HomeMy WebLinkAbout20091242.tiffveering Public Work
CarteGraph
PROPOSAL
s/ Ior 00 ; Cl 14E (Y)(-;
2009-1242
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CarteGraph
Government
nt_
CarteGraph Systems, Inc.
Software and Services Proposal C0903018-1
Prepared for Weld County, CO
May 19, 2009
CarteGraph Systems, Inc. 13600 Digital Drive I Dubuque, Iowa 52003
800.688.2656 1563.556.8120 1563.556.8149 fax
www.cartegraph.com
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• CarteGraph I Better Government ;-Ail
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• Table of Contents
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• Software and Services Proposal 3
• Scope of Project 3
• Software Products 3
• Project Services 4
• Customer Responsibilities 5
• Investment Summary 7
• Payment Terms and Conditions 7
• Software Subscription, Maintenance and Support Services Terms/Renewal 8
• General Terms 9
• Exhibit A - Data Services 11
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PROPRIETARY INFORMATION: Weld County acknowledges that all materials and documents associated with
this project are proprietary in nature. This specifically includes pricing information, training materials and
consulting documents as described. Weld County further agrees not to copy or otherwise make available such
materials outside of Weld County and its divisions and departments without the prior written consent of CarteGraph
Systems, Inc., except as required by law.
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Weld County, CO May 19, 2009
Software and Services Proposal
THIS PROPOSAL is made and entered into between Weld County, hereinafter referred to as "Customer" or
"Licensee," whose address is noted below, and CarteGraph Systems, Inc., 3600 Digital Drive, Dubuque, Iowa
52003, hereinafter referred to as "CarteGraph."
Customer address:
Weld County
1111 H Street
Greeley, CO 80632
Scope of Project
Licensee address:
Same
Software Products
CarteGraph Software Subscription Plan
CarteGraph shall provide and deliver licenses to use the Software Products and in the quantities listed in the
Investment Summary. Software Products are developed and supported products available from CarteGraph.
CarteGraph will provide these Software Products to Customer in their standard form and at the most current
generally available release version level published at that time of installation.
The CarteGraph Software Subscription Plan provides the following benefits for the term of your subscription:
t. Use of CarteGraph flexLICENSE subscription software including all enhancements and updates.
Carte"GraphlexLICENSE Subscriptions include user -based licenses of any of the following applications:
BRIDGEview
CALLdirector
GEODATAconnect (enterprise geo-dbase)
GEODATAconnect (personal geo-dbase)
GISdirector
LIGHTview
MAPdirector
MAPdirector for ArcGIS
MAPdirector for ArcView
MARKINGview
PAVEMENTview
PAVEMENTview Plus
SEWERview
SIGNALview
SIGNview
STORMview
VERSAtools
WATERview
WORKdirector
MOBILEconnect
mobilesIGNvjew
mabileWORKdirector
moblleVERSAtools
flexLICENSE subscriptions are governed by a license manager and must be renewed prior to the expiration date
of the term in order to keep the software active.
2. Comprehensive telephone and online technical support. Customer will receive unlimited toll -free support
via phone, fax or e-mail through the CarteGraph Help Desk for technical issues relating to the use of the
licensed software. Telephone support will be available Monday through Friday between the hours of 7:30 a.m.-
5:30 p.m. Central time by dialing 800- 688-2656, ext. 6200. You can also submit questions/issues via fax at
563-556-8149, or by email to support(dcartegraph.com.
3. Problem resolution using remote software tools, as applicable. CarteGraph utilizes a variety of
methods/tools for remote diagnostics of client systems:
a. Microsoft LiveMeeting enables users to collaborate online with CarteGraph's Technical Support staff
in real time between individuals or groups.
b. Citrix GoTo Assist enables users to click a link on the CarteGraph web site, allowing direct
connection with CarteGraph's Technical Support staff.
c. CarteGraph staff can also VPN in to client networks with appropriate authorization.
d. Clients can post their system Project Home and database to CarteGraph's password -protected FTP
site for analysis by Technical Support staff.
e. Clients can email their Application Log and trace files so that CarteGraph staff can review how the
system was being used before an issue arose.
4. Notification of the availability of software enhancements and upgrades.
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• Weld County, CO May 19, 2009
• 5. Support assistance with software upgrades. CarteGraph Help Desk support staff will answer your questions
• and guide you through the process to upgrade your software to the latest release.
• 6. Access to a password -protected, clients -only web site. The Client Support Center at www.cartegraph.com
includes online access for reporting and tracking your cases, product troubleshooting information, software
downloads, training opportunities, and access to knowledgebase articles.
• 7. Free web -based training opportunities. An ongoing schedule of WEBed training sessions on topics such as
Forms & Filters, Data Entry Options, Getting Started with Work Management, Reporting Options and more is
• available at the clients -only Client Support Center web site at no additional charge.
8. Free attendance at regional User Group meetings. CarteGraph typically holds 26 User Group meetings
• throughout North America each year and Software Subscription Plan clients can attend free of charge. These
events bring current users together to share their experiences and provide additional training opportunities.
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9. Special registration discounts to other CarteGraph conferences and workshops.
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• Project Services
• CarteGraph Services staff will contact the designated Customer project administrator to develop an agenda for the
• best use of the service hours.
. CarteGraph shall be responsible for the timely performance of all Project Services and warrants that all services
provided to Customer pursuant to this Proposal shall be of good and workmanlike quality and will meet or exceed
• standards of similar services within the industry. CarteGraph makes no further warranty, representation or promise
• not expressly set forth in this Proposal.
• Implementation Services
• The Implementation Services as listed in the Investment Summary are CarteGraph's not -to -exceed estimates based
on projects of similar size and scope and on Customer's assumption of designated responsibilities. The quantities of
service hours and/or service days may be used within the following service categories as described to best meet
. Customer's objectives.
. 1. Project Planning: CarteGraph will provide guidance and planning for the project, as well as the management,
administrative support, and coordination of CarteGraph resources, staff, and activities for the duration of the
. project. CarteGraph will attend status meetings and employ ongoing Project Management techniques and
• communications to ensure CarteGraph products and services are delivered in agreed upon timeframes.
2. Consultation Services: CarteGraph may provide, at mutually agreeable times to Customer, consultation to aid
Customer with the CarteGraph applications and their data and deployment requirements. A CarteGraph
• Consultant will provide assistance to Customer utilizing Customer forms, filters, reports, and database and, as
appropriate, the CarteGraph training database, "Carteville," as a method to reinforce CarteGraph
• functionality as it relates to Customer's daily activities and processes. Customer will provide any client
• equipment required for the consultation, as necessary
• 3. Application Installation Services: CarteGraph will provide, through Internet access, expert technical resources
to work with Customer's Information Systems personnel to install and configure the Software Products in
Customer's database environment. Installation components include:
. a. Pre -Installation: CarteGraph will confirm remote access to ensure appropriate connectivity, confirm
Administrator client connection to network environment, conduct system parameter review to ensure
• environment and required topology meet or exceed CarteGraph hardware recommendations, and
install and configure the required application License Server.
• b. Suite Installation: CarteGraph will stage one (1) Administrator PC client and one (1) User PC client
• with the appropriate Software Products and provide knowledge transfer to allow Customer to stage
and maintain any remaining PC clients. CarteGraph will format Customer's database for appropriate
• Software Product database structure and, when appropriate, with the database standard Administrator
• security role, will update Customer's License Server with Software Product License codes, and will
provide recommendations for database maintenance.
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• Weld County, CO May 19, 2009
• 4. Import Routine -Services are to duplicate our data conversion effort, year after year, through an import routine.
• Services will include an implementation consultant to create the original import routines that will account for
periodic imports of Bridge Inspection Data, and walk through the creation of multiple spreadsheets with the
• client during the original implementation. This figure does not include BRIDGEview (or any other) training
• 5. Configuration Services. CarteGraph may provide consultant time to configure forms, filters, and reports for
• the Software Products to Customer specifications.
• 6. End -User and/or Train -the -Trainer Education: CarteGraph may provide training, at mutually agreeable times,
to occur both on the CarteGraph training database, "Carteville," and Customer's database utilizing any
• customized forms, filters, and reports as mutually determined. CarteGraph will provide all instructors and all
appropriate course materials and instructor visuals. Customer and CarteGraph will discuss and agree as to
• who shall provide facilities and any equipment required for the training, including server and client computers
• as necessary. These services are more particularly described as:
a. Customer will approve custom training agendas prior to training delivery. CarteGraph agrees to
• consult with Customer prior to developing the training agenda.
• b. Customer will advise CarteGraph as to the number of expected attendees for any particular class.
• Technical Services
• 1. Data Services: CarteGraph will provide conversion services and assistance in moving Customer's current
information into the corresponding and appropriate CarteGraph database tables in a Test environment as
further described in Exhibit A — Data Services. This process may require the normalization (standardization) of
• data, which is the responsibility of Customer, but will be guided by CarteGraph Consultants to help ensure
• the successful completion of the normalization. Customer will be granted thirty days upon receipt and load of
the converted data in which to review the data. If, within the thirty days, any discrepancies are found between
the agreed -upon conversion specifications to be mutually developed and the actual data delivered, CarteGraph
will correct the data at no additional charge.
• Upon direction from Customer, CarteGraph will then provide conversion services to move Customer's
current information into the CarteGraph database tables into Customer's Production environment.
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• Customer Responsibilities
Customer accepts responsibility for all aspects of project planning, management and execution not specifically
f described under Scope of Project. Ongoing management of the day-to-day allocation of Customer resources, and
management of Customer project tasks is the responsibility of Customer. Customer will provide overall guidance
• and direction for the project and will direct the project accordingly. Further, and with regard to the CarteGraph
obligations listed under the Scope of Project section, 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 Project 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 periodic assistance of Customer personnel and suitable access to hardware
• and systems (e.g., security clearance). Customer is encouraged to supervise the installation process while
systems are accessible to CarteGraph. It is assumed all hardware, both Personal Computers and Network and
• Database servers, will be installed and operating in a manner that delivery and execution of CarteGraph
Project Services will not be impeded.
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3. Customer understands that the successful performance of Project Services depends upon Customer fulfilling
its responsibilities. The Project assumes that Customer will provide all personnel required to achieve a
. successful implementation.
4. Customer shall install and network its own hardware and communications and this will not affect the timing or
the delivery of CarteGraph services.
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Weld County, CO May 19, 2009
5. Customer will provide Internet access and IT staff support as required. For those services that are web -based,
CarteGraph utilizes Microsoft LiveMeeting. For more information regarding LiveMeeting, please visit:
http://www.microsoft.com/uc/livemeetine/
6. Customer shall ensure that their workstation platform and database meet CarteGraph system requirements.
CarteGraph software is currently supported within the following:
a. WORKSTATION PLATFORM: Windows 2000 edition, XP Professional, Vista Business Ultimate.
Supported operating systems will be listed on CarteGraph's web site. (http://www.cartegraph.com)
b. DATABASE: Access, SQL 2000, SQL 2005 (Express, Workgroup, Standard, and Enterprise), Oracle 9.i,
Oracle l0.g.
CarteGraph software 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 software within older versions of these workstation platforms and databases as their support is
discontinued by their manufacturers.
7. Customer agrees to work with CarteGraph to schedule Project Services in a timely manner. All undelivered
Project Services shall expire 365 days from the signing of this Proposal.
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Weld County, CO
Investment Summary
May 19, 2009
CarteGraph's proposed fees for this project are included in the summary below.
SOFTWARE PRODUCTS
Purchase Type
Qty.
Unit Price
Total
CarteGraph Software Subscription Plan
f/exLICENSE Subscription
8
$1,250.00
$10,000.00
Unused Software Maintenance Credit
1
($5,136.44)
($5,136.44)
PROJECT SERVICES
Implementation Services
Application Installation Services
Fixed Fee Service
1
$731.44
$731.44
Other Implementation Services including
import routine — Remote
Service Hours
18
Included
Included
Technical Services
Data Services - #Q1603
Fixed Fee Service
1
$6,525.00
$6,525.00
PROJECT COST
$12,120.00
ESTIMATED EXPENSE'S
$0.00
TOTAL PROJECT COST INCL. ESTIMATED
EXPENSES
$12,120.00
Please note: This is a not -to -exceed proposal. CarteGraph will not exceed the total inc uded in this Proposal
without written approval from Customer. In the event it becomes apparent to CarteGraph that additional service
efforts will be needed due to any changes in the scope of this proposal, CarteGraph will notify Customer prior to
exceeding the approved efforts and obtain written approval if additional software or services are required.
CarteGraph can also provide additional implementation and technical services as may be requested by Customer,
including:
• Project Deployment Plan
• Installation Services
• Mobile Applications Implementation Services
• Geodatabase Consultation
• Data Conversion Services
• Modification Services
• Database Security Services
Additional Services are available to Customer at the rate of $150 per hour for remote services and $1,450 per day
for onsite services (2 -day minimum required) plus travel expenses.
Payment Terms and Conditions
In consideration for the Services and Products provided by CarteGraph to Customer, Customer agrees to pay
CarteGraph Software Costs and Professional Service Fees in U.S. Dollars as described below:
1. Delivery: Software Products shall be licensed upon acceptance of this Proposal. Project Services will be
scheduled and delivered upon your acceptance of this Proposal, which will be considered as your notification to
proceed.
2. Invoicing: Invoicing for any given Software Products shall occur upon delivery. Invoicing occurs monthly for
Project Services as they are incurred on the project. Partial billings on fixed fee costs will be invoiced monthly
as incurred.
The annual subscription amount shown is required to keep the subscription software licenses active.
C0903018-1 7
Weld County, CO May 19, 2009
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• 3. Expenses: In providing the services included in this Proposal, 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.
4. Payment Terms: All payments are due Net 30 days from date of invoice.
Software Subscription, Maintenance and Support Services Terms/Renewal
. The initial term of Subscription, Maintenance or Support Services, if included, will commence upon execution of
this proposal and will continue for a period of one (1) calendar year from the date of the execution of this proposal.
. Each subsequent term will commence upon completion of the prior term and will continue for a period of one (1)
calendar year there from. Customer may terminate their Subscription, Maintenance or Service Support, if
. applicable, at the end of the Initial Term or any subsequent Renewal Term by notifying CarteGraph in writing of
their intention to do so at least 60 days prior to the applicable End Date for that term.
• Software licensed under a subscription is governed by a license manager and must be renewed prior to the expiration
date of the term in order to keep the software active.
1. Future years' Annual Software Licensing Subscription is estimated to be $10,000.00 for the Software Products
• listed in this Proposal.
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• Weld County, CO May 19, 2009
General Terms
• This Proposal takes precedence over all attachments in the event of conflicting terms and conditions.
• The terms and conditions of any and all Exhibits and Attachments to this Proposal are incorporated herein by this
reference and shall constitute part of this Proposal as if fully set forth herein. Article and Section headings used
• herein are for reference purposes only and shall not be deemed a part of this Proposal. This Proposal, together with
all Exhibits and Attachments hereto, constitute the entire agreement between the parties and supersedes all previous
Proposals including promises and representations, whether written or oral, between the parties with respect to the
• subject matter hereof.
• 1) Limitation Of Liability: Except for damages resulting from bodily injury or patent or copyright infringement,
each party's total liability to the other for damages under this Proposal shall not exceed the total amount of this
• Proposal. No action, regardless of form, arising out of this Proposal may be brought by either party more than
• one year after the cause of the action has occurred.
• 2) Disclaimer of Warranties: CarteGraph makes no warranty, representation or promise not expressly set forth in
this Proposal or in the descriptions of the CarteGraph products found on www.cartegraph.com. CarteGraph
• disclaims and excludes any and all implied warranties of merchantability, fitness for a particular purpose.
• 3) Relationship of the Parties: CarteGraph and Customer are independent of each other. This Proposal does not
• and is not intended to create in any way or manner or for any purpose an employee/employer relationship or a
principal -agent relationship. Neither party is authorized to enter into agreements for or on behalf of the other, to
• create any obligation or responsibility, express or implied, for or on behalf of the other, to accept payment of
• any obligation due or owed the other, or to accept service of process for the other. CarteGraph is an
independent contractor, customarily engaged in the performance of similar services for other parties.
4) Severability: The terms and conditions of this Proposal are severable. If any term or condition of this Proposal
• or the application thereof to any person or circumstances is held invalid, this invalidity shall not affect the other
terms, conditions or applications which can be given effect without the invalid term, condition or application.
• 5) Transfer of Agreement: CarteGraph shall not transfer or assign any of its rights or obligations under the
• Proposal to any other party without the prior written consent of Customer, which consent may not be
• unreasonably withheld.
• 6) Notices: All notices or communications required or permitted as a part of this Proposal shall be in writing and
shall be delivered at the address set forth in this Proposal.
• 7) Attorney's Fees/Legal Proceedings: In the event of any litigation or other proceeding between the parties
relating to this Proposal, the prevailing party shall be entitled to reasonable attorney's fees and other reasonable
costs incurred in connection therewith and in pursuing collection, appeals and other relief to which that party
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may be entitled.
8) No Waiver of Immunity: No portion of this Proposal shall be deemed to constitute a waiver of any immunities
• the parties or their officers or employees may possess, nor shall any portion of this Proposal be deemed to have
created a duty of care which did not previously exist with respect to any person not a party to this Proposal.
• 9) No Third Party Beneficiary Enforcement: It is expressly understood and agreed that the enforcement of the
• terms and conditions of this Proposal, and all rights of action relating to such enforcement, shall be strictly
• reserved to the undersigned parties and nothing in this Proposal shall give or allow any claim or right of action
whatsoever by any other person not included in this Proposal. It is the express intention of the undersigned
• parties that any entity other than the undersigned parties receiving services or benefits under this Proposal shall
be an incidental beneficiary only.
• 10) Choice of Forum: The parties agree that Weld County in the State of Colorado shall be the proper forum for any
• action, including arbitration, brought under this Agreement.
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Weld County, CO May 19, 2009
The parties, each acting under due and proper authority, have executed this Proposal as of the day, month and year
written below:
WELD COUNTY
1111 H Street
Greeley, CO 80632
CARTE'GRAPH SYSTEMS, INC.
3600 Digital Drive
Dubuque, Iowa 52003
By
Please
Print
gnantre
MAY 2 7 ZOOS
Date:
William F. Garcia, Chair
Name Title
By /7w I tkJJ U
Mark Weber, CFO
Date':
5/19/09
For this Proposal to be effective and binding, Weld County and CarteGraph must authorize this Proposal within
thirty (30) business days of each other.
C0903018-1
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Weld County, CO
Exhibit A - Data Services
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May 19, 2009
Data sources and the approximate number of records included in this project are shown below. A reasonable
difference in actual record counts is anticipated.
Quote Number:
1603
Details forProposal: Quote is to convert data from Excel files into BRIDGEview. Both Excel
files include data for NBI items 1 - 116 plus a few additional fields each.
These additional fields would be added to the CarteGraph database. The
data includes Bridge data, event data, and detailed Inspection data.
Major Bridges
Bridge, Event, Detailed Inspections
322
Minor Bridges
Bridge, Event, Detailed Inspections
208
530
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