HomeMy WebLinkAboutO-2001-2517
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ORDINANCE NO. 2001-a5l?
AN ORDINANCE APPROVING AND AUTHORIZING A CONTRACT BETWEEN THE CITY
OF LA PORTE AND GEOGRAPHIC TECHNOLOGIES GROUP, INC., FOR PROVIDING
A GIS NEEDS ASSESSMENT AND IMPLEMENTATION PLAN, MAKING VARIOUS
FINDINGS AND PROVISIONS RELATING TO THE SUBJECT, FINDING COMPLIANCE
WITH THE OPEN MEETINGS LAW, AND PROVIDING AN EFFECTIVE DATE HEREOF.
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF LA PORTE:
Section 1. The City Council hereby approves and authorizes
the contract, agreement, or other undertaking described in the
title of this ordinance, in substantially the form as shown in the
document which is attached hereto and incorporated herein by this
reference. The city Manager is hereby authorized to execute such
document and all related documents on behalf of the City of La
Porte. The City Secretary is hereby authorized to attest to all
such signatures and to affix the seal of the City to all such
documents.
Section 2. The City Council officially finds, determines,
recites, and declares that a sufficient written notice of the date,
hour, place and subject of this meeting of the City Council was
posted at a place convenient to the public at the City Hall of the
City for the time required by law preceding this meeting, as
required by the Open Meetings Law, Chapter 551, Texas Government
Code; and that this meeting has been open to the public as required
by law at all times during which this ordinance and the subject
matter thereof has been discussed, considered and formally acted
upon.
The City Council further ratifies, approves and confirms
such written notice and the contents and posting thereof.
Section 3. This Ordinance shall be effective from and after
its passage and approval, and it is so ordered.
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ORDINANCE NO. 2001-~~1~
PASSED AND APPROVED, this 24th day of September, 2001.
ATTEST:
CITY OF LA PORTE
By: ~<.y~/_
~n L. Mal e
Mayor
~Ouf.~a. J1J1uL
Mar ha . Gillett
City Secretary
APP~ tJ
Knox W. Askins
city Attorney
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CONTRACT FOR SERVICES
This CONTRACT for GIS services entered into by and between the City of La
Porte, TX, hereinafter called LA PORTE, and Geographic Technologies
Group, Inc., hereinafter c~lIed GTG;
WITNESSETH THAT:
WHEREAS, LA PORTE desires to engage GTG to provide professional
services; and,
WHEREAS, LA PORTE finds that the proposed Scope of Services and terms
of this Contract are acceptable; and,
WHEREAS, GTG desires to provide said services and agrees to do so for the
compensation and upon the terms and conditions as hereinafter set forth,
NOW, THEREFORE, the parties hereto do mutually agree as follows:
1. Emplovment of GTG. LA PORTE hereby engages GTG and GTG
hereby agrees to perform the professional services hereinafter set
forth. The intent of this Contract is to set out the general terms by
which individual Task Orders are agreed to.
2. Scope of Services. GTG shall perform, in a professional manner, the
services set forth in Attachments to this Contract (Attachment A -Task
Order Agree, Attachment B - GTG response to proposal) which outline
the scope of services, schedule, and fee for each task order. These
Attachments are incorporated herein and are termed "Task Order
Agreements" .
3. Extra SeiVices. GTG shall provide extra services, not specifically
called for in the task order assignments, only upon written
authorization of LA PORTE.
,4. Time of Performance. GTG will commence work on or as soon as
practicable after the date of execution of a Task Order and all work as
set forth in the scope of services shall be completed within the time
specified in the Task Order Agreement assuming the timely
submission of all required data (current hardware and software
specifications, a list of available/existing GIS data) and the scheduling
of all meetings and reviews by LA PORTE.
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If LA PORTE requests modifications to the scope of services of a Task
Order, the time of performance of GTG shall be adjusted
appropriately.
GTG'S services under this Contract, and any Task Orders, shall be
considered complete at the earlier of the date when the submissions
for that phase have been accepted by LA PORTE.
5. Meetinos. This Contract includes attendance by'GTG at meetings, as
identified in Task Order Agreements, to make presentations or to
otherwise review the progress of the work.
6. Reports. GTG shall prepare and submit to LA PORTE reports as
called for in Task Order Agreements, attached hereto.
7. Compensation. GTG agrees to perform the services provided for in
each Task Order Agreement and LA PORTE agrees to compensate
GTG for suc~ services as set forth in those Agreements.
Payment to GTG will be made within 30 calendar days of acceptance
of deliverables.
8. Personnel. GTG represents that it has, or will secure at its own
expense, all personnel required to perform the services under this
Contract and that such personnel will be fully qualified to perform such
services.
9. Responsibilities of LA PORTE. It is agreed that LA PORTE will have
the following responsibilities under this Contract:
a. The provision of all available information, data, reports, records,
and maps to which LA PORTE has access and which are
needed by GTG for the performance of the services provided
for herein.
b. Providing assistance and cooperation for GTG in obtaining any
other needed material that LA PORTE does not have in its
possession.
c. Making available the services of LA PORTE as may be
necessary to obtain information as needed to perform the work
program set forth in the Scope of Services.
d. The designation of a single representative who will be
authorized to make necessary decisions required on behalf of
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LA PORTE and will serve to provide the necessary direction
and coordination for the project.
All such responsibilities shall be conducted in a timely manner and
without undue delay so as not to delay GTG in the performance of its
services.
10. . Delavs Bevond the Control of GTG. It is agreed that events that are
beyond the control of GTG or LA PORTE may occur which may delay
the performance of the Scope of Services. In the event that the
performance of the Scope of Services by GTG is delayed beyond its
control, GTG shall notify LA PORTE of such delay and the reasons
therefore, and LA PORTE shall extend the time of performance
appropriately.
11. Dispute Resolution. The parties will attempt in good faith to resolve
any controversy or claim arising out of or relating to this agreement
promptly by negotiation between senior executives of the parties who
have authority to settle the controversy.
The di~puting party shall give the other party written notice of the
dispute. Within ten days after receipt of said notice, the receiving party
shall submit to the other a written response. The notice and response
shall include
(a) a statement of each party's position and a summary of the
evidence and arguments supporting its position, and
(b) the name and title of the executive who will represent that party.
The executive shall meet at a mutually acceptable time and place
within twenty days of the date of the disputing party's notice and
thereafter as often as they reasonably deem necessary to exchange
relevant information and to attempt to resolve the dispute.
If the controversy or claim has not been resolved within thirty days of
the meeting of the senior executives, the parties shall endeavor to
settle the dispute by mediation under the Center for Public Resources
Model Procedure for Mediation of Business Disputes or pursue
amicable termination.
12. Chanaes. LA PORTE or GTG may, from time to time, request
modifications or changes in the Scope of Services. Such changes,
including any increase or decrease in the a'mount of GTG'S
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compensation, which are mutually agreed upon by and between LA
PORTE and GTG, shall be incorporated in written amendments.
12. Termination of Contract. This Contract and any Task Order
Agreements under this Contract may be terminated by either LA
PORTE or GTG with 14 days written notice. In the event of such
termination, all finished or unfinished documents, data, studies,
surveys, drawings, maps, models, photographs, and reports prepared
, by GTG shall, at the option of LA PORTE, become its property. GTG
shall be entitled to receive just and equitable compensation for work
accomplished prior to the termination.
13. Assignabilitv. This Contract shall not be assigned or transferred by
either GTG or LA PORTE without the prior written consent of the
other.
14. Liabilitv and Standard of Care. GTG shall perform services for client in
a professional manner, using that degree of care and skill ordinarily
exercised by consultants practicing in the same or similar locality as
the project. The total liability of GTG whether in contract, tort (including
negligence, whether sole or concurrent), or otherwise arising out of,
connected with or resulting from the services provided pursuant to this
agreement shall not exceed the total fees paid for the Work Order
Agreement in question, or fifty thousand dollars, whichever is less.
LA PORTE acknowledges that GTG is a Corporation and agrees that
any claim made by LA PORTE arising out of any act or omission of
any director, officer or employee of GTG in the execution or
performance of this agreement shall be made against GTG and not
against such director, officer, or employee.
GTG will maintain the following minimum limits of insurance during the
term of this agreement:
1. General Liability
Each Occurrence: $1,000,000
Fire Damage (Anyone fire) $50,000
Medical Expenses (Anyone person) $5,000
Personal & Adv Injury $1,000,000
General Aggregate $2,000,000
2. Automobile Liability - Combined Single Limit $1,000,000
3. Worker's Compensation Statutory
Each Accident $100,000
Each Disease - Each Employee$100,OO
Each Disease - Policy Limit $500,000
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15. Payments. La Porte will make payments to GTG based on time and
materials not to exceed $28,500. GTG will not exceed this amount
without prior written authorization from La Porte.
IN WITNESS WHEREOF, GTG and LA PORTE have executed this Contract
as of the date written below and under the laws of the State of North
Carolina.
By:Q~ T. H~
Title: t;~~A/J~~
Date: ct 0 )
Geographic Technologies Group,
Inc. (GTG) , / ~_
By: a~A~
Title: Pr/~GI'rn I
I
la Porte, TX
Date: AAj ~ I ) UJO I
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ATTACHMENT A
TASK ORDER AGREEMENT NO.____
Project:__________________
Ovvner____~_______________
Sco'oe of Services
Review of Existing Environment
Draft GIS Needs Assessment and Implementation Plan
Final GIS Needs Assessment and Implementation Plan
Deliverables
Ten copies of fully bound Draft and Final Needs Assessment document.
Fee
$28,500
AGREED
La Porte, TX
Title:
Geographic Technologies Group, Inc. (GTG)
BY:~
Title: Prl ~tl ~I
. I
Date:-1l-u J 3/) "1aJ I
Date:
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ATTACHMENT B
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SCOPE OF SERVICES
The following scope of services will act as a framework for the effort needed to develop a GIS
strategic plan for the City of La Porte, Texas. Mr. David A. Holdstock, Mr. Curtis A. Hinton and
Mr. Scott Hurley will be responsible for the content and quality of all final deliverables, and the
schedule identified in this document. TIlls scope of services includes proposed meeting schedules,
project management methodologies, analysis methodologies, documentation deliverables, a project
schedule, and a proposed budget.
The City of La Porte, Texas will benefit from a well-structured GIS Strategic Implementation Plan
as it will establish a framewor~ for procuring, deploying, and utilizing GIS and geo-spatial data.
There are two distinct phases to this project: Phase I - A GIS Needs Assessment and Feasibility
Analysis, and Phase II - The development of a GIS Strategic Implementation Plan.
The following is an outline of each project phase and the tasks involved:
Phase I - GIS Needs Assessment & Feasibility Analysis
. Evaluate existing GIS-related business practices.
. Document and review current data models and data sets.
. Document and review the current GIS organizational model.
. Document current GIS needs as it relates to business operations, data models, and
organizational structure.
Phase II - GIS Strategic Implementation Plan
. Recommend modifications to current GIS-related business practices.
. Recommend new GIS-related business practices.
. Recommend new data models to accommodate modified and new GIS-related business
practices. .
. Recommend a GIS organizational model for use by the City of La Porte.
. Develop a phased GIS implementation plan, schedule, and budget estimates.
PHASE I - NEEDS ASSESSMENT AND FEASIBILITY ANALYSIS
The GTG team will interview selected divisions or departments of the City of La Porte to inventory
GIS resources, facilities, hardware, and software. Special attention will be paid to full utilization of
existing investment in GIS software, hardware, other databases, and database products. The sample
questionnaire (EXAMPLE A) illustrates the comprehensive approach to evaluating GIS business
practices, data sets, and organizational models. The project team will utilize it's own optimized
interview guidelines to perform a GIS Needs Assessment and Feasibility Analysis. Interview
questions will address the key issues:
A. Department Structure and Size
. Identify the primary function of each department or division within the City of La
Porte. Document general and specific GIS tasks.
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. Compile a description of the overall organization including the number of
employees.
. Describe the number of staff with availability and access to a computer and their
level of need of GIS.
. Document organization issues and opportunities.
B. Description of Hardware
. Document the number of workstations, personal computers, and individual staff
using them.
. Evaluate and report operating systems, connectivity descriptions, and computer
configurations.
. Address the strengths and weakness of the existing system configuration.
C. Description of Software
. Describe all software applications
. Describe in detail all software including in-house or vendor developed custom
software.
D. Current and Desired Activities Relying on Maps
. Identify the primary kinds of mapping activities of each department.
. Document maps internally produced and maps that are created by outside vendors.
. Describe the types of digital information required by each department, as well as
analytical tasks performed by each department or section.
. Identify all possible GIS opportunities.
. Perform GIS Functionality Requirement (See Example B) analysis.
E. Current and Desired Activities Relying on Databases
. Identify the primary kinds of databases used by each division or department.
. Evaluate the effectiveness of relational databases and possible linkage to a GIS.
F. Organizational Issues
. Document and evaluate departmental cooperation in terms of sharing data.
. Identify and document the advantages and disadvantages of sharing data.
. Identify roadblocks and political realities existing within the organization.
G. Guidelines to a Successful GIS Implementation
. Develop general guidelines for the successful implementation of GIS.
. Develop guidelines that will take the form of the main keys to implementing a
successful GIS in the City of La Porte, Texas.
H. External Entities
. Identify all existing external sources of data and information.
. Document and evaluate County GIS and tax base information.
. Identify the protocols and procedures, for utilizing this digital and attribute base.
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I. Departmental GIS Applications Evaluation
GTG, Inc. will comprehensively evaluate GIS usage and/or need within each
division or department. The utilization of GIS based technology will be described
and evaluated in terms of:
. How GIS will interface with cw:.rent systems.
. How GIS will interface with existing database initiatives or efforts.
. Solutions for interfacing with GIS software.
. Hardware, software, and networking solutions.
. Custom application specifications.
J. Other City of La Porte-GIS Issues .
GTG further understands that the Needs Assessment and Feasibility Analysis must
address the following areas:
. The city data base structure, paying close attention to the information link that must
be maintained between Arc/Info.
. An evaluation of the data layers presendy being utilized by the City of La Porte.
. The personnel and the job descriptions that are cw:.rendy being utilized and the
required level of expertise that is needed to operate GIS in the City of La Porte.
. Compare and contrast a centralized structure verses a decentralized structure for the
City of La Porte-GIS. Show the pros and cons of each structure with the emphasis
on providing the most cost efficient use of personnel and the ability to provide the
services that are required by the City of La 'Porte.
. Review the metadata format that is cw:.rendy being utilized by City of La Porte.
PHASE II - GIS STRATEGIC IMPLEMENTATION PLAN
Based on the findings of Phase I the GTG team will develop a cost effective strategic GIS
Implementation plan and conceptual system design. This plan will address all technical and
personnel issues that facilitate a successful GIS strategy. Tasks will include:
A. Phased GIS Implementation Plan
. Develop a phased strategic implementation plan that will:
. Recommend Hardware and software purchases.
. Recommend modifications to current GIS-related business practices.
. Recommend new GIS-related business practices.
. Recommend new data models to accommodate modified and new GIS-
related business practices.
. Recommend a GIS organizational model for use by the City of La Porte.
. Recommend a GIS implementation schedule and budget.
. Recommend an approach that will include assigning responsibilities for
implementation.
. The plan will act as a road map and scope of services for implementing a cost
effective GIS that will illustrate improved efficiency, reduced costs, and increased
productivity.
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B. Conceptual System Design
. Develop a GIS conceptual design of a selected alternative GIS implementation plan.
. Address connectivity of workstations, responsibility of database, software, operating
systems, and cabling issues.
. Create a diagrammatic illustration of how the system will look and data will flow.
Project Deliverables
The following are project deliverables.
1. Needs Assessment Report containing:
A. Current City of La Porte GIS-related business practices,
B. Current City of La Porte data models and data sets, and
C. Current City of La Porte GIS organizational structure.
2. A City' of La Porte Strategic GIS Implementation Plan containing Recommendations for:
A. Modifications to current GIS-related business practices,
B. New GIS-related business practices,
C. New data models to accommodate modified and new GIS-related business
practices,.
D. A GIS organizational model for use by the city, and
E. An Implementation schedule and estimated budgets.
GTG - Project Management
GTG will be responsible for providing the City of La Porte with the following information:
. Regularly scheduled project status reports.
. Regularly scheduled updates concerning technical issues.
. Regularly scheduled statistics reflecting the percentage of project completed.
City of La Porte, Texas
GIS Needs Assessment, Feasibility Study and Phased Implementation Plan
. GTG will develop 5 Draft Needs Assessment & Strategic plan for review and comment.
. GTG will make all changes as indicated by the City of La Porte.
. GTG will develop 10 Final GIS Needs Assessment & Strategic Implementation plans.
. Mr. Curtis Hinton, Mr. David Holdstock and Mr. Scott Hurley will present all project findings in
a formal presentation.
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PROPOSED BUDGET
The Geographic Technologies Group, Inc., is confident that ow: proposed budget reflects
the level of effort required to complete all tasks specified in the technical proposal, including
all interviews, reports, recommendations, and presentations for the City of La Porte, Texas.
We propose to provide all GIS consulting services for each phase of the project for a
LUMP-SUM fee of 528.500.
Task 1. GIS Needs Assessment & Feasibility Study
$18,500
Task 2. GIS Strategic Implementation Plan
$10,000
Total Project Cost
$28,500