HomeMy WebLinkAbout060115_ca05Consent Agenda
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of Commissioners
FROM: Frank Gifford, Central Services Director
DATE: June 1, 2015
RE: Professional Services Agreement — Pro -West & Associates, Inc.
STATEMENT OF ISSUE:
The Professional Services Agreement will allow Pro -West & Associates, Inc. to migrate
Jefferson County GIS features to the LGIM to support maps and applications on ArcGIS
online and or in -house with ArcGIS Server /Portal for web mapping.
ANALYSIS:
Entering into the Agreement will enhance GIS efficiencies and service and provide business
continuity.
FISCAL IMPACT:
Environmental Health has a grant that will fund $7,000. The remaining cost ($18,000) will be
J ointly funded by Public Works and Information Services.
RECOMMENDATION:
Approve and sign the Professional Services Agreement with Pro -West & Associates, Inc.
REVIEWED BY: /
ounty Ad r A trator Date
PROFESSIONAL SERVICES AGREEMENT FOR
GIS Web and Database Upgrade
THIS AGREEMENT is entered into between the County of Jefferson, a municipal corporation,
hereinafter referred to as "the County ", and Pro -West & Associates, Inc. (PWA), hereinafter
referred to as "the Consultant ", in consideration of the mutual benefits, terms, and conditions
hereinafter specified.
1. Project Designation. The Consultant is retained by the County to perform GIS
Professional Services.
2. Scope of Services. Consultant agrees to perform the services, identified on Exhibit "A"
attached hereto, including the provision of all labor.
Time for Performance. Work under this contract shall commence upon the giving of
written notice by the County to the Consultant to proceed. Consultant receipt of a Notice
to Proceed shall constitute said notice. Consultant shall perform all services and provide
all work product required pursuant to this agreement by December 31, 2016.
4. Payment. The Consultant shall be paid by the County for completed work and for
services rendered under this agreement as follows:
a. Payment for the work provided by Consultant shall be made as provided on
Exhibit "A" attached hereto, provided that the total amount of payment to
Consultant shall not exceed $25,000 without express written modification of the
agreement signed by the County.
b. The consultant may submit invoices to the County once per month during the
progress of the work for payment for project work completed to date including
hourly and reimbursable expenses to date per Exhibit "A". Such vouchers will be
checked by the County, and upon approval thereof, payment will be made to the
Consultant in the amount approved.
C. Final payment of any balance due the Consultant of the total contract price earned
will be made promptly upon its ascertainment and verification by the County after
the completion of the work under this agreement and its acceptance by the
County.
d. Payment as provided in this section shall be full compensation for work
performed, services rendered and for all materials, supplies, equipment and
incidentals necessary to complete the work.
e. The Consultant's records and accounts pertaining to this agreement are to be kept
available for inspection by representatives of the County and state for a period of
Pagel cf9 Revised 3 /2/15
three (3) years after final payments. Copies shall be made available upon request.
5. Ownership and Use of Documents. All documents, drawings, specifications and other
materials produced by the Consultant in connection with the services rendered under this
agreement shall be the property of the County whether the project for which they are
made is executed or not. The Consultant shall be permitted to retain copies, including
reproducible copies, of drawings and specifications for information, reference and use in
connection with Consultant's endeavors.
6. Compliance with laws. Consultant shall, in performing the services contemplated by this
agreement, faithfully observe and comply with all federal, state, and local laws,
ordinances and regulations, applicable to the services to be rendered under this
agreement.
Indemnification. Consultant shall indemnify, defend and hold harmless the County, its
officers, agents and employees, from and against any and all claims, losses or liability, or
any portion thereof, including attorney's fees and costs, arising from injury or death to
persons, including injuries, sickness, disease or death to Consultant's own employees, or
damage to property occasioned by a negligent act, omission or failure of the Consultant.
8. Insurance.
The Consultant shall obtain and keep in force during the terms of the Agreement, policies
of insurance as follows:
If and only if the Consultant employs any person(s) in the status of employee or
employees separate from or in addition to any equity owners, sole proprietor, partners,
owners or shareholders of the Consultant, Worker's Compensation Insurance in an
amount or amounts that are not less than the required statutory minimum(s) as established
by the State of Washington or the state or province where the Consultant is located.
Commercial Automobile Liability Insurance providing bodily injury and property
damage liability coverage for all owned and non -owned vehicles assigned to or used in
the performance of the work for a combined single limit of not less than $500,000 each
occurrence with the COUNTY named as an additional insured in connection with the
CONSULTANT'S performance of the contract.
General Commercial Liability Insurance in an amount not less than a single limit of one
million dollars ($1,000,000) per occurrence and a aggregate of not less than two (2) times
the occurrence amount ($2,000,000.00 minimum) for bodily injury, including death and
property damage, unless a greater amount is specified in the contract specifications. The
insurance coverage shall contain no limitations on the scope of the protection provided
and include the following minimum coverage:
a. Broad Form Property Damage, with no employee exclusion;
b. Personal Injury Liability, including extended bodily injury;
C. Broad Form Contractual /Commercial Liability — including completed operations;
Page 2 of 9 Revised 3/2/15
d. Premises — Operations Liability (M &C);
e. Independent Contractors and subcontractors;
f Blanket Contractual Liability.
To the extent the Consultant, or anyone acting on the Consultant's behalf in furtherance
of the Scope of Work made part of this Contract or in furtherance of this Contract is
licensed or regulated by the State of Washington, then the Consultant shall provide to the
County proof of professional liability (errors and omissions) insurance relevant to the
professional's vocation in the amount of not less than $1 million per occurrence.
Such insurance coverage shall be evidenced by one of the following methods:
• Certificate of Insurance;
• Self - insurance through an irrevocable Letter of Credit from a qualified financial
institution.
Certificates of coverage as required by this section shall be delivered to the County
within fifteen (15) days of execution of this agreement.
Any deductibles or self - insured retention shall be declared to and approved by the County
prior to the approval of the contract by the County. At the option of the County, the
insurer shall reduce or eliminate deductibles or self - insured retention or the Consultant
shall procure a bond guaranteeing payment of losses and related investigations, claim
administration and defense expenses.
The Consultant shall include all subcontractors as insured under its insurance policies or
shall furnish separate certificates and endorsements for each subcontractor. All insurance
provisions for subcontractors shall be subject to all of the requirements stated herein.
Failure of the Consultant to take out and /or maintain any required insurance shall not
relieve The Consultant from any liability under the Agreement, nor shall the insurance
requirements be construed to conflict with or otherwise limit the obligations concerning
indemnification.
It is agreed by the parties that insurers shall have no right of recovery or subrogation
against the County (including its employees and other agents and agencies), it being the
intention of the parties that the insurance policies so affected shall protect both parties
and be primary coverage for any and all losses covered by the above described insurance.
It is further agreed by the parties that insurance companies issuing the policy or policies
shall have no recourse against the County (including its employees and other agents and
agencies) for payment of any premiums or for assessments under any form of policy. It
is further agreed by the parties that any and all deductibles in the above described
insurance policies shall be assumed by and be at the sole risk of the Consultant.
It is agreed by the parties that judgments for which the County may be liable, in excess of
insured amounts provided herein, or any portion thereof, may be withheld from payment
due, or to become due, to the Consultant until such time as the Consultant shall furnish
Page 3 of Revised 3/2/15
additional security covering such judgment as may be determined by the County.
The County reserves the right to request additional insurance on an individual basis for
extra hazardous contracts and specific service agreements.
Any coverage for third party liability claims provided to the County by a "Risk Pool"
created pursuant to Ch. 48.62 RC W shall be non - contributory with respect to any policy
of insurance the Consultant must provide in order to comply with this Agreement.
If the proof of insurance or certificate indicating the County is an "additional insured" to
a policy obtained by the Consultant refers to an endorsement (by number or name) but
does not provide the full text of that endorsement, then it shall be the obligation of the
Consultant to obtain the full text of that endorsement and forward that full text to the
County.
The County may, upon the Consultant's failure to comply with all provisions of this
contract relating to insurance, withhold payment or compensation that would otherwise
be due to the Consultant.
9. Independent Contractor. The Consultant and the County agree that the Consultant is an
independent contractor with respect to the services provided pursuant to this agreement.
Nothing in this agreement shall be considered to create the relationship of employer and
employee between the parties hereto. Neither Consultant nor any employee of
Consultant shall be entitled to any benefits accorded County employees by virtue of the
services provided under this agreement. The County shall not be responsible for
withholding or otherwise deducting federal income tax or social security or for
contributing to the state industrial insurance program, otherwise assuming the duties of
an employer with respect to Consultant, or any employee of Consultant.
10. Covenant Against Contingent Fees. The Consultant warrants that he has not employed or
retained any company or person, other than a bonafide employee working solely for the
Consultant, to solicit or secure this contract, and that he has not paid or agreed to pay any
company or person, other than a bonafide employee working solely for the Consultant,
any fee, commission, percentage, brokerage fee, gifts, or any other consideration
contingent upon or resulting from the award or making of this contract. For breach or
violation of this warranty, the County shall have the right to annul this contract without
liability or, in its discretion to deduct from the contract price or consideration, or
otherwise recover, the full amount of such fee, commission, percentage, brokerage fee,
gift, or contingent fee.
11. Discrimination Prohibited. The Consultant, with regard to the work performed by it
under this agreement, will not discriminate on the grounds of race, color, national origin,
religion, creed, age, sex or the presence of any physical or sensory handicap in the
selection and retention of employees or procurement of materials or supplies.
12. Assignment. The Consultant shall not sublet or assign any of the services covered by this
Page 4 of 9 Revised 3/2/15
agreement without the express written consent of the County.
13. Non - Waiver. Waiver by the County of any provision of this agreement or any time
limitation provided for in this agreement shall not constitute a waiver of any other
provision.
14. Termination.
a. The County reserves the right to terminate this agreement at any time by giving
ten (10) days written notice to the Consultant.
b. In the event of the death of a member, partner or officer of the Consultant, or any
of its supervisory personnel assigned to the project, the surviving members of the
Consultant hereby agree to complete the work under the terms of this agreement,
if requested to do so by the County. This section shall not be a bar to
renegotiations of this agreement between surviving members of the Consultant
and the County, if the County so chooses.
15. Notices. Notices to the County of Jefferson shall be sent to the following address:
Doug Noltemeier
Jefferson County Central Services
PO Box 1220
1820 Jefferson Street
Port Townsend, WA 98368
Notices to Consultant shall be sent to the following address:
Annette M. Theroux
Pro -West & Associates, Inc.
8239 State 371 NW
PO Box 812
Walker, MN 56484
16. Integrated Agreement. This Agreement together with attachments or addenda, represents
the entire and integrated agreement between the County and the Consultant and
supersedes all prior negotiations, representations, or agreements written or oral. This
agreement may be amended only by written instrument signed by both County and
Consultant.
Page 5 of 9 Revised 3!2/15
SIGNATURE PAGE
DATED this pt day of GC%ZQi 12015.
Consultant
Annette Theroux
r
Date
ATTEST
6,n- - A "�
Carolyn cry
Deputy Clerk of the Board
COUNTY OF
BOARD OF C
David
EXWdo 4,e,-7ce-
Phil Johnson, Member
Kathleen Kler, Member
Approved as to f m only:
ti . 1�
David Alvarez
Deputy Prosecuting Attorney
Page 6 of 9 Revised 3/2/15
r Y n
Q
p
ATTEST
6,n- - A "�
Carolyn cry
Deputy Clerk of the Board
COUNTY OF
BOARD OF C
David
EXWdo 4,e,-7ce-
Phil Johnson, Member
Kathleen Kler, Member
Approved as to f m only:
ti . 1�
David Alvarez
Deputy Prosecuting Attorney
Page 6 of 9 Revised 3/2/15
EXHIBIT A
TASK AND COST SHEET
The following Memorandum of Understanding is intended to further elaborate on Task Order 1; to describe the
work processes, to paraphrase major items of contract performance, and to enumerate the responsibilities of all
parties.
Terminology. "Data" refers to information provided to Pro -West & Associates, Inc. by the County and interpreted
into a digital format, "timely provide information" is to mean four days after request for information from County
sources, "data devices" refers to equipment or medium, either mechanical, electrical, or magnetic used in or for
the permanent storage of computer processed information, "data transfer medium" is to mean CD -ROM or DVD,
"map information" refers to computer stored files used in the production of parcel maps as per specifications
outlined in this contract, "processing" includes coordinate input, digitizing and data capture /cleanup.
1. Agreement for Services.
It is agreed and understood by the County (Jefferson County, Washington)
and by the Professional (Pro -West & Associates,
Inc.), also referred to as "PWA ", that the following
documents shall constitute,
by reference and inclusion, the entire contract for the "Task Order 1 ".
2. Project Representatives
$135 /hr
GIS Senior Consultant ........................................................ ...............................
Doug Noltemeier
Jefferson County
Mr. Noltemeier will serve as the County project
Central Services
coordinator. This will include ensuring `Professional"
360 385 -9148
GIS
receives all data and documents. He will coordinate all
data collection, dissemination, application testing and
County Project
quality control.
Coordinator
PWA Project Managers
President
Ms. Theroux will serve as the PWA Project Manager.
Ms. Theroux will assist the County with issues related
Annette M. Theroux
PWA Project
to data distribution between departments and to the
218 - 547 -3374
Manager
public. Ms. Theroux will develop a project work plan to
be reviewed by the County prior to beginning data
(ext. 108)
migration or application development.
Lisa Schaefer
Parcel Data
Ms. Schaefer will provide data migration supervision-
Development Development
Ms. Schaefer will be responsible for project
Manager
organization and quality control. Ms. Schaefer will be
(ext. 120)
responsible for quality assurance and inspection of the
product prior to its delivery to Jefferson County.
Kyle Heideman
Solutions Specialist
Mr. Heideman will provide application configuration and
related tasks as listed in each task order. Mr.
218- 547 -3374
Heideman will be responsible for application planning,
(ext. 128)
configuration and deployment.
3. Professional Services: If additional services are needed, the County will be notified and services will
be performed at the rates listed below.
Professional Services per hour Fixed Fee Schedule
Category
Rate
Principal.............................................................................. ...............................
$135 /hr
GIS Senior Consultant ........................................................ ...............................
$120 /hr
GISConsultant ................................................................... ...............................
$110 /hr
Page 7 of 9 Revised 312/15
GIS /Systems Programming Manager._ ........
.................................................... $120/hr
GIS /Systems Senior Programmer .......................................
............................... $110 /hr
GIS /Systems Programmer ..................................................
............................... $100 1hr
Remote Sensing Specialist ...................................................
............................... $75 /hr
GISSpecialist ......................................................................
............................... $100 1hr
GISTechnician III .................................................................
............................... $70 /hr
GISTechnician II ..................................................................
............................... $60 /hr
GISTechnician I ...................................................................
............................... $55 /hr
Clerical..................................................................................
............................... $40 /hr
Mileage ................. ............................... ........................Current
Allowable IRS Rate /mile
Jefferson County Data Migration to LGIM and ArcGIS Online Application
Development
Task 1 Milestones
GIs
Consultant
GIs
Specialist
Total
Hours
Total Cost
per Task
Hourly Billing Rate
$120
$100
1. Develop detailed scope of work to migrate Jefferson County GIS features to the LGIM to
support Maps and Apps on ArcGtS Online and /or in -house with ArcGIS Server /Portal.
1.1 Prepare and conduct a 3 hour remote meeting
with key staff to review app needs and data
resources.
4
4
8
$ 880
1.2 Develop Scope of Work documentation
4
; 4
$ 400
1.3 Review Scope of Work with Jefferson County in a
web meeting
1
1
2
1 $ 220
2. Configure Collector App for water quality monitoring
2.1 Configure app
1
12
12
$1,200
3. Migrate water quality data to Esri Local Government Information Model (LGIM)
3.1 Configure app
F 24
24
$2,400
4. Configure Water Quality Monitoring App (State Government) or equivalent
2.1 Configure app
16
16
$1,600
2.2 Prep, review app and knowledge transfer online
meeting with County_
3
3
$300
_
Sub -total Hours and Cost
5
64
_
69
$7,000
Task 2 Milestones
GIS
Consultant
GIS
Specialist
Total
Hours
Total Cost
per Task
1. Determine Mast practices for disseminating GIS data and web maps h►- -house and do the
public
Page 8 of 9 Revised 3/2/15
1.1 Prepare and conduct a 2 hour remote meetings
with key staff to review data infrastructure, software
and hardware needs
3
3
$ 300
1.2 Develop best practices document
4
12
16
$1,680
1.3 Remote meeting to review and plan for
disseminating data
1
2
3
$ 320
2. .Migrate data to L6 A 'support
odw
application
2.1 Migrate data to LGIM
24
24
$2,400
3.0 configure
f`ransfar
3.1 Configure Land Use Public Notification App
30
30
$3,000
3.2 Configure Sign Inventory App
30
30
$3,000
3.2 Configure Tax Parcel Viewer
30
30
$3,000
3.3 Knowledge Transfer for App Configuration and
data migration to the LGIM
4
4
j $ 400
3.4 Integrate with existing databases — Laserfiche,
Tidemark, New World, PACs
2
30
32
$3,240
Sub -total Hours and Cost
7
169
176
$17,340
Total Hours and Cost for Tasks 1 and 2
12
233
245
$24,340
Assumptions
• Jefferson County GIS staff will provide data clean -up prior to data migration to LGIM.
o PWA will provide documents and review data clean -up process during Task 1 timeline.
• Jefferson County GIS staff will assist with tasks and participate in knowledge transfer to
accelerate work timeline and augment app development, whenever possible.
o Collaborative data migration and application development between PWA and Jefferson
County will ensure a process that can be sustained by the County and a platform to
support expansion and growth of the County's data and mapping.
• The applications and data migration may change following review of needs, and
development of Scope of Work and Best Practices document. PWA will review budget,
tasks and County participation throughout the SOW process to ensure cost effective
project planning.
• Change orders will be created for any requested changes to the scope, timeline or
budget. No changes will be made to the project without the written consent of
Jefferson County.
Page 9 of 9 Revised 3/2/15