CITY OF SANTA ANA THIS AGREEMENT is made and entered into this day of , 201 by and between ' a [insert type of business: sole ownership entity, LLP, etc.], (hereinafter "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 (hereinafter "City "). RECITALS A. The City desires to retain a consultant having special skill and knowledge in the field of B. Consultant represents that Consultant is able and willing to provide such services to the City. 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: SCOPE OF SERVICES Consultant shall perform those services as set forth in Exhibit A to this Agreement. 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services, the rates and charges identified in Exhibit B. The total sum to be expended under this Agreement shall not exceed $ during the term of this Agreement. b. Payment by City shall be made within # of days (XX) 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 and Scope of Work, which may reasonably be expected by City. 3. TERM This Agreement shall commence on the date first written above and terminate on , 201X, unless terminated earlier in accordance with Section 15, below. The term of this Agreement may be extended upon a writing executed by the City Manager and the City Attorney. City of Santa Ana RFP 16 -013 25141 4. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor 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. 5. 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 mediurn 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. 6. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Consultant shall maintain commercial general liability insurance naming the City, its officers, employees, agents, volunteers and representatives as additional insured(s) and shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Consultant's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence, with $2,000,000 in the aggregate. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non -owned automobiles. C. Worker's Compensation Insurance. In accordance with the provisions of Section 3700 of the Labor Code, Consultant, if Consultant has any employees, is required to be insured City of Santa Ana RFP 16 -013 2 61142 against liability for worker's compensation or to undertake self - insurance. Prior to commencing the performance of the work under this Agreement, Consultant agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. If Consultant is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim with $2,000,000 in the aggregate. e. The following requirements apply to the insurance to be provided by Consultant pursuant to this section: (i) Consultant shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. (ii) Certificates of insurance shall be fumished to the City upon execution of this Agreement and shall be approved by the City. (iii) Certificates and policies shall state that the policies shall not be cancelled or reduced in coverage or changed in any other material aspect, by consultant, without thirty (30) days prior written notice to the City. (iv) Consultant shall supply City with a fully executed additional insured endorsement. f If Consultant fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such termination shall not affect Consultant's right to be paid for its time and materials expended prior to notification of termination. Consultant waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. 7. INDEMNIFICATION Consultant agrees to and shall indemnify and hold harmless the City, its officers, agents, employees, consultants, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Consultant or its contractors, subcontractors, agents, employees, or other persons acting on their 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 is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, 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 City of Santa Ana RFP 16 -013 2-43 property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. 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. 8. 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. 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 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 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. 11. 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 in Certifications, Exhibit C, attached hereto and incorporated in this Agreement by reference. City of Santa Ana RFP 16 -013 2611044 12. 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: , Exec. Director XXXXX Agency City of Santa Ana 20 Civic Center Plaza (M -) P.O. Box 1988 Santa Ana, California 92702 Fax 714- 647 -XXXX To Consultant: , City Attorney City Attorney's Office City of Santa Ana 20 Civic Center Plaza (M -29) P.O. Box 1988 Santa Ana, California 92702 Fax 714- 647 -6515 A party may change its address by giving notice in writing to the other party. Thereafter, 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. 13. 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 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 City of Santa Ana RFP 16 -013 25t-45 otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein. 14. 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 consultants retained by City. 15. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of ternmation. 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 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. 16. DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations and as further specified in Certifications, Exhibit C, attached hereto and incorporated in this Agreement by reference. 17. 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 arise out of, in connection with or by reason of this Agreement. 18. 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 City of Santa Ana RFP 16 -013 2611848 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. 19. MISCELLANEOUS PROVISIONS a. Additional provisions, if any are identified as Additional Provisions, Exhibit D, attached hereto and incorporated into this Agreement by reference. 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. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: Maria D. Huizar Cleric of the Council APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By: Name of Attorney Assistant City Attorney RECOMMENDED FOR APPROVAL: Name Executive Director — (Agency) CITY OF SANTA ANA David Cavazos City Manager CONSULTANT: (name) (title) Tax ID# City of Santa Ana RFP 16 -013 251-47 EXHIBIT A SCOPE OF SERVICES (from Attachment 1 of RFP, and /or Consultant Proposal) EXHIBIT B FEE PROPOSAL, including hourly rates (from separately sealed envelope included with Consultant Proposal) EXHIBIT C CERTIFICATIONS (from Attachment 3 of RFP) EXHIBIT D ADDITIONAL PROVISIONS City of Santa Ana RFP 16 -013 2611248 APPENDIX ATTACHMENT 3 -1: NON- COLLUSION AFFIDAVIT CERTIFICATIONS CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR (PROJECT NO. & TITLE) NON - COLLUSION AFFIDAVIT (Title 23 United States Code Section 112 and Public Contract Code Section 7106) To the CITY OF SANTA ANA DEPARTMENT OF PUBLIC WORKS In accordance with Title 23 United States Code Section 112 and Public Contract Code 7106 the BIDDER declares that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham; that the BIDDER has not directly or indirectly induced or solicited any other BIDDER to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived or agreed with any BIDDER or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the BIDDER has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the BIDDER or any BIDDER, or to fix any overhead, profit, or cost element of the bid price, or of that of any other BIDDER, 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 bid are true; and, further, that the BIDDER has not, directly or indirectly, submitted his or her bid 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 bid. 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. BIDDERS are cautioned that making a false certification may subject the certifier to criminal prosecution. Signed State of California 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 APPENDIX City of Santa Ana RFP 16 -013 25149 ATTACHMENT 3 -2: NON - LOBBYING CERTIFICATION CERTIFICATIONS CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR (PROJECT NO. & TTTLE) The prospective participant certifies, by sighing and submitting this bid or proposal, to the best of his or her lmowledge and belief, that: I. 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 malting 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 any 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, loan or cooperative agreement, the undersigned shall complete and submit a "Disclosure of Lobbying Activities ". 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 maldng 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 sub recipients shall certify and disclose accordingly. Firm Signed and Printed Name: Title Date APPENDIX ATTACHMENT 3 -3: NON - DISCRIMINATION CERTIFICATION City of Santa Ana RFP 16 -013 2612-40 CERTIFICATIONS CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR (PROJECTNO. &TITLE) The undersigned consultant or corporate officer, during the performance of this contract, certifies as follows: 1. 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. The Consultant shall furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by riles, 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. 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 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 City of Santa Ana RFP 16 -013 231,51 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: APPENDIX ATTACHMENT 4: ADDITIONAL PROVISIONS City of Santa Ana RFP 16 -013 2611162 NO ADDITIONAL PROVISIONS REQUIRED City of Santa Ana RFP 16 -013 M-53 251 -54 CONSULTANT AGREEMENT THIS AGREEMENT is made and entered into this 5T1"1 clay of April 2016, by and between PSOMAS ( "Consultant ") and the CITY OF SANTA ANA, a charter city and municipal corporation organized and existing Murder the Constitution and laws of the State of California ("City"), RECITALS A. The City desires to retain a Consultant having special skill and knowledge to conduct a comprehensive Geographic Information System (GIS) Needs Assessment and hnpletnentation .Plan as well as an Enterprise Asset Management Needs Assessment and Implementation Plan for the Public Works Agency, B. Consultant represents that Consultant is able and willing to provide such services to the City, C. In undertaking the performance of this Agreerent, Consultant represents that it is knowledgeable in its tield'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 TIT REFORE, in consideration of the mutual and respective promises, and subj ect to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant shall perform those sotwicess as set firth in the Exhibit A and incorporated by reference to this Agreement. 2, COMPENSATION a. City agreos to pay, and Consultant agrees to aocept as total payment for its services the total slum of Two Hundred and One Thousand and Nine Hundred and Thirty Seven. Dollars ($201,937.00) at the rates and charges identified hi Exhibit '13 and incorporated by reference to this A.grecmetit. A contingency of ten percent, (1.0 %) shall be available, at the discretion of the Executive Director of Public Works, for services that are currently not anticipated, but may be required to complete the Project. Therefore, including the contingency, the, total sum to 'bc expended render (his Agreement shall not exceed Two Hundred and Twenty -Two Thousand and One Hundred and'Thirly One Dollars ($222,131.OD) during theterm offlus Agrocment, b. Paynxent'by City shall be made within forty-five clays (45) flays following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work that fails to meet the standards ofperfbrnranee net forth in the Recitals whicl�i may reasonably be expected by City, Exhibit 3 IZ51 °55 3. TERM The term of this Agreement shall commence on the date first written above and terminate on April 4, 2017, unless terirninated earlier in accordance with Section 15, below. 4. TNDLPI��NDE'NT CONTRACTOR Consultant shall, during the entire terra of this Agreement, be construed to be an independent contractor and not an employee of the City. Phis Agreement is not intended nor shalt it be con t ued to create an employer- employce relationship, a joint vorature relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant perfbrms 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 insurruuce and similar taxes relating to its cnuployeQs and shall be responsible for all applicable withholding taxes. 5. OWNPRSTTIP 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 docani rants or works of authorship fixed in any tangible mediums 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 requrnre all subcontractors to agree in writing that City is granted a non - exclusive and perpetual license fo r any Documents & Data the subcontractor prepares under this Agrenamnt. 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 linnited in -lily way in its use of the Documents & Data at any tine, provided that any such use not within the purposes intended by this Agreement shall he at City's sole risk. G. INSURANCE Prior to -undertaking performance of work under this Agreement, Consultant shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: a. Commercial General Liability lnsur uiee. Consultant shall maintain comrneroial general liability insurance which shall include, but not be limited to protection against claims arising frombodily and perssonal injury, including death resulting therefrom and damage to property, resulting fi-orn any tact or occurrence arising out of Consultant's negligent operations hi the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single lirnit coverage applying to bodily and personal injury, including (loath resulting therefrom, and property damage, in the total airoournt of $1,000,000 per oceurrcnec and $2,000,000 in the aggregate. Such'insurance ,ball (a) Pa e2of8 261 -56 name the City, its officers, employees, agents, volunteers and representatives as additional uasured(s); (b) be ,primary and not contributory with respect to insi rance or self-insurance programs maintained by the City; mid (c) contain standard separation of insured provisions. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage, for owned, hired Enid non -owned automobiles. c. Worker's Compensation Insurance. In accordance with California State law, Consultant, if Consultant has any employees, is required to be insured against liability fi r worker's compensation or to undertake self - insurance. Prior to conxunencing the performance of the work. under this Agreement, Consultant agrees to obtain and nnaintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. If Consultant is or employs a. licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less thann $1,000,000 per claim with $2,000,000 in the aggregate. e. The following requirements apply to the insurance to be provided by Consultant pursuant to this section: (i) Consultant shall maintain all insurance required above in Hill force and effect for the entire period covered by this Agreement. (ii) Certificates of insurance shall be furnished to the City upon execution of this Agreement find shall be approved in form by the City. (iii) Certificates and policies shall state that the policies shrill not be Canceled or reduced in coverage or changed in any other material aspect without thirty (30) days prior written notice to the City. (iv) Consultant shall supply City with fully executed additional insured endorsement. F. If Consultant fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required ,proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to terminate this Agreement. Such twirriation shall not affect Consultant's right to be paid for its time and nnaterials expended prior to notifications of terivination. Consultant waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. 7. INDEMNIFICATION Consultant agrees to and shall indemnify and bold harmless, the City, its officers, agents, employees, consultants, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims I� o for personal injury, including death, and claims for property darnage, which may arise from the negligent operations of the Consultant or its contractors, subcontractors, agents, employees, or other persons acting on their 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 is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for darnages, just compensation, restitution, judicial or equitable reliefs uf'fered, or alleged to have been suffered, by reason of the events rofsrred to in this Section or by reason of the terms of, or effects, arising from this Agrooment. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees mid costs for special counsel to be selected by fire City, 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 arises by reason of the terms of, or effects arising ftorn this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent ConsvItant's services are subject to Civil Code §2782.8, the above indemnity shall be linrited, to the extent required by Civil Code §2792.8, to claims that arise of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. 8. INTELLECTUAL PROPERTY TNDEIMMF' ICATION Consultant shall defend and indemnify the City, its officers, agents, representatives, aid oniploycos against any and all liability, including costs, for irifffi3goment of any United States' letters patent, trademark, or copyright it ffingornent, 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 Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of throc (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 document,; 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' vindri• this AgreemorrL 10. CON MDEPT)ITIALYPY If Consultant receive(] fi-orn the City information which due to tire nitre of such info•rnation 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 riot only written P8 4 of 8 91 1-58 information, but also information tnuisferred 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 and disclosed without tur 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, 1.1. CONFLICT OF INTEREST CLAUSE Consultant covenams that it presently has no interest and shall not have interests, direct or indirect, which would conflict, in any marmor with performance of services specified under this Agreement. 12, 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, sent by fax or other telegraphic communication in the manner provided in this Suction, to the following persons: To City: Clerk of the Council City of Santa Ana 20 Civic Center Plaza (M -30) Santa Ana, CA 92701 Fax 714 -647 -6956 With courtesy copies to: lzred Mouisavipour Execinive director Public Worlds Agency City of Santa Ana 20 Civic Center Plaza (M -36) P,O, Box 1988 Santa. Ana, CA 92702 Fax 714 -647 -5622 And City Attorney City of Santa Arra, 20 Civic Center Plaza (M -29) P.O. Box 1988 Santa Ana, CA 92702 Fax (714) 647 -6515 1ACO I °69 To Consultant: PSOMA:S 3 Hutton Centre Drive, Suite 200 Santa Ana, CA 92707 Office 714- 751 -7373 Fax 714-545 -5833 www.psomrs.com A party may change its address by giving notice in writing to the other party. Thereafter, any commuication shall be addressed and transmitted to the new address. If sent by mail, communication shalt 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 oil 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. A party may change its address by giving notice in writing to the other party. 'I hereafter, any communication shall be addressed and transmitted to the new address. 1'f sent by mail, communication shall be effective or deemed to have been given three (3) clays after it has been deposited in the United States mail, duty registered or certified, with postage prepaid, and addressed as set forth above. If sent by facsimile, communication shall be effective or deemed to have been given twenty -four (24) hours after the time set forth oil 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. 13. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant regarding the subject matter herein, 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 of this Agreement shall prevail and will serve to fully supersede existing Agreement. 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, that terns or conditions hereof, shall not bind or obligate Consultant nor the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any petty, or anyone acting on behalf of any parties which are not embodied herein. 14. 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 261- 60 written consent of the City and any such msigument, 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 consultants retained by City. 15. TEIZA41NATION This Agreement may be terminated by the City with thirty (30) (lays written notice of termination to the Consultant. a. As a condition of such payment, the City may require Consultant to deliver to the city all the work product completed as of sixh 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 that fails to meet the standard of performance specified in the Recitals of this Agreement. 16. NON DISCRIMINATION Consultant shall t'iot discriminate because ofrt.ioe, color, creed, rQlation, sex, marital ,status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related aoti vi ties or any activities 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. 17, JURISDICITON - 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 shalt 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 arise out of, in conneotioa with or by reason of this Agreement 18, PRO UTSSIONALLIGENSES Consultant shill, throughout, the form of this Agreement, maintain till necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of th.e services hereunder and required by the laws and regulations of the United. Sates, the State, of California, the City of Santa Ana snit all other governmental agencies. Consultant shall notify the City in-nuediately and in writing ofberinability to obtain or maintain such permits, licenses, approvals, waiver.,;, and exen.iptions. Said inability shalt be cause for termination of this AgrecinonL `2641 I9, MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature heroin 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 heroin and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. CITY OF SANTA ANA ATTEST: MARIA D. HUIZAR DAVID CAVAZOS Clerk or the Council City Manager APPROVED AS TO FORM: Sonia R. Carvalho City Attorney By: - I O'E SANDOVAL lie Assistant 'Int City Attorney RECOMMENDED FOR APPROVAL: CONSULTANT: FILED MOUSAV[POIJR PSOMA Executive Director Public Works Agency By: Tax ID# Page 8 of 9 251-62 •r PSOMAS r #i standards and specifications, as well as staffing capabilities and needs. The implementation plan will define GIS Initiative or "projects" that represent manageable work efforts to advance the GIS program. Each project will be defined with the following specifics: Project title and objective Scope of work Deliverables Sponsors and stakeholders Resource needs Planning budget Planning schedule The final implementation plan will prescribe fiscal projections for these GIS projects by defined phases and schedule to present a road map for successful and sustainable Project kickoff meeting implementation, maintenance, and management. Expected challenges for conducting the needs assessment and planning are most likely around project logistics of engaging each stakeholder group throughout each of the project tasks. Psomas' methodology will engage city participants at each step in the process and help Instill city ownership of the resulting strategic initiatives. This section defines Psomas' scope of services, project task plan, and deliverables. Although our overall task plan is consistent with the task guidance outlined in the RFP, the sequencing and grouping of tasks is somewhat different from the RFP guidance. Our structure will help the PWA stakeholders engage, understand, and agree incrementally to the planning building blocks of requirements definition, opportunity assessment, and plan development. Five key tasks produce the project deliverables: Si- weekly project managers review meeting / =y Weekly action lierngrevlw/ roasting ° Monthly status report ant[ Invoice Develop and administer needs assessment survoytworkshnet Needs Assessment Report summarizing tire existing interview PWA personnel Rased on lunctional groups enviimunant, needs, and gaps in applications, data, procaduresy workflows, and resources Review existing processes, databases, systems, workflows, and rimer documentation — inventory of PWA GIS operations Develop aggregate Needs Assessment. Report jit,lj tls,r<7 4t1t °Ir.hiillil.'; � _ Perform gap analysis in GIS data, worfflows, and applications Enterprise GIS strategic Initiatives memorandum defining major Define strategic initiatives strategies to address gaps, GIS vision and mission, governance structure, staffing and skills Define PWA GIS governance and manngemont stucture Develop conceptual database design System design document including software, I infrastructure, Define recommendations for sonware, physical system, and conceptual database design and system Integration design resources, and Operational management Develop PWA GIS system design document mt tij ,'1'fJ�'e fkrli:'�l i'nfrt,t r,ri,itiLh rti E;, Develop GIS woridiows and GIS project descriptions Develop implementation plan wild phasing schedule and budget Conduct final presentation Submit final deliverables package Implementation Plan to fulfill GIS vision and address documented gaps through discrete projects Budget, schedule, resource needs, and outcomes by project 251 -64 P 5 0 M A S LIJ I rlmjoc inihallml :iml momageme 1.1 Project initiation — Psomas will facilitate a project kickoff meeting with the PWA:s project team to review objectives and approach, document project success factors, and identify stakeholder groups to participate in the needs assessment interviews. Psomas will review and finalize the work plan, project management plan, quality control plan, acceptance criteria, and project communication plan. 1.2 Project management — Based on Psomas' project management manual and standard procedures, Psomas will perform the following project management activities: Conduct weekly progress and quality review meeting with Psomas internal team * Facilitate bi-weekly progress meeting with core project team * Maintain bi-weekly action Item worksheet Maintain project web portal and associated resources Maintain and update project work plan (schedule and budget with cost -to- complete estimate) Generate monthly project status report and invoice 1.3 Project closeout —Also based on Psomas' project management manual and standard procedures, Psomas will perform the following project closeout activities: Compile all project doliverables into transferrable formats Conduct final deliverables review presentation to appropriate project stakeholders Deliver three (3) hard copies of all project deliverables, in color, and bound with a protective cover Deliver one (1) copy of each document in Microsoft 2013 format on a USB flash drive and DVD Submit and sign final Acceptance Memorandum Conduct post - project review meeting with PWRs project team Deliverables: Kickoff meeting and rneeting notes (MS Word, PDF) 61-weekly project status meetings and action items list (MS Excel) Monthly written project status reports (MS Word, PDF) Final deliverables package (Idardcopy, MS Word) Task 2 - Hefds Assessmuni Psomas will use several methods to gather and review information from PWA participants that will be used In subsequent tasks. These information gathering techniques will Include: Review pertinent documentation including existing plans, standards, and guidelines for GIS management, operations, and maintenance activities Deploy pre-Interview Survey to gather necessary Information from PWA participants Facilitate functional group interview sessions Conduct GIS workflows definition, mapping, and engineering sessions * Perform email and phone follow-up communication to clarify interview information * Document and distribute aggregated needs assessment report 2.1 Research and review existing environment — Psomas will gather information and evaluate business and operational needs for each functional Division within the PWA. These include: Engineering, Water Resources, Maintenance Services, PWAs executive management, and other groups that Impact operations, such as Information Technology or advisory bodies. 2.2 Conduct pre-Interview survey — The needs assessment will begin with a request to each Division to participate in a pre - interview survey to document their core business areas, current operational activities, standards used, defined procedures, data ownership, technologies used, and unmet needs in performing their responsibilities. This easy- to-use survey provides an efficient means P S 0 M A S 251-65 of gathering PWA's information prior to the interviews, and preparing participants so that the interviews will be effective and focused. Survey participates may attach reference documents that elaborate on their services. 'rho PWA will assist in identification of survey participants. 13 Interview PWA personnel by Divisions — After survey responses have been completed, Psomas team will conduct Interviews with representatives from each Division. Interviews should include business managers and service specialists (field and office). Participants are requested to bring appropriate samples, documents, and other operational products. These Interviews will review Information gathered from the survey forms and information gathered from Psomas' review of documentation, discuss additional details about current business needs, operations, examine information sources, technologies used, and user perceived unmet needs. Through coordination with the PWA, Psomas will perform interviews during blocks of days for interviewing efficiency. Throughout the project, we will follow -up with project participants via phone and e -mail contact to clarify and elaborate on information provided. These interview sessions are scheduled to be two (2) hours In duration. 2.4 Conduct GIS workflow mapping and engineering sessions (As -is /Desired) — Based on the findings from the needs assessment interviews, Psomas will conduct GIS workflow mapping and engineering sessions with predefined participant groups to document as -is and desired GIS worldtows in GIS data management, maintenance, application usage, and governance processes. 2.5 Develop aggregate needs assessment report — Psomas will prepare aggregate GIS needs assessment report and distribute to the interview groups for review, comment, and approval. Psomas will update, modify, and finalize the report with comments received from each interview group. Deliverables Aggregate GIS Needs Assessment Report (MS Word, PDF) PWS GIS Inventory (MS Excel) hislt 3 -' ;1n tettit: HaiBtiiliil Psomas will develop a strategic initiatives framework to evaluate the alignment of PWA's GIS vision with strategic GIS needs identified in the needs assessment. This process will produce clear definition of specific GIS implementation projects to achieve the goats and objectives of the GIS strategic initiatives. 31 identify PWA's GIS Vision — Based on the needs assessment findings and guidance from the PWA management, Psomas will identify and confirm enterprise GIS vision for PWA. 3,2 Develop GIS Technology Strategy — Effective technology infrastructure is essential to efficient operations of the GIS program. Specific areas of focus for GIS technology recommendations include the following: Data — completeness, quality, currency Applications — effectiveness, sustainability, sponsorship /ownership Information integration and accessibility Mobile workforce — Providing field staff with Information and activity recording Cyber security — Risk areas and necessary security measures 3.3 Define GIS Strategic Initiatives - Psomas will develop a list of recommended GIS strategic initiative that will address the comprehensive needs for GIS, supporting technology, governance and logistics, and development anti /or integration of effective asset management program. Deliverables Enterprise GIS strategic initiatives memorandum The GIS technology infrastructure currently deployed at PWA is not sufficient to support enterprise -level GIS implementation. One of P S o M to S 251 -66 the key strategic Initiative will be to address this gap based on our assessment of the GIS hardware, systems, software, and data environment, aligned with the GIS technology strategy. 4.1 Develop conceptual database design — Psornas will develop a conceptual design of the GIS data repository based on the Esri Local Government Information Model (LGIM) that unifies existing GIS databases maintained by various data owners. 4.2 Develop GIS technology recommendations — Psornas will identify GIS technology recommendations to address the following categories: ., IT Infrastructure configuration GIS server requirements GIS asset management GIS data repository and maintenance policies 4.3 Develop GIS system design document — Psornas will compile the design and recommendations to produce a GIS system design document. Deliverables Conceptual database model (MS Vislo, PDF) GIS system design document (MS Word, PDF) raslt 'i lu'velon Inipir"111'efitaillin 11bill The implementation plan will Incorporate strategic Initiatives and expand on the plan to define Implementation projects, sequences, aggregate resource needs and costs by year, an implementation timeline, and plan execution management requirements. 51 Develop GIS workflows (Final) and GIS project definitions — Psomes will prepare implementation project definitions that address strategic initiatives requirements and goals. The project definition approach provides a method for plan Implementation that enables incremental results for each project, facilitates prioritization, and budgeting. Each project will be presented in a common format to simplify comparative review. Psornas will also finalize the GIS workflow diagrams to be included in the implementation plan. Contents of the project descriptions Include: Project title and objective Scope of work Deliverables * Sponsors and stakeholders * Resource needs Planning budget Planning schedule 5.2 Develop implementation plan document — Psomas will develop the final implementation plan that includes the following sections: * Executive summary — design for executive management audience * Project overview — purpose, audience, uses of the plan Needs assessment summary — key findings from the needs assessment phase Strategic GIS initiatives — list of recommended GIS initiative GIS system recommendation — summary of GIS technology and system recommendations Recommended Implementation projects — recommend GIS projects and Its definition Implementation road map — phase sequencing, implementation schedule, and fiscal projection Appendices -- include supporting documents, workflow diagrams, etc. 5.3 Facilitate final plan presentation — Psomas will present the final Implementation plan to key stakeholder groups. This workshop Is scheduled for one (1) hour. Deliverables Full color copies of the executive summary (20 hard copies, PDF) Final GIS workflow diagrams (MIS Visio, PDF) Submit project deliverable package as clef I ned in Task 1.3 Project Closeout PSOMAS 251-67 PSOMAS J '. �"_ !. i ii,_ This section defines Psomas' scope of services, project task plan, and deliverables. Our structure will help the City stakeholders engage, understand, and agree incrementally to the planning building blocks of needs assessment, system design and plan development. At the conclusion of this project, the City will have detailed information on its assets, planned workflows, expected resource needs, and an action plan for EAM implementation to support the selection of EAM software and proceed with implementation. The scope of service tasks listed below are consistent for a PWA only or a citywide scope (RFP OPTION 1 or OPTION 2). The breadth of effort is different and thus the costs and schedule are impacted even though the processes are the same. The following four (4) key tasks produce the project deliverables: SCOPE OF WORK SUMMARY Project Initiation Project Management Project Closeout Collect and Review Existing Asset Inventory Data and Related Documents Conduct Pre - Interview Survey Interview City /PWA Personnel Conduct Asset Management Workflow Mapping and Engineering Sessions Develop Aggregate Needs Assessment Report Kick -Off meeting and meeting notes (MS Word, PDF) Bi- weekly project status meetings and action items list (MS Excel) Monthly written project status reports (MS Word, PDF) Final deliverables package (Hardcopy, MS Word) Aggregate PWA Needs Assessment Report (MS Word, PDF) PWS asset inventory data (MS Excel) r Y {i NA * Develop Conceptual EAMS Database Design ,. Develop EAMS Technology recommendations - Conceptual database model (MS Visio, PDF) EAMS System Design Document (MS Word, PDF) Develop EAM System Design Document Define Enterprise Asset Management Full color copies of the Executive Summary Strategy (20 hardeopies, PDF) Develop implementation Project Definitions Submit project deliverable package as defined Develop Implementation Plan Document in Task 1.3 Project Closeout Facilitate Final Plan Presentation P S O M A S 251 -69 Task 1. Project Initiation and Management IA, Project Initiation — Psomas will facilitate a project kickoff meeting with the City's project team to review project objectives and approach, document project success factors, and identify stakeholder groups to participate in the needs assessment interviews. Psomas will review and finalize the work plan, project management plan, quality control plan, acceptance criteria, and project communication plan. Psomas assumes a project leadership team representing key stakeholders will be assembled to serve as the City's Project Management team engaged with Psomas in regular project management activities and to facilitate coordination of broader stakeholders throughout the project. 1.2. Project Management— Based on Psomas' project management manual and standard procedures, Psomas will perform the following project management activities: • Conduct weekly progress and quality review meetings with Psomas' internal team • Facilitate bi-weekly progress meetings with core project team • Maintain bi-weekly "action item" worksheet • Maintain ProjectWob portal and associated resources * Maintain and update project work plan (schedule and budget with cost-to- complete estimate) • Generate monthly project status report and invoice 1.3, Project Closeout —Also based on Psomas' project management manual and standard procedures, Psomas will perform the following Project Closeout activities: • Compile all project deliverables into transferrable formats • Conduct final deliverables review presentation to appropriate project stakeholders • Deliver three (3) hard copies of all project deliverables, in color, and bound with a protective cover • Deliver one (1) copy of each document in Microsoft 2013 format on a USB flash drive and DVD • Submit and sign final Acceptance Memorandum • Conduct post-project review meeting with City's project team Deliverables Kickoff meeting and meeting notes (MS Word, PDF) Bi-weekly project status meetings and action items list (MS Excel) Monthly written project status reports (MS Word, PDF) Final deliverables package (Hardcopy, MS Word) Task 2. Needs Assessment Psomas will use several methods to gather and review Information from City/PWA participants that will be used in subsequent tasks, These Information gathering techniques will Include: Review pertinent documentation including existing plans, standards, and guidelines for asset management, maintenance operations, asset data inventory and related management Deploy pre-Interview survey to gather necessary information from City/PWA participants Facilitate functional group interview sessions Conduct asset management workflows definition, mapping, and engineering sessions Perform email and phone follow-up communication to clarify interview information Document and distribute aggregated needs assessment report 2.1. Collect and review existing asset Inventory data and related documents — Psomas will collect the City/PWA's existing asset inventory data. Psomas will review the format, contents, and quality of the data inventory to prepare for interview and 251-70 P S O M A S workflow sessions. It is expected that the existing asset inventory will be in a variety of formats including GIS, GAD, Excel, database, Word and in some cases, it will be incomplete. Related condition assessment, financial records, maintenance information, and capital plans will be reviewed. 2.2. Conduct pre - interview survey —The needs assessment will begin with a request to each Division /Department to participate in a pre - interview survey to document their core business areas, current operational activities, assets under their control, standards used, defined procedures, data ownership, technologies used, and unmet needs in performing their responsibilities. This easy -to -use survey provides an efficient means of gathering City /PWA Information prior to the interviews, and preparing participants so that the interviews will be effective and focused. Survey participants may attach reference documents that elaborate on their services. The City /PWA will assist in identification of survey participants. 2.3. Interview City /PWA, personnel —After survey responses have been completed, the Psomas Team will conduct interviews with representatives from each Department/ Division, Interviews should include business managers and service specialists (field and office). Participants are requested to bring appropriate samples, documents, and other operational products. These interviews will review information gathered from the survey forms and information gathered from Psomas' review of asset inventory data; discuss additional details about current business needs and operations; and examine information sources, technologies used, and user perceived unmet needs in asset management activities. Through coordination with the PWA, Psomas will perform interviews during blocks of days for interviewing efficiency. Throughout the project, we will follow up with project participants via phone and e -mail to clarify and elaborate on the information provided. These Interview sessions are scheduled to be two (2) hours in duration. 2.4. Conduct asset management workflow mapping and engineering sessions — Based on the findings from the needs assessment interviews, Psomas will develop "to be " asset management workflows based on the City /PWA needs and preferences and guided by industry best practices. The workflows will be discussed with each work group and modified to reflect feedback from the participants. Workflows model the inputs, actions or processes, outputs, and actors. We envision that a dozen or so primary workflows will be developed that are applicable to the full range of asset types, thus providing standard processes across asset types to improve organizational efficiency, and simplify systems, training, and performance monitoring. 2.5. Develop aggregate needs assessment report — Psomas will prepare an aggregate asset management needs assessment report and distribute to the interview groups for review, comment, and approval. Psomas will update, modify, and finalize the report with comments received from each interview group. The report will include the following Information: • Executive summary of findings • Synthesis of the existing environment and high level needs for an asset management program addressing core components of the asset management lifecycle, including: Asset management strategies, plan, and policy Asset inventory Condition assessment Level of service standards — KPI (Key Performance Indicators) Benchmark of current performance Prioritization of backlog CIP planning P S O M A S 251 -71 Work management, Computerized Maintenance Management System (CMMS) Performance measurement and reporting As -is asset characterization sheets describing each asset the City manages. Information will describe the asset, asset custodian, current life -cycle management practices, known deficiencies, systems used for managing the assets, listing of reference documents (CIP, master plans, etc.), and other pertinent data EAM opportunity areas and applications Needs assessment participants Deliverable Aggregate PWA Needs Assessment Report (MS Word, PDF) PWA asset inventory data (MS Word, PDF) Task 3. Enterprise Asset Management System Design Based on our current understanding of the City's IT infrastructure (Le,, supporting GIS), we assume the technology infrastructure currently deployed in support of asset management is not sufficient to support enterprise -level EAMS implementation. One of the key strategic initiatives will be to address this gap based on our assessment of the system hardware, software, data repository, necessary resources, training, and governance required for sustained operations. V. Develop Conceptual EAMS Database Design — Psomas will develop a conceptual design of the EAMS data repository based on industry best practices and available templates. The conceptual database design will define relationships between data and systems for the envisioned EAM. Components of the design will include asset registry, asset condition data (CCTV, inspection records, etc.), strategic prioritization, criticality, consequence of failure, future demand, work management and work history, fiscal tracking, CIP, staff qualifications and training, service requests and complaints, and level of service goals and trends. The design will be presented graphically and supplemented with a succinct narrative to explain the components and their importance. Information systems are referenced as it is expected that the EAM will integrate with some existing systems and data stores. 3.2. Develop EAMS Technology Recommendations — Psomas will identify technology recommendations to address the following categories requested in the RFP. Increasingly, EAM offerings are moving to cloud hosted services that present IT configuration alternatives that have minimal impact on the City IT infrastructure. We will present alternative configurations considering both hosted services and on premise installation of EAM solutions, • il' infrastructure configuration • EAMS server requirements • EAMS data repository and maintenance policies • Mobile data management and mobile equipment alternatives for field workforce enablement • EAMS governance, operations, and technical support 4.3. Develop EAM System Design Document- Psomas will compile the design and recommendations to produce the system design document. Dolivviahlu; Conceptual database design (MS Visio, PDF) EAMS System Design Document (MS Word, PDF) Task 4. Implementation Plan and Final Presentation The implementation plan will incorporate strategic initiatives and expand on the plan to define implementation "projects," sequences, aggregate resource needs and costs by year, i's O M AS 251 -72 an implementation timeline, and plan execution management requirements. The plan will include the identification of EAM vendors that are appropriate to serving the needs of the City, support materials for EAM RFP processes, and guidance for vendor evaluation and selection. 4.1. Define Enterprise Asset Management Strategy — Psomas will define an EAM vision, mission, and objectives based on the needs assessment findings and EAM system design document. This strategy definition guides the specific implementation plan elements. 4.2. Develop Implementation Project Definitions — Psomas will prepare implementation project definitions that address strategic initiative requirements and goals. The project definition approach provides a method for plan implementation that enables incremental results for each project, and facilitates prioritization and budgeting. Each project will be presented in a common format to simplify comparative review, Projects will support a phased EAM Implementation that is adaptable to changing priorities of the City. Key projects will include system procurement and deployment, change management to new workfiows and systems, asset inventory updating, condition assessment, asset class master planning, establishing KPIs and measurement systems. The projects are described in sufficient detail to fund and launch the projects. Contents of the project descriptions include: Project title and objective Scope of work Deliverables Outcomes Sponsors and stakeholders Resource needs (Staffing, equipment, software, consultant services) Planning budget Planning schedule 4.3. Develop Implementation Plan Document — Psomas will develop the final Implementation plan, including the following sections: • Executive Stu °nmary — design for executive management audience • I'rojort Overview —purpose, audience, uses of the plan • Needs Swumary -- key findings from the needs assessment phase • Strategic Asset Mai i ac ennent Initiatives — list of recommended strategic initiatives • EAM System Recommendation — summary of EAMS technology and system recommendations • RPconnoe.nded Irnpiementatic'an f rc }je ca P — recommend projects and definitions • laiplintwittation Roadmap —phase sequencing, implementation schedule, and fiscal projection • Appendic:es — include supporting documents, workflow diagrams, etc. 4.4. Facilitate Final Plan Presentation — Psomas will present the final implementation plan to key stakeholder groups. This workshop is scheduled to be a one (1) hour presentation including discussion with the workshop participants. tk�livolsaialL^ Full color copies of the Executive Summary (20 hardcoples, PDF) Submit project deliverable package as defined in Task 1.3 Project Closeout P S 0 M A S 251 -73 PROJECT EXPERIENCE City of Anaheim Strategic Plan for Department of Public Works ¢ 4 $ As a leading provider of GIS consulting services, Psomas has worked with 11 o a 4 j Asset Data Standardization and GIS Integration C p cities and counties throughout the southwestern United States providing © v 9 e r, I Works Agency with MainStar and CIP comprehensive needs assessments and fully integrated implementation plans. _ yf - i City of Fontana Enterprise Asset Management Program The table below lists relevant projects Psomas has worked on over the last five a S "' I ' I = s o years. Detailed descriptions of select projects, including client references follow. g 4 _q City of Lemon Grove GIS Development and Implementation ru a S Is a, gI R' ! t4 E 5. a e City of Los Angeles Public Way Reservation System Study a 1 a 251 -74 City of Anaheim Strategic Plan for Department of Public Works ¢ 4 $ L 11 o a 4 Alameda County Public Asset Data Standardization and GIS Integration C p 8 © v 9 e r, Works Agency with MainStar and CIP City of Fontana Enterprise Asset Management Program 0 a 0 ? v I s c City of Sacramento Aztecs Systems Cityworks Upgrade Project 4 n City of Lemon Grove GIS Development and Implementation a e City of Los Angeles Public Way Reservation System Study 0 City of San Francisco Needs Assessment and Implementation Plan for 9 a 6 n <> o a ADA Ramp Management EI Dorado Irrigation Distinct Enterprise GIS Planning and Asset Management e a County of Contra Costa Regional Clean Water ArcGIS Online Implementation City of Martinez Engineering GIS Operations Support, 9 a a P Stormwater GIS Implementation City of San Diego/ Enterprise GIS Planning and implementation Civic San Digo City of Dublin Enterprise GIS Planning, GIS Implementation, a e x g Field Asset Collection m Rancho California Enterprise GIS Strategic Planning and Implementation a Q 9 $ q Water District 3 City of Barstow Enterprise GIS Strategic Planning and Asset Management A 9 9 b City of Livermore GIS Management and Strategic Planning F } + s f a a ut 251 -74 cn ✓`\ Uj a � S °N $ C Ub �z b b C k U� 6 q G w 3 L eR$ C 0 Y p v e R S �a a � o E °f P 9 s �s vb Ss A. �vS t ��o �qr 251 -75 ��yk Eye: �AAO EP.IG C} 4 Ys 5 ASS yam.' 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