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HomeMy WebLinkAbout21- Amendment 1 - PSA VertiGIS - Add'l Year and ServicesFirst Amendment to Professional Services Agreement for Professional Services Agreement VertiGIS FY 2020 – FY 2022 Page 1 of 3 FIRST AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT THIS FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT FOR Professional Services Agreement VertiGIS dated 22nd day of December, 2020 (the “Agreement”) is made and entered into this _____ day of ____________, 202__, 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 _________________, 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 to amend the Agreement as follows: 1.Extension of Term. Section 30 of the Agreement is extended for an additional one (1) year period. The Agreement shall terminate on June 30th 2022. 2.More amendments: The change of scope is explained in the attachment Exhibit B - VertiGIS Capital Project Planning App Development Proposal Amendment. The attached includes: •Development of Print Templates o The City would like to move these to the latest edition of Geocortextechnology in order to take advantage of new capabilities and viewerframeworks.• Project Reporting o The City uses Smart Sheets to track project status and cost usage and wouldlike to enhance reporting from the GIS viewer with some of this non-spatialdata related to projects.• Public-facing CIP VieweroA public-facing capital improvement planning viewer that will be used to engage the general public and development community. 1.Nondiscrimination and Equal Pay: Section 14 of the Agreement is replaced in its entirety with the following: 13th April 1 VertiGIS DocuSign Envelope ID: 53F2FDBE-4B0A-40FF-89B1-D85E30197672 First Amendment to Professional Services Agreement for Professional Services Agreement VertiGIS FY 2020 – FY 2022 Page 2 of 3 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. Contractor represents it is, and for the term of this Agreement will be, in compliance with the requirements of the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act). Contractor must report to the City any violations of the Montana Equal Pay Act that Contractor has been found guilty of within 60 days of such finding for violations occurring during the term of this Agreement. Contractor shall require these nondiscrimination terms of its subcontractors providing services under this Agreement. 2.Agreement still valid. All remaining terms and provisions of the Agreement remain valid. **** END OF AGREEMENT EXCEPT FOR SIGNATURES **** DocuSign Envelope ID: 53F2FDBE-4B0A-40FF-89B1-D85E30197672 First Amendment to Professional Services Agreement for Professional Services Agreement VertiGIS FY 2020 – FY 2022 Page 3 of 3 IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above written. CITY OF BOZEMAN, MONTANA VertiGIS North America Ltd. By________________________________ By_____________________________ Jeff Mihelich, City Manager Print Name: Title: APPROVED AS TO FORM By_______________________________ Greg Sullivan, Bozeman City Attorney DocuSign Envelope ID: 53F2FDBE-4B0A-40FF-89B1-D85E30197672 Stephanie Payne Director of Legal Services Contact: Matt Vaillant Email:Matt.Vaillant@vertigis.com Tel: (250) 381-8130 From: VertiGIS North America Ltd. 300 - 1117 Wharf Street Victoria, BC V8W 1T7 Canada City of Bozeman Capital Project Planning App Development Reference ID:P-202051720 |November 24, 2020 DocuSign Envelope ID: 53F2FDBE-4B0A-40FF-89B1-D85E30197672 Legal 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 VertiGIS North America 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 VertiGIS and City of Bozeman prior to being published. Trademarks Geocortex and VertiGIS are registered trademarks of VertiGIS North America Ltd. in the United States and Canada.Essentials is a registered trademark of VertiGIS North America 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. Software subscriptions begin on the date of purchase. © 2020 VertiGIS North America Ltd.All Rights Reserved. 2 DocuSign Envelope ID: 53F2FDBE-4B0A-40FF-89B1-D85E30197672 Document Control Sheet Version History Version Date Changed by:Nature of Amendment 1.0 September 29, 2020 Joshua Zapf 1st Draft 1.1 November 6, 2020 Jon Swoveland Edits made to the Deliverables page to follow City of Bozeman's notes and requests, edit to Cost Page. 1.2 November 24, 2020 Joshua Zapf Edit to Deliverables to increase Implementation Services time as requested; update to Cost Page. Approvals Name: Position: Signature: Date: Name: Position: Signature: Date: 3 DocuSign Envelope ID: 53F2FDBE-4B0A-40FF-89B1-D85E30197672 Overview In 2016, the City of Bozeman contracted VertiGIS' Professional Services team to deliver the Capital Improvement Project (CIP) Editor tool – built on the Geocortex Web GIS platform. As part of their efforts to modernize the City's Web GIS products, the City would like to provide their users with an updated CIP Editor tool. This updated tool will be implemented using VertiGIS' Geocortex 5 series products. 4 DocuSign Envelope ID: 53F2FDBE-4B0A-40FF-89B1-D85E30197672 Professional Services By combining innovative software with world-class services, we empower customers to face their GIS challenges with confidence,help them manage risk, and fast-track deployment of world-class web- mapping systems. 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. Business Analysis Our 20 years of experience creating web mapping applications for clients around the world has given us the experience to address and understand the unique requirements of your organization. Custom Development For the vast array of intended uses of GIS, building custom functionality or tailoring the platform to meet your specific requirements 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 do more with Geocortex. They will help you establish a project plan, manage tasks, and arrive at a project's successful completion. Your project manager will also provide you with information throughout the project so you always know where things stand. 5 DocuSign Envelope ID: 53F2FDBE-4B0A-40FF-89B1-D85E30197672 Technical Project Administration The following technical tasks will be performed by the VertiGIS development team to support the overall development effort. Development Environment Setup Project Setup One developer will create a repository in VertiGIS' code repository system (SVN) for the client and project based on the VertiGIS developer template, client, project, as well as target Geocortex Essentials and GVH versions. If the project involves multiple sites, this will involve manual modification of the template as applicable. Once the template has been set up in SVN, all developers and the team lead working on the project will check out the project to their local workstation and deploy it. This may involve installation of a new version of Geocortex Essentials if it is not already installed on the developer workstation. Remote Connectivity All members of the development team will work with the client to get authenticated access to the client environment and adequate security set on target systems. This may include access to secured ArcGIS Services, Geocortex instances, and remote desktop access to deployment servers. This task typically involves working with the client's network security team to acquire credentials, install VPN software, set up two-factor authentication, and work through issues such as system-specific connectivity problems and password issues. Environment Replication This task involves receiving sample development data from the client along with optional map documents (MXDs) for publishing the data to ArcGIS Server. On a shared internal ArcGIS Server (and possibly database) instance, the data will be deployed and published for all members of the VertiGIS development team to access. No external access will be allowed to the development data and ArcGIS services. Technical Task Setup The team lead will create and configure a project in VertiGIS' task tracking software (JIRA), selecting an appropriate template and creating project Epics. Tasks will be created and assigned to Epics for each individual work item and populated with acceptance criteria as appropriate. Each Task will be assigned an estimate and assigned a developer. The final step in this task will be to allocate JIRA Tasks to the first development sprint. Developer Project Meetings It is expected that VertiGIS developers and/or technical leads will participate in project kickoff and regularly-scheduled status meetings throughout the duration of the project. 6 DocuSign Envelope ID: 53F2FDBE-4B0A-40FF-89B1-D85E30197672 Deliverables The following is a general understanding of functionality required. Effort listed for each deliverable represents VertiGIS' best estimate but could differ from actual time spent depending on complexity or unforeseen circumstances. VertiGIS will notify City of Bozeman of any deviation between actual time spent and estimated time from this proposal. Analysis and Design Estimate of Effort:8 hours Resources:Application Development and Services Before beginning development of the CIP Editor, a member of VertiGIS' Professional Services team will conduct one or more planning and discovery sessions with key City of Bozeman project stakeholders. The focus of these sessions will be to define the requirements of the new Capital Improvement Project Editor and Reporting tools and identify any prerequisite actions, such as changes to the CIP data schema and ArcGIS web map requirements. The findings of these sessions will be summarized in a Data Review and Design document and delivered to the City of Bozeman. Assumptions: •The City of Bozeman will be responsible for implementing all schema changes. •The City of Bozeman will be responsible for implementing the ArcGIS Web Map required for the CIP Editor tool. Geocortex Web Viewer Configuration Support Estimate of Effort:8 hours Resources:Application Development and Services A member of VertiGIS' Professional Services team will provide consultation services to support staff at the City of Bozeman with their configuration of a Geocortex Web Viewer to host the CIP Editor tool. Capital Improvement Project Editor Workflow Estimate of Effort:64 hours Resources:Application Development and Services A member of VertiGIS' Professional Services team will build a Geocortex Workflow to meet the requirements of the Capital Improvement Project Editor tool, as defined in the planning and discovery sessions. Assumption: 7 DocuSign Envelope ID: 53F2FDBE-4B0A-40FF-89B1-D85E30197672 •It is assumed the requirements for the new CIP Editor workflow will be equivalent in scope as those of the City of Bozeman's current CIP Editor workflow. Implementation Services (Optional Items) Estimate of Effort:40 hours Resources:Application Development and Services Following the delivery of the new CIP Editor Workflow, a member of VertiGIS' Professional Services team will be available to the City of Bozeman for up to 28 hours of implementation services. Some examples of how these hours can be used include, but are not limited to: •Knowledge transfer of the new CIP Editor workflow. •Configuration of Geocortex Reporting templates. •Configuration of a Geocortex Printing template for use in all City of Bozeman's Geocortex Web Viewers. •Configuration of additional KPI cards in the CIP Editor Web Viewer. •General developer support. Technical Project Administration Estimate of Effort:8 hours Resources:Application Development and Services Technical project administration tasks, as necessary, as described in the Technical Project Administration section of this proposal. Testing and QA Estimate of Effort:8 hours Resources:Application Development and Services Prior to development commencing, a developer will create agreed-upon test plans. The finished application will be tested against these test plans and successful completion of the test run will constitute completion of the development phase. Documentation and Delivery Estimate of Effort:8 hours Resources:Application Development and Services The developer will create a delivery package including documentation for the deployment of the delivered code. The developer will deploy the site to the client environment. 8 DocuSign Envelope ID: 53F2FDBE-4B0A-40FF-89B1-D85E30197672 Project Management Estimate of Effort:24 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. 9 DocuSign Envelope ID: 53F2FDBE-4B0A-40FF-89B1-D85E30197672 Project Assumptions •The application(s) won't be tested or compatible with Internet Explorer 11 or older versions. •The City of Bozeman will be responsible for implementing all schema changes. •The City of Bozeman will be responsible for implementing the ArcGIS Web Map required for the CIP Editor too •Accessibility will conform to Geocortex's out-of-the-box standards. •The application may not satisfy local accessibility requirements. Geocortex Web, Workflow, Reporting, and Mobile require ArcGIS Enterprise or ArcGIS OnLine. •Geocortex Web, Workflow, Reporting, and Mobile require at least one creator user type for ArcGIS Enterprise or ArcGIS OnLine. •The UI/UX experience of the app will be in accordance with out of the box look and feel and capabilities of Geocortex Products. •This proposal does not cover licensing for any ArcGIS or Geocortex products or any other software or operating systems. •Procuring installation files and licenses for software to be installed as part of this proposal is the client's responsibility. •VertiGIS can't take responsibility for any bugs or software defects of third party software or any software not written and created by VertiGIS. •Any Esri software problems, as well as any other software defects that are not Geocortex-related, must be reported and followed up with the software vendor by the client. •Designing, sizing, and implementing an enterprise geodatabase is out of the scope of this proposal. •Installing or upgrading an enterprise geodatabase is out of the scope of this proposal. •Access to the client environment for installation and deployment is via VPN connection and remote desktop (or equivalent). •The installer and developer have sufficient administrative access to the client machines for deployment and configuration. •Data schema will not change after development commences. •Work will be completed off-site in VertiGIS' development environment. •VertiGIS shall retain all of the intellectual property rights to the deliverables. 10 DocuSign Envelope ID: 53F2FDBE-4B0A-40FF-89B1-D85E30197672 VertiGIS' 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. •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. •VertiGIS 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 a primary point of contact for the entirety of each task. •Communicate project needs and priorities to VertiGIS. •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 VertiGIS of product defects, their priorities and issues for resolution. 11 DocuSign Envelope ID: 53F2FDBE-4B0A-40FF-89B1-D85E30197672 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. VertiGIS 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. 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.). VertiGIS' 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. VertiGIS 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. VertiGIS uses a variety of software - from weekly project burn down reports to specialized web applications. VertiGIS uses Intacct Project Accounting and JIRA Issue Tracking to provide all the necessary data, time tracking and communication for successful project management and reporting. 12 DocuSign Envelope ID: 53F2FDBE-4B0A-40FF-89B1-D85E30197672 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 Analysis & Design 8 $200 $1,600 Geocortex Web Viewer Configuration Support 8 $200 $1,600 CIP Editor Workflow 64 $200 $12,800 *Implementation Services 40 $200 *$8,000 Technical Project Administration 8 $200 $1,600 Testing & QA 8 $200 $1,600 Documentation & Delivery 8 $200 $1,600 Project Management 24 $200 $4,800 Total $33,600 *Denotes Optional Items 13 DocuSign Envelope ID: 53F2FDBE-4B0A-40FF-89B1-D85E30197672 Contact: Matt Vaillant Email: matt.vaillant@vertigis.com Tel: (250) 381-8130 From: VertiGIS North America Ltd. 300 - 1117 Wharf Street Victoria, BC V8W 1T7 Canada City of Bozeman Capital Planning Uplift Reference ID:P-202153243 |March 15, 2021 DocuSign Envelope ID: 53F2FDBE-4B0A-40FF-89B1-D85E30197672 Legal 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 VertiGIS North America 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 VertiGIS and City of Bozeman prior to being published. Trademarks Geocortex is a registered trademark of VertiGIS North America Ltd. in the United States and Canada. Essentials is a registered trademark of VertiGIS North America 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. Software subscriptions begin on the date of purchase. © 2021 VertiGIS North America Ltd.All Rights Reserved. 2 DocuSign Envelope ID: 53F2FDBE-4B0A-40FF-89B1-D85E30197672 Document Control Sheet Version History Version Date Changed by:Nature of Amendment 1.0 March 15, 2021 Joshua Zapf 1st Draft Approvals Name: Position: Signature: Date: Name: Position: Signature: Date: 3 DocuSign Envelope ID: 53F2FDBE-4B0A-40FF-89B1-D85E30197672 Overview The City of Bozeman has requested additional development time from VertiGIS North America to be added to their existing capital improvement planning project. These funds will be used to provide business analysis, consulting, and enhancements to the capital improvement toolset and suite of applications. The main deliverables, in order or priority, are: 1.Development of Print Templates •The City would like to move these to the latest edition of Geocortex technology in order to take advantage of new capabilities and viewer frameworks. 2.Project Reporting •The City uses Smart Sheets to track project status and cost usage and would like to enhance reporting from the GIS viewer with some of this non-spatial data related to projects. 3.Public-facing CIP Viewer •A public-facing capital improvement planning viewer that will be used to engage the general public and development community. 4 DocuSign Envelope ID: 53F2FDBE-4B0A-40FF-89B1-D85E30197672 Professional Services By combining innovative software with world-class services, we empower customers to face their GIS challenges with confidence,help them manage risk, and fast-track deployment of world-class web- mapping systems. 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. Business Analysis Our 20 years of experience creating web mapping applications for clients around the world has given us the experience to address and understand the unique requirements of your organization. Custom Development For the vast array of intended uses of GIS, building custom functionality or tailoring the platform to meet your specific requirements 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 do more with Geocortex. They will help you establish a project plan, manage tasks, and arrive at a project's successful completion. Your project manager will also provide you with information throughout the project so you always know where things stand. 5 DocuSign Envelope ID: 53F2FDBE-4B0A-40FF-89B1-D85E30197672 Technical Project Administration The following technical tasks will be performed by the VertiGIS development team to support the overall development effort. Development Environment Setup Project Setup One developer will create a repository in VertiGIS' code repository system (SVN) for the client and project based on the VertiGIS developer template, client, project, as well as target Geocortex Essentials and GVH versions. If the project involves multiple sites, this will involve manual modification of the template as applicable. Once the template has been set up in SVN, all developers and the team lead working on the project will check out the project to their local workstation and deploy it. This may involve installation of a new version of Geocortex Essentials if it is not already installed on the developer workstation. Remote Connectivity All members of the development team will work with the client to get authenticated access to the client environment and adequate security set on target systems. This may include access to secured ArcGIS Services, Geocortex instances, and remote desktop access to deployment servers. This task typically involves working with the client's network security team to acquire credentials, install VPN software, set up two-factor authentication, and work through issues such as system-specific connectivity problems and password issues. Environment Replication This task involves receiving sample development data from the client along with optional map documents (MXDs) for publishing the data to ArcGIS Server. On a shared internal ArcGIS Server (and possibly database) instance, the data will be deployed and published for all members of the VertiGIS development team to access. No external access will be allowed to the development data and ArcGIS services. Technical Task Setup The team lead will create and configure a project in VertiGIS' task tracking software (JIRA), selecting an appropriate template and creating project Epics. Tasks will be created and assigned to Epics for each individual work item and populated with acceptance criteria as appropriate. Each Task will be assigned an estimate and assigned a developer. The final step in this task will be to allocate JIRA Tasks to the first development sprint. Developer Project Meetings It is expected that VertiGIS developers and/or technical leads will participate in project kickoff and regularly-scheduled status meetings throughout the duration of the project. 6 DocuSign Envelope ID: 53F2FDBE-4B0A-40FF-89B1-D85E30197672 Deliverables The following is a general understanding of functionality required. Effort listed for each deliverable represents VertiGIS' best estimate but could differ from actual time spent depending on complexity or unforeseen circumstances. VertiGIS will notify City of Bozeman of any deviation between actual time spent and estimated time from this proposal. Development of Print Templates Resources:Application Development and Services The City currently has 4 print templates in use that were built in previous versions of Geocortex technology. The City would like to move these to the latest edition of Geocortex technology to take advantage of new capabilities and viewer frameworks. The print templates included are 8.5" x 11" and 11" x 17" in both portrait and landscape format. The print templates will be initially used in two applications. The print templates will include names and parameters to ensure the proper branding is available depending on the viewer it is being served in. Project Reporting Resources:Application Development and Services The City uses Smart Sheets to track project status and cost usage and would like to enhance reporting from the GIS viewer with non-spatial data related to projects. This work will include consultation with various stakeholders to determine what information is needed in the reports, how to best lay them out, and options for connecting to Smart Sheet's API or underlying database. VertGIS will work closely with the City to identify the best practices for reporting on project status and take advantage of systems already in place at the City. Public-facing CIP Viewer (Optional) Resources:Application Development and Services An optional item requested by the City is a public-facing Capital Improvement Planning (CIP) viewer that will be used to engage the general public and development community. The exact requirements for this application will be determined in consultation with various stakeholders throughout the City and will involve assisting City staff with the development of a public-facing CIP viewer to help communicate project timelines and provide status updates. Technical Project Administration Resources:Application Development and Services Technical project administration tasks, as necessary, as described in the Technical Project Administration section of this proposal. 7 DocuSign Envelope ID: 53F2FDBE-4B0A-40FF-89B1-D85E30197672 Testing and QA Resources:Application Development and Services Prior to development commencing, a developer will create agreed-upon test plans. The finished application will be tested against these test plans and successful completion of the test run will constitute completion of the development phase. Documentation and Delivery Resources:Application Development and Services The developer will create a delivery package including documentation for the deployment of the delivered code. The developer will deploy the site to the client environment. Project Management 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. 8 DocuSign Envelope ID: 53F2FDBE-4B0A-40FF-89B1-D85E30197672 Project Assumptions •The current version of Geocortex will be used in the client environment and will not change during the project. •Testing will only be done in Google Chrome and Microsoft Edge. •The application(s) won't be tested or compatible with Internet Explorer 11 or older versions. •Accessibility will conform to Geocortex's out-of-the-box standards. •The application may not satisfy local accessibility requirements. Geocortex Web, Workflow, Reporting, and Mobile require ArcGIS Enterprise or ArcGIS OnLine. •Geocortex Web, Workflow, Reporting, and Mobile require at least one creator user type for ArcGIS Enterprise or ArcGIS OnLine. •The UI/UX experience of the app will be in accordance with out of the box look and feel and capabilities of Geocortex Products. •Access to the client environment for installation and deployment is via VPN connection and remote desktop (or equivalent). •VertiGIS can't take responsibility for any bugs or software defects of third party software or any software not written and created by VertiGIS. •Any Esri software problems, as well as any other software defects that are not Geocortex-related, must be reported and followed up with the software vendor by the client. •The installer and developer have sufficient administrative access to the client machines for deployment and configuration. •Data schema will not change after development commences. •Work will be completed off-site in VertiGIS' development environment. •VertiGIS shall retain all of the intellectual property rights to the deliverables. 9 DocuSign Envelope ID: 53F2FDBE-4B0A-40FF-89B1-D85E30197672 VertiGIS' 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. •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. •VertiGIS 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 a primary point of contact for the entirety of each task. •Communicate project needs and priorities to VertiGIS. •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 VertiGIS of product defects, their priorities and issues for resolution. 10 DocuSign Envelope ID: 53F2FDBE-4B0A-40FF-89B1-D85E30197672 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. VertiGIS 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. 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.). VertiGIS' 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. VertiGIS 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. VertiGIS uses a variety of software - from weekly project burn down reports to specialized web applications. VertiGIS 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 DocuSign Envelope ID: 53F2FDBE-4B0A-40FF-89B1-D85E30197672 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 Total Cost Application Development, Services, and Project Management $49,600 Total $49,600 12 DocuSign Envelope ID: 53F2FDBE-4B0A-40FF-89B1-D85E30197672