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Home My WebLink About080116_ra02Consent Agenda JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of Commissioners FROM: Doug Noltemeier, GIS Coordinator DATE: August 1, 2016 RE: Professional Services Agreement Amendment — Pro -West & Associates, Inc. STATEMENT OF ISSUE: The Professional Services Agreement Amendment will extend the term and scope of the agreement to include modernizing public facing GIS applications and upgrade to enterprise GIS. ANALYSIS: Entering into the Agreement will enhance GIS efficiencies and service and provide business continuity. FISCAL IMPACT: The cost will be jointly funded by Public Works ($12,000) and the General Fund (up to $73,720). RECOMMENDATION: Approve and sign the Professional Services Agreement Amendment with Pro -West & Associates, Inc. REVI + WED BY: my Adm for Date AMENDMENT 1 PROFESSIONAL SERVICES AGREEMENT By and Between JEFFERSON COUNTY AND PRO -WEST & ASSOCIATES, INC. Purpose: The purpose of this amendment is expand the scope of services, extend the contract term and increase the total payment threshold. Parties: This Agreement is between Jefferson County, herein referred to as "the County", and Pro -West & Associates, Inc. hereinafter referred to as "the Consultant". 1. On June 1, 2015 the County entered into an agreement with the Consultant to perform GIS Professional Services. 2. The term of the original agreement shall be extended from December 31, 2016 to December 31, 2017. 3. This amendment increases the scope of work as identified on Exhibit "A" attached hereto. 4. Payment for the work provided by the Consultant shall be made as provided on Exhibit "A", provided that the total amount of payment to the Consultant shall not exceed $85,000 without express written modification of the agreement signed by the County. 5. Notices for the Consultant shall be sent to Kendis Scharenbroich. 6. All other provisions of the Agreement shall remain in effect. IN WITNESS WHEREOF, the parties have caused this Amendment to be executed this day of , 2016. CONSULTANT COUNTY OF JEFFERSON Kendis Scharenbroich (Signature) BOARD OF COMMISSIONERS Kathleen Kler, Chair Date David Sullivan, Member SEAL Phil Johnson, Member ATTEST Approved as °fob only: Carolyn Avery Michael Haas Deputy Clerk of the Board Prosecuting Attorney Exhibit "A" A d■ PROWEST E;. ASSOCIATES 2016 GIS Services Date: 4-19-16 Customer: Jefferson County, WA Description: PWA will work directly with GIS and IT staff to provide support and knowledge transfer needed to modernize the public facing GIS application and update the data processes supporting the public application. Deliverables: 1. System Architecture/Software Configuration Support $1500 a. Portal/ArcGIS Server, web server, SQL server support i. PWA will ensure the infrastructure needed to support GIS moving forward is configured. ii. Conference call with Linda, Mike, Doug and Dave to discuss current connection and/or security issues iii. Conference call with Dave/Doug to discuss any outstanding infrastructure, security issues b. Assuming 1 web server and 1 SQL server will be used in the final infrastructure setup. If additional servers or server migration support is required, additional cost of $1440 will be applied 2. GIS Data Modernization Support $2880 a. PWA will host three online meetings (up to 2hrs each) b. PWA and GIS staff will review existing LGIM work and outstanding data that needs to be migrated. c. PWA will step through migration protocol and assist in ensuring all key GIS layers are included in the workgroup geodatabase i. This may occur over different calls where PWA and GIS staff work together and tasks are provided to the County to accomplish prior to the next call. d. Assist with data management strategy, such as moving large datasets into a file geodatabase i. Provide tasks for the County to complete e. Assist with caching and map service best practices i. Online meeting to review 3. Parcel/Tax Download Update $1320 a. Setup spatial views in SQL and update the parcel/tax download process b. Provide knowledge transfer on setting up and working with SQL Views L Two online meetings 4. Data Replication $1080 a. Setup between JeffCom and County geodatabases b. Enterprise geodatabase/workgroup geodatabase replication c. Roads will be replicated to the County and County address points and parcels will be replicated to JeffCom d. IT support will be required to facilitate the data transfer e. PWA assumes that an ArcCatalog connection can be made to access each database. For example, the county can create a connection to JeffCom from the server that houses the workgroup geodatabase and the JeffCom can create a connection to the County 5. Addressing app/edit workflow $720 a. Assist County in configuring the desktop addressing tools b. Online meeting with DCD to step through editing process and addressing workflows 6. Public Facing Mobile App $3240 a. Web Application Builder public facing, mobile solution b. Sample: htto://Pwa.maps.arcgis.com/apps/webaapviewer/index.html?id=4d2e07 c3736a43d2aca4a245ef556540 2 c. The application will use Esri standard widgets and will provide standard hyperlinks to Laserfiche (if applicable for a public solution), up to 5 parcel related queries i. Data must exist in the parcel attribute table to support the queries d. Uses ArcGIS Online e. PWA will setup and configure using data in the workgroup geodatabase f. PWA will configure once the backend data has been updated in #2 above g. If data updates occur that cause the configured public solution to malfunction, PWA will assist in updating based on the current hourly rate 7. Open Data Portal Support $330 a. Online meeting and supporting documentation to outline best practices for 8. PWA Web App Builder Mailing Label/Buffer Widget $550 a. The existing Esri public notification template requires parcels to be cached, which has rendered this solution impractical for most clients. b. PWA has created a standard widget for WAB that requires less restriction on the type of caches/map services setup. c. The widget is configurable to accommodate varying schemas d. Online meeting to review configuration (1hr) e. Includes support for 2 additional versions (version based on the current version that is present during initial purchase) Total Cost: $11,620 3 Phase II Enterprise Implementation This phase would upgrade the County to an enterprise GIS and produce solutions across the organization. 1. Hardware/Software a. SQL Server 2012 R2 or newer b. Upgrade geodatabase to ArcGIS Server Basic Enterprise (Enterprise geodatabase) L Install and configure software c. Migration of existing workgroup GIS data to the enterprise geodatabase d. Establish permissions/access to enterprise geodatabase e. Automated, nightly parcel fabric publishing and compress routine 2. Public Map Gallery site a. Platform for distributing public facing solutions 3. Public Works solutions a. Collector solution for managing road surfaces, signs and culverts b. Work with GIS staff to create a segmented road GIS layer to support road inventory c. Web based desktop solution for editing and querying data d. Purchase iPADs and external GPS receivers 4. Park solutions a. Editing app to manage park polygons and trails b. Collector solution to manage other park related utilities and/or features c. Public facing recreation finder d. Needs mobile device and possibly an external GPS receiver 5. DCD a. Simple viewer app that connects to internal systems L Plats, laserfische, etc b. Replacement for No net loss mapping solution 6. Water Quality a. Tighter integration with water quality fieldwork and Tidemark 7. JeffCom a. Collector training to support ad hoc field collection and damage assessment solutions b. Preplan manager training c. Viewer for accessing building photos 4 8. Assessor a. Collector solution for viewing parcel and associated data in the field 9. Internal viewer app for all departments to access GIS data, photos, laserfische, etc. 10. Training a. Enterprise geodatabase management b. SQL for GIS administration c. ArcGIS Online best practices 11. IT needs a. —32 hours of IT time will be needed over the course of a 2-3 month period Total Phase II not to exceed $40,000 *Cost does not include WAD, wireless service or GPS devices