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C36560 - GIS Regis Connect
CONTRACT NO. C36560 STAFF REPORT ILL_I CITY OF PALM DESERT INFORMATION SYSTEMS DEPARTMENT MEETING DATE: December 14, 2017 REQUEST: Approve Geographic Information Systems (GIS) services from Rancho Cucamonga Enterprise GIS (REGIS) Connect in an amount not to exceed $42,300, and authorize the City Manager to negotiate, finalize and execute agreement, subject to City Attorney approval. Recommendation By Minute Motion, that the City Council: approve the Geographic Information Systems (GIS) services proposal from REGIS Connect in an amount not to exceed $42,300 and authorize the City Manager to negotiate, finalize and execute agreement, subject to City Attorney approval. Strategic Plan Although the City's internal I.T. infrastructure is not addressed in the strategic plan, its upgrade underlays, and is essential to, all projects and services performed by the City. Information Technology Master Plan Develop GIS Master Plan is listed as Initiative 40 in the Information Technology Master Plan adopted by the City Council on February 23, 2017. It was rated as a high priority by the I.T. Steering Committee. This contract for services is a first step toward a GIS Master Plan. Executive Summary A robust Geographic Information System (GIS) is a critical component to the City. It manages and displays location based data, and provides a platform to consume this data in many ways. Rancho Cucamonga Enterprise GIS (REGIS) Connect is a department of the City of Rancho Cucamonga and is a leader in providing a full range of GIS services to local governments. This six month agreement will give the City the staffing hours and programming expertise to do more with GIS data, both internally and externally. From helping inspectors with custom GIS apps, to enhancing civic engagement with story maps, this contract with REGIS Connect will allow us to quickly achieve our GIS goals. Background Analysis REGIS has become an area leader of GIS, providing similar services for many cities in Southern California. They have successfully completed similar engagements for the December 14, 2017 - Staff Report REGIS Connect Services Page 2 of 2 cities of Yucaipa and Corona and as a public agency they provide shared services at cost, specializing in public agency needs. This proposal will help jumpstart our current GIS environment, adding both accuracy and new features to improve our internal and external GIS presence. The City's current GIS staff member spends an inordinate amount of time on map creation, updating the system, and general maintenance. New tools and software are available to allow more self-service of maps and updating data. By moving to these newer tools and upgrading our current GIS environment, we will greatly increase the productivity of our GIS staff. Staff has identified several items where REGIS could provide us with assistance: • Assessment and upgrade of our current GIS environment. • Enhance the GIS to TRAKiT integration and ensure our address point accuracy. • Create a Palm Desert GIS Web Portal, making our map data available to the public in a format that is easy to consume. • Create custom Field Applications for both data collection and maintenance — making it easier for staff to update GIS data from the field. • Create Story Maps to enhance our communication with the public, with applications across many departments. These are all services that REGIS Connect has provided to other cities with great success. Fiscal Analysis Approval of staff's request would result in an expense not to exceed $42,300. Funds are available for this fiscal year, account number 5304190-4404000. Prepa layton von Helf, Information Systems Manager LEGAL REVIEW I DEPT. REVIEW FINANCIAL REVIEW CITY MANAGER '"( on Carney Ja t Moore Lauri Aylaian Robert W. Hargreaves ; Director of rector of Finance City Manager City Attorney I Administrative Services ATTACHMENTS: REGIS Connect Service Proposal / Professional Consultant Agreement CONTRACT NO. C36560 GIS Services CITY OF PALM DESERT PROFESSIONAL CONSULTANT SERVICES AGREEMENT 1. PARTIES AND DATE. This Agreement is made and entered into this 14th day of December, 2017, by and between the City of Palm Desert, a municipal corporation, organized under the laws of the State of California, with its principal place of business at 73-510 Fred Waring Drive, Palm Desert, California, 92260 ("City") and Rancho Cucamonga Enterprise GIS Connect, the Department of Innovation & Technology in the City of Rancho Cucamonga, with its principal place of business at 10500 Civic Center Drive, Rancho Cucamonga, CA 91730 ("Consultant"). City and Consultant are sometimes individually referred to herein as "Party" and collectively as "Parties." 2. RECITALS. 2.1 Consultant. Consultant desires to perform and assume responsibility for the provision of certain professional GIS consulting services required by the City on the terms and conditions set forth in this Agreement. Consultant represents that it is experienced in providing professional GIS consulting services to public clients, is licensed in the State of California, and is familiar with the plans of City. 2.2 Project. City desires to engage Consultant to render such professional GIS consulting services for the City of Palm Desert GIS Service and Support project ("Project") as set forth in this Agreement. 3. TERMS. 3.1 Scope of Services and Term. 3.1.1 General Scope of Services. Consultant promises and agrees to furnish to the City all labor, materials, tools, equipment, services, and incidental and customary work necessary to fully and adequately supply the professional GIS consulting services necessary for the Project ("Services"). The Services are more particularly described in Exhibit "A" attached hereto and incorporated herein by reference. All Services shall be subject to, and performed in accordance with, this Agreement, the exhibits attached hereto and incorporated herein by reference, and all applicable local, state and federal laws, rules and regulations. CONTRACT NO. C36560 3.1.2 Term. The term of this Agreement shall be from December 14, 2017 to June 30 2018, unless earlier terminated as provided herein. Consultant shall complete the Services within the term of this Agreement, and shall meet any other established schedules and deadlines. 3.2 Responsibilities of Consultant. 3.2.1 Independent Contractor; Control and Payment of Subordinates. The Services shall be performed by Consultant or under its supervision. Consultant will determine the means, methods and details of performing the Services subject to the requirements of this Agreement. City retains Consultant on an independent contractor basis and not as an employee. Consultant retains the right to perform similar or different services for others during the term of this Agreement. Any additional personnel performing the Services under this Agreement on behalf of Consultant shall also not be employees of City and shall at all times be under Consultant's exclusive direction and control. Neither City, nor any of its officials, officers, directors, employees or agents shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents, except as set forth in this Agreement. Consultant shall pay all wages, salaries, and other amounts due such personnel in connection with their performance of Services under this Agreement and as required by law. Consultant shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers' compensation insurance. 3.2.2 Schedule of Services. Consultant shall perform the Services expeditiously, within the term of this Agreement, and in accordance with the Schedule of Services set forth in Exhibit "B" attached hereto and incorporated herein by reference. Consultant represents that it has the professional and technical personnel required to perform the Services in conformance with such conditions. In order to facilitate Consultant's conformance with the Schedule, City shall respond to Consultant's submittals in a timely manner. Upon request of City, Consultant shall provide a more detailed schedule of anticipated performance to meet the Schedule of Services. 3.2.3 Conformance to Applicable Requirements. All work prepared by Consultant shall be subject to the approval of City. 3.2.4 Substitution of Key Personnel. Consultant has represented to City that certain key personnel will perform and coordinate the Services under this Agreement. Should one or more of such personnel become unavailable, Consultant may substitute other personnel of at least equal competence upon written approval of City. In the event that City and Consultant cannot agree as to the substitution of key personnel, City shall be entitled to terminate this Agreement for cause. As discussed below, any personnel who fail or refuse to perform the Services in a manner acceptable to the City, or who are determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project or a threat to the safety of persons or property, shall be promptly removed from the Project by the Consultant at the request of the City. The key personnel for performance of this Agreement are as follows: Solomon Nimako, (909) 477-2700 ext. 2581. 3.2.5 City's Representative. The City hereby designates Clayton von Helf, Information Systems Manager, or his/her designee, to act as its representative in all matters pertaining to the administration and performance of this Agreement ("City's Representative"). Consultant shall not accept direction or orders from any person other than the City Manager, 2 Uodated 06/02/2017 CONTRACT NO. C36560 City's Representative or his/her designee. City's Representative shall have the power to act on behalf of the City for review and approval of all products submitted by Consultant, but not the authority to enlarge the Scope of Work or change the total compensation due to Consultant under this Agreement. The City Manager shall be authorized to act on City's behalf and to execute all necessary documents which increase the Scope of Work or change the Consultant's total compensation, subject to the provisions contained in Section 3.3 of this Agreement. 3.2.6 Consultant's Representative. Consultant hereby designates Solomon Nimako, or his/her designee, to act as its representative for the performance of this Agreement ("Consultant's Representative"). Consultant's Representative shall have full authority to represent and act on behalf of the Consultant for all purposes under this Agreement. The Consultant's Representative shall supervise and direct the Services, using his/her best skill and attention, and shall be responsible for all means, methods, techniques, sequences, and procedures and for the satisfactory coordination of all portions of the Services under this Agreement. 3.2.7 Coordination of Services. Consultant agrees to work closely with City staff in the performance of Services and shall be available to City's staff, consultants and other staff at all times. 3.2.8 Standard of Care: Performance of Employees. Consultant shall perform all Services under this Agreement in a skillful and competent manner, consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California. Consultant represents and maintains that it is skilled in the professional calling necessary to perform the Services. Consultant warrants that all employees and subconsultants shall have sufficient skill and experience to perform the Services assigned to them. Finally, Consultant represents that it, its employees and subconsultants have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Services, and that such licenses and approvals shall be maintained throughout the term of this Agreement. As provided for in the indemnification provisions of this Agreement, Consultant shall perform, at its own cost and expense and without reimbursement from the City, any services necessary to correct errors or omissions which are caused by the Consultant's failure to comply with the standard of care provided for herein. Any employee of the Consultant or its sub-consultants who is determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project, a threat to the safety of persons or property, or any employee who fails or refuses to perform the Services in a manner acceptable to the City, shall be promptly removed from the Project by the Consultant and shall not be re-employed to perform any of the Services or to work on the Project. 3.2.9 Laws and Regulations. Consultant shall keep itself fully informed of and in compliance with all local, state and federal laws, rules and regulations in any manner affecting the performance of the Project or the Services, including all Cal/OSHA requirements, and shall give all notices required by law. Consultant shall be liable for all violations of such laws and regulations in connection with Services. If Consultant performs any work knowing it to be contrary to such laws, rules and regulations, Consultant shall be solely responsible for all costs arising therefrom. Consultant shall defend, indemnify and hold City, its officials, directors, officers, employees, agents, and volunteers free and harmless, pursuant to the indemnification provisions of this Agreement, from any claim or liability arising out of any failure or alleged failure to comply with such laws, rules or regulations. 3.2.10 Insurance. 3 Updated 06/02/2017 CONTRACT NO. C36560 Without limiting Consultant's indemnification of City, and prior to commencement of Work, Consultant shall obtain, provide and maintain at its own expense during the term of this Agreement, policies of insurance of the type and amounts described below and in a form that is satisfactory to City. General Liability Insurance. Consultant shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO "insured contract" language will not be accepted. Automobile Liability Insurance. Consultant shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with Work to be performed under this Agreement, including coverage for any owned, hired, non-owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident. Professional Liability (Errors & Omissions) Insurance. Consultant shall maintain professional liability insurance that covers the Services to be performed in connection with this Agreement, in the minimum amount of $1,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this agreement and Consultant agrees to maintain continuous coverage through a period no less than three years after completion of the services required by this agreement. Workers' Compensation Insurance. Consultant shall maintain Workers' Compensation Insurance (Statutory Limits) and Employer's Liability Insurance (with limits of at least $1,000,000). Consultant shall submit to City, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of the City of Palm Desert, its officers, agents, employees and volunteers. Umbrella or Excess Liability Insurance. Consultant may opt to utilize umbrella or excess liability insurance in meeting insurance requirements. In such circumstances, Consultant may obtain and maintain an umbrella or excess liability insurance policy with limits that will provide bodily injury, personal injury and property damage liability coverage at least as broad as the primary coverages set forth above, including commercial general liability and employer's liability. Such policy or policies shall include the following terms and conditions: • A drop down feature requiring the policy to respond if any primary insurance that would otherwise have applied proves to be uncollectible in whole or in part for any reason; • Pay on behalf of wording as opposed to reimbursement; • Concurrency of effective dates with primary policies; and • Policies shall "follow form" to the underlying primary policies. • Insureds under primary policies shall also be insureds under the umbrella or excess policies. OTHER PROVISIONS OR REQUIREMENTS Proof of Insurance. Consultant shall provide certificates of insurance to City as evidence of the 4 Uodated 06/02/2017 CONTRACT NO. C36560 insurance coverage required herein, along with a waiver of subrogation endorsement for workers' compensation. Insurance certificates and endorsements must be approved by City's Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with City at all times during the term of this contract. City reserves the right to require complete, certified copies of all required insurance policies, at any time. Duration of Coverage. Consultant shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the Work hereunder by Consultant, his/her agents, representatives, employees or subconsultants. Primary/Non-Contributing. Coverage provided by Consultant shall be primary and any insurance or self-insurance procured or maintained by City shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non- contributory basis for the benefit of City before the City's own insurance or self-insurance shall be called upon to protect it as a named insured. City's Rights of Enforcement. In the event any policy of insurance required under this Agreement does not comply with these specifications, or is canceled and not replaced, City has the right, but not the duty, to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant, or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement. Acceptable Insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders' Rating of A- (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best's Key Rating Guide, unless otherwise approved by the City's Risk Manager. Waiver of Subrogation. All insurance coverage maintained or procured pursuant to this agreement shall be endorsed to waive subrogation against the City of Palm Desert, its elected or appointed officers, agents, officials, employees and volunteers, or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against the City of Palm Desert, its elected or appointed officers, agents, officials, employees and volunteers, and shall require similar written express waivers and insurance clauses from each of its sub-contractors. Enforcement of Contract Provisions (non estoppel). Consultant acknowledges and agrees that any actual or alleged failure on the part of the City to inform Consultant of non-compliance with any requirement imposes no additional obligations on the City nor does it waive any rights hereunder. Requirements Not Limiting. Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a 5 Undated 06/02/2017 CONTRACT NO. C36560 waiver of any type. If the Consultant maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage for the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. Notice of Cancellation. Consultant agrees to oblige its insurance agent or broker and insurers to provide to City with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage. Additional Insured Status. General liability, automobile liability, and if applicable, pollution liability, policies shall provide or be endorsed to provide that the City of Palm Desert and its officers, officials, employees, agents, and volunteers shall be additional insureds with regard to liability and defense of suits or claims arising out of the performance of the Agreement, under such policies. This provision shall also apply to any excess/umbrella liability policies. Prohibition of Undisclosed Coverage Limitations. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to City and approved of in writing. Separation of Insureds. A severability of interests provision must apply for all additional insureds ensuring that Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the insurer's limits of liability. The policy(ies) shall not contain any cross-liability exclusions. Pass Through Clause. Consultant agrees to ensure that its sub-consultants, sub-contractors, and any other party involved with the project who is brought onto or involved in the project by Consultant, provide the same minimum insurance coverage and endorsements required of Consultant. Consultant agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. Consultant agrees that upon request, all agreements with consultants, sub- contractors, and others engaged in the project will be submitted to City for review. City's Right to Revise Specifications. The City reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the Consultant ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Consultant, the City and Consultant may renegotiate Consultant's compensation. Self-Insured Retentions. Any self-insured retentions must be declared to and approved by City. City reserves the right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible. Self-insurance will not be considered to comply with these specifications unless approved by City. Timely Notice of Claims. Consultant shall give City prompt and timely notice of claims made or suits instituted that arise out of or result from Consultant's performance under this Agreement, and that involve or may involve coverage under any of the required liability policies. Additional Insurance. Consultant shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the Work. Safety. Consultant shall execute and maintain its work so as to avoid injury or damage to any 6 Updated 06/02/2017 CONTRACT NO. C36560 person or property. In carrying out its Services, the Consultant shall at all times be in compliance with all applicable local, state and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed. Safety precautions, where applicable, shall include, but shall not be limited to: (A) adequate life protection and lifesaving equipment and procedures; (B) instructions in accident prevention for all employees and sub- contractors, such as safe walkways, scaffolds, fall protection ladders, bridges, gang planks, confined space procedures, trenching and shoring, equipment and other safety devices, equipment and wearing apparel as are necessary or lawfully required to prevent accidents or injuries; and (C) adequate facilities for the proper inspection and maintenance of all safety measures. 3.3 Fees and Payments. 3.3.1 Compensation. Consultant shall receive compensation, including authorized reimbursements, for all Services rendered under this Agreement at the rates set forth in Exhibit "C" attached hereto and incorporated herein by reference. The total compensation shall not exceed Forty Two Thousand Three hundred Dollars ($42,300) without authorization of the City Council or City Manager, as applicable, per the Palm Desert Municipal Code. Extra Work may be authorized, as described below, and if authorized, will be compensated at the rates and manner set forth in this Agreement. 3.3.2 Payment of Compensation. Consultant shall submit to City a monthly invoice which indicates work completed and hours of Services rendered by Consultant. The invoice shall describe the amount of Services provided since the initial commencement date, or since the start of the subsequent billing periods, as appropriate, through the date of the invoice. City shall, within 30 days of receiving such invoice, review the invoice and pay all non- disputed and approved charges thereon. If the City disputes any of Consultant's fees, the City shall give written notice to Consultant within thirty (30) days of receipt of an invoice of any disputed fees set forth therein. 3.3.3 Reimbursement for Expenses. Consultant shall not be reimbursed for any expenses unless authorized in writing by City, or included in Exhibit "C" of this Agreement. 3.3.4 Extra Work. At any time during the term of this Agreement, City may request that Consultant perform Extra Work. As used herein, "Extra Work" means any work which is determined by City to be necessary for the proper completion of the Project, but which the Parties did not reasonably anticipate would be necessary at the execution of this Agreement. Consultant shall not perform, nor be compensated for, Extra Work without authorization from the City Council or City Manager, as applicable, per the Palm Desert Municipal Code. 3.3.5 Rate Increases. In the event that this Agreement is renewed pursuant to Section 3.1.2, the rate set forth in Exhibit "C" may be adjusted each year at the time of renewal as set forth in Exhibit "C." 3.3.6 Prevailing Wages. Consultant is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on "public works" and "maintenance" projects. Since the Services are being performed as part of an applicable "public works" or "maintenance" project, as defined by the Prevailing Wage Laws, Consultant 7 Uodated 06/02/2017 CONTRACT NO. C36560 agrees to fully comply with such Prevailing Wage Laws. City shall provide Consultant with a copy of the prevailing rates of per diem wages in effect at the commencement of this Agreement. Consultant shall make copies of the prevailing rates of per diem wages for each craft, classification or type of worker needed to execute the Services available to interested parties upon request, and shall post copies at the Consultant's principal place of business and at the project site. Consultant shall defend, indemnify and hold the City, its officials, officers, employees, agents, and volunteers free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. 3.4 Accounting Records. 3.4.1 Maintenance and Inspection. Consultant shall maintain complete and accurate records with respect to all costs and expenses incurred under this Agreement. All such records shall be clearly identifiable. Consultant shall allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. 3.5 General Provisions. 3.5.1 Termination of Agreement. 3.5.1.1 Grounds for Termination. City may, by written notice to Consultant, terminate the whole or any part of this Agreement at any time and without cause by giving written notice to Consultant of such termination, and specifying the effective date thereof, at least seven (7) days before the effective date of such termination. Upon termination, Consultant shall be compensated only for those services which have been adequately rendered to City, and Consultant shall be entitled to no further compensation. Consultant may not terminate this Agreement except for cause. 3.5.1.2 Effect of Termination. If this Agreement is terminated as provided herein, City may require Consultant to provide all finished or unfinished Documents and Data and other information of any kind prepared by Consultant in connection with the performance of Services under this Agreement. Consultant shall be required to provide such document and other information within fifteen (15) days of the request. 3.5.1.3 Additional Services. In the event this Agreement is terminated in whole or in part as provided herein, City may procure, upon such terms and in such manner as it may determine appropriate, services similar to those terminated. 3.5.2 Delivery of Notices. All notices permitted or required under this Agreement shall be given to the respective parties at the following address, or at such other address as the respective parties may provide in writing for this purpose: Consultant: REGIS Connect 10500 Civic Center Drive Rancho Cucamonga, CA 91730 ATTN: Solomon Nimako City: City of Palm Desert 73-510 Fred Waring Drive 8 Updated 06/02/2017 CONTRACT NO. C36560 Palm Desert, CA 92260 ATTN: Clayton von Helf Such notice shall be deemed made when personally delivered or when mailed, forty- eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and addressed to the party at its applicable address. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service. 3.5.3 Ownership of Materials and Confidentiality. 3.5.3.1 Documents & Data; Licensing of Intellectual Property. This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings and data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant shall require all subconsultants to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subconsultant prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were prepared by design professionals other than Consultant or provided to Consultant by the City. City shall not be limited in any way in its use of the Documents & Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. 3.5.3.2 Confidentiality. All ideas, memoranda, specifications, plans, procedures, drawings, descriptions, computer program data, input record data, written information, and other Documents & Data either created by or provided to Consultant in connection with the performance of this Agreement shall be held confidential by Consultant. Such materials shall not, without the prior written consent of City, be used by Consultant for any purposes other than the performance of the Services. Nor shall such materials be disclosed to any person or entity not connected with the performance of the Services or the Project. Nothing furnished to Consultant which is otherwise known to Consultant or is generally known, or has become known, to the related industry shall be deemed confidential. Consultant shall not use City's name or insignia, photographs of the Project, or any publicity pertaining to the Services or the Project in any magazine, trade paper, newspaper, television or radio production or other similar medium without the prior written consent of City. 3.5.4 Cooperation; Further Acts. The Parties shall fully cooperate with one another, and shall take any additional acts or sign any additional documents as may be necessary, appropriate, or convenient to attain the purposes of this Agreement. 3.5.5 Attorney's Fees. If either party commences an action against the other party, either legal, administrative or otherwise, arising out of or in connection with this Agreement, the prevailing party in such litigation shall be entitled to have and recover from the losing party reasonable attorney's fees and all other costs of such action. 3.5.6 Indemnification. 3.5.6.1 Scope of Indemnity. To the fullest extent permitted by law, Consultant shall defend, indemnify and hold the City, its directors, officials, officers, 9 Undated 06/0212017 CONTRACT NO. C36560 employees, volunteers and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, in any manner arising out of, pertaining to, or incident to any alleged acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Consultant's Services, the Project or this Agreement, including without limitation the payment of all consequential damages, expert witness fees and attorneys fees and other related costs and expenses. Notwithstanding the foregoing, to the extent Consultant's Services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. 3.5.6.2 Additional Indemnity Obligations. To the fullest extent permitted by law, Consultant shall defend, with counsel of City's choosing and at Consultant's own cost, expense and risk, any and all claims, suits, actions or other proceedings of every kind covered by Section 3.5.6.1 that may be brought or instituted against City or its directors, officials, officers, employees, volunteers and agents. Consultant shall pay and satisfy any judgment, award or decree that may be rendered against City or its directors, officials, officers, employees, volunteers and agents as part of any such claim, suit, action or other proceeding. Consultant shall also reimburse City for the cost of any settlement paid by City or its directors, officials, officers, employees, agents or volunteers as part of any such claim, suit, action or other proceeding. Such reimbursement shall include payment for City's attorney's fees and costs, including expert witness fees. Consultant shall reimburse City and its directors, officials, officers, employees, agents, and/or volunteers, for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the City, its directors, officials officers, employees, agents, or volunteers. 3.5.7 Entire Agreement. This Agreement contains the entire Agreement of the parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings or agreements. This Agreement may only be modified by a writing signed by both parties. 3.5.8 Governing Law. This Agreement shall be governed by the laws of the State of California. Venue shall be in Riverside County. 3.5.9 Time of Essence. Time is of the essence for each and every provision of this Agreement. 3.5.10 City's Right to Employ Other Consultants. City reserves right to employ other consultants in connection with this Project. 3.5.11 Successors and Assigns. This Agreement shall be binding on the successors and assigns of the parties. 3.5.12 Assignment or Transfer. Consultant shall not assign, hypothecate, or transfer, either directly or by operation of law, this Agreement or any interest herein without the prior written consent of the City. Any attempt to do so shall be null and void, and any assignees, hypothecates or transferees shall acquire no right or interest by reason of such attempted assignment, hypothecation or transfer. 3.5.13 Construction; References; Captions. Since the Parties or their agents 10 Uodated 06/02/2017 CONTRACT NO. C36560 have participated fully in the preparation of this Agreement, the language of this Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any Party. Any term referencing time, days or period for performance shall be deemed calendar days and not work days. All references to Consultant include all personnel, employees, agents, and subconsultants of Consultant, except as otherwise specified in this Agreement. All references to City include its elected officials, officers, employees, agents, and volunteers except as otherwise specified in this Agreement. The captions of the various articles and paragraphs are for convenience and ease of reference only, and do not define, limit, augment, or describe the scope, content, or intent of this Agreement. 3.5.14 Amendment; Modification. No supplement, modification, or amendment of this Agreement shall be binding unless executed in writing and signed by both Parties. 3.5.15 Waiver. No waiver of any default shall constitute a waiver of any other default or breach, whether of the same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom, estoppel, or otherwise. 3.5.16 No Third-Party Beneficiaries. There are no intended third party beneficiaries of any right or obligation assumed by the Parties. 3.5.17 Invalidity; Severability. If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. 3.5.18 Prohibited Interests. Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom. 3.5.19 Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and it shall not discriminate against any subconsultant, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex, or age. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. 3.5.20 Labor Certification. By its signature hereunder, Consultant certifies that it is aware of the provisions of Section 3700 of the California Labor Code which require every employer to be insured against liability for Worker's Compensation, or to undertake self- insurance in accordance with the provisions of that Code and agrees to comply with such provisions before commencing the performance of the Services. 3.5.21 Authority to Enter Agreement. Consultant has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement. Each Party warrants that the individuals who have signed this Agreement have the legal power, right, 11 Uodated 06/02/2017 CONTRACT NO. C36560 and authority to make this Agreement and bind each respective Party. 3.5.22 Counterparts. This Agreement may be signed in counterparts, each of which shall constitute an original. 3.6 Subcontracting. 3.6.1 Prior Approval Required. Consultant shall not subcontract any portion of the work required by this Agreement, except as expressly stated herein, without prior written approval of City. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. CITY OF PALM DESERT REGIS Connect By: By: Mayor or City Manager ATTEST: By: [INSERT NAME AND TITLE] By: [INSERT NAME] City Clerk APPROVED AS TO FORM: By: Best Best & Krieger LLP City Attorney 12 Undated 06/02/2017 CONTRACT NO. C36560 EXHIBIT "A" SCOPE OF SERVICE SEE ATTACHED PROPOSAL City of Palm Desert GIS Support Services Prepared for: Clayton von Helf Information Systems Manager 73510 Fred Waring ❑rive. Palm ❑esert, CA 92260 Phone: 760.776.6338 November 6, 2017 Proposal No. P17-1708 • REGIS onnect CITY OF RANCHO CUCAMONGA 10500 Civic Center Drive,Rancho Cucamonga CA,91730 T 909-477.2700 . TITLE PAGE City of Palm Desert Title GIS Service Support Address REGIS Corporate Office: 10500 Civic Center Drive, Rancho Cucamonga, CA 91730 Darryl Polk 909.477.2700 ext. 2525 Darryl.Polk@cityofrc.us Name of Contact Person(s) Solomon Nimako 909.477.2700 ext. 2581 Solomon.nimako@cityofrc.us 2IPage Prepared by REGIS—November 6, 2017 City of Palm Desert Geographic Information System (GIS) Support Services 2 . CONSULTANT QUALIFICATIONS , EXPERIENCE AND REFERENCES SUMMARY OF QUALIFICATIONS �� Rancho Cucamonga Enterprise GIS (REGIS) Connect REGjSC4n1?e L+ represents the Department of Innovation &Technology (Doff) in the City of Rancho Cucamonga. The GIS session of DolT was established in 1986 and is a full-service enterprise GIS service provider, providing a full range of GIS mapping and support services to all City departments. With the full support of the City. REGIS Connect will leverage the Division's resources to fulfill the needs and requirements of clients in order to ensure project success and a clear return on investment. REGIS Connect provides full-service enterprise Geographic Information Systems (GIS) consulting and support services including: GIS project management and strategic planning: GIS data design and development, Global Positioning System (GPS) data collection: data analysis: application development; customized map production: and technical and software training and support. REGIS Connect leverages GIS technology to service and support all of the GIS and mapping needs of the client's various departments so that GIS can be used as an invaluable management and decision-making tool to provide timely and accurate information. REGIS Connect provides tailored products and services to meet the individual needs of the client organization or department. 8o1a REGIS CONNECT' S GIS ACCOMPLISHMENTS ESRI MAKES HEADLINES i APResiDENT'S awARD IN GIS 1 The City of Rancho Cucamonga's REGIS Connect team has been recognized on several occasions. Please take the time to read more at the following links: 201 ESp' SPECIAL htfps://www_gavfoop.corNcity-of-rancho-cucamonga-a-leader-in-grs- �..,�H,�VEMEr„. i . technology) SAG; """"D'G } ' WARD( http.//www.gislounge.com/sidewalk-inventory-study/ 'N. http./�Lvww.pe.cor /articles/gis-698317-city-county.htrnl ' avTo ESHI htfp:l/tvvvw.dailybulletin.corn/technology/20140123/rancho- 7//// s ��.> -r ACH IEV�A 14r cucamonga-begins-providing-gis-services-to-yountville rE AWARD �18 ° SAG WAR aft 3 .. Prepared by REGIS—November 6, 2017 City of Palm Desert—Geographic Information System (GIS) Support Services eSri Industries Products Support&Services About Community News Main Releases In The News Maps Publications flogs Purl casts Media Relations Rancho Cucamonga Receives Esri President's Award City Recognized for Innovative GIS Applications in Public Safety, Sustainability,and Quality of Life Tweet , July 15,2014 Radands.Cufffvrrda--Rancho Cucamonga,a Southern California city of nearly 200,000 people,was honored with the Esn President's Award for outstanding GIS work in planning and sustaining growth The award was presented Monday,July 14,by Esri president Jack Dangermand at the Esri User Conference in San Diego. 'The City of Rancho Cucamonga shines brightly through Its Innovative use or GIS applications,'said ❑angermond 'Rancho Cucamonga has a dedicated enterprise GIS division that serves as a better way to maintain,manage,and share geographic Information throughout city departments including code enforcement,engineering,police,fire,planning,and community services' When Rancho Cucamonga became a city in 1977,community leaders and residents were concerned about housing,education,public safety,and fire and flood control as well as maintaining the rural,historic character of the region.City staff started using GIS In 19e5 to help address those concerns.Now,even in the face of unprecedented growth,the city still focuses on public safety,sustainable development,and good quality of life. The cit?s Rancho Enterprise Geographic Information Systems(REGIS)group provides maps,data,and analysis to fire and police departments as well as the Emergency Operations Center.The REGIS group also developed user-frlendly Internet and Intranet mapping applications for city staff and the public.Easy-to-access Information helps increase department productivity and provides residents with timely and valuable city information and services.Available maps include City Atlas,Zoning and General Plan,and a GIS basemap depicting background reference infrastructure such as landforms,roads,parcels,facilities,and political boundaries. 'GIS is an important part of the daily operations and functions in our city,'said John Gillison,city manager of Rancho Cucamonga 'We are able to analyze,query,and display data to provide timely information needed to make better decisions The city's GIS department handles a large number of map and data requests from an departments plus local residents,schools,and other outside agencies.` ### Press Warmtlan: Jessica Wyland, Esrl Tel.'909-79 -2853,extension 1-3345 E-mail(press my) press@esri corn General lnfor etbsn:lnfo@esri.com Wage Prepared by REGIS—November 6, 2017 City of Palm Desert—Geographic Information System (GIS) Support Services SAMPLING OF EXPERIENCE / REFERENCES Exhibit A. REGIS PROJECTS/REFERENCES TOWN OF YOIJNTVILLE, GIS IMPLEMENTATION REGIS was hired by the Town of Yountville to provide a GIS implementation which involved *041014. numerous activities including development of a master GIS database to house the Town's 1 spatial data. converting various GIS data into a standardized format. GIS application '`—"&''''''' development and deployment. as well as GIS training for Town staff. Contact.' Joe Tagliaboschi, Public Works Director Town of Yountville, 6550 Yount Street, Yountville, CA 94599 (P) 707.944.8851 "We were fortunate to develop a working partnership with the city of Rancho Cucamonga, which has been using GIS technology for some time, and is a nationally recognized leader amongst municipal agencies, This innovative shared services approach allows the town of Yountville to take advantage of the years of practical, first-hand experience their employees have using GIS to help our employees implement GIS technology in our service delivery to our residents."- Steve Rogers,Town Manager,Town of Yountville CITY OF YUCAIPA, GIS IMPLEMENTATION . REGIS was hired by the City of Yucaipa to provide a GIS implementation which involved various activities including CAD data conversion, GIS portal application, GIS training for poet,- City staff and field data collection. C emia l: Jason Underwood, Information Systems Administrator City of Yucaipa, 34272 Yucaipa Boulevard, Yucaipa, CA 92399 (P) 909.797.2489 x 271 (E)junerwood@yucaipa.org CITY OF CORONA, GIS IMPLEMENTATION REGIS was hired by the City of Corona to provide GIS implementation and service to the 4 city. Some of the activities outlined included GIS System assessments, GIS application development, TRAKiT implementation support. NexGen Implementation for Water Department. and GIS training for City staff and field data collection. Contact:: Mike Enriquez, Information Systems Manager City of Corona, 400 S. Vicentia Avenue, Corona, CA 92882 (P) 951.279.3742 (E) mike.enriquez@ci.corona.ca.us 5I . Prepared by REGIS—November 6, 2017 City of Palm Desert—Geographic Information System (GIS) Support Services 3 . PROJECT APPROACH , WORK PLAN AND DELIVERABLES APPROACH The REGIS team approaches each project as a problem solver. Our aim is to assist the City in achieving their project goals, improving internal processes and in the end, serving their community with the most efficient GIS Program solutions. At the inception of each project, REGIS will schedule an all-hands meeting and develop a timeline to achieve the goals and deadlines, as needed. Our methodology will be to meet upfront with the City staff and agree to best practices and appropriate milestones. REGIS approaches each project as an expert resource, and as an extension of City staff. SCOPE OF SERVICES We believe that the following Work Plan will guide the City in the direction to successfully reach its ultimate goal of enhancing its internal business processes as well as offering public access to using web-based geospatial services (through the Esri ArcGIS platform). The REGIS team will provide an Implementation Plan to define the goals, strategies and costs of maintaining and enhancing the system. We propose the following work plan to successfully achieve the City's objectives' TASK 1. KICK-OFF MEETING AND PROJECT COMMENCEMENT REGIS will meet with City staff prior to commencement of project to: • Establish lines of communication. • Clarify the specific project goals and criteria. • Develop project schedules to meet requirements and provide for effective interaction of all involved staff and departments. • Establish future meeting dates consistent with the schedule to achieve project milestones. TASK 2. CURRENT GIS SYSTEM ASSESSMENT REGIS will conduct a comprehensive assessment of the City's current GIS resources. This will include but not limited to the following: • GIS servers (internal and external) • ArcGIS 10.5 update(Determine Conflicts) • IT infrastructure as it pertains to GIS deployment • GIS data formats Local Government Template • GIS Needs Assessment • GIS Server Update • GeoCortex Software Update • ArcGIS Online Number of Named Users Prepared by REGIS—November 6, 2017 City of Palm Desert—Geographic Information System (GIS) Support Services TASK 3. FIELD DATA COLLECTION APPLICATIONS The following are some Esri Applications that REGIS will work with the city in deploying in various departments: • Collector • Survey123 Depending on the use case; REGIS working with the city staff will develop relevant field data collection apps to maintain various city assets including: • Trees • Traffic Signals • Catch Basins • Signs Other Potential Apps: • Navigator • Workforce • Dashboard • Drone2Map • Explorer • Business Analyst • AppStudio 1 Web App Builder I Configurable Apps (Device Agnostic) TASK 4. TECHNICAL SUPPORT FOR TRAKiT IMPLEMENTATION/ DEPLOYMENT REGIS will provide technical support for the City's TRAKiT implementation, including: • Building a Master Address layer • Initial field data collection and verification of commercial addresses • Develop a workflow for future address layer creation and update 7 I J a g C_ Prepared by REGIS—November 6, 2017 City of Palm Desert—Geographic Information System (GIS) Support Services TASK 5. PUBLIC/INTERNAL PORTAL DEVELOPMENT REGIS Connect will develop a number of custom internal applications aimed at making GIS data accessible to City staff. The portal will contain critical layers hosted on both internal servers & ArcGIS Online system, allowing staff to search for information relating to parcels, zoning, storm drains and other assets, etc. The public facing application will enable residents to obtain property information such as zoning, utilities, special districts, schools, closet parks, trash pickup day, street sweep day, etc. The following applications will be developed- • Citizen problem reporter • Crowd-Source Manager • MyCommunity • Economic Development Exhibit A. Sample public facing application viewer • Mm %Mr r..w. w..,....r L!„FMMA i.NIMI yrw.a..c.,......lk.abada w.+rnrn..►»•rrw»r...rrR .rer...ri+.. c..i.rxir ..r...nr,—..a.mot as �r�r.aerum MI Commit:10110W pen.Banda .r. Wc....—u..- w ow."s..— ia....er■w.a/ .,w......ara. Ass. ▪ w+•r r+d+-rra wows REGIS Connect will share the source code for the app with the City. 8jPage Prepared by REGIS--November 6, 2017 City of Palm Desert—Geographic Information System (G!S) Support Services TASK 6. GIS DATABASE DESIGN AND DATA STORAGE REGIS Connect will work with the City staff to implement an enterprise database.This enterprise database will consist of data currently maintained by the GIS team. The database structure will be a customized version of the Esri local government template specific to the City's data needs and application requirements. Activities to be undertaken include: a City of Palm Desert.gdb • GIS Data Inventory Assessment C Address • Geodatabase Design E al AdministrativeArea • Data Conversion and Migration Assessmentinformatian • Data Maintenance and Data Integration ©rap CadastralReference ■ Quality Control E CapitalPlanning El laP CitixenSerrice • Conversion of other layers E Demography l EiD ElectionAdministration El Elevation El 17 Emergency0perations E B]ExecutrveReporting El a1 FacilitiesStreets E al FireServiceOperations E al[nfrastructureOperations E al LandUseOperations El LandUsePlanning El II LawEnforcementOperations E ParcelEditing E LaP ParceiPublishing El 12p PibiicSafetyPlanning E ReferenceData E Ca]SewerStormwater Cl Stormwater E Bl Telemetry E waterDistribution Exhibit B. ESRI LOCAL GOVERNMENT INFORMATION MODEL 9IPage Prepared by REGIS—November 6, 2017 City of Palm Desert—Geographic Information System (GIS) Support Services TASK 7. WEB1MOl3ILE APPLICATION ❑EVELOPMENT REGIS will design, develop and deploy complete, customized, enterprise-wide, and user-friendly GIS applications, as directed by the City, to enhance access to geospatial data. These applications may include: • Mobile or field data collection applications/deployment • Automated work processes with FME • Mobile applications on multiple platforms • GPS field data collection applications ■ Operations Dashboards development ■ Collector for ArcGIS data collection app ■ Survey123 for ArcGIS • Explorer app will be deployed to senior staff member with viewing various web maps ■ Development of Storymaps( Major Projects, etc.) TASK 8. TRAINING REGIS will provide comprehensive, hands-on training and support in GIS software including Esri's complete platform -ArcGIS for Desktop and Extensions, Server, ArcSDE, ArcGIS Online, mobile data conversion and integration, and in the customized applications that REGIS Connect develops for the client. This includes: • ArcGIS ❑nline • Story maps • Esri maps for❑ffice ■ Esri's ArcGIS for Desktop and Extensions • ArcGIS for Collector ■ Survey123 for ArcGIS 10 I .• Prepared by REGIS—November 6, 2017 City of Palm Desert—Geographic Information System (GIS) Support Services 4 . PROJECT MANAGEMENT AND INVOICING FEE AND BILLING INFORMATION For the scope of services outline above, our detailed project budget is shown in Exhibit D below. Our professional fees are based on our understanding of the City's needs and the effort we believe is necessary to complete the scope of services outlined in this proposal. We express this honestly and transparently through our price proposal. Should the City decide to take advantage of any of the optional services outlined above or request other services, these would be provided based on the hourly labor rates shown in the budget table below. Any additional tasks would need to be mutually agreed upon prior to proceeding. Exhibit D. Detailed Project Budget Estimated costs for these first two tasks are outlined as follows Scope of Work Cost Estimated Support Hours 470 $42,300 Estimated Project Costs $42,300 Note: These are proposed hours and the City will only be charged the actual work hours done by REGIS staff. The proposed amount does not include any travel cost far Onsite support if needed. Hourly Rates The following table shows our current hourly rates. Additional services authorized by the City will be billed at this rate or the applicable hourly rate. Title Hourly Rate REGIS Staff $90 Expenses Customary out-of-pocket expenses will be billed to the City at actual cost to REGIS as estimated in our budget proposal. These expenses may include, but are not limited to travel, postage, telephone, reproduction, meals and various administrative expenses. Terms Services will be invoiced monthly for actual hours done by REGIS staff. Expenses will be itemized and included in the next regular invoice. Fees for all other services will be invoiced upon completion of the task. If the project is prematurely terminated by either party, Consultant shall receive payment for work completed. 12I .' . Prepared by REGIS—November 6, 2017 City of Palm Desert—Geographic Information System (GIS) Support Services 5 . Appendix A : REGIS Connect Company Information Mission Statement Rancho Cucamonga Enterprise GIS (REGIS) Connect is dedicated to providing clients with quality enterprise Geographic Information Systems (GIS) services, solutions, and customer service through a shared services model, meeting and exceeding the needs and requirements of clients at competitive rates. Company Information REGIS Connect represents the Department of Innovation & Technology (DolT) in the City of Ranch❑ Cucamonga. The GIS session of DolT was established in 1986 and is a full-service city and enterprise G]S service provider, providing a full range of GIS and mapping services. REGIS Connect represents a talented team of professionals with extensive expertise in GIS and an intimate understanding of local government service delivery. REGIS Connect will leverage its resources to fulfill the needs and requirements of clients in order to ensure project success and a clear return on investment. The REGIS Connect Model for Shared Services In the current economic landscape, local governments and agencies face ever-increasing challenges to provide excellent service to their residents or constituents with limited resources. This environment creates the need for agencies to explore new ways to improve efficiency in processes and workflows in the organization, increase productivity with limited resources, and have a clear return on investment, in order to meet the demand. This is where GIS comes into play, and excels as a unique and powerful system of services and tools. When implemented properly with a clear understanding and defined strategic plan, GlS can significantly help an organization improve efficiency and customer service, increase productivity and provide a clear return on investment. GIS is essentially an invaluable decision-making tool to provide timely information by mapping and analyzing data to reveal relationships, patterns, and trends in a way that is quickly understood and easily shared, and can be used at all levels of the organization for daily activities as well as for specific projects. REGIS Connect. comprised of our team ❑f professionals with extensive expertise in GIS technology and years of experience in city and local government service delivery, strives to provide services and solutions in a shared services approach, that is. building relationships with client cities and agencies and "sharing" our resources including our knowledge, expertise, and experiences in order to meet the goals and needs of each unique organization in this common economic environment. Through this approach, we can help client cities and agencies build a common operational framework of information that will only improve the sharing of timely information as well improve the decision-making process within their own organization. with their constituents and with other agencies, in a cost effective way. 13I Prepared by REGIS--November 6, 2017 City of Palm Desert—Geographic Information System (GIS) Support Services The development of the capacity for shared services is becoming more common in the public sector, as agencies seek to partner together to share expertise and bring down overall costs to the taxpayers. The REGIS Connect model for shared services includes the flexibility t❑ tailor specific service delivery to the needs of the particular client agency. For example, in some agencies, REGIS Connect may assist existing IT or GIS staff in developing and using GIS capabilities; in other agencies, REGIS Connect may provide full-service support. The specific scope of services is determined in concert with each client. Most importantly, the shared services model accomplishes these goals at a significant budget savings to the client agency, as compared to the cost of using other service providers. With shared services, these costs are spread across the public agencies involved. providing cost savings for everyone as compared to stand-alone, in-house operations. Professional Services Professional services performed ❑n a time and materials basis, at an hourly rate of$90, for additional or optional work including • Map production and printing • Custom report generation • Integration of other business or information systems • Field data collection • Additional data conversion and translation • Additional training on-site • Training or visioning webinar(s) • Additional technical support including software installation, web application development, database setup and development. etc. 14jPage Prepared by REGIS—November 6, 2017 City of Palm Desert—Geographic information System (GIS) Support Services Customer Support REGIS Connect will provide support and maintenance for the first year or 12 months from the date of purchase. Thereafter, the annual maintenance must be renewed to continue support services. REGIS Connect will provide the following options to help ensure smooth operation and success of the GIS (services)provided: 1 . Phone Support REGIS Connect will provide technical support by telephone between 7 00 A.M and 6:00 P.M. Pacific Time, Monday through Thursday, excluding holidays. The phone support number is (909)477-2700. 2 . E-mail Support For users who do not wish to call in, or cannot reach technical support during our normal operation hours, e-mail support is available. We accept e-mail 24 hours a day (however, e-mail received after hours are handled the next business day). Ail incidents reported by e-mail are given the same priority and support as those reported by telephone. E-mail support is available through GIS C{tyofRC.us 3. Remote Access Support This option allows REGIS Connect personnel to check in on the system and troubleshoot problems on- line with customer staff remotely. Any travel required to support on-site service is not included and billed separately. Resolution Time The time required to answer a question and resolve a problem varies depending on the type of problem and whether we are able to reproduce it at our site. Usually we are able to answer questions and suggest solutions to problems on the same day we receive them, often immediately. If research or consultation with another specialist is required, a complete response may take two or three working days. Under rare circumstances, it may take longer. If the problem turns out to be coding or documentation error for which there is no work-around, resolution may have to wait for future programming modification. Usually, we can clarify documentation issues and provide a satisfactory work-around. Also, with the use of the Esri ArcGIS Online Subscription hosted service, problems directly related to this service that is beyond or out of our control will depend on resolution from Esri. 15 Prepared by REGIS—November 6, 2017 City of Palm Desert—Geographic Information System (GIS) Support Services