HomeMy WebLinkAbout07/02/2013 05D ICOM3 Software System Configuration Agreement with RedZone, Inc.BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. s0
For Meeting of: 7/2/2013
ITEM TITLE: Resolution authorizing a Professional Services Agreement
with RedZone Inc. in an amount not to exceed $90,000 to
configure the Wastewater Divisions's ICOM3 Software
System for the Sanitary Sewer and Stormwater Collection
Systems.
SUBMITTED BY: Debbie Cook, Utilities & Engineering Director
Scott Schafer, Wastewater Division Manager
Shelley Willson, Wastewater Utility Engineer
SUMMARY EXPLANATION:
The Wastewater Division obtained the rights of an Infrastructure Program Management
software system specifically designed for sanitary sewer and stormwater collection systems
from RedZone Inc. as part of the large pipe condition assessment conducted in 2012. The
software system known as ICOM3, allows the City of Yakima (City) to implement an inspection
management, preventative maintenance management, and asset management system of its
sanitary sewer and stormwater collection systems by the end of 2013.
RedZone Inc., based on their experience, expertise, and equipment previously demonstrated to
the City, and owners of the ICOM3 software, has prepared a proposal to specifically configure
the software system using data from the City's Geographical Information Services, data from
the City's Capacity Analysis completed by Akel Engineering, data collected by the City's closed
caption television inspection program and maintenance history related to specific assets. The
purchase and implementation of an asset management software system was a 2013 Major
Policy Issue for the Wastewater Division and will address its priority in improving and
maintaining the reliability and overall condition of its sanitary sewer and stormwater. collection
systems.
RedZone Inc. will provide the City's ICOM3 Infrastructure Program Management
Implementation with three core ICOM3 Modules consisting of Inspection Manager, Work
Manager, and Asset Manager. The terms of the Agreement would be in an amount not to
exceed Ninety Thousand Dollars ($90,000). (See attached Agreement with Exhibit "A" and "B ")
Exhibit "A" of the Agreement describes the Scope of Work in more detail.
Resolution: X
Other (Specify):
Contract: X
Start Date:
Item Budgeted:
Funding Source /Fiscal
Impact:
Strategic Priority:
Insurance Required? No
Mail to: Dan Yingst, CFO,
Pittsburgh, PA., 15201
Phone:
Ordinance:
Contract Term:
End Date:
Amount: $90,000
Wastewater Operating Fund 473 — Budgeted
(Policy Issue)
Improve the Built Environment
RedZone Inc., 91 43rd Street, Suite 250,
APPROVED FOR
SUBMITTAL: City Manager
RECOMMENDATION:
Staff respectfully requests City Council approve the Resolution authorizing the City Manager to
execute the accompanying contract.
ATTACHMENTS:
RESOLUTION NO. R -2013-
A RESOLUTION authorizing the City Manager to execute a Professional Services
Agreement with RedZone Inc. in an amount not to exceed
$90,000 to configure the Wastewater Division's ICOM3 Software
System for the Sanitary Sewer and Stormwater Collection
Systems.
WHEREAS, the City of Yakima owns and operates both sanitary sewer and stormwater
collection facilities in accord with applicable Federal, State and Local regulations; and
WHEREAS, the Wastewater Division obtained the rights of an Infrastructure Program
Management software system known as ICOM3 specifically designed for sanitary sewer and
stormwater collection systems from RedZone Inc. as part of the large pipe condition
assessment conducted in 2012; and
WHEREAS, ICOM3 allows the City of Yakima (City) to implement an inspection
management, preventative maintenance management, and asset management system of its
sanitary sewer and stormwater collection systems by the end of 2013; and
WHEREAS, the purchase and implementation of an asset management software
system was a 2013 Major Policy Issue for the Wastewater Division and will address its priority
in improving and maintaining the reliability and overall condition of its sanitary sewer and
stormwater collection systems; and
WHEREAS, RedZone Inc., based on their experience, expertise, and equipment
previously demonstrated to the City, and owners of the ICOM3 software, has prepared a
proposal to specifically configure the software system using data from the City's Geographical
Information Services, data from the City's Capacity Analysis completed by Akel Engineering,
data collected by the City's closed caption television inspection program, and maintenance
history related to specific assets; and
WHEREAS, the City requires performance of these services by professionals with
expertise in these areas, and;
WHEREAS, RedZone will provide the City's ICOM3 Infrastructure Program
Management Implementation with three core ICOM3 Modules consisting of Inspection
Manager, Work Manager, and Asset Manager; and
WHEREAS, the City Council has determined that it is in the best interest of the City to
enter into a Professional Services Agreement with RedZone Inc. to assist the City in configuring
its data into the ICOM3 software system; now therefore;
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager is hereby authorized to execute the Professional Services Agreement
with RedZone, Inc. in the amount not to exceed Ninety Thousand Dollars ($90,000) to configure
the Wastewater Division's ICOM3 Software System for the Sanitary Sewer and Stormwater
Collection Systems, a copy of the Agreement with which Exhibit "A" and "B" are attached hereto
and by reference made a part hereof, now, therefore,
ADOPTED BY THE CITY COUNCIL this 2 nd day of July, 2013.
ATTEST:
Sonya Claar -Tee, City Clerk
Micah Cawley, Mayor
City of Yakima and RedZone Robotics, Inc
Professional Services Agreement
This professional services agreement (hereinafter "Agreement ") is made and
entered into by and between the City of Yakima, a Washington municipal corporation
(hereinafter "City ") and RedZone Inc., a company licensed to do business in Washington
(hereinafter "RedZone ").
Whereas, the City desires to retain RedZone to provide support by specifically
configuring their ICOM3 software to address the needs of the City through an inspection
and maintenance management program for the City's sanitary sewer collection system
and the stormwater collection system that will be configured to streamline maintenance
planning, scheduling, and tracking of work and provide for a proactive asset and risk
management tools that support industry best practices for sustainable asset stewardship
and;
Whereas, RedZone has previously supplied software to the City of Yakima and
has the experience, expertise, and equipment to provide professional services and is
willing to provide the services in accordance with the terms and conditions of the
Agreement;
Now, therefore, in consideration of the mutual covenants, promises and
agreement set forth herein, it is agreed by and between the City and RedZone as follows:
1. Scope of Services. RedZone shall provide an Infrastructure Program Management
solution for inspection management, preventive maintenance management and asset
management of the sanitary and stormwater collection system. The scope of service is
described in more detail in Exhibit "A" attached and incorporated by this reference. The
City will direct RedZone when to proceed with the work. The City's estimated date of
completion is forty weeks from the date of work start.
2. Additional Services.
a. The City and RedZone agree that not all services performed by RedZone
can be defined in detail at the time this Agreement is executed and that
Additional Services not covered in Exhibit "A: may be needed during the
performance of the Agreement. City may, at any time, by written order,
direct RedZone to revise portions of the Basic Services previously
completed in a satisfactory manner, delete portions of Basic Services,
suspend Basic Services or request RedZone perform Additional Services
beyond the scope of Basic Services. Such changes hereinafter shall be
referred to as "Additional Services ".
b. If such Additional Services cause an increase or decrease in RedZone's
cost of, or time required for, performance of any services under this
Agreement, a contract price and /or completion time adjustment pursuant
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to the Agreement may be made and this Agreement may be modified in
writing accordingly.
c. Compensation for each such request for Additional Services will be
negotiated by the City and RedZone according to the provisions set forth
in Section 3. RedZone shall not perform any Additional Services until
authorized by City in writing. Once so authorized, such Additional
Services shall be considered part of the Basic Services. If mutual
agreement on compensation or time adjustment cannot be concluded,
Redzone is required to perform the Basic and Additional Services,
reserving a right for equitable adjustment; provided, that in no event shall
any amount be allowed for anticipated profit or unperformed Basic
Services or Additional Services. If City and RedZone cannot agree upon
an equitable adjustment in the time for Additional Services beyond the
scope of Basic Services with thirty (30) days of RedZone's written request
for equitable adjustment, performance of such Additional Services may be
suspended by RedZone until City and RedZone mutually agree upon the
time adjustment.
3. Term. The term of this Agreement shall commence upon execution hereof and
shall terminate at the time of completion of all services /tasks required hereunder unless
terminated sooner by either party in accordance with Section 20. RedZone shall provide
such services as are described on executed task orders in accordance with the time
schedule set forth in Exhibit "A ". When directed by the City, RedZone shall proceed in a
timely and diligent manner to provide all services required hereunder.
4. Consideration.
a. The City shall pay RedZone for basic services as described in Exhibit "A ",
in accordance with the payment schedule set forth in Exhibit "B ".
Unless the parties otherwise modify this Agreement, the total
compensation paid to RedZone for all services provided under the
Agreement shall not exceed $90,000.
5. Information Provided by the City. Redzone shall provide guidance to the City in
determining the data required for purposes of the contemplated service. The City
agrees to use reasonable efforts to provide data and information specifically
requested by RedZone.
6. Status of RedZone. RedZone and the City understand and expressly agree that
RedZone is an independent contractor in the performance of each and every part
of this Agreement. No officer, employee, volunteer and /or agent of RedZone
shall act on behalf of or represent him or herself as an agent or representative of
the City. RedZone, as an independent contractor, assumes the entire
responsibility for carrying out and accomplishing the services required under this
Agreement. RedZone expressly represents warrants and agrees that its status as
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an independent contractor in the performance of the work and services required
under this Agreement is consistent with and meets the six -part independent
contractor test set forth in RCW 51.08.195. RedZone and its officers, employees,
volunteers, agents and /or subcontractors shall make no claim of City employment
nor shall claim against the City any related employment benefits, social security,
and /or retirement benefits. Nothing contained herein shall be interpreted as
creating a relationship of servant, employee, partnership or agency between
RedZone and the City.
7. Inspection and Audit. RedZone shall maintain books, accounts, records,
documents and other evidence pertaining to the costs and expenses allowable and
consideration paid under this Agreement in accordance with generally accepted
accounting practices. All such books of account and records required to be maintained
by this Agreement shall be subject to inspection and audit by representatives of the City
and /or the Washington State Auditor at all reasonable times and RedZone shall afford the
proper facilities for such inspection and audit. Such books of account and records may be
copied by representatives of the City and /or the Washington State Auditor where
necessary to conduct or document an audit. RedZone shall reserve and make available all
such books of account and records for a period of three (3) years after final payment
under this Agreement.
8. Taxes and Assessments. RedZone shall be solely responsible for compensating
its employees, agents, and /or subcontractors and for paying all related taxes,
deductions, and assessments, including but not limited to federal income tax,
FICA, social security tax, assessments for unemployment and industrial injury
and other deductions from income which may be required by law or assessed
against either party as a result of this Agreement. In the event the City is assessed
a tax or assessment owed by RedZone for the foregoing as a result of this
Agreement, RedZone shall pay the same before it becomes due.
9. Nondiscrimination Provision. During the performance of this Agreement,
RedZone shall not discriminate in violation of any applicable federal, state and /or
local law or regulation on the basis of age, sex race, creed religion, color, national
origin, marital status, disability, honorably discharged veteran or military status,
pregnancy, sexual orientation and any other classification protected under federal,
state, or local law. This provision shall include but not be limited to the
following: employment, upgrading, demotion, transfer, recruitment, advertising,
layoff or termination, rates of pay or other forms of compensation, selection for
training and the provision of services under this Agreement.
10. The Americans with Disabilities Act. RedZone shall comply with the Americans
with Disabilities Act of 1990, U.S.C. § 12101 et seq. (ADA) and its implementing
regulations and Washington State's anti - discri mination law as contained in RCW
Chapter 49.60 and its implementing regulations with regard to the activities and
services provided pursuant to the Agreement. The ADA provides comprehensive
civil rights to individuals with disabilities in the area of employment, public
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accommodations, public transportation, state and local government services and
telecommunications.
11. Compliance with Law. RedZone agrees to perform those services under and
pursuant to this Agreement in full compliance with any and all applicable laws,
rules, and regulations adopted or promulgated by any governmental agency or
regulatory body, whether federal, state, local or otherwise. Without limitation,
RedZone agrees to comply with all provisions, procedures and reporting
requirements of applicable state and /or federal minimum wage laws.
12. No Conflict of Interest. RedZone covenants that neither it nor its employees have
any interest and shall not hereafter acquire any interest, direct or indirect, which
would conflict in any manner or degree with the performance of this Agreement.
RedZone further covenants that it will not hire anyone or any entity having such a
conflict of interest during the performance of this Agreement.
13. No Insurance. It is understood the City does not maintain liability insurance for
RedZone and its officers, directors, employees, and agents.
14. Indemnification.
a. RedZone agrees to hold harmless and indemnify the City, its elected and
appointed officials, officers, employees, agents and volunteers from and against
any actions, claims, liability, damages, judgments, costs of defense and expenses
(including reasonable attorney's fees) if judged as damages which result from or
arise out of the negligent acts, errors or emissions of RedZone, its officers, agents,
employees or subcontractors in connection with or incidental to the performance
or non - performance of this Agreement.
b. The City agrees to hold harmless and indemnify RedZone, its officers,
employees, and agents, from and against any and all suits, actions, claims,
liability, damages, judgments, costs of defense and expenses (including
reasonable attorney's fees) which result from or arise out of the negligence of the
City, its officers, agents, employees, or subcontractors, in connection with or
incidental to the performance or nonperformance of this Agreement.
c. In the event that both RedZone and the City are negligent, each party shall be
liable for its contributory share of negligence for any resulting suits, actions,
claims, liability, damages, judgments, costs and expenses (including reasonable
attorney's fees).
d. The foregoing indemnity is specifically and expressly intended to constitute a
waiver of RedZone's immunity under Washington's Industrial Insurance Act,
RCW Title 51, as respects the other party only, and only to the extent necessary to
provide the indemnified party with a full and complete indemnity of claims made
by RedZone's employees. The parties acknowledge that these provisions were
specifically negotiated and agreed upon by them.
e. Nothing contained in this Section or this Agreement shall be construed to create
a liability or a right of indemnification in any third party.
f. This Section of the Agreement shall survive the term or expiration of this
Agreement and shall be binding on the parties to this Agreement.
15. Insurance Provided by RedZone.
a. Professional Liability Insurance. On or before the date this Agreement is
fully executed by the parties, RedZone shall provide the City with a
certificate of insurance as evidence of professional liability coverage with
a limit of at least One Million Dollars ($1,000,000.00) for each wrongful
act and an annual aggregate limit of at least Two Million Dollars
($2,000,000.00). The certificate shall clearly state who the provider is, the
amount of coverage, the policy number, and when the policy and
provisions provided are in effect. The insurance shall be with an
insurance company rate A -VII or higher in Best's Guide. If the policy is
on a claim basis, the retroactive date of the insurance policy shall be on or
before the date this contract is executed by both parties hereto, or shall
provide full prior acts coverage. The insurance coverage or substantially
identical coverage sufficient to fully satisfy these requirements shall
remain in effect during the term of this Agreement and for a minimum of
three (3) years following the termination of this Agreement.
b. Commercial Liability Insurance. On or before the date this Agreement is
fully executed by the parties, RedZone shall provide the City with a
certificate of insurance as proof of commercial liability insurance with a
minimum liability limit of One Million Dollars ($1,000,000.00) per
occurrence /aggregate limit bodily injury and property damage. The
certificate shall clearly state who the provider is, the amount of coverage,
the policy number, and when the policy and provisions provided are in
effect. Said policy shall be in effect for the duration of this Agreement.
The policy shall name the City, its elected officials, officers, agents, and
employees as additional insured as to this project only and shall contain a
clause that the insurer will not cancel or reduce in limits the City without
first giving the City thirty (30) calendar days' prior written notice. The
insurance shall be with an insurance company or a company rated A -VII
or higher in Best's Guide and admitted in the State of Washington.
c. Commercial Automobile Liability Insurance. On or before the date this
Agreement is fully executed by the parties, RedZone shall provide the City
with a certificate of insurance as proof of commercial automobile liability
insurance with a minimum liability limit of One Million ($1,000,000.00)
per occurrence /aggregate limit bodily injury and property damage. The
certificate shall clearly state who the provider is, the amount of coverage,
the policy number, and when the policy and provisions provided are in
effect. Said policy shall be in effect for the duration of this Agreement.
The policy shall name the City, its elected officials, officers, agents, and
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employees as additional insured as to this project only and shall contain a
clause that the insurer will not cancel or reduce in limits the insurance
without first giving the City thirty (30) calendar days' prior written notice.
The insurance shall be with an insurance company or a company rated A-
VII or higher in Best's Guide and admitted in the State of Washington.
d. Umbrella Liability Insurance. On or before the date of this Agreement is
fully executed by both parties, RedZone shall provide the City with a
certificate of insurance as proof of umbrella liability coverage with a
minimum liability limit of Two Million Dollars ($2,000,000.00) per
occurrence /aggregate limit bodily injury and property damage. This
policy will be in excess of the underlying commercial general liability and
automobile liability coverage. The certificate shall clearly state who the
provider is, the amount of coverage, the policy number, and when the
policy and provisions provided are in effect. Said policy shall be in effect
for the duration of this Agreement. The policy shall name the City, its
elected officials, officers, agents, and employees as additional insured to
this project only and shall contain a clause that the insurer will not cancel
or reduce in limits the insurance without first giving the City thirty (30)
calendar days' prior written notice. The insurance shall be with an
insurance company or a company rated A -VII or higher in Best's Guide
and admitted with the State of Washington.
e. Insurance Provided by Subcontractors. RedZone shall ensure that all
subcontractors it utilizes for work/services required under this Agreement
shall comply with all of the above insurance requirements. However,
professional liability will not be required unless the subcontractor is
involved in design or engineering services.
16. Delegation of Professional Services. The services provided for herein shall be
performed by RedZone and no person other than regular associates or employees
of RedZone shall be engaged upon such work or services except upon written
approval of the City.
17. Assignment. This Agreement, or any interest herein or claim hereunder, shall not
be assigned or transferred in whole or in part by RedZone to any other person or
entity without prior written consent of the City. In the event that such prior
written consent to an assignment is granted, then the assignee shall assume all
duties, obligations and liabilities of RedZone stated herein.
18. Waiver of Breach. A waiver by either party hereto of a breach by the other party
hereto of any covenant or condition of this Agreement shall not impair the right of
the party not in default to avail itself of any subsequent breach thereof. Leniency,
delay or failure of either party to insist upon strict performance of any agreement,
covenant or condition of this Agreement, or to exercise any right herein given in
any one or more instances, shall not be construed as a waiver or relinquishment of
any such agreement, covenant, condition or right.
19. Dispute Resolution. The parties shall strive to resolve all conflicts through
negotiation in good faith as the preferred approach to dispute resolution and may
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consider mediation, or other form of dispute resolution, as a supplement or
alternative where mutually agreed to by the Parties in writing.
20. Termination. Ether party may terminate this Agreement at any time, with or
without cause by providing the other party with written notice of termination ten
(10) calendar days prior to the termination date.
21. Severability. If any portion of this Agreement is changed per mutual agreement
or any portion is held invalid, the remainder of the Agreement shall remain in full
force and effect.
22. Notices. Unless stated otherwise herein, all notices and demands shall be in
writing and sent or hand delivered to the parties to their addresses as follows:
TO City: Shelley Willson, Utility Engineer
City of Yakima Wastewater
2220 East Viola
Yakima, WA 98901
TO Engineer: Dan Yingst, CFO
RedZone, Inc.
9143 rd Street, Suite 250
Pittsburgh, PA 15201
And Cc To:
Michelle Beason, PE
Key Account Manager, West Region
2410 Camino Ramon, Suite 128
San Ramon, CA 94583
or to such other addresses as the parties may hereafter designate in writing. Notices
and /or demands shall be sent by registered or certified mail, postage prepaid or hand
delivered. Such notices shall be deemed effective when mailed or hand delivered at the
addresses specified above.
23. Third Parties. The City and RedZone are the only parties to the Agreement and
are the only parties entitled to enforce its terms. Nothing in this Agreement gives,
is intended to give, or shall be construed to give or provide any right or benefit,
whether directly or indirectly or otherwise, to third persons.
24. Drafting of Agreement. Both the City and RedZone have participated in the
drafting of this Agreement. As such, it is agreed by the parties that the general
contract rule of law that ambiguities within a contract shall be construed against
the drafter of a contract shall have no application to any legal proceeding,
arbitration and /or action in which this Agreement and its terms and conditions are
being interpreted and /or enforced.
25. Integration. This written document constitutes the entire Agreement between the
City and RedZone. There are no other oral or written agreements between the
parties as to the subjects covered herein. No changes or additional to this
Agreement shall be valid or binding upon either party unless such change or
addition be in writing and executed by both parties.
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26. Governing Law. This Agreement shall be governed by and construed in
accordance with the laws of the State of Washington.
27. Venue. The venue for any action to enforce or interpret this Agreement shall be in
the Superior Court of Washington for Yakima County, Washington.
28. Counterparts. This Agreement may be executed in one or more counterparts, each
of which shall be deemed an original, but all of which shall constitute one and the
same Agreement.
CITY OF YAKIMA REDZONE, INC.
By:
Tony O'Rourke, City Manager
Date:
ATTEST:
Sonya Claar Tee, City Clerk
City Contract No.
City Resolution No.
By:
Dan Yingst, CFO
Date:
EXHIBIT .j.-
City of Yakima
ICOM3 Infrastructure CMMS /AMS
Program Management
Scope of Services
ICOM3 Software Services — Wastewater and Storm Water ICOM3 Instances
OVERVIEW
The City is looking to implement an Infrastructure Program Management solution for inspection
management, preventive maintenance management, and (optionally) asset management of their
collection system and storm water assets, and incorporate the necessary adjustments to the system
configuration to meet these requirements.
PROVISIONING SERVICES
The following services will be provided for the City's ICOM3 Infrastructure Program Management
Implementation. Included in this ICOM3 instance will be all three core ICOM3 Modules: Inspection
Manager, Work Manager, and (optionally) Asset Manager.
Tasks below are the same for the wastewater instance, and the proposed storm water instance. The
cost schedule is in EXHIBIT B. Some wastewater tasks have reduced work hours as the wastewater
instance has already been created from inspection work completed in the Fall 2012.
INITIATION AND PLANNING
1.1. Project Kick -off Meeting
We will meet with the City project managers to review and define the specific goals and
objectives of the project.
1.2. O &M Workflow Workshop — ICOM3 staff will meet onsite with the City to map out and
confirm the current workflows currently in use by the City for maintenance and operations of
the collection system assets in a 3 hour workflow session. The workshop will be held with the
operations and maintenance team discussing and finalizing the O &M activities, form
configurations, maintenance approach and functional specifications. Topics that will be covered
at the workshop will include forms and report configuration, mapping integration, planning and
scheduling, work closure /timekeeping, and analysis and reporting.
1.3. Asset Management Workshop (Optional) - The 3 hour asset management workshop will be
conducted to obtain input and consensus from City personnel who will be impacted by and will
use ICOM3. The input will drive the configuration of the ICOM3 system to incorporate any
City- specific requirements.
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Deliverables for Task 1
• Workshop minutes
• Review the City's GIS environment
• Review the City's GIS standards and existing change management processes
• Work with the City to define a change and configuration management process
2. SYSTEM CONFIGURATION
Under this task, we will set up the inspection and maintenance planning and programming
components, set up the work order system for PM's for maintenance activities. Included in this
proposal will be configuring forms, queries, and reporting to meet the City's requirements.
2.1. Inspection Program Configuration This task consists of configuring the ICOM3 software to
support the City's inspection program including planning and scheduling, forms, queries, and
reports. Configuration includes populating the system with the City's specific data and
domain list requirements.
2.2. Preventive Maintenance Program Configuration ICOM3 has a library of commonly used
maintenance forms for all the major types of maintenance activities. We will work with the
City to configure the maintenance forms to match the City's maintenance activities. The City
will have the ability to plan and schedule these work orders in a preventive maintenance
mode of operation, and also create, issue and assign them on the fly.
2.3. Route Creation At the City's request, ICOM3 staff will develop work routes, and plans and
schedules, for both the wastewater and stormwater assets and activities.
2.4. Management Configuration We will work with the City to define and format a set of
summary, key performance indicators, and management reports. Users will have the ability to
run these reports from within the ICOM3 application and also from a set of data views that
the City can access locally and run a local report writer against. The City will also have the
capability to generate Excel exports of all reports and query screens.
3. GIS MAPPING UPDATES
3.1. Clean and Build Maps. ICOM3 will provide a mapping connector to the City's ESRI file formats.
ICOM3 will configure and run the GIS connector utility to initially populate Yakima's asset
inventory and map files into the ICOM3 system. ICOM3 staff will perform updates of the City's
GIS map files each quarter.
3.2. Synchronize the ICOM3 system with Yakima's GIS system. ICOM3 will provide a mapping
connector to the City's ESRI file formats. ICOM3 will configure and run the GIS connector
utility to initially populate Yakima's asset inventory and map files into the ICOM3 system.
4. DATA INTEGRATION
4.1. Existing CCTV Import and Integration. ICOM3 will configure and implement the ICOM3 CCTV
Import Utility which provides a tool for uploading CCTV inspections collected using City's CCTV
software. ICOM3 will set up the utility to manage CCTV data to be uploaded, linked, and
categorized for each inspection when the Import Utility is run. This import tool will not apply
to the DigiScan video images as this will take software development hours to configure. The
CCTV connector will apply to any Wincan, Granite, Pipetech, or other standard CCTV camera
and software formats.
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(02010 RedZone, Inc.
4.2. Historic Maintenance Data - There is no historical maintenance data for storm water. For
wastewater, the only past data are the historic emergency calls. ICOM3 staff will create a form
that mimics the fields in the emergency form. Yakima staff will then copy the historical data
into the new forms in ICOM3. ICOM3 staff can do this data entry if desired at a cost of
$150 /hour.
5. IMPLEMENTATION AND TRAINING
5.1. System Setup and Configuration — ICOM3 User Accounts, Privileges, and Access rights will be
established per Yakima's requirements. Yakima will have the ability to grant access to the
system up to the number of authorized users. Each user account can be configured to have
specific access privileges.
5.2. Local ICOM3 Installation - Installation consists of walking city staff through installing the
ICOM3 software on Yakima computers that will be accessing the system. Client machines
must be running Microsoft Windows 6 or later and have an internet connection.
Pilot Program. A pilot study will be conducted to verify the software and configuration
functionality prior to the full roll -out and adoption of the system for the collection system. The
pilot study is designed to exercise all of the major components and workflows that will be
established during the workflow workshops.
Go -Live Program. Once the pilot program and acceptance testing (up to 60 days) have been
completed, RedZone will work with the City to determine a suitable roll -out and adoption plan
and schedule. The plan will be documented and submitted to the City for review and
acceptance.
Final Testing and Acceptance. RedZone will perform a set of connectivity tests to verify that
the production environment is properly configured to connect to the City's systems and GIS
services. During these tests, the live GIS and City's systems will not be affected. If the ICOM3
system fails any tests, the test will be reproduced in the test environment and addressed. The
production environment will then be reinitialized.
5.3. Training Program. RedZone utilizes on -site and on -line training to instruct users how to
effectively use the ICOM3 system to perform their day to day duties. RedZone will provide
training guides for use during the internal training conducted at Yakima' office. As different
users have different roles and responsibilities in the organization, their involvement with the
ICOM3 application will differ as well. For this reason the training program will focus on
scenario based training for each major user group.
Proposed Training Sessions by User Group
Each session lasts three hours. Trainees will be provided with training manuals that contains
step by step graphic instructions on the items covered during the session. Training sessions
should be broken down by groups specific to their duties and responsibility. Typically, we have
an engineer /management session, wastewater CCTV /Cleaning crew, Storm water
CCTV /cleaning crew, and utility and lift station crew. This training will be coordinated
between Yakima and ICOM3 staff.
Additional Training - Additional training sessions can be purchased as needed. Follow up
training is also available remotely on -line using web conferencing.
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PROJECT MANAGEMENT AND CONTROLS
Project Management Plan and Schedule The project management task includes scheduling
project resources, quality control, deliverables and schedule, administration of the contract,
and coordinated communications between RedZone and the City's staff.
Project and Cost Control - We will provide the City with monthly progress reports and invoices
that address the specific accomplishments of the work to date, any problems encountered
and recommended solutions, and accomplishments scheduled for the next reporting period.
ICOM3 ANNUAL SOFTWARE SUBSCRIPTION
The ICOM3 maintenance agreement between the City of Yakima and RedZone is attached in Appendix B.
ICOM3 will host the ICOM3 application and supporting data in our state of the art Tier -1 data center.
Access to the software will be made available to Yakima and any consultants they wish to grant access to.
The Hosted Service model includes up to 10 named user seats to be used by Yakima.
Included in this package are the following managed hosting services:
Nightly backups of all ICOM3 data.
• Maintenance and licensing of all supporting software packages including database and GIS
software.
• Uptime guarantee for access to Yakima data
Storage of Yakima data in our highly secure, Tier 1, data center with 5 levels of redundancy
on all major subsystems including data carriers and power.
Software Maintenance and Support. Yakima will receive on -going system support and software
maintenance on an annual basis. Users have access to the Help Desk, providing technical support for
"how to" questions, user set up, and installed software configuration Monday through Friday, 8:00
AM to 8:00 PM EST. In addition, Yakima will receive all ICOM3 software maintenance releases and
major version upgrades.
Page 1 4
The following table shows the implementation schedule in months from ReclZone being issued a Notice to
Proceed (NTP). Three months are necessary for implementation of ICOM3 for wastewater and
stormwater. With an assumed NTP of May 28, 2013, we will complete the project by the date of August
30, 2013. A list of hours by task and staff person, included City required staff time, is included in Appendix
C.
From NTP:
Month 1
Month 2
Month 3
Task 1— INITIATION & PLANNING
Total Hrs
Task 2 - SYSTEM CONFIGURATION
Total Hrs
TASK 1— PROJECT INITIATION and PLANNING
$ 2,440
Task 3 — GIS MAPPING UPDATES
$ 5,000
32
Task 4 — DATA INTEGRATION
$ 15,410
101
$ 12,610
Task 5 — IMPLEMENTATION & TRAINING
TASK 3 — DATA INTEGRATION
$ 6,920
44
Task 6 — PROJECT MANAGEMENT
$ 5,740
42
TASK 4 - IMPLEMENTATION
$ 8,020
32
Detailed cost with hours is included in Appendix B. A summary of the costs are shown below. The
wastewater module configuration will total $41,990, or $48,770 if the Asset Management module is
desired. The storm water instance configuration is $40,910, or $44,390 with the optional Asset
Management Module. Any future additional professional services desired that are not in this scope of
work (such as new forms, reports, routes, etc), will be billed at $150 /hour.
Page 1 5
WASTEWATER
SIORMWATER
City Yakima ICOM3 Implementation and
Professional Services
Total Hrs
Total Hrs
TASK 1— PROJECT INITIATION and PLANNING
$ 2,440
16
$ 5,000
32
TASK 2 - SYSTEM CONFIGURATION
$ 15,410
101
$ 12,610
81
TASK 3 — DATA INTEGRATION
$ 6,920
44
$ 5,740
42
TASK 4 - IMPLEMENTATION
$ 8,020
32
$ 9,720
42
TASK 5 - TRAINING and SUPPORT PROGRAM
$ 6,480
40
$ 5,120
32
TASK 6 - PROJECT MANAGEMENT
$ 2,720
16
$ 2,720
16
SUB TOTAL
$ 41,990
249
$ 40,910
245
.Asset Management C011fiiur16011 I0pti011ll
S 6.780
44
S ,.180
??
TOTAL (WITH OPTIONAL ASSET MGMT CONFIG)
$ 48,770
$ 293
#
$ 44,390
$ 267
Page 1 5
Irlfl kA2 nnn;ntonnnro Aeraamant
November27, 2012
Expiration Date: December 31, 2012
Scott Schafer
Wastewater Division Manager
City of Yakima
RE: WA- Yakima large Diameter Inspection Project, ICOM3CMMSsoftware
RedZone OPP- 103528
RedZone Robotics, Inc., ( "RedZone ") is curre ntlyconducting inspections on a portion of the City of
Yakima ( "Client ") collection system. As part of this project, the ICOM3 Software will be provided to view
and organize the RedZone inspection results.
In addition, the Inspection Manager, Work Manager, and Asset Manage me nt standard CMMS modules
will be provided to the City of Yakima fora one year free trial. This free trial will be effective through
the end of November 30, 2013. (the "Initial Term ")
At the end of the Initial Term, an annual License Subscription, Hosting, Maintenance and Support
contract Is requi red if Client seeksto maintain use of then - current hosted License Subscription, Hosti ng,
Maintenance and Support services. Paying these fees is not required.
In the event this Initial Term expires and Client has paid all amounts due RedZone forthe inspection
work that generated the Initial Term pilot, Client shall have one perpetual, fully -paid, non - exclusive,
non - transferable, non - assignable, non - sub - licensable local usage license of the viewing software
required toviewthe data from this specificscope of work,to be used in compliance with the other, non -
conflicting license terms, solely for Client's internal purposes.
If Client would like to proceed with the fullsetof functionality (inspection manager, work manager, and
asset manager), then the optional fees forannual License Subscription, Hosting, Maintenance and
Support ( RedZone ICM- 700C), which would commence atthe end of the Initial Term are eighteen
thousand dollars ($18,000 USD). These fees are due on or before December 1, 2013 andwouldcover
the license, maintenance, subscription and supportfees through November30, 2014.
In the event Clientchoosesto paythese fees, then thesefees willcoverthe hosting of the application,
upgrades, bugfixes and both telephone and e- support. Increases to these annual fees will not exceed
1056 for any renewal period. If at any point subsequent to the expiration of this initial full, completed
Tenn, Client fai Is to pay such annual fees, Cl lent Software used underthis license shall not have any
connectivity with the hosted Software Services and RedZone shall have no obligation to otherwise
provide Support orTechn ical Support to Client or its Authorized Users usi ngthe Client Software under
this post- termination license.
However, in the eventthat Client awards RedZone more inspection work on orbefore November 15
2013, in the amount of at least eighty thousand dollars (S80,00D USD) RedZone will waive the
Licensing /Hosting /Maintenance /Support/Upgrade fee associated with ICM- 700C for an additional one
1 ear.
Page 1 6
In the calendaryear2013, and foreach calendaryearthereafter, unless notified otherwise by RedZone,
in the eventthatClient awards ReclZone work on or before November 15 in the amount of at least
eighty thousand dol lars ($80,000 USD), RedZone will waive the licensing /Hosting /Maintenance /Support/
Upgrade fee forone (1) additional, consecutive year.
In the eventthatClient failsto issue RedZone sufficient inspection work to waive the ICOM3
Licensing/ Hosting /Maintenance /Support/Upgradefee, those fees ($18,000) will be due 30 days in
advance of the first day of a renewal period.
Any special forms or reports not included in the Standard ICOM3 configuration, is not included, and will
bean additional charge of professional service hours. In addition, import of historical CCTV data will
also require an additional charge if ReclZone's standard CCTV connectors haveto be re- programmed.
We thankyou for considering ourtechnology and welcome the opportunity to worktogether. Ifyou
have any questions or require anyadditional information, please feel free to contact meat (925) 262-
7366, orrnbeason @redzone.com.
Sincerely,
Michelle Beason, PE
Key Account Manager, West Region
mheason@rpd7one.com
925- 262 -7366
These ICOM3 Services, Special Terms and Conditions are hereby accepted;
Failure to accept these Terms and Conditions on or before the expiration date
stated above will result in the expiration of these Terms and Conditions. Signing
This Proposal does not bind Client to commit any future work to RedZone. It
only secures these Terms and Conditions on behalf of Client.
ScoTT 50-AFOL 12 S 12
Print name Date
p
Signaturev V
Page 1 7
* City Staff hours required are shown above to help City of Yakima allocate time to help with the implementation review. These hours may be more or less, and arejust a guide.
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STORM MODULE
5 170 5 150 5 120
S 170 S 150 S 120
City Yakima ICOM3 Implementation and
Professional Services
Total Hrs
PM CM DM
City
Total Hrs
PM CM DM
City
TASK 1- PROJECT INITIATION and PLANNING
$ 2,440
16
8
4
4
2
$ 51000
32
16
12
4
20
Work Plan and Pre - Planning
$ 2,440
16
8
4
4
2
$ 2,440
16
8
4
4
2
Project Kick -Off meeting
$ -
0
0
0
0
0
$ 1,280
8
4
4
(>
10
08cM Workflow Workshop
$
0
0
0
0
0
$ 1,280
1 8
4
4
0
8
TASK 2 - SYSTEM CONFIGURATION
$ 15,410
101
16
83
2
8
$ 12,610
81
29
48
4
12
Inspection Program Configuration
S 2.560
16
8
8
0
0
S 2,800
18
8
8
2
4
Maintenance Program Configuration - Route/WO Creation
S 12.850
85
8
75
2
8
S 9.810
63
21
40
2
8
Asset Management Configuration (See below - Optional)
S
0
0
0
0
0
0
S
0
0
0
0
0
TASK 3 - DATA INTEGRATION
$ 6,920
44
1 22
18
4
18
1 $ 5,740
42
1 2
20
20
8
GIS Synchronization - Quarterly
S 2,800
18
8
8
2
8
S 5,740
42
2
20
20
8
Existing CCTV Import and Integration (i)
S 2.800
18
8
8
2
4
S -
0
0
0
0
0
Historic Maintenance Data
S 1.320
8
6
2
0
6
S -
0
0
0
0
0
TASK 4 - IMPLEMENTATION
$ 8,020
32
14
18
0
24
$ 9,720
42
24
18
0
24
Pilot Program
$ 2,940
18
12
6
0
12
$ 2,940
18
12
6
0
12
Acceptance Program
S 2,260
14
8
6
0
12
$ 2,260
14
8
6
0
12
Go -Live Program
$ 2,820
18
6
12
0
1 12
$ 4,520
1 28
16
1 12
0
12
TASK 5 - TRAINING and SUPPORT PROGRAM
$ 6,480
40
24
16
0
32
$ 5,120
32
16
16
0
32
Pilot Team Training
S 2.560
16
8
8
0
12
S 2,560
16
8
8
0
12
User Training
S 3.920
24
16
8
0
20
S 2,560
16
8
8
0
20
TASK 6 - PROJECT MANAGEMENT
$ 2,720
16
16
0
0
8
$ 2,720
16
16
0
0
8
Progress Meetings; Calls
S 1,360
8
8
0
0
4
S 1,360
8
8
0
0
4
Final Delivery
S 1.360
8
8
0
0
4
S 1,360
8
8
0
0
4
SUB TOTAL
$ 41,990
249
100
139
10
92
$ 40,910
245
103
114
28
104
Asset Nlauagement Configuration (Optional)
S 6.780
44
12
30
S 3,480
22
12
8
2
20
TOTAL (WITH OPTIONAL ASSET MGMT CONFIG)
$ 48,770
$ 293
$ 112
$ 169
$ 12
$ 112
#
$ 44,390
$ 267
$ 115
$ 122
$ 30
$ 124
* City Staff hours required are shown above to help City of Yakima allocate time to help with the implementation review. These hours may be more or less, and arejust a guide.
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