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HomeMy WebLinkAbout6.q. Cartegraph SoftwareAGENDA ITEM: Cartegraph Software AGENDA SECTION: Consent PREPARED BY: Andrew J. Brotzler, P.E City Enginee Rick Cook, Operations Superintendent AGEN F at kG ATTACHMENTS: Software and Services Agreement C0601010 APPROVED BY: RECOMMENDED ACTION: Motion to Approve the Software and Services Agreement with Cartegraph Systems, Inc. and Authorize the Necessary Signatures ROSEMOUNT CITY COUNCIL City Council Meeting: February 21, 2006 EXECUTIVE SUMMARY ISSUE: The Pubhc Works Department is requesting Council approval of the Software and Services Agreement with Cartegraph Systems, Inc. for the puichase of Cartegraph software BACKGROUND: Early in 2005, the Public Works Department began researching different software apphcations that will allow the Department to operate m a more efficient and cost effective manner Our goal was to find an apphcation that includes each of the following features: A "call center" that will allow us to track a resident concern from origmation to completion An asset management system that will allow us to maintain a comprehensive inventory of all public assets A fleet management system that includes a powerful reporting feature that can be customized for our specific data gathering needs A system that incorporates enough flexibility to adapt to our expanding needs .A system that will integrate with our expanding GIS capabilities A system that includes remote capabilmes for field use After extensively researching other applications (CityView, Hansen Technologies, and Accela) and receiving feedback from other communities, we concluded that Cartegraph's features most closely matched the current needs and budget of the Department After two on -site presentations, and an area wide user group attended by five City employees, we are confident that the Cartegraph software will support the department's goals. The Cartegraph software operates with a network license that will accommodate multiple users. To start with, our plan is to have the following people be the initial active users of the software: the Public Works Secretary, the GIS Coordinator, the Management Analyst, and three or four maintenance workers As our needs expand and our familiarity with the software increases, we will expand the usage to more people, for more purposes. G Chris \Courted \Cartegraph doc Water Utility $2,500 Sewer L;tility $2,500 Storm Water Utility $2,500 GIS Fund $31,600 `1he cost of acquirmg the software program will be funded as follows: SUMMARY: As the City expands m population and maintained area, the need for a comprehensive data management system continues to increase. Cartegraph software will allow staff to work more efficiently, maintain and access mformanon more readily, and ultimately will help save time and money by streamlining many of our current practices For these reasons, staff recommends Council approval of the Software and Services Agreement with Cartegraph Systems, Inc. for the purchase of Cartegraph software. 2 4 ROSEMOUNT The City of Rosemount, Minnesota Software and Services Agreement C0601010 with CarteGraph Systems, Inc. CarteGraph Systems, Inc. 1 3600 Digital Drive I Dubuque, Iowa 52003 800.688.2656 1 563.556.8120 www.cartegraph.com Software and Services Agreement 1 Scope of Project 1 Software Products 1 Platinum Maintenance 1 Professional Services 2 Support Services 3 Project Assumptions 4 Customer Responsibilities 4 Project Investment 5 Payment Terms and Conditions 6 General Terms 6 Exhibit A Modifications 8 CarteGraph I Better Government Table of Contents PROPRIETARYLNFORMATION: The City of Rosemount acknowledges that all materials and documents associated with this project are proprietary in nature This specifically includes pricing information, training materials and consulting documents as described The City of Rosenzount further agrees not to copy or otherwise make available such materials outside of the City of Rosemount and as divisions and departments without the prior written consent of CarteGraph Systems, Inc. except as i equrred by law The Czty of Rosemount, Minnesota February 16, 2006 Software and Services Agreement THIS AGREEMENT is made and entered into between the City of Rosemount, hereinafter referred to as "Customer," whose address is City of Rosemount, 2875 145th Street West, Rosemount, Minnesota 55068 -4997 and Cart@Graph Systems, Inc 3600 Digital Drive, Dubuque, Iowa 52003, hereinafter referred to as "CarteGraph Scope of Project Software Products Platinum Maintenance Professional Services Support Services Software Products CARTEGRAPH shall provide and deliver licenses to use the Software Products and in the quantities listed in Software and Services Pi ovided Software Products aie developed and supported products available from CarteGraph. CarteGraph will pro), ide these Software Pioducts to Customer in their standard form and at the most current generally available release version lei el published at that time of installation CarteGraph software is currently supported within the following PLATFORM Windows, NT4, 2000, 2003, XP Supported operating systems will be listed on CarteGraph's web site. (httpl/www cartegraph com) DATABASE Access, MSDE, SQL 7 x, SQL 2000, Oracle 8.x, Oracle 9.i Platinum Maintenance Services And Products Covered This Agreement applies to the Software Products listed in Software and Services Piovided Dui ing the term of this Agreement, CarteGi aph will provide the following services or products as part of this Agreement 1) Technical Support Customer will receive unlimited toll -free support via phone, fax or e-mail through the CarteGraph Help Desk for technical issues relating to the use of the licensed software Telephone support will be available Monday through Friday between the hours of 7.30 a m. -5.30 p.m Central time by dialing 800 -688- 2656 ext 6200 (supporu22)cartegraph com). 2) All updates and upgrades to licensed products for the term of the maintenance agreement. 3) All benefits, products, services, and WEBed training sessions available at the customer only Client Support Center web site at www cartegraph com. 4) Platinum Maintenance shall be in effect for the Initial Term of twelve (12) months from the Initial Term Start Date through the Initial Tenn End Date for each Software Product Platinum Maintenance shall automatically renew at the end of the Initial Term for unlimited, successive I2 -month Renewal Terms Customer may terminate Platinum Maintenance at the end of the Initial Term or any subsequent Renewal Tenn by notifying CarteGraph in writing of their intention to do so at least 60 days prior to the applicable End Date for that term. C0601010 1 The City of Rosemount, M7znnesota February 16, 2006 Professional Services CarteGraph shall provide the following Professional Services to implement and deploy the Software Products. CarteGraph shall be responsible for the timely performance of all Professional Services and warrants that all professional and technical services provided to Customer pursuant to this Agreement shall be of good and workmanlike quality and will meet or exceed standards of similar professional services within the industry CarteGraph makes no further warranty, representation or pionuse not expressly set forth in this Agreement. 1) Application Installation Services CarteGraph will provide through Internet access', expert technical resources to work with Customer's Infoimation Systems pei sonnel to install and configuie the Software Products in Customer's database environment Service assumptions include a) CarteGraph will install Customer's MSDE software and database. b) Database replication/synchronization is not required c) Customer IT staff will be present and available at all times during Installation d) Installation Components include i) Pie Installation CarteGraph will confirm Remote access to ensure appropriate connectivity, confirm Administrator client connection to network environment, system parameter review to ensure environment and required topology meet or exceed CarteGraph hardware recommendations, and install and configure the required application License Server ii) Suite Installation• CarteGraph will stage one (1) Administrator PC client and one (1) User PC client with the appropriate Software Products and provide a knowledge transfer to allow Customer to stage and maintain any remaining PC clients. will format Customer database for appropriate Software Product database structure, will update Customer's License Server with Software Product License codes, and will provide recommendations for database maintenance. 2) Modification Services CarteGraph will construct modifications to the Software Products as defined in the enclosed design in Exhibit A Modifications, which design Customer approves through acceptance of this Agreement These Modifications include Description Document Tracking ID WORKdirector Modification Services for Fleet Functionality 1501 3) Implementation Services The quantity of the following Implementation Services as listed in Software and Services Pi ovided are CarteGraph's not to exceed estimates based on projects of similar size and scope and on Customer's assumption of designated iesponsibilities These quantities of Internet sessions and/or service days may be mutually adjusted within the vanous categories as described to best meet Customer's needs but may not exceed the total number of Implementation Services Internet sessions or service days listed in Software and Services Provided a) Onsite Consultation CarteGraph will provide an onsite consultation service and m the quantity listed m Software and Services Provided. A CarteGraph consultant will provide over -the- shoulder process, procedure, and applications assistance to Customer staff at Customer workstations as a method to reinforce CarteGraph functionality as it relates to Customer daily activities and processes. Customer will provide facilities and any equipment required for the consultation, including server and client computers as necessary. 4) Project Management CarteGraph will provide guidance in the management of this implementation project and will take responsibility for the resources CarteGraph allocates to the project (i e education, installation and support) Cart @Graph will provide a project manages for the project for the entire duration of the project and will provide administrative support for CarteGraph staff and activities Throughout the Project Management Task CarteGraph will attend status meetings and employ ongoing Pioject Management techniques to ensure a comprehensive Project Work Plan is developed, monitored and maintained upon initiation of the project to reflect agreed upon dates and services CarteGraph utilizes Microsoft's Live Meeting Internet services for delivery of all remote products For more information regarding Live Meeting please visit: http /main.placeware com C0601010 2 The City of Rosemount, Minnesota February 16, 2006 Support Services 1) Modification Support Service. These services apply to the Modifications described m Exhibit A Modifications During the term of this Agreement, CarteGraph will provide the following services as part of this Agreement a) Modification Upgrade Support. Customer will perform all normal upgrade processes for CarteGraph generally available applications and will perform and follow documented upgrade processes for the Modification CarteGraph will ensue that the functionality of the Modifications will persist when Customer upgrades to a newer generally available release of CarteGraph applications b) Modification Technical Support Customer will receive unlimited toll -fiee ongoing support via phone, fax or e -mail through the CarteGraph Help Desk for technical issues relating to the use of the Modifications. Telephone support will be available Monday through Friday between the hours of 7 30 a ni -5 30 p m Central time by dialing 800 -688 -2656 ext 6200 (support(ricartegraph coin) Technical support is available for the latest Major Release and one Major Release prior as applicable to Customer's specific version of the CarteGraph application software that is modified and for the same database in which the Custom Modifications are deployed Maioi Releases ale defined as major enhancements to the CarteGraph application softwaie and are designated by the number to the immediate left of the first decimal point (e.g. 6 0 is a maloi enhancement to 5 0) m CarteGraph's published versioning c) Term of Agreement. The Initial Term of the Service Support shall be coternunous with Customer's Platinum Maintenance Agreement and shall automatically renew at the end of the Initial Term for unlimited, successive 12 -month Renewal Terms Customer may terminate Service Support at the end of the Initial Term or any subsequent Renewal Term by notifying CarteGraph in writing of their intention to do so at least 60 days piior to the applicable End Date for that term. d) Platinum Maintenance Requirement Customer must maintain a current Platinum Maintenance Agreement as a condition of Modification Support Service e) Scope of Service The scope of this service offering will be evaluated and expanded, as necessary, for any additional services for which Customer may contract a) Term of Agreement The Initial Term of Platinum Plus Maintenance shall be coterrmnous with Customer's Platinum Maintenance Agreement and shall automatically renew at the end of the Initial Term for unlimited, successive 12 -month Renewal Terms Customer may terminate Platinum Plus Maintenance at the end of the Initial Tenn or any subsequent Renewal Term by notifying CarteGraph m writing of their intention to do so at least 60 days piior to the applicable End Date for that term b) Platinum Maintenance Requirement Customer must maintain a current Platinum Maintenance Agreement as a condition of Platmum Plus Maintenance. C0601010 3 The City of Rosemount, Mntnesota Project Assumptions Professional Services are based on the following assumptions: 1) Onsite Professional Services shall be deliveied at the facilities listed below Main Office The City of Rosemount 2875 145th Street West Rosemount, Minnesota 55068 -4997 Februwy 16, 2006 2) Professional Services are CarteGraph's not to exceed estimates or fixed fee quotations (see Software and Services Provided) based on projects of similar size and scope and on Customer's assumption of designated responsibilities 3) A Project Work Plan including project start date, delivery of Professional Services and conversion specifications will be mutually agreed upon and provided within 14 days from contract signing. The length of the Project Work Plan may not reflect the length of the full product deployment. Deployment completion (productive use) is a customer driven initiative based on resource allocation and /oi organizational requirements Both parties recognize that time is of the essence and will provide staff resources and efforts to ensure deployment completion occurs as soon as is reasonably possible Final project dates will be deteimined and progress will be monitored through joint regular and periodic status meetings. Customer Responsibilities Customer accepts responsibility for all aspects of project planning, management and execution not specifically descubed under Scope of Project. On -going management of the day -to -day allocation of Customer resources, and management of Customer project tasks is the responsibility of Customer Customer will provide overall guidance and direction for the project and will direct the project accordingly. Further, and with regard to the CarteGraph obligations listed under the Scope of Project section, Customer understands that it is vital to the success of the project that Customer provides assistance in the following matters 1) For those services listed under Professional Services, CarteGraph personnel will conduct information gathering and evaluation sessions with various Customer users and management While Cart @Graph respects the time and workload of Customer staff, dedicated time on the part of the appropriate Customer resources is necessary to complete these exercises. 2) The installation process requires the periodic assistance of Customer personnel and suitable access to hardware and systems (e g security clearance) Customer is encouraged to supervise the installation process while systems are accessible to CarteGraph. It is assumed all hardware, both Personal Computers and Network and Database servers, will be installed and operating m a manner that delivery and execution of CarteGraph Professional Services will not be impeded 3) Customer understands that the successful performance of Professional Services depends upon Customer fulfilling its responsibilities The Pi oject assumes that Customer will provide all personnel required to achieve a successful implementation. 4) Customer shall installand network it's own hardware and communications and this will not affect the timing or the delivery of CarteGraph services. 5) Customer will provide Internet access and IT staff support as required. C0601010 4 The Caty of Rosemount, Minnesota February 16, 2006 Project Investment Customer will compensate CarteGraph for the Software Products, Professional Services, and Expenses provided pursuant to this Agreement in the amount fisted below SOFTWARE AND SERVICES PROVIDED SOFTWARE PRODUCTS: (Licensed for use with Microsoft MSDE database) Concurrent Purchase Licenses Type CALLIink 1 New SEWERview 1 New SIGNview 1 New VERSAtools 1 New WORKduector 2 New PROFESSIONAL SERVICES: Units Unit Type Pioject Management Application Installation Services Modification Services Implementation Services Onsite Consultation SUPPORT SERVICES Modification Support I Fixed I Included 1 Fixed 5 Days 1 Fixed TOTAL PROJECT COST $37 ,600.00 ESTIMATED EXPENSES $1,500 00 Future years' annual Platinum Maintenance for all purchased CarteGraph modules will be 20% of the then listed purchase price This is currently estimated to be $6,700 00 for the listed modules. Future years' annual Modification Support Service fees are estimated to be $400 00 for all purchased CarteGraph Custom Modifications described in Professional Services. Additional Services. In the event it becomes apparent to CarteGraph that service efforts detailed in the Agreement will be exceeded due to any changes in the scope of services required, CarteGraph will notify Customer prior to exceeding the approved effoits. CarteGraph will also provide such additional professional services, including consultation services, customization, data conversion, integration services and training sessions, as may be requested by Customer In either event, such services shall require advanced written quotation from CarteGraph and approval from Customer Additional Services are available to Customer at the rate of $175 per hour for remote services CarteGraph's onsite service rate is $1,450 per day plus travel expenses. All onsite services require a two -day minimum 1 Microsoft's published limitations of MSDE 2000. MSDE 2000 is a local data engine that can be shared It has a managed concurrency workload governor that limits up to fn e concur rent batch workloads for optimal performance As more batch workloads are submitted beyond the five- woikload limit, the concurrency governor continues to slow down the system. These workloads are not dropped or lost, they are still processed, but m an increasingly degraded performance mode. MSDE 2000 supports up to a maximum of 2 GB per database. 2 Travel Expenses are billed based on actual costs incurred CarteGraph must receive approval from the City of Rosemount prior to incurring additional expenses or exceeding this estimate. C0601010 5 The City ofRosenrount, Mlutnesota February 16, 2006 Payment Terms and Conditions In consideration for the Services and Products provided by CarteGraph to Customer, Customer agrees to pay CarteGraph Software Costs And Professional Service Fees in U S. Dollars as described below Delivery, Invoicing, Expenses Payment Terms 1) Delivery: Software Products shall be licensed upon acceptance of this Agreement and Platinum Maintenance services will begin upon licensing of the Software Products Professional Services will be scheduled and delivered upon your acceptance of this Agreement, which will be considered as your notification to proceed 2) Invoicing: Invoicing for any given Software Product shall occur upon delivery. Invoicing occurs monthly for Professional Services as they are incurred on the project Interim billings on fixed fee costs will be invoiced as incurred 3) Expenses: In providing the services included in this agreement, CarteGraph shall be reimbursed for any reasonable out -of- pocket costs, including, but not limited to, travel, lodging, and meals. Out -of- pocket expenses are billed based on actual costs incurred and are due separately 4) Payment Terms: All payments are due Net 30 days from date of invoice. General Terms This Agreement takes precedence over all attachments m the event of conflicting terms and conditions CarteeGraph's liability for its failure to perform under this Agreement shall be limited to the fee paid under this Agreement Neither party may bring any action arising out of this Agi cement, regardless of form, more than one year after the cause of the action has occurred, except that an action for non payment may be brought at any time The terms and conditions of any and all Exhibits and Attachments to this Agreement are incorporated herein by this reference and shall constitute part of this Agreement as if fully set forth herein Article and Section headings used herem are for ieference purposes only and shall not be deemed a part of this Agreement This Agreement, together with all Exhibits and Attachments hereto constitute the entire Agreement between the parties and supersedes all previous Agreements including promises and representations, whether written or oral, between the parties with respect to the subject matter heieof. Limitation Of Liability Except foi damages resulting from bodily injury or patent or copyright infringement, each party's total liability to the other for damages under this Agreement shall not exceed the total amount of this Agreement Liability ansing out of bodily injury, contract, breach of warranty, or claims by third parties or otherwise, shall not in any ev ent exceed the limits of CarteGraph's commeicial general liability insurance coverage with a lint of 51,000,000 per occunence and a $2,000,000 aggregate limit, business auto liability insurance with a limit of S1,000,000 Neither party shall be liable to the other for any loss of profits, loss or inaccuracy of data, or for any special, incidental or consequential damages (including without limitation the cost of any substitute procurement) arising from this Agreement, even if such party had been advised of the possibility thereof No action, regardless of form, arising out of this Agreement may be brought by either party more than four years after the cause of the action has occurred Disclaimer of Warranties CarteGraph makes no warranty, representation or promise not expressly set forth m this Agreement CarteGraph disclaims and excludes any and all implied warranties of merchantability, fitness for a particular purpose Relationship of the Parties CarteGraph and Customer are independent of each other This Agreement does not and is not intended to create in any way or manner or for any purpose an employee/employer relationship or a pnncipal -agent i elationship Neither party is authorized to enter into agreements for or on behalf of the other, to create any obligation or responsibility, express or implied, for or on behalf of the other, to accept payment of any obligation due or owed the other or to accept service of piocess for the other CarteGraph is an independent contractor, customarily engaged in the performance of similar sen ices for other parties C0601010 6 The City of Rosemount, Minnesota February 16, 2006 Severability. The terms and conditions of this Agreement are severable. If any term or condition of this Agreement or the application thereof to any person or circumstances is held invalid. this invalidity shall not affect the other terms, conditions or applications which can be given effect without the invalid term condition or application Transfer of Agreement Cart Craph shall not tiansfer or assign any of its rights or obligations under the agreement to any other party without the prior written consent of Customer, which consent may not be unreasonably withheld. Notices- All notices or communications required oi pernutted as a part of this agreement shall be in writing and shall be delivered at the address set forth in this Agieement. Attoi ney's Fees /Legal Proceedings In the event of any litigation or other proceeding between the parties relating to this Agreement, the pievailing party shall be entitled to reasonable attorney's fees and other reasonable costs incurred in connection therewith and in pui suing collection, appeals and other relief to which that party may be entitled This contract shall be construed in accordance with the laws of the State of Iowa. Venue for any legal proceedings shall be in Dubuque County, Iowa, All undelivered Professional Services shall expire 365 days from the signing of this Agreement. The parties, each acting under due and proper authority, have executed this Agreement as of the day, month and year written below. THE CITY OF ROSEMOUNT 2875 145th Street West Rosemount, Minnesota 55068 -4997 CARTEGRAPH SYSTEMS, INC. 3600 Digital Drive Dubuque, Iowa 52003 C0601010 By Please Punt By Signature Name Title Mark Weber, CFO 7 Date: Date: The City of Rosemount, bftnncsota Februmy 16, 2006 Exhibit A Modifications WORKdirector Modification Services for Fleet Functionality: CarteGraph will'provide the Fleet modifications structured within the CarteGraph WORKdirector application, where all standard WORKdirector functionality will exist plus the following. c) Database Structure New fields will be added to the existing Equipment and Equipment\Events structure as well as the Work Order record set A new child Fuel Log recordset will be created and shared between Equipment and Work Order record sets d) Fleet Data Access forms Equipment Fleet. Fuel Log Work Order Fleet: e) Functionality The Equipment Service Schedule will help define the service schedule and the intervals in which service activities are to be performed Upon insertion or update into the Equipment Fuel Log, the odometer and date will be checked against the cui rent Equipment Service Schedule to determine what, if any, service activities are due to be performed The WO Fleet Events, Common Fonn Controls and Fleet Maintenance Events scripts will contain all fleet specific code within the WORKdirector application. f) Fleet Reports Future Maintenance By Activity: Future Maintenance By Equipment Scheduled Maintenance: C0601010 8 For entry of all equipment detail including service history for each vehicle or piece of equipment For entry of equipment fueling and associated mileage and date. For creation and maintenance of equipment centered Work Orders. Future preventive maintenance activities from the Equipment Service Future Report recordset sorted by activity. Future preventive maintenance activities from the Equipment Senice Future Report recordset sorted by equipment Events within the Equipment\Events recordset that show a fleet activity but have not been completed.