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WOOLPERT, INC.-2018
INSURANCE NOT ON PILE A-2018-015 WORK MAV.NXPROCEED CLERK OF COUNCIL DATETEB 0 5 2018 ViA Z� AGREE NT TO PROVIDE ENTERPRISE ASSET MANAGEMENT CONSULTING AND IMPLEMENTATION SERVICES THIS AGREEMENT is made and entered into this 16th day of January, 2018 by and between Woolpert, Lie, ("Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"), A. On September 19, 2017, the City issued Request for Proposal No.17-101, by which it sought a consultant to provide enterprise asset management software selection and implementation services. B. Consultant submitted a responsive proposal that was selected by the City. Consultant represents that it is able and willing to provide the services described in the scope of work that was included in RFP No. 17-101 and attached as Exhibit A, as related to the consulting and implementation services described therein, and as further defined, clarified, or modified in Consultant's proposal dated October 19, 2017, which was submitted in response to RFP No. 17-101. In the event of a conflict between the applicable scope of services included in Exhibit A and Consultant's proposal, the Consultant's proposal shall govern. C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows; 1. SCOPE OF SERVICES AND CONSULTANT'S PROPOSAL Consultant shall perform the services that are described in Exhibit A, as related to the consulting and 'implementation services described therein, and as further delineated in Consultant's proposal. Consultant's proposal is incorporated by reference as though fully set forth herein, including without limitation the proposal for inventory of traffic control devices dated December 5, 2017. In the event of a conflict between the applicable scope of services included in Exhibit A and Consultant's proposal, the Consultant's proposal shall govern. Consultant's proposal includes a software solution developed by a third party, City intends to separately enter into a software license agreement directly with the third party software developer for this software. All matters pertaining to performance, warranties, and guarantees applicable to the software shall be as provided in the software license agreement between the City and the software developer, whereas all matters pertaining to performance, warranties, and guarantees applicable to implementation and integration services for the selected software shall be as provided in this Agreement between the City and Consultant. Page I of 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services under this Agreement, the rates and charges identified in Exhibit B and Consultant's Proposal. The total sum to be expended under the tern of this Agreement shall not exceed $966,033, This sum is comprised of (1) the amount of $378,212 for implementation services, (2) $500,000 for data collection, and (3) a 10% contingency in the amount of $87,821 for additional services to be elected at the City's sole discretion. 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 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 January 15, 2021, unless terminated earlier in accordance with Section 16, below, The term of this Agreement may be extended for two 2-year periods upon a writing executed by the City Manager and 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 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 &a Data"), Consultant shall require all subconsultants to agree in writing that City is granted a non-exclusive and perpetual license for any Documents &c Data the subconsultant prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Page 2 of 8 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 beat City's sole risk. 6. INSUitANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require its subconsultants, 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. Such insurance shall (a) name the CITY, its officers, employees, agents, volunteers and representatives as additional insured(s); (b) be primary with respect to insurance or self-insurance programs maintained by the CITY; and (c) contain standard separation of insureds provisions. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000per occurrence. Such insurance shall include coverage for owned, hired and non -owned automobiles. C. Worker's Compensation Insurance. In accordance with the California 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. 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. Page 3 of 8 (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 cancelled or reduced in coverage or changed in any other material aspect, by consultant, without thirty (30) days prior written notice to the City (ten (10) days prior written notice for cancellation for non-payment of premiums). (iv) Consultant shall supply City with a fully executed additional insured endorsement. If Consultant fails or refuses to produce or maintain the insurance required by this section or fails or refuses to famish 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 tennination. 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 indemnify and hold harmless the City, its officers, agents, employees, consultants, special counsel, and representatives from liability and reasonable defense attorney's fees incurred by the City: (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, to the extent caused by the negligence or willful misconduct of the Consultant or its subconsultants, agents, employees, or other persons acting on their behalf which relates to the services described in section 1 of this Agreement; and (2) provided that any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered byreason of the events referred to in this Section or by reason of the terms of 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 of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. 8. INTELLECTUAL PROPERTY INDEMNIFICATION Consultant shall defend, indemnify and hold harmless the City, its officers, agents, representatives, and employees against any and all liability, including costs, and attorney's fees, for infringement of any United States' letters patent, trademark, or copyright contained in the work product or documents provided by Consultant to the City pursuant to this Agreement. Page 4 of 8 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 interest 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) Page 5 of 8 P.O. Box 1988 Santa Ana, CA 92702-1988 Fax 714-647-6956 Executive Director Public Works Agency City of Santa Ana 20 Civic Center Plaza (M-21) P.O. Box 1988 Santa Ana, CA 92702 Fax 714-647-5635 To Consultant: Woolpert, Inc. 116 Inverness Drive East, Suite 105 Englewood, CO 80112-5125 Fax 303-925-1401 Attn: Dave Feuer, Vice President 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 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 terns of this Agreement and any attaclunents 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 terns 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. 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 Page 6 of 8 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. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 16, 'TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 17. NON-DISCRIMINATION Consultant shall not discriminate because of race, color, creed, relation, 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 or in connection with 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. 18. 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 maybe brought or arise out of, in connection with or by reason of this Agreement. Page 7 of 8 19, PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such pennits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 20. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b-. All exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. 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 APPROVED AS TO FORM SONIA R. CARVALHO City Attorney By: L o . Funk ssistant City Attorney RECOMMENDED FOR APPROVAL Ar- E MOUSAVIPOUR Executive Director, Public Works Agency CITY OF SANTA ANA RAUL GODINEZ TV City Manager CONSULTANT 2018.01.19 09:18:52 Davt:d Feuer-07'00' Name: David Feuer Title: vice President Page 8 of 8 REQUEST FOR COUNCIL. ACTION CITY COUNCIL MEETING DATE: JANUARY 16, 2018 TITLE: APPROVE AGREEMENTS WITH AZTECA SYSTEMS FOR ASSET MANAGEMENT SOFTWARE LICENSING AND MAINTENANCE, AND WITH WOOLPERT, INC., FOR DATA COLLECTION AND SOFTWARE IMPLEMENTATION SERVICES {STRATEGIC PLAN NO. 6, 1) i RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on I Reading ❑ Ordinance on 2nd 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 Azteca Systems for licensing, maintenance, and support for specialized asset management software to be used in the Public Works Agency, for the three-year term beginning January 16, 2018, through January 15, 2021, in an amount not to exceed $75,000 per year, with the option to renew annually after the end of the initial term by payment of the fees for the next maintenance period, subject to nonsubstantive changes approved by the City Manager and City Attorney. 2. Authorize the City Manager and Clerk of the Council to execute an agreement with Woolpert, Inc., for the collection of asset inventory data and the implementation of specialized asset management software used in the Public Works Agency, for the three-year term beginning January 16, 2018, through January 15, 2021, with the option to renew for two additional two- year terms, exercisable by the City Manager and the City Attorney, in an amount not to exceed $966,033, which includes a contingency of $87,821, subject to nonsubstantive changes approved by the City Manager and City Attorney. 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 both Geographical Information Systems (GIS) and Enterprise Asset Management technologies. The Public Works Agency manages various assets including the street system (pavement, sidewalks, medians, etc.), traffic control devices, (signs, signals, striping), water and wastewater infrastructure, and other major assets (streetlights, storm drains, etc.). The value of these assets 25K-1 Agreement with Azteca Systems and Woolpert, Inc., for Asset Management Software and Implementation Services January 16, 2018 Page 2 is in the billions of dollars, However, the City does not have a, comprehensive system of tracking assets in terms of their condition and optimizing the maintenance cycle of these assets. The Benefit of Asset Management Using a comprehensive asset management program to track and maintain assets will help staff in anticipating and mitigating potential assetfailures in advance, This program will also result in safety and substantially achieving and increasing the life expectancy of the assets with full operational capacity and at safe performance levels. Ultimately, this translates into millions of dollars in savings through extending the life of these assets. Asset Management and GIS in Santa Ana The Public Works Agency is currently using Cityworks from Azteca Systems to manage work orders for the water and sewer infrastructure, but is not using the asset management features of the software. In this first phase of the Asset Management Implementation Project, Water and wastewater assets will be migrated into the asset management system for testing in parallel with the current system to ensure compatibility. Efforts will also be focused on the assets in the following categories: pavement, traffic control devices, street lights, storm water control, and refuse collection. Implementation efforts in the area of refuse collection will be focused on improving the City's response to customer issues based on service locations and tracking refuse related assets. Additional assets will be included in future phases as funding is budgeted. The industry standard for asset management programs requires integration with Geographical Information Systems (GIS). By combining the City's Asset Management Program with the collection of asset GIS data, the City will further its goal of achieving a comprehensive Enterprise GIS, as well. Although the Public Works Agency manages its GIS program and is considered the heaviest user of GIS in the City, ultimately the benefits of this GIS-based Asset Management Program could be extended to every City agency that has assets in its portfolio (i.e., parks and playgrounds, City buildings and facilities, City -owned properties, etc.). An assessment of the City's GIS and Asset Management needs was concluded in May 2017. The consultant's final report included specifications for an asset management software system that would meet the City's requirements. In progressing toward the next phase of the project, on September 19, 2017, a Request for Proposals (RFP) was Issued seeking a qualified firm(s) to provide Asset Management Software and Implementation Services (Exhibit 1). To offer the City a wider range of software options, asset management implementation firms were allowed to partner with third -party software providers. The RFP also specified that the Proposer, if capable, could offer GIS data collection services for an additional fee. Upon award of the agreement, the City would allow the selected Proposer to assess the City's data inventory needs and collect the asset information required to implement the software. Selection Process Six firms submitted proposals, which were reviewed by staff from the Public Works Agency and the Information Technology Agency. The ranking criteria included the firms' experience and methodologies, and the features and capabilities of the software. The top four firms were invited to the interview phase of the RFP process, and the final ranking is as follows: 25K-2 Agreement with Azteca Systems and Woolpert, Inc., for Asset Management Software and Implementation Services January 16, 2018 Page 3 PROPOSED FEE FIRM ! TEAM SCORE IMPLEMENTATION SOFTWARE Azteca Systems & Woolpert 90.00 $378,212.00 $ /A unlimitteded PWA users Azteca Systems & Psomas 84.00 $399,999.00 $75,000/yr., unlimited PWA users MaintStar Inc. 76.26 $349,500.00 Implementation fee includes hosted, proprietary software Infor & Advoco 66.75 $391,003.20 $75,000/yr., up to 37 users The team of Azteca Systems & Woolpert, Inc., achieved the highest overall score. Azteca Systems is a sole -source provider of Cityworks asset management software, but they do not offer implementation services. Woolpert, Inc., would provide the implementation services and GIS data collection. Project Timeline Scope Timeline Project Implementation Planning & Workflow Analysis March — June 2018 System Configuration June — October 2018 Develop Application Interfaces & Customizations July — October 2018 System Finalization October 2018 — January 2019 System Go -Live February 2019 Ongoing System Enhancement, Support and Phase Two Planning and Implementation February 2019 —January 2021 Based on the results of the RFP process, staff is recommending entering into an agreement with Azteca Systems for the licensing of the asset management software in Public Works in an amount not to exceed $75,000 per year for three years (Exhibit 2). Staff is also recommending entering into an agreement with Woolpert, Inc., for a total amount not to exceed $966,033, comprised of $378,212 for Asset Management Implementation Services, up to $600,000 for GIS Asset Inventory Data Collection, and a 10% contingency in the amount of $87,821 for additional services to be elected at the City's sole discretion (Exhibit 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. 25K-3 Agreement with Azteca Systems and Woolpert, Inc., for Asset Management Software and Implementation Services January 16, 2018 Page 4 FISCAL IMPACT The project costs for the three-year term of these agreements are summarized as follows: VENDOR -•J:ECT :COST• Azteca Systems Asset Management Software Licensing $225,000 $225,000 $75, 000 annually) Woolpert, Inc. Asset Management Software $378 212 Implementation GIS Data Collection $500,000 $966,033 10% Contingency $87,821 TOTAL PROJECT NOT TO EXCEED: $1,191,033 Project funding and identified in the table fund availability. estimated spending plan for FY 2017-18 and subsequent fiscal years are below. in future years, the funding distribution will be re -budgeted based on FUND ACCOUNT a a 'e Transportation Engineering $0 $47,883 $26,844 $8,801 01117620-62300 Traffic Signal Maintenance Special Gas Tax $27,427 $18,080 $4,110 $5,844 02917620-62300 Federal Clean Water Enterprise $68,735 $45,309 $10,300 $14,645 05717640-62300 Water Enterprise 06017646-62300 $121,489 $80,083 $18,205 $25,886 Maintenance Enterprise Sanitation $33,317 $21,962 $4,992 $7,099 06817643-62300 Refuse Collection Enterprise $109,710 $72,318 $16,440 $23,376 06917640-62300 Construction Engineering $0 $71,483 $40,074 $13,139 08617611-62300 Design Engineering $0 $81,723 $45,815 $15,022 08617612-62300 Development Engineering $54,855 $36,159 $8,220 $11,688 10117605-62300 FISCAL YEAR TOTALS: $415,533 $476,000 $175,000 $125,500 TOTAL 'FUNDING: $1,191,033 25K-4 Agreement with Azteca Systems and Woolpert, Inc., for Asset Management Software and Implementation Services January 16, 2018 Page 6 �I1✓{A Fred Mousavipour Executive Director Public Works Agency APPROVED AS TO FUNDS & ACCOUNTS: rjr-h ancisc Gutierrez xecutive Director Finance & Management Services Agency YA U�✓' Jjm Ciulla f Technology Innovations Officer Iation Technology Department FM/MLM/TB Exhibits: 1. RFP #1 T-101— Enterprise Asset Management Software Selection and Implementation Services 2. Agreement with Azteca Systems 3. Agreement with Woolpert, Inc. WiM CITY OF SANTA ANA EXHIBIT A RFP NO.: 17-101 ENTERPRISE ASSET MANAGEMENT SOFTWARE SELECTION AND IMPLEMENTATION SERVICES Appendix ATTACHMENT 1: SCOPE OF WORK introduction and Bads round The purpose of this RFP is to solicit proposals from software suppliers, value added resellers and/or system integrators, working together or separately, who can demonstrate that they possess the organizational, functional, and technical capabilities to provide and implement an Enterprise Asset Management System (EAMS)/Computerized Maintenance Management System (CMMS) solution that meets the City's needs and is tightly integrated with ESRI ArcGIS. Santa Ana is the county seat and second most populous city in Orange County, California. The United States Census Bureau estimated its 2011 population at 329,427, making Santa .Ana the 57th most -populous city in the United States. Santa Ana is located in Southern California, adjacent to the Santa Ana River, about 10 miles (16 km) away from the California coast. Founded in 1869, the city is part of the Greater Los Angeles Area, the second largest metropolitan area in the United States with almost 18 million residents in 2010. Eruiect Oblectlyes The objective of this project is to develop and implement software that manages infastructure asset -related data relating to field inspections, asset management, work order management, lifecycle management, asset criticality, and replacement planning and reporting. The City has set an initial budget of approximately $400,000 for the implementation effort and $75,000 for the acquisition of software licensing. The City desires a two-year implementation schedule for tasks outlined in the scope of work, The City will work with the selected Consultant to prioritize the work to ensure that higher priority projects are completed first and within the City's initial budget. The overall goal of the EAMS is to provide the City with the following benefits: • Provide the City with industry standard "best practices" for the management of City -owned assets.. • Improve overall service responsiveness and accountability • Improve data integrity and reduce staff hours spent in locating key data • Allow the City to maximize its infrastructure investment by scheduling asset maintenance before failure (lifecycle analysis). The ideal essential features and functions of this software will: • Enable field operations via a mobile application related to GIS-based assets and related work management to perform and schedule preventative maintenance or inspection tasks. • Provide standard and customizable reports, executive dashboards and metrics related to asset management. • Host a configurable application accessible via a standard Internet browser that enables automation of asset related tasks, inputs for asset criticality and other lifecycle analysis (for example, CORPOF). • Manage documents associated with specific assets and systems either by linking to an existing EDMS or internally within the EAMS. • Tightly integrate with ESRI ArcGIS and use GIS-based attributes and related tables for system functions, calculations, and reporting. CITY OF SANTA ANA RFP NO.: 17-101 ENTERPRISE ASSET MANAGEMENT SOFTWARE SELECTION AND IMPLEMENTATION SERVICES • Implement a complete commercial off -the -shelf (COTS) software application solution that provides full functionality in a single, integrated solution. This RFP is focused on the implementation of the EAMS/CMMS for the Public Works Agency and does not include data collection or implementation tasks for other City agencies or departments. CURRENT ASSET MANAGEMENT ENVIRONMENT Santa Ana's Public Works Agency (PWA) builds and maintains the infrastructure and services that serve the community. PWA currently uses a variety of non-integrated solutions for asset management and service request tracking. Asset Management applications at the City represent various software and databases that are used for specific departmental purposes. The current asset management approach is characterized by disjointed and inadequate approaches for asset policy development, asset inventory, work management, information gathering and analysis, and information systems integration. The existing approaches represent a mix of historical practices and newer modernization initiatives that have emanated from silos of varying business practices. The following list illustrates the collection of asset management -related applications serving specific purposes within the Public Works Agency of the City. Most of the applications reference information is location based with some integrated with underlying GIS technology. • Apl2-Order — web -based service request management; tracks requests for service among various departments (i.e. MySantaAna). • Arbor Access Online - hosted software used by West Coast Arborists to track tree inventory, maintenance history, and work orders. • CIP Database — The City uses a custom SQL server database application to manage CIF project information. • Citvworks — used by Public Works Water Division for work order management at pump stations, reservoirs, and lift stations. • Bentley CivilStorm — used for modeling the storm drain network. • IDModelin Sg_ edani — used by PWA for hydraulic modeling. • iWater— InfraMao — mobile field work management software used by PWA Water. • PAVER / StrectSaver — pavement management software used by PWA Engineering. • Traffic Division Database Applications — Microsoft Access Database applications used to track requests for service, installations of signs and pavement markings, etc. • Transdyn Dynac SCADA — used by PWA Water to monitor and control production facilities, reservoirs and distribution network. Mobile Computing Mobile computing provides field users with access to applications and data that are spatially enabled to assist in recording and analysis of data based on location. The following mobile applications for asset management are currently being used by the City. • Citvworks — used for Public Works Water plant maintenance work orders, but designed for field use in utility distribution system and facility asset maintenance, • iWater — InfiaMan — used by Public Works Water for managing water distribution system maintenance activities. CITY OF SANTA ANA RFP NO.: 17-101 ENTERPRISE ASSET MANAGEMENT SOFTWARE SELECTION AND IMPLEMENTATION SERVICES • App-Order — citizen engagement phone application for graffiti tracking, utility maintenance requests, city sign inventory and maintenance requests, illegal dumping, and other service requests. The Public Works Agency desires to integrate the results of these efforts into one solution, starting with the assets that are not currently managed and then eventually progressing to the migration of all assets into one unified system. Description of Work SCOPE OF SERVICES Using the findings from the City's recently completed Enterprise GIS and Asset Management Implementation Plan project, the City has established a base level of requirements for the CMMS/EAMS. Using these requirements the City will select a CMMSIEAMS solution from the results of this RFP. The City intends to enter into an agreement to purchase software licenses from the selected Vendor. Software regulrements The City desires an integrated "off -the -shelf ' solution that will meet its core requirements out of the box with minimal modifications, but the City is not opposed to customization if it is required. The goal of this strategy is to optimize system utilization for all users, improve response times, reduce errors, reduce manual efforts, improve analytical capabilities, and improve customer service. The City intends to minimize its total cost of ownership without any degradation in performance and level of service, and to implement a system in which it can remain on the system's upgrade path with minimal cost and business impact. s The City is looking for the most cost -affective approach to license acquisition. This could be either an enterprise license for all users of the City at one annual cost or it could be concurrent, user -based licenses purchased in set quantities as the user base increases over time. • If possible, the City desires to acquire the licenses incrementally and gradually purchase software licenses as GIS/Asset data is made available and modules are ready for implementation. • The City desires a licensing model that does not restrict use by named user and allows the City to have maximum flexibility during implementation. • The Vendor may offer multiple proposals for license acquisition and the City will choose the proposal that best fits its needs. For the purpose of uniform response, the City has prepared a response matrix so the proposals can be easily compared. The uniform response matrix is available as a digital file via the City website or by e-mailing the project manager listed on the front page of the RFP. Uniform Response Matrix Instructions: • For each numbered line, input a brief response in the Vendor Response column: Y Functionality is supported by current release of the software. 3P Supported by third party software (i.e. — software not provided as a part of this proposal). C Customization is required to meet this requirement, CITY OF SANTA ANA RFP NO.: 17-101 ENTERPRISE ASSET MANAGEMENT SOFTWARE SELECTION AND IMPLEMENTATION SERVICES F Future functionality: Planned for release in a future version of the software. N I Function is not supported. • Add any additional information in the Vendor Comment column. Proposers should avoid modifying the structure of the rows and columns in the file. • Include both a printed and a digital version of the Uniform Response Matrix with your submitted proposal. Acceptable file format is Microsoft Excel 2010 or above, For this RFP, the City intends to select a Vendor or Vendors to assist with the completion of the tasks as described below. Task One: Collect and Devel2R Asset / GIS Data for PWA - The City currently has several areas where GIS based asset data is either inadequate or mussing. For this task, the selected implementation consultant will assist the City with creating an inventory of existing assets to determine what datasets currently exist, the quality of those datasets and what kind of information still needs to be collected for the best utilization in the selected CMMS/EAMS software package. The selected consultant will then provide general cost estimates to complete each data collection project so the City can prioritize and budget accordingly. Depending on the ability of the selected consultant to perform GIS data collection tasks, the City may or may not choose to release separate RFPs for the identified tasks. The selected consultant is expected to perform the following tasks: • Develop a detailed list of all PWA related assets according to the following priorities: • High Priority o Pavement (Review existing data, recommend method for integration into EAMS/CMMS) o Traffic Control Devices (signs, striping, signals, etc.) • Medium Priority o Street lights (city -owned & non -city -owned for LED conversion project) o Flood control devices (storm drains, catch basins, culverts, etc.) o Sidewalks, including ADA Ramps • Low Priority o Street Trees & Median features o City Monuments, Other ROW Features o Etc, Determine what effort is required for the listed/discovered assets to ensure the implementation in the EAMS/CMMS is successful (GIS data collection, schema / attribute development, etc.). o Develop a GIS attribute schema that is compatible with the selected EAMS/CMMS and also works with the ESRI Local Government Information Model (LGIM). o Create a data development plan that describes the methodology and processes that will used to collect and develop the proposed GIS asset layers. o Convert existing GIS features to match the newly proposed EAMS/CMMS formats. Based on industry experience, the selected Vendor(s) will provide cost estimates to collect the CITY OF SANTA ANA RFP NO.: 17-101 ENTERPRISE ASSET MANAGEMENT SOFTWARE SELECTION AND IMPLEMENTATION SERVICES data and may also issue a proposal to collect the information if they are capable. The City may choose to release separate RFPs for data collection tasks as needed. Task Two: Develop detailed EAMS Workflows and Integrations for PWA - In coordination with the City the selected Consultant(s) will develop new workflows as well as refine and improve upon the existing workflows created during the Enterprise GIS and Asset Management Implementation Plan project. The consultant will conduct workflow design workshops for all identified asset groups based on priority and tailor the workflow for the best integration for the selected EAMS. The selected Consultant will also identify areas that may require customization of the selected EAMS software and what may be required to integrate the EAMS with existing City systems. It is the goal of the City to use a minimally modified, off -the -shelf system. Excessive customizations to meet City requirements are not desirable and will only be considered if there are no other viable alternatives. The selected Consultant is expected to perform the following tasks: • Review existing City workflows as they pertain to maintaining PWA assets and conduct workflow design workshops for all identified asset groups. Diagram results as needed. • Develop new EAMS/CMMS based workflows and refine the existing workflows that were created during the Enterprise GIS and Asset Management Implementation Plan project. • Determine required mobile hardware needed for implementation of the newly designed EAMS workflows (cell phones vs, tablets, operating system standardization, etc.). The selected Consultant will work with the City to install, configure and test the workflows on the mobile hardware prior to "go live", • The City desires the ability to also use the EAMS to integrate with an existing CIP project database developed by the City. The integration should be able to display project locations on a map and report on status. If the required customizations exceed available funding, the selected Consultant will prioritize based on discussions with the City. • The selected Consultant will identify, design, and execute the customizations needed to integrate the EAMS/CMMS with existing City systems. If the required customizations exceed available funding, the selected Consultant will prioritize based on discussions with the City. Configuration and Training for PWA - In coordination with the City the selected consultant will install and configure the selected EAMS software and provide any customizations that are required to support City operations. The selected consultant will offer multiple training workshops prior to "go live" and will continue to offer on -site support during the rollout of the software. The selected Consultant is expected to perform the following tasks: • CMMS Installation Plan [document] —Develop a detailed installation plan for the EAMS/CMMS software. Coordinate with City staff to ensure the technical requirements for the EAMS/CMMS software match the proposed hardware and network configurations. The plan should also address any specific backup and restore procedures required for the selected software. • CMMS Configuration Workshops [event] —a series of meetings to establish the CMMS software configuration requirements. • CMMS Configuration Report [document] —a document describing the intended CMMS configuration, including employees, service request templates, work order templates, and custom inspections, and so forth. • CMMS Installation and Configuration [event] —installation and configuration of the core CMMS software, including system integrations, in accordance with the CMMS Install Plan and CMMS CITY OF SANTA ANA RFP NO.: 17-101 ENTERPRISE ASSET MANAGEMENT SOFTWARE SELECTION AND IMPLEMENTATION SERVICES Configuration Report. The CMMS Install Plan should be updated to reflect actual installation logins and parameters used in order to serve as system documentation. • Legacy System Data Migration [event] —migration of work activity history information from legacy systems, as may be defined in the CMMS Install Plan. • CMMS User Guides and System Administration Guide [documents] —copies of the commercial documentation. • Development Review Workshops [event]—onsite or web meetings to review progress with the CMMS configuration. • Training Materials [document] —materials that will be used for office end -user and system administration training, • Acceptance Test Plan [document] —describes the tests that will be performed to evaluate and accept the CMMS configuration. • Tester Training [event] —training session(s) for the City acceptance testing team. • Acceptance Testing [event] —City testing in accordance with the approved test plan. • Training Plan [document] —a document describing who, what, and when for upcoming training sessions. • Office End User Training Sessions [events] —training sessions for office -based users. • Production Rollover [event] —transition users and data from legacy system(s) to new CMMS system in accordance with the CMMS Install Plan. • Rollout Support [event] —support to office users during production rollout of core applications. • System Administration Training [events] —training sessions for CMMS system, configuration, and database administrators. After the completion of the initial three tasks, the City intends to use the selected Consultant for additional EAMS/CMMS implementation work even if it is not explicitly defined in the scope of work of this request. This will allow the City to continue to work toward a complete and functional enterprise system. FEE PROPOSAL INSTRUCTIONS The City requires a firm, fixed -price proposal with clearly defined deliverables based on the task descriptions in this request. The proposer should provide the total number of hours required to complete the project and also include the hourly rates of all team members working on the project. After the final selection has been made, the City will enter into negotiations with the Consultant to clarify the work performed based on the City's priorities for implementation. CITY RESPONSIRILTIES The City will assign a project manager to oversee the progress of the project and other services as needed throughout the contract. The City's Information Technology staff will assist the selected consultant as needed throughout the installation process if the proposed solution is installed on the City's network. The City will provide access to information contained within its databases as necessary and will assist the selected Consultant in the integration process as mutually determined. Please note the deadline for requests for information below. If required, the City will release one addendum to EXHIBIT B CITY OF SANTA ANA I ENTERPRISE A85ET MANAGEMENT SOFTWARE SELECTION AND IMPLEMENTATION SERVICES ^y V Fee Proposal Woolpert offers the following fee proposal for our scoped project. 'I 7 1 PHASE 11 PROJECT MANAGEMENT ✓ 1,1: Project Administration.........................$25,907.00 ✓ 1.2: Ongoing Project Management 7 Activities ...... ............................... ............... $17,583.00 $46,333,00 ✓ PM.3 Project Kick -Off Meeting ............... ..... $2,843.00 2 PHASE 2 1 IMPLEMENTATION PLANNING ✓ 2.1: Software Demonstrations ........ .............. $7,161.00 ✓ 2,2: Pre -Planning Discovery ...................... $25,779.00 ✓ 2.3: Cityworks Installation ..................... Not applicable ,� ✓ 2.4: Business Process Reviews .................$11,282.00 ✓ 2.5: GIS Data Review and $106,536.00 Recommendations.....................................$29,206.00 ✓ 2.6: System Integrations and Consolidations Planning ..... ............................................... $28,409.00 ✓ 2.6: Quality Control......................................$4,700,00 3 PHASE 3 1 SYSTEM CONFIGURATION +� ✓ 3.1: Initial Configuration Document..............$2,746.00 ✓ 3.2: Core Cityworks AMS Configuration ..... $81,060.00 ✓ 3.3: System Review and Approval ............... $4,052.00 $92,558.00 ✓ 3.4: Quality Control......................................$4,700,00 4 PHASE 41 ADVANCED FUNCTIONALITY ✓ 4.1: System Integrations ............... $15,000 to $25,000 ✓ 4.2: Data Migrations. ..................... $15,000 to $20,000 $36,300 to 19 ✓ 4.3: Advanced Reporting ................ $5,000 to $10,000 Not Applicable ✓ 4.4: Quality Control ........................... $1,300 to $3,500 $58,500 ,& 1u j CITY OF SANTA ANA I ENTERPRISE ASSET MANAGEMENT SOFTWARE SELECTION AND IMPLEMENTATION SERVICES v17 5 PHASE 61 SYSTEM DEPLOYMENT v ✓ 4.1: Test Plan .... .......................................... $8,724.00 EJ ✓ 4.2: UnserAcceptance Testing ..................$15,897.00 ✓ 4.3: End User Training ................ ............... $18,474.00 ✓ 4.4: Cutover and Go -Live .............. ............. $28,370.00 ✓ 4.5: Quality Control......................................$2,820.00 5 PHASE 5 ! EXTENDED SUPPORT yy ✓ 5.1: Extended Support ......... ............................ ...$0.00 41' aa ®TOTAL IMPLEMENTATION 'C 7 Notes: $74,285.00 $0.00 1. Cityworks Installation. The reason why this task Is zero dollars is because Woolpert In proposing that the City implement the public works agencies involved in this project in the Cityworks environment that Is currently in place for the Water Division, Doing so eliminates the need to install new software, " 2. Areas of Uncertainty. Woolpert has provided a range for these services for data migration, Integrations and custom reports because additional detail is required for these areas to provide a fee. 0.3 Woolpert understands the City's budget and is confident we can provide these services within the budget. We are flexible. 'y Cifyworks License R_ The Cityworks fee information is provided on the following pages. A� ®® CERTIFICATE OF LIABILITY INSURANCE DATE (19/2DN ) THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED, the pollcy(les) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsements . PRODUCR MarshE& McLennan Agency LLC 409 E Monument Ave, Ste 400 Dayton OH 45402 T Nicola Hall PHONE Fax c Na Ear 937.228.4135 AIX No: ADDRIESS: INSURERS AFFORDING COVERAGE NAICR INSURERA: Travelers Property Casualty Co of Amer 25874 INSURED 4454 Ide Inc. Center Blvd. 454 de INSURER B: Phoenix Insurance Company 25623 INSURER C: Charter Oak Fire Ins Co. 25615 INSURER D: Underwriters at Lloyd's London 55655 Dayton OH 45430 INSURER E: Ohio Casualty Insurance Company 24074 INSURER F : COVERAGES CERTIFICATE NUMBER: 2140913277 REVISION NUMBER' THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES, LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. ILTR TYPE OF INSURANCE AO La POLICY NUMBER POLICY EFF MMIDO POLICY EXP MMIDDIYYYY LIMITS A X COMMERCIAL GENERAL LIABILITY CLAIMS -MADE OCCUR P6309D576779 12131/2016 3/312018 EACH OCCURRENCE $1,000,000 AMA TORENT PREMISES Ise occu a ce $500,000 MED EXP (Any one person) s 10,000 PERSONAL & ADV INJURY $ 1,000,000 GEML AGGREGATE LIMIT APPLIES PER: POLICY FX] JEC CT FXI LOC GENERAL AGGREGATE $2,000,000 PRODUCTS - COMP/OP AGO $2,000,000 $ OTHER: C AUTOMOBILE LIABILITY P8109D21995A 12/31/2016 3/312018 — COMBINED SINGLET I MIT (Ed accident $1 000000 X BODILY INJURY (Per person) $ ANY AUTO AU OS AUTOS AUTOS BODILY INJURY Per accident ( ) $ HIRED AUTOSPSCHEDULED NO -CMED X PROPEaccRTY DAMAGE $ X $ Comp: 500 Coil: 1,000 A UMBRELLA LIAB X OCCUR CUP9D21995A 12/31/2018 3/31/2018 EACH OCCURRENCE $10.000.000 X EXCESS LIAB CLAIMS -MADE AGGREGATE $10,000,000 DED I I RETENTION$ $ B WORKERS COMPENSATION AND EMPLOYERS' LIABILITY YIN ANY PROPRIETOR/PARTNERIEXECUTIVE OFFICERIMEMBER EXCLUDED7 NIA UBBJ5386871743G 12/312017 3/31/2018 X SEATUTE ERH E.L. EACH ACCIDENT $1,000,000 E.L, DISEASE - EA EMPLOYEE $1,000,000 (Mandatory In NH) If yes, describe under E.L. DISEASE - POLICY LIMIT $ L000,000 DESCRIPTION OF OPERATIONS below E D Excess Llablllty Cyber Liability ECO1755844048 W187DBI50301 12/31/2016 12/31/2017 3131/2018 3/312019 01 Limit 5,000,000 01 Limit 5,000,000 Fineman 50,000 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES ACORD 101, Additional Remarks Schedule, may be attached if more space Is required) City of Santa Ana, Its officers, employees, agents, volunteers and representatives are included as Additional Insured with respects to the above General Liability and Automobile Liability when required by written Contract This Insurance is prlmary/noncontributory on the General Liability policy for the Additional Insured when such liability accrues from an act or omission of the named insured on the policy. Waiver of subrogation applies to the General Liability and Auto Liability policy when requlred by written contract. Cancellation clause is amended to 30 days except for 10 day notice of cancellation for non-paymen o remlum per policy provisions. City of Santa Ana 20 Civic Center Plaza (M-30) PO Box 1988 Santa Ana CA 92702-1988 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE ACORD 25 (2014101) The ACORD name and logo are registered marks of ACORD All rlahts reserved_ POLICY NUMBER: P6309D576779 ISSUE COMMERCIALO1 201�'IABILITY THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. SCHEDULED ADDITIONAL INSURED - WRITTEN CONTRACT (ARCHITECTS, ENGINEERS AND SURVEYORS) This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE NAME OF PERSON(S) OR ORGANIZATION(S): City of Santa Ana 20 Civic Center Plaza (M-30) PO Box 1988 Santa Ana CA 92702-1988 PROJECT/LOCATION OF COVERED OPERATIONS: Insured's Covered Operations PROVISIONS surance provided to the additional insured 1. The following is added to SECTION II — WHO IS shall be limited to the limits of liability required AN INSURED: by that "written contract requiring insurance". The person or organization shown In the Sched- This endorsement shall not increase the limits of insurance described In Section III — Limits ule above Is an additional insured on this Cover- Of Insurance. age Part, but: a. Onlywith respect to Ifabilit for "bodily injury", P Y Y "property d. This insurance does not apply to the render. ing of or failure to render any professional damage" or "personal injury"; and services" or construction management errors b. if, and only to the extent that, the injury or or omissions. damage is caused by acts or omissions of e. This insurance does not apply to "bodily in - you or your subcontractor In the performance "your jury" or "property damage" caused by "your of work" to which the "written contract work" and included in the "products - requiring Insurance" applies. The person or completed operations hazard" unless the organization does not qualify as an additional "written contract requiring insurance" speclfi- insured with respect to the independent acts cally requires you to provide such coverage or omissions of such person or organization. for that additional insured, and then the insur- The insurance provided to such additional insured ance provided to that additional insured ap- Is limited as follows: plies only to such "bodily injury" or "property c. In the event that the Limits of Insurance of damage" that occurs before the end of the pe- this Coverage Part shown In the Declarations riod of time for which the "written contract re - exceed the limits of liability required by the quiring insurance" requires you to provide "written contract requiring insurance", the In- such coverage or the end of the policy period, whichever is earlier. CG D416 05 08 02008 The Travelers Companles, Inc. Page 1 of 2 4 6kot GE Aoe&D1r) (z aF 3 ) COMMERCIAL GENERAL LIABILITY 2. The following is added to Paragraph 4.a, of SEC- TION IV — COMMERCIAL GENERAL LIABILITY CONDITIONS: The insurance provided to the additional insured shown in the Schedule above is excess over any valid and collectible "other Insurance", whether primary, excess, contingent or on any other basis, that is available to the additional insured for a loss we cover. However, if you specifically agree in the "written contract requiring insurance" that this in- surance provided to the additional insured under this Coverage Part must apply on a primary basis or a primary and non-contributory basis, this in- surance is primary to "other Insurance" available to the additional Insured which covers that person or organization as a named Insured for such loss, and we will not share with that "other insurance". But this insurance provided to the additional in- sured still is excess over any valid and collectible "other insurance", whether primary, excess, con- tingent or on any other basis, that is available to the additional Insured when that person or or- ganization is an additional insured under any "other insurance". S. The following is added to SECTION IV — COM- MERCIAL GENERAL LIABILITY CONDITIONS: Duties Of An Additional Insured As a condition of coverage provided to the addi- tional insured: a. The additional Insured must give us written notice as soon as practicable of an "occur- rence" or an offense which may result in a claim. To the extent possible, such notice should include: I. How, when and where the "occurrence" or offense took place; II. The names and addresses of any injured persons and witnesses; and III. The nature and location of any injury or damage arising out of the "occurrence" or offense. b. If a claim is made or "suit" is brought against the additional insured, the additional insured must: t. Immediately record the specifics of the claim or "suit" and the date received; and It. Notify us as soon as practicable. The additional insured must see to It that we receive written notice of the claim or "suit" as soon as practicable. c. The additional insured must immediately send us copies of all legal papers received in con- nection with the claim or "suit", cooperate with us in the investigation or settlement of the claim or defense against the "suit", and oth- erwise comply with all policy conditions. d. The additional insured must tender the de- fense and Indemnity of any claim or "sult" to any provider of other insurance which would cover the additional Insured for a loss we cover. However, this condition does not affect whether this insurance provided to the addi- tional insured Is primary to that other insur- ance available to the additional insured which covers that person or organization as a named insured. 4. The following is added to the DEFINITIONS Sec- tion: "Written contract requiring insurance" means that part of any written contract or agreement with the person or organization shown in the Schedule above, under which you are required to include that person or organization as an additional In- sured on this Coverage Part, provided that the "bodily injury" and "property damage" occurs and the "personal injury" Is caused by an offense committed: a. After the signing and execution of the contract or agreement by you; b. While that part of the contract or agree- ment is In effect; and c. Before the end of the policy period. Page 2 of 2 © 2008 The Travelers Companies, Inc, CG D416 05 08 i�.LJ ��i"r:e-�,,rP C%C % �9/dY/ �LG/�4% �' �`?'r�`� G✓�` �8 �� 3� WOOLINC-01 16. —� J 4/29/201I CERTIFICATE OF LIABILITY INSURANCE DATE (M201YYY) `9 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Ames 8: Gough 8300 Greensboro Drive Suite 980 McLean, VA 22102 INSURED Woolpert Inc. 4454 Idea Center Boulevard Dayton, OH 45430-1500 PHONE FAX - (A/C, No, Ext): (703) 827-2277 _ --(A/C No):(703) 827-2279 -- E-MAIL ADDRESS: ames ou admin� 9 9 h.com INSURERS) AFFORDING COVERAGE NAIC # - _INSURERA:National Union Fire Insurance Company— 19445 INSURER B : Travelers Property Casualty Company of America 25674 INSURER C : Continental Casualty Company (CNA) A, XV 20443 INSURER D INSURER E : INSURER F : rn11P0Ar_GC r F:0TICIr'ATF IVI IIIARFD• DC\/I4ZIr1AI Ali I11ADCD- THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE ADDL SUBR POLICY NUMBER POLICY EFF POLICY EXP LIMITS LTR INSD WVD MM/DD YY MM DD/YYYY A X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 CLAIMS -MADE X OCCUR 3118633 3/31/2019 3/1/2020 DAMAGE TO RENTED 300,000 X PREMISES (Ea occurrence) _ $_ _... MED EXP (Any one person) $ 25,000 PERSONAL & ADV INJURY $ 1,000,000 GE_N'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2,000,000 POLICY X PE O X LOC PRODUCTS - COMP/OP AGG $ 2,000,000 OTHER: $ A AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT 1,000,000 (Ea accident)... _. _$u.. X ANY AUTO 2446855 3/31/2019 3/1/2020 BODILY INJURY (Per person) $ OWNED SCHEDULED - _ AUTOS ONLY AUTOS BODILY INJURY (Per accident) $ —_ AUTOS ONLY AUUTOS ONLY _ (Per acdentDAMAGE $ B X UMBRELLA LIAB X OCCUR EACH OCCURRENCE $ 10,000,000 EXCESS LIAB CLAIMS -MADE ZUP-31NIO602-19-NF 3/31/2019 3/1/2020 AGGREGATE $ 10,000,000 DED X RETENTION $ 0 $ A WORKERS COMPENSATION X PER STATUTE ORH AND EMPLOYERS'LIABILITY YIN 11326673 3/31/2019 3/1/2020 - 1,000,000 ANY PROPRIETOR/PARTNER/EXECUTIVE E.L. EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? NIA (Mandatory in NH) E.L. DISEASE - EA EMPLOYEE $ 1,000,000 If yes, describe under 1,000,000 DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ C Professional Liab. AEH288355072 7/8/2018 7/8/2019 Per Claim/Aggregate 2,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) RE: Project #78392 The City of Santa Ana, its officers, employees, agents, volunteers and representatives are included as additional insured with respect to General Liability when required by written contract. General Liability includes Additional Insured coverage for On -Going & Completed Operations as required by written contract. General Liability is primary and non-contributory over any existing insurance and limited to liability arising out of the operations of the named insured and when required by written contract. 30-day Notice of Cancellation will be issued for the General Liability, Automobile Liability, Umbrella Liability, Workers Compensation and Professional Liability policies in accordance with policy terms and conditions. < EUNICE HEREDIA (PG I OF ) City of Santa Ana 20 Civic Center Plaza (M-30) PO Box 1988 Santa Ana, CA 92702-1988 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) ©1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD WWOOLINJC-01 NIGONZAL DATE (MMIDDIYYYY) CERTIFICATE OF LIABILITY INSURANCE 2/2612020 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER, THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOWW., THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING IINSURERjSj, AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holderis an ADDITIONAL INSURED, the policyjiesj must have ADDITIONAL. INSURED provisions or be endorsed. If SUIBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder In lieu of such endorsements . PRODUCER C N AOT: times S Gough O _ ' Ax .� 3300 Greensboro Drive, c rSq_ II 7i13 27 2277 (AIC, No) (7a ) $27 79 Suite 980 adrnln(arrtesrauh cord VcLean„ VA 22102,- INSURED ^°" )f15,MffiEfS.O Trav l rs Prgp..rt Casualt rm ran of America WWoolpert Inc. it su Et(.. ggt nerr l . sualty �Q pl nylIW kIA.wXv- 4d54 Idea Center Boulevard Dayton, OH 45430-1500 ....w._.__.._.._ Q9Y9RAGES 9E911EIrATE NUMBER; REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOT"wIIFITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ]ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES, LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. _...._.,.._.�... ._......._ ______.. _. w._. _ _. ._.-._,.. _.-.., _ -_,._ _ _.. .�.__..- __... . ._ --- ....,.... _.... LTR ..., Ai7OL, SUBR:: POLICY EFF POLICY Ex.P UNSR TYPE OF INSURANCE ITU3•LICY NUMBER LIMITS A COMMERCIAL GENERAL LIABILITY �,�aH C:i4"Q"iIRRENCE ___ I 1 IL .m....TO RENTED 30d000rE OCCUR X 3f1t33 3f1T2020 3l1/2d21CLAIMS-MADAMAGE X Contractual Liao. fir' 25 d00 ._. _... .. w._._..._ MEID Q) R (.Y e-g?arm) _ . ...... __...,-_m _ .. ER LNnL_&AC)VwL-LURY 1_.__.. 1,000,000: gJzNLAaaRrw,Q&lfLIMITAPPLES PER: 2,000,000 POLICY �.-.!�� � �j �...,,�. lea I�aaa¢TV�Ts- ��MP"�E���,. ,`t..,.,�..,,�.� 2,000,000 II A mAUTOMOBILE LIABILITY ^" C MMNNEG7 SINGLE I ]MIT _. 1,000,000 X ANY AUTO 2446855 31112020 3P1f2021 OWNED _ S'HEEDLULED '...... AUTOS ONLY AUTOS �p „�,'""'"' � �'""'� ,wD ". Y INJI�FCY QF's�q...�a atU2urtk �_,-...,..._..,..._.._....._ AI4.UTa,S ONLY _ AUTO ' BL .1 cUn ARnIt6GE-... ,_..,...„____......................Y..._._.___..___:... LUM.BRELLALIAB X i OCCUR � �-,. e�NH....,.. �s.�u....._.... ,..� ...M _...1d 000 dd'd,:..,. X EXCESSLIARAMyµ ^ J __. CLkMS-MADE ZUP-31N10602-20-NF 311/2020 311/20,21 10,000„Q00 DIEDXu RETENTIONS A WM'O�RKERS COMPENSATION PER I.'b"IP ANCa EMPLOYERS• LIABILITY _ .,"PIIATtiIL ANIY PR7PME1 ORMAR"I NERPEXECUJiTIVE 'Y..tB 1132 673 3,1112020 31112�021 1,000,000 gFE'Cd. MIEIn NH) EXCL UEO'r N4 N I A l,�darerylr,NHg k I S?9L.._.F61LiU'IgLL .. _...... .... 1 iSdd,ildd de tY(IFlI(r 1,000,000 If es, rUe'cr N. P...: FIxr QNS be] ow _.. U.. 6M6, . C Pro asional Liab. " EH2,II835507'2 311/2020 3/11202/ Per Claim/Aggregate 2,000,000 DESCRIWTION Of OPERATIONS P LOCATIONS) VEHICLES (ACORD 101, Addifional Remarks SchodulUe, may Ibe atWched It morespace Is required) iRE; Project #78392 The City of Santa Ana„ its officers, employees, agents„ volunteers and representatives are included as additional Insured with respect to General Liability �w when required by written contract.. General Liability Includes Additional Insured coverage for On -Going & Completed Operations as required by w 4tten contract. General Liability is primary and non-contributory over any existing Insurance and limited to liability arising out of the operations of the named Insured and when required by written contract. 3"ay Notice of Cancellation will be issued for the General Liability, Automobile Liability, Umbrella Liability, 'Workers Compensation and Professional Liability policies in accordance wvIth policy terms and conditions, CgRI109AI9 HOLDER Ira Z AI"�IA(:gEM[,N"A VISiC)N w SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City of Santa Ana 'Li ACCORDANCE, WITH THE POLICY PROVISIONS. 20 Civic Center Plaza (M-30) PO Box 1986 ...w,. �.� Santa Ana, CA 02702-1988 ANIIL: C°t'VE f� AUTHORIZED REPRESENTATIVE �r~~'� ACORD 25 (2016103) 1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD WI°l