HomeMy WebLinkAbout05(E) - Adopt a resolution approving a contract with Cartegraph ReportCity of Prior Lake
Cartegraph Software
and Services Contract
PA#:
PA-2989
Date:
4/24/2020
Cartegraph Systems LLC
3600 Digital Drive
Dubuque, IA 52003
cartegraph.com
800 688.2656
563 556.8120
Fax 563 556.8149
City of Prior Lake, MN | 4/24/2020
Purchase Agreement
Cartegraph is pleased to present this Purchase Agreement for the implementation of world class
technology solutions. This Purchase Agreement is made and entered into between City of Prior
Lake (hereinafter referred to as Customer) and Cartegraph Systems LLC (hereinafter referred
to as Cartegraph). In the case that any terms or conditions provided in the Cartegraph Solutions
Agreement different from, are provided in more detail by, or are made irrelevant by the terms and
conditions provided in this Purchase Agreement, the terms in this Purchase Agreement shall control.
For all terms and conditions not addressed by this Purchase Agreement, the Cartegraph Solutions
Agreement shall control.
LICENSEE ADDRESS:
City of Prior Lake
4646 Dakota St SE
Prior Lake, MN
55372
CUSTOMER ADDRESS:
City of Prior Lake
4646 Dakota St SE
Prior Lake, MN
55372
Investment Summary
The addendums attached here to include:
Addendum A - Support Services
Addendum B - Field Services
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City of Prior Lake, MN | 4/24/2020
Product Year 1 Year 2 Year 3 Year 4
OMS Plus Quantity 1.00 1.00 1.00 1.00
Price USD 5,500.00 USD 8,000.00 USD 8,000.00 USD 8,000.00
Facilities Quantity 1.00 1.00 1.00 1.00
Price USD 0.00 USD 2,500.00 USD 2,500.00 USD 2,500.00
Parks &
Recreation
Domain
Quantity 1.00 1.00 1.00 1.00
Price USD 0.00 USD 1,100.00 USD 1,100.00 USD 1,100.00
Sanitary Sewer
Domain
Quantity 1.00 1.00 1.00 1.00
Price USD 0.00 USD 2,500.00 USD 2,500.00 USD 2,500.00
Stormwater
Domain
Quantity 1.00 1.00 1.00 1.00
Price USD 0.00 USD 2,500.00 USD 2,500.00 USD 2,500.00
Transpor tation
Domain
Quantity 1.00 1.00 1.00 1.00
Price USD 0.00 USD 2,000.00 USD 2,000.00 USD 2,000.00
Walkability
Domain
Quantity 1.00 1.00 1.00 1.00
Price USD 0.00 USD 45.00 USD 45.00 USD 45.00
Water Distribution
Domain
Quantity 1.00 1.00 1.00 1.00
Price USD 0.00 USD 2,500.00 USD 2,500.00 USD 2,500.00
Asset Builder Quantity 1.00 1.00 1.00 1.00
Price USD 0.00 USD 0.00 USD 0.00 USD 0.00
OMS User Quantity 50.00 50.00 50.00 50.00
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City of Prior Lake, MN | 4/24/2020
Product Year 1 Year 2 Year 3 Year 4
Price USD 0.00 USD
16,000.00
USD
16,000.00
USD
16,000.00
TOTAL:USD 5,500.00 USD
37,145.00
USD
37,145.00
USD
37,145.00
Product Quantity Price
Implementation Services OMS 1.00 USD 24,400.00
TOTAL:USD 24,400.00
NOTES:
•The pricing listed above does not include applicable sales tax.
•The Cartegraph OMS pricing listed above does not include Esri ArcGIS licenses.
•Hosting includes 250GB of available file storage. If additional storage is required, the
Organization can purchase in 1TB increments.
•Contract term dates:
•7/16/2020 - 4/14/2021
•4/15/2021 - 4/14/2022
•4/15/2022 - 4/14/2023
•4/15/2023 - 4/14/2024
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City of Prior Lake, MN | 4/24/2020
-Payment Terms and Conditions
In consideration for the Solutions and Services provided by Cartegraph to Customer, Customer agrees
to pay Cartegraph the Fees in U.S. Dollars as described below:
-
I. DELIVERY
Customer shall be provided with the ability to access and use the Solutions upon execution of this
Purchase Agreement. If applicable, Services will be scheduled and delivered upon your acceptance of
this Purchase Agreement, which will be considered as your notification to proceed.
-
II. SERVICES SCHEDULING
Customer agrees to work with Cartegraph to schedule Services in a timely manner. All undelivered
Services shall expire 365 days from the signing of this Purchase Agreement.
-
III. SOLUTIONS INVOICING
The fee for solutions will be due in annual installments 15 days prior to the anniversary of the initial
term as follows:
1.$5,500.00 due upon execution of the Purchase Agreement.
2.$37,145.00 due 15 days prior to 1st year anniversary of term start date.
3.$37,145.00 due 15 days prior to 2nd year anniversary of term start date.
4.$37,145.00 due 15 days prior to 3rd year anniversary of term start date.
-IV. FIELD SERVICES INVOICING
Invoicing for the Field Services fee shall occur upon the acceptance of this Purchase Agreement and
shall be invoiced as follows:
1.25% upon execution of the Purchase Agreement
2.25% at the completion of the assessment/delivery, or 3 months from execution of
Purchase Agreement, whichever is sooner
3.25% at the completion of the test deployment, or 4 months from execution of Purchase
Agreement, whichever is sooner
4.25% at the completion production deployment, or 6 months from execution of Purchase
Agreement, whichever is sooner
-V. EXPENSES
In providing the services included in this Purchase Agreement, Cartegraph shall be reimbursed for any
reasonable out-of-pocket costs, including, but not limited to, travel, lodging, and meals. Out-of-pocket
expenses are billed based on actual costs incurred and are due separately.
-
VI. PAYMENT TERMS
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City of Prior Lake, MN | 4/24/2020
All payments are due Net 30 days from start date of invoice.
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City of Prior Lake, MN | 4/24/2020
BY SIGNING BELOW, THE PARTIES AGREE THAT ALL USE AND ACCESS TO THE SOLUTIONS
DESCRIBED IN THIS PURCHASE AGREEMENT SHALL BE GOVERNED BY THE CARTEGRAPH
SOLUTIONS AGREEMENT, WHICH CAN BE REVIEWED AT: https://www.car tegraph.com/solutions-
agreement/. THE PARTIES AGREE TO BE BOUND BY THE TERMS AND CONDITIONS OF THE
CARTEGRAPH SOLUTIONS AGREEMENT AND THIS PURCHASE AGREEMENT REFERENCED HEREIN.-
CARTEGRAPH: CUSTOMER:
Cartegraph Systems LLC City of Prior Lake
By: By:
(Signature) (Signature)
Mitch Bradley
(Type or Print Name) (Type or Print Name)
Title:SVP of Sales & Marketing Title:
Date: Date:
Page 7 of 9
City of Prior Lake, MN | 4/24/2020
Cartegraph Systems LLC
Addendum A - Support Services
Cartegraph Suppor t and Training Services – Scope of Work
The Suppor t Services listed in the Investment Summary of the Purchase Agreement are specific
Cartegraph Services which will be delivered to the Customer based on the descriptions below and on
the terms and conditions and subject to the limitations set forth in this Addendum A, the applicable
Purchase Agreement, and the Car tegraph Solutions Agreement. Cartegraph will coordinate with the
Customer on service delivery expectations and timeframes.
As part of Customer’s subscription to access and use of the Cartegraph Solutions, Customer will
receive:
1. Support Services
a. Campus – www.campus.cartegraph.com
Our User Assistance area is a convenient and easily-shareable resource designed to help you and your co-
workers better understand the functions and capabilities of your Cartegraph Solutions. Instantly access user
tips, step-by-step instructions, videos, and more.
b. Dedicated, Unlimited, Toll-free Phone Support - 877.647.3050 and Live Chat
When questions need answers and difficulties arise, count on our industry-leading Support team to provide the
guidance and assistance you need. Reach us as often as you need Monday-Friday, 7:00 am-7:00 pm CT. Live
Chat is available within the product or through Campus.
c. Support via Case Submittal or Email
If a phone call or live chat is not your best option, you can always request support via our online case submittal
form available in Campus or via email. Email support is available at support@cartegraph.com.
2. Training & Education Services
a. Convenient Online Resources:
All the information you need, one click away. Take advantage of online training opportunities, tutorial videos,
upcoming event information, and more.
b. Customer Led User Groups
: Meet and network with similar Cartegraph users in your region. Customer led User Groups allow you to find out
what other organizations are doing to get more from their Cartegraph solutions and services.
3. Releases & Upgrades
a. New Releases:
Cartegraph is continuously innovating and enhancing the Cartegraph OMS collection of products. As a customer
with an active subscription, you will receive each new release of the software.
i. Cloud-hosted customers: Your cloud-hosted site will be upgraded by our Cartegraph System Consultants after
the release is available.
ii.
On-premise customers: For your on-premises installation, our Technical Consultants will work with your
organization’s IT staff to deliver the latest software release. Software will be made available after installation to
the Cartegraph cloud-hosted customers.
b. Service Packs:
A Service Pack consists of lower-severity bug fixes and/or small platform updates.
i.
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City of Prior Lake, MN | 4/24/2020
If required, cloud-hosted sites will receive Service Packs as needed. These Service Packs are installed by the
Cartegraph System Consultants.
ii. On-premises customers that contacted Cartegraph Technical Support about an issue that is resolved with the
Service Pack, will be provided the service pack for installation. These on-premises customers can then schedule
a time to install the Service Pack with our Technical Support team
c. Hot Fixes:
If an issue is determined to be a defect and falls outside the standard release cycle, Cartegraph will issue a hot
fix and provide application specialists with detailed levels of product knowledge to work with you in achieving a
timely and effective resolution
Cartegraph will provide the Support Services only to Customer, provided that Cartegraph reserves the right to
contact any third party as necessary to facilitate the delivery of Support Services or other services relating to
the Solutions. Said support applies only to the most current version of the product and the previous version in
succession.
All Support Services are dependent upon the use by Customer of the Solutions in accordance with Cartegraph’s
documentation and specifications. Cartegraph is under no obligation to modify the Solutions so that the
modified Solutions would depart from Cartegraph’s published documentation and specifications for such
Solutions.
Page 9 of 9
Addendum B
• Cartegraph Systems LLC
Addendum B - Field Services (Fee for Service)
Cartegraph Field Services – Scope of Work
• The Field Services listed in the Investment Summary of the Purchase Agreement are specific Cartegraph
Services which will be delivered to the Customer based on the descriptions below and on the terms and
conditions and subject to the limitations set forth in this Addendum B, the applicable Purchase
Agreement, and the Cartegraph Solutions Agreement. Cartegraph will coordinate with the Customer on
service delivery expectations and timeframes.
Cartegraph OMS – Implementation Scope of Work
Implementation of the Operations Management System (OMS) includes the following professional services:
Setup
• Cartegraph will setup a hosted, test and production OMS environment.
• Cartegraph will provide an overview, up to two (2) hours, of Cartegraph and ArcGIS Online user -based
logins and User/Role functionality.
• Cartegraph will provide a template file to be utilized by your staff to populate Roles and Users to be
utilized for OMS.
• Cartegraph will utilize the template to create users and roles in OMS. (Note: Subsequent User and/or Role
changes will be your administrator’s responsibility.)
• Cartegraph will provide documentation and guidance, up to four (4) hours, for your technical GIS staff to
configure Esri Basemap Services for OMS integration. Guidance will be geared towards OMS/Esri
integration functionality and requirements.
• Cartegraph will setup the OMS Platform, including the Request, Work, Resource, and Asset Management
areas of the software. Asset Management solutions will be setup for all solutions referenced in the Assets
section of the scope unless otherwise noted.
Consulting
• Cartegraph will provide up to four (4) remote requirement gathering workshops, a total of eight (8) hours,
to increase our understanding of your business and functional goals. Through workshops and interviews,
Cartegraph will identify best fit scenarios for OMS and provide a brief including any challenges as well as
recommendations for OMS best practices relevant to your implementation.
Training
• Cartegraph will provide up to twelve (12) hours for Champion training. The deliverables will be defined,
and agreed upon, by both your and Cartegraph’s project managers. Topics may include any of the
following:
o Project or implementation consulting
o System configuration for your current products
o Champion Training
Addendum B
Go-Live Support
• Cartegraph will provide up to two (2) remote web conferences (not to exceed 4 hours total) to be utilized
for Go-Live Support. The agenda will be defined, and agreed upon, by both your and Cartegraph’s project
managers. Topics may include any of the following:
o Refresher training for items listed in the scope of work
o Field, Layout, and Report configuration guidance, if applicable
Data Services
• Cartegraph will provide one test and one production data load service through standard import/export
functionality. Cartegraph will provide template documents for data population. Once populated by your
staff, Cartegraph will load the data into your test or production OMS environment. Data loads may include
data such as:
o Parent level asset records
o Asset location (spatial x/y) attributes
o Parent level resource (Labor, Equipment Material, Vendor) records
o Resource Rate (Labor, Equipment, Material) records
o Standard system libraries
• Cartegraph will provide one test and one production Standard Data Conversion service to assist with your
migration from the latest version of Cartegraph Navigator to Cartegraph OMS. The Standard Data
Conversion service includes the following:
o Assets
▪ Parent records and associated parent-level attributes
▪ Child records and associated child-level attributes
▪ Inspection records, including:
• Date
• OCI
• Condition Category and Index records
• Note: Cartegraph OMS does not support Bridge NBI or Storm/Sewer NASSCO inspection
methodology. This data is not included in the Standard Data Conversion service.
▪ Work events in Navigator’s Asset Event table
o Work Orders
o Requests
o Resources (Labor, Equipment, Material)
▪ Parent record and associated parent-level attributes
▪ Current Default Rate record
• Note: Customer is responsible for creating additional rate records to account for
overtime, overhead, and/or FEMA rates, if applicable
▪ Equipment
• Fleet Events, if applicable
▪ Material
• Current Quantity-on-Hand
• Vendor Price Quotes
▪ Vendor
• Parent record and associated parent-level attributes
• Contacts
o Libraries
Addendum B
▪ Standard and custom library data – not specifically excluded below
o Attachment Paths
▪ The file paths for Attachments will be updated to refer to the OMS project home. Your internal
staff will be responsible for physically relocating files to the project home folder structure
required for OMS. Cartegraph will transfer attachment files to the project home folder structure
for hosted customers. However, files must be provided in the previously mentioned OMS project
home folder structure.
o Standard Conversion Exclusions
▪ Labor, Equipment, Material Logs
▪ Worksheets
▪ Citizen data
▪ Assets:
• Bridge: NBI inspection data
• Storm/Sewer: NASSCO inspection data
• Pavement: Detailed Distress inspection data
▪ PAVEMENTview Plus: Budgets, Scenarios, Models, and associated settings
▪ Libraries:
• Overall Ratings
• Condition Category Ratings
▪ Attachment Files
▪ Custom attachment fields or tables
Assets
Asset implementation includes the following professional services:
• Cartegraph will provide installation and training on the following twenty-four (24) asset types:
o Transportation (3)
▪ Pavement; Sign; Support
o Sewer (3)
▪ Sewer Main; Sewer Manhole; Sewer Pump
o Water Distribution (4)
▪ Water Hydrant; Water Lateral; Water Main; Water Valve
o Storm (5)
▪ Storm Basin; Storm Inlet; Storm Manhole; Storm Outlet; Storm Pipe
o Parks & Rec (3)
▪ Park; Playground; Tree
o Fleet (1)
▪ Fleet
o Facilities (2)
▪ Facilities; HVAC Equipment
• Cartegraph will provide up to five (5) field configurations for each asset type listed above.
Addendum B
Cartegraph will provide all services remotely via audio, video, and web conferences unless otherwise noted.
Exclusions
The following service items are not included in the scope of this project:
• Implementation of any custom modification or integration developed by Cartegraph, your internal staff, or
any third-party is not included in the scope of this project unless specifically listed above.
• Data conversion services from other software system(s) or sources (including Cartegraph Navigator
databases) are not included in the scope of this project unless specifically listed above.
• Any service items discussed during demonstrations, conference calls, or other events are not included in
the scope of this project unless specifically listed above.
Customer/Cartegraph Responsibilities
Project representatives from Customer and Cartegraph accepts responsibility for all aspects of project planning,
management, and execution not specifically identified as the responsibility of Cartegraph in the Agreement or in
the Purchase Agreement. Ongoing management of the day-to-day allocation of Customer and Cartegraph
resources and management of project tasks is the responsibility of the Customer and Cartegraph project
representatives. Customer and Cartegraph project representatives will provide overall guid ance and direction for
the project and will direct the project accordingly. Further, and with regard to the Cartegraph obligations listed in
this Purchase Agreement, Customer understands that it is vital to the success of the project that Customer
provides assistance in the following matters:
1. For those services listed under Field Services, Cartegraph personnel will conduct information gathering and
evaluation sessions with various Customer Users and management. While Cartegraph respects the time and
workload of Customer staff, dedicated time on the part of the appropriate Customer resources is necessary to
complete these exercises.
2. The installation process requires the assistance of Customer personnel and suitable access to hardware and
systems (e.g., security clearance). Customer is required to supervise the installation process while systems are
accessible to Cartegraph. All hardware and software, for both personal computers and servers, is expected to be
available, installed, and operating as specified in Cartegraph’s system requirements documentation such that
delivery and execution of Cartegraph Field Services will not be impeded.
3. Customer and Cartegraph understand that the successful performance of Field Services depends upon Customer
fulfilling its responsibilities. The Project assumes that Customer will provide all personnel required to achieve a
successful implementation, including a dedicated project manager responsible for reviewing the implementation
scope of work, ensuring all attended meetings are attended by invited staff, and providing leadership and insight
on all relevant internal issues such as policy/procedure, organizational structure, project stakeholders, technical
architecture, data, and current systems. Customer responsibility also includes internal documentation, intern al
change management, task completion, staff coordination and schedule commitment.
4. Customer will provide Internet access and IT staff support as required. For those services that are web -based,
Cartegraph utilizes WebEx Meeting (or similar) technology.
5. Customer shall ensure that their workstation platform and database meet Cartegraph system requirements as
specified in the Cartegraph System Requirements documentation. Solutions will be supported within new
versions of these workstation platforms and databases within a reasonable period of time from their release from
their manufacturer. Cartegraph will discontinue support of its Solutions within older versions of these
workstation platforms and databases as their support is discontinued by their manufacturers.
6. Customer agrees to work with Cartegraph to schedule Field Services in a timely manner. All undelivered Field
Services shall expire 365 days from the execution of this Purchase Agreement, unless noted differently in
Services Scope listed above. Upon expiration of services, the project may be cancelled at Cartegraph’s discretion.
Addendum B
Not-to-Exceed Purchase Agreement
Cartegraph will not exceed the total included in this Purchase Agreement without written approval from
Customer. In the event it becomes apparent to Cartegraph that additional Service will be needed due to any
changes in the scope of this Purchase Agreement, Cartegraph will notify Customer prior to exceeding the
approved efforts and obtain written approval if additional Services are required.