2014/07/01 Go Live Technology, Inc. FY14/15 GIS mapping services PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT for Professional Services ("Agreement") is made this 1s` day of July,
2014 ("Effective Date") by and between the CITY OF MENIFEE ("City") and Go Live Technology,
Inc., a California corporation ("Consultant') (together sometimes referred to the"Parties").
Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement,
Consultant shall provide to City the services described in the Scope of Work, (Exhibit A) and
incorporated here. Consultant will perform subsequent Task Orders as requested by the Contract
Administrator, in accordance with the Scope of Work. In the event of a conflict in or inconsistency
between the terms of this Agreement and Exhibit A, this Agreement shall prevail.
1.1 Term of Services. The term of this Agreement shall begin on July 1s', 2014
and shall end on June 30 2015, unless the term of the Agreement is otherwise terminated or
extended as provided for in Section 8. The time provided to Consultant to complete the services
required by this Agreement shall not affect the City's right to terminate the Agreement, as provided
for in Section 8.
1.2 Standard of Performance. Consultant shall perform all services required
pursuant to this Agreement in the manner and according to the standards observed by a competent
practitioner of the profession in which Consultant is engaged in the geographical area in which
Consultant practices its profession and to the sole satisfaction of the Contract Administrator.
1.3 Assignment of Personnel. Consultant shall assign only competent
personnel to perform services pursuant to Agreement. In the event that City, in its sole discretion,
at any time during the term of this Agreement, desires the reassignment of any such persons,
Consultant shall, immediately upon receiving notice from City of such desire of City, reassign such
person or persons.
1.4 Time. Consultant shall devote such time to the performance of services
pursuant to this Agreement as may be reasonably necessary to satisfy Consultant's obligations
hereunder.
1.5 Authorization to Perform Services. The Consultant is not authorized to
perform any services or incur any costs whatsoever under the terms of this Agreement until receipt
of authorization from the Contract Administrator.
Section 2. COMPENSATION. City hereby agrees to pay Consultant a sum not to
exceed Thirty-four thousand five hundred dollars and zero cents($34,500.00) notwithstanding any
contrary indications that may be contained in Consultant's proposal, for services to be performed
and reimbursable costs incurred under this Agreement. In the event of a conflict between this
Agreement and Exhibit A, regarding the amount of compensation,this Agreement shall prevail. City
shall pay Consultant for services rendered pursuant to this Agreement at the time and in the manner
set forth herein. The payments specified below shall be the only payments from City to Consultant
for services rendered pursuant to this Agreement. Consultant shall submit all invoices to City in the
manner specified herein. Except as specifically authorized in advance by City, Consultant shall not
bill City for duplicate services performed by more than one person.
2.1 Invoices. Consultant shall submit invoices monthly during the term of this
Agreement, based on the cost for services performed and reimbursable costs incurred prior to the
invoice date. Invoices shall contain the following information:
• Serial identifications of progress bills; i.e., Progress Bill No. 1 for the first invoice,
etc.;
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• The beginning and ending dates of the billing period;
• A Task Summary containing the original contract amount, the amount of prior
billings,the total due this period,the balance available under the Agreement, and
the percentage of completion;
• At City's option, for each work item in each task, a copy of the applicable time
entries or time sheets shall be submitted showing the name of the person doing
the work, the hours spent by each person, a brief description of the work, and
each reimbursable expense;
• The total number of hours of work performed under the Agreement by Consultant
and each employee, agent, and subcontractor of Consultant performing services
hereunder necessary to complete the work described in Exhibit A;
• Receipts for expenses to be reimbursed;
• The Consultant's signature.
Invoices shall be submitted to:
City of Menifee
Attn: Accounts Payable
29714 Haun Road
Menifee, CA 92586
2.2 Monthly Payment. City shall make monthly payments, based on invoices
received,for services satisfactorily performed, and for authorized reimbursable costs incurred. City
shall have thirty (30) days from the receipt of an invoice that complies with all of the requirements
above to pay Consultant.
2.3 Final Payment. City shall pay the last ten percent (10%) of the total sum
due pursuant to this Agreement within sixty(60)days after completion of the services and submittal
to City of a final invoice, if all services required have been satisfactorily performed.
2.4 Total Payment. City shall not pay any additional sum for any expense or
cost whatsoever incurred by Consultant in rendering services pursuant to this Agreement. City
shall make no payment for any extra, further, or additional service pursuant to this Agreement.
In no event shall Consultant submit any invoice for an amount in excess of the
maximum amount of compensation provided above either for a task or for the entire Agreement,
unless the Agreement is modified in writing prior to the submission of such an invoice.
2.5 Hourly Fees. Fees for work performed by Consultant on an hourly basis
shall not exceed the amounts shown on the fee schedule included with Exhibit A.
2.6 Reimbursable Expenses. Reimbursable expenses are included within the
maximum amount of the contract.
2.7 Payment of Taxes. Consultant is solely responsible for the payment of
employment taxes incurred under this Agreement and any federal or state taxes.
2.8 Payment upon Termination. In the event that the City or Consultant
terminates this Agreement pursuant to Section 8, the City shall compensate the Consultant for all
outstanding costs and reimbursable expenses incurred for work satisfactorily completed as of the
date of written notice of termination. Consultant shall maintain adequate logs and timesheets in
order to verify costs incurred to that date.
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Section 3. FACILITIES AND EQUIPMENT. Except as otherwise provided, Consultant
shall, at its sole cost and expense, provide all facilities and equipment necessary to perform the
services required by this Agreement. City shall make available to Consultant only physical facilities
such as desks, filing cabinets, and conference space, as may be reasonably necessary for
Consultant's use while consulting with City employees and reviewing records and the information
in possession of the City. The location, quantity, and time of furnishing those facilities shall be in
the sole discretion of City. In no event shall City be required to furnish any facility that may involve
incurring any direct expense, including but not limited to computer, long-distance telephone or other
communication charges, vehicles, and reproduction facilities.
Section 4. INSURANCE REQUIREMENTS. Before beginning any work under this
Agreement, Consultant, at its own cost and expense, shall procure the types and amounts of
insurance checked below and provide Certificates of Insurance, indicating that Consultant has
obtained or currently maintains insurance that meets the requirements of this section and which is
satisfactory, in all respects, to the City. Consultant shall maintain the insurance policies required by
this section throughout the term of this Agreement. The cost of such insurance shall be included in
the Consultant's compensation. Consultant shall not allow any subcontractor, consultant or other
agent to commence work on any subcontract until Consultant has obtained all insurance required
herein for the subcontractor(s) and provided evidence thereof to City. Verification of the required
insurance shall be submitted and made part of this Agreement prior to execution. Consultant
acknowledges the insurance policy must cover inter-insured suits between the City and other
Insureds.
4.1 Workers' Compensation. Consultant shall, at its sole cost and expense,
maintain Statutory Workers' Compensation Insurance and Employer's Liability Insurance for any
and all persons employed directly or indirectly by Consultant. The Statutory Workers'
Compensation Insurance and Employer's Liability Insurance shall be provided with limits of not less
than ONE MILLION DOLLARS ($1,000,000.00) per accident, ONE MILLION DOLLARS
($1,000,000.00) disease per employee, ONE MILLION DOLLARS ($1,000,000.00) disease per
policy. In the alternative, Consultant may rely on a self-insurance program to meet those
requirements, but only if the program of self-insurance complies fully with the provisions of the
California Labor Code. Determination of whether a self-insurance program meets the standards of
the Labor Code shall be solely in the discretion of the Contract Administrator. The insurer, if
insurance is provided, or the Consultant, if a program of self-insurance is provided, shall waive all
rights of subrogation against the City and its officers, officials, employees, and authorized
volunteers for loss arising from work performed under this Agreement.
4.2 Commercial General
Automobile Liability Insurance.
4.2.1 General requirements. Consultant, at its own cost and expense,
shall maintain commercial general and automobile liability insurance for the term of this Agreement
in an amount not less than ONE MILLION DOLLARS ($1,000,000.00) per occurrence, combined
single limit coverage, for risks associated with the work contemplated by this Agreement, TWO
MILLION DOLLARS ($2,000,000.00) general aggregate, TWO MILLION DOLLARS
($2,000,000.00) products/completed operations aggregate. If a Commercial General Liability
Insurance or an Automobile Liabilityform or other form with a general aggregate limit is used, either
the general aggregate limit shall apply separately to the work to be performed underthis Agreement
or the general aggregate limit shall be at least twice the required occurrence limit. Such coverage
shall include but shall not be limited to, protection against claims arising from bodily and personal
injury, including death resulting therefrom, and damage to property resulting from activities
contemplated under this Agreement, includingthe use of hired,owned and non-owned automobiles.
4.2.2 Minimum scope of coverage. Commercial general coverage shall
be at least as broad as Insurance Services Office Commercial General Liability occurrence form
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CG 0001 or GL 0002 (most recent editions) covering comprehensive General Liability and
Insurance Services Office form number GL 0404 covering Broad Form Comprehensive General
Liability. Automobile coverage shall be at least as broad as Insurance Services Office Automobile
Liability form CA 0001 (ed. 12/90) Code 8 and 9. No endorsement shall be attached limiting the
coverage.
4.2.3 Additional requirements. Each of the following shall be included in
the insurance coverage or added as a certified endorsement to the policy:
a. The insurance shall cover on an occurrence or an accident
basis, and not on a claims-made basis.
b. Any failure of Consultant to comply with reporting provisions
of the policy shall not affect coverage provided to City and its officers, employees, agents, and
volunteers.
4.3 Professional Liability Insurance.
4.3.1 General requirements. Consultant, at its own cost and expense,
shall maintain for the period covered by this Agreement professional liability insurance for licensed
professionals performing work pursuant to this Agreement in an amount not less than ONE
MILLION DOLLARS ($1,000,000) covering the licensed professionals' errors and omissions. Any
deductible or self-insured retention shall not exceed $150,000 per claim.
4.3.2 Claims-made limitations. The following provisions shall apply if the
professional liability coverage is written on a claims-made form:
a. The retroactive date of the policy must be shown and must be
no later than the commencement of the work.
b. Insurance must be maintained and evidence of insurance
must be provided for at least five (5) years after completion of the Agreement or the work, so long
as commercially available at reasonable rates.
C. If coverage is canceled or not renewed and it is not replaced
with another claims-made policy form with a retroactive date that precedes the date of this
Agreement, Consultant must provide extended reporting coverage for a minimum of five (5) years
after completion of the Agreement or the work. Such continuation coverage may be provided by
one of the following: (1) renewal of the existing policy; (2) an extended reporting period
endorsement; or(3) replacement insurance with a retroactive date no later than the commencement
of the work under this Agreement. The City shall have the right to exercise, at the Consultant's sole
cost and expense, any extended reporting provisions of the policy, if the Consultant cancels or does
not renew the coverage.
d. A copy of the claim reporting requirements must be submitted
to the City prior to the commencement of any work under this Agreement.
4.4 All Policies Requirements.
4.4.1 Acceptability of insurers. All insurance required by this section is
to be placed with insurers with a Bests' rating of no less than A:VII and admitted in California.
4.4.2 Verification of coverage. Prior to beginning any work under this
Agreement, Consultant shall furnish City with Certificates of Insurance, additional insured
endorsement or policy language granting additional insured status complete certified copies of all
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policies, including complete certified copies of all endorsements. All copies of policies and certified
endorsements shall show the signature of a person authorized by that insurer to bind coverage on
its behalf. The Certificate of Insurance must include the following reference: Menifee GIS Phase
I.The name and address for Additional Insured endorsements, Certificates of Insurance and Notice
of Cancellation is: City of Menifee, 29714 Haun Road, Menifee, CA 92586. The City must be
endorsed as an additional insured for liability arising out of ongoing and completed operations
by or on behalf of the Consultant.
4.4.3 Notice of Reduction in or Cancellation of Coverage. A certified
endorsement shall be attached to all insurance obtained pursuant to this Agreement stating that
coverage shall not be suspended, voided, canceled or materially changed by either party, or
reduced in coverage or in limits, except after thirty (30) days' prior written notice by certified, mail,
return receipt requested, has been given to the City. In the event that any coverage required by
this section is reduced, limited, cancelled, or materially affected in any other manner, Consultant
shall provide written notice to City at Consultant's earliest possible opportunity and in no case later
than ten (10)working days after Consultant is notified of the change in coverage.
4.4.4 Additional insured: primary insurance. City and its officers,
employees, agents, and authorized volunteers shall be covered as additional insureds with respect
to each of the following: liability arising out of activities performed by or on behalf of Consultant,
including the insured's general supervision of Consultant; products and completed operations of
Consultant, as applicable; premises owned, occupied, or used by Consultant; and automobiles
owned, leased, or used by the Consultant in the course of providing services pursuant to this
Agreement. The coverage shall contain no special limitations on the scope of protection afforded
to City or its officers, employees, agents, or authorized volunteers. The insurance provided to the
City as an additional insured must apply on a primary and non-contributory basis with respect to
any insurance or self-insurance program maintained by the City. Additional insured status shall
continue for (1) year after delivery of product(s).
A certified endorsement must be attached to all policies stating that coverage
is primary insurance with respect to the City and its officers, officials, employees and volunteers,
and that no insurance or self-insurance maintained by the City shall be called upon to contribute to
a loss under the coverage.
4.4.5 Deductibles and Self-insured Retentions. Consultant shall obtain
the written approval of City for the self-insured retentions and deductibles before beginning any of
the services or work called for by any term of this Agreement.
During the period covered by this Agreement, only upon the prior express
written authorization of Contract Administrator, Consultant may increase such deductibles or self-
insured retentions with respect to City, its officers, employees, agents, and volunteers. The
Contract Administrator may condition approval of an increase in deductible or self-insured retention
levels with a requirement that Consultant procure a bond guaranteeing payment of losses and
related investigations, claim administration,and defense expenses that is satisfactory in all respects
to each of them.
4.4.6 Subcontractors. Consultant shall include all subcontractors as
insureds under its policies or shall furnish separate certificates and certified endorsements for each
subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated
herein.
4.4.7 Variation. Contract Administrator may approve in writing a variation
in the foregoing insurance requirements, upon a determination that the coverage, scope, limits, and
forms of such insurance are either not commercially available, or that the City's interests are
otherwise fully protected.
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4.5 Remedies. In addition to any other remedies City may have if Consultant
fails to provide or maintain any insurance policies or policy endorsements to the extent and within
the time herein required, City may, at its sole option, exercise any of the following remedies, which
are alternatives to other remedies City may have and are not the exclusive remedy for Consultant's
breach:
• Obtain such insurance and deduct and retain the amount of the premiums for
such insurance from any sums due under the Agreement;
• Order Consultant to stop work under this Agreement or withhold any payment
that becomes due to Consultant hereunder, or both stop work and withhold any
payment, until Consultant demonstrates compliance with the requirements
hereof; and/or
• Terminate this Agreement.
Section 5. INDEMNIFICATION.
(a) Indemnification for Professional Liability. Where the law establishes a professional
standard of care for Consultant's Services, to the fullest extent permitted by law, Consultant shall
indemnify, protect, defend and hold harmless any and all losses, liabilities, damages, costs and
expenses, including attorney's fees and costs to the extent same are caused in whole or in part by
any negligent or wrongful act, error or omission of Consultant, its officers, agents, employees or
sub-consultants (or any entity or individual that Consultant shall bear the legal liability thereof) in
the performance of professional services under this Agreement.
(b) Indemnification for Other than Professional Liability. Other than in the performance of
professional services and to the full extent permitted by law, Consultant shall indemnify, protect,
defend and hold harmless the City of Menifee, and any and all of its employees, officials and
agents from and against any liability (including liability for claims, suits, actions, arbitration
proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of
any kind, whether actual, alleged or threatened, including attorneys fees and costs, court costs,
interest, defense costs, and expert witness fees), where the same arise out of, are a consequence
of, or are in any way attributable to, in whole or in part,the performance of this Agreement by
Consultant or by any individual or entity for which Consultant is legally liable, including but not
limited to officers, agents, employees or sub-contractors of Consultant.
(c) Limitation of Indemnification. Notwithstanding any provision of this Section 5,
Indemnification to the contrary, design professionals are required to defend and indermify the City
of Menifee only to the extent permitted by Civil Code Section 2782.8, which limits the liability of a
design professional to claims, suits, actions, arbitration proceedings, administrative proceedings,
regulatory proceedings, losses, expenses or costs that arise out of, pertain to, or relate to the
negligence, recklessness, or willful misconduct of the design professional. The term"design
professional"as defined in Section 2782.8, is limited to licensed architects, licensed landscape
architects, registered professional engineers, professional land surveyors, and the business
entities that offer such services in accordance with the applicable provisions of the California
Business and Professions Code.
(b) The provisions of this section do not apply to claims occurring as a result of City's
sole or active negligence. The provisions of this section shall not release City from liability arising
from gross negligence or willful acts or omissions of City or any and all of its officials, employees
and agents.
Section 6. STATUS OF CONSULTANT.
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6.1 Independent Contractor. At all times during the term of this Agreement,
Consultant shall be an independent contractor and shall not be an employee of City. City shall have
the right to control Consultant only insofar as the results of Consultant's services rendered pursuant
to this Agreement and assignment of personnel pursuant to Subparagraph 1.3; however, otherwise
City shall not have the right to control the means by which Consultant accomplishes services
rendered pursuant to this Agreement. Notwithstanding any other City, state, or federal policy, rule,
regulation, law, or ordinance to the contrary, Consultant and any of its employees, agents, and
subcontractors providing services under this Agreement shall not qualify for or become entitled to
any compensation, benefit, or any incident of employment by City, including but not limited to
eligibility to enroll in the California Public Employees Retirement System (PERS) as an employee
of City and entitlement to any contribution to be paid by City for employer contributions and/or
employee contributions for PERS benefits.
Section 7. LEGAL REQUIREMENTS.
7.1 Governing Law. The laws of the State of California shall govern this
agreement.
7.2 Compliance with Applicable Laws. Consultant and any subcontractor
shall comply with all applicable local, state and federal laws and regulations applicable to the
performance of the work hereunder. Consultant shall not hire or employ any person to perform work
within the City of Menifee or allow any person to perform work required under this Agreement unless
such person is properly documented and legally entitled to be employed within the United
States. Consultant shall obtain a City of Menifee business license. Consultant shall require the
same of all subcontractors.
7.3 Licenses and Permits. Consultant represents and warrants to City that
Consultant and its employees, agents, and any subcontractors have all licenses, permits,
qualifications, and approvals of whatsoever nature that are legally required to practice their
respective professions. Consultant represents and warrants to City that Consultant and its
employees, agents, any subcontractors shall, at their sole cost and expense, keep in effect at all
times during the term or this Agreement any licenses, permits, and approvals that are legally
required to practice their respective professions. In addition to the foregoing, Consultant and any
subcontractors shall obtain and maintain during the term of this Agreement valid Business Licenses
from City.
Section 8. TERMINATION AND MODIFICATION.
8.1 Termination. City may cancel this Agreement at anytime and without cause
upon written notification to Consultant.
Consultant may cancel this Agreement upon 30 days'written notice to City and shall
include in such notice the reasons for cancellation.
In the event of termination, Consultant shall be entitled to compensation for services
performed to the effective date of termination; City, however, may condition payment of such
compensation upon Consultant delivering to City any or all documents, photographs, computer
software, video and audio tapes, and other materials provided to Consultant or prepared by or for
Consultant or the City in connection with this Agreement.
8.2 Extension. City may, in its sole and exclusive discretion, extend the end
date of this Agreement beyond that provided for in Subsection 1.1. Any such extension shall require
a written amendment to this Agreement, as provided for herein.Consultant understands and agrees
that, if City grants such an extension, City shall have no obligation to provide Consultant with
compensation beyond the maximum amount provided for in this Agreement. Similarly, unless
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authorized by the Contract Administrator, City shall have no obligation to reimburse Consultant for
any otherwise reimbursable expenses incurred during the extension period.
8.3 Amendments. The parties may amend this Agreement only by a writing
signed by all the parties.
8.4 Assignment and Subcontracting. City and Consultant recognize and
agree that this Agreement contemplates personal performance by Consultant and is based upon a
determination of Consultant's unique personal competence, experience, and specialized personal
knowledge. Moreover, a substantial inducement to City for entering into this Agreement was and
is the professional reputation and competence of Consultant. Consultant may not assign this
Agreement or any interest therein without the prior written approval of the Contract Administrator.
Consultant shall not subcontract any portion of the performance contemplated and provided for
herein, other than to the subcontractors noted in the proposal, without prior written approval of the
Contract Administrator. In the event that key personnel leave Consultant's employ, Consultant shall
notify City immediately.
8.5 Survival. All obligations arising prior to the termination of this Agreement
and all provisions of this Agreement allocating liability between City and Consultant shall survive
the termination of this Agreement.
8.6 Options upon Breach by Consultant If Consultant materially breaches
any of the terms of this Agreement, City's remedies shall include, but not be limited to, any or all of
the following:
8.6.1 Immediately terminate the Agreement;
8.6.2 Retain the plans, specifications, drawings, reports, design
documents, and any other work product prepared by Consultant pursuant to this Agreement;
8.6.3 Retain a different consultant to complete the work described in Exhibit
A not finished by Consultant; or
8.6.4 Charge Consultant the difference between the cost to complete the
work described in Exhibit A that is unfinished at the time of breach and the amount that City would
have paid Consultant pursuant to Section 2 if Consultant had completed the work.
Section 9. KEEPING AND STATUS OF RECORDS.
9.1 Records Created as Part of Consuitanfs Performance. All reports, data,
maps, models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications,
records, files, or any other documents or materials, in electronic or any other form that Consultant
prepares or obtains pursuant to this Agreement and that relate to the matters covered hereunder
shall be the property of the City. Consultant hereby agrees to deliver those documents to the City
upon termination of the Agreement. It is understood and agreed that the documents and other
materials, including but not limited to those described above,prepared pursuant to this Agreement
are prepared specifically for the City and are not necessarily suitable for any future or other use.
City and Consultant agree that, until final approval by City, all data, plans, specifications, reports
and other documents are confidential and will not be released to third parties without prior written
consent of both parties unless required by law.
9.2 Consultant's Books and Records. Consultant shall maintain any and all
ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents
evidencing or relating to charges for services or expenditures and disbursements charged to the
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City under this Agreement for a minimum of three (3) years, or for any longer period required by
law, from the date of final payment to the Consultant to this Agreement.
9.3 Inspection and Audit of Records. Any records or documents that Section
9.2 of this Agreement requires Consultant to maintain shall be made available for inspection, audit,
and/or copying at any time during regular business hours, upon oral or written request of, the City.
Under California Government Code Section 8546.7, if the amount of public funds expended under
this Agreement exceeds Ten Thousand Dollars($10,000.00),the Agreement shall be subject to the
examination and audit of the State Auditor, at the request of City or as part of any audit of the City,
for a period of three(3) years after final payment under the Agreement.
Section 10. MISCELLANEOUS PROVISIONS.
10.1 Attorneys' Fees. If either party to this Agreement brings any action,
including an action for declaratory relief, to enforce or interpret the provision of this Agreement, the
prevailing party shall be entitled to reasonable attorneys' fees and expenses including costs, in
addition to any other relief to which that party may be entitled. The court may set such fees in the
same action or in a separate action brought for that purpose.
10.2 Venue. In the event that either party brings any action against the other
under this Agreement, the parties agree that trial of such action shall be vested exclusively in
Riverside County.
10.3 Severability. If a court of competent jurisdiction finds or rules that any
provision of this Agreement is invalid, void, or unenforceable, the provisions of this Agreement not
so adjudged shall remain in full force and effect. The invalidity in whole or in part of any provision
of this Agreement shall not void or affect the validity of any other provision of this Agreement.
10.4 No Implied Waiver of Breach. The waiver of any breach of a specific
provision of this Agreement does not constitute a waiver of any other breach of that term or any
other term of this Agreement.
10.5 Successors and Assigns. The provisions of this Agreement shall inure to
the benefit of and shall apply to and bind the successors and assigns of the parties.
10.6 Consultant Representative. All matters under this Agreement shall be
handled for Consultant by Richard Chenette, Principle and Kyler Diershaw, GIS Specialist.
10.7 City Contract Administration. This Agreement shall be administered by a
City Employee, Derek Williamson — Sr. IT Analyst ("Contract Administrator"). All correspondence
shall be directed to or through the Contract Administrator or his or her designee.
10.8 Notices. Any written notice to Consultant shall be sent to:
Go Live Technology, Inc.
1401 W. Balboa Blvd. #B
Newport Beach, CA 92661
Any written notice to City shall be sent to the Contract Administrator with a copy to:
City Clerk
City of Menifee
29714 Haun Road
Menifee, CA 92586
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10.9 Professional Seal. Where applicable in the determination of the Contract
Administrator, the first page of a technical report,first page of design specifications, and each page
of construction drawings shall be stamped/sealed and signed by the licensed professional
responsible for the report/design preparation. The stamp/seal shall be in a block entitled"Seal and
Signature of Registered Professional with report/design responsibility," as in the following example.
Seal and Signature of Registered Professional with
report/design responsibility.
10.10 Integration. This Agreement, including the scope of work attached hereto
and incorporated herein as Exhibit A, represents the entire and integrated agreement between City
and Consultant and supersedes all prior negotiations, representations, or agreements, eitherwritten
or oral.
10.11 Counterparts. This Agreement may be executed in multiple counterparts,
each of which shall be an original and all of which together shall constitute one agreement.
10.12 Nondiscrimination. Consultant shall not discriminate in any way, against
any person n the basis of race, color, religious creed, national origin, ancestry, sex, age, physical
handicap, medical condition or marital status in connection with or related to the performance of
this Agreement.
Section 11.
The Parties have executed this Agreement as of the Effective Date.
CITY E EE CO ULTAN
VL
Robeh J I
son, City Manager Richard Chenette, President
Go Live Technology, Inc.
Attest:
r�Sure�
A&Mu7t L. "n—&
Kathy Bennett, City Clerk Rchard Chenette, Treasurer
Go Live Technology, Inc.
Approved as to Form:
�c
J ie H. Biggs, ls4rim PitylAttorney
Page 10
EXHIBIT A
SCOPE OF WORK
Management Tasks
General Administration
GIS Specialist/Contractor
The City of Menifee needs to select a person to be the main point of contact within the City for
coordinating the GIS implementation plan. It is assumed that IT have skilled technology experts
with whom this individual could work to resolve IT technology issues for intranet, networking, and
database administration. This person would be in charge of coordinating/implementing data
conversion, deploying departmental GIS solutions, and managing software acquisition. Depending
on the maintenance solution selected by the city the GIS coordinator may also work as the lead
GIS technician. Initially Go Live suggests this person is a GIS contractor.
Setup ArcGIS Online Account/Contract
Assuming ArcGIS Online is selected as the public facing application interface, an ArcGIS Online
account with ESRI needs to be setup, with use projections that match purchased use levels.
Purchase Ortho-Photography
A number of departments have requested ortho-photography as a map layer. It will be the GIS
coordinators job to help screen product solutions. The GIS coordinator will need to gather and help
coordinate selection of competing product parameters and associated costs.
Acquire Software
Management will also need to coordinate the acquisition of the other GIS software listed on the
implementation plan.
Acquire ArcGIS Server Workgroup Standard
This is a purchase from ESRI. Menifee will require the"Workgroup Standard"edition to implement
the ArcGIS Server Intranet FlexViewer applications
Upgrade ArcMap to Arc Map Standard, Floating Seat
The upgrade to a floating seat license will facilitate sharing between departments. The standard
edition has the imbedded functionality to better support map service creation supporting the
Intranet/Internet applications.
Acquire ArcGIS Explorer
ArcGIS Explorer is a free data viewer which can be downloaded from ESRI's website. It requires a
site registration but this is also free. The software can be distributed freely to as many users as
needed as a general data viewer but does not provide the more directed easy to use interface, and
standardized map and query views provided with the Intranet software.
Acquire/Configure Hardware
Configure ArcGIS Server(VM)
The IT staff at Menifee will configure a 4 core VM with appropriate memory and disk space to act
as the main ArcGIS Intranet web server. The machine will also be the main FGD server supporting
ArcMap users as well.
Configure Possible Public Facing ArcGIS Server(VM)
The IT staff at Menifee may configure a 2 core VM with appropriate memory and disk space to act
as demilitarized zone server for the public facing Internet application. This option VS the ArcGIS
Online cloud based option would support more robust application functionality at the expense of
having to consider the security concerns of a public facing server. Note: Go Live believes the best
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course is to use the ArcGIS Online for year one and convert to the internal server on year 2 or even
year 3.
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HERE IS THE SCOPE OF WORK FOR GO LIVE TECHNOLOGY, INC.
Phase 1 (Jul-2014 through Sep-2014)
Contractor Tasks
Application Deployment
Install ArcGIS Server Software
The contractor will configure server for prerequisite components and software and then will install
ArcGIS Server Workgroup Standard edition. Install will be tested against test data sets
Install FlexViewer or Silverlight Viewer software.
These are free down loads from ES RI for those who are ArcG IS Server clients. Contractor will install
the basic modules as well as the Application Builder. Additional optional modules will also be
installed as needed to support the desired functionality.
Load Data into File Geo-database
Contractor will deploy required map layers and attribute data into a File geodatabase on the
application server VM.
Build Ortho-Photo Basemap/Pyramids
Contractor will convert ortho-photography to file geodatabase image format and build pyramids for
rapid display. Possible it may be merged with parcel base in a cached map service.
Develop and Deploy Intranet Map Services
These map services will provide the map views to the Intranet FlexViewer applications
Develop and Deploy Internet Map Services
These map services will provide the map views to the internet public facing application. They have
different content that the Intranet and are deployed differently, especially of the ArcGIS Online
solution is implemented.
Deploy FlexViewer Applications
Go Live will install and customize the ArcGIS Server Intranet FlexViewer for general use of city
staff. Any staff person on the city network with a web browser will be able to utilize these
applications in support of daily business. They are built around some of the most common map
requests for municipal employees. Setup includes adding applications and all of the necessary
software components on a city server configured with IIS. If a server is not currently configured
as a web server Go Live staff will also complete this task. A complete list of prerequisites will be
submitted to the city's contract IT staff for proper server configuration. Contractor will setup
application with all the internal queries, services, searches bookmarking, and look&feel. This will
effectively be a deployment of the Parcel Query application, Markup Mapping application and
some of the Pin Mapping application functionality as well.
Deploy Public Facing Application
Contractor will setup application with all the internal queries, services, searches bookmarking, and
look&feel. This will effectively be a deployment of the Parcel Query application. If the City decides
on a city server based deployment, it would be the same Flexviewer application as deployed for the
Intranet, with any sensitive data excluded.
Map Data Deploy Automated (FlexViewer)
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Contractor will deploy all the map layers listed for Phase 1 in the Gantt chart, which are required for
the initial Intranet Map viewer deployment. These are loaded into the server FGD and deployed as
one or more map services.
Deploy Updated County Parcel Data
Contractor will deploy the latest available version of the county assessor file in SQL Server Lite or
in the FGD. This data is required for the Intranet mapping application and is the basis for all property
based map queries.
ArcGIS Server Intranet Application Training
Intranet training would be conducted by Go Live and require 3 hours to complete. We can teach
two classes in a single day to help expand the number of potential users for this important
application. Extra days can be scheduled as needed.
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Phase 2 (Oct-2014 through Jun-2015)
Contractor Tasks
Application Deployment
Deploy Pin Mapping Application
In addition to the address based pin-mapping included in the Flex Viewer above additional pin
mapping for larger address lists(Excel data and similar)would be implemented in ArcMap. ArcMap
users will be able to perform Pin Mapping (Address matching) on an as needed basis using the
standard ArcMap geocoding interface and a custom service based Map .. Go Live proposes
customizing ArcMap with Python to run standard address files that the city has, against matching
map templates to assist in generating standard map products on a repeat basis for users who need
this capability. The custom application specified is for approximate locations based on centerline
address matching.
Deploy Proximity Mail-Out
The proximity mail-out functionality is core to ArcMap. Contractor will set-up custom ArcMap project
utilizing the map services developed for the Intranet Viewer. Users would be trained on an as
needed basis to use this functionality. Additionally contractor will work to deploy this as an add-on
module to the Intranet Viewer. Deployment of the Intranet viewer proximity mail-out functionality
will be based on release of Flexviewer version 3.7 and updates to the associated Flexviewer e-
search proximity widget.
Training
Pin Mapping Training (ArcMap)
Contractor will train users requiring this capability in using the customized ArcMap project
developed for address geocoding. Training will include using spreadsheet or CSV files lists of
addresses to create point location maps over a standardized map view (Service based). It is
recognized that many users would not use this often enough to justify training in its use. This
application is also slated for the GIS technician or contractor to perform this as a service on an as
needed basis, as an alternative.
Proximity Mail-Out Training (ArcMap)
Contractor will train users requiring this capability in using a customized ArcMap project developed
for buffer analysis. An associated goal is to add this functionality to the Intranet viewer and include
training in that application. This ArcMap based application would provide more advanced buffer
based queries than the Intranet Viewer, as well as options for user selected attribute download. It
is recognized that many users would not use this often enough to justify training in its use. This
application is also slated for the GIS technician or contractor to perform this function as a service
on an as needed basis, as an alternative.
Map Data Deploy Automated (Phase 2)
Per the task title, the project Gantt chart provides a list of additional map layers that are likely to be
in a GIS format directly usable by both ArcMap and Intranet Viewer applications. The contractor
will evaluate and load the listed map layers into the geodatabase and also add them to the
appropriate map services for use by those applications.
Build Out Address Pants
Although the city has asserted that they have an address point layer, it is anticipated that significant
work to upgrade the quality is needed. This layer in a complete state is needed to support data
linking to permits, businesses, DMS and other databases with address based records. Where it is
recognized that this layer rarely is 100% complete, a serious effort needs to be undertaken to
improve it to the degree possible. Addressing based on assessor parcel data is almost complete
enough for the required uses.
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Remaining Database Tasks(Phase 2)
Automated Databases
Permits (Acella Link/ or download)
Conditional Use Permits (Acella Link or Downlaod)
Building Permits DB (Acella Link or Download)
Certificate of Occupancy (Acella Link or Downlaod)
Fee Collection (Acella Link or Download)
The tasks immediately above attempt to build links between various databases and map locations.
Either the parcel map layer or address point map layer can display information stored in the related
Accela database by linking the records using Assessor Parcel Number (APN) or by
Address. Because all these business functions are stored in Accela we are linking to a common
database which should allow for economy of scale in building these links at the same time. However
Menifee uses a cloud based solution which will require working with the vendor to access their DB
online, or possibly by periodic downloads The contractor will work with Accela to define an
appropriate methodology. Permitting system vendors are aware of GIS requirements and may offer
a ready made solution. In any case, it is probably not as easy as linking to these systems when
stored on a local SQL database system.
Business License DB (HDL Link)
Attempt to create direct link to HDL database via situs address to display business license data.
City Owned Property(Convert From Excel)
It was indicated that the City owned properties are stored in an Excel spreadsheet. Assuming
parcel or address based location information, Go Live proposes creating a separate map layer from
this data.
Document Management(Pass Doc Query to Laserfiche)
Laserfiche has a module where queries can be passed directly from a viewer application (ArcMap
or FlexViewer) via HTML link to the Laserfiche query and document links are displayed for
opening. This may require Laserfiche's SDK or Tool kit to implement.
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Scope of Work
Install and configure ArcMap on server
Setup GeoDatabase
install and configure ArcGIS Server software Internet
install and configure ArcGIS Server software Intranet
Import Parcel in GeoDatabase
Acquire & Load Parcel attribution into GeoDatabase
Load Street Centerline into GeoDatabase
Validate Centerlines for address range (Geocoding)
Add additional layers into Geodatabase
Load General Plan Amendments
Load Parcel Assessors
Load House Numbering
Load Ri ht-of-wa
Load City Annexations
Load Street Centerline
Load Streets (County Major Roads
Load Streets (Major Roads
Load Streets (Minor Roads)
Load Zoning
Load Landuse General Plan
Load City Boundaries
Load Parks
Load School Districts
Load Assessment Districts
Load Cities
Council District Boundaries
H drolo
Hydrology Water Bodies
Hydrology Flood Plains
Community Service District
Rail Lines
County Boundaries
Deploy Intranet Mapping Application
Develop Map Layout MXDs
Create Basemap Service
Create Working Layers Map Service(s)
Develop Intranet Mapping Queries
Deploy Internet Mapping Application
Address point Development As much aspossible)
Develop Proximity Mail-out
Deploy Pin Mapping ArcMap
Phase 1 cost:
$34,500.00
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