HomeMy WebLinkAbout02-27-17 City Commission Packet Materials - C4. Task Order 1 with Esri for GISCommission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Jon Henderson, GIS Manager
Craig Woolard, Director of Public Works
Chris Kukulski, City Manager
SUBJECT: Task Order for ArcGIS Enterprise Consulting Services
MEETING DATE: February 27th
, 2017
AGENDA ITEM TYPE: Consent
RECOMMENDATION: I recommend approving the Task Order for ArcGIS Enterprise
Consulting Services (to be signed by the City Manager).
BACKGROUND: The City of Bozeman GIS system is currently experiencing a number of
technical issues resulting in unplanned outages and degraded performance. Applications which
rely on GIS, such as Cityworks, are also impacted as a result of an unstable system. We have
exhausted our ability to troubleshoot the problems in-house, and thus recommend pursuing a
contract with ESRI to develop a strategy for making the necessary adjustments to our server and
network infrastructure to support a robust and scalable GIS system.
This project will be completed in three phases. First, a system “health-check” will be performed
using advanced server technology to monitor and benchmark system performance. This
information will then be used to determine the appropriate future system needs including
stability, performance, redundancy, and security. Finally, a long-range system architecture
design report will be produced and used as a guide for implementing future improvements.
FISCAL EFFECTS: Total costs are estimated to be $70,094. We propose the deferment of an
approved FY17 project (Geometric Networks) in favor of this immediate need, and thus adequate
funding is currently available within the GIS Department FY17 contracted services budget.
Overall, this project is critical to our mission and will provide a stable platform for current users
while planning for future system growth.
ALTERNATIVES: As suggested by the City Commission.
Attachments: Task Order No.01
Scope of Services
Report compiled on: 2/3/17
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Esri Agreement No. 2004MPA3427
State of Montana
Task Order No. 01
In accordance with the terms and conditions of the above-referenced Agreement between Environmental Systems
Research Institute, Inc. (Esri), and the State of Montana (Licensee), this Task Order hereby authorizes the
Deliverables described in Exhibit 1 in accordance with the terms, schedule, and start/end date(s) specified below.
1. Scope of Work: See Exhibit 1
In addition to the foregoing, Licensee agrees that its employees, representatives, and subcontractors will
cooperate and communicate with Esri during performance of this Task Order. Without cost to Esri,
Licensee shall provide, allow access to, or assist Esri in obtaining all data Esri requests for performance of
this Task Order, including, but not limited to, (1) copies of previously prepared reports, maps, plans, surveys,
records, and other documents in the control or possession of Licensee and (2) copies of ordinances, codes,
regulations, or other governmental documents.
2. Contract Type: Time and Materials (T&M)
3. Total Task Order Value: The Not to Exceed total of this Task Order is: $70,094.00.
4. Start/End Date(s): The period of performance is 1/27/2017 to 12/31/2017
5. Special Considerations:
Nondiscrimination: The Contractor agrees that all hiring by Contractor of persons performing this
Agreement shall be on the basis of merit and qualifications. The Contractor will have a policy to provide
equal employment opportunity in accordance with all applicable state and federal anti-discrimination laws,
regulations, and contracts. The Contractor will not refuse employment to a person, bar a person from
employment, or discriminate against a person in compensation or in a term, condition, or privilege of
employment because of race, color, religion, creed, political ideas, sex, age, marital status, national origin,
actual or perceived sexual orientation, gender identity, physical or mental disability, except when the
reasonable demands of the position require an age, physical or mental disability, marital status or sex
distinction. The Contractor shall be subject to and comply with Title VI of the Civil Rights Act of 1964 and
all regulations promulgated thereunder. The Contractor shall require these nondiscrimination terms of its
subcontractors providing services under this Agreement.
6. Esri Project Manager: Cassie Lively, Email: clively@esri.com, Ph: 909-793-2853 x3828
Esri Contract Administrator: Robin Espinoza, Email: respinoza@esri.com, Ph.: 909-793-2853 x3918
Licensee Project Manager:
Licensee Contract Administrator:
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ACCEPTED AND AGREED:
CITY OF ENVIRONMENTAL SYSTEMS
BOZEMAN RESEARCH INSTITUTE, INC.
(Licensee) (Esri)
Signature: Signature:
Printed Name: Printed Name:
Title: Title:
Date: Date:
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Exhibit 1 to Task Order No. 01
State of Montana 2004MPA3427
1.0 Scope of Services
Activity 1 – Enterprise GIS Health Check and System Monitor Implementation
Esri will provide up to 100 hours of consulting services, including preparation, travel, and follow-up time, for an
Enterprise GIS Health Check and System Monitor Implementation. Esri anticipates that 1 consultant will support
this activity for up to 5 consecutive business days on-site at Bozeman’s facilities in Bozeman, MT.
At least one week prior to the onsite engagement the Esri consultant will conduct a remote webcast. During this
webcast the Esri consultant will first verify Bozeman’s system requirements to support System Monitor followed
by installing, testing and verifying the connectivity between System Monitor and environment to be monitored.
Once these activities are completed Esri will conduct a 5-day onsite engagement to review and assess the overall
state of Bozeman’s production GIS implementation and configure System Monitor while conducting knowledge
transfer on the tool’s functionality.
It is anticipated that consulting services will include the following topics:
Enterprise GIS Health Check to review, monitor and assess a GIS environment consisting of:
o 1 Portal for ArcGIS instance
o 2 related ArcGIS Server Sites
o up to 500 services
o 2 ArcGIS applications
System Monitor implementation support, including:
o Review Bozeman’s current ArcGIS implementation and configuration for the purpose of
configuring monitoring counters
o Install and configure System Monitor V3 to Bozeman’s environment
o Setup and management of collectors and counters
o Analysis and interpretation of monitoring outputs
o Knowledge transfer on operations and maintenance of System Monitor V3
Following the onsite engagement, Bozeman has 25 hours allocated for System Monitor follow up support
including:
o Software Updates (New features and fixes are approximately every month. Only available through Professional
Services follow on support)
o Troubleshooting
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o Knowledge Transfer
o Building customer reports and extensions
o Analysis
o Monthly or quarterly follow up meetings for the above
Following the on-site visit, Esri will prepare a brief (up to 5 pages) summary of the activities that took place
during the engagement, the results gathered and recommendations for system changes or follow on services based
on the findings.
Activity 2 – System Architecture Design
Esri will provide up to 51 hours of consulting services, including preparation and travel time, to validate
requirements, lead discussions, and evaluate design alternatives. The purpose of the engagement is to determine
an appropriate GIS architecture for the needs and business drivers identified during this activity.
This activity will be conducted over 4 consecutive business days onsite at Bozeman offices in Bozeman, MT. It
will be led by a senior Esri system architecture design consultant with active participation by appropriate
Bozeman GIS, IT, operations, and business representatives. To help prepare for and facilitate the activity, Esri
will provide preparatory materials prior to arriving onsite.
Esri envisions that the following topics will be covered during the onsite engagement:
Architecture Vision
Business Drivers
Sites
User Workflows
Data Architecture
Application Architecture
Technology Architecture
Capacity Planning
Discussions will assist the Esri consultant in identifying appropriate system architecture and configuration
opportunities, while considering technical inputs including non-functional requirements, constraints, standards,
and policies. This will enable Esri to identify the design for the GIS architecture in a "System Architecture
Design Report” (Activity 3).
Activity 3 – System Architecture Design Report
Esri will provide up to 40 hours of remote consulting services to develop a System Architecture Design report. It
is envisioned that the report may include, but is not limited to, the following topics:
1.0 Architecture Requirements and Inputs
1.1 Business Architecture
1.2 Application Architecture
1.3 Data Architecture
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1.4 Technology Architecture
1.5 Security Architecture
2.0 Solution Options & Recommendations
2.1 Application Architecture
2.2 Data Architecture
2.3 Technology Architecture
2.4 Security Architecture
Esri Responsibilities
Provide up to 191 hours of consulting services as described above.
Bozeman Responsibilities
Provide a dedicated server (min 4 CPU, 8 GB RAM, 50 GB disk space) and other prerequisites listed in
the Installation Guide System Requirements section that will be provided to the Bozeman before the first
onsite engagement
Communicate project needs and priorities to the Esri consultant
Provide appropriate management and technical staff to participate in the onsite activities
Provide all necessary information on hardware and software during the Enterprise GIS Health Check and
System Monitor Implementation
Provide all required information on business processes, application architecture, GIS services, data
sources, user operations, workflows, user workload per operation, data architecture, and data size while
Esri staff is on-site
Provide the Esri consultant with access to servers and database, as required
Provide meeting room and PC projector for use during the System Architecture Design activity
Provide Esri access to Bozeman staff to address follow-up questions as required
Assumptions
Pricing assumes 2 trips covering 4 and 5 consecutive business days, respectively, by 1 Esri consultant
from Esri’s office in Redlands, CA to Bozeman’s office in Bozeman, MT.
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2.0 Period of Performance
The Period of Performance is specified on Page 1 of the Task Order Document.
3.0 Pricing
The pricing provided below has been estimated based upon an anticipated award of a Time-and-Materials (T&M)
contract. The required labor hours, including preparation and travel time, and other burdened direct cost items
(ODCs) have been estimated based upon prior experience with work of a similar nature. The total not-to-exceed
(NTE) price for the quoted Scope of Services is $70,094.00.
This price is exclusive of any applicable federal, state and/or local taxes for which the City of Bozeman will
remain responsible.
Esri anticipates using staff from the Senior GIS System/Software Architect (S3) labor category. Depending on
the level of expertise required to perform certain activities during this engagement, Esri may be required to utilize
other Esri staff members with a different skill-set and labor category.
The following table shows the NTE pricing for this work by Activity.
Price by Activity
Activity Description
Estimated
Labor ($)
Estimated
Travel Expenses ($)
Price
1 – Enterprise GIS Health Check and System Monitor $34,800 $1,941 $36,741
2 – System Architecture Design $17,748 $1,685 $19,433
3 – System Architecture Design Report $13,920 $0 $13,920
Total Not-to-Exceed (NTE) Price: $70,094
T&M consulting services will be conducted under the following conditions:
In the event Esri completes the Scope of Services for less than the NTE budget, Bozeman will only be
invoiced for the actual hours expended plus ODCs.
In the event Esri reaches the NTE budget limit before the Scope of Services is completed, Bozeman will
have the option to either (a) increase the contract funding in order to allow the work to continue; or (b)
instruct Esri to stop work. If Bozeman chooses to stop work, Esri will do so without liability. Bozeman
will be invoiced for the actual hours expended plus all applicable ODC’s, prep and travel time up to and
including the date of stop work notification.
Esri reserves the right to reallocate the project funding between Scope of Services activities and/or ODCs,
as necessary to facilitate the work effort, provided the overall contract price is not exceeded.
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All work will be accomplished in accordance with the Scope of Services with the deliverable being consulting
time. If additional work is requested by Bozeman in writing beyond the scope of this quote, Esri will provide an
.
updated quote. Esri will perform and invoice Services on a time and materials basis using the labor categories and
rates specified for the performance period. Labor, including travel time, will be invoiced on a monthly basis for
actual hours expended during the previous month. Meals will be invoiced on a “per diem” basis in accordance
with the full daily limits stated in the most current Federal Travel Regulations. Other direct costs (ODCs),
including travel-related expenses and meal per diem, will include a fifteen percent (15%) burden. Invoices are to
be paid within 30 days of receipt.
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