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HomeMy WebLinkAbout02-11-19 City Commission Packet Materials - C6. PSA with Latitude Geographics for ArcGIS ConsultingCommission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Jon Henderson, Strategic Services Director SUBJECT: Authorize the City Manager to sign the Professional Services Agreement with Latitude Geographics for ArcGIS Enterprise Consulting Services. MEETING DATE: February 11, 2019 AGENDA ITEM TYPE: Consent. RECOMMENDATION: Authorize the City Manager to sign the Professional Services Agreement with Latitude Geographics for ArcGIS Enterprise Consulting Services. STRATEGIC PLAN ALIGNEMENT: This action furthers our efforts to integrate systems as a means to improve efficient and effective use of technology (7.3.b). BACKGROUND: The City of Bozeman relies on integrated technology systems to provide a common mapping platform for both internal and public use. While the GIS Department has made significant progress improving stability, performance and overall user experience, critical system upgrades are necessary to move forward. This project will bring us up to the current version along with important advancements to support future needs. This project will upgrade our ArcGIS system to the most recent offering (ArcGIS Enterprise), along with hardware high availability, end-user federation between multiple servers (i.e., single sign-on) and Geocotex Essentials application configuration to support public access. UNRESOLVED ISSUES: None. ALTERNATIVES: As directed by the Commission. FISCAL EFFECTS: Total costs is $23,720. Funding has been approved with the FY19 Internal Services Fund. Attachments: Professional Services Agreement Scope of Work & Fee Estimate Report compiled on: 2/1/19 95 PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT is made and entered into this _____ day of ____________, 2019 (“Effective Date”), by and between the CITY OF BOZEMAN, MONTANA, a self governing municipal corporation organized and existing under its Charter and the laws of the State of Montana, 121 North Rouse Street, Bozeman, Montana, with a mailing address of PO Box 1230, Bozeman, MT 59771, hereinafter referred to as “City,” and Latitude Geographics Group Ltd., with a principal place of business at 300 – 1117 Wharf Street, Victoria, BC V8W 1T7, Canada, hereinafter referred to as “Contractor.” In consideration of the mutual covenants and agreements herein contained, the receipt and sufficiency whereof being hereby acknowledged, the parties hereto agree as follows: 1. Purpose: City agrees to enter this Agreement with Contractor for ArcGIS Enterprise Consulting Services described in: Exhibit A Scope of Services & Fee Estimate which by this reference are made a part hereof. In the event of conflict with an Exhibit to this Agreement, this main body of this Agreement will govern. In addition, no Statement of Work or other attachment incorporated into this Agreement after execution of this main body of this Agreement will be construed to amend this main body unless it specially states its intent to do so and cites the section or sections amended. 2. Term/Effective Date: This Agreement is effective upon the date of its execution and will terminate one year after the Effective Date unless renewed as provided herein. 3. Scope of Services: Contractor will perform the work and provide the services in accordance with the requirements of the Scope of Services. For conflicts between this Agreement and the Scope of Services, unless specifically provided otherwise, the Agreement governs. 4. Payment: City agrees to pay Contractor in accordance with Exhibit A, Project Cost section, page 12. Any alteration or deviation from the described services that involves additional costs above the Agreement amount will be performed by Contractor after written request by the City, 96 and will become an additional charge over and above the amount listed herein. The City must agree in writing upon any additional charges. 5. Contractor’s Representations: To induce City to enter into this Agreement, Contractor makes the following representations: a. Contractor has familiarized itself with the nature and extent of this Agreement, the Scope of Services, and with all local conditions and federal, state and local laws, ordinances, rules, and regulations that in any manner may affect cost, progress or performance of the Scope of Services. b. Contractor represents and warrants to City that it has the experience and ability to perform the services required by this Agreement; that it will perform said services in a professional, competent and timely manner and with diligence and skill; that it has the power to enter into and perform this Agreement and grant the rights granted in it; and that its performance of this Agreement shall not infringe upon or violate the rights of any third party, whether rights of copyright, trademark, privacy, publicity, libel, slander or any other rights of any nature whatsoever, or violate any federal, state and municipal laws. The City will not determine or exercise control as to general procedures or formats necessary to have these services meet this warranty. 6. Independent Contractor Status/Labor Relations: The parties agree that Contractor is an independent contractor for purposes of this Agreement and is not to be considered an employee of the City for any purpose. Contractor is not subject to the terms and provisions of the City’s personnel policies handbook and may not be considered a City employee for workers’ compensation or any other purpose. Contractor is not authorized to represent the City or otherwise bind the City in any dealings between Contractor and any third parties. Contractor shall comply with the applicable requirements of the Workers’ Compensation Act, Title 39, Chapter 71, MCA, and the Occupational Disease Act of Montana, Title 39, Chapter 71, MCA. Contractor shall maintain workers’ compensation coverage for all members and employees of Contractor’s business, except for those members who are exempted by law. Contractor shall furnish the City with copies showing one of the following: (1) a binder for workers’ compensation coverage by an insurer licensed and authorized to provide workers’ compensation insurance in the State of Montana; or (2) proof of exemption from workers’ compensation granted by law for independent contractors. In the event that, during the term of this Agreement, any labor problems or disputes of any type arise or materialize which in turn cause any services to cease for any period of time, Contractor specifically agrees to take immediate steps, at its own expense and without expectation of reimbursement from City, to alleviate or resolve all such labor problems or disputes. The specific steps Contractor shall take shall be left to the discretion of Contractor; provided, however, that 97 Contractor shall bear all costs of any related legal action. Contractor shall provide immediate relief to the City so as to permit the services to continue at no additional cost to City. Contractor shall indemnify, defend, and hold the City harmless from any and all claims, demands, costs, expenses, damages, and liabilities arising out of, resulting from, or occurring in connection with any labor problems or disputes or any delays or stoppages of work associated with such problems or disputes. 7. Indemnity/Waiver of Claims/Insurance: For other than professional services rendered, to the fullest extent permitted by law, Contractor agrees to release, defend, indemnify, and hold harmless the City, its agents, representatives, employees, and officers (collectively referred to for purposes of this Section as the City) from and against any and all claims, demands, actions, fees and costs (including attorney’s fees and the costs and fees of expert witness and consultants), losses, expenses, liabilities (including liability where activity is inherently or intrinsically dangerous) or damages of whatever kind or nature connected therewith and without limit and without regard to the cause or causes thereof or the negligence of any party or parties that may be asserted against, recovered from or suffered by the City occasioned by, growing or arising out of or resulting from or in any way related to: (i) the negligent, reckless, or intentional misconduct of the Contractor; or (ii) any negligent, reckless, or intentional misconduct of any of the Contractor’s agents. For the professional services rendered, to the fullest extent permitted by law, Contractor agrees to indemnify and hold the City harmless against claims, demands, suits, damages, losses, and expenses, including reasonable defense attorney fees, to the extent caused by the negligence or willful misconduct of the Contractor or Contractor’s agents or employees. Such obligations shall not be construed to negate, abridge, or reduce other rights or obligations of indemnity that would otherwise exist. The indemnification obligations of this Section must not be construed to negate, abridge, or reduce any common-law or statutory rights of the indemnitee(s) which would otherwise exist as to such indemnitee(s). Contractor’s indemnity under this Section shall be without regard to and without any right to contribution from any insurance maintained by City. Should any indemnitee described herein be required to bring an action against the Contractor to assert its right to defense or indemnification under this Agreement or under the Contractor’s applicable insurance policies required below the indemnitee shall be entitled to recover reasonable costs and attorney fees incurred in asserting its right to indemnification or defense but only if a court of competent jurisdiction determines the Contractor was obligated to defend the claim(s) or was obligated to indemnify the indemnitee for a claim(s) or any portion(s) thereof. 98 In the event of an action filed against City resulting from the City’s performance under this Agreement, the City may elect to represent itself and incur all costs and expenses of suit. Contractor also waives any and all claims and recourse against the City or its officers, agents or employees, including the right of contribution for loss or damage to person or property arising from, growing out of, or in any way connected with or incident to the performance of this Agreement except “responsibility for his own fraud, for willful injury to the person or property of another, or for violation of law, whether willful or negligent” as per 28-2-702, MCA. These obligations shall survive termination of this Agreement and the services performed hereunder. In addition to and independent from the above, Contractor shall at Contractor’s expense secure insurance coverage through an insurance company or companies duly licensed and authorized to conduct insurance business in Montana which insures the liabilities and obligations specifically assumed by the Contractor in this Section. The insurance coverage shall not contain any exclusion for liabilities specifically assumed by the Contractor in subsection (a) of this Section. The insurance shall cover and apply to all claims, demands, suits, damages, losses, and expenses that may be asserted or claimed against, recovered from, or suffered by the City without limit and without regard to the cause therefore and which is acceptable to the City and Contractor shall furnish to the City an accompanying certificate of insurance and accompanying endorsements in amounts not less than as follows: • Workers’ Compensation – statutory; • Commercial General Liability - $1,000,000 per occurrence; $2,000,000 annual aggregate; • Automobile Liability - $1,000,000 property damage/bodily injury per accident; and • Professional Liability - $1,000,000 per claim; $2,000,000 annual aggregate. The above amounts shall be exclusive of defense costs. The City of Bozeman, its officers, agents, and employees, shall be endorsed as an additional or named insured on a primary non- contributory basis on both the Commercial General and Automobile Liability policies. The insurance and required endorsements must be in a form suitable to City and shall include no less than a thirty (30) day notice of cancellation. The City must approve all insurance coverage and endorsements prior to the Contractor commencing work. Contractor shall notify City within two (2) business days of Contractor’s receipt of notice that any required insurance coverage will be terminated or Contractor’s decision to terminate any required insurance coverage for any reason. 99 The City must approve all insurance coverage and endorsements prior to the Contractor commencing work. 8. Termination for Contractor’s Fault: a. If Contractor refuses or fails to timely do the work, or any part thereof, or fails to perform any of its obligations under this Agreement, or otherwise breaches any terms or conditions of this Agreement, the City may, by written notice, terminate this Agreement and the Contractor’s right to proceed with all or any part of the work (“Termination Notice Due to Contractor’s Fault”). The City may then take over the work and complete it, either with its own resources or by re-letting the contract to any other third party. b. In the event of a termination pursuant to this Section 8, Contractor shall be entitled to payment only for those services Contractor actually rendered. c. Any termination provided for by this Section 8 shall be in addition to any other remedies to which the City may be entitled under the law or at equity. d. In the event of termination under this Section 8, Contractor shall, under no circumstances, be entitled to claim or recover consequential, special, punitive, lost business opportunity, lost productivity, field office overhead, general conditions costs, or lost profits damages of any nature arising, or claimed to have arisen, as a result of the termination. 9. Termination for City’s Convenience: a. Should conditions arise which, in the sole opinion and discretion of the City, make it advisable to the City to cease performance under this Agreement City may terminate this Agreement by written notice to Contractor (“Notice of Termination for City’s Convenience”). The termination shall be effective in the manner specified in the Notice of Termination for City’s Convenience and shall be without prejudice to any claims that the City may otherwise have against Contractor. b. Upon receipt of the Notice of Termination for City’s Convenience, unless otherwise directed in the Notice, the Contractor shall immediately cease performance under this Agreement and make every reasonable effort to refrain from continuing work, incurring additional expenses or costs under this Agreement and shall immediately cancel all existing orders or contracts upon terms satisfactory to the City. Contractor shall do only such work as may be necessary to preserve, protect, and maintain work already completed or immediately in progress. 100 c. In the event of a termination pursuant to this Section 9, Contractor is entitled to payment only for those services Contractor actually rendered on or before the receipt of the Notice of Termination for City’s Convenience. d. The compensation described in Section 9(c) is the sole compensation due to Contractor for its performance of this Agreement. Contractor shall, under no circumstances, be entitled to claim or recover consequential, special, punitive, lost business opportunity, lost productivity, field office overhead, general conditions costs, or lost profits damages of any nature arising, or claimed to have arisen, as a result of the termination. 10. Limitation on Contractor’s Damages; Time for Asserting Claim: a. In the event of a claim for damages by Contractor under this Agreement, Contractor’s damages shall be limited to contract damages and Contractor hereby expressly waives any right to claim or recover consequential, special, punitive, lost business opportunity, lost productivity, field office overhead, general conditions costs, or lost profits damages of any nature or kind. b. In the event Contractor wants to assert a claim for damages of any kind or nature, Contractor shall provide City with written notice of its claim, the facts and circumstances surrounding and giving rise to the claim, and the total amount of damages sought by the claim, within thirty (30) days of the facts and circumstances giving rise to the claim. In the event Contractor fails to provide such notice, Contractor shall waive all rights to assert such claim. 11. Representatives: a. City’s Representative: The City’s Representative for the purpose of this Agreement shall be Jon Henderson or such other individual as City shall designate in writing. Whenever approval or authorization from or communication or submission to City is required by this Agreement, such communication or submission shall be directed to the City’s Representative and approvals or authorizations shall be issued only by such Representative; provided, however, that in exigent circumstances when City’s Representative is not available, Contractor may direct its communication or submission to other designated City personnel or agents as listed above and may receive approvals or authorization from such persons. b. Contractor’s Representative: The Contractor’s Representative for the purpose of this Agreement shall be Sarah Palmer or such other individual as Contractor shall 101 designate in writing. Whenever direction to or communication with Contractor is required by this Agreement, such direction or communication shall be directed to Contractor’s Representative; provided, however, that in exigent circumstances when Contractor’s Representative is not available, City may direct its direction or communication to other designated Contractor personnel or agents. 12. Permits: Contractor shall provide all notices, comply with all applicable laws, ordinances, rules, and regulations, obtain all necessary permits, licenses, including a City of Bozeman business license, and inspections from applicable governmental authorities, and pay all fees and charges in connection therewith. 13 Laws and Regulations: Contractor shall comply fully with all applicable state and federal laws, regulations, and municipal ordinances including, but not limited to, all workers’ compensation laws, all environmental laws including, but not limited to, the generation and disposal of hazardous waste, the Occupational Safety and Health Act (OSHA), the safety rules, codes, and provisions of the Montana Safety Act in Title 50, Chapter 71, MCA, all applicable City, County, and State building and electrical codes, the Americans with Disabilities Act, and all non-discrimination, affirmative action, and utilization of minority and small business statutes and regulations. 14. 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; Section 140, Title 2, United States Code, and all regulations promulgated thereunder. The Contractor shall require these nondiscrimination terms of its subcontractors providing services under this agreement. 15. Intoxicants; DOT Drug and Alcohol Regulations/Safety and Training: Contractor shall not permit or suffer the introduction or use of any intoxicants, including alcohol or illegal drugs, by any employee or agent engaged in services to the City under this Agreement while on City property or in the performance of any activities under this Agreement. Contractor acknowledges it is aware of and shall comply with its responsibilities and obligations under the U.S. Department of Transportation (DOT) regulations governing anti-drug and alcohol misuse prevention plans and related testing. City shall have the right to request proof of such compliance and Contractor shall be obligated to furnish 102 such proof. The Contractor shall be responsible for instructing and training the Contractor's employees and agents in proper and specified work methods and procedures. The Contractor shall provide continuous inspection and supervision of the work performed. The Contractor is responsible for instructing his employees and agents in safe work practices. 16. Modification and Assignability: This Agreement may not be enlarged, modified or altered except by written agreement signed by both parties hereto. The Contractor may not subcontract or assign Contractor’s rights, including the right to compensation or duties arising hereunder, without the prior written consent of City. Any subcontractor or assignee will be bound by all of the terms and conditions of this Agreement. 17. Reports/Accountability/Public Information: Contractor agrees to develop and/or provide documentation as requested by the City demonstrating Contractor’s compliance with the requirements of this Agreement. Contractor shall allow the City, its auditors, and other persons authorized by the City to inspect and copy its books and records for the purpose of verifying that the reimbursement of monies distributed to Contractor pursuant to this Agreement was used in compliance with this Agreement and all applicable provisions of federal, state, and local law. The Contractor shall not issue any statements, releases or information for public dissemination without prior approval of the City. 18. Non-Waiver: A waiver by either party of any default or breach by the other party of any terms or conditions of this Agreement does not limit the other party’s right to enforce such term or conditions or to pursue any available legal or equitable rights in the event of any subsequent default or breach. 19. Attorney’s Fees and Costs: In the event it becomes necessary for either Party to retain an attorney to enforce any of the terms or conditions of this Agreement or to give any notice required herein, then the prevailing Party or the Party giving notice shall be entitled to reasonable attorney's fees and costs, including fees, salary, and costs of in-house counsel to include City Attorney. 20. Taxes: Contractor is obligated to pay all taxes of any kind or nature and make all appropriate employee withholdings. 21. Dispute Resolution: a. Any claim, controversy, or dispute between the parties, their agents, employees, or representatives shall be resolved first by negotiation between senior-level 103 personnel from each party duly authorized to execute settlement agreements. Upon mutual agreement of the parties, the parties may invite an independent, disinterested mediator to assist in the negotiated settlement discussions. b. If the parties are unable to resolve the dispute within thirty (30) days from the date the dispute was first raised, then such dispute may only be resolved in a court of competent jurisdiction in compliance with the Applicable Law provisions of this Agreement. 22. Survival: Contractor’s indemnification shall survive the termination or expiration of this Agreement for the maximum period allowed under applicable law. 23. Headings: The headings used in this Agreement are for convenience only and are not be construed as a part of the Agreement or as a limitation on the scope of the particular paragraphs to which they refer. 24. Severability: If any portion of this Agreement is held to be void or unenforceable, the balance thereof shall continue in effect. 25. Applicable Law: The parties agree that this Agreement is governed in all respects by the laws of the State of Montana. 26. Binding Effect: This Agreement is binding upon and inures to the benefit of the heirs, legal representatives, successors, and assigns of the parties. 27. No Third-Party Beneficiary: This Agreement is for the exclusive benefit of the parties, does not constitute a third-party beneficiary agreement, and may not be relied upon or enforced by a third party. 28. Counterparts: This Agreement may be executed in counterparts, which together constitute one instrument. 29. Integration: This Agreement and all Exhibits attached hereto constitute the entire agreement of the parties. Covenants or representations not contained therein or made a part thereof by reference, are not binding upon the parties. There are no understandings between the parties other than as set forth in this Agreement. All communications, either verbal or written, made prior to the date of this Agreement are hereby abrogated and withdrawn unless specifically made a part of this Agreement by reference. 104 IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above written. CITY OF BOZEMAN, MONTANA LATITUDE GEOGRAPHICS GROUP LTD. By________________________________ By__________________________________ Andrea Surratt, City Manager Print Name: ___________________________ Print Title: ____________________________ APPROVED AS TO FORM: By_______________________________ Greg Sullivan, Bozeman City Attorney 105 Contact: John Fletcher Email: jfletcher@latitudegeo.com Tel: (250) 381-8130 From: Latitude Geographics Group Ltd. 300 - 1117 Wharf Street Victoria, BC V8W 1T7 Canada City of Bozeman Bozeman - ArcGIS Enterprise Deployment Project ID: P-201843232 | November 30, 2018 Exhibit A 106 Privacy & Confidentiality The contents of this document are confidential and proprietary. Disclosure, distribution or sharing of this information with persons or entities, for which it is not intended, in any form or for any other purpose than the evaluation of this proposal, is prohibited without the express, written consent of Latitude Geographics Group Ltd. In situations where information is required to be shared publicly to comply with policies regarding transparency of information, all statements must be signed off on by both Latitude Geographics and City of Bozeman prior to being published. Trademarks Geocortex and Latitude Geographics are registered trademarks of Latitude Geographics Group Ltd. in the United States and Canada. Essentials is a registered trademark of Latitude Geographics Group Ltd. in the United States. Other companies and products mentioned are trademarks or registered trademarks of their respective owners. Trademarks provided under license from Esri. Acceptance of Terms & Conditions City of Bozeman acknowledges that it has reviewed the process, terms, conditions, and reserved rights contained in this proposal and has voluntarily chosen to participate in this proposal subject to those procedures, terms, conditions, and reserved rights. This proposal is valid for 60 calendar days from the date of delivery. All services and deliverables are subject to the terms and conditions of this proposal and shall supersede any conflicting terms in the client's purchase order. All Geocortex software included in this proposal are subject to the Licensing Terms of Use at www.geocortex.com/legal. © 2018 Latitude Geographics Group Ltd. All Rights Reserved. 2 107 Document Control Sheet Version History Version Date Changed by: Nature of Amendment 1.0 November 06, 2018 John Fletcher 1st Draft 2.0 November 27, 2018 John Fletcher Added hours to estimate for advance preparation to account for potential unforeseen complexity with high availability configuration and ArcGIS server licensing role setup (and added corresponding additional project management hours). 3.0 November 30, 2018 John Fletcher Added detail to the project deliverables, with more fine-grained estimates of tasks to be performed both pre- and on- site. Added hours as post-deployment support. Added more assumptions to the Project Assumptions section. Approvals Name: Position: Signature: Date: Name: Position: 3 108 Signature: Date: 4 109 Overview and Objectives Overview The City of Bozeman (Bozeman) is an existing user of ArcGIS and Geocortex Essentials software. Bozeman has experienced rapid growth in its GIS systems both in terms of usage and services offered. As a result of this growth there has been some instability due to hardware and system configuration issues. Bozeman contracted with Esri to produce an assessment of their existing GIS system with recommendations for improvements. One recommendation was to deploy ArcGIS Portal in a high availability configuration and use this Portal instance as the focal point of the GIS infrastructure. Bozeman has requested a proposal from Latitude to install and configure a highly-available ArcGIS Portal in Bozeman's environment, and federate existing ArcGIS Server and Geocortex Essentials instances with the new Portal. In addition to the implementation of ArcGIS Portal, Latitude will configure Geocortex Essentials to allow public sites to be exposed to the external network (internet). Objectives To be successful, a functional ArcGIS Enterprise deployment with ArcGIS Portal in a high availability configuration must be deployed in the Bozeman environment. The deployment architecture will be suitable with respect to Esri's recommendations as well as Geocortex Essentials access and security considerations. Professional Services Commitment to lasting, mutually successful relationships with our customers is a top priority at Latitude Geographics. By combining innovative software with world-class services, we empower our customers to face their GIS challenges with confidence and maximize return on their investment in Geocortex software. We're here to help. From business analysis to expert programmers, we offer services that can help you manage risk and fast-track deployment of world-class web-mapping systems. We've built our reputation as an organization that you can trust, that delivers results, and is easy to do business with. Project-based Services Custom projects are often necessary to meet the needs of your organization, and our team of experts will help you succeed by providing a range of services from business analysis to project management. 5 110 Business Analysis Every organization is unique, and we will work with you to address the unique requirements of your organization. Creating hundreds of personalized web mapping applications for clients around the world has given us the experience to address any business problem. Custom Development Although Geocortex greatly reduces development effort, some work may be needed to tailor and more deeply integrate applications within your organization. We recognize that for the vast array of intended uses of GIS, building custom functionality and/or tailoring the platform to meet the specific requirements of your organization is a key part of the process. Upgrade/Migration Services As technology evolves, you may have to update your server or platform from time to time. Our services team can help you migrate from one system to another. We can either perform the migration ourselves, or our support team can provide you with assistance. Project Management Our project managers will partner with you to help you do more with Geocortex. They will tie all of the project pieces together: from helping you establish a project plan, to managing tasks in order to arrive at a project's successful completion. Your project manager can also provide you with valuable information throughout the course of the project so you are always aware of where things stand. We offer a variety of project management options. Our proven track record is based on a solid methodology of choosing the appropriate steps for each phase of a project and maintaining strong project management throughout. Technical Approach Latitude Geographics will perform the installation and configuration of a highly-available ArcGIS Enterprise deployment during one week onsite at Bozeman's offices. In advance of the onsite deployment trip, Latitude will work with Bozeman to design a suitable target architecture for the new ArcGIS Enterprise components. Included in the target architecture will be server connections, network locations (internal, DMZ), accessibility to internal and external users (e.g. reverse proxy), and any external dependencies that we foresee (such as SSL/TLS certificates). Note that Latitude will not provide recommendations on appropriate hardware and network specifications, but will ensure the design will support the functional requirements of the solution. 6 111 The onsite deployment trip will be scheduled once the target architecture has been designed and all of the pre-requisites such as hardware and third-party dependencies have been satisfied by Bozeman. Following the onsite deployment trip, Latitude will provide as-needed deployment support for any issues that arise afterwards, or to address any outstanding items which were left incomplete due to time constraints onsite. Deliverables The following is a general understanding of functionality required. Effort listed for each deliverable represents Latitude's best estimate but could differ from actual time spent depending on complexity or unforeseen circumstances. Latitude Geographics will keep City of Bozeman apprised of any deviation between actual time spent and estimated time from this proposal. Architecture Design and Advance Preparation Estimate of Effort: 36 hours Resources: Application Development and Services, Implementation Support A Latitude technical resource will work with Bozeman to plan and prepare the target deployment environment based on Esri's recommended approach as well as Latitude application requirements. Specific tasks to be performed as part of the advance preparation include: • Produce a network architecture diagram describing the deployment infrastructure. Estimate: 12 hours. • With local assistance from Bozeman IT staff, configure Bozeman's 2 DMZ web servers for high availability using Microsoft IIS. Estimate: 6 hours. • Verify all Bozeman SSL/TLS certificates are suitable for ArcGIS deployment, and provide Bozeman IT staff with guidance as necessary for acquiring valid certificates. Estimate: 3 hours. • Verify DNS names for both internal and external clients are set appropriately, and provide Bozeman IT staff with guidance as necessary for registering external and internal DNS names. Estimate: 3 hours. Note that 24 of the 36 hours have been allocated in the tasks above; additional hours will be used for meetings with Bozeman for architecture planning, and as necessary to cover any tasks that take longer than estimated Onsite ArcGIS Enterprise Deployment Estimate of Effort: 40 hours 7 112 Resources: Application Development and Services A Latitude technical resource will work onsite with Bozeman staff to install a highly-available ArcGIS Enterprise deployment, upgrade Geocortex Essentials to the most recent version, and federate Geocortex Essentials with the newly-installed ArcGIS Portal. Specific tasks to be performed onsite include: • Upgrade Geocortex Essentials on Bozeman's production Geocortex server to the most current version, including verification that existing sites work as in the previous version, restoration of global configuration, and post installation steps. Estimate: 4 hours. • Install ArcGIS Enterprise 10.6.1 in a 2-server high availability configuration. Includes installation of Portal and ArcGIS Server on each of 2 servers, installation of ArcGIS Web Adaptors on each of 2 web tier (DMZ) servers for both Portal and ArcGIS Server, and configuration of the ArcGIS Enterprise site for high availability. As Portal's hosting server, the ArcGIS GIS Server will be federated. Configure ArcGIS Enterprise to allow Bozeman users to log in with their local Windows domain credentials. Estimate: 16 hours. • Install an ArcGIS Relational Data Store (RDS) on a single Bozeman production server, and configure the RDS to be the registered geodatabase for the ArcGIS GIS Server on the ArcGIS Enterprise server. Estimate: 4 hours. • Install Geocortex Workflow 5 (GW5) on-premises on the Geocortex server, and configure GW5 to federate with the new ArcGIS Enterprise environment. Estimate: 2 hours. • Reconfigure Bozeman's existing ArcGIS Image Server 2-machine site (gisimg and gisimg2) for the new ArcGIS role-based licensing model, as necessary, and federate the ArcGIS Image Server site with the new ArcGIS Enterprise environment. Estimate: 2 hours. • Fedrate the newly-upgraded Geocortex Essentials instance with the new ArcGIS Enterprise environment. As part of federation, ensure any secure Geocortex Essentials sites have their security settings re-configured for the new ArcGIS Enterprise federation. Estimate: 2 hours. • Test and validate all newly-installed functionality. Estimate: 4 hours. Note that 34 hours of the 40 hours onsite have been allocated in the task estimates above. Remaining onsite time will be used for meetings, completing tasks that take longer than estimated, and outstanding ArcGIS and Geocortex configuration, as necessary. Post-Deployment Support Estimate of Effort: 16 hours Resources: Application Development and Services, Implementation Support A pool of hours has been allocated for Latitude to provide as-needed deployment support (8 hours for Application Development and Services, 8 hours for Implementation Support) as contingency for any issues that arise following the onsite deployment visit, or to address any outstanding items which were left incomplete due to time constraints onsite. 8 113 Project Management Estimate of Effort: 16 hours Schedule: Project duration Resources: Project Management The Project Manager will monitor the progress and budget burn for the project. They will provide status updates and reports to the client on an agreed-upon schedule. The Project Manager will also be responsible for capturing any change requests and generally ensuring the project runs smoothly. Project Assumptions • The current release version of Geocortex Essentials will be used in the client environment and will not change during the project. • Bozeman will provide installer files and licenses for Esri ArcGIS software as appropriate. • Bozeman will be responsible for acquiring SSL/TLS certificates if new certificates are required for the ArcGIS deployment. • The current version of Geocortex Essentials at Bozeman is 4.7 or higher. • Existing Geocortex Essentials sites at Bozeman use the Geocortex Viewer for HTML5 (not the Silverlight viewer). • No custom JavaScript modules are in use at Bozeman which may be affected by the GVH upgrade. • No changes to Geocortex Analytics are required. • All configuration will be done in a single environment at Bozeman (e.g. there are not dev, test, and production environments, or similar). • The existing ArcGIS Map Server site (gisims and gisims2) does not require federation with ArcGIS Portal (to continue compatibility with other third party applications accessing services from those machines). • The installer and developer have sufficient administrative access to the client machines for deployment and configuration. • Data schema will not change after development commences. Responsibilities Latitude Geographics Responsibilities • Provide QA/QC on the developed modules, templates, forms, work sheets, etc. • Resolve critical issues found with the application during testing and implementation, within an agreed upon timeframe. • Resolve high and medium priority issues found during testing and implementation. 9 114 • Capture low priority defects for future releases. • Provide Project status reports to the City of Bozeman Project Manager on an agreed-to basis. • Provide Agile Development Epics and Sprints to revise schedule and cost projection as the project progresses. • Manage and escalate Project issues and risks as appropriate. • Latitude Geographics warrants for a period of thirty (30) calendar days from the time of delivery that the deliverables will substantially conform to the specifications set out in this proposal. City of Bozeman Responsibilities • Provide all Esri software installation files and licenses necessary for the ArcGIS Enterprise deployment. • Prepare the physical or virtual servers on which the new ArcGIS software components will be installed, including Windows installation and base configuration. • Ensure signed SSL certificates are available for all servers. • Provide a primary point of contact for the entirety of each task. • Communicate project needs and priorities to Latitude Geographics. • Provide Subject Matter Experts to assist with tasks. • Provide sample/development data and supporting map services. • Manage the overall Project implementation, ensuring scope, budget and schedules are met. • Manage and escalate Project issues and risks as appropriate. • Provide the appropriate resources to perform User Acceptance Testing. • Coordinate user training, as needed. • Notify Latitude Geographics of product defects, their priorities and issues for resolution. Cost and Budget Costing Model - Time & Material During the software development process, there are situations and projects that demand flexibility from all the parties involved. Time & Material (T&M) is the preferred approach to managing cost and budget constraints since it allows more control over development progress and cost instead of relying on educated guesses at eventual expenses. Latitude Geographics uses the T&M model when there is no whole vision of the solution and its implementation specifics. This option is fully negotiable and uses an hourly rate for work applied in the development process. To prevent uncontrolled price growth, we define an upper limit for project budget. 10 115 One of the biggest benefits of this model is task prioritizing for development projects. Each project is divided into several separate tasks (involving features, use cases, tests, etc.). Latitude Geographics' project manager gives advice on importance, level of complexity, implementation, and cost of these tasks. Thus, clients can prioritize the order of features and use cases depending on cost and relevance to the solution. Latitude Geographics uses the T&M model when at least one of the following situations applies to the project: • When requirements are not precise or specifications cannot be clearly defined. • When there will be a constant flow of tasks or enhancements. • When project scope is unknown or implementation spreads over months. • When the client requires a high level of flexibility or change requests often appear during the development process. • When the client wants more direct control over the process or provides certain resources that can influence the project implementation. In this type of pricing model communication and agreement greatly influence time and cost efficiency of the project. Constant supervision and coordination of effort are the keys to a successful project. Since clients pay only for the hours and accompanying expenses spent on the project, they are provided with timely reports so they can track and control time and expenses, and material. Latitude Geographics uses a variety of software - from weekly project burn down reports to specialized web applications. Latitude Geographics uses Intacct Project Accounting and Jira Issue Tracking to provide all the necessary data, time tracking and communication for successful project management and reporting. 11 116 Project Cost The proposed budget for the project is supplied below and is an estimate only. The estimates are based on our current understanding, and may need to be adjusted as the requirements and specifications evolve over the course of the project. Description Quantity Cost Total Cost Application Development and Services 72 $190.00 $13,680.00 Implementation Support 20 $150.00 $3,000.00 Project Management 16 $190.00 $3,040.00 Travel Cost - Services 1 $4,000.00 $4,000.00 Total $23,720.00 12 117