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HomeMy WebLinkAboutReso 1986-12858 RESOLUTION NO. 12858 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA APPROVING AGREEMENT BETWEEN THE CITY OF CHULA VISTA AND PLANGRAPHICS, INC. FOR COST-BENEFIT ANALYSIS AND CONCEPTUAL DESIGN FOR A GEOGRAPHIC INFORMATION SYSTEM AND AUTHORIZING THE MAYOR TO EXECUTE SAID AGREEMENT The City Council of the City of Chula Vista does hereby resolve as follows: NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Chula Vista that that certain agreement between THE CITY OF CHULA VISTA, a municipal corporation, and PLANGRAPHICS, INC. for cost-benefit analysis and conceptual design for a geo- graphic information system dated the 18th day of December , 198 6, a copy of which is attached hereto and incorporated herein, the same as though fully set forth herein be, and the same is hereby approved. BE IT FURTHER RESOLVED that the Mayor of the City of Chula Vista be, and he is hereby authorized and directed to execute said agreement for and on behalf of the City of Chula Vista. Presented by Approved as to form by ~Jim Thomson, Deputy City /ThOmas J.,~rron, City Manager Attorney / 0374a ADOPTED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF CHULA VISTA, CALIFORNIA, this 18th day of. December 19 _ 86 , by the following vote, fo-wit: AYES: Councilmembers McCandliss, Nader, Cox NAYES: Counci 1 members Moore ABSTAIN: Counci lmembers None ABSENT: Counci lmembers Malcolm Mayor City of Chulo Vista City Clerk STATE OF CALIFORNIA ) COUNTY OF SAN DIEGO ) ss. CITY OF CHULA VISTA ) I, JENNIE Mi FULASZ, CMC, CITY CLERK of the City of Chula Vista, California, DO HEREBY CERTIFY that the above and foregoing is a full, true and correct copy of RESOLUTION NO. 12858 ,and that the same has not been amended or repealed. DATED. ~~ City Clerk CITY OF CHUIA VISTA CC--660 AGREEMENT This Agreement made and entered into this 18th day of December, 1986, between the CITY OF CHULA VISTA, CALIFORNIA, (hereinafter "CITY") and PLANGRAPHICS, INC., a Maryland Corporation, (hereinafter "CONSULTANT") whose principal place of business is 521 St. Clair Street, Frankfort, Kentucky 40601. WITNESSETH: WHEREAS, CONSULTANT is duly qualified and experienced as a consultant in matters connected therewith, and has offered services for the purposes specified in this Agreement; and WHEREAS, in the judgment of the City, it is necessary and advisable to employ said CONSULTANT for said purpose in connection with geographic information and automated mapping systems, hereinafter referred to as "PROJECT." NOW, THEREFORE, in consideration of these premises and the following terms and conditions, the parties hereto agree as follows: 1. INTEGRATION A. This Agreement represents the entire integrated agreement between CITY and CONSULTANT and incorporates by reference the CITY'S Request for Proposal for a Conceptual design of a geographical information system and the CONSULTANT'S proposal to CITY dated September 3, 1986 B. In the event of inconsistencies between the Contract, RFP, and Proposal, resolutions shall reflect the following order of document precedence; 1. Contract 2. RFP 3. Proposal C. This Agreement may be amended by written instrument signed by both CITY and CONSULTANT. II. BASIC SERYICES OF CONSULTANT CONSULTANT shall provide services as described in attached ~ect~on C of the CITY'S RFP. CONSULTANT shall serve as CITY'S professional representative in matters to which this Agreement applies, and will give consultation and advice to CITY during the performance of said services. CONSULTANT, with the consent of the CITY, may employ the services of outside CONSULTANTS and subcontractors when deemed necessary by 1 CONSULTANT to complete work under this Agreement. III. FEES AND PAYMENTS CITY agrees to pay CONSULTANT, for and in consideration of the performance of Basic Services described in Section II above, the fee based on the Cost Proposal, Section 5 of the CONSULTANT'S Proposal, and as detailed below: A. CONSULTANT may bill CITY and be paid for all work satisfactorily completed hereunder on a monthly basis. For services rendered, such billing will clearly state the number of hours worked by respective positions, the rate assessed therefore, and such other supporting information as may be required by CITY. B. In addition to the rates shown in Section $ of the CONSULTANT'S Proposal, CONSULTANT may bill CITY for expenses of transportation and living of principals and employees when traveling in connection with PROJECT provided that such expenses are not in excess of the budget provided for in Paragraph III.C. C. In consideration of the faithful performance of this Agreement, the CONSULTANT will not exceed the fee as identified below for work on PROJECT without written authorization from the CITY to perform work over and above that described in Paragraph II. Task Series I $18,435 Task Series II $15,606 Non-Labor Direct $ 5,828 Contract not to exceed $39,869 D. The CONSULTANT will submit monthly invoices for services rendered and the CITY will make payments in a timely manner. The CITY may withhold all requests for payment in excess of $30,000 pending satisfactory completion of Task Series I and II. Should the CITY find deficiencies in draft and final reports, it will notify CONSULTANT in writing within 30 days of receipt of report and the CONSULTANT will remedy the deficiencies within 30 days of receiving the CITY'S review. E. If the services covered by this Agreement have not been completed within 270 days of the date of execution of this Agreement, through no fault of the CONSULTANT, the amounts of compensation, rates and overhead shall be equitably adjusted. IV. EXTRA SERYICES OF CONSULTANT A. The CITY and CONSULTANT reserves the right to subsequently amend this Agreement to include additional services associated with the design, implementation, and application for geographic information systems. Compensation for additional services will be as agreed by the CITY and CONSULTANT. V. ASSISTANCE AND CONTROL A. Mr. Jim Thomson will coordinate the work of the CONSULTANT, and all decisions made by CONSULTANT regarding PROJECT will be subject to the approval of the CITY. B. CITY will provide CONSULTANT with all available existing information concerning PROJECT. C. CONSULTANT will provide, subject to the approval of the CITY, a Project Manager and key participant for the PROJECT; substitution may occur only with the consent of the CITY. VI. MODIFICATION The CITY may, in writing, make reasonable changes in the services required to be performed by CONSULTANT under this Agreement. Should any such actual changes be made, an equitable adjustment will be made to compensate CONSULTANT for actual additional costs. Any claim by CONSULTANT for adjustments hereunder must be made to CITY in writing no later than thirty {30) days after receipt by CONSULTANT of notice of such changes from CITY. VII. TERMINATION A. In the event that: 1. CITY shall give CONSULTANT written notice that in the CITY'S opinion the conduct of CONSULTANT is such that the interests of the CITY may be impaired or prejudiced; or 2. For any valid reason whatever, CITY may, upon 30 day written notice to CONSULTANT, terminate this Agreement. Upon such termination, CONSULTANT shall be entitled to payment of such amount as shall fairly compensate CONSULTANT for all work satisfactorily performed up to the date of termination, except that: a. No amount shall be payable for any losses of revenue or profit from any source outside the scope of this Agreement, including but not limited to: other actual or potential contracts for services with other parties. b. In the event of termination by CITY for CONSULTANT'S default, CITY shall deduct from amount due CONSULTANT the total amount of additional expenses incurred by CITY as a result of such default. Such deduction from amounts due CONSULTANT are made to compensate CITY for its actual additional costs incurred in ~ecur~ng satisfactory performance of the terms of this Agreement, including but not limited to, costs of engaging another CONSULTANT for such purposes. In the event that such additional expenses shall exceed amounts otherwise due and payable to CONSULTANT hereunder, CONSULTANT shall pay CITY the full amount of such expense. 3 B. In the event that this Agreement is terminated for any reason, CONSULTANT shall: 1. Upon receipt of written notice of such termination, promptly cease all services on this project unless otherwise directed by CITY; and 2. Deliver to CITY all data, reports, summaries, correspondence and other written, printed, or tabulated material pertaining in any way to PROJECT which CONSULTANT may have accumulated. Such material is to be delivered to CITY whether in completed form or in process. C. The rights and remedies of CITY and CONSULTANT under this paragraph are not exclusive and are in addition to any other rights and remedies provided by law or appearing in any other article of this Agreement. VIII. ASSIGNMENT AND DELEGATION CONSULTANT shall not assign, transfer, convey, pledge or sublet this Agreement or any part of it, and CONSULTANT shall delegate no duty under this Agreement without the expressed prior written consent of CITY. IX. INDEMNIFICATION The CITY and all officers and employees thereof connected with the work shall not be answerable or accountable in any manner, for any loss or damage that may happen to the work or any part thereof, for any loss or damage to any of the materials or other things used or employed in performing the work or any time before its completion and final acceptance. The CONSULTANT shall indemnify and save harmless the CITY and all officers and employees thereof connected with the work from all claims, suits or actions of every name, kind and description, brought for, or on account of, injuries to or death of any person or damage to property resulting from any negligent error, omission, or act by the CONSULTANT or his agents during the progress of the work or at any time before its completion and final acceptance. The CONSULTANT shall, during the life of the contract, take out and maintain insurance coverage with an insurance carrier authorized to transact business in the State of California as will protect the CONSULTANT or any subcontractor or anyone directly or indirectly employed by any of them or by anyone for whose acts any of them may be liable from claims for damages because of bodily injury, sickness, disease, or death of his employees or any person other than his employees, or for damages because of injury to or destruction of tangible property including loss of use resulting therefrom. The minimum limits of liability for such insurance coverage which shall include comprehensive general and automobile liability, including contractual liability assumed under the contract, shall be as follows: 4 A. Limit of Liability for Injury or Accidental Death One .................................. $ 500,000 Person . . One Person or Occurrence .................. $1,000,000 B. Limit of Liability for Property Damage Aggregate Liability for Loss .............. $1,000,000 C. Single Limit Bodily Injury/Property Damage .................................... $1,000,000 CONSULTANT shall obtain, and keep in full force and effect, compensation insurance necessary in connection with the performance of this Agreement to protect himself and employer under the Worker's Compensation Insurance and CONSULTANT shall supply CITY with a suitable statement certifying to the protection and defining the terms of the policy issued within thirty (30) calendar days after the execution of this Agreement. X. LIMITATION OF ACTION No action shall be maintained by CONSULTANT, its successors or assigns against CITY or any claim based upon or arising out of this Agreement or out of anything done in connection with this Agreement unless such action shall be commenced within six 16) months of the date of final payment of CONSULTANT hereunder. XI. TIME FOR COMPLETION CONSULTANT shall commence immediately upon receipt of a Notice to Proceed to complete all work required herein as follows: A. The CONSULTANT shall adhere to the schedule developed in Task Series I except that the schedule may be modified with the approval of the CITY, and the schedule shall be extended day for day for any delay introduced during the CITY review of products. B. Task Series I and II of the Scope of Services within 150 days from the Notice to Proceed. 5 IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the day and year first above written. THE CITY OF CHULA VISTA PLANGRAPHICS, INC. <~ -' City Cler'l~''J ~ City ~y WPC fl929I COUNCIL AGENDA STATEMENT Item 9 Meeting Date 12/16/86 ITEM TITLE: Resolution f~S~ Approving agreement with Plangraphics, Inc. for cost-benefit analysis and conceptual design for a Geographic Information System SUBMITTED BY: Deputy City Manager Thomson~/~'! REVIEWED BY: City Manager~ (4/5ths Vote: Yes__No X ) The Data Processing Division's budget includes $40,000 for an in-depth consultant review of the cost-effectiveness of alternative approaches for developing a City-wide Geographic Information System. Staff has completed the Request for Proposal process and negotiated the recommended agreement with Plangraphics, the firm ranked highest by the selection committee. RECOMMENDATION: That Council adopt the resolution approving the agreement. BOARDS/COMMISSIONS RECOMMENDATION: Not Applicable DISCUSSION: Staff prepared the attached Request for Proposals and mailed the RFP to 21 firms. Eight of these firms submitted proposals to the City. Staff reviewed those proposals and selected four firms as finalists for interviews. Those four firms were: Plangraphics, Inc., Environmental Systems Research Institute, HDR Infrastructure, and the Warner Group. The selection committee included the Deputy City Manager, Planning Director, Director of Public Works, Deputy Director of Public Works for Operations, and the Data Processing Manager. The proposals were reviewed in terms of: - Firm's experience conducting similar Geographic Information System studies - Expertise of personnel on proposed project team - Proposed work concepts, approach, and objectivity - Proposed cost After interviewing all four firms and conducting reference checks, the selection committee unanimously selected Plan§raphics as the best qualified firm for the project, and its rates were also among the lowest. The components of the study will include the following: - Identify the City's current and potential geographic information needs and uses in all city departments - Evaluate existing information resources in the City - Identify and evaluate alternative system designs, including a cost benefit analysis of the alternatives and their hardware, software and staffing implications - Formulate a recommended system design and implementation plan Page 2, Item 9 Meeting Date 12/16/86 As described in the City Manager's budget message, Geographic Information Systems involve a combination of data processing techniques that enable the creation of geographic or land use information systems by integrating diverse automated City data files, including maps. Such systems can give staff, managers, and policy makers the ability to use geography (individual parcel, planning area, city block, etc) as a common denominator for the review and analysis of data from a number of different sources that may cross departmental lines. Once various City files are integrated and linked geographically, such systems could be used to map the data, forecast with it, better monitor changes in community conditions, and provide management information that allows improved allocation of resources. They would also provide an invaluable tool for increasing productivity among staff involved in land development project and permit processing and in helping reduce errors in such processing. The proposed study will help determine which applications and what type of system would be most cost effective for Chula Vista. Depending on the type of system recommended, the cost could be several hundred thousand dollars. As an example, the City and County of San Diego recently completed a similar study at a cost of about $200,000, and are planning to implement a multi-million dollar geographic information system called the Regional Urban Information System (RUIS). One of the issues Plangraphics will review in the proposed study for Chula Vista is whether to join RUIS or establish our own system. Even if Chula Vista establishes its own system, there are numerous alternative approaches and a wide spectrum of costs and benefits affiliated with the alternative approaches. Every City that staff has contacted that has attempted to develop a major geographic information system has recommended the approach the proposed agreement with Plangraphics will provide - a comprehensive city-wide study to formulate a master plan for the development of an integrated, phased, and cost effective geographic information system. FISCAL IMPACT: Funds are included in the Data Processing budget to cover the maximum $39,869 cost of the proposed agreement. ~"~ the City Council'of - Chula Vista, California